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Reports


Revised March 25, 2011



Purpose: The uses for the various reports are numerous but are especially useful for management and supervisory staff to track, monitor, and manage workloads.

Aces.online Reports

 

ACES Reports 

 

 

ACES.ONLINE REPORTS

What reports are available on aces.online?

 

When are aces.online reports available?

 

Who can access the reports available on aces.online?

 

How do I find a report on aces.online?

 

How do I select and view a report?

 

What types of report formats are available?

 

How do I download and save CSV files?

 

What if I only get a blank page when trying to view a .PDF report?

 

Where can I find additional information about a report?

 

Who do I contact if there is a problem with the report?

 

Who do I contact to change a report?

 

How can I have a new report added to the web?

 


 

What reports are available on aces.online?

 

·         A list of all reports is available in aces.online, click on the Reports Summary List link at the top of the Reports Home page.

 

When are aces.online reports available?

 

·         Data warehouse reports for the current month are posted on the third Monday of each month.

 

·         Reports that are generated from the ACES Mainframe are available the day after they are created.  These reports are run during overnight batch processing as part of the daily, weekly, monthly, quarterly, or annual generation process.

 

Who can access the reports available on aces.online?

 

·         Users that have the security allowing them to access the ACES Application portion of aces.online can access the Reports with client information.

 

·         Reports containing client level information are identified with a padlock icon located by the report name.

 

·         To view these reports you will need to pass through a security log in screen that pops up when you click on one of the report links.

 

How do I find a report on aces.online?

 

·         To search for a report on aces.online, go to the Reports Home page and take the steps in one of the following four search options:

 

·         To Search By Keyword: 

 

o    Enter a keyword in the Search by Keyword box.

 

o    Click the Search button

 

o    A list of all reports with the keyword in the title or associated with the report displays


EXAMPLE

Entering the keyword ''caseload” in the Search by Keyword box returns the following reports: CSO Transfer Report –Destination; CSO Transfer Report – Originating; Caseload Tracking Report.


·         To Search by Alpha:

 

o    Click on the [appropriate alpha] link.

 

o    A list of all reports with titles that begin with the selected letter displays


EXAMPLE

Clicking on the link for the letter “A” returns a list of all reports beginning with an A-word such as, “Active Optional Children;” “Age of All Recipients Report;” and “Age of AF Recipient HOH Report."


·         To Search by Category:

 

o    Click on the link for the desired category or sub-category.

 

o    The Cash and Medical categories have sub-categories which enable users to select reports related to a specific cash or medical program type. These sub-categories display when the Cash or Medical category links are clicked.

 

o    A list of all reports for the selected category displays.


EXAMPLE

Clicking on the Select Basic Food (FS) link returns a list of all reports associated with the Basic Food program.


·         To View All Reports:

 

o    A list of all available reports sorted alphabetically by report name displays.

 

·         The Summary List also provides additional information about the report such as the report owner and the date the report as last updated.

 

How do I select and view a report?

 

·         Click on the link for the desired report from the list of reports in the Search Results.

 

·         To further define report criteria, you may be prompted to enter additional information such as:

 

o    Report focus (CSO, Region, State)

 

o    Reporting month

 

o    Report format (Excel, PDF, CSV)

 

What types of report formats are available?

 

·         Each report is available in one or more of the following formats:

 

o    Excel

 

o    PDF (Adobe Portable Document Format).
Documents in .PDF format can easily be seen and printed by users on a variety of computer and platform types.

 

o    CSV (Comma-separated Values)

Documents in CSV format are text files with fields separated by a comma.

 

·         When selecting CSV as the report’s format, a File Download pop-up window appears. Clicking the Open button should open the report in Excel. If not, you may need to download and save CSV files.

 

How do I download and save CSV files?

 

·         To download Microsoft Excel Comma-Separated Value files, take the following steps:

 

1.    Click on the link for the report you wish to download.

 

2.    When prompted, make appropriate selections for additional report criteria such as Report Focus and Reporting month.

 

3.    When prompted to Select a Report Format, choose Comma-separated Values (CSV).

 

4.    Click the Submit button.

 

5.    From the File Download pop-up window, click the Save button and the Save As dialog box appears.

 

6.    From the Save in: drop-down box choose one a directory location to save the file in.

 

7.    In the File Name box:

 

o    Enter a file name that will be easily identifiable name.

 

o    Add .csv to the end of the file name.

 

o    Wrap the entire file name in quotation marks.


EXAMPLE

"September Caseload Tracking Report.csv"


1.    In the Save as type: drop-down box, select All Files.

 

2.    Click the Save button to download and save the file to the selected directory location and file name.

 

3.    You should now be able to open the file by using your selected editor to open the file for editing or printing.

 

What if I only get a blank page when trying to view a .PDF report?

 

·         There could be two different causes for this problem:

 

o    If you see blank pages on all pdf files you probably have an old version of Adobe Reader. Contact your local IT to have the latest Adobe Reader version installed.

 

o    If you have the most recent version and still see a blank page click the Refresh button on the Internet Explorer toolbar or hit the <F5> key while the blank page is displayed. The page should then correctly display the file.

 

Where can I find additional information about a report?

 

·         Click the Description link next to the report name to see a brief overview of the report which contains information such as:

 

o    The owner of the report.

 

o    The purpose of the report.

 

o    The data selection criteria for the report.

 

o    The data contained in the report output.

 

Who do I contact if there is a problem with the report?

 

·         Contact OSD Customer Support at 360-664-4560 if there is a problem with a report.

 

Who do I contact to change a report?

 

·         Contact the report owner identified in the report description if a change is needed to a report.

 

How can I have a new report added to the web?

 

·         To add a new report, submit an Automated Work Request form requesting the report be available online.


ACES REPORTS

How do I access ACES reports?

 

When are ACES reports generated?

 

How do I view ACES reports?

 


 

How do I access ACES reports?

 

·         ACES Reports are accessible through Cypress at http://cypress.esa.dshs.wa.gov/.

 

·         If you have the URL to this website but do not have the security access, you will get the message, "Cannot find any document matching your criteria." To request Cypress access:

 

o    Contact your local Information Technology (IT) if you are an Economic Services Administration (ESA) employee.

 

o    Contact Customer Support at 360-664-4560 if you are outside of ESA.

 

·         When you are in the Cypress website, click on the "Help Searching" link for additional help information.

 

When are ACES reports generated?

 

·         ACES generates most reports on a scheduled basis.

 

o    Reports are run during overnight batch processing as part of the daily, weekly, monthly, quarterly or annual generation process.

 

o    The scheduling of reports reflects the business schedule of DSHS.

 

o    Reports are automatically generated and require no action by the user.

 

o    Reports are sent to offices in "bundles" or individually.

 

How do I view ACES reports?

 

·         Once the reports have been generated they can be viewed on-line in Cypress.

Modification Date: March 25, 2011