HP Web Jetadmin - Creating Reports and Exporting Data

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CREATING REPORTS AND

EXPORTING DATA

in HP Web Jetadmin

CONTENTS

Overview ................................................................................................................................ 3

Creating reports ....................................................................................................................... 4

Data collection basics ............................................................................................................ 4

Data collection types .......................................................................................................... 4

Report generation basics ........................................................................................................ 5

Report types ...................................................................................................................... 6

Understanding the Reports user interface ................................................................................. 6

The navigation tree ............................................................................................................ 6

Data collection details ........................................................................................................... 7

Adding devices to data collections ....................................................................................... 8

Device Utilization by User data collection—a special case ................................................... 10

Data Collection Anomalies log .......................................................................................... 12

Data collection templates .................................................................................................. 13

Using Group Policies with data collection templates ............................................................. 14

Additional data collection points of interest ......................................................................... 14

Report generation—generating and viewing reports ................................................................ 15

Generating a report ......................................................................................................... 15

Report type definitions ...................................................................................................... 17

Accessory Inventory report ............................................................................................. 17

Device Inventory report ................................................................................................. 20

Device Utilization report ................................................................................................ 22

Device Utilization by User report .................................................................................... 25

Event Log History report ................................................................................................ 27

Hourly Peak Usage report .............................................................................................. 29

Supply Ordering report ................................................................................................. 31

Supply Replacement Forecast report ............................................................................... 33

Supply Usage report ..................................................................................................... 36

Sample reports ................................................................................................................ 38

Scheduling reports ........................................................................................................... 38

Other ways to schedule a report .................................................................................... 39

Archived Reports ............................................................................................................. 39

Report Generation Templates ............................................................................................ 39

Additional Report Generation points of interest .................................................................... 40

Exporting device data ............................................................................................................. 41

Creating an export .............................................................................................................. 41

Selecting data columns ........................................................................................................ 41

Selecting devices ................................................................................................................ 42

Destination settings .............................................................................................................. 42

Summary of content (44 pages)

