A dedicated reporting subproject team reviewed existing reports and data fields to reduce redundancy and consolidate information into more comprehensive, streamlined reports. As events transition to CERCLE, the way you access reports, the tools you use, and the available data will change. Events in CERCLE will follow updated reporting processes, while those remaining in Momentus will continue using the existing reporting structure for now.

CERCLE Events Short-Term Reporting Solution

The project team has adopted a short-term reporting solution to support go-live while continuing to develop the long-term reporting platform. This interim approach, expected to be in place through September, relies on CSIS (Continuing Studies Information System) and CERCLE to deliver the most commonly used data fields. In the short term, the following report areas will be available:  

• Event Reporting

• Roster Reporting

• Promo Code Reporting

Continuing Studies Information System (CSIS)

While many program staff already have access to CSIS and are familiar with its navigation, some may be new to the system. If you are new to CSIS and need some help navigating reports, we recommend visiting this helpful CSIS Reports KB article (graciously created by Paul Miller, Interpro). You will find instructions and screenshots to guide you through accessing the CSIS reports listed below. 

Need CSIS access?

If you don’t yet have a CSIS user account, please contact your program manager to begin the process. This CSIS Directory KB article has instructions for authorized CSIS users to add new users to CSIS. If you are not sure who to contact in your department, you can consult the Lifelong Learning (L3) Department Contact list as a starting point. 

Short-Term Reporting Details

EVENT REPORTING

• Primary Tool: Course Summary FY report in CSIS

• Purpose: Provides registration and service revenue, program category, enrollment, and cost information at the individual instance level.

• Included Fields:

  • Curriculum (program unique identifier, shared across instances)

  • Instance (program unique identifier, unique across instances)

  • Program Name

  • Status (Approved, Cancelled, etc)

  • Category (Highest level category, e.g., “Languages”)

  • Subcategory (Subcategory, e.g., “Spanish”)

  • Instance Type (Public, Private)

  • Delivery Type 1 (Modality)

  • Delivery Type 2

  • Start Date / End Date

  • Registration Revenue (Total revenue received from registrations)

  • Service Revenue (Total revenue received from service orders)

  • Paid (Total amount paid for a given event)

  • Unpaid (Total amount outstanding for a given event)

  • Subtotal (Total amount expected for a given event, pre-tax)

  • Total (Total amount expected for a given event, post-tax)

  • Direct Costs (Amount of costs attributed to the program, e.g., instructor fees, development, special marketing, etc)

  • Net Revenue (Gross-direct costs)

  • Enrollment (Number of active learners)

  • New Instance (First-time or a repeat offering)

  • Developer 

  • Fiscal Year (FY)

  • Evaluation Overall Rating

• Fields not Available: 

  • Capacity (Currently available on the Enrollment Revenue report in CSIS)

  • Waitlist (The number of people on the waitlist for an event)

ROSTER REPORTING

Participant Data Report

• Primary Tool: Participant Data in CSIS

• Purpose: The Participant Data report is an aggregated report listing registrants across multiple events, fiscal years, and other groupings. It is best for broader insights and not day-to-day operational use. 

• Included Fields:

  • Individual ID (Learner unique identifier in CSIS)

  • First Name

  • Last Name

  • Email Address

  • Title

  • Organization Name (Learner place of employment)

  • Organization Parent

  • City

  • State/Province

  • Postal Code

  • Curriculum Number (Program unique identifier, shared across instances)

  • Instance Name

  • Instance Number (Program unique identifier, unique across instances)

  • Start Date

  • Fiscal Year

  • Developer

• Fields not Available: 

  • Address 1 (Registrant street address provided at registration)

  • Address 2 (Registrant street address provided at registration, e.g., unit numbers)

  • Country (Registrant country provided at registration)

  • Order Number (Unique identifying order number, multiple registrations could be on a single order)

  • Order Date (Registration submission date)

  • Credentials (Learner credentials)

  • End Date (Date the program ends)

  • Ordered Total (Amount due for registration, prior to any discounts)

Individual Instance Roster Report

• Primary Tool: Individual Instance Roster in CSIS

• Purpose: The Individual Instance Roster includes detailed registrant contact information for a specific course instance, found at the bottom of the actual course instance page.

• Included Fields:

  • First Name / Last Name

  • Organization Name (Learner place of employment)

  • Degree (Learner credentials)

  • Address 1

  • Address 2

  • City

  • State

  • Postal Code

  • Country

  • Email

  • Phone Number

  • Instance Number

  • Start Date / End Date

  • Credit Hours

• Fields not Available: 

  • Order Date (expected addition mid-July)

  • Special Accommodations (expected addition mid-July)

  • Title

  • Custom Event Questions

PROMO CODE REPORTING

• Primary Tool: CERCLE

• Purpose: This report is designed to show which registrants used a promo code, the program they registered for, the discount amount applied, and the final amount paid. 

• Delivery: The CERCLE team can access and export this report to share with clients as needed. This interim solution will be used sparingly until the long-term reporting solution is in place.

REGISTRATION FORM RESPONSES

• Primary Tool: CERCLE

• Purpose: Captures responses to custom registration questions and accommodation requests. 

• Delivery: The CERCLE team can access and export this report to share with clients as needed. This interim solution will be used sparingly until the long-term reporting solution is in place.

Long-Term Reporting Solution

While the short-term reporting tools will help you access the most important information right now, we’re also preparing a new, long-term solution that will make accessing and working with your data even easier.

We’re excited to share that Tableau has been carefully chosen and purchased as the new reporting platform for CERC and CERCLE clients.

Right now, our Reporting Team is working with Brilliant Associates to prepare the data for Tableau. This behind-the-scenes work should be finished by early September. After that, our own Tableau experts, Sarah Sobek Ozburn and Griffin Johnson, will set up the new reports.

The forward-facing Tableau reports will be available come mid-to-late September. You’ll log in using your NetID and password, and once you’re in, you’ll find three main types of reports: Events, Rosters, and Promo Codes. The data you see will be for your program area or department.

The new reports will be easy to navigate. You will be able to add or remove columns, apply simple filters, save custom views to return to later, and export your data whenever you need it. And don’t worry—clear documentation, training, and support will be available to help you get comfortable with the new system. More details coming soon!