In This User Guide

Part 1: Overview

The information provided in this document serves as a Quick Start guide for users of the CCC Data Warehouse Report Server (“DW Report Server”, “Report Server”, “DWRS”), including:

• Getting started with the DW Report Server; requesting authorized access and implementation support

• User account set up and authentication processes

• Running preconfigured reports that pull data from the CCC Data Warehouse (currently limited to the LGBTQ report template)

• Querying available data sources, running ad hoc reports, scheduling and exporting results

• Creating custom Ad Hoc Views from which multiple reports can be run based on the following data sources:

  • California Colleges Promise Grant Application

  • CCCApply International Application

  • CCCApply LGBTQ Data (AB 620)

  • CCCApply Standard & Noncredit Applications

  • C-ID - Course Identification System

  • COCI - Chancellor’s Office Curriculum Inventory

  • MIS (post-processed files) - Chancellor’s Office Management Information Systems

  • Multiple Measures Placement Service (MMPS)

MIS (post-processed files)

About the DW Report Server

The DW Report Server is a secure, user-friendly reporting tool that creates reports, charts and dashboards using secure CCC Data Warehouse data.

• The CCC Data Warehouse is a structured source of primary data that can be used to generate the reports and analytics that end-users need.

• The DW Report Server is powered by JasperReports, a Java-based open-source reporting tool. JasperReports, connected to the CCC Data Warehouse, allows for advanced reporting usage and provides help that you can access from the Help link.

User Authorization and Authentication

Access to the DW Report Server is restricted to authorized users to ensure the privacy and security of the data within the CCC Data Warehouse. Users must request access via one of the appropriate processes below and upon approval will be granted an account based on their user type.

Requesting Access

• College and District Institutional Researchers: upon confirmation from their college or district Vice President, an identified lead IRPE Researcher at each college or district will be established as the authorized user and “gatekeeper” for their institution (organized by MIS Code). These “gatekeepers” can then request access for additional researchers at their institution by submitting an email request to ES Support Services or by contacting their College Experience Manager (CRM) with this information:

  • User’s Name

  • User’s email address (.edu)
    
    

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• Chancellor's Office & Other External Stakeholders: All requests for access to the Data Warehouse Report Server from the CCC Chancellor's Office or other external stakeholder organization are to be directed to the CCC Data Warehouse Product Manager (Mark Cohen mcohen@ccctechcenter.org) who must obtain approval from the Vice Chancellor for Digital Innovation & Infrastructure at the CCC Chancellor’s Office.
  
  

Support and FAQs

Support is available to authorized Report Server users in our 24/7 online support community CCCTechnology.info, where college and district staff can share ideas, ask questions, and report bugs and issues for all the CCC Technology Center online applications.

Our experienced support engineers monitor all incoming posts and comments, Monday - Friday, 7:00am - 4:00pm PT. Depending on the nature of the issue or comment, support engineers will respond within 24 hours to critical issues regarding production applications.

Part 2: User Accounts and Access

This section includes:

• Getting Started

• User Accounts

• Set Up & Log In Processes

• Appendix A: Data Warehouse Report Server URLs

Getting Started

Establishing an authorized DWRS user account is a two-part workflow between a CCCTC Administrator and the approved user. An Enabling Services Implementation Configuration Engineer (ICE) will create and configure the account in our internal system and then work with the user to complete the final steps and log in, depending on the user type. This section of the document outlines the roles and responsibilities - and setup tasks - for the CCCTC Administrator and the approved DWRS user.

The first steps in getting started are:

1. Contact the CCCTC Enabling Services team to Request Access and initiate the implementation process.

2. Schedule a call with a CCCTC Administrator to facilitate implementation & configuration services.

User Accounts

There are two types of authorized user accounts:

• SSO Users: Colleges and Districts using their institution’s IDP for single sign-on. CCCTC does not manage your institution’s two-factor authentication (2FA) mechanism, if implemented.

• Non-SSO Users: CCCCO, CVCOEI, and other authorized external users will authenticate directly to the DWRS using 2FA to secure and protect our systemwide student data.