PAGE 1
CREATING REPORTS AND EXPORTING DATA in HP Web Jetadmin CONTENTS Overview ................................................................................................................................3 Creating reports .......................................................................................................................4 Data collection basics ............................................................................................................4 Data collection types ...............
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Scheduling device exports ....................................................................................................43 An example of exported data ...............................................................................................
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OVERVIEW HP Web Jetadmin provides advanced reporting and data exporting capabilities for the imaging and printing devices it manages. Collecting, extracting, and then analyzing usage data in your printing environment can help bring about a balanced deployment, increased productivity, and cost savings. The Reports feature (Figure 1) allows you to generate reports based on historical data gathered over time. A variety of reports offer powerful insight into your printing environment.
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CREATING REPORTS There are two main steps to create any report in HP Web Jetadmin: 1. Data collection: A process that gathers usage data from a device, either on a regular, manual, or per-job basis, and then stores that data in the HP Web Jetadmin database. Setting up a data collection is the first step and required before any report can be generated. 2. Report generation: Once data has been collected, reports can be generated.
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 Device Utilization by User: Captures pages printed and applications used on a by-user basis. Collection occurs at the end of every print job (end-of-job trap event). (Requires HP printer driver or HP Universal Print Driver (UPD) in Microsoft Windows® environments only.)  Event Log History: Captures printing device errors and their frequency, as logged by the device’s Event Log.
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Once generated, reports can be displayed within HP Web Jetadmin, emailed, scheduled to be emailed at regular intervals, and saved to file (HTML or CSV). All reports are archived within HP Web Jetadmin for a defined number of days. By default, a report is archived for 90 days. Report types Nine report types are defined in HP Web Jetadmin. They are easier to use now that each report type matches the data collection type it is associated with (Figure 4 on the previous page).
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Two sub-nodes exist under Reports in the navigation tree: Data Collection and Report Generation (Figure 5 on the previous page). Selecting either one invokes a summary page in the workspace area that displays specific task modules. Right-clicking on either one also provides a list of various tasks directly available for added convenience. Selecting Data Collection invokes a summary page in the workspace area dedicated to managing various data collection tasks.
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Policies feature is discussed in the “Using Group Policies with data collection templates” section on page 14. Adding devices to data collections When selecting Data Collection from the navigation tree, the data collection summary page is displayed. From this page, data collections can be defined and managed. To manually add devices to a data collection, follow these steps: Figure 7—Select collection time 1. Select a data collection type from the Data Collection – Management task module. 2.
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Devices can easily be removed from a data collection by selecting the desired data collection type and clicking Remove Devices. Data collections can also be viewed by selecting the desired data collection type and clicking View. This displays the specific data collection page along with additional collection details and functions (Figure 10).
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Device Utilization by User data collection—a special case Device Utilization by User data collection is a data collection type that collects Personal Identifiable Information (PII).
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To capture data in real time, HP Web Jetadmin implements the following process: When adding a device to the Device Utilization by User data collection, the user is first prompted to acknowledge that PII will be captured. The following is displayed: Note: By enabling By User Tracking data collection, Personal Identifiable Information, PII, is retrieved from devices and stored in the HP Web Jetadmin database for reporting purposes.
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Figure 13—Anomalies log Data Collection Anomalies log Another feature on the main Data Collection page is the ability to view the Anomalies log. To do this, click Anomalies (Figure 13). The Anomalies log captures particular issues that either prevent data collection from occurring or cause a data collection to be suspect.
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Anomalies log), reset the data (deleting data for the given data collection), or adjust the data (subtracting the actual negative pages from the collection).  Possibly missing job data: HP Web Jetadmin has detected that print jobs might have been missed because the device did not send traps for the jobs. The user can choose to ignore the anomaly (removing it from the Anomalies log).  Removed from trap table: The HP Web Jetadmin server was removed from the device’s trap table.
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The Copy template feature provides the ability to leverage an existing template to create a new template without having to start from scratch. Using Group Policies with data collection templates Data collection templates are required if using Group Policies to automatically add devices to data collections. The Group Policies feature is a powerful automation tool that saves users time configuring devices and HP Web Jetadmin settings. Any device group has a property known as Group Policy.
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 In order to maintain historical data on devices, HP Web Jetadmin tries to uniquely identify each device, primarily using the device’s serial number. HP Web Jetadmin can manage and maintain historical data on devices without unique serial numbers to a certain degree, but issues could arise if multiple devices in HP Web Jetadmin appear to be the same device. It is always best to ensure devices are unique before enabling data collection on them.
