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Section 6: Report/Output Menu
 

Reminder

Make frequent copies of your data file (BE_HSEAT.mdb).

6.1 Introduction

HealthySEAT has built-in functions to generate reports and output based on facility assessment results and information contained in the Customize for District process. The reports are designed to allow districts to aggregate and manage the information developed through the assessment process, and to help in identifying, evaluating, preventing, and remedying environmental health hazards. Use of, and access to, these report features is entirely at the discretion of the district.

All reports/output options are provided on the Reports/Output Menu, which is accessible from the “Open Reports/Output Menu” button on the Main Menu.

6.2 Report Selection and Configuration

The Reports/Output Menu provides a three-, or in some cases four-, step process for report selection and generation.

6.2.1 Step 1 - Select a Report/Query Group

The first step involves selecting a report or query group. The choices are as follows:

6.2.2 Step 2 Select a Report or Query

Step two of the report generation process involves selection of the report that the user wants to generate, or the query to be exported from HealthySEAT.

The selections are made from a drop-down list, which is pre-determined based on the report/group selected in Step 1, as follows:

Program-Level Reports

District-Level Reports

School-Level Reports

Application-Level Reports

6.2.3 Filtering the Report or Query

If the selected report or query can be filtered, then Step 3 will involve selecting the filter parameters, which may include a date range and/or a facility name.

Filtering by a Date Range

To filter the report or query output by a specific date range, select a date range by clicking on the calendar icons to the right of the starting (left) and ending (right) date fields. If a start date for the range is not specified it will default to January 1, 2006. If an end date for the range is not selected it will default to the current date.

Filtering by a Facility

To filter the report or query by a specific facility, select the facility name from the Facility drop-down list.

6.2.4 Selecting an Output Format

Depending on whether filter parameters are available for the selected query or report, this will either be Step 3 or Step 4. The user must click the circle to the left of the output format desired.

There are five possible selections, including:

  1. Print Preview: With Print Preview, the report or query is prepared for printing and presented to the user in a preview window, from which it can be printed. Use this option to print to PDF or to a local or network printer.
     
  2. Text (plain): With the Text View, the report or query is output as a delimited ASCII text file, the name and location of which the user is prompted to select.
     
  3. Excel: With Excel, the report or query is output to a Microsoft Excel (.XLS) file, the name and location of which the user is prompted to select. This output format is best suited for queries.
     
  4. RTF (rich text): With RTF, the report or query is output to a Rich Text Format (.RTF) file, the name and location of which the user is prompted to select. This output format is best suited for reports, and includes special formatting used by word processing programs such as Microsoft Word.
     
  5. HTML: With HTML, the report or query is output to one or more Hyper Text Markup Language (.HTML) files, the name and location of which the user is prompted to select. This output format is best suited for reports that are intended to be posted on a website.

Not all of these selections are available for all queries or reports. The available choices have been pre-configured for each report or query.

6.3 Generating the Report/Output

Once the configuration steps outlined in Section 6.2 have been completed, the final step in generating the report or output is to press the “Generate Report/Output” button at the bottom of the screen.

Depending on the output format selected, the user will either be presented with a report preview, or asked to supply a file name and location. If a file name and location are supplied, be sure to note them down so that the report can be retrieved later.

If presented with a report in preview mode, use the Print button in the button bar to print it, then use the Close button in the button bar to close the preview window and return to the Reports/Output Menu.

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