OSMR : Reporting for OSM

What is OSMR?

OSMR allows you to report against your OSM data across multiple sections, we do not store any passwords or any of your data and use the OSM APIs to give you access to the data you own. OSMR allows the generation of PDFs, pivot tables, lists and various graphs and charts. You can also download your data in Excel format for analysis there.

Pivot Tables
Maps
Charts


PDF Reports – ideal for printing


Grid based

Export to Excel

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Change History

  • 7th May 2021 : You can now report on Leaders Access as a report type
  • 7th May 2021 : You can now export the pivot table as a simple spreadsheet in XLSX format
  • 23rd May 2021 : Indicate whether a badge requirement needs to be completed for each member (based on do x of y and number completed)
  • 8th September 2021 : Addition of reporting option of Programme and Badges
  • 14th September 2021: Addition of reporting option of Members & Sections
  • 18th September 2021: Addition of reporting option Programme & Attendance and Members & Challenge Badges (for faster CSA reporting)
  • 18th September 2021: Add code to stop reading APIs when the read rate limit has been reached and display reads remaining information. This may have been the cause of the application failing today.
  • 6th November 2021: Addition of Waiting List and Map report options
  • 17th November 2021: % Completition on badge reports can be shown as Harvey Balls
  • 11th December 2021: Addition of basic Gift Aid Data a reporting option
  • 26th April 2022: Change Section selection dropdown to include Group name
  • 2nd June 2022: Addition of Shared Event Attendance Reporting
  • 3rd June 2022: Addition of Event & Badges as a reporting option
  • 17th November 2022 : Addition of Reserve info for events

How to Access and basic Navigation

OSMR doesn’t need any installation – it works in your web browser

Goto https://www.2ndnewhawscouts.org.uk/osmr/osmroauth.html#

For a more limited version that does not allow reports containing members data go to https://www.2ndnewhawscouts.org.uk/osmr/osmroauth_QM.html

it uses the OSM OAuth logon process and the OSM provided secure API – OSMR never has access to your password and you are in full control at all times.

OSMR only needs read access to work and this is shown on the logon screen. You don’t need to do any setup in OSM for it to work.

Once you login the screen will update to show a list of sections you have access to.

3 fields are shown on the OSM initial screen – date which is used to determine the term(s) used in each section for reporting, a list of sections and the report type you want to generate (more of this below). The green button starts the report generation by reading your OSM data.

A menu opens from the burger icon in the top left of the screen.

This menu allows you to do the following actions:

  • Save your report templates, open saved templates (we provide a few examples), delete templates
  • Choose Pivot or Grid format
  • PDF options such as page size, fonts and landscape/portrait
  • Download to Excel

Generating your Report

OSMR asks you what sort of report you want to generate – because lots of OSM is configurable we need to ask this to generate the lists of fields used in the report selections. The following report types are available:

  • Members : This includes all member data (including custom fields) and flexi-records
  • Members & Badges : This includes all the member data above and badge achievement (% completion, awarded, badge name and type)
  • Members & Badges Details : This is a big dataset as it includes the above information but also all badge requirements – it can take a long time to run
  • Members & Sections : List members (all data as above) but include which sections other than the current section they are a member of
  • Members & WL : Same as members but includes additional information on when a person joined the WL and was transferred to a section
  • Members & Maps : Same as members but allows you to present the data on a map
  • Badges : List of badges
  • Events : List of events including attendance numbers (only events after the date on the selection screen are read)
  • Events & Attendance : Events and Member details
  • Events & Attendance+ : Events and Member details plus last update (so you can see reserve list sequence)
  • Events & QM Lists : Events and QM Booking
  • QM List : QM Data including numbers
  • User Access : Leader access details
  • Programme & Badges : Programmes in the selected term and the badge requirements being covered
  • Programme & Attendance: Programme with attendance data for the selected term
  • Gift Aid: Basic Gift Aid data
  • Shared Event Attendance: List of names and ages by section/group of those attending an event you have shared
  • Events & Badges: Events with the badges covered from the selected date onwards
  • Online Payments: Payment Status by payment by person

Once you’ve selected your report type press the Green button to start the reporting process.

At the start of the process OSMR will read your data from OSM – this is done in two phases (so you will see the bar chart refresh twice). This can take a little while if you have selected lots of sections.

After the report data collection you will be presented with a list of data fields available for your report. You just need to select the fields you want to use in your report.

Once you have selected the fields you want to use press generate report to continue.

The next screen will depend on whether you have selected Grid or Pivot layout.

Pivot View

If you’re familiar with Pivot tables in Excel this works the same way – a two dimensional grid with values.

