Crystal Reports Training1

Crystal Reports
Version 3.0
The New Standard in Quality Education

Crystal Reports Overview
● Pre-requisites
● Introduction
2 The New Standard in Quality Education

Objectives
“To enable you to develop your

own reporting solutions in Crystal
Reports with confidence”

Course Overview
1 Data Structure
2 Simple Report Creation
3 Crystal Report Functions
4 Running Reports

Scala Data Structure
Section 1

Section Overview
● What is a Database?
● How do we connect to the Database?
● Scala data file structure

How Do We Connect to the DB?
Scala Client
Win95, 98, NT
Web Browser
Scala Program Layer Scala5.x Modules
Btrieve or SQL data Data Management

management layer
Database

How Do We Connect to the DB?
Crystal
Reports
DDF’s – Describe Database

(Btrieve) Read Only
ODBC – Connects to Database
table SYSOBJECTS
Database

Database Structure
● So what is ODBC?

ODBC Architecture
Application
(Access / Excel)
ODBC Driver Manager
}
(ODBC API connect methods)
Driver Driver Driver

= ODBC
SQL Btrieve Pervasive

Server Database SQL
Database 6.15 Database
7.x

Data File Structure
● Scala Table Naming Definition
MMNNCCYY
Module Financial Year
Unique Number Company Code

Data File Structure
● Format of Data files

Data File Structure
● Format of Fields

Data File Structure
● Database to Interpret field and file
names
● ScaDBconv.exe
● Scala5eu.mdb in Scala root directory
● Table in SQL database
SCA_TAB_COLUMNS

Data File Structure
● Scala5eu.mdb welcome screen

Data File Structure

Break
● Break

Section Review
● What is a Database?
● How do we connect to the Database?
● Scala data file structure

Simple Report
Creation
Section 3

Section Overview
● Report Style
● SQL Data Files
● Scala Data Files
● Scala Data Fields
● Preview Report

Report Creation
Click

Report Style
Report A - Stock Listing
Step 1 - Choose report style
Click

Data Source
Step 2 - Select Data Source
Click

Data Source
Step 3 - Choose Data Source
Note the different

database options!!

Data Source
Step 3 - Choose Data Source
Need to
supply
user name
and
password

Scala Data Files
Step 4 - Select Scala Data Tables
Select File(s)
Click
To
Finish
Select Single or Multiple Tables

Scala Data Files
Confirmation of Selected Files
Click Next

Scala Data Fields
Step 5 - Select Fields

Scala Data Fields
● Report 1 Stock Listing
– Stock Code SC01001
– Description Line 1 SC01002
– Price Local Currency SC01004
– Stock Balance SC01042

Scala Data Fields
Select Fields
Choose Add

Field Tab

Preview Report
When all fields are selected choose
FINISH
Click

Report Creation

Report Creation
● You can return to the report expert at
any time by using the function
● Recommend that the report is saved
before returning to the expert

Break
● Break

Section Review
● STEP 1 - Report Style
● STEP 2 - SQL Data Source
● STEP 3 - Scala Data Tables
● STEP 4 - Scala Data Fields
● STEP 5 - Preview Report

Exercise
Exercise 1
Customer Listing

Crystal Reports
Section 3

Section Overview
● Design & Preview
● Report Options
● Guidelines
● Refreshing Data
● Right Click
● Sections

Design & Preview Tabs

Design & Preview Tab

Preview Tab

Report Options
● Options
● Report Options

Options

Options

Options

Guidelines

Refreshing Data
● F5 Refreshes Data or
● Preview Sample

Refreshing Data
● Preview Sample

Right Clicking
● Useful in many areas of Crystal
● Short Cut to menu options

The Magic Button
● Undo / Redo

Sections
Left-hand side of design tab shows
report sections
Report
Sections

Sections
● Right-hand clicking in the sections
area brings up menu
● Format sections command gives
further details of sections.
● Section can be hidden allowing drill
down function or suppressed

Sections

Section Review
● Design & Preview
● Report Options
● Guidelines
● Refreshing Data
● Right Click
● Sections

