How to develop reporting views using SSMS
(SQL Server Management Server)
and create and deploy the reporting view
using the Colleague Application
Presentation to NWEUG 2014
Presented by:
Lewis-Clark State College
Celeste McCormick, Sandra Boyd – IT
Lewis-Clark State College
Overview
Founded 1893, public undergraduate
college located in Lewiston, Idaho.
Approx. 4500 enrolled students,
3000 FTE
• Colleague users
Administrators: 4
Power Users: 3
Report Writers/Runners: 40
Other users: ~150
What is a reporting view?
What was once a
QueryBuilder query using
one table and many
computed columns…
What is a reporting view?
…now requires
joining data
from all of
these tables.
What is a reporting view?
IT can write a complex
SQL query to perform
the joins and
incorporate all of the
desired elements…
What is a reporting view?
into a “reporting view” that
looks like a single table that
report writers can query
against:
Identify users’ needs for reporting views
• Identify the key report writers
• Examine and assess their current slate of reports
• Brainstorm future needs
• List the Reporting Views that will be needed
• Determine the columns to include in each view
This is not an exact science.
Each report writer will conceptualize this approach in a different way.
Develop and test reporting views in SSMS
(One record per address type for a person)
Develop and test reporting views in SSMS
(One record per address type for a person)
Get help/ideas from delivered Ellucian views when
developing your SQL code:
Note : searching the internet on T-SQL is also a great resource
Example: In SSMS, Right Click on dbo.PERSON_ADDRESSS_VIEW->Script
View as->Create to->New Query Editor window:
Separating out multi-part key fields:
Example: dbo.STUDENT_TERMS_VIEW
SELECT
LEFT(STUDENT_TERMS_ID,CHARINDEX('*',STUDENT_TERMS_ID+'*')-1) as STTR_STUDENT,
LEFT(SUBSTRING(STUDENT_TERMS_ID,(CHARINDEX('*',STUDENT_TERMS_ID+'*')+1),999),
CHARINDEX('*',SUBSTRING(STUDENT_TERMS_ID,
(CHARINDEX('*',STUDENT_TERMS_ID+'*')+1),999)+'*')-1) as STTR_TERM,
LEFT(SUBSTRING(SUBSTRING(STUDENT_TERMS_ID,
(CHARINDEX('*',STUDENT_TERMS_ID+'*')+1),999),
(CHARINDEX('*',SUBSTRING(STUDENT_TERMS_ID,(CHARINDEX('*',STUDENT_TERMS_ID+'*')+1),999)+'*')+1),999),
CHARINDEX('*',SUBSTRING(SUBSTRING(STUDENT_TERMS_ID,(CHARINDEX('*',STUDENT_TERMS_ID+'*')+1),999),
(CHARINDEX('*',SUBSTRING(STUDENT_TERMS_ID,
(CHARINDEX('*',STUDENT_TERMS_ID+'*')+1),999)+'*')+1),999)+'*')-1) as STTR_ACAD_LEVEL
FROM dbo.STUDENT_TERMS WITH (NOLOCK)
Sub-Select:
Example: dbo.ADMISSIONS_VIEW
SELECT
APPL_APPLICANT,
APPLICATIONS_ID,
(Select LAST_NAME from PERSON WITH (NOLOCK) where ID = APPL_APPLICANT) AS LAST_NAME,
(Select FIRST_NAME from PERSON WITH (NOLOCK) where ID = APPL_APPLICANT) AS FIRST_NAME,
(Select MIDDLE_NAME from PERSON WITH (NOLOCK) where ID = APPL_APPLICANT) AS MIDDLE_NAME,
(Select NICKNAME from PERSON WITH (NOLOCK) where ID = APPL_APPLICANT) AS NICKNAME,
….
FROM APPLICATIONS as ap1 WITH (NOLOCK)
WHERE APPL_APPLICANT IS NOT NULL
ORDER by APPL_APPLICANT
Case Statement:
Example: dbo.STUDENT_ACAD_PROGRAMS_VIEW
SELECT
…
CASE WHEN IS_FPER_ALIEN = 'Y' OR IS_ETHNIC_ALIEN = 'Y' OR IS_RACES_ALIEN = 'Y' THEN 'Non-Resident
Alien'
WHEN IS_HISPANIC = 'Y' THEN 'Hispanic/Latino'
WHEN RACE_COUNT >= '2' THEN 'Two or More Races'
WHEN RACE_MAX = '1' THEN 'American Indian'
WHEN RACE_MAX = '2' THEN 'Asian'
WHEN RACE_MAX = '3' THEN 'Black or African American'
WHEN RACE_MAX = '4' THEN 'Hawaiian/Pacific Islander'
WHEN RACE_MAX = '5' THEN 'White'
ELSE 'Unknown'
END AS IPEDS_RACE_ETHNIC_DESC,
...
Concatenated _LS records:
Example: dbo.L20_ADDR_PERSON_VIEW
SELECT
...
