Planning &

Business
Intelligence
QLIKVIEW BASIC
Document Version 02.12.16
TUTORIAL
This describes how to login to the QlikView Server with
some basic instructions for using QlikView
Contents

Welcome to this basic QlikView Tutorial. This has been provided to get you
started using the QlikView dashboards available from Planning and Business
Intelligence.

Please note that this guide is not comprehensive and will not cover all aspects of
QlikView usage. Use the guide as a starting point but investigate QlikView
further by pointing and clicking images, dropdowns etc to see what results you
get. There is much hidden under the surface.

1. Login

2. Data Protection Act

3. QlikView Basics

4. University of Glasgow Definitions

5. How Do I?

6. Tutorial

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1. Login

QlikView is a web-based tool that works with most standard browsers. The
following browsers are supported:

Browser Minimum Version

Internet Explorer 7
Google Chrome 18
Mozilla Firefox 12
Apple Safari 5

It should be noted that the main testing carried out has been done on
Internet Explorer, Mozilla Firefox and Chrome. Feedback on these and
other browsers would be welcome.

Please also be aware that the interface can be slightly different depending
on what browser you are using so the images presented in this document
may not be exactly as shown.

To login to the Access point of the QlikView Server, go to:

http://www.gla.ac.uk/services/planning/qlikviewinteractivedashboardforlice
nseholders/

where you will find a URL link which will take you to the following the login
page:

Enter your User Name you use for other University systems. The password
will be the password associated with your personal GUID.

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 Once you have signed in the QlikView Access Point will show you the
QlikView Dashboard files to which you have access, something similar to
the following:

The Student_Dashboard is now split into six smaller individual bespoke

dashboards in order to provide a better faster less cumbersome response. The
six individual tabs are named as follows:

Student_Headcount_Dashboard:
Provides details of student headcounts based on career, residency,
academic plan, courses etc, students are assigned to Schools & Colleges
based on the Owner of the Academic Plan they are associated with.

Student_FTE_Dashboard:
Provides details of students FTE based on career, residency, courses
etc and the corresponding Schools & Colleges (University of Glasgow, Cost
Centre) to which the FTE is assigned.

Student_PGR_Dashboard:
Provides details of PGR Students and their Supervisors: Postgraduate
Principal Supervisor (PGPS) and Postgraduate Secondary Supervisor,
students supervisor load is assigned to the School & College their
supervisors are associated with. Additionality this dashboard contains
analysis of both PGR completion rates and time to complete their PGR
studies.

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 Student_Graduation_Dashboard:
Provides details of Student Graduations based on career, residency, etc.

Student_Athena_SWAN_Dahsboard:
Provides Student details relevant to a Schools/Colleges Athena SWAN
application. This data is provided in collaboration with the Equality and
Diversity Unit, please contact them for further information about the data
presented in this individual dashboard.

Student_Course_Income_Dashboard:
Provides information on a Courses financial income based on information
provided the finance office.

Click on the individual dashboard you wish to view, so for example let us start
with the Student_Headcount_Dashboard. This takes you to the Main
Menu/Front Page as shown in the picture below:

Click the Start button/label as shown above.

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You should see something like the following which is the Information page which
gives some background on the headcount methodology used:

You will see a number of navigation buttons situated at the bottom of the screen,
these are used to navigate your where around the dashboard and view different
pages of info. You may not all see the same number of tabs, those starting with a
star * fullfill specific needs not required by everyone.

If you choose say the navigation Career button then you will see something like:

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2. Data Protection Act
Data Protection Act 1998

http://www.legislation.gov.uk/ukpga/1998/29/contents

These dashboards are protected by the data protection act as follows:

Declaration: I understand that authorisation for access to University records is

granted strictly on an individual basis for specific and limited purposes in
accordance with the requirements of my job. It is prohibited for me to use my
authorisation for access for any other purposes. It is prohibited to transfer my
authorisation for access to any other individual. I further understand that any
data held in, or extracted from, or input into, central records must be processed
in accordance with the provisions of the Data Protection Act 1998.