Formatting

Section Overview
● Adjusting Headings
● Increasing Field Width
● Adding new fields
● Adding Special fields
● Selection Expert
● Sorting
● Grouping
● Parameters
Adjusting Headings
● Highlight field
● To rename double click or | edit |
text object
● As with many windows products
Crystal Reports supports drag and
drop and copy and paste

Increasing Field Width
● Highlight the field
● Place pointer on blue boxes it

changes to arrow
● Field width and height can be
adjusted by dragging arrow
Adding New Fields
Text Field
Drag And Click to Drop

Adding New Fields
Field Explorer

Adding New Fields
● Database fields
Select field

Adding Special Fields

Adding Special Fields
● A number of the special field values are
set in Summary info from file menu

Selection Expert
● Choose Select Expert
● Then choose field to select items from.

Report on non-report field

Selection Expert
Default to AND can

change to OR
through formula

Selection Expert
● Example of Selection terms
New!

Sorting Records
● You can sort by multiple columns.

Sort Expert
● Brings up sort box
Sort
Fields
Report
Fields Sort Direction
● Automatic sort by column 1

Grouping
● Used to group data together
● Similar to sorting but adds headers and
footers

Grouping
● Used in Sub-Totaling
● User can define the order

Grouping
Define Order
Extra Options
on Date field

Grouping
● Specified Grouping – User defined
order
Select Groups

Grouping
● Example of Grouping

Parameters
● Used with selection terms
● Provides an easy way to change
selection terms when a report is
refreshed
● Parameter can be used as a field in the
report. For Example in the report title.
● Compatible with compiled reports or
web based reports

Parameters
● Then click icon to create new parameter

Parameters
Text that appears
when report is run
Type
Next Screen
Allows parameter to hold single value or multiple

values and Ranges. Experiment to see affect
Parameters
Warning on Usage

Parameters
● Example of Usage

Parameters
● Enter Parameter as selection terms
● Parameter field denoted as (? Field)
● Now refresh data

Parameter

Section Review
● Adjusting Headings
● Increasing Field Width
● Adding new fields
● Adding Special fields
● Selection Expert
● Sorting
● Grouping
● Parameters
Exercise
Exercise 2

Break
● Break

Totalling and
Formula’s
Section 6

Section Overview
● Strings
● Converting Strings
● Totalling / subtotalling and
summaries
● Converting Dates

Strings
● Scala 5.1 SQL holds the majority of
fields in the correct format.
However due to historical reasons
some fields will need to be
converted
● Strings are collections of characters
alpha and/or numeric
● Strings need to be converted to
numbers for Crystal to perform
operations
Converting Strings to Numbers
● Create a new formula
Click New

● Give the formula a name
● Tip - Give your formula name the

column name

● This then brings up formula editor box
Fields Operators
Functions
Formula Text

● To convert a string to a number type
Function Field
ToNumber({Field name})
● Be careful of Brackets
– (,) = function
– {,} = field
– [,] = field value (Seen later)

● Unfortunately this formula does not
always work.
● Scala leaves blanks in database
instead of zeros.
● Therefore we need to add to the
statement
If {field_name} = “” Then 0
Else ToNumber({Field_Name})

Exercise
Exercise 3

Totalling and Sub-totalling
● Sub total or grand total fields must
be numeric.
● Highlight the field you require a
total for and select totalling from
insert drop down menu.

Totalling and Sub totalling
● Right hand clicking on the report
field will also bring up a shortcut
method to enter totalling.
● If the options are missing on the menu you have not

chosen a numeric field

Sub-totalling
● Entering a sub-total

Totalling
● Insert grand-totals
● Choice of sum, maximum,

minimum, average etc. Field
printed in report footer
Summaries
● Similar to subtotal
but will give same
totalling options as
grand total function

Converting Dates
● Again the majority of dates in Scala
database are held as datetime or
date fields. However some may
need conversion from a string field
19980915
YYYYMMDD

Converting Dates
● Conversion requires following
formula:
– If {Field_Name} = “” then
– Date(0,0,0) Else
– Date(ToNumber({field_name}[1 to 4]),
– ToNumber({field_name}[5 to 6]),
– ToNumber({field_name}[7 to 8]))

Section Review
● Strings
● Converting Strings
● Totalling / subtotalling and
summaries
● Converting Dates

