EOP Report Generation Instructions
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Instructions for EOPS Custom Reports
Note: If anything weird happens that is not detailed in these instructions, alert Xin for troubleshooting
PROGRAMS TO INSTALL
Anaconda
o https://conda.io/docs/user-guide/install/index.html#regular-installation
o Use regular installation
o Make sure to check "Install to PATH" even though it is not recommended
Git Bash
o https://git-scm.com/downloads
QUALTRICS
1. Download EOPS dataset from Qualtrics
a. Download as a csv using numeric values
b. Click on “More Options” and make sure the following options are checked:
2. Save data in End of Program Survey > Custom Reports - EOP > YEAR > Data downloads
a. File must be named “date EOPS” where date is today’s date, written as MM.DD.YY
b. The date in the dataset’s file name must be the same as day you will run the report writer. If the
dataset’s file name or location is wrong, you’ll receive an error message once you run the program
3. Find and replace all commas with nothing, then save file
a. Re-open the file to make sure it still looks correct, and that the columns didn’t all merge into one.
Redo if the columns did get merged.
4. Create a copy of the dataset (with commas removed) for backup in case you need to rerun the “Create
report” program. If rerunning, delete the first dataset, rename the copy to “MM.DD.YY EOPS,” then create
a copy of that for your next backup.
PYTHON
5. Mac (At time of writing, Mac did not have Anaconda or Git Bash installed)
a. If going through the terminal/bash, run the following exactly: cd “/Users/username/Dropbox
(PAEA)/Surveys and Data/End of Program Survey/Custom Reports - EOP/2018/2018-EOPS-
Report-Writer”
i. Note: For 2017, the path ends in /2017/Report writer
ii. In 2018, Luis created the script for Macs below to begin the program when double-clicking
an icon (vs. going through bash)
1. cd “/Users/dfrias/Dropbox (PAEA)/Surveys and Data/End of Program Survey/Custom
Reports - EOP/2018/2018-EOPS-Report-Writer”; python3 CREATE_REPORT.py;
6. PC
a. Open “Report Writer” folder, right click in the white space of the folder, then select “Git Bash here
7. Run program CREATE_REPORT.py
a. Type python CREATE_REPORT.py and hit enter, but don’t need to do this if using Luis’s script
i. You can also write python c + Tab and it will autofill the file name
ii. On a Mac, it’s python3 CREATE_REPORT.py
b. When prompted, enter research program IDs, separated by one space, then hit enter. There is no
limit to the number of IDs you enter.
c. The program will print a progress log as it works through each ID
i. If you make a typo and enter an invalid ID (e.g., 10001):
1. ERROR: <Program ID> is not a valid program ID.
ii. If the program ID is valid but there are no students from that program in the dataset:
1. ERROR: <Program ID> (Program name) is not in this dataset.
iii. If everything goes as planned:
1. Report completed: <Program ID> (Program name)
d. Once it’s gone through all the IDs you’ve entered, it will print out a summary telling you which
program IDs had reports created and which failed
e. This log will also be saved in “Progress logs” with the current date. Every time you run the program
again, it will add a record to the bottom of the same progress log file.
f. If you run the program for the same ID again, it will overwrite the previous reports
g. Reports will be saved as csv files with the current date and program ID in the “Unformatted reports”
folder
Enter IDs
Progress log
Summary
Initiate program
EXCEL
8. Do the following for each unformatted report that you need to put into the final report template:
a. From the Custom Reports - EOP > YEAR folder, open Final report generator.xlsm (or Mac
version) as a read-only file and enable macros if prompted.
b. Open the unformatted csv report and hit Ctrl + shift + R
c. When prompted, enter the program ID (no spaces or punctuation)
d. If you enter the wrong ID, you’ll get the following error message. Make sure to hit “End” and not
“Debug”
e. You may also get an error message saying that Italics didn’t work, that’s OK to end as well. It just
means that the report name was not italicized in the suggested citation, which is not a big deal
f. The macro will auto-populate the final report. However, it is crucial that you go through the
entire report and visually confirm that nothing went wrong.
i. Things that could go wrong include blank rows in tables, formatting becoming strange,
#NA errors
ii. Check that the program name was populated correctly at the top and in the suggested
citation in the last page
g. Once you’ve confirmed that everything went fine, hit Ctrl + Shift + P to save completed report as a
PDF in “Complete reports” folder
i. PDFs will open automatically so make sure that each one looks right before you move to
the next one
h. Extra step for Macs:
i. Macros can’t directly save to most folders on a Mac. Path to save has to be changed to
/Users/username/Library/Containers/com.microsoft.Excel/Data/ -- create an EOPS
folder within that and save an alias of it to the desktop
ii. Completed report PDFs will save to the “EOPS Reports” alias folder on the Mac’s
desktop
iii. Once you’re done running and checking all the reports, move them to the regular
“Completed Reports” folder in Dropbox
9. Send completed report to program
10. Final report generator can be reused as many times as necessary
a. Before using again, hit Ctrl + Shift + C to clear the last program’s data, then open the next
unformatted csv file and repeat the steps
b. Don’t save the generator
11. Delete the downloaded data – this contains personal respondent information so needs to be deleted as
soon as all reports are sent
