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Reports & Analytics Guide

Master Zion’s reporting capabilities - from daily centre reports to comprehensive weekly school analytics. This guide covers report generation, interpretation, and strategic use for school improvement.

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Reporting Overview

Two Main Report Types: Daily Centre Reports:
  • 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
Weekly School Reports:
  • 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

Readiness Criteria:
  • 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)
Best Practice Timing:
  • 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

1

Navigate to Reports

Click “Reports” → “Daily Centre Reports” in sidebar
2

Select Centre

Choose learning centre from dropdown (supervisors see only their centres)
3

Select Date

Choose date for report (defaults to today)
4

Check Readiness

Verify readiness indicator shows “Ready (X/X students marked)”
5

Generate Report

Click “Generate Daily Report” - takes ~10-30 seconds
6

Review On-Screen

Report displays on screen for review
7

Download

Export as PDF (for sharing/printing) or CSV (for analysis)
Estimated Time: 1-2 minutes from clicking to downloaded report

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Daily Report Contents

Report Header:
  • School logo and name
  • Centre name
  • Report date
  • Generation timestamp
  • Generated by (supervisor name)
Centre Summary Card:
  • Total students in centre
  • Goals Set: X students had goals set
  • Goals Marked: X students marked complete
  • Overall Completion Rate: XX%
Completion Breakdown:
  • 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)
Student-by-Student Detail Table:
StudentPACEGoal PagesActual PagesVarianceStatusNotes
John SmithMath 1015660Completed-
Mary JonesMath 101353-2MissedStruggled with division
…………………
At-Risk Students Section:
  • Lists students who missed goals
  • Shows consecutive miss count if applicable
  • Highlights students needing intervention
Footer:
  • Report generation date/time
  • School contact information
  • Page numbers

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Interpreting Daily Centre Reports

Healthy Centre Indicators:
  • Completion rate 80-90%
  • Most students in “Completed” status
  • Low variance spread (most students within ±2 pages)
  • Few or no at-risk students
Concerning Patterns:
  • ⚠️ Completion rate 50-70%
  • ⚠️ Many students missed goals
  • ⚠️ Wide variance (some +5, others -5)
  • ⚠️ Growing at-risk list
Critical Issues:
  • 🚨 Completion rate <50%
  • 🚨 Majority missed goals
  • 🚨 Consistent negative variance
  • 🚨 Multiple students with 3+ consecutive misses

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Using Daily Centre Reports

Daily Review (Supervisor):
  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
Weekly Review (Supervisor + Administrator):
  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
Monthly Archive:
  • 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

Recommended Timing:
  • 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
Data Requirements:
  • 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

1

Navigate to Weekly Reports

Click “Reports” → “Weekly School Reports”
2

Select Week Range

Choose start date (Monday) and end date (Friday)
3

Verify Term

Ensure correct academic term is selected
4

Generate Report

Click “Generate Weekly Report” - takes ~30-60 seconds for 200 students
5

Review On-Screen

Scroll through report sections
6

Download

Export as PDF (for sharing) or CSV (for deep analysis)
Estimated Time: 2-3 minutes from clicking to downloaded report

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Weekly Report Contents

School Summary Section:
  • 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)
Daily Breakdown:
DayStudentsGoals SetGoals MetCompletion %Trend
Monday20020016582.5%-
Tuesday20020017085.0%↑
Wednesday20020016884.0%↓
Thursday20020016080.0%↓
Friday20020015075.0%↓
Insights: Friday dip is common (fatigue). Consider lower goals on Fridays. Centre Comparison (Ranked):
RankCentreStudentsCompletion %Goals Met/SetAvg VarianceStatus
1Faith2592%115/125+0.5Excellent
2Hope2288%97/110+0.2Good
3Joy2878%109/140-0.8🟡 Fair
4Peace2065%65/100-1.5Needs Support
Insights: Peace Centre struggling - investigate supervisor, student composition, PACE difficulty. Subject Analysis:
SubjectGoals SetGoals MetCompletion %Avg Variance
Math48036075%-1.2
English48040885%+0.3
Science48039081%-0.1
Social Studies48042087.5%+0.5
Word Building24021087.5%+0.2
Insights: Math significantly lower - indicates curriculum challenge or instruction gap. At-Risk Students:
StudentCentreDays Missed This WeekConsecutive MissesTrendAction Needed
John SmithPeace5/58 daysDecliningImmediate intervention
Mary JonesJoy3/53 daysStableMonitor closely
………………
Trend Indicators:
  • Overall school trend vs previous week
  • Centre-specific trends
  • Subject-specific trends
  • Visual arrows (↑↗→↘↓) showing direction

