Report Module

Reporting is the means of getting useful information out of the database. CAPS reports come in many forms, create a variety of types of output and are run in a variety of ways. Reports can be run from within functions (by means of a button press) or from menus or in a job scheduler. Output can be a printed paper report, a PDF, CSV or XLS file, or a web page.


Academic Progress report

The Academic Progress report is an example of a Detail level report run from a menu.This report reads the raw CAPS database.It provides the user with a variety of selections to make using data from different files in CAPS.The dropdowns provided allow the user to limit the number of potential matches; by selecting semesters of registration and credits taken during that period of time.


Registration Tracking report

The Registration Tracking report is ALSO an example of a Summary level report run from a menu.This report reads the raw CAPS database.This management report allows tracking of Enrollment by School over time.It also colorfully displays that data in a variety of graphical ways; using charts and tables where appropriate. These charts and tables can be placed on the user's Dashboard.

Types of Reports

  • There are several kinds and types of reports.
  • There are several reports that are periodic in nature.
  • Some reports are run based on the type of output desired; some are run based on worker type.

  • Some are simple 1-step queries, others are fully functional programs.
  • Some are run by request from the user; some are run according to a schedule.
  • Some are run from within a function like printing Hard Copy Transcripts from online Transcript.

  • Some create onscreen data that can be viewed on screen, or charts and graphs viewed onscreen or saved in various formats like PDF and XLS.
  • Some create a report to be printed, some create XLS files in doc_share.
  • Registrar and Bursar reports/files are saved in doc_share in folders and subfolders of same name
  • There are periodic reports that are run from the job scheduler that are: run daily, weekly, monthly, some quarterly, some semi-annual and some annually.

List of frequently run Registrar and Bursar reports:

  • Grade Status - Summer 2017
  • Grade Roster - Summer 2017
  • Grade Entry/Verify function is run

  • Report Cards - Summer 2017

  • Graduation list for August 31, 2017

  • Bundy report - graduates for Academic Year

  • Clearing House run - Original run of Summer 2017
  • Clearing House run - Subsequent run of Summer 2017

  • Library cards for Summer 2017

On request from Menus:

  • Attrition / Retention reports
  • NYSED 2.4
  • Available Seats and Course List - course sections by term - open, closed, overbooked
  • Hard Copy Transcripts with selection criteria to create a named group of students to print
  • Statements for students selected by campus, amount owed; last activity term detail

On request from within functions:

  • Hard Copy Transcripts from within function Transcript - print for this student
  • Statements for students within function SARINQ

Periodic Reports:

Daily: (some reports use these EXTRACT / data cube files)

  • HEGIS file of registrants with DCP and GPA for current Summer, Fall and Spring
  • AIDSST file of EVERY transaction type in CAPS in current year


  • Enrollment reports - CURREG - Current Registration by term
  • BATHDRRAID for Refunds and then post return file of REFUNDs


  • Age - detail of Age of transactions of students with Debit Balances
  • Sarsum - Monthly report of receivables posted in Batches or computer
  • generated


  • Write Offs - send to Collections students with a Debit balance greater than 300 days.
  • AIDSST_DH* detail reports - reports of selected AID types in year by Student
  • AIDSSTTAB* summary reports - reports of selected AID types in year by Campus
  • Commencement Labels and Complimentary Transcripts for Graduation

Another brief list of reporting categories may prove useful here.

  • Numerous DPI GL/AP dumps, including 1099 data, check registers, vendor data, trial balances, and journal entry details. The volume of these reports were especially heavy due to extensive audit activity in the past two years. Since Banner Finance went live July 2015, presumably most of these reports have already been converted to Banner.
  • Survey data requested by third parties such as US News, College Board, Petersons and NACUBO. These surveys require many hours of programmer work, due to the numerous statistical questions about financial aid which must be answered. Proper planning is needed to meet deadlines.
  • Survey data required by third parties, such as NCAA, NYSED, IPEDS and Bundy.
  • Files required by CNR partners such as Maguire. The Maguire file required for 17-18 has been successfully converted to Argos.
  • Banner conversion reporting for data cleanup and/or Banner manual entry. Examples include the student last name apostrophe and parentheses situations, and TAP pay points. Numerous
  • student balance reports were provided. Student A/R reporting was also done in the areas of collection hold, forfeitures, student activity fees and voided checks.
  • Hobson/ISIR data comparison listings, important for keeping admission and financial aid databases in sync and getting students packaged as soon as possible. Many of these functions are live in Argos.
  • Acceptance vs packaging statistical reporting. This data is closely followed by enrollment management and is already produced automatically in Argos each Monday.
  • Banner journal entry data provided in spreadsheet form, based on CAPS transactions. SARSUM and Aid Posting.
  • High achieving student listings, for purposes such as Honors Convocation and upperclassman merit scholarship awarding.