EMIS Training Leveraging Excel to Verify EMIS Data 6/9/2016

Overview + Outline Starting with the basics Adding Columns / Summing Attendance Using Conditional Formatting Pivotal Pivot Tables Combining files with VLookup

Starting with the Basics Basic Skills Opening the.csv files in Excel Preparing the spreadsheet Expanding columns Freezing panes Using Color Sorting data Video Basic Skills Practical Application Reviewing Calendar Display CSV

Click the Calendar Collection Review or Preview Link

Set File Format to CSV Click Generate Review Data Click Calendar Display.csv Open in Excel

With the file open in Excel perform these steps Click the green triangle to select the whole worksheet – top left above row 1 and to the left of column A Expand all columns by placing cursor between column A and column B until cursor shows as a plus sign with arrows pointing left and right – double click Columns are now expanded to show all information

Select Row 1 by clicking the cursor on the number 1 With Row 1 selected click on View Click on Freeze Panes drop down arrow Select Freeze Top Row If desired – fill row 1 with a contrasting color Click in Column B – titled Row Number – Sort A to Z This action brings all attendance patterns together

Scroll down and select a set of rows for the same week. This example shows one week (UPDO) (UPDO) (UPDO) (UPHS)

Parent-Teacher & Professional Development Row Number 75 and 76 – scroll all the way down in the Excel file Professional Development hours and Parent Teacher Conference hours are found in Rows 75 and 76 Verify that the data is present and accurate Teacher Professional Development Hours and Parent Teacher Conference Hours are not included in the calculation of Student FTEs. They do count for minimum school year requirements.

Quick Check Do the total hours in each attendance pattern match what is true for your district? Are the PD and PTC hours correct? Are all exceptions present? Planned Days Off Days Shortened Unplanned days The Calendar data is extremely important as it drives both funding and attendance percentage, plus other data checks such as mobility.

Adding Columns & Summing Attendance Excel skills Sorting Filtering Adding columns Using the Sum function Practical Application Attendance checks FS Record Checks

Attendance Reporting Use FS from Data Collector – Preview/Review Open in Excel Add column between AD and AE Label Column Total Attendance Insert formula into new column =AB+AC+AD This gives a total of all attendance fields Using Filter – limit District Relationship to 1 Filter Withdraw Reason to show just ** rows

Attendance Reporting Sort Total Attendance Column – smallest to largest Look for problems Zeroes are a problem Less than full year could be Percent of Time or late enrollment While you’re here – check some things for the FTE reports Are all Percent of Time values correct – use Filter District Relationship – 3 with >1 Percent of Time – use Filter Effective Start Date – one day after school starts???? – use Sort

Quick Check Did you find students with zero attendance? Did you find percent of time issues? Can you determine how many students are open-enrolled out? The Student Standing FS data drives funding for each student. Incorrect FS records that contain inaccurate data might not be an EMIS error – but they may cost a loss of funding.

Using Conditional Formatting to check RIMPs Excel Skills Copy/Paste Fill features Sorting Conditional Formatting Practical Application Review TGRG data between GQ & FN – Checking RIMP Codes

Checking RIMP Codes Use GQ from Data Collector – Preview/Review Open in Excel Add a filter Filter to show RIMP Codes (152xxx) Uncheck Add (it is a valid RIMP Code) Copy the SSIDs remaining Open a new worksheet Label A1 as SSID Paste – add yellow fill to all values

Checking RIMP Codes cont. 17 New Worksheet after paste & fill

Checking RIMP Codes cont. Use FN from Data Collector – Preview/Review Open in Excel Add a filter Filter Column Q to show “NO” Copy the SSIDs Move to the New Worksheet in GQ file Paste SSIDs directly below Paste – leave FN unfilled

Checking RIMP Codes cont. Move to the New Worksheet in GQ file Paste FN SSIDs directly below Yellow GQ Now we get to learn a cool tool GQ FN

Checking RIMP Codes cont. Highlight Column A Find Conditional Formatting Icon Select Highlight Cell rules Select Duplicate Values

Checking RIMP Codes cont.