Exercise
Exercise 4

Formatting Numbers &
Dates
Section 7
Optional

Section Overview
● Formatting Strings
● Formatting Numbers
● Formatting Dates
● Conditional Formatting
● Highlight Expert
● Top N Selection
● Report Alerts
● Running Totals
● SQL Expressions
Formatting Strings
● Right-hand click
on field or chose
format field from
format menu

Formatting Numbers
●Extra Format
Tab

Formatting Numbers

Formatting Dates
●Extra Format
Tab Choose
Customize

Conditional Formatting
●Conditional
Vs Absolute
Select a number
field for this
example
● Brings up the Formula Editor Box

● Button Changes to Red indicating value
is controlled conditionally

● Conditional formatting can be used
throughout Crystal reports
● Advanced technique that is particularly
useful in dealing with Sections

Highlight Expert
● Works similarly to previous
example of conditional formatting
● Gives a Traffic Light effect to the
data

Highlight Expert

Report Alerts
● Similar to Highlight expert but a window
appears when a report is run to indicate
records correspond to a certain set of
conditions
● For Example – when printing a
customer statement shows customers
with a balance exceeding £1000
● New functionality in Crystal 8.5

Report Alerts

Report Alerts

Report Alerts

Report Alerts
● When report data is refreshed the
report will then produce an exception
report

Top N Expert
● Used for finding the top N on any
column. For example the top 20
outstanding supplier balances on
purchase ledger.

Top N Selection
● You must create a sub total or
summary before the top N selection
will work.
Specify value of N

Running Totals
● Used to create cumulative totals in
reports
● Totals will be dependent on the
grouping of the report

Running Total

SQL Expression Fields
● Used only with SQL compatible
databases
● Allow SQL syntax to entered in Crystal
report
● Improves report performance when
grouping, selecting or sorting data as
query is run on server instead of
workstation
● Limited in functionality compared with
crystal formulas
● Creating a new SQL expression

Note limited functionality

Field Explorer
Browse
Data Only New Edit Rename Delete
Toggle Field
Insert Type

Field Explorer
● ? denotes Parameter field
● @ denotes formula field
● Σ denotes SUM or group field
● # denotes running total
● % denotes a SQL expression

Section Review
● Formatting Strings
● Formatting Numbers
● Formatting Dates
● Conditional Formatting
● Highlight Expert
● Top N Selection
● Report Alerts
● Running Totals
● SQL Expressions
Exercise
Exercises 5

Linking Tables
Section 8

Section Overview
● Why link tables
● Rules of linking
● What is an indexed field
● How to link tables

Why Link Tables
● Scala holds data in multiple data
files
● For the majority of reports data files
need to be linked.
● Warning! Linking files will slow
down report speed. Keep the
number of data files to a minimum.

Rules Of Linking
● Not all data files can be linked
directly
● Data files must have common
element
● Performance is improved if the
common element is an indexed
field

Rules of Linking
● Linking must be done in a logical
sequence
● It must flow through the report
● Jot down blueprint of report before
starting to build it

Linking Tables
● How do we link the following tables
together – Start with SL01
OR01 SC01
Stock Code
Order No
Customer Code
OR03 SL01

What is an indexed field?
● A field that the data file uses as a
sort or search key
● Example Telephone directory
Smith A J 23 North Parade, Horsham 01403 215998
= The Index (Ordering)

Smith A J 23 North Parade, Horsham 01403 215998
= The Primary Key

What is an indexed field?
Index 1 Key 1 Key 2
2087 2307 Clive's Coffee Shop Customer Address
2190 2087 Arnot Limited Customer Address
2307 2498 Drew PLC Customer Address
2498 2190 Blackmore Electronics Customer Address
Index 2 Key 1 Key 2

Arnot Limited 2307 Clive's Coffee Shop Customer Address
Blackmore Electronics 2087 Arnot Limited Customer Address
Clive's Coffee Shop 2498 Drew PLC Customer Address
Drew PLC
Drew PLC 2190 Blackmore Electronics Customer Address

How to Link Tables
● To an existing report
Select
In this example use report
with SL01 and link SL03

How to Link Tables
Select

How to Link Tables

How Link Tables
OK

How to Link Tables
● Smart Linking works on following
conditions
– Field name is same in both tables
– Field size is the same in both tables
– Field type is the same in both tables
● Note: Because of this you may receive
warnings when linking tables because
of different data type
● Linking can only be done between
database fields. (NOT FORMULA’S)
How to Link Tables
Drag and Drop from SL01001 to SL03001

Linking Tables
Crystal supports
different join types
One to One (equal)
One to Many (Left Outer)
Many to One (Right Outer)
And others….

