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What can I report on?
Reporting allows you to access and utilise the data collected in Kitchen Manager, Meal Selection, Meal Register and Payments. You can access data from any integrated external system.
You can report on any Data Collection items and there are many KPIs available. We have a spreadsheet describing the KPIs in more detail, for more information please contact the support team.
NOTE You will not be able to report on items where the appropriate data is not being collected.
Time Periods
If you use 4/5 week periods rather than calendar months, you can apply periods retrospectively in System > Admin > Calendar > Periods
Time periods can be used alongside calendar months so you analyse your figures by term. Refer to Admin - Calendar: Setting up and Closing Financial Periods for more information.
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Where does the data come from?
Different data sources
Data may come from different sources for different schools depending on where the initial data was entered. If a school uses Meal Register, then meal numbers are taken from there. If a school does not use Meal Register the meal records are taken from the Data Collection App in Kitchen Manager. Staff hours are collected in the Staff App and food purchases from the Orders App, although sometimes Data Collection may be used to collect these instead.
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How can I view the underlying data?
Data Reader
To view a daily summary of the information collected, as used to populate the reports go to Data Collection > Reader.
Data Collection
To view and, if necessary, update the individual data records for a site go to Data Collection > Data.
What if the data looks wrong on the report?
If data looks wrong on your report, try following the data trail back for a single site to either the daily summations in the Data Reader or to the raw data in Data Collection/Payments. In both cases check for data not being filled in or put in the wrong entry. If you still cannot prove an entry, then contact Cypad Support on 0117 942 9833 providing as much detail about the question as possible.
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How do I build reports?
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All Admin-level users design reports. Alternatively, Cypad can provide a basic set based on an example you send to us. Reports are laid out in folders on the left-hand side of the screen. Only Admin staff can add reports.
There are 3 main types of Report:
- Single KPI Item – shows a single KPI over time
- Multiple KPI Items - shows a series of KPIs for a given period
- Trading Summary - choose between Weekly or Cumulative (year-to-date)
NOTE When you have selected the style for a report you cannot alter it.
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Single KPI reports
Use the Report Builder to build your Single KPI reports as follows:
Go to Reporting > Settings [1] > Report Builder button [2]
Select the Destination folder [3] (e.g. Single KPI) for the report from the list and click the Add Report [4] button.
NOTE You can change the destination folder using the Folder [5] drop-down.
Give the Report a Name [6] and Description [7] and set the Style [8] drop-down box select Single Item.
In the Chart Type [9] drop-down box choose Line or Bar.
In the Chart colour [10] field select a colour from the colour picker.
In the Visible to [11] drop-down box select either Admin, Managers or All.
Click the Change button [12] to see the KPI Item Description list [13] and Item Description selection [14] boxes. Drag and drop the required KPIs into the Description selection box and click Back [15] when complete. The report is automatically saved to the relevant folder.
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Multiple KPI reports
Use the Report Builder to build your Multiple KPI reports as follows:
Go to Reporting > Settings [1] > Report Builder [2]
Select the Destination folder [3] (e.g. Multiple KPI) for the report from the list and click the Add Report [4] button.
NOTE You can change the destination folder using the Folder [5] drop-down.
Give the Report a Name [6] and Description [7] and set the Style [8] drop-down box select Multiple Items.
In the Chart colour [9] field select a colour from the colour picker.
In the Visible to [10] drop-down box select either Admin, Managers or All.
Click the Change button [11] to see the KPI Item Description list [12] and Item Description selection [13] boxes. Drag and drop the required KPIs into the Description selection box and click Back [14] when complete. The report is automatically saved to the relevant folder.
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Trading Summary Reports
You can set up a Weekly or Cumulative Trading Summary by doing the following:
Weekly Trading Summaries
Go to Settings > Report Builder > select a Destination Folder > click Add Report [1]
NOTE You can change the destination folder using the Folder [2] drop-down.
Give the Report a Name [3] and Description [4].
In the Style [1] drop-down box select Trading Summary. A window will pop up prompting you to save before adding any fields, click OK.
In the Sub Style [2] drop-down box select Weekly.
In the Chart colour [4] drop-down select a colour, if required, to easily identify your report.
Set the Visible to [5] value to either Admin, Managers or All.
Click the Change [6] button to open the KPI selection list to select the KPIs to use in the Report.
Drag and drop the desired KPI items from the KPI Description list [6] to the KPI selected list [7] and click Back [8] to save the Report.
The Staff Meals Summary Report will be added to the Trading Summary folder, to group the KPIs click Staff Meals Summary Report [1] to add the Total [2], Group [3], Grand Total [4] and Item Description bars to the KPI selected list [5].
Items that are placed in the KPI selected list are automatically placed at the bottom of the list. For example, after dragging the Group bar into the KPI selected list it changes the order of the item. by clicking and holding the mouse button on the item you can drag up or down the list as required.
