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How To Create Field Selection for Skills Report Cards

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Date9/3/2014
TitleHow To Create Field Selection for Skills Report Cards
SummaryThe following article is designed to walk the user through the basic steps involved in creating a Field Selection List for a Skills Report Card Project.
Summary2
The following article is designed to walk the user through the basic steps involved in creating a Field Selection List for a Skills Report Card Project.
Prior To Implementation
1. The school needs to be licensed for the Grade Reporting Module in MMS Generations.

2. Skills-based grading needs to be activated in Database Configuration (Grading tab).
Resolution
  1. Skills-Based Grade Reporting Jobs – More Skills Grades Editing Jobs – Edit Report Card Field Selections.
                    a)   Enter in the report card project name.
                    b)   Select the Word document name.  Click on the  User-added image   to locate the file on your computer.  If your data is hosted by
                          Computer Resources, refer to the Knowledge Base article: Doc Report Card Files.  This document will walk you
                          through the steps to allow you to pull in Word documents without any intervention.


                    c)    Click on the Add button  User-added image  to add the project.  The project will now be listed below in the project list.

                    d)   Select the project in the list to highlight that record.  At this point, the seven other setup tabs in this operation
                          are now available.

  1. The following steps will describe the different types of data that can be pulled into the report card project.  Each tab addresses a different type of data (i.e. Biographical, Skills Grades, Attendance, etc.).  For each data field that can be pulled into the project the following information is displayed:  the MMS field name, the MMS table, the Stored Data Field Name, and the Stored Data Field Description.  If you do not have much experience with using the field and table names in MMS, please take note of the data fields you select in these tabs.

                    a)   School Information.  Select the school information fields to be pulled into the report card project.  To select multiple
                           fields, hold the CTRL key down and click on the fields needed.  It is best to select just the fields that will be used. 
                           Additional fields can be added to the project at a later time if needed.  Save your selections before moving to the
                           next tab.


                     b)   Biographical Information.  Select the biographical information fields to be pulled into the report card project.  To
                           select multiple fields, hold
the CTRL key down and click on the fields needed.  It is best to select just the fields that
                           will be used.  Additional fields can be added to the project at a later time if needed.  Stored data field names from
                           Biographical start with “EMF” Student Master Table, “EMA” Student Master Table (Extension 1), “EMB” Student
                           Master Table (Extension 2), and “CON” Student Address/Contact Table.  Remember to select the contact type for
                           any address/contact fields.  Please note that any state or user defined fields will not have an associated stored
                           data field description.  Save your selections before moving to the next tab.


                     c)   Skills Data.  Select the term(s) and skills group(s) to build the list to select from.  Click the Populate List Box
                           button.  To select multiple fields, hold the CTRL key down and click on the fields needed.  It is best to select just
                           the fields that will be used.  Additional fields can be added to the project at a later time if needed.  The built list
                           will have multiple data items for each skill: The skill grade (GRD), the teacher (TCHR) pulled from the section table
                           and the skill note (NOTE) if used.  The note field can be limited to the first so many characters. This does not limit
                           what the teacher enters, only how much appears on the report card.  Stored data field names from this area start
                           with “ERG” followed by the term (i.e. FAV), then the skill group ID and then the skill ID.  Save your selections
                           before moving to the next tab.


                     d)   Attendance. Select the attendance data to be pulled into the project.  To select multiple fields, hold the CTRL key
                           down and click on the fields needed.  It is best to select just the fields that will be used.  Additional fields can be
                           added to the project at a later time if needed.  The stored data field names have the following naming
                           convention:  “GPR” followed by the term and attendance code.  Six types of attendance totals available are: ABS
                           (total absences), UNEXC (unexcused absences), TAR (tardy), DIS (dismissed), PRS (days present) and POSS (day
                           possible).  Save your selections before moving to the next tab.


                    e)   Course Grades.  Select the grade bin(s), course codes, and data fields to build the list to select from.  Click the
                          Populate List Box button.  To select multiple fields, hold the CTRL key down and click on the fields needed.  It is
                          best to select just the fields that will be used.  Additional fields can be added to the project at a later time if
                          needed.  Select the grade point value group if you are using the Alternate Grade Equivalent (e.g. stored numeric
                          grades, printing letter grades).  The stored data field names from this area start with “GRD” followed by the grade
                          bin, course code and then the select field type: GRADE (grade), CnC (comment codes – the ‘n’ indicates which
                          comment code), Cn (comment text – the ‘n’ indicates which comment code text), TCHR (teacher name) and/or NOTE
                          (note field).  The note field can be limited to the first so many characters. This does not limit what the teacher
                          enters, only how much appears on the report card.
 Save your selections before moving to the next tab.

                     f)   Grape Point Average (GPA).  Select the GPA codes to pull into the report card project.  GPAs have four decimal
                          places, indicate how many decimal places to round it to if desired. To select multiple fields, hold the CTRL key down
                          and click on the fields needed.  It is best to select just the fields that will be used.  Additional fields can be added
                          to the project at a later time if needed.  The stored data field names from this area start with “GPA” followed by
                          the GPA code and then “GPA1”.  Save your selections before moving to the next tab.


                    g)   Honor Roll. Select the Honor Roll marking periods and the Honor Roll levels to build the list to select from.  Click the
                          Populate List Box button.  To select multiple fields, hold the CTRL key down and click on the fields needed.  It is
                          best to select just the fields that will be used.  Additional fields can be added to the project at a later time if
                          needed.  The stored data field names from this area start with “SHR” followed by the marking term and then the
                          honor roll code.  Save your selections before moving off of this tab.

  1. Return to the Report Card Project Name tab and click Build to create the Report Card Project Field Selection List used in your merge document.
Additional Information
Once all the data fields are selected, print and use as a reference the Skills Report Card Fields Selection report. Just click on the print button. This will be a very valuable resource when building the report card in your word document.
Applies to VersionsMMSGE XX.X and later
Key WordsSkills, report card, project

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