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Figure 18—Report types 3. On this page (similar to the data collection page with the same name), select the devices to be included in the report. a. Using the options under Selection Method, select either individual devices or device Groups. b. Under Available devices, the All Devices list displays by default. Devices from either filtered device lists or from device Groups can also be displayed. c. Only devices that have had data collected are listed. d.
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8. On this page, confirm your settings. Click Back to change settings or Cancel to abort this task. Click Generate Report to create the report. This displays the Report Generation Complete page (Figure 20). 9. On this page, the Success message is displayed. Options available on this page are: a. Save Report: Saves the report in either HTML or CSV format. b. View Report: Displays the report immediately. c. Done: Closes this page without viewing the report.
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Group by defines the overall grouping of the devices in the report:  provides no grouping of devices, displaying single line entries for each device.  Accessory Name groups the devices according to accessory, listing the accessory and then each device with data collected on that accessory.  Device lists each device and the specific data under each device.  Device Groups lists devices according to device Group, with single line entries for each device in that Group.
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NOTE Page count column names that started with “Any Duplex”, “Any Simplex”, and “Any Total” in previous versions of HP Web Jetadmin have been changed to All Duplex, All Simplex, and All Total to better reflect their values.  Self-explanatory items: Device Location, Device Model, Device Name, Hardware Address (MAC), IP Hostname, IP Address, Serial Number, System Contact, System Location, and System Name.
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Figure 22—Accessory Inventory report  Accessory Name: Name of the device accessory (such as “Hard disk”, “Duplexer”, “Input Tray”, “Total Memory”, “Copier”, and “Analog Fax” to name a few).  Accessory Status: Last known status of the device accessory (such as “Installed” or “Not Installed”).  Accessory Details: Specific details about the device accessory (such as “Yes” for “Installed” or “1,024” for “Total Memory”).
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Figure 24—Device Inventory report Report subtype has three options:  Time Interval: Displays the status of a device over a defined time period, showing each device with the following information: Inventory Status, Inventory Date, and Last Known IP Address. Each change in status during the defined time period of the report is displayed as a new line item, with the new information associated with it. This provides a historical overview of how the device’s status changed over time.
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  (Details), this value indicates the last time HP Web Jetadmin successfully communicated with the device. Inventory Status: Defined above under “Group by”. Secondary Sort options are the same as those for Primary Sort options. Exclude devices with no collected data is defined in the “Accessory Inventory report” section on page 18. Date range is defined in the “Accessory Inventory report” section on page 18. Device Information is defined in the “Accessory Inventory report” section on page 18.
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the totals of the Usage Page because this report shows values over a period of time, while the Usage Page shows overall totals. Group by defines the grouping of devices in the report:  provides no grouping of devices, displaying single line entries for each device.  Device lists each device and the specific data under each device.  Device Groups lists devices according to device Group, with single line entries for each device in that Group.
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Figure 26—Device Utilization report  Incoming Fax Pages: The number of pages that have been received using the fax function. Once the Incoming Fax Pages are received and printed, the counts are also included in the Total Pages count.  Outgoing Fax Pages: The number of pages scanned, and sent by the fax module to a fax number. Outgoing Fax Pages counts do not include any printed page counts, but are also included in the Scan Pages count.
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 Total Pages (Equivalent): The equivalent number of letter/A4 pages printed, based on the multiplier values in the table on page 19.  Total Simplex: The total number of one-sided pages printed. Media Sizes:  11x17, A3, A4, Legal, and Letter are a few of the more common sizes.  Total: This value shows the total pages printed and is equivalent to Total Pages under Job Type. It is the sum of all the media sizes.
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 Primary sort options include device information (such as Asset Number, Device Model, IP Address, and Serial Number) and report data (such as those listed above under Time Interval), among others.  Secondary Sort options are the same as those for Primary Sort. Show totals is used to show column subtotals per device and overall totals for the selected devices in the report. Exclude devices with no collected data is defined in the “Accessory Inventory report” section on page 18.
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However, each scanned digital send page is also included in the Scan Pages count.  Duplex Pages: The total number of double-sided pages that have been printed. To get the total number of sides printed, multiply this value by two.  Incoming Fax Pages: The number of pages that have been received using the incoming fax function. Once the Incoming Fax Pages are received and printed, the counts are also included in the Total Pages count.  MS Excel Pages: The total pages printed from Microsoft Excel.
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 Device lists each device and the specific data under each device.  Device Groups lists devices according to device Group, with single line entries for each device in that Group.  Others are self-explanatory. Primary sort and Secondary sort under Group by are defined in the “Accessory Inventory report” section on page 18. Sort data by allows the user to sort the data in the report using a Primary sort and Secondary sort.
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items are listed below.  Time Interval:       Event Log Page Count: The page count when the event occurred. Event Date: If supported by the device, this value is the date when the event occurred. If this value is not supported by the device, the last HP Web Jetadmin data collection date is used. Event Code (Hex): The actual event code in hexadecimal. Event Description: The description of the event. Event Type: The event type can be: Device Error, Other, or Paper Jam.
