Do It Yourself Reporting
Get what you want, when you want it.
Tex Ritter
Sierra Nevada Regional DCSS
Destiny Gerringer
Stanislaus County DCSS
Ryan Gruver
Sierra Nevada Regional DCSS
Finally, be able to say “Yes” to the question:
IS IT POSSIBLE?
Say “Yes” to the request
■ Is it possible to get a list of our current interstate cases?
■ How about formerly assisted cases with non-cooperating CPs?
■ What if I wanted to see our recent history of new orders and their
types?
■ How about tying in performance to order type over time?
■ Phone call activity by caseworker? Tied to performance?
■ What about an auto-dialer list of cases where the dependent’s
birthday is approaching?
■ How about demographic factors tied to performance statewide?
■ What if I want to know if an NCP is more likely to stipulate in the
month of their astrological sign?
■ How do the movements of celestial bodies tie in to performance?
■ Is there a correlation between hair color and performance?
■ Are left handed people more likely to pay with cash?
Okay, so aside from a repository of data, what is:
THE DATA REPOSITORY
What is CSE?
■ What we see of CSE is basically an interface
that accesses underlying database tables.
What is the Data Repository?
■ The Data Repository is a snapshot of some of
the CSE Tables
✷
Plus some additional data such as 1257, CSLN,
etc.
■ Currently the data is updated monthly.
The Data Repository Tables
Where does the Data Repository live?
■ The Data Repository is hosted on DCSS Otech
servers, running the SQL Server platform.
■ Each month data is downloaded from CSE
tables, processed, and posted on the DCSS
servers for LCSAs to access.
Who administers the Data Repository?
■ The Data Repository is currently administered
by the DCSS Data Analysis forum.
■ Requests for access or assistance can be sent
to the Data Analysis mailbox at:
DCSSDataAnalysis@dcss.ca.gov
How can LCSAs access the Data Repository?
■ Login instructions and credentials can be
requested from the DCSS Data Analysis
mailbox.
■ LCSAs generally query the Data Repository
using either Microsoft Access, or TOAD For
SQL Server.
■ TOAD for SQL Server has a freeware version
available for download at:
http://www.toadworld.com/Freeware/
ToadforSQLServerFreeware/tabid/562/Default.aspx
Access through Access
TOAD Software
TOAD PopUps
Sounds great, but what if I was an:
ENGLISH MAJOR
When you think of the DR, don’t think like this:
Scary!!!!
Think like this:
Court Order Type
Relationship to Current and Arrears Performance
80.00%
76.72%
75.71%
58.62%
60.52%
55.39%
54.59%
61.69%
40.00%
BY UNCONTESTED HEARING
52.04%
50.00%
77.03%
60.00%
72.43%
70.00%
BY COURT HEARING APPEARANCE
BY WRITTEN STIPULATION WITHOUT
COURT APPEARANCE
JUDGMENT ENTERED BY DEFAULT
30.00%
OTHER
20.00%
10.00%
0.00%
Current %
Arrears %
Then begin with the basics
SELECT
✷
What you want. The specific columns
FROM
✷
Where to get it. The table that contains your
columns.
WHERE
✷
Criteria. The criteria under which to return the
data, such as managed by your county, open
case, etc.
Everything else is a variation on these concepts.
Start with the FROM:
Writing a basic query
SELECT C_CASE_EXTID
,OU_T_ORG_UNIT_NM
,IU_LOGIN_NM
FROM CASE_CAS
WHERE C_MNG_CNTY_FIPS_CD IN (057,091)
AND C_CRNT_STAT_CD='OPN
Basic Query and Results
Basic Query
Example results
C_CASE_EXTID
SELECT C_CASE_EXTID
,OU_T_ORG_UNIT_NM
,IU_LOGIN_NM
FROM CASE_CAS
WHERE C_MNG_CNTY_FIPS_CD IN (057,091)
AND C_CRNT_STAT_CD='OPN'
OU_T_ORG_UNIT_NM
IU_LOGIN_NM
0571111111-01
HD2
frey.cyndy
0571111112-01
CASE MGMT A
purwin.angie
0571111113-01
CASE MGMT C
richmond.andrea
0571111114-01
CASE MGMT A
kennard.cindy
0571111115-01
CASE MGMT B
morgan.mechelle
0571111116-01
CASE MGMT B
morgan.mechelle
0911111111-01
CASE MGMT
ramos.sandra
211111111111111 CASE MGMT A
kennard.cindy
0571111118-01
CASE MGMT A
burns.jennifer
Etc.