, STUFF((SELECT '; ' + PLS.PER_ETHNICS
FROM PERSON_LS PLS WITH (NOLOCK)
WHERE PLS.ID = p.ID
FOR XML PATH ('')),1,2,'') AS 'PER_ETHNICS'
,STUFF((SELECT '; ' + PLS.PER_RACES
FROM PERSON_LS PLS WITH (NOLOCK)
WHERE PLS.ID = p.ID
FOR XML PATH ('')),1,2,'') AS 'PER_RACES‘
…
FROM ADDRESS_LS as al WITH (NOLOCK)
inner join ADDRESS as a WITH (NOLOCK) On al.ADDRESS_ID = a.ADDRESS_ID
inner join PERSON as p WITH (NOLOCK) On RESIDENTS = p.ID
WHERE RESIDENTS IS NOT NULL
Computed Columns -vs- T-SQL code
Using Computed Columns will s..l..o..w
reporting view.
down your
Use Computed Columns only if you are unable to use T-SQL code in
place of the Computed Column, usually when a Computed Column calls
a subroutine that cannot be rewritten in T-SQL due to the complexity.
Examples:
,dbo.VW_S_CALC_AGE((select BIRTH_DATE from PERSON WITH (NOLOCK) where ID =
STC.STC_PERSON_ID), GETDATE()) as 'AGE‘
,dbo.STTR_ACTIVE_CRED(STUDENT_TERMS_ID) as 'STTR_ACTIVE_CRED‘
,dbo.STTR_CUM_GPA(STUDENT_TERMS_ID) as 'STTR_CUM_GPA'
Remember to use WITH (NOLOCK) on all FROM
and JOIN statements:
SELECT
….
(SELECT CTRY_DESC FROM COUNTRIES WITH (NOLOCK)
WHERE COUNTRIES_ID = CITIZENSHIP) AS 'CITIZENSHIP_DESC',
(SELECT CTRY_DESC FROM COUNTRIES WITH (NOLOCK)
WHERE COUNTRY = COUNTRIES_ID) AS 'COUNTRY_DESC‘
…..
FROM ADDRESS_LS as al WITH (NOLOCK)
inner join ADDRESS as a WITH (NOLOCK) On al.ADDRESS_ID = a.ADDRESS_ID
inner join PERSON as p WITH (NOLOCK) On RESIDENTS = p.ID
WHERE RESIDENTS IS NOT NULL
Create reporting views from UI (ESVS)
See next slide for SQL Server script details
if not exists (select * from dbo.sysobjects where id =
object_id(N'[dbo].[L20_ADDR_PERSON_VIEW]') and OBJECTPROPERTY(id, N'IsView') = 1)
exec ('create view [dbo].[L20_ADDR_PERSON_VIEW] as
select ''Error'' c1,
''encountered'' c2,
''when'' c3,
''creating'' c4,
''L20_ADDR_PERSON_VIEW'' c5');
&execute&
ALTER view dbo.L20_ADDR_PERSON_VIEW
as
Select RESIDENTS as ID
,(SELECT ADDR_EFFECTIVE_END
Select
statement
from PSEASON WITH (NOLOCK)
from SSMS
where PERSON_ADDRESSES = al.ADDRESS_ID
and PSEASON.ID = p.ID) AS 'ADDR_EFFECTIVE_END‘
…
&execute&
Deploying reporting views from UI (DSVS)
Confirm reporting view was successfully created
via SSMS (remember to refresh Views first)
Test reporting view in SSMS and MS Query
SSMS:
Right Click on dbo.L20_ADDR_PERSON_VIEW -> Select Top 1000 Rows
Test reporting view in SSMS and MS Query
MS Query:
Add table L20_ADDR_PERSON_VIEW and run queries against it:
Move reporting view to Colleague Test
• If your view uses any computed columns, install those first!
Otherwise the installation of your view will fail.
• In Dev, create a savedlist that includes the name of the view:
Move reporting view to Colleague Test
CDEC in Dev:
Create a custom
declaration to
include the
savedlist
Move reporting view to Colleague Test
CPKG in Dev:
Create a custom
package to include
the custom
declaration
Then in MSUG in Test,
install the package in
a group
Create data dictionary of reporting view
• The dictionary will aid the
report writer in
understanding what data
the view can report
• The dictionary
also serves as a
reference for IT
in case future
changes need
to be made
We are also documenting if a computed column is being used in the view.
Have users test reporting view
Testimonials:
“A report that used to take me three hours
to build now takes three minutes.”
“I was able to send an email to 2700
students. I couldn’t have done without the
reporting view.”
You might need to make changes based on their feedback.
Advantages of reporting views
1. Create and manage reporting views using the Colleague software
2. Can combine data from several tables
3. Users do not need to know SQL language to join tables, the view
does it for the users
Disadvantages of reporting views
• Do I need to show the testimonials again?
• Our disadvantages are mainly limited to the free reporting tools that
we use (MS Query, MS Access)
• MS Query: the window is not expandable nor user-friendly
• MS Access: the reports are not easily publishable
THE END …
• Questions?
• Contacts:
• Celeste McCormick - cmmccormick@lcsc.edu
• Sandra Boyd – saboyd@lcsc.edu