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 Interval groups devices according to the interval value (Daily, Weekly, or Monthly). For example, if a 1-month report has a weekly interval, the devices are grouped in weekly blocks.  Others are self-explanatory. Primary sort and Secondary sort under Group by are defined in the “Accessory Inventory report” section on page 18. Sort data by allows the user to sort the data in the report using a Primary sort and Secondary sort.
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 Copy Pages  Digital Send Pages  Incoming Fax Pages  Outgoing Fax Pages  Scan Pages  Total Color Pages  Total Duplex  Total Duplex 1 Image  Total Mono Pages  Total Pages  Total Simplex Supply Ordering report This report is useful for monitoring device supply needs (Figure 33). It provides estimated replacement dates for supplies that are low, thus allowing for proactive ordering and replacement.
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Primary sort and Secondary sort under Group by are defined in the “Accessory Inventory report” section on page 18. When the Reports subtype Summary is selected, Primary sort and Secondary sort are not available. Sort data by allows the user to sort the data in the report using a Primary sort and Secondary sort.
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Under Report Data, the user can select specific data relating to supply ordering to appear as columns in the report (Figure 34 on the previous page). The available items are listed below.  Details:             Estimated Pages Remaining: The number of pages the supply can expect to print using a standard 5% coverage rate per page (returned by the supply to HP Web Jetadmin).
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 Summary: Displays a summary listing of all the supplies for the devices selected that will need to be replaced during the time period selected. The Supply Part Number, Supply, and Quantity Installed In Prior Period can be displayed as well. Group by defines the grouping of devices in the report:  provides no grouping of devices, displaying single line entries for each device.  Device lists each device and the specific data under each device.
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Figure 36—Supply Replacement Forecast report            Estimated Supply Level (%): An estimated percent remaining of the supply (returned by the supply to HP Web Jetadmin). Last Collection Date: The date when HP Web Jetadmin last performed a data collection on the device with this supply. Quantity Installed In Prior Period: Indicates how many supplies of a particular type were installed in the prior period of time, as defined by the future period of time. Supply: The name of the supply.
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Supply Usage report This report is used to show historical supply usage and coverage on supplies that are either still in use (active) or closed (removed from the device) (Figure 37). It is useful for understanding how efficiently supplies are being used. Report subtype has two options:  Details: Displays all the supplies for the devices selected and their usage levels for the time period selected.
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Under Formatting (Detailed), the following options are available:  Usage Period: Allows the user to select a time period in which to analyze supply usage. Values available are: day(s), week(s), month(s), and year(s).  Installation State: Determines what state the supply must be in to be included in the report. “Active” indicates the supply is still in the device and being actively used. “Removed” indicates the supply has been removed from the device and is no longer in use.
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 Last Collection Date: The date when HP Web Jetadmin last performed a data collection on the device with this supply.  Supply: The name of the supply.  Supply Installation Date: The date when the supply was installed in the device. For this value to be supported, the supply must be an HP Smart printing cartridge.  Supply Manufacturing Date: The date when the supply was manufactured. For this value to be supported, the supply must be an HP Smart printing cartridge.
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manageable from the Overview page (at the top of the navigation tree) under the Devices – Scheduled Tasks task module. If the scheduled report generation task is running, it is also visible from the Devices – Active Tasks task module on the Overview page. Other ways to schedule a report Another way to schedule a report is to right-click either Reports or Report Generation from the navigation tree and select Schedule report.
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Invoking a Report Generation Template to create a report can be done in a number of different ways. The Reports – Report Templates task module can be used. Just select Apply to start this process. The user can also right-click Reports > Report Generation > Templates, or on the template itself in the navigation tree and select Apply report template to start this process. Another method of invoking a Report Generation Template is to use the Generate Report option on any data collection page.
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EXPORTING DEVICE DATA Creating an export Device data can be exported from HP Web Jetadmin to either XML or CSV file format. This can be initiated from any device list or device group (Figure 42), or the Export Devices wizard can be launched from Tools > Export devices. When this wizard is launched, the user is presented with a variety of export choices. Selecting data columns The Select columns page is initially displayed by the Export Devices wizard (Figure 43), allowing the Threshold level to be set.
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 6 hours: Data in the database older than 6 hours is updated directly from the device before being exported. If device data does not change significantly in a 6-hour time period, this option minimizes the time it takes to export the data while insuring the data is mostly up-to-date.  24 hours: Data in the database older than 24 hours is updated directly from the device before being exported.
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export file has a time stamp appended to it to make it unique. The File path on the server, which is not modifiable, is: C:\Documents and Settings\NetworkService\Local Settings\Application Data\HewlettPackard\HPWebJetadmin\WjaService\Export  Local file: Select this to save the export to a local file on the client PC. You are prompted for a file name and location after the export has begun.  Email: Select this option to send the data to an email address.
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Figure 46—Exported data viewed in spreadsheet format © 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.