Etc.
Etc.
Join the party
■ Sometimes you may want data from multiple
tables. To do this you use a JOIN
■ Joins are a way of linking together tables using
common fields.
■ For example, most case level tables have a
Case ID field.
■ The DR Diagram can assist you in planning
your joins.
DR Diagram - Joins
Join the party
SELECT C_CASE_EXTID
,OU_T_ORG_UNIT_NM
,IU_LOGIN_NM
,COURT_CASE.CC_COURT_CASE_EXTID
,LEGAL_ACTIVITY.LA_FILE_DT
JOIN CASE_COURT_CASE ON C_CASE_ID=CCC_CASE_ID
JOIN COURT_CASE ON CC_COURT_CASE_ID=CCC_COURT_CASE_ID
JOIN LEGAL_ACTIVITY ON LA_COURT_CASE_ID=CCC_COURT_CASE_ID
FROM CASE_CAS
WHERE C_MNG_CNTY_FIPS_CD IN (057,091)
AND C_CRNT_STAT_CD='OPN'
AND LA_LGL_ACTV_TYPE_CD='SUP'
AND LA_STAT_CD='ACT'
Join the party
C_CASE_EXTID
OU_T_ORG_UNIT_NM
IU_LOGIN_NM
CCC_COURT_CASE_ID
LA_FILE_DT
0571111111-01
HD2
frey.cyndy
FL00001
3/29/2011 12:00:00 AM
0571111112-01
CASE MGMT A
purwin.angie
FL00002
3/29/2011 12:00:00 AM
0571111112-01
CASE MGMT A
purwin.angie
FL00002
8/12/2003 12:00:00 AM
0571111114-01
CASE MGMT A
kennard.cindy
FL00004
3/29/2011 12:00:00 AM
0571111115-01
CASE MGMT B
morgan.mechelle
FL00005
3/29/2011 12:00:00 AM
0571111116-01
CASE MGMT B
morgan.mechelle
FL00006
3/29/2011 12:00:00 AM
0911111111-01
CASE MGMT
ramos.sandra
FL00007
3/29/2011 12:00:00 AM
211111111111111
CASE MGMT A
kennard.cindy
FL00008
3/29/2011 12:00:00 AM
0571111118-01
CASE MGMT A
burns.jennifer
FL00009
3/29/2011 12:00:00 AM
Etc.
Etc.
Etc.
Etc.
Etc.
Aggregates
■ Aggregates allow you to perform functions on
your results.
✷
✷
✷
✷
SUM
AVG
MAX
Etc
■ Place the field on which you’re performing an
aggregate in parentheses:
,MAX(LEGAL_ACTIVITY.LA_FILE_DT)
Aggregates
SELECT C_CASE_EXTID
,OU_T_ORG_UNIT_NM
,IU_LOGIN_NM
,MAX(LEGAL_ACTIVITY.LA_FILE_DT)
JOIN CASE_COURT_CASE ON C_CASE_ID=CCC_CASE_ID
JOIN COURT_CASE ON CC_COURT_CASE_ID=CCC_COURT_CASE_ID
JOIN LEGAL_ACTIVITY ON LA_COURT_CASE_ID=CCC_COURT_CASE_ID
FROM CASE_CAS
WHERE C_MNG_CNTY_FIPS_CD IN (057,091)
AND C_CRNT_STAT_CD='OPN'
AND LA_LGL_ACTV_TYPE_CD='SUP'
AND LA_STAT_CD='ACT‘
GROUP BY C_CASE_EXTID
,OU_T_ORG_UNIT_NM
,IU_LOGIN_NM
Aggregate Results
C_CASE_EXTID
OU_T_ORG_UNIT_NM
IU_LOGIN_NM
0571111111-01
HD2
frey.cyndy
3/29/2011 12:00:00 AM
0571111112-01
CASE MGMT A
purwin.angie
3/29/2011 12:00:00 AM
0571111113-01
CASE MGMT C
richmond.andrea
3/29/2011 12:00:00 AM
0571111114-01
CASE MGMT A
kennard.cindy
3/29/2011 12:00:00 AM
0571111115-01
CASE MGMT B
morgan.mechelle
3/29/2011 12:00:00 AM
0571111116-01
CASE MGMT B
morgan.mechelle
3/29/2011 12:00:00 AM
0911111111-01
CASE MGMT
ramos.sandra
3/29/2011 12:00:00 AM
211111111111111
CASE MGMT A
kennard.cindy
3/29/2011 12:00:00 AM
0571111118-01
CASE MGMT A
burns.jennifer
3/29/2011 12:00:00 AM
Etc.