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3. QlikView Basics

QlikView The login screen for QlikView:

Accesspo
int

Dashboar The file you open in QlikView:

d

Navigatio These are the different buttons available at the bottom of the
n dashboards for navigation:
Button

List Box This is an example of a list box which allows you to select (in this
(usually instance) a College:
on the left
hand side
on most
tabs)

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Navigati
ng
Dropdow The down arrow tab allows you to see a dropdown menu
n Menu of all the tabs and you can make your tab selection from here e.g.:

Once the down arrow is selected you will see something like,
allowing you to see a dropdown menu of all the tabs and you can
make your tab selection from here:

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Button This is an example of a button within the
Student_Headcount_Dashboard:

They are often used to provide specific selections, that might

otherwise be difficult/cumbersome to achieve via conventional list
boxes.
Colour Selected values turn green and unrelated values turn grey i.e. Full-
guidanc Time and Part-Time respectively in this example:
e when
making
selectio
ns
Values compatible with the current selection turn white e.g. if I
select the College of Med, Vet & Life Sci it becomes green because
it is selected.
The School of Medicine and School of Veterinary Medicine are
relevant to the current selection therefore they are white.
The Adam Smith Business School and the Arts College
Administration are not relevant to the current selection so they are
grey.

The This shows what items you are currently looking at i.e. what your
filters filtered selection is:
that are
currentl
y
applied
(top left
of most
tabs)

Clear All The clear all will clear all selections and defaults to the current
Term:

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Clearing Use the eraser beside the selection. E.g. if you select the eraser
Selectio beside the Academic_Load eraser on the following selection:
ns
individu
ally

You would then get:

The eraser can be used in the Current Selections box at the top
left, or from the individual lists beside College Name, School Name
etc.

Selectin Make your first selection by clicking it as normal then make

g subsequent selections by holding down the CTRL button on the
multiple keyboard and clicking required selections.
values in
a list
box
Cycle
buttons To cycle through different screens. See the one in the
College/School sheet, obtained by clicking on the College/School
Navigation button, which enable the user to cycles through the
following different data views:

Selectin You can only select one term at a time. If you wish to export data
g data to Excel you need to do this in separate exports for each term.
from
multiple
terms
Sorting This cannot be done easily in QlikView but the data can also be
order of exported and formatted in Excel if required.
display

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of data
Data For data protection purposes, when the Ethnicity navigation
Protecti button is selected then the student details tabs are suppressed.
on
Exportin Choose the Excel button from the tab you wish to export. For
g data example if you scroll to the right of the Student Details sheet
to Excel you will see the following button:

Printing
See the print button in the College/School Level s which lets
you print the following screen onto a web page. The you can CTRL
+ P to print it:

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4. University of Glasgow Definitions
Standard Student The Standard Student Population methodology, as
Population agreed with Colleges, only includes those students who
Headcount/Metho are fully registered at the time the data is extracted.
dology This Standard Student Population focuses on the main
categories of students (Undergraduate, Postgraduate
(Taught and Research) and Life Long Learning) who are
based primarily on-campus.
The Standard Student Population excludes students
from the following categories:
Academic Prog: 7104 Clinical Scholar
Higher Doctorate (HD) and (EXTN) Students
Academic Plans with a Field of Study labelled as
OUTCAMP

The numbers presented represent physical students for

the individual criteria selected. A student may be
associated with more than one College or School if they
are doing a joint degree. It is therefore possible that
individual School totals may not sum up to the College
Total if a student is associated with more than one
School i.e. the student will be counted as a headcount
of one in each of the individual schools but will not be
double counted at College level. The same applies at
University Level when a students Plan is joint between
2 Colleges. Similarly in some circumstances a student
maybe associated with more than one Career, therefore
it is possible that the individual Career totals may not
sum up to the University total.

