Crystal Reports is the campus standard for reporting and data generation from Augusta University information systems.  Reports can retrieve data from Banner and other databases in bulk form to create lists, spreadsheets, and data feeds to other systems.  Data is most often rendered in Excel format.

Effective use of Crystal requires training and knowledge of both Crystal reports and the data from the information system it is extracted from.  Employees with approved access to university systems (e.g. Banner) and an established “need to know” may obtain access to Crystal and specific Crystal Reports by completing a System Access Request Form and submitting it to banneraccess@augusta.edu for review.

CRYSTAL ACCESS
REQUEST FORM

CRYSTAL
RESOURCES

CRYSTAL
TRAINING

FERPA
OVERVIEW

FAQS
 

DATA
STEWARDS

SENDING DATA
ELECTRONICALLY


CRYSTAL RESOURCES

FORMAT

Designates the output type on the requested report.

PROMPT/PARAMETERS

Prompts are used interchangeably with the term parameters within Crystal.  Parameters are the criteria used to create report data.

SCHEDULE

Scheduling a report produces the report output.

REOCCURENCE

Schedule a report to run with the same parameters at specific intervals.

RE-RUN

Run a report again with the same parameters.

RESCHEDULE

Schedule a report again with different parameters.

STATUS

Reports will lists one of the statuses below:

Status Status Definition
Pending Report is in the queue to run.
Running Report is compiling requested data from Banner.
Success Report data is complete and ready to open.
Fail Report was unable to complete.  Check prompts for accuracy and/or contact banneraccess@augusta.edu.

TERM CODES

TERM CODE DESCRIPTION
02 Spring
05 Summer
08 Fall
Example: Fall 2019: 201908
  Spring 2020: 202002

CAMPUS CODES

CAMPUS CODE DESCRIPTION
ATH Athens
M Main
WEB Web

COLLEGE CODES

COLLEGE CODE DESCRIPTION
01 College of Allied Health Sciences
02 Dental College of Georgia
03 The Graduate School
04 Medical College of Georgia
05 College of Nursing
06 Special
07 Academic Affairs
08 Residents
12 Hull College of Business
13 College of Education
14 Non-Degree Seeking
15 College of Science and Mathematics
16 Pamplin College of Arts, Humanities, and Social Sciences
17 School of Computer and Cyber Sciences

PROGRAM CODES

PROGRAM CODE DESCRIPTION
1BA-HISTORY BA-History
1BBAGB-BUAM BBA-Business Administration
1CER0-CYDF CER0-Cyber Defender
1MS-KINW MS-Kinesiology
DMD_DENT DMD-Dentistry
MD_MEDD MD-Medicine
DPHIL_NURS DPHIL-Nursing
BSN_NURS BSN-Nursing

 MAJOR CODES

MAJOR CODE DESCRIPTION
HIST History
BUAM Business Administration
CYDF Cyber Defender
KINW Kinesiology
DENT Dentistry
MEDD Medicine
NURS Nursing
NURS Nursing

REPORT TYPES

REPORT TYPE DESCRIPTION
Crystal Web View/PDF
Excel Spreadsheet

 

CRYSTAL TRAINING

In person trainings are temporarily suspended. However, virtual meetings can be set upon request by emailing banneraccess@augusta.edu.


 

FREQUENTLY ASKED QUESTIONS

Crystal is the primary tool used for report generation against university information systems.  Output can be printed or saved in Excel, Word, and PDF formats. 

While you may be able to generate similar information, Crystal reports are used for the day-to-day operations of the University.  Tableau and Data Warehouse are used more by the Administration as analytical and presentation tools.

Access to Crystal is gained by submitting a Systems Access Request Form to banneraccess@augusta.edu.  You must specify which of your job duties require access to the information provided in the report. 

Your department should have a list of reports frequently used, along with how they are used for departmental needs. 

 

Reports typically fail due to the parameter selection.  Check your parameters to ensure you entered all that are required.  If you are running a report from History, try running it again by clicking Schedule instead.  Sometimes reports are refreshed behind the scenes and it requires you to create a newly scheduled report to run the latest version.  If you continue to have problems, reach out to the Data Steward responsible for the report at banneraccess@augusta.edu.

 

Yes!  Rescheduling a Crystal Report

You can reschedule a report from History.  However, if the report has been changed/updated, you will need to schedule a new report.

 

You may schedule a report that you need daily/monthly/yearly to be recurring so that it automatically re-runs on the scheduled date/time.  Use the Recurrence feature in the left hand menu of the report.  Be careful to only select the dates/times needed.  You will have to submit a ticket for IT to delete the report instance if a recurrence is set up incorrectly.

 As you know, data security is a priority at Augusta University.   When at all possible, you should run the necessary report to view the data rather than asking someone to send or upload it as that causes more risk for a data breach.

Submit a request to the Data Steward responsible for the report by emailing banneraccess@augusta.edu.   Please include the reason the addition is necessary.  If approved, a ticket will be submitted to IT and you will be notified once complete.

Think before you save!  Do you absolutely need it?  Can you save it to box instead?  We caution you to be thoughtful when handling student data.

HOME TAB

Provides useful information such as your last viewed and run report output.  If Crystal is going down due to scheduled maintenance, you will find this in the Alerts section.

DOCUMENTS TAB

The Documents tab is where you will search for a report, select a folder to view, and run a report.  You can place frequently used reports in your My Favorites folder.  You can also read alerts here as well.


 

DATA STEWARDS

Data stewards are designated senior University officials who have planning and policy-level responsibilities for data in their functional areas.  Data stewards or their designees are responsible for recommending policies and establishing procedures and guidelines concerning the accuracy, privacy, and integrity of the data subsets for which they are responsible.  The responsibilities of the Data Stewards are as follows:

  • Overall responsibility for the data subsets managed by their reporting units. In certain cases the same data element could exist in more than one data subset (and stem). For example, social security number is used in the financial, human resources and student system. In this case, social security number is considered to have more than one steward.
  • Resolve data access or definition issues involving data elements which exist in multiple data subsets across stems.
  • Interpret and implement state and federal policies and guidelines that affect data subsets within their functional areas.
  • Identify the access type (public, internal, or internal and sensitive) for each data element within the data subsets managed by their reporting units.
  • Establish authorization procedures to facilitate appropriate data access as defined by campus data policy and ensure data security for data within their functional area.

ADMISSIONS

  • Cecilia McQuaig

706-737-1632

BUSINESS OFFICE

  • Beth Welsh

706-446-1448

FINANCIAL AID

  • Debbie Turner

706-737-1524

REGISTRAR'S OFFICE

  • Heather Metress

706-446-1430

REGISTRAR'S OFFICE

  • Jordan Cliatt

706-446-1432