User Types and Access Levels

Set Up and Login Processes

The process for account setup and login will be different depending on user type, access level, and the mechanism used to authenticate. Working with the CCCTC Enabling Services team to set up and configure your account, college & district users (SSO Users) are provided a custom URL configured to your institution MIS code and internal IdP link. Non-SSO Users will be directed to the DWRS URL to complete additional setup & verification steps to facilitate authentication.

Prerequisites for All Users

Before a user can log in to the DWRS the following conditions must be met:

1. The authorized user has followed the Getting Started tips above and has coordinated with CCCTC Enabling Services to begin the account setup and configuration process based on user type and access level.

2. Non-SSO Users Only: CCCTC Enabling Services has added and configured your account with the appropriate roles and attributes, and has sent your account credentials via secure method.

3. SSO Users Only: you have bookmarked your unique college or district DWRS URL and know your institution’s IdP single sign-on credentials (managed locally by your college or district IT department).

4. Non-SSO Users Only: You have received your temporary password from a CCCTC Enabling Services Administrator, installed the authentication software, and have completed the “First-Time User Log In” process required to initiate two-factor authentication.

SSO Users: Account Setup and Log In Process

College & District Users

1. The User coordinates with the CCCTC Enabling Services team to ensure their account is configured with the required roles, attributes, and an IdP link.

2. The User is provided the appropriate DWRS URL for their IdP and logs in.

3. The User is authenticated locally through their institution’s IdP (SSO) and logs in to the DWRS.

Non-SSO Users: Account Setup & Log In Process

All Other Users

1. The User coordinates with the CCCTC Enabling Services team to get their temporary password and first-time login information via secure method (i.e., Privnote).

2. The User downloads and installs compatible authentication software on their desktop or mobile device.

3. The User completes the “First-time User Login” process, which enables entry of account credentials, one-time QR code verification, and authentication to the DWRS.

4. Optional: after logging in, the User may update their temporary password using the Forgot Password? link to reset their password.

Receiving Your Secure Account Credentials

For security purposes, non-SSO users will receive account credentials and a temporary password in one or two separate emails from an CCCTC Enabling Services Administrator. The email(s) will include a link to a secure Privnote message sent to the user’s institution email address (.edu).

Implementing the Authentication Software

All Non-SSO users are required to use a compatible authentication app to log in to the Data Warehouse Report Server. Prior to the first log in, logging in to the DWRS for the first time, users must have a compatible authentication app installed on their desktop or mobile device that facilitates Time-based One-Time Password TOTP functionality such as Google Authenticator, Chrome Authenticator, or Authy (which can be insrtalled on a phone or computer).

The First-Time User Login Process

Non-SSO Users Only: The first time a new non-SSO user attempts to log in to the DWRS they must establish the connection between their user account credentials, a shared secret key (QR Code), and the authentication software to enable the two-factor (2FA) login authentication.

Prerequisites:

• The User has the DWRS direct access URL. See Appendix A for college-specific URLs.

• The User has received their account credentials from a CCCTC Enabling Services Administrator.

• The User has installed and configured compatible authentication software on their desktop and/or mobile device.
  
  

Verified User Login Process

For Non-SSO Users Only: After the user completes the one-time “First-Time User Login” process, the user is “verified” and will not have to repeat the Scan the QR Code Page step again UNLESS they need to re-install their authentication software and/or generate a new QR code. For all subsequent logins, the verified user needs only to enter their account credentials and the verification code retrieved from their authenticator app.

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DWRS Sign In Email Screen 1

Step 1: Enter Username or Email

1. Navigate to the Data Warehouse Report Server URL. See Appendix A for a list of college-specific URLs.

2. Enter your username or institution’s email address in the input field.

3. Click Sign in.

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DWRS Sign In Password Screen 2

Step 2: Enter Password

1. Enter your password in the Password field.

2. Click Sign in.

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Step 3: Enter Verification Code

1. From the “One-time code” screen, copy the verification code from your Authenticator app within 30 seconds of making the request (after entering password).

