Program Cluster Report
The Program Cluster report allows the user to select a set of programs to summarize enrollments, costs, gross and net revenue on one report. The programs can span fiscal years and the report can be saved so the program selection can be reused and edited if needed.
The Program Clusters report can be found under the Finance tab, then reports.
The first screen of the Program Clusters report lists existing reports. The default screen is filtered by the current user. The user can change the filter to display all the existing reports. Change the filter to "Program Cluster Administrator" instead of a specific name and all the existing reports are displayed. The columns are:
- Program Cluster Name
- Creation Date
- Program Count-number of programs contained in the report
The columns are sortable. Click on the Program Cluster Name link to sort the reports alphabetically. Click on the Creation date column head to sort programs by the date they were created. Users can also use the search icon on the left to search for a particular title or word within a title.
To create a new Program Cluster report, click on the Actions box in the upper right corner.
When you pick "Create New Program Cluster," a pop up window appears and asks you to name your report. The current user automatically becomes the "Administrator" of the new report.
Click OK and the full Program Cluster report module opens.
The title you indicated in the pop-up window is filled in. The creation date and time are indicated. In the "Description" box the user can give more detail on the purpose of the report.
Click on the next tab to save this information and move to the next step.
The current user is automatically listed as an Administrator. The user may add additional administrators. You might want to do this if you want a report to show in another users list. To add another administrator, click on the "Actions" tab in the upper right corner.
A selection box appears below the action tab. The user can search for another individual to add as an administrator. In the example above, the search is for "Nolden, Denise" and that user appears below the search with the "+" sign. To add this individual as a user, click on the "+" sign. Also notice that there is a prompt to "Create New Individual" if the search for person isn't found. This "create new" feature is rarely used.
Users can also remove administrators by checking the box next to a name and using the Actions tab to "Remove Checked Relations." Additional "administrators" can also be emailed from this place to alert them that a report exists. Check the individual you wish to email and again use the Actions tab to "Email Checked Relations."
Once the user clicks the "Send Email" button, two additional pop-ups appear confirming that the user indeed wants to send the email and a confirming the send and prompting to close the window.
A copy of the email sent with details on who it was sent to is sent to the users default email program.
Click on the next tab to save this data and move to the next step.
Use the search box on the left to look for programs to add to your report.
- Search by: key words
- Restrict your search by Start and End dates. Start dates defaults to the current date.
- Filter your search by Department, Fiscal Year, Specialty and Coordinator
In the example below, the start date field is cleared, the only filter used is "Specialty" and the specialty "Distance Education" is selected. The list of programs returned are all programs in the system that have the Distance Education specialty. By checking the boxes to the left of each program in the list, the programs checked are added to the list in the main box.
The user can delete programs from this list by checking the programs you wish to delete and using the actions tab to "Remove checked relations."
The resulting list of programs appears here. Only the programs defined in the report description appear.
Click on the next tab to save this information and move to the next screen.
The Partners screen lists all Program Directors and Program Associates associated with the programs in the list for the report. This screen functions much in the same way as the Cluster Administrator tab. You can add partners, remove partners and email partners if you desire. The functionality of these steps in described under the Cluster Administrator section of this document. An example of the Partners screen appears below.
The final step is to review the report. Currently there is only one report available for Program Clusters and that is a Program Summary Report. This report has the following fields for a program:
- Start Date
- Program Number
- Program Name
- Program Direct Costs
- Program Gross Revenue
- Program Net Revenue
- Instructional Hours
For Program Cluster reports that have a long list of programs, the user may find it useful to filter the report's contents for various purposes. The report's contents can be filtered by:
- Fiscal Year
- Coordinators and Program Assistants
- Inclusion of only programs with the Primary Specialty of the Specialty chosen
An example of the report as described: ProgramClusterReportExample.pdf