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Reports & Analytics Guide

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Reporting Overview

• Scope: Single learning centre, single day
• Purpose: Document daily Goal Check performance for one centre
• Generated by: Supervisors or Administrators
• Frequency: End of each school day when all students marked

• Scope: Entire school, full week (Monday-Friday)
• Purpose: Comprehensive performance analysis across all centres
• Generated by: Administrators only
• Frequency: End of each week or as needed

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Daily Centre Reports

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When to Generate Daily Reports

• ALL students in the centre must be marked for that day
• Readiness indicator shows: “Ready (25/25 students marked)”
• Typically generated at end of school day (3-4 PM)

• End of each school day: Generate for that day
• Next morning: Review yesterday’s report for patterns
• Weekly: Review all 5 daily reports together for trends

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Generating Daily Centre Reports

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Daily Report Contents

• School logo and name
• Centre name
• Report date
• Generation timestamp
• Generated by (supervisor name)

• Total students in centre
• Goals Set: X students had goals set
• Goals Marked: X students marked complete
• Overall Completion Rate: XX%

• Students Completed: Count and % (met or exceeded goal)
• Students Exceeded: Count and % (did more than goal)
• Students Missed: Count and % (did less than goal)
• Students Not Started: Count and % (not yet marked)

• Lists students who missed goals
• Shows consecutive miss count if applicable
• Highlights students needing intervention

• Report generation date/time
• School contact information
• Page numbers

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Interpreting Daily Centre Reports

• Completion rate 80-90%
• Most students in “Completed” status
• Low variance spread (most students within ±2 pages)
• Few or no at-risk students

• ⚠️ Completion rate 50-70%
• ⚠️ Many students missed goals
• ⚠️ Wide variance (some +5, others -5)
• ⚠️ Growing at-risk list

• 🚨 Completion rate <50%
• 🚨 Majority missed goals
• 🚨 Consistent negative variance
• 🚨 Multiple students with 3+ consecutive misses

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Using Daily Centre Reports

1. Generate report at end of day
2. Scan completion rate (goal: >80%)
3. Note students who missed goals
4. Review notes column for patterns
5. Plan tomorrow’s goals based on today’s actual completion

1. Compile all 5 daily reports (Mon-Fri)
2. Compare completion rates across week
3. Identify students struggling consistently
4. Note which days of week are hardest
5. Plan interventions for struggling students

• Save all daily reports as PDFs
• Create folder structure: Year/Month/Centre
• Useful for ACE reviews, parent conferences, historical reference

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Weekly School Reports

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When to Generate Weekly Reports

• Friday afternoon: End of school week, all data complete
• Monday morning: Review previous week, plan for current week
• Mid-week: Generate partial week report for interim check

• At least 3 days of Goal Check data in the week
• Majority of students marked for those days
• Active term selected

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Generating Weekly School Reports

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Weekly Report Contents

• Report date range (e.g., “Week of Jan 8-12, 2025”)
• Total students across all centres
• Total learning centres
• School-wide completion rate for the week
• Comparison to previous week (↑ improved X%, ↓ declined X%)
• Total goals set vs goals met
• Average variance (positive or negative)

• Overall school trend vs previous week
• Centre-specific trends
• Subject-specific trends
• Visual arrows (↑↗→↘↓) showing direction

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Interpreting Weekly School Reports

• Goals appropriately challenging
• Strong teaching/supervision
• Engaged students
• Action: Document what’s working, maintain approach

• Room for improvement but solid
• Some students struggling
• Action: Target interventions for at-risk students

• Significant challenges
• Goals may be too high
• Action: Review goals, provide supervisor support, assess student needs

• Systemic issues
• Immediate action required
• Action: Emergency review, school-wide goal adjustment, intensive supervisor coaching

• Balanced distribution
• Consistent teaching quality
• Well-calibrated goals

• ⚠️ Supervisor effectiveness varies significantly
• ⚠️ Student composition imbalanced
• ⚠️ Possible goal-setting inconsistency
• Action: Investigate struggling centres, consider rebalancing, provide targeted support

