aces.online Reports

Created on: 
Oct 26 2015

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

What reports are available in aces.online?

To access a list of all available reports in aces.online, follow these steps:

  1. From any page within aces.online, click the Reports tab and the Reports Home page displays.
NOTE: Users do not need to be logged in to aces.online to access some reports.
  1. Click the Reports Summary List link and the Summary List displays.

When are aces.online reports available?

The enterprise Data Warehouse (eDW) 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 in aces.online?

Users who have an active aces.online profile can access reports in aces.online.  

Some reports contain client level information and can only be accessed by users with the appropriate security clearance.  These reports are identified with a padlock icon located by the report name. When a link to one of these secure reports is clicked, users will be redirected to the aces.online Logon page and will need to enter their aces.online [userid] and [password].

How do I find a report in aces.online?

To search for a report in aces.online, click the Reports tab and take the steps in one of the following four search options:

  • To search by keyword:
  1. Enter a keyword in the Search by Keyword box.
  2. Click the Search button.

A list of all reports with the keyword in the title or associated with the report displays in the Search Results section.

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:
  1. Click on the appropriate alpha link in the Search by Alpha section.

A list of all reports with titles that begin with the selected letter displays in the Search Results section.

EXAMPLE: Clicking on the link for the letter “E” returns a list of all reports beginning with an E-word such as, Extended AU's - Incomplete Status.
  • To search by category:

  1. Click on the link for the desired category or sub-category in the Search by Category section.

A list of all reports for the selected category displays in the Search Results section.

NOTE: 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.
EXAMPLE: Clicking the Basic Food (FS) link returns a list of all reports associated with the Basic Food program.
  • To view all reports:
  1. In the Search by Alpha section, click the [ALL] link and a list of all available reports displays in the Search Results section alphabetically; OR,
  2. Click the Reports Summary List link and the Summary List displays all available reports alphabetically.

How do I select and view a report?

  1. After following the steps for one of the methods in How do I find a report in aces.online?, click on the desired report in the Search Results section or from the Summary List.
  2. To further define report criteria, you may be prompted to enter additional information such as:
  • Report focus (CSO, Region, State)
  • Reporting month
  • Report format (XLS, PDF, CSV)
  1. Once these criteria are selected click the Submit button.
  2. A pop up will display at the bottom of your Internet Explorer browser.  Click Open and the report will display in the chosen Report Format.
NOTE: If error message [Title of Report] couldn't be downloaded. displays in the pop up after clicking on Open, click the Retry button.

What types of report formats are available?

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

  • Microsoft Excel (XLS)
  • 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.
  • CSV (Comma-separated Values)
    • Documents in CSV format are text files with fields separated by a comma.
NOTE: When selecting CSV as the report’s format, a File Download pop-up window appears. Clicking the Open button should open the report in Microsoft Excel. If not, you may need to download and save CSV files.  See How do I download and save Comma-separated Value (CSV) files? for more information.

How do I download and save an Adobe Portable Document Format (PDF) file?

To download and save a PDF file, take the following steps:

  1. Follow the steps in How do I select and view a report?
  2. In the Select a Report Format section, click the radio button next to Adobe Portable Document Format (PDF).
  3. In the pop up that displays at the bottom of the Internet Explorer browser, click the down arrow next to the Save button and select Save As.  The Save As dialog box will display.
  4. Choose a directory location to save the file in.
  5. In the File name box:
  • Enter a file name that will be easily identifiable.
  • Add .pdf to the end of the file name.
EXAMPLE: September Caseload Tracking Report.pdf
  1. In the Save as type drop down menu, select All Files.
  2. Click the Save button to download and save the file to the selected directory location and file name.

What if I only get a blank page when trying to view an Adobe Portable Document Format (PDF) report?

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.

How do I download and save a Comma-separated Values (CSV) file?

To download and save a CSV file, take the following steps:

  1. Follow the steps in How do I select and view a report?
  2. In the Select a Report Format section, click the radio button next to Comma-separated Values (CSV).
  3. In the pop up that displays at the bottom of the Internet Explorer browser, click the down arrow next to the Save button and select Save As.  The Save As dialog box will display.
  4. Choose a directory location to save the file in.
  5. In the File name box:
  • Enter a file name that will be easily identifiable.
  • Add .csv to the end of the file name.
  • Wrap the entire file name in quotation marks.
EXAMPLE: "September Caseload Tracking Report.csv"
  1. In the Save as type drop down menu, select All Files.
  2. Click the Save button to download and save the file to the selected directory location and file name.

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

Where can I find additional information about a report?

Additional information about reports can be viewed two ways:

From the Search Results section: 

  1. Click the Description link next to the report name to see a brief overview of the report which contains information such as:
  • Report Owner
  • Report Purpose
  • Report Selection Criteria
  • Report Output
  • Sort Order

From the Summary List:

  1. Click on the appropriate report in the Report Name column and the Reports Metadata - View page displays. Click the Description HTML link to access the information listed above.

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

Contact ITS Customer Support at 360-664-4560, Option 2 if there is a problem with a report.

Who do I contact to change a report?

Contact the report owner identified in the Report Owner field located in the Description if a change is needed to a report. See Where can I find additional information about a report? for more information.

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

To add a new report, submit an Automated Work Request form, through the appropriate chain of command, requesting the report be available online.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.