IMPORTANT NOTE WHEN OUTPUTTING DATA TO

SCREEN OR SPREADSHEET:
Please be aware that often if you are extracting the
detailed student data to view on screen or to export
onto a spreadsheet then there may be more rows than
there are students. An example of where this might
happen is that a student may have 2 rows of plan data
if they are on a joint plan which is across 2 Schools as
mentioned above. Another example is in the course
data a student could have say 5 or 6 individual courses
and therefore they would have 5 or 6 rows of data.

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Additional Students from the following Additional Separate
Separate Categories, while not included in the Standard Student
Categories Population, are presented at the request from individual
Colleges as additional headcounts which are over and
above the Standard Student Population:
Exam Only
Christies Auction House
Thesis Pending
Erasmus Outgoing
Exchange Out
Language Year Out
Distance Learning
Sabbatical
Online
Singapore Institute of Technology (Engineering)
Singapore Institute of Technology (Computer Science)
Singapore Institute of Technology (Nursing)
University of Electronic Science and Technology China
(UESTC)
Scottish Universities Environmental Research Centre
(SUERC)
Majan University College, Oman
Nankai University

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5. How Do I?

This section is also contained in the main QlikView dashboard for your
convenience.

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6. Tutorial

Simple Query Example

To search for data you just click on something you want to know more about.

1. Click the Start icon on the Main Menu/Front Page of the

Student_Headcount_Dashboard.

2. Click on the College/School button.

3. Take note of the current headcount which is counting the whole University.
You can select the Clear All button on the left of the screen just to be sure
that this is the case.

4. In the list box College Name on the left of the screen, place the mouse
cursor on the value College of Science & Eng and click to select this College.

The colour of the cell turns green and moves to the top of the colleges list. In
Qlikview terms, this value is selected as shown below:

Take note of the new headcount. It will have decreased as you now have only
one College selected. The result of the search is displayed instantaneously in
all the other tabs.

You immediately see which of the values in the other list boxes are
compatible with the selection and which are not. The cells of associated field
values are white; cells which are not associated are grey. You will see this
grey effect if you scroll down the School Names list. All Schools which are not
part of the College of Science and Engineering will be grey.

To clear your selection, click on the selected cell again, or click on another cell
in the same list box. The new selection will replace your previous selection.

You can select the Clear All button at any time which removes all your
selections.

To select more than one item in the same list box, hold the CTRL key down
while selecting additional values. If the items you are selecting are adjacent
to your first selection, you can instead hold the left mouse button down while
dragging the mouse cursor.

The data shown in all screens will now relate to all of the items chosen in the
list box (except for the MD20/40 which are a specially selected subset of
students).

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 Data can be exported into excel by clicking on the Send to Excel button
which can be seen circled in red below (as an example the Domicile Sheet is
considered here):

Combining Selections Example

Another value in another list box can be selected in combination with a

previously selected value. When you select an optional value from a list box and
then select another optional value from another list box, QlikView will show the
combinations belonging to both selections.

1. Remaining in the College/School Level tab select the Clear All button on
the Dashboard. This will clear all current selections and return you to the
present term and show the data for the whole University.

2. Suppose you want to know how many Undergraduate students are within the
School of Chemistry taking Academic Plan: F104-2207 Chem Med Chem (WP),
Msci.

a) In the list box College Name, place the mouse cursor on the value
College of Science & Eng and click it to select this College.

b) In the list box School Name, place the mouse cursor on the value School
of Chemistry and click to select this School.

c) In the list box Career on the left, place the mouse cursor on the value
UG to select undergraduates.

As you went through each of these selections the headcount of the

number of students selected kept reducing.

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d) If you then click on the button entitled Headcount of Students
Registered on Individual Plans (second one along circled below):

e) You will see all the academic Plans associated with UG Students within the
School of Chemistry. Remember that all data from dashboards can be
exported to Excel by clicking on the Send to Excel button, circled
in red:

f) You can now scroll down the list to see/select the information you require.
For example, by clicking on F104-2207 under the Acad Plan column, this
Dashboard will show the number of students on the selected Plan.