Linking Tables
● Once the tables are linked click OK
● The fields in the table then become
available to report on
● To return to the visual linking
expert

Section Review
● Why link tables
● Rules of linking
● What is an indexed field
● How to link tables

Exercise
Exercise 6

DAY 2 - Overview
● Scala Database Structure
● Simple Report Creation
● Crystal Functionality
● Formatting
● More formatting and field types
● Linking Tables

Extra Crystal Functionality

Section Review
● Pictures and Logo’s
● Hyperlinks
● Lines / Boxes
● Charting
● Mapping Function
● Report Style / Auto Arrange

Extra Functionality
● Picture files can be embedded in report
to give them a professional finish
● Crystal supports
bitmap BMP, jpeg

JPG, tiff and png files

Extra Functionality
● In the properties of the picture or any

field a hyperlink can be set so when
clicking on the logo it takes you directly
to the web site

Extra Functionality

Lines and Boxes
● These extra formatting tools are
available from the insert menu

Lines and Boxes

Charting
● Tool can be used to create professional
looking graphs and charts that can be
embedded into the Crystal report
● Drill down functionality can be used in
conjuncture with charts
● Charting works on subtotal values in the
report however the whole report can be
suppressed with just the chart being
visible

Charting

Charting

Charting

Mapping
● If you report works with geographical
data then there is also an option to map
this data

Mapping

Charting and Mapping
● Once you have a chart of map inserted
into your report you then have the
analyzer drop down menu that provides
the formatting and functionality options
of the map or chart

Report Style / Auto Arrange
● Used to provide quick formatting to a
report
● Make sure you save the report before
running this function as you can’t undo

Report Style / Auto Arrange

Report Style
● For examples of report styling check out
Crystal Web Site or the demo reports
that are installed with Crystal
● There is also a section in your binders
that shows a few of the reports that
have been designed by Scala

Section Overview
● Pictures and Logo’s
● Hyperlinks
● Lines / Boxes
● Charting
● Mapping Function
● Report Style / Auto Arrange

Exercise
Exercise 7

Running Reports
Section 9

Section Overview
● Exporting
● What is compilation and
Distribution?
● Compiling
● Report Distribution Expert
● Web Reporting

Exporting
● Crystal has links with other software
including excel, adobe, HTML, RTF,
text and XML
● To export report file | print | export
or

Exporting
● The report can also be emailed or
saved to an exchange or lotus
notes folder for publication

What is Compilation?
● Reports can be saved as an
executable
● Report users then need no
knowledge of Crystal design tools -
they can just run the report
● Selection terms or parameters can
be changed

Compiling
● Historically Seagate software has
included the compiling and
distributing tool as part of the
standard product
● In Version 8 & 8.5 this tool was
replaced by web reporting however
due to demand they included an
update to the product which can be
downloaded at
● http://www.crystaldecisions.com/
Compiling
● Select compile report from report
menu

Compiling
● Brings up compile box
File name
No
● Click OK to compile

Compiling
● Users can run compiled reports
only if they have crystal reports
installed on their workstation

Compiling
Defaults to
refresh if no data
saved with report

Report Distribution Expert
● Can be used where user does not
have Crystal installed
● Copies program files that report
needs to run.
● Users who run report will need to
ODBC connection to the Scala
Database set-up