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Interpreting Weekly School Reports

School-Wide Health Check: Excellent Performance (85%+):
  • Goals appropriately challenging
  • Strong teaching/supervision
  • Engaged students
  • Action: Document what’s working, maintain approach
Good Performance (75-84%):
  • Room for improvement but solid
  • Some students struggling
  • Action: Target interventions for at-risk students
Concerning Performance (60-74%):
  • Significant challenges
  • Goals may be too high
  • Action: Review goals, provide supervisor support, assess student needs
Critical Performance (<60%):
  • Systemic issues
  • Immediate action required
  • Action: Emergency review, school-wide goal adjustment, intensive supervisor coaching
Centre Comparison Insights: All centres within 10%:
  • Balanced distribution
  • Consistent teaching quality
  • Well-calibrated goals
30%+ spread between best and worst:
  • ⚠️ Supervisor effectiveness varies significantly
  • ⚠️ Student composition imbalanced
  • ⚠️ Possible goal-setting inconsistency
  • Action: Investigate struggling centres, consider rebalancing, provide targeted support
Subject Analysis Insights: One subject 15%+ lower than others:
  • Indicates: Curriculum difficulty in that subject
  • Action: Review PACE levels, provide subject-specific training, consider peer tutoring
All subjects consistently high (85%+):
  • Indicates: Goals may be too easy (students not challenged)
  • Action: Gradually increase goal pages
All subjects consistently low (<70%):
  • 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

Best For:
  • Sharing with leadership, board members, parents
  • Printing for meetings
  • Archiving official records
  • Professional presentation
Features:
  • School logo in header
  • Professional formatting
  • Print-ready layout
  • Embedded charts and tables
File Size: Typically 200-500 KB per report

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CSV Export

Best For:
  • Deep analysis in Excel/Google Sheets
  • Custom charts and visualizations
  • Integration with other systems
  • Data manipulation and filtering
Features:
  • Raw data in spreadsheet format
  • Each section in separate sheet/tab
  • Includes all fields and calculations
  • Easy to filter, sort, pivot
File Size: Typically 50-150 KB per report

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Strategic Report Use

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Daily Workflow (Administrator)

Morning (5 minutes):
  1. Check dashboard for completion %
  2. Review at-risk alerts
  3. Note any critical issues from yesterday
End of Day (5 minutes):
  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)

Friday Afternoon (30 minutes):
  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)
Planning Actions:
  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)

Last Friday of Month (1 hour):
  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

DO:
  • 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
DON’T:
  • 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

Daily Centre Reports:
  • Share with: Centre supervisor, administrator
  • Frequency: Daily
  • Method: Email PDF, shared drive folder
Weekly School Reports:
  • Share with: All supervisors, leadership team, board
  • Frequency: Weekly
  • Method: Email PDF with summary insights, present in meetings
Confidentiality:
  • 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

Folder Structure: 
Reports/
├── 2025/
│   ├── Term1/
│   │   ├── Weekly/
│   │   │   ├── Week01_Jan08-12.pdf
│   │   │   ├── Week02_Jan15-19.pdf
│   │   ├── Daily/
│   │   │   ├── Faith/
│   │   │   │   ├── 2025-01-08.pdf
│   │   │   │   ├── 2025-01-09.pdf
│   │   │   ├── Hope/
Retention:
  • 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”

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

Possible Causes:
  • Wrong term selected
  • Wrong date range
  • Data entry errors (goals/actuals entered incorrectly)
Solutions:
  • Verify term and dates
  • Check source data (Goal Check entries)
  • Regenerate report after corrections

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”Report Generation Takes Forever”

Causes:
  • Large school (300+ students)
  • Slow internet connection
  • Server load
Solutions:
  • Be patient (can take up to 2 minutes for very large schools)
  • Try during off-peak hours
  • Close other browser tabs

Goal Check Oversight

Use reports to inform Goal Check oversight

Data Export

Export raw Goal Check data for custom analysis

Reports Feature Guide

Technical details of report generation and formats

Learning Centres

Centre management affects report structure

Dashboard Guide

Real-time metrics before generating reports

Terminology

Understand report terminology and calculations