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 g) Click on the Student Details tab to display the individual student data for
the specified selection:

h) All sheets can be accessed from the buttons shown at the bottom of the
Screen.

The current selections are automatically carried across most sheets for your
convenience within each tab. The ability to drill down to individual students is
available for all sheets except for Ethnicity due to Data Protection constraints.

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Keeping Track Of Your Selections Example

When you make many selections at the same time it can sometimes be hard to
keep track of them. In order to help you with this we have introduced a Current
Selections window into all the appropriate tabs within the Dashboards. This is
located at the top left of the screen.

For example on the College/School sheet you will find a Current Selections
window in the top left hand side of the screen. This lists all fields in which
selections have been made and the values selected.

For example if we select Clear All and then select UG students for the current
term 16/17, (by default Clear All defaults to the current term) we will see the
following appear within the Current Selections window:

Try making some additional selections and watch how they are reflected in the
current selections box, for example select a particular plan or group of plans.

As stated previously you may clear all current selections by clicking the Clear All
button just below the Current Selections box.

You may also remove individually selected items within the Current Selections
box by using the eraser icon beside each individual selection:

Please note that Term cannot be erased and to change this you need to click on
the appropriate Term in the header (top right).

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Searching Values Example

The most common selections are available within list boxes on the left hand side
of the screen. Additional fields are available from the Search box which is
located top right:

This lets you search on the following fields:

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You can use the arrow on the search to select from this list or use text search e.g.
to search for Zoology you can type zool in this search box and you will see
something like the following:

You can choose one of these plans or if you select return, all plans containing
zool are selected (note the search is not case sensitive).

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Create your own bespoke ad-hoc report

A recently added feature is ability for users to create their own bespoke
ad-hoc reports, sometimes it is necessary to produce a count of students based
on specific required dimensions and selections. Although this information is
available via the Student Details button this approach will hopefully be faster and
neater:

1. In the Student_Headcount_Dashboard click the Report Creation

button at the bottom of the screen .

You can create a report based on a Students (Plan/Prog) details or those

involving a Students Course details, the default is (Plan/Prog). However,
you can easily switch to course by clicking on Create Student Course

Report:

Your screen will look something like this:

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2. As an example we are asked to produce a report detailing the number of
UG Students we have in each individual School (associated with the
College of Science and Engineering) and Year of Program.

So our dimensions are School Name & Year of Program, whilst our
selections are College of Science and Engineering and UG Career.

a) Let us first select our dimensions (School Name & Year of Program), by
clicking on the square next to these names in the Student Data
Dimensions column, so we have:
b)

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 c) Select the College of Science & Eng in the College Name list box and
UG in the Career list box, so we have:

3) Our Student Data, might look something like:

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Which contains the information we require, dont worry if you would like the
columns in a different order, you can easily change that by simply clicking on the
top of the column you would like to move and moving it to a different location, so
I could just as easily present the data as:

and then export to excel and/or print to distribute the data to those requiring it.

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Searching for an Individual Student where the ID is known

1. In the Student_Headcount_Dashboard click on either the Student

Details or Course Details button at the bottom of the screen.

2. Select the Clear All button to show all students.

3. Type in the student ID here: and press

return on the keyboard.

4. Additional note: You will only be able to see the students in the Standard
Student Population so if a student you are interested in does appear then
they are either not registered, are in the Additional Student Population
category or are not part of the population extracted at all see the
Guidance tab which fully explains which students are included.

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Feedback and comments

We hope this Tutorial helps to show you some of the potential of using QlikView
to explore your data.

Feedback on the dashboards would be welcome at [email protected]

Thank you!

See Appendix A: Qlikview Buttons quick overview of data underlying

each for further information

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