Can Distribute more

that one report at a time
Indicate shared destination directory

● This expert will then run the report in
the background and prepare a list of
dll’s it needs to run the report. It warns
about ODBC components but doesn’t
include them
● You can adjust the included dll’s but
this is not recommended
● Then click on build which produces a
setup.exe file which then needs to be
run on clients
Web Reporting
● Crystal Version 8.5 requires crystal
enterprise in order to run web reports
● If you purchased the Professional or
Developer edition of Crystal Reports,
then you also received the Crystal
Enterprise Standard CD, along with five
free concurrent access licenses of
Crystal Enterprise Standard.
● More information is available on the fact
sheet
Web Reporting
● Scala’s new product iScala Web
reporter uses Crystal enterprise
technology
● Crystal enterprise is not currently
included in this course

Section Review
● Exporting
● What is compilation
● Compiling
● Report Distribution Expert
● Web Reporting

Exercise
Exercise 8

Database Features
Section 11

Section Overview
● Crystal Report Functions
● Crystal Data Dictionaries
● Crystal SQL Designer
● SQL Views
● Scala SQL View Manager

Crystal Report Functions
● SQL query produced automatically
when building the report
● This query can be viewed and manually
edited in Crystal reports

Crystal Report Functions

Verifying Database
● If database is changed while user is
connected in Crystal need to run
function in order to update Crystal

Crystal Data Dictionaries
● Modify ODBC connection to make it
more user friendly
● Can be used to restrict access to
tables however this should be done
through security in SQL server

● Start | programs | Seagate crystal report
tools | Crystal dictionaries



Crystal SQL Designer
● Used for Querying data
● Primitive Report
● Accesses data through ODBC
● Allows the Use of Structured Query
Language script for speed
● Can be used by Crystal report for data
source however cannot use any other
source in conjecture with it





Database Features

SQL Views
● Can only be written by a system
manager of the SQL server
● Similar in design to Crystal SQL
designer however far more powerful
● Are important for reporting in certain
area of Scala as they cut down the
number of sub-reports needed and cut
down on complexity of report

SQL Views
● Improve Crystal report performance as
sorting and linking completed on the
server
● Need access to SQL enterprise
manager in order to build views

SQL Views

SQL Views
Tables and Linking
Select Columns sorting and criteria
SQL Query
Result Set

SQL Views

SQL Views
● SQL Views are particularly useful for
– Creating Alias for column names
» E.g. SL01001 = Customer Code
– Changing data types for Columns
– Working with tables SY24 general code file
and SL23 payment / delivery terms
– Working with General ledger transaction
file GL06 which contains a binary field type
for transaction type

Scala SQL view Manager
● Include on the application CD
– Convert\SQL view manager.exe
● Translates column numbers into
meaningful names by the way of
creating SQL views for each table




● Views need to be created for each
company
● Recreate views when a new financial
year is created in Scala
● Recreate views when a service release
is applied to Scala

Section Review
● Crystal Report Functions
● Crystal Data Dictionaries
● Crystal SQL Designer
● SQL Views
● Scala SQL View Manager

Exercise
Exercise 9

Report Experts
Section 11
Optional

Section Overview
● Standard
● Form Letter
● Form
● Cross-Tab
● Sub-Report
● Mail Label
● Drill Down
● OLAP
Report Experts

Report Experts
● Drill down report created by hiding
sections
● Mail Label Report – Self Explanatory
● OLAP report (On-Line Analytical
Processing).
– Uses cubes of data to report on
– Cubes Create with SQL server
– Advanced Technique

Form Report
● Form report asks for bitmaps for
different sections of report. These
bitmaps need to be created first
outside Crystal
● An example of a report using Form
expert is in Section 6 of the course
binders
● Get Similar result inserting pictures
into sections
Form Letter
● Used for sending out letters with data
from database
● Design the report as usual getting the
basis or the report together with the
Expert
● Example in Section 6 of Course Binders
● Form Letter creates one large text block
per section

Form Letter

Form Letter

Cross Tab
● Cross Tab combines the use or rows
and columns along with a summarized
field
● Expert creates the cross tab in report
header section
● Example of Cross Tab in section 6 of
the course binders

Cross Tab

Cross Tab
Summarized
field format

Cross Tab

Sub Report
● Can be used to combine any two
reports together
● Example In Section 6 of Course
Binders
● A Sub report can be entered into an
existing report using the function on
the insert menu
● Sub Reports can be linked using a
common element ( parameter field )