• Indicates: Curriculum difficulty in that subject
• Action: Review PACE levels, provide subject-specific training, consider peer tutoring

• Indicates: Goals may be too easy (students not challenged)
• Action: Gradually increase goal pages

• Indicates: Goals too high across the board
• Action: Reduce goal pages school-wide

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Report Export Options

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PDF Export

• Sharing with leadership, board members, parents
• Printing for meetings
• Archiving official records
• Professional presentation

• School logo in header
• Professional formatting
• Print-ready layout
• Embedded charts and tables

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CSV Export

• Deep analysis in Excel/Google Sheets
• Custom charts and visualizations
• Integration with other systems
• Data manipulation and filtering

• Raw data in spreadsheet format
• Each section in separate sheet/tab
• Includes all fields and calculations
• Easy to filter, sort, pivot

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Strategic Report Use

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Daily Workflow (Administrator)

1. Check dashboard for completion %
2. Review at-risk alerts
3. Note any critical issues from yesterday

1. Verify all centres generated daily reports
2. Scan completion rates across centres
3. Address any urgent issues

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Weekly Workflow (Administrator)

1. Generate weekly school report
2. Analyze:
   • Overall completion vs previous week
   • Centre comparison (celebrate successes, support struggles)
   • Subject performance (any gaps?)
   • At-risk students (intervention planning)
3. Share report with:
   • All supervisors (via email)
   • Leadership team
   • Board members (monthly)

1. Celebrate top-performing centres in staff meeting
2. Schedule one-on-one with struggling centre supervisors
3. Plan interventions for at-risk students
4. Adjust goals if needed (school-wide or centre-specific)
5. Address subject-specific challenges (training, resources)

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Monthly Workflow (Administrator)

1. Generate all 4 weekly reports for the month
2. Create summary slide deck:
   • Month’s average completion rate
   • Centre performance rankings (consistent top/bottom performers)
   • Subject trends over 4 weeks
   • At-risk student progress (are interventions working?)
3. Present to leadership team
4. Document decisions and action items

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Best Practices

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Report Generation Timing

• Generate daily reports every day (creates consistency)
• Generate weekly reports every Friday (routine)
• Export reports immediately after generation (data is fresh)
• Save reports to organized folder structure

• Let daily reports pile up (generate weekly without daily data)
• Generate reports mid-day (data incomplete)
• Delete old reports (keep for historical reference)

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Report Sharing

• Share with: Centre supervisor, administrator
• Frequency: Daily
• Method: Email PDF, shared drive folder

• Share with: All supervisors, leadership team, board
• Frequency: Weekly
• Method: Email PDF with summary insights, present in meetings

• Student-level data: Administrators and assigned supervisors only
• Aggregated data: Can share with broader stakeholders
• Follow data privacy laws and school policies

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Report Archiving

Reports/
├── 2025/
│   ├── Term1/
│   │   ├── Weekly/
│   │   │   ├── Week01_Jan08-12.pdf
│   │   │   ├── Week02_Jan15-19.pdf
│   │   ├── Daily/
│   │   │   ├── Faith/
│   │   │   │   ├── 2025-01-08.pdf
│   │   │   │   ├── 2025-01-09.pdf
│   │   │   ├── Hope/

• Daily reports: 1 year minimum (ACE may require longer)
• Weekly reports: 3-5 years
• Annual summaries: Permanent

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Troubleshooting

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”Report Won’t Generate”

• Check: All students marked? Readiness indicator shows “Ready”?
• Solution: Mark all students, refresh page, try again

• Check: Week range within active term? At least 3 days of data?
• Solution: Adjust date range, verify active term, ensure data exists

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”Report Data Looks Wrong”

• Wrong term selected
• Wrong date range
• Data entry errors (goals/actuals entered incorrectly)

• Verify term and dates
• Check source data (Goal Check entries)
• Regenerate report after corrections

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”Report Generation Takes Forever”

• Large school (300+ students)
• Slow internet connection
• Server load

• Be patient (can take up to 2 minutes for very large schools)
• Try during off-peak hours
• Close other browser tabs

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Related Resources