Aspen: “Next Level” Features
Know the tools. Use them well.
Agenda
Prior Learning
Learning Goals: Know the tools. Use them well.
Snapshots - A “picture” in time
Predetermined static lists - eg. (All Hockey Players)
Snapshots can be used for Students, Staff, Courses and more
Filters can point to Snapshots.
Snapshots can become outdated very quickly.
Snapshots - A “picture” in time
When to Use Snapshots:
When to NOT Use Snapshots:
Creating a Snapshot
HINT: Do Not Save as filter unless you will use this snapshot regularly.
Deleting a Snapshot
Old Snapshots should be removed regularly.
Queries - Aspen’s Power Tool
Queries are the MOST POWERFUL way to filter a data set.
Users can apply multiple conditions that must be met.
Queries use both AND and OR conditions.
Queries can allow users to input values.
A filter can point to a query.
Creating a Query
(if it’s the first)
or AND or OR
Creating a Query
The AND Operator
Use AND when you want to match ALL of the conditions. In the example below, the query will find only students in grade 12 who will graduate this year who have less than 24 credits.
Creating a Query
The OR Operator
Use OR when you want to match ANY of the conditions. In the example below, the query will find ANY who will graduate this year and any students who 22 or more credits.
Creating a Query
Complex Operators
Use parentheses to create complex AND and OR conditions.
In this example we’ll find students who are at risk of not graduating. That is, the are supposed to graduate this year AND they are missing their required credits OR their community hours OR the literacy requirement.
Quick Charts
The Quick Chart tools can be used to create charts and data summaries. Quick Charts use the data in the current record set to create a visual representation and a table of data.
Quick Charts
Examples of Use:
Since quick charts use the current data set, users can apply filters remove elements from the data set.
Quick Charts
How to make a quick chart (1 field):
Quick Charts
How to make a quick chart (2 fields):
Quick Reports
Quick Reports allow the user to print, group and summarize the data set. Quick Reports can be saved for later use and can be shared with the school or other users. There are 4 types of quick report.
Simple | This is a simple list format. Pick your columns and sort order, add optional totals or statistics, and run. |
Detail | This is a page oriented format with a page break after each record. Use it to print a whole page of information about a student or staff member, for example. |
Group | This is a list format with groupings. You can include page breaks as well as calculate totals by group. Use it to print a homeroom or bus list, for example. |
Summary | This format displays a list of aggregate values. Use this report to print totals and other statistical reports. |
Simple Quick Reports
This is a simple list format. Pick your columns and sort order, add optional totals or statistics, and run.
Detail Quick Reports
This is a page oriented format with a page break after each record. Use it to print a whole page of information about a student or staff member, for example.
Group Quick Reports
This is a list format with groupings. You can include page breaks as well as calculate totals by group. Use it to print a homeroom or bus list, for example.
Summary Quick Reports
This format displays a list of aggregate values. Use this report to print totals and other statistical reports.
Set Your User Preferences
Example 1 - I am working with a school on a project.
Example 2 - I am working with a school on their schedule for next year.
Set Your User Preferences
1
2
Set Your User Preferences
2. Set the number of records (rows) in your table
Example - My normal use is 18 records per page based on a browser zoom of 110%.
No vertical scroll bar.
Set Your User Preferences
1
2
Four Tools for Efficient Data Navigation
Search
Sort
Page List
Manual Filter
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+
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Searching Data
The Search or Find function allows you to find a record in the data set that matches your search criteria.
Search Criteria
Notes about Searching
Aspen divides the data set into groups called pages.
a. Aspen will search for matches in the SORTED COLUMN (or the default column)
b. Aspen will find the PAGE that has the first match
c. Aspen will select the FIRST RECORD that matches (or the first closest match)
Search Criteria
Match Found and Selected
Page 33
Sorted Column
More Notes about Searching
You can only SEARCH fields that are in the field set.
Matches are based on alphabetical order. If there is no match found, Aspen will select the record immediately before the criteria.
Search Criteria
Closest Match Found
Find - Navigation Bar
Find
First Name Searching
To Search by first name, users will need to have the First Name field in their field set. The default sort is by Last Name, so users will need to sort by First Name in order to be able to search by that field.
Sorted by Name
Sorted by First Name
Four Tools for Efficient Data Navigation
Search
Sort
Page List
Manual Filter
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+
+
Sorting Data Sets
To Sort by a column, click the heading.
This acts as a toggle between ascending and descending.
Primary and Secondary Sorting
Aspen “remembers” previous sorts. This allows users to sort by 2 or more fields.
This means that if there is more than one record that matches the Primary sort, the Secondary sort will be used.
EXAMPLE 1:
The Primary Sort is Course. These are all unique values, so the Secondary Sort is not used.