2. Enter the verification code into the “One-time code” field.

3. Click the “Sign in” button to complete the process and access the DWRS.

Password Reset Process

To change or update your account password:

1. Navigate to the Data Warehouse Report Server. See Appendix A for a college-specific list of URLs.

2. Click the “Forgot Password?” link.

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DWRS Sign In Password Screen 2

3. Enter your email address that was used to create your account.

4. Click Submit.

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A confirmation message appears on the screen directing you to retrieve an email.

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4. Open the Reset Password email, click the embedded link to go to the Update Password page.

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Enter your new password in the New Password field. Confirm your new password, then click Submit to return to the Sign In page.

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Email Address Update Process

DWRS user accounts require a unique email address that identifies the user in the CCCTC secure identity management system. To change or update the email address associated with your account, please contact the CCCTC Support team to update the email address manually in the system. With verbal confirmation that the change has been made, the user should return to the Data Warehouse Report Server Sign In page to repeat the sign in process.

Part 3: Using the Report Server

The CCC Data Warehouse Report Server is a branded version of TIBCO JasperReports, with role-based access to integrated CCC data for authorized CCC researchers using multi-factor authentication.

In this section:

• Introduction to the Report Server

• Running Reports and the Report Viewer

• Scheduling Reports

Benefits of the Report Server

• Centrally-managed reporting server for CCC Data Warehouse objects

• Role-based access permissions to all data objects/domains by organization MIS code

• Create custom ad hoc reports and charts using filters, groups and measures

• Schedule interactive reports and charts to be delivered to one or more email addresses and/or output to external network location

• Export custom or public reports and charts in a variety of output formats

• Schedule reports or charts to run daily, weekly, or monthly using relative date filter - and save/attach in a variety of output formats

• Ability to make on the fly modifications to ad hoc views for real-time data analysis

Introduction to the Report Server

The Getting Started Page

The first thing that displays when you sign in to the Report Server is the Getting Started (Home) page. From here, you can quickly access the most frequently used features of the server.

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The Getting Started (Home) page displays the following items:

The Library Page

The Library page offers a more focused view of the Repository objects. It displays only the data and resources that the user is authorized to view and work with.

Click Library to view your Library list, which will allow you to:

• run and schedule reports

• open Ad Hoc Views and generate Reports from them

• run and edit dashboards

• run OLAP Views

All of these functions are available by right-clicking the item you want to work with and selecting an action from the context menu.

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The Repository Page

The Repository is the server’s internal storage for folders, reports, analysis views, and related files. The Repository is organized as a structure of folders containing public and private resources and templates, as well as Organization folders, much like a file system.

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Repository Folders

The file system in the Repository has a tree structure which displays folders containing the resources that you have permission to view and access. Contents can be displayed by expanding the available folder icons in the Folders panel. There are two primary types of folders displayed to users: Public and Organization folders.

Public Folders

The Public Folder that sits at the root of the Repository contains public template reports, views and dashboards that each college can run based on their college data. As template reports and views are added, each data set, such as CCCApply Standard applications and International applications will have a separate folder set containing ready-to-run reports.

Organization Folders (Colleges / Districts)

Each CCC college organization has a college folder nested under its district folder. Organization folders are used for saving and organizing your ad hoc Views, reports, and other content resources.

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Using Repository Resources

After finding a resource in the Repository, you can:

• Click the name of a report to run and view it.

• Right-click the name of a resource to access other operations on the context menu, for example Edit or Open. Items appear on the context menu according to your permissions.

• Click anywhere in the row except the resource name to select a resource. Ctrl-click anywhere in the rows to select multiple resources. Use the context menu or buttons above the results list: Run, Edit, Open, Copy, Cut (move), or Delete. If the button is unavailable, the resource doesn’t support the operation or you don’t have permission for the operation. For example, the Open button is available when you select a dashboard or an Ad Hoc report if you have permission to write to it.

You might also need permission to access the folder or dependent file, such as an image, of a resource. For example, to schedule a report, you need to have read/write/delete permission on the folder where the server saves the report output.

