AI Reporting
AI Reporting allows administrators to create reports and explore institutional data using everyday language, without needing to write SQL queries or understand database structures.
Powered by OpenAI and connected to the ampEducator Data Warehouse, AI Reporting translates your questions into SQL queries, retrieves the relevant data, and presents the results in an easy-to-review format.
Instead of manually selecting tables, columns, filters, and calculations, you can simply describe the information you're looking for. You can then refine your results, make additional adjustments, and save reports for future use.
What Can AI Reporting Be Used For?
AI Reporting supports a variety of reporting needs, from quick questions to more complex reports involving multiple conditions and calculations.
- Get Quick Answers: Retrieve information such as active student counts, outstanding balances, or monthly prospect activity without manually building a report.
- Build Reusable Reports: Create reports that can be saved, shared with staff, and run again using ampEducator's existing reporting tools.
- Explore and Refine Data: Start with a simple question and gradually add filters, columns, calculations, or other conditions to get the information you need.
- Create Complex Reports: Combine information from different areas of ampEducator, perform calculations, and organize results using grouping and sorting.
Before You Begin
AI Reporting is available to administrators at institutions with the Data Warehouse add-on enabled.
AI Reporting is included with the Data Warehouse add-on at no additional cost. If your institution does not currently have access, please contact [email protected] for more information.
Note: AI Reporting uses Data Warehouse information that is refreshed daily. Results may not reflect changes made within the current day.
Accessing AI Reporting
To access AI Reporting, click the Home icon in the top navigation bar and select Reports from the dropdown menu.
From the Reports page, select the AI Reports tab.
This opens the Describe Your Report page, where you can enter questions or describe the information you want to retrieve from your Data Warehouse.
Understanding the AI Reports Page
The AI Reports page provides several options to help you get started.
Describe Your Report
The main text box is where you enter a question or describe the report you want to create. You can use everyday language without needing to understand SQL or database structures.
Once you've entered your request, click Generate to create a preview of the results.
Suggested Prompts
Under Try One of These, you'll find suggested reporting questions covering areas such as student performance, enrollment, attendance, and admissions.
Select any suggested prompt to use it as a starting point for your report.
Recent Queries
The Recent Queries section displays previously generated queries, along with their names and dates.
Click Preview beside a previous query to reopen its results without starting over.
AI Reporting is currently in beta and is still being refined. Some requests may produce unexpected results, so it's important to review generated reports for accuracy before relying on the information.
Creating Your First AI Report
To create a report, enter a question or describe the information you want to retrieve in the Describe Your Report text box.
For example: Show me the number of active students by program.
Click Generate to submit your request. AI Reporting will interpret your question, generate the necessary SQL query, and retrieve the results from your Data Warehouse.
Understanding Your Results
Once your report has been generated, the results will appear directly on the page.
At the top, AI Reporting provides a brief explanation of how it interpreted your request. In this example, it identified active students as those with a program status of Enrolled and organized the results by program, from highest to lowest enrollment.
Below this explanation, you'll find the generated report, including:
- Report Title: An automatically generated name based on your request.
- Report Description: A summary of the information included in the report and how the results are organized.
- Results Table: A preview of the retrieved data, displayed in columns based on your request. Only a limited number of results are shown, with the total number of results indicated below the table. The full report can be accessed after saving it or opening it in Report Builder.
Working with Your Generated Report
Once your report has been generated, several options are available to help you review, refine, customize, and save your results.
View SQL
Click View SQL to see the SQL query that AI Reporting generated to retrieve your results.
The View Report SQL window displays the query, including the Data Warehouse tables, filters, calculations, and sorting instructions used to build your report.
Click Copy SQL to copy the query to your clipboard, or Close to return to your report.
This feature can be useful for administrators or technical staff who want to review the SQL query used to generate the report.
Refine
The Refine option allows you to make changes to your generated report without starting over.
Click Refine to open the Refine Results window. Here, you can review your original request, the AI's response, and any previous refinements.
Enter your additional instructions in the Your Message text box and click Submit Refinement.
You can use Refine to:
- Add or Remove Columns: Include additional information or remove columns you no longer need.
- Apply Filters: Narrow your results by program, session, status, date range, or other conditions.
- Change Sorting or Grouping: Adjust how your results are organized or displayed.
- Add Calculations: Request totals, averages, differences between values, or other calculations supported by the available data.
For example, if your original report shows active students by program, you could ask:
- "Only include programs with more than 3 active students."
- "Sort the programs alphabetically instead of by enrollment."
Each refinement builds on your existing report, allowing you to gradually adjust the results until they better match what you're looking for.
Tip: Make one or two changes at a time and review the updated results before continuing.
Note: Some refinements or calculations may not be supported. If AI Reporting cannot complete a request, it may explain the limitation or suggest an alternative approach. Always review the generated results to confirm they match your instructions.
Start Over
Click Start Over to return to the Describe Your Report page and begin a new report.
Your previous queries will remain available under Recent Queries, where you can click Preview to revisit them.
Open in Report Builder
Click Open in Report Builder to open your AI-generated report directly in the ampEducator Report Builder.
The report's name, description, primary table, and generated configuration are automatically populated, allowing you to continue customizing it without starting from scratch.
The generated report structure is carried into Report Builder, including supported columns, filters, grouping, sorting, and calculations.
From here, you can make additional adjustments, including:
- Editing the report name and description.
- Configuring report access and permissions.
- Adding or modifying parameters and conditions.
- Adjusting columns, calculations, grouping, and sorting.
- Previewing the report before saving.
For more information about these options, see the Report Builder documentation.
Save as Report
Click Save as Report to save your AI-generated report directly to ampEducator without making any additional changes.
A confirmation message will appear indicating that the report has been saved successfully.