Sub Report

Sub Report

Sub Report
● The sub report is inserted into a section
on the main report and is run every time
that section occurs
● The sub Report is an advanced
technique but can provide good results.
● Data can be passed from the sub report
to the main report by the use of
variables

Section Review
● Standard
● Form Letter
● Form
● Cross-Tab
● Sub-Report
● Mail Label
● Top N
● OLAP
Exercise
Exercise 10

Appendices

Appendix A
Section 14
Reporting on Accounting
Strings

Accounting Strings
● In Scala 5 accounts cost centres
etc are not in separate fields they
are held in one long field.
● Therefore to produce reports you
may need to Separate this field into
each dimension.
● Before you start you need to know
the exact length of each dimension

Accounting Strings
To separate accounting string you
will need to use formulas

Accounting Strings

Accounting Strings
● If account code is longer than 6 just
adjust the field values at end of
formula
● Continue on like this for cost
centre, product, project etc.

Accounting Strings
● You may get problems with the
previous formula if you are using
alpha numeric cost centres,
products or projects.
● As we have seen before these
does not convert to a number
● If this is the case then use the next
formula

Accounting Strings

Accounting Strings

Accounting Strings
The trim function does exactly what it
says it trims a field down to the
lengths controlled by the square
brackets [].

Exercise
Exercise 11

Appendix B
Converting Reports from

Btrieve to SQL

Crystal Reports
● Converting report from BTR to SQL
● Open up the crystal report and select
convert database driver from the
database drop down menu

Crystal Reports
● Select the correct data source

Crystal Reports
● Then get error as below
– Solution set location of data files in
database drop down menu (remove the
.dat at the end)

Crystal Report

Crystal Reports
● Map the fields across to the SQL
database
● The SQL database holds all field names
as numbers e.g. SC01001 for stock
code. Therefore use the scala5eu.mdb
database to lookup the correct field
codes for field names
● Alternatively create views from the SQL
database using the SQL view manager
and map your fields to theses
Crystal Reports

Crystal Reports
● Once all data files are mapped across
check the visual linking expert for the
correct file linking
● Then run report. The report will
probably give errors due to the different
types of field type e.g. Numbers are
formatted as numbers in SQL not as
strings
● Then check report is returning the same
information / totals
Btrieve

Btrieve Data Tables

Data File Structure Btrieve
Scala5
DAT
GL
PL
GL06ccyy.DAT
cc = Company Code
yy = Financial Year

Btrieve DDF Files
 Description of files, fields,
indexes
 Gives location of Data

Btrieve Information database
 Scala5
File.ddf
Field.ddf
Index.ddf

Crystal Report Errors
Click
Click

Crystal Report Errors
Click
Solution
– Set Location of Scala’s data files

Set Location

Set Location
Set Location
Select File Location

Set Location
● The setting of location only needs
to be done once.
● Each subsequent time the report is
ran Crystal will find the data.

DDF Builder
● Scala 5.1 Btrieve does not come with
the data dictionary files (DDF) these
files need to be created using a
program called Scala DDF Builder
● The Scala DDF Builder can create
DDF’s for companies, years and
modules

Crystal Reports
● To install DDF Builder

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports

Crystal Reports
● Help for DDF builder
– If you install DDF builder to the Default
location help can be found in
» C:\program files\DDFstart\ddfbuilder.hlp
● At year end you can add the next years
DDF files to you current files
● This program saves a lot of time over
smithware DDF builder although it is not
as reliable

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Crystal Reports

The New Standard in Quality Education

2 The New Standard in Quality Education

“To enable you to develop your

3 The New Standard in Quality Education

4 The New Standard in Quality Education

The New Standard in Quality Education

6 The New Standard in Quality Education

Scala Program Layer Scala5.x Modules

Btrieve or SQL data Data Management

7 The New Standard in Quality Education

DDF’s – Describe Database

8 The New Standard in Quality Education

9 The New Standard in Quality Education

ODBC Driver Manager

Driver Driver Driver

SQL Btrieve Pervasive

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Module Financial Year

Unique Number Company Code

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Note the different

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Select Single or Multiple Tables

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48 The New Standard in Quality Education

49 The New Standard in Quality Education

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51 The New Standard in Quality Education

52 The New Standard in Quality Education