Searching the Repository

You can search the entire Repository, subject to your permissions, or narrow your search using filters.  The Filters provided for searching the Repository restrict a search by name, who changed the resource, type of resource, date of the resource, and schedule.

To search the entire Repository, select View > Search Results from the header menu. The Search Results page appears with the Filters panel on the left side.

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The Search Results Page

The Search Results page displays results of searches and filters.

On the Search Results page, use either the Filters panel or the Search field to find resources.

• Select one of these filters: All available, Modified by me, or Viewed by me.

• If there is a search term in the search field, click the X icon in the search field to clear the search term.

The search results will display a list of files that your user account has permission to view.

Double-click a resource in the list to view it, or right-click a resource to see what functions are available from the context menu.

Running Reports and The Report Viewer

The Report Server makes it easy to run reports. When you run a report, it opens in the interactive Report Viewer. With the Viewer, you can personalize and refine the displayed report data. If the report has input controls (filters), you run the report with one set of data and then another.

In this section:

• Overview of the Report Viewer

• Running Reports

• Formatting Options in a Table Report

• Saving & Exporting a Report

Overview of the Report Viewer

The Report Viewer allows you to:

• view a report

• export content to various output formats

• apply formatting, sorting, and filters to control how the data is displayed

This section describes the functions available in the Report Viewer.

Running a Report

To open and run a report in the Report Viewer:

1. Log in to the Data Warehouse Report Server.

2. Locate your report file in the Library or a folder in the Repository.

   1. Repository: Click View > Repository from the main menu.

   2. Library: Click Library link from the main menu.

3. Click the report name and then click the Run button in the toolbar. Alternatively, right-click the report name and select Run from the menu.

4. The report will open in the Report Viewer.

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Running or Creating a Simple Report

You can view and work on a report in the Report Viewer in a number of ways:

• Running an instance of an existing report

• Creating a new report from an existing Ad Hoc view

Running a Simple Report

This section describes how to run a tabular report that lists account data.

To run a report:

1. Log into the Report Server with your authorized user account.

2. On the Home page, click Reports. The search results appear, listing your own files and other files that your user account has permission to view:

To run a report, click the name of a report in the repository. For example, click DW LGBTQ Report. The report appears in the Report Viewer:

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Creating a Report

You can create a report directly from the Report Server Home page. This method allows you to select an existing Ad Hoc view and generate a report, without going through the Ad Hoc Editor.

To create a report from the Home page:

1. On the Home page, click Create in the Reports block. The Create Report wizard opens.

2. Select the Ad Hoc view you want to use.

3. Select a report template. To use a template other than the default, select Custom Report Template, click Browse and select the desired template. See Report Templates for more information.

4. Click OK. If asked, enter the input controls needed. See Running A Report with Input Controls or Filters.

You can now begin working with your report.

Report Templates

When you create a report, the Create Report wizard displays layout options for generating and exporting the report:

• Default Report Template applies basic layout options to your report. This is usually the Actual Size template.

• Custom Report Template allows you to browse to an existing template. JasperReports Server includes a number of templates are available by default, including:

  • A4 Landscape

  • A4 Portrait

  • Actual Size

  • Letter Landscape

  • Letter Portrait

• Report Generator allows you to create a highly customized report design. This option is typically not enabled. See your JasperReports Server administrator for more information.

Most commonly, you will choose the Default Report Template option.

Using Report Templates for PDF

If you are exporting your report to PDF, choose your option based on the size of the output.

• For most PDF exports, you can use Actual Size, which supports a maximum size of 14400 px by 14400 px.

• For reports with an output height exceeding 14400 px, use a paginated report template that is wide enough for your report. For example, if you have a long report with width less than 842 px, you can use the paginated A4 Landscape theme.

• Reports with output width exceeding 14400 px will be truncated in PDF. Redesign your report or use a different export format.

Navigating a Report

If your report has multiple pages, you can use the pagination controls to move through the report quickly.

To navigate the published report:

• Use  at the top of the Report Viewer to navigate to the previous page.

• Use to navigate to the next page.

• Use  to go to the end of the report.

• Use  to go to the beginning of the report.