Etc.
Etc.
Etc.
If you need something:
SO DOES SOMEBODY ELSE
Don’t Reinvent the Wheel
■ We all work in the same system. Chances are if
you have a reporting need, so does someone
else.
■ It’s quite possible someone has already
developed the report you need, or similar!
Data Analysis Forum
■ SQL Library
■ Query SQL Library
Spreadsheet
■ Request/Submission
Forms
■ Data Dictionary
■ Other materials
SQL Library
■ DR Submissions list
author
■ Purpose
■ Description
■ SQL
■ Customize, and ask
for help if needed
Query SQL Request Form
■ Submit the form to the Data Analysis Mailbox:
DCSSdataanalysis@dcss.ca.gov
Other Materials
■ Data Repository reference materials such as
the Data Repository Diagram are located under
the Other Materials section of the Data Analysis
Forum page.
If you have a problem:
SOMEONE HAS ALREADY
FIXED IT
Free Resources
■ There are several free resources on the net for
learning and troubleshooting SQL
■ The easiest thing to do is simply Google “SQL”
■ There are two main varieties of SQL:
✷
✷
SQL Server – This is what you want
Oracle – slightly different
Web Resources
■ W3 Schools SQL
Tutorial
■ Coding Horror
■ Microsoft SQL Sever
blogs
■ Etc.
SQL/Data Repository Tutorial
■ As a companion to this training, a SQL/Data
Repository tutorial has been created.
✷
✷
✷
The tutorial is designed to start from the most
basic level, and progress in complexity using
specific examples from the DR.
As you progress you will develop an increasingly
complex query and learn the different concepts.
The end result is a customizable query template
that you can employ to develop future queries
without reinventing the wheel.
Troubleshooting
■ If you have a problem someone else has
already solved it!
■ Google is an awesome resource for solving
SQL problems. There are many online
message boards where people discuss and
solve SQL problems.
■ Just Google the what you’re trying to do, plus
“SQL”
“Google It”
■ If it’s possible, you’ll find it
eventually.
I get by with a little help from my friends
■ Another great resource, as already discussed is
the Data Analysis Forum.
✷
✷
✷
If you’re having SQL or Data Repository
problems you can email them to
DCSSDataAnalysis@dcss.ca.gov
The Data Analysis forum farms out questions to
LCSA Subject Matter Experts
Other counties are willing to help, and may even
have already dealt with similar problems/needs.
I just don’t have:
THE TIME
Don’t Start from Scratch
■ Use the Data Repository SQL Library
✷
✷
If another county has done something similar to
what you’re after, it’s pretty easy to modify and
tweak to get what you want.
If you’re stuck, try to ask the original author for
help
■ Save your own queries, and use them as
starting points for future queries.
Query Template
■ A good place to start is to develop a basic query
that returns your caseload.
■ Then as you develop other queries, use the
caseload query as a starting point.
■ SQL commenting allows you to inactivate or
activate certain portions of code.
■ When you expand your original caseload query,
save your additional code, and inactivate it with
comment code so that if you need it in the
future, all you have to do is reactivate it.
Query Template Example
■ Quick example, by using comments you can
change the criteria in a query to alter the
results.
Dashes
inactivate code
■ You can do this with single lines or whole
sections
SQL/Data Repository Tutorial
■ As previously noted, the SQL/Data Repository
Tutorial walks you through creating a query that
can then be used as a template for future
queries.
■ The tutorial also includes tips and tricks for
saving time.
ANY_QUESTIONS?