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SRB SIS Knowledge Base

How to audit fields

Question

How do I audit changes to a field? How do I know if a field is already being audited? What can an audit tell me?

What can an audit tell me?

  • the dates changes were made to a field

  • the dates changes will be effective

  • what the changes were

  • who made the changes

To Audit a Field

Alberta Users

  1. Setup > SchoolLogic setup choose Field Maintenance-System or Field-Maintenance User Defined, depending upon where the Field is stored.

  2. double-Locate the field and cllick on it.

  3. Click Edit in the lower, middle of the form.

  4. Enter Yes in the Audit Changes field.

  5. Click Submit.

Everyone else

  1. Setup > Admin Setup > Field Maintenance

  2. Locate the field and double-click on it. 

  3. Select Audit Changes

  4. Click Rebuild Fields at exit

  5. X-out of the Field Maintenance form

To learn whether a Field is already audited

  1. Admin Setup > Reports > Fields Security Information.

  2. Click Include Audited Only

  3. Click Preview.

Monitoring an audit

  • Monitor a field's changes for a particular student by going to where the changes would have been made, right-clicking in the field and Choose Value History.
  • To see a number of field changes for a student go here: Student > Student Audit Historyo see a number f fields , which can take a few minutes to load as SIRS reviews all of the audited fields for the selected Student. 
  • Student > Audit Reports allows you to print to the screen or to paper three reports regarding Student Audits:

Student Audit History Report

  • Information about any changes to audited fields for specific students.

  • Use this report to have a list of all changes made to audited fields for selected students within a specific date range.
  • As well as the name of the school and the date the report is run, you will see:

    • the date range for the report in the header

    • the name of the relevant students, their ID numbers, grade level, and homeroom

    • the name of the fields that have been set up in Field Maintenance for auditing, including those in the student, student status, userstudent, attendance, enrollment, and health & immunization areas

    • the previous value in the field

    • the new value in the field

    • the date any change was made

    • the date the change was/will be effective

    • the username for the person who made the changes

Student Audit Field Changes Report

  • Information on changes to specific fields over a specific time
  • This report allows you to specify a previous field value or a new field value (or both) to search for over a specified date range. Click Add  to select the field you need to search for changes to.

  • The Compare Old Value check box and the Compare New Value check box cause a character field to display which allows you to enter the values you want to search for. If there is a Lookup Table associated with the field, you can use it to browse for that value. For example, if you select the Student area, you can select the Advisor - Student field and use the ellipsis button to select from the Staff Lookup Table to select the value you want to use.

  • As well as the name of the school and the date the report is run, you will see the following for a single field:

    • the date range for the report in the header

    • the name of the relevant students, their ID numbers, grade level, and homeroom

    • the name of the field information was found for

    • a column of the previous value in the field

    • a column of the new value in the field

    • the date the change was made

    • the date the change was/will be effective

    • the user who made the changes

Student Audit as of Date Report

  • Information on students who meet specific criteria on a particular date.

  • Allows you to search for students who meet specified criteria as of a specified date. A filter is used for specifying the criteria.

Audit Field Changes Report

  • For other than student field audits, you can use the Audit Field Changes Report.

  • Allows you to generate a list of all changes made to audited fields, and only to audited fields.  Any change to an audite field will be tracked by SIRS, including:

    • the date a change occurred

    • what change occurred

    • who made the change  

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