• If you know the number of the page you want to view, enter the page number in the Current Page indicator box: .

Formatting Options in a Table Report

Reports that contain table components are enabled for user interactivity. Table components are defined in Jaspersoft Studio or from Ad Hoc Views. When a table is enabled for interactivity, column formatting, filtering, and sorting are managed from a menu displayed by clicking the column you want to apply changes to.

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To use column formatting, click on the column heading to display the icons described above.

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Using Column Filters

To restrict the data that appears in your report, a column filter can be applied limiting the results displayed based on the data type.

To add a column filter:

1. Click the column heading of the data you want to filter and select the filter (funnel) icon from the context menu.

2. From the Filter Column dialog box, select the “Show only rows where…” radio button and select the appropriate operator from the menu list.

3. Click OK to see your report results based on the applied filter.

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To remove the column filter:

• Repeat the actions to add a column filter, until the Filter Column dialog box appears.

• Click the “Show all rows” radio button.

• Click OK.

Saving & Exporting a Report

You can save a report or export a report in a variety of file formats, including PDF, Excel, CSV, DOCX, RTF, XLS, and more.

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To save or export your report, use the actions in the table below.

Click the...	To...
Save icon and select Save	save the report to the default DW Reports folder
Save icon and select Save As	display the Save As dialog box where you can select a different folder to save your report: Open
Export icon	select an export format option to download the report to your computer's default download location.

The image below shows an example report in PDF format:

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Running a Report with Input Controls or Filters

Some reports will display automatically in the Report Viewer, while others may prompt you for input parameters to refine your report results first via the Input Controls dialog box.

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An input controls will filter the data that appears in a report. The ideal input control limits the data to what you want to see. When you run a report based on a Domain Topic that defines a filter, the server can render the filter as an input control. The Data Warehouse Report Server interface uses "input controls," "filters," and "options" interchangeably.

Default input controls are defined when the original Ad Hoc View-based report is run, so all changes will be overwritten every time the Ad Hoc report is run. For example, you run a report, update the input controls, then save the report. At a later date, you run the report from the Ad Hoc View source again. That new report will replace the report you ran earlier, and your input control changes will be lost.

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To avoid this, save a version of the report with your selected data preloaded. That way, when subsequent reports are run from the same source, they will not overwrite your report.

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Simple Input Controls

Using input controls, you run a report with one set of data and then another. When saved, an instance of the report with alternate input controls is called a Report Version.

Multi-Select Input Controls

A single report can be created and run with multiple different input controls, allowing for a greater level of data granularity.

Saving Input Control Values

Selected input control values can be saved and used at another time. Both the original report and a copy of it can be saved. The Report Server saves a version of the report with the selected values as a child of the original report. This new version of the report appears as a child of the original report in the repository,

Scheduling Reports

You can schedule a report to run at a specific date and time, including a recurring time frame (every Friday at 9 a.m., for example).

1. Right-click the report Name that you want to schedule.

2. From the pop up menu, select Schedule…

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3. Select your scheduling options and click Save.

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Part 4: Creating Custom Ad Hoc Views and Reports

This section explains the process of creating Ad Hoc Views and custom reports using CCC Data Warehouse data.

• Working with the Ad Hoc Editor

• Working with Tables

• Creating New Ad Hoc Reports

Working with the Ad Hoc Editor

The Ad Hoc Editor is the interactive designer for creating and editing an ad hoc View, where you can explore and analyze data from a topic, domain, or other data source. Ad hoc Views are used to create content for various types of Reports, including tables, crosstabs, and charts. After you create an ad hoc View, you - and any other authorized users with the proper permissions - can save it as a Report, then further refine the displayed information and personalize the look of the report in the Report Viewer. 

Getting to the Ad Hoc Editor

The Ad Hoc Editor is the interactive design interface used for creating and editing Ad Hoc Views. There are two ways to access the Ad Hoc Editor:

1. Select Create > Ad Hoc View from the main menu.

2. Open an existing Ad Hoc View.

Either of these actions will launch the Ad Hoc Editor.

Layout Panels

The Ad Hoc Editor contains the following panels, from left to right: