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DARS Report Procedure

Use these steps to create and share your monthly report.

1. Create APS Registered Users List

Goal: Get a list of APS staff.

  1. In VLC, go to:
    Administer → System → Reporting → Reports Console
  2. Search for “Registered Users.”
  3. Select the report.
  • Organization: Type External
  • Select: VDSS – Dept of Social Services – External Entities
  • Check Include sub-organizations
  • Date range:
    • Start: First day of the month
    • End: Last day of the month
  • Layout: LTD Registered Users (shared)

Click Run Report.

  1. Click Filter
  2. Choose:
    1. Column: Job Title
    2. Comparison: Contains
    3. Value: APS
  3. Click Add
  • Export to Excel
  • Delete extra rows (like report details)
  • Bold column headers
  • Add borders to all cells
  • Title: APS Registered Users
  • Tab name: Month YYYY APS Registered Users
  • Save as: YYYY-MM DARS Report.xlsx
  • Location:
    TM-DSS-LTD Systems Data and Support → SDAS Team Workspace → Documents → Reports → DARS Report

2. Add APS Classroom Completions

Goal: Track completed classroom training.

  1. Go to Reports Console
  2. Search “Progress”
  3. Select Organization Report – Training Progress
  • Organization: External (include sub-organizations)
  • User activity: Active
  • Progress status: Completed
  • Training type: Classroom
  • Date range: First to last day of the month
  • Layout: LTD DARS (shared)

Click Run Report and export to Excel.

  • Clean up extra rows
  • Bold headers and add borders
  • Copy into your main report file
  • Title: APS Classroom Completions
  • Tab name: APS Classroom Completions

3. Add APS Online Completions

Goal: Track completed online training.

Repeat the same steps as above, with one change:

  • Training type: Online
  • Title: APS Online Completions
  • Tab name: APS Online Completions

4. Add APS Active Personnel

Goal: List all active APS staff.

  • Run a Registered Users Report
  • Organization: External
  • No date range
  • Filter: Job Title contains APS
  • Activity: Active
  • Create a new tab: APS Active Personnel
  • Copy and paste the data into this tab

5. Add APS Required Training

Goal: Track required training assignments.

  1. Run Organization Report – Training Assignments
  2. Set:
    1. User activity: Active
    2. Start date: 2 years before today
    3. End date: 5 years after today
    4. Filter: Job Title contains APS
  • Sort by Completion Status (Z to A)
  • This shows overdue items first
  • APS Required Training

6. If No Data Appears

If a report is empty, that is okay.

Type this in the tab:
 “No data retrieved.”

7. Send the Report

When your report is ready:

  • Email the file: YYYY-MM DARS Report.xlsx
  • To: Paige McLeary
  • CC: Carey Raleigh, Bobby Cottrell, Patrick Bridge, Judy Gundy, Angela Strickland
  • Subject: YYYY-MM DARS Report

You’re All Set

You have completed the full report. If something does not work as expected, you can rerun the report or check your filters.

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