Primary and Secondary Sorting
Aspen “remembers” previous sorts. This allows users to sort by 2 or more fields.
This means that if there is more than one record that matches the Primary sort, the Secondary sort will be used.
EXAMPLE 2:
The Primary Sort is Term. The Secondary Sort is Course.
The Page List shows
The Primary and Secondary sorts separated by a |.
Primary and Secondary Sorting
Aspen “remembers” previous sorts. This allows users to sort by 2 or more fields.
This means that if there is more than one record that matches the Primary sort, the Secondary sort will be used.
EXAMPLE 3:
The Primary Sort is Term. The Secondary Sort is Period. The Tertiary Sort is Course.
The Page List shows
The Primary and Secondary sorts separated by a |.
Four Tools for Efficient Data Navigation
Search
Sort
Page List
Manual Filter
+
+
+
Using the Page List
Aspen divides the data set into groups called pages.
The Page List allows you quickly move between pages
The Page List shows that is page 15 and the primary sort is Course and the secondary sort is Schedule Term>Code
Using the Page List
Aspen divides the data set into groups called pages.
The Page List allows you quickly move between pages
Using the dropdown users can quickly switch between pages.
Using the Page List
Aspen divides the data set into groups called pages.
The Page List allows you quickly move between pages
NOTE:
In this example, it is likely that the Math sections will begin on Page 10.
Four Tools for Efficient Data Navigation
Search
Sort
Page List
Manual Filter
+
+
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Filtering Data
Filtering shows ONLY the records that match certain criteria.
Example: Filter Courses Starting with ‘M’ Only
Filtering Data
Filtering shows ONLY the records that match certain criteria. There are 5 ways to filter data in Aspen.
Manual Filters | Filters | Advanced Filter Mode | Snapshots | Queries |
Manually Filtering Data
Filtering shows ONLY the records that match certain criteria.
Manual Filters give users the option to select records to include or exclude. The user determines the criteria.
Manually Filtering Data
To manually filter data follow these easy steps.
Decide: I am keeping fewer records than I am removing | |
YES | NO |
Select the records to keep | Select the records to remove |
Click Options -> Show Selected | Click Options -> Show Omitted |
Add video - English classes build view CHS
Four Tools for Efficient Data Navigation
Search
Sort
Page List
Manual Filter
+
+
+
Learning Goal Check-in
Know the tools. Use them well.
Managing Field Sets
3. Hiding Irrelevant Field Sets
Re-Naming Field Sets
1. Select Manage Field Sets from the Field Sets Menu
2. Select the field sets to be renamed. Click Edit.
3. Enter the new name. Click Save.
4. Click Save on the Manage Field Sets window.
Ordering Field Sets
1. Select Manage Field Sets from the Field Sets Menu
2. Select the field set to be moved. Click the Up or Down buttons.
Hiding Irrelevant Field Sets
1. Select Manage Field Sets from the Field Sets Menu
2. Select the field set to be hidden. Click the Show/Hide button. Hidden field sets are grey.
Making Custom Field Sets
Put the information you need directly on the screen in front of you.
Making Custom Field Sets
Fields you might not need.
Making Custom Field Sets
Fields you might need.
Making Custom Field Sets
It’s much easier to copy and modify a field set than it is to start from scratch. You can copy any field set you can see, even if you are not the owner.
Making Custom Field Sets
Steps to follow to copy a field set.
1. From the Field Set Menu, click Manage Field Sets
2. Select the field set you wish to copy
3. Click the Copy button
4. Name your field set.
5. Click Save
6. The new field set will appear at the bottom of the list. Click Save.
Making Custom Field Sets
To modify a field set
1. From the Field Set Menu, click Manage Field Sets
2. Select the field set you wish to edit
3. Click the Edit button
Making Custom Field Sets
Basic Modifications
When the editor loads, the fields that can be added are on the left. The fields already in the field set are on the right.
To add or remove double click the field name.
To order the fields, click the field you want to move and click the Up or Down button.
Click the save button when you are done.
Making Custom Field Sets
Advanced Modifications
Clicking the drop down under Available Fields will show all the tables that are available for this field set. Selecting a different table will reveal many more fields.
In the Selected Fields list, fields that are not from the default table are show with the pattern:
Table Name > Field Name
Eg. Primary Staff > Name
Hint: After selecting the table, sort, then use CTRL F to find fields
Learning Goal Check-in
Know the tools. Use them well.
Filtering Data
Filtering shows ONLY the records that match certain criteria.
Example: Filter Courses Starting with ‘M’ Only
Filtering Data
Filtering shows ONLY the records that match certain criteria. There are 5 ways to filter data in Aspen.
