DATA EXTRACTION TIPS FOR THE EDUCATION EDGE

EE Breakout Session I:

Deadra Elliott, Presenter

#BBK12UC

#BBK12UC

Learning Objectives• Review data extraction modules in The Education Edge and

their key differences:

• Query

• Export

• Reports

• Dashboards

• Blackbaud Knowledgebase links and other helpful Info

5

NAME: DEADRA ELLIOTTHOMETOWN: CHARLESTON, SC

WHAT I DO: K-12 CONSULTING MANAGER

BACKGROUND: BLACKBAUD (16 YRS) - SUPPORT, TRAINING, CONSULTING

INTERESTING FACTS:

• USC GAMECOCKS FAN

• MUSICIAN (PIANO, ORGAN, VIOLIN)

• LOVES TRAVELING & THE BEACH

• FAVORITE CITY: MIAMI, FL

Presenter Bio-Deadra Elliott

#BBK12UC

• Data extraction is the act or process of retrieving data out of data sources for further data processing or data storage data migration (Wikipedia).

Have you mastered it yet?

How to become a pro!

#BBK12UC

• Tips for mastering data extraction:– Review system security options to control

data access – Standardize data entry procedures – Document your organization’s data entry

Polices & Procedures– Train end-users

#BBK12UC

Data Extraction Modules

Query

Export

Reports & Dashboard

Mail*

To query or not to query….What is a query?

• Database search tool for retrieving stored information in The Education Edge

• A question or series of questions • Groups records based on the requested criteria

#BBK12UC

Query is not….

• A report

• De-dup tool

• Import/Export tool

#BBK12UC

#BBK12UC

Building a successful query in The Education Edge:

• Build your question:• What are you asking the database to find?• Is the data stored in fields in the database?• Does the question make sense to you?

• Determine the end goal:• How will you use query results?• Is a structured report with query results needed?• Should results be viewed in a specific layout or format?

• Other Considerations?• Are results “static” or “dynamic”?• Will other end-users re-use your query setup?• Will other end-users edit your query setup?

#BBK12UC

Secrets of a successful query builder…• Choose the proper query type and format for the most accurate results.

• Build the logic using criteria fields and field operators:• Example: Current Status EQUALS Current Student • The EQUALS operator is one of may choices to direct query how to search.

Dynamic vs. Static Format

Query Operators:Equals, Does Not Equal, Greater Than, Greater Than or Equal To, Less Than,

Less Than or Equal To, One Of, Not One Of, Between, Not Between, Blank, Not

Blank, <ASK>

#BBK12UC

Secrets of a successful query builder…• Limit 1:M Output fields to avoid viewing “duplicate data.”

•Save queries with recognizable and consistent name formats.

#BBK12UC

Secrets of a successful query builder…• Use Query wildcards: ?, *, [ ]:

• ?- replaces a single characters • * - replaces a series of characters• [ ] – finds a range of characters. Example: Description BEGINS with [B, C, D].

• Use Query shortcuts and helpful tools: • Organize Favorite Fields• Query options

#BBK12UC

Advanced Query Options • Merging Queries:

• Select the Merge option from the File Menu:

Merge Tips:• Queries must be the same type

• Merge operator determines output

• Results are static but can be refreshed. F5 key is a shortcut to refresh a static query.

#BBK12UC

Query Exercise:

1. List three query types in Admissions or Registrar’s Office.

2. List four query operators.

3. What are the two query formats?

4. If you are merging queries, what must be the same about both queries?

5. Create the following query and save your results: Dynamic Student query Filters: Student Status (Current Students), Current Grade (Twelfth) Output: Full Name, Nickname Sort: Last Name

#BBK12UC

How to use the Export module in The Education Edge

The Export module: • Is not a “reporting” tool

• Can be used to “de-duplicate” query results

• Allows the use of system queries in order to export “select” records

• Includes standard filters based on export type

• Creates a reusable template or file based on available system formats:

– Examples: MS Word, Excel, Access, Comma-Separated Values

#BBK12UC

Export Options • Step One:

• Select the Export type and format

• Step Two:• Select filters (including

queries) to limit export results

• Step Three:• Select output fields to

control results display

1.

2. 3.

#BBK12UC

Understanding Export Field Options• Within a relational database, a one-to-one relationship represents a situation in which

one data value can have only one associated element. A one-to-many relationship represents a situation in which one data value can have any number of associated elements (Refer to BB Knowledgebase Tip or Article Number 37657).

Notice the difference in icons for 1:1 vs. 1:M data fields. The system will provide a prompt

to select specific values.

#BBK12UC

Preview Export File Layout

Select the Preview Export File Layout Option from the File menu in the file. Use this option to preview a portion of results before completing the export.

#BBK12UC

Export Exercise

1. List three export types in Registrar’s Office. 2. List 3 export formats.

3. A query is required to export data (True or False).

4. What is an example of a 1:1 field in The Education Edge?

5. What is an example of a 1:M field in The Education Edge?

#BBK12UC

The Education Edge Standard Reports • Over 50+ standard reports in Admissions and Registrar’s Office:

• 12 report categories in RO • 5 report categories in AO

• Templates are reusable and can be shared • Reports do not require a query • Reports include filter options to limit results • Output queries can be generated from report results • Reports include an export option • Customizable report fields (with limitations) • Layout preview options (to view the final report layout)• Standard formatting options:

• Sort• Name formats• Color Scheme • Font size • Header/Footer options for editing names/date/time, etc

#BBK12UC

The Education Edge Standard Reports

#BBK12UC

Dashboards in The Education Edge

Additional Resources: • What are the panels in The Education Edge Dashboard? (Article Number 40510).• Link to EE Dashboard Guide: https://

www.blackbaud.com/files/support/guides/ee/eedash.pdf

#BBK12UC

Tips for Organizing Queries, Exports, and Reports

• Favorites:• Create shortcuts to frequently used files in each module• Favorites are user-specific (based on the user password)• Select the option from the Favorites Menu• Save the template on the Home Page. Folders are also available.

#BBK12UC

Tips for Organizing Queries, Exports, and Reports

• Access Favorites from the Home page• Select “Organize Favorites” from the Tools menu

#BBK12UC

Additional Tips for Using Queries, Exports, and Reports

Knowledgebase tips from www.blackbaud.com:

1. How to create a query in Admissions Office and Registrar's Office 7 (Article Number 39294).

2. What are dynamic and static queries, when are they refreshed, and when to use them (Article Number 48263).

3. How to export from the Export module in The Financial Edge and education software (Article Number 38924).

4. How to run the Applicant Profile Report (Article Number 46653)

#BBK12UC

Additional Tips for Using Queries, Exports, and Reports

Sample Reports Guide: https://www.blackbaud.com/files/support/guides/ee/eesample.pdf

Query Guide:https://www.blackbaud.com/files/support/guides/ee/eequery.pdf.

Education Edge How-to User Guides: https://www.blackbaud.com/files/support/guides/ee/eequery.pdf.

Link to Blackbaud University Training options: https://www.blackbaud.com/nonprofit-training/

#BBK12UC #BBK12UC

Download the Blackbaud K-12 UC15 Mobile App & Engage With Us!

Go to your app store, on any mobile device, and look for: Blackbaud K-12 UC15

- Agenda

- Speakers

- Attendees

- Sponsors

- Session Surveys

and more!

Conference resources just for you!