The Total [2] bar will calculate the total for all KPI items placed before it in the list.
The Group [3] bar is an editable field that is used to identify groups of KPI data. To rename it, click on the Group bar in the KPI selected list, enter a new name (for example Weekly TS report [6]) and press Enter.
The Grand Total [4] bar will calculate all the Total bar's in the report and display the grand total.
Click Back [7] then on the Report page click Save [8].
TIP: If a KPI field or description bar does not populate the box correctly, click Back and then click Save. In the Explorer pane select the relevant Trading Summary report name and in the Edit Report box click Change.
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Cumulative Trading Summary
Use the Report Builder to start building your KPI report.
Go to Settings > Report Builder > select a Destination Folder [1] > click Add Report [2]
NOTE You can change the destination folder using the Folder [3] drop-down.
Give the Report a Name [4] and Description [5].
In the Style [1] drop-down box select Trading Summary. A window will pop up prompting you to save before adding any fields, click OK.
Set the Style [1] to Trading Summary and the Sub Style [2] to Cumulative.
In the Chart colour [4] drop-down select a colour, if required, to easily identify your report.
Set the Visible to [5] value to either Admin, Managers or All.
Click the Change Fields [6] button to open the KPI selection list to select the KPIs to use in the Report.
Drag and drop the desired KPI items from the KPI Description list [7] to the KPI selected list [8] and click Back [9] to save the new Report.
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Viewing, Downloading and Emailing a Report
Go to Reports > select a folder (e.g. Staff Trading Summary) > select a Report [1] > set the Period Range [2] > Set the Date Range [3] > click Go [4]
NOTE The Period Range options are Daily, Weekly, Monthly, Annual and custom Period.
To download a copy of the Report click the Export [5] button to download an editable Excel file.
To see a graphical interpretation of a specific report row click anywhere in a Row [1].
You change the view of the chart from a Bar graph to a Line graph by clicking the Change view [2] button.
Click Email [3] to email a copy of the chart to multiple recipients.
Click Copy [4] to copy the on-screen chart to paste into a MS Word document or equivalent as required.
Click Close [5] to close the chart and return to the Report screen.
When using the Email feature use a semicolon (;) to separate each email in the Email field [5] and include a Message [6] before clicking Send [7].
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Settings
Go to Reporting > Settings [1] > Settings button [2]
Use Settings to:
- Select a 6 to 13 period report view
- Show closed Sites
- Compare sites
- Select Results or General view
A column has been added to the General view [1] of a report to make it possible to view reporting data alongside the site contract.
The new column is titled Contract [2] which displays the Contract name of each site.
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Reports Data Refresh
Data shown in all Desktop applications except Reporting is ‘live’. When a tablet syncs the data is transferred to the Desktop and is immediately available.
The Reporting module shows data at the end of the previous day for daily, weekly and monthly data; as at the end of the last week for annual and period data. Data for the current day needs to be added to the reports by the overnight refresh process.
Data Refresh Timings
Data collected on the Tablet or Desktop applications is refreshed automatically according to the following schedules:
- Daily data, Weekly data and Monthly data - Every night after 20:00
- Annual data, Period data – Every Friday after 20:00
During each refresh, all the Reporting data records for the last 35 days are automatically deleted, and the new Reporting data records are created and re-calculated.
Important: A manual refresh will need to be requested through Cypad Support in the event of data being updated outside of the 35 day window.
Example:
If data for 01/12/2019 is amended on the 15/01/2020, this is 45 days after the original date. Therefore will not automatically be updated in the data collection reports.
As the refresh process for the data collection reports is only up to 35 days after the 01/12/2019, any changes to the data for that day will only be refreshed up to the 5th January.
Desktop Reporting
Admin & Manager users can view data using the following Desktop functions.
Go to Reporting > Date Filters [1]
To view the daily data records go to Data Collection > Reader
Data Collection allows Admin users to run reports for a specified Date range [1] and selected KPI’s using the Show Filter [2] to select KPIs from Available KPIs pane [3] and drag-drop into the Selected KPIs pane [4].
NOTE Despite being in Data Collection module, Reader will show data from all modules.
If the data is over 10,000 records the file will be too large to download directly to your computer. A popup box will appear asking Admin/Manager user to enter an email address, the data file will be generated on the system and sent to the email address in a Zip file.
Recurring data requests can be scheduled to be sent Daily or Weekly.
Go to Data Collection > Admin > Configure [1]
Set the Data Collection frequency using the recurring export Data Collection [2] drop-down, you can set this to either Daily or Weekly.
Set the recurring export Format [3], the default is Cypad formatting.
Enter the email address that the Export will be sent to in the Email Recurring Export To [4] field. To enter multiple email addresses, use a semicolon (;) to separate each email.
Click Save [5].
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Reporting Date Ranges
Navigate to Reporting.
Report data can now be exported using Period Date Range [1] and selecting the Relevant Period [2] using the dropdown menu.