At the start the fields tags are in the ‘dock’ (in the picture here the dock contains the names and patrol fields) and can be dragged into the column and row areas – we have dragged Age tag into the column space. Watch the animation below to see this in action.

The fields values are always sorted when they are placed in the grid – you can drag multiple fields into each area and the data shows these hierarchically.

New: We have now made the dock blue and the column and row areas pink to make the drag and drop more obvious to new users.

By clicking on the down arrow in the field tag a filtering box appears. This allows you to filter the data included in the grid – this is great for selecting only records that meet criteria (so only show badges that have been started or only show Eagles patrol). Fields that are filtered are shown in Italics.

Tip: Fields can be filtered that are not used in the grid

You’ll notice there is also a tick box that says ‘Rotate Text’ – this is used in the PDF version (selected in the dropdown to the left of the dock) and will rotate the text by 90 degrees which ca makes the report width a lot narrower and improves readability.

Here you can see that we have both columns and rows, we have rotated the Patrol field so the patrols are shown vertically. Patrols are filtered to exclude the Leaders and Young Leaders patrols.

We have set the values in the grid to ‘Count’ so we get the number of members of each age in the grid.

Some browsers do not like the on-page PDF viewer so for these we recommend you use the table view to get your pivot table correct and then you can select the Download PDF option to generate the PDF and save it to your device.

PDFs are generated locally on your PC from within your browser.

Tip how to get the pivot table into Excel : use the Excel format download from the top left dropdown – it gives you a summary table matching what you see on the screen.

Tip: Use the Display totals option in the menu to show/hide totals from the rows and columns.


The graphs and charts are also included in the options for the pivot view. Charts include bar charts and scatter charts, The controls are basic so you may be better downloading to excel if you need something more advanced but for a quick chart they are great.

Grid View

Grid view works in a similar way -drag fields from the dock to the report grid to include them in your report. The sort sequence is controlled by the column on the left – fields are sorted in an ascending or descending order and field by field,

Filtering works exactly the same way as it does in the pivot view by clicking on the down arrow in the field ‘tag’. There is no rotate text option for the grid view. Instead you can group by a field – this gives you the ability to add subtitles into the report (in the non PDF view these can be expanded or contracted – if you then switch to the PDF view this is shown which can be used so you can get a summary report.

PDF views are great for sharing your report with others.


Maps

Map view is available for the report type Members and Maps and allows you to present your member information on a map or to report IMD information based upon the postcode of members.

You need to select which Postcode to use from the list and then you can map your data. It helps you visualise your membership data in a useful way. If you have access to a District data set for example then you could use this to identify gaps in provision or numbers of members in IMD 1-3.

Saving your report for later reuse

The Open report, Save Report and Delete Report options can be found on the left hand menu

You can save the format and filter options for your report so it can be rerun at another time. The data on the report isn’t saved just the fields you have selected, the layout you chose and the display options. If you tick the Include filters option then these are also included.

A set of demo reports is included in OSMR so you can see this option in action.

Reports are save locally on your PC so cannot be shared or moved from one device to another. This has been done as we didn’t want to store your data anywhere. If there is demand we will look at a simple way of cutting and pasting reports.

When you open a save report you will be taken to the field selection popup with the report fields selected. Selecting ‘Generate Report’ will run the report with the saved formats and filters from the saved report.

Save Data to Excel

Choosing this option will save the basic data extracted from OSM into a simple Excel spreadsheet. It includes all the data without filters and is in the format of a simple list. This then allows you to use the Excel tools to do advanced graphing or pivot charts.

Remember that data needs to be looked after and you need to follow your Group’s Data Privacy policy
GDPR needs to be considered as some of the data may be of a personal nature.

Troubleshooting

  • OSMR does not check your access in OSM – if you don’t have access to (for example) Events then reports using Event data will fail. This normally means the data collection step will fail and the progress bar chart will stall
  • There is an hourly limit of 1000 records read from OSM – we now display this and also the time when you can restart using OSMR. Just wait We do some limited caching of data to try and keep under this limit. The time before reset is shown in seconds.
  • Contact me via Facebook if you are having issues

    David Breakwell May 2021

Support

If you’re having issues the best way to get my attention is via the Facebook group https://www.facebook.com/groups/157906375505510 if you’re not a Facebook person then use this form to start an email dialog.

OSMR Support

REquest for OSMR support
To get support for OSMR please start by telling us the type of report you are running and what access you have to the section in OSM.
For member reports (and those involving members) make sure you have read access to Flexi records (even if you don't use them)
Max. file size: 1 GB.
Any screenshots you think might be useful

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