Manual Filters | Filters | Advanced Filter Mode | Snapshots | Queries |
Filters
Filters are shortcuts to one of two things:
or
Filters
To apply a filter, click the Filters Menu and select the filter.
The name of the applied filter will appear above the to right of the data table.
It’s a good habit to note the number of records to ensure you’ve selected the correct filter.
A Few Notes about Filters
A Few Notes about Filters
4. It is very difficult to keep filters organized and having too many filters slows us down!
Advanced Filter Mode
Advanced Filter Mode is a toggle switch to turn on or off a popup search window that allows the user to enter criteria for a filter.
Use advanced filters when we want to filter the data when:
I. there is no Filter created already
II. this is a one-off or something that is an easy input
III. the filter has only one criteria per field
Advanced Filter Mode
Advanced Filter Mode criteria operate as “AND” which mean ALL of the criteria must be try.
This example Advanced Filter will find ONLY the sections that are:�
GRADE 9
and
SEMESTER 1
and
START WITH M
Advanced Filter Mode
At the bottom of the Advanced Filter popup, users can select a different field set, filter and / or sort order.
Specifying a different field set will give you access to filter with other fields that are not in the current field set.
Specifying a different filter will apply the Advanced Filter to only those records that satisfy the criteria from the filter.
Advanced Filter Mode
Specifying a Filter tells Aspen to FURTHER filter the data according to the Advanced Filter criteria.
In this example, we are using the Sem 1 Classes Filter and then asking for only:
Grade 9,
and;
Active Special Education Status, and;
Courses that start with M.
Primary and Secondary Sorting
Aspen “remembers” previous sorts. This allows users to sort by 2 or more fields.
This means that if there is more than one record that matches the Primary sort, the secondary sort will be used.
The Page List identifies the last two sort fields.
Sorted by Name
Primary and Secondary Sorting
Aspen “remembers” previous sorts. This allows users to sort by 2 or more fields.
This means that if there is more than one record that matches the Primary sort, the secondary sort will be used.
The Page List identifies the last two sort fields.
Sorted by Name
Top Tabs and Side Tabs
Sub Tabs
or Leaf
Sub Tabs
Settings Bar
Alerts and Indicators
Mouse Over
Double Click
Quick Status
Is the student here today? Where are they now?
Record Navigation Bar
Bread Crumbs
Where am I now?
Menus
LEFT
RIGHT
Options Menu
Perform actions on the records currently appearing on the list page.
Reports Menu
Use the Reports menu to run reports associated with the current page.
Right Menus
Search Box
Filter Menu
Advanced Filter Mode
Field set Menu
Sort Order Menu
Quick Print Menu
Quick LetterMenu
Quick Chart Menu
Do Something WITH or TO the current set.
Learning Goal Check in
Learning Goal - By the end of this session, I will…
Understand and Navigate the basic functionality of Aspen
Know and consistently use the Aspen vocabulary
Data Tables
Tables have a collection of RECORDS. Each RECORD has one or more FIELDS.
Each ROW is one RECORD
Each COLUMN is one FIELD
Data Tables
A collection of records is called a DATA SET.
This data set has 472 records.
Data Tables
Aspen divides the data set into groups called pages.
The Page List allows you quickly move between pages
Sorting Data
Sorting means that we are putting the data in order.
We can sort by:
Ascending (Alphabetical) order
Descending (reverse Alphabetical) order.
Searching Data
The Search or Find function allows you to find a record in the data set that matches your search criteria.
Search Criteria
Match Found
Searching Data
The Search or Find function allows you to find a record in the data set that matches your search criteria.
Search Criteria
Closest Match Found
Filtering Data
Filtering or Querying finds ONLY the records that match the criteria.
Filter Courses Starting with ‘M’ Only
Details View
Click the first column hyperlink to open the details page.
Customizing Your Experience
Aspen is designed to allow each user to have a unique experience.
Users can maximize efficiency by customizing their settings to suit their role!
Managing Field Sets and Filters
3. Hiding Irrelevant Field Sets
Managing Field Sets
Aspen divides the data set into groups called pages.
Managing Field Sets
Aspen divides the data set into groups called pages.
Top Tabs and Side Tabs
Alerts and Indicators
Commitment to Action
Planned Exit
Strategy Harvest
Time to Notice and Name
Reflect and Revise
Slide Masters Below
Right click on a slide thumbnail on the left, choose Duplicate Slide, ad
Title
Title
Title
Is the following learning experience Universally Designed and Culturally Responsive and Relevant?
Ongoing Considerations
Alternate Perspectives to Consider / Consult before presenting
Session Kick off
Learning Experiences
Acknowledgement of the
Land and People
Understanding Why