= Report outputs to Microsoft Word

= Report outputs to Microsoft Excel

= Internal OPAS report

Main Report Page

Main Excel Report Page

Musician Weekly Attendance/Absence report

IMPORTANT - EXCEL Reports contain Macros.  Make sure your IT Department is aware of what you are doing, or installs these reports for you!

Musician Assignments and Absences
Description Creates an Excel Spreadsheet that displays - for the time period you input - each activity and the musicians (staff and extras) assigned to each activity.
Download As this Excel sheet produces information that can be considered confidential, it is not available for direct download. Contact Tom Gaitens at Fine Arts Software and it will cheerfully be sent on an individual basis.
To INSTALL the Report

The spreadsheets are provided as self-extracting archives to simplify the download. 

To "Install" the report, you simply double-click the file and "unzip" it to your computer (anywhere on you hard drive - the "My Documents" folder for example or your shared drive on the network) Then open the spreadsheet in Excel like you would any other spreadsheet. That's it. The report runs from within Excel and instructions for activating it are described below (and on the spreadsheet itself).

You do not need to have OPAS running to run this report. You don't even need to have OPAS installed (just the ODBC connection that the OPAS report writer uses)

 

To OPEN the Report First, adjust the Excel security settings so that Excel will accept a spreadsheet with macros. This is a good time to remind you that you let your IT department know what you're doing.

To adjust the security settings, start Excel without loading any spreadsheet. 

 

Click the Tools menu item

Click Tools | Macros | Security

Set the Security to Medium

 

 

 

 

 

Now open the Excel Spreadsheet you downloaded (Roster_By_Activity.xls). When you do, Excel will display a warning that the spreadsheet contains macros. The specific warning will depend on your version of Excel - it will look something like this:

Click Enable Macros.

Now, immediately go back and reset your Excel security to High.

Proceed to running the report below.

 

To RUN the Report To run the report, simply follow the instructions on the first page of the spreadsheet (the page called Activity_Roster). The workbook should open to that page automatically.

Simply input the Start Date and End Date in the specified cells. Excel will warn you if the Date or Time is invalid.  There is no limit to the number of days that can be entered. However, the report will run best (most quickly) if time periods up to and including a week are chosen.

Then press the CTRL+L keys (the lower-case letter "L") on your keyboard . The macro will open a connection to the OPAS database and present the data.

The process can take a moment or two to run. Unless you get a specific error message, it's safe to assume the spreadsheet is working away.

When it's finished, Excel will return to the first page of the workbook:

Musicians assigned to each work are shown in score / section order and alphabetically within each section.  A ' --- ' means that the musician is not assigned to the activity.  Otherwise, the Attendance code prints.

The Spreadsheet can be printed just as you would any other spreadsheet. It was intentionally kept simple so notes, orchestra logo and other information can be easily added.  These elements can be automatically added with customization to the macro.

Unlike other Excel Spreadsheet reports, this one does not refresh. 

 
Revisions, Notes or Comments

 

 The report can be modified to separate staff musicians and subs/extras