Retrieving Data for Migration Districts

As districts move from Subfinder to Aesop, you may require some assistance with your data retrieval. Luckily, Aesop provides a series of pre-built report templates designed specifically to help with this endeavor!

Reports > Report Writer

Choose an Archive Report

Open Report Writer and select an archive template which matches your district’s need. These reports include Archive Substitute Data, Archive Absence and Job Data, Archive Employee Data, Archive Person Log Data, and Archive Job Log Data.

As a reminder, you can always select the option to create a new template but we recommend you use an applicable, prebuilt report. This further simplifies the process and saves both time and effort.

Consider the following report types as you determine your district’s need:

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Archive Substitute Data

Use this report to gather all your substitutes’ archived general information from SubFinder. The report applies the “School Year” filter as its default and returns data for all substitutes.

As an alternate option, you can also use the “Number” or “Last Name” filter to limit the report’s results to just one substitute.

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These commonly used filters generally apply to this specific template:

  • Number: The SubFinder Number field is equivalent to the substitute’s Aesop identifier
  • Last Name: A specific substitute’s Last Name (This filter may return more than one substitute if the last name matches additional users.)
  • Certified: Substitutes with “Certified” checked in their profiles
  • Classified: Substitutes with “Classified” checked in their profiles

Archive Employee Data

Use this report to gather all your employees’ archived general information from SubFinder. The report applies the “School Year” filter as its default and returns data for all employees.

As an alternate option, you can also use the “Number” or “Last Name” filter to limit the report’s results to just one employee.

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These commonly used filters generally apply to this specific template:

  • Number: The SubFinder Number field is equivalent to the employee’s Aesop identifier
  • Last Name: A specific employee’s Last Name (This filter may return more than one employee if the last name matches additional users.)
  • Certified: Employees with “Certified” checked in their profiles
  • Classified: Employees with “Classified” checked in their profiles

Archive Person Log Data

Use this report to acquire SubFinder’s archived change log information for both employees and substitutes. The report, by default, groups each person’s unique SubFinder ID Number (Employee ID) and it also runs the “School Year” filter as the default option.

Alternately, you can also use the “Number” or “Last Name” filter which limits the report results to just one employee or substitute.

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These commonly used filters generally apply to this specific template:

  • Person Number: A specific employee or substitute’s identifier
  • Person Last Name: A specific substitute’s or employee’s Last Name (This filter may return more than one substitute or employee if the last name matches additional users.)

Archive Job Log Data

Use this report to gather change log information for archived SubFinder jobs.

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Simply add the “Job Number” filter and select Equals from the dropdown. Then, enter the specific job number of the change log you wish to view. Repeat this process for the “School Year” filter as well and select Equals from the dropdown. Then, enter the specific year with a single dash and no spaces. The format should resemble “YYYY-YYYY.”

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Keep in mind, we always recommend you run this report with the “Job Number” and “School Year” filters. This data contains all job log entries for all the jobs in the years the report is filtered and it contains a great deal of information.

Archive Absence and Job Data

Use this report to acquire the archived SubFinder absence/job information but take note, Aesop, by default, does not include absences/jobs with the status of “Cancelled” in this report.

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Keep in mind, this report also contains a wide range of data for all absences/job for the years which the report filters and we recommend you limit results and use the “School Year” filter and at least one additional filter from the list.

  • Job Number: The unique ID number associated with the job
  • Employee Last Name: The last name of the absent employee
  • Employee Number: The employee’s SubFinder Number (Aesop Identifier)
  • Employee Certified: If the employee’s profile was marked as “Certified”
  • Employee Classified: If the employee’s profile was marked as “Classified”
  • Substitute Last Name: The last name of the substitute working the job
  • Substitute Number: The substitute’s SubFinder Number (Aesop Identifier)
  • Substitute Certified: If the substitute’s profile was marked as “Certified”
  • Substitute Classified: If the substitute’s profile was marked as “Classified”
  • Reason Name: The name of the selected absence reason
  • Position Name: The name of the position associated with the absence/job
  • Position Certified: If the position profile associated with the absence/job was marked as “Certified”
  • Position Classified: If the position profile associated with the absence/job was marked as “Classified”

Each template and individual filter proves useful for different circumstances. Consider your district’s needs and utilize the necessary report types and filters to acquire your data.