What are you seeing? Lines 22 and 23 have no fill – so no duplicate found in GQ set of data These 2 children have a NO for 3 rd Gr Rdg and do NOT have a RIMP code. Check them Yellow lines mean GQ but not listed as NO on FN

Checking RIMP Codes cont. Don’t forget – Use filters and sorting Sort by color Filter on Fill Color Filter on Text (reduces scrolling)

Quick Check Did you find students who have a “Not on track” status and No RIMP code? Did you find RIMP codes for students who are ‘On track’? Why is this valid? What other record type could you check against the GQ RIMP Codes? Students with a “Not on track” on the FN record should have a RIMP (Reading Improvement Monitoring Plan) program code on the GQ record. Districts who do not provide RIMP plans for students who are not on track reduce their Third Grade Reading Guarantee Score.

Pivotal Pivot Tables Basic Skills Pivot Tables Practical Application Checking FD Data Checking FS Data Other records?

Checking FD Data with a Pivot Table Use FD from Data Collector – Preview/Review Open in Excel Select the whole sheet Insert Pivot Table Drag State Student ID to Values Drag State Equivalent Grade Level to Rows Drag Attendance Patterns to Columns Drag Building IRN to Filters

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Other FD Fields to Pivot 30 Disadvantaged Disability LEP Preschool Poverty 504….etc. Click on the total to get separate sheets as needed Sort results

Checking FS Data with a Pivot Use FS from Data Collector – Preview/Review Open in Excel Select the whole sheet Insert Pivot Table Drag State Student ID to Values Drag Sent Reason 1 to columns Drag District of Residence to rows

Quick Check Did you find students who have inaccurate Attendance Patterns based on grade level? What other record types could you use for Pivot Tables? Pivot Tables can present information in a format that makes finding inaccurate information easier.

Using the Vlookup Function as a Check Basic Skills Vlookup Function Practical Application Comparing Longitudinal Grad Report with Current Data

Using VLookup Ask the experts - Use Excel Help Click on the ? Mark Search vlookup Select VLOOKUP: When and how to use it Watch the video What data do you have? ODE report with 2016 cohort (the denominator of the district’s grad rate.) Current 2016 grad list from your student information system How can you tell who is on the ODE report – yet not in your grad list?

Using Vlookup to Verify Grads Create an Excel file from your student information system of 2016 Grads – including SSID as the first (left-most column) Sort the sheet by SSID Open Longitudinal Grad Report (2015G_LONG_GR_2016_4Y) Filter to show the Y values on the Denominator_Flag (column J) Sort the sheet by SSID (column C) Insert a column into the worksheet as the first (left-most column) Name the column `SSID from SIS`

Using Vlookup to Verify Grads With both workbooks open – click in Cell A2 of the Long Grad workbook Click on the Formulas tab at top of screen Click Insert Function Choose Vlookup Click OK

Using Vlookup to Verify Grads Now the fun part! Lookup_value = Find What? Table_array = Where is it? Col_index_num = Which Column in table array Range_Lookup = False (returns only exact matches

Using Vlookup to Verify Grads What are we doing in English! Please use the SSID from the Long Grad file to find a matching SSID in the SeniorsFromSIS file. When you find a match, grab the student’s last name from the SeniorsFromSIS file and copy it to the Long Grad file. If you don’t find an exact match on SSID, then return N/A so I know it’s not there. Thanks!

Using Vlookup to Verify Grads Find a match to D2 in SfS file You will find it here > Where will I find what you want returned to Long Grad? Range_Lookup = False (return only exact matches)

Using Vlookup to Verify Grads Click in A2 Double-click on + to formula down Sort or Filter to find #N/A These are the students who are in the 2016 Cohort that you are not reporting as a grad.

Quick Check How would you use FA and FD to find students missing required assessment records? What other record type could you compare to the FA for missing assessments? The Vlookup function is a little tricky to get the hang of, but once you do, you can connect lots of information together. Other uses for Vlookup is finding students without assