CHRS Knowledge Base

Reports and Analytics

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This guide shows you how to work with CHRS Recruiting system reports and analytics.

  • The Campus Reports Administrator is a person whose job is specifically to handle reporting and analytics for their campus.
  • This guide is written specifically for the Campus Reports Administrator role.
  • Process
    • Start with a need to provide information to stakeholders.
    • Determine whether a suitable report exists. The Chancellor’s Office (CO) has provided over 40 reports for different data views. If none of these reports meets your requirements, you can contact your local campus administrator to have them request a report from the Chancellor’s Office.
    • Determine whether a report template exists. If not, create a report template and attach it to the report, if required
    • Determine whether the report is required on a regular, ongoing basis. If so, schedule the report to send to your stakeholders.
process flow

Identify the Responsibilities of the Campus Reports Administrator

Campus Reports Administrators do the following activities:

  • Generate reports and provide them to stakeholders.
  • Set up scheduled reports for their stakeholders.
  • Generate analytical reports and provide them to stakeholders

Why does this role exist?

  • Reports provide access to system-wide information that includes personally identifiable information about applicants and employees and other sensitive information. Access to reports and analytics is therefore limited to the role of the Campus Reports Administrator to prevent unauthorized access to this information.
    • As a Campus Reports Administrator, you acknowledge and accept a responsibility for handling sensitive information.

Responsibilities with respect to sensitive data

  • The following information from ICSUAM – 8000 pertains to your responsibilities with respect to sensitive data.
    • All users are expected to employ security practices appropriate to their responsibilities and roles. Users who access Level 1 or Level 2 data as defined in the CSU Data Classification Standard must sign an approved system-wide confidentiality (non-disclosure) agreement.
    • To comply with state and federal laws and regulations, campuses may not collect personally identifiable information unless the need for it has been clearly established.
      • Where such information is collected:
      • The campus will use reasonable efforts to ensure that personally identifiable information is adequately protected from unauthorized disclosure.
      • The campus shall store personally identifiable information only when it is appropriate and relevant to the purpose for which it has been collected.

Guidelines when handling sensitive data

  • Never send Level 1 or Level 2 information through email. If you need to transfer the information to someone who is authorized to view it, put the information in a secure location to which the other person has access.
  • Secure any reports that you create so that only authorized users have access.

What happens next

  • If you understand and accept the responsibilities of your role of Campus Reports Administrator, then you can begin running reports and analytics.

CHRS Recruiting provides several premade reports, which you can find and run. After you find and run a report, you can export the report to plaintext or Excel spreadsheet format for easier viewing. In Excel, you can continue to sort, filter, and display the data in ways that are not currently possible in CHRS Recruiting.

Before you begin, it is highly recommended that you review the tutorial videos in the PageUp Knowledge Portal.

  • About PRD Reports
    • The Chancellor’s Office (CO) has provided some reports for you to use.
    • The premade reports all begin with the prefix: PRD.
    • All PRD reports are configured to show data only for the teams of the person who runs the report. All other reports are copied and edited versions of the PRD reports.
      • You must not alter PRD reports.
      • You can copy and rename the report.
      • Although you can run reports from other campuses, the report will show data from your own teams.
  • About data views
    • When you select a PRD report, you must select one that has the appropriate data view.
    • The data view is what the report reports on. For example, the Jobs data view draws from fields that are tied to jobs.
      • Data views provide limited access to a set of fields. Not every field is available from every data view.
      • The available data views are determined by PageUp. You cannot create new data views. If you need a new data view, contact your campus administrator.
      • You can choose only one data view per report. You cannot combine data views.
      • The PRD report title indicates the data view that is included. A separate document provides detailed information about which data views are included in each PRD report.
  • Report Naming Convention
    • Reports are visible across the CSU system. Use the following naming convention to keep the report library efficient.
      • Premade reports: PRD [Report Name]
        • Example: PRD Current Recruitment
      • Campus reports: [Campus code] - [Report Name]
        • Example: SL - Current Recruitment
  • When to find, run, and export reports
    • Run and export reports when campus stakeholders need the information.
  • How to find, run, and export reports
    • From the top navigation bar of CHRS Recruiting, click Reports.
      • The Report home page opens, displaying several categories of reports, including Recent Reports, Favorite Reports, and Standard Analysis Reports.
  • To find a report, click Search.
  • On the Report Search page, use the following fields to find your report.
    • Title – The title of the report.
    • Reporting on – The Data view of the report.
    • Report owner – The creator or owner of the report.
    • Status – Whether the report is active or archived.
  • Click View to view the report, or click CSV, Excel, or Excel (2007+) to export the report in the chosen format.
  • After you export the report, click Download.
  • Guidelines when using reports
    • Use the following guidelines when working with reports.
      • Search for the string “PRD” to find the premade reports.
      • Important: Do not alter or archive the PRD reports.
      • Do not archive or edit other campus’s reports.
  • What happens next
    • You can manipulate the information in the downloaded report with Microsoft Excel.
    • You put the file in a secure location to provide your stakeholders.
    • You can archive a report by clicking Archive. When you archive a report, it is no longer available for running.

After you copy an existing report, you can modify it to show specific data, or show the data in a specific way.

  • When to edit a report
    • You want to change the visible fields or how the data are displayed in a report.
  • About report permissions
    • Most end-users do not have access to view reports.
    • You need to provide access to specific reports to users.
    • When you edit a report, you need to set permissions to allow people to view it.
  • Structure of a report
    • The report building tool includes several sections.
    • After you choose a data view, you structure the report by adding fields to these sections.
  • Helpful hint
    • You can hide any of these sections by clicking on the section buttons at the top of the page.
  • About fields
    • You can search for fields by using the Search field in the field selection panel. However, you must know the proper field name, which is not necessarily the familiar title that you are accustomed to seeing.
    • Double-click a field to add it to the column section of the report. If you want to add it to any other section, you must drag it.
    • After you add a field to the report, you might have to specify field values, operators, or ranges. For example, dragging a date field into the Groupings section requires that you specify an aggregation type.
  • How to edit a report
    • On the Reports page, click Search.
    • Search for and select the report that you want to copy.
    • Click Edit.
  • The Report editor opens.
  • Click Copy to copy the report.
  • A copy of the report is now in your browser.
  • Click the Pencil icon to rename the report, using your campus 2-letter prefix. For example, if for CSU San Diego, name the report SD – Job (Pending) Approvals.
  • Provide end-user access to the report:
    • Click Permissions.
  • On the People tab, enter the email addresses of the people who need to view the report.
  • Select Can view as the permission.
  • Click Add.
  • Click Apply when you are finished.
  • Use the report editing tools to change your report:
    • Add or remove fields from the Columns section of the report. These are the fields that are displayed in the report, from left to right.
    • Order the columns as needed by dragging them.
    • Drag a field to be used for sorting from the Data View and Table into the Sorting section.
    • Drag a field into the Filter section if you need to filter the data.
    • Click Submit to save the report, or click Save and View to view the report after saving.
  • Guidelines
    • If you cannot find a particular field, talk to your campus administrator.
    • Adhere to the CSU campus naming convention when naming your reports.
      Example: FL – Job (Pending) Approvals
    • Be selective when you give permissions to view the report.
  • What happens next
    • Your report is saved to the reports library.
    • You can view or export the report.
    • You can schedule the report.
    • You can make the report a favorite for quick access.

You can add reports to your list of favorite reports to make them easier to find

  • When to make a report
    • After you create a report.
    • You expect to use the report often.
  • How to make a report
    • From My Recent Reports, hover your cursor over the report that you want to make a favorite. New controls are displayed.
    • Click the heart icon to make the report a favorite.
  • What happens next
    • The report is added to your Favorite Reports, where you can access it without searching.

You can use report templates to customize how you want to view the data in an Excel spreadsheet. Rather than downloading raw data and manipulating the data each time in Excel before you send it to your stakeholders, you can create and use a report template to do this for you.

  • When to create a report template
    • After you create a report.
    • Before you send the report to your stakeholders.
  • How to create a report template
    • Use the following high-level procedure to create a report template.
      • Download your report.
      • To create the template:
        • Open your report in Microsoft Excel.
        • Rename the original sheet to Data. This sheet is where all the raw data from the CHRS Recruiting system is added.
        • Create a new sheet in Excel to be the display.
        • On the new sheet, use cell references to refer to the raw data on the first sheet. You can add as many display sheets as you want.
        • Clear the raw data from the Data sheet. This file is now your report template.
        • Save the file, using your campus naming convention.
      • To add the template to the CHRS Recruiting documents library:
        • From the CHRS Recruiting Main Menu, click Documents.
  • Upload the Excel Spreadsheet to the PageUp document library.
    • Add your template to an appropriate folder within the library. For example: SB – Report Templates.
    • Be sure to select the Report Builder Template document category.
  • To attach the report template to your report:
    • While editing the report, click the Templates button.
    • Select your template.
    • Save the report.
  • What happens next
    • The Report template is saved with your report.
    • When you export the report to Excel format, the export file uses the template.

CHRS Recruiting system can run reports and send them automatically to your stakeholders at regular intervals. To do this, you must schedule reports.

Important: Do not schedule reports if they contain Level 1 or Level 2 data.

  • When to schedule reports
    • After your report is created.
    • Stakeholders need regular updates on the same report.
  • How to schedule reports
    • Click Reports from the top navigation bar.
    • On the View Reports tab, click New schedule.
Report Schedule 1
  • Complete the Form
Step Field Info
1 Name Name the Schedule
2 Report Select the Report to send
3 Format Select the format for the report
4 Send report if no records found Select YES if you want to occasionally send empty reports; otherwise select NO
5 Send Every:
Time:
Time Zone:		 Specify a time interval (days, weeks, months) and when to send the report. Times correclate to the following schedule:
  • Early Morning: between 12am - 6am
  • Morning: between 6am - 12pm
  • Afternoon: between 12pm - 6pm
  • Evening: between 6pm -12am
Report schedule 2
  • Complete the Form
Step Field Info
1 From:
Subject:
Message: 		Edit the information for the outgoing emails to which the report is attached. 
2 Users Click Add Users to add stakeholders to the list of recipients. 
  • Click Submit.
  • What happens next
    • The report executes and then sends an email to the recipients on the basis of the schedule that you defined.
  • How to extend the schedule
    • Scheduled reports automatically expire after 12 months. However, you can extend the schedule for another 12 months if needed. Use this procedure to extend the expiry date.
      • On the Reports tab, click Scheduler. The Scheduler page displays the scheduled reports.
      • Review the current Expiry date.
      • Click Extend expiry date.
  • What happens next
    • The expiry date is extended for 12 months from the current date.

Analytics has recently changed. The New Analytics system exists alongside the Legacy Analytics system. These instructions are for the new system. The Legacy Analytics tab is going to be removed early 2020. At the same time, the Analytics New tab will be renamed Analytics.

You can use CHRS Recruiting system analytics to visualize and drill down into data provided by reports. You access analytics on the Analytics tab of the Reports page.

Stakeholders do not have access to reports and analytics. To provide them with analytical views, you must find the appropriate dashboard, filter it if needed, download it as a PDF file, then securely transfer the file to your stakeholders.

CSU does not have the Advanced Analytics feature, so we cannot create or edit dashboards. Instead, we have the Standard Analytics package, with which we can view pre-built dashboards.

 

  • When to use the analytic views
    • A stakeholder requests a specific view of report data.
  • How to access analytic views
    • Click Reports from the top navigation bar.
  • If you do not see the Reports tab, then you do not have access to Reports and Analytics.
  • Click the Analytics New tab.
  • Finding analytic dashboards
    • A dashboard is a view of related data. The dashboards are made of tiles. Each tile displays a graph or other visualization. When you open the page, you see the default dashboard.
    • Expand Raw & Analysis Reports to view and drill down into reports. These reports are displayed as tables.
    • Expand the Standard Dashboard menu to view dashboards. These dashboards provide visualizations.
    • Use the Filters option to add filters to your report or analytical view.
    • After you select the Report or Dashboard you can select Filters to show more targeted data.
      • For example, if you want to see only data for a specific week, you can filter the data for that week.
  • Explores
    • To drill through the data, you can click a value for the relevant tile.
      • From there, you can further explore the data by using an explore.
    • An explore is an area of the system that can be reported on.
    • Each explore is a starting point that you can use to build an optimized view, based on what you select.
    • Within an explore, you can use filters or generate pivot tables.
  • How to drill down into the data
    • Analytics tiles provide a control that you can use to drill down into the data. When you drill down, filters are applied to the data to show more targeted information. There are many types of drill-down controls, depending on the display. The following are examples:
      • From a data point, you can explore or drill into the point by another factor.
  • From a bar in a graph, you can explore or open a dashboard.
  • From the Ellipses button in a table you can open a dashboard.
  • From the tile title you can open explores.
  • From the vertical 3 dots (you can see when hovering the cursor over a tile) you can explore or download data.
  • How to use explores
    • Each explore has a starting point and will build an optimized view based on what you select.
      • For example, if you start with the Job explore, and only include applicant fields, it will show only the applicants that have applications against jobs. If you wanted to show all applicants regardless of whether they are against a job, the Applicant explore should be used.
      • With an Explore open, you can add a dimension as a pivot or as a filter by hovering the cursor, then selecting the Pivot or Filter option.
        • After you have added your filters and pivots, click Run.
  • How to download an analytical view or report
    • Click the Gear icon to expand the menu, then click Download as PDF or Download as CSVs.
    • Click Download to download the file to your workstation.
    • Add the file to a secure location to which your stakeholder has access.
  • How to schedule analytics views
    • You can schedule analytics views to be sent to specified users at regular intervals.
    • The scheduler creates a PDF file and automatically sends it to the recipient of your choice through email.
    • Click the Gear icon to expand the menu.
  • Click Schedule.
  • Complete the following fields:
    • Schedule name
    • Email: Recipient email address
    • Format Data as PDF, Visualization, or CSV file.
    • Delivery schedule: Specify days and times
    • Filters: select filters to apply to the report or view
    • Advanced options: format options and time zone specification
  • Click Save.
  • Guidelines
    • Analytics are a convenient way to visualize and organize report data. However, for some specific types of data, you might find Microsoft Excel a better choice for creating analytics.
    • Do not send analytic PDF files through email if they contain Level 1 or Level 2 data.

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