The saved report can be found under Home → Reports → Institution Custom, where it will appear alongside your institution's other custom reports.
From there, you can run the report, manage access permissions, schedule it to run automatically, or open it in Report Builder to make further adjustments.
Tip: Use Save as Report when you're satisfied with the generated results and don't need to make additional changes. If you'd like to customize the report before saving, use Open in Report Builder instead.
Tips for Writing Effective AI Prompts
AI Reporting works best when you clearly describe the information you're looking for. You don't need to know SQL or Report Builder terminology, but providing specific instructions can help generate more accurate and useful results.
Be Specific About What You Need
A good prompt should describe the information you want to retrieve and any conditions that should apply.
Consider including:
- Records: What information are you looking for, such as students, courses, programs, or prospects?
- Filters: Should the results be limited by status, program, session, or another condition?
- Time Period: Are you looking for information from the current session, this month, or the last 30 days?
- Grouping: Should results be organized by program, session, or month?
- Calculations: Do you need counts, totals, averages, or other calculations?
- Sorting: Should results appear from highest to lowest, alphabetically, or in another order?
For example, instead of asking: "Show me student enrollment." Try: "Show the number of active students in each program, ordered from highest count to lowest."
Use Clear Language
Certain words can help AI Reporting understand how you'd like your results presented.
- List: Retrieve individual records.
- Count or Total: Calculate a number or total amount.
- Average: Calculate an average value.
- Group by: Organize results into categories.
- Top 10 or Highest 5: Limit results to a specific number.
- Sort or Order by: Specify how results should be arranged.
Specify Dates and Time Periods
AI Reporting understands common date expressions such as "this month," "last year," and "the last 30 days."
When working with session-specific information, use "current session" to clarify that you want results for your institution's current session.
For example: "Show the 10 courses with the highest number of enrolled students in the current session."
Start Simple and Refine
You don't need to describe everything in your initial request. Start with a simple question, review the results, and use Refine to make additional adjustments.
For example:
Initial Request: "Show students with outstanding balances."
First Refinement: "Only show balances greater than $1,000."
Second Refinement: "Add the student's program and sort by balance from highest to lowest."
Each refinement builds on your existing report, allowing you to gradually customize the results.
Review Your Results
AI Reporting is currently in beta, so it's important to review generated reports to confirm the information matches your request, particularly when working with financial, compliance, or other important data.
If something doesn't look right, try rephrasing your request or using Refine to clarify your instructions.
Example AI Reporting Prompts
Not sure where to start? Explore the example prompts below for ideas on how to use AI Reporting across different areas of your institution.
You can copy a prompt directly into the Describe Your Report text box or customize it by changing the conditions, dates, or information requested.
These examples range from simple questions to more advanced reporting requests involving multiple conditions and calculations.
Enrollment & Programs
- Show the number of active students in each program, ordered from highest count to lowest.
- Show the number of enrolled students grouped by program and session.
- Show the number of new student enrollments for each calendar month during the last 12 months.
- Show the number of active students and completed students for each program.
- List students whose expected program completion date is within the next 30 days.
- List students who withdrew during the current session, including their program and withdrawal reason.
- Show the number of students whose program start date falls in each calendar month this year.
- Show the number of students whose program completion date falls in each calendar month this year.
Academics & Grades
- List students with a GPA greater than 3.5, grouped by program.
- List students with a GPA below 2.0, ordered from lowest GPA to highest.
- Show the average student GPA for each program, ordered from highest average GPA to lowest.
- Show the 10 courses with the lowest average student grade in the current session.
- Show the 10 courses with the highest average student grade.
- List students enrolled in the current session who do not have any grades recorded.
- List students whose grade is above 80% in every course they are enrolled in during the current session.
Attendance
- List students whose last attendance date was more than 14 days ago.
- List students whose attendance percentage is below 80% in the current session, ordered from lowest attendance to highest.
- List students whose attendance percentage is exactly 100% in the current session.
- List students enrolled in the current session who do not have any attendance recorded.
- Show the average student attendance percentage for each program, ordered from highest to lowest.
- Show the 10 courses with the lowest attendance percentage in the current session.
Finance & Student Accounts
- List students with a current outstanding account balance greater than $1,000.
- List students with an unpaid account balance that has been overdue for more than 60 days.
- Show the average current student account balance for each program, ordered from highest average balance to lowest.
- Show the total current outstanding student balance for each program, ordered from highest total balance to lowest.
- List students with a current outstanding balance greater than $0 who have not made a payment in the last 30 days.
Admissions & Prospects
- Show prospect conversion rate by lead source for prospects created since January 1 of this year, ordered from highest conversion rate to lowest.
- Show lead sources ranked by the number of prospects converted to students, highest first.
- List prospects whose last contact date was more than 30 days ago, or who have never been contacted.
- Show the number of prospects created in each calendar month this year.
- Show the number of prospects converted to students for each lead source, ordered from highest count to lowest.
Courses & Instructors
- Show courses with more than 10 student withdrawals since January 1 of this year, highest withdrawal count first.
- Show instructors ranked by total scheduled course hours in the current session, highest first.
- Show the 10 courses with the highest number of enrolled students in the current session.
- List students enrolled in more than 5 courses in the current session, including their course count.
- Show instructors ranked by the number of courses they are teaching in the current session, highest first.
Student Success & At-Risk Reporting
- List students in the current session whose average course grade is below 60% and attendance percentage is below 75%.
- List students with a current outstanding account balance greater than $0 and attendance below 75%.
- List students in the current session whose average grade is above 90% and attendance percentage is above 90%.
These prompts are examples of reporting requests. Results depend on the information available in your Data Warehouse, and some requests may require refinement or may not be supported. Always review generated reports for accuracy.
If you have questions or need assistance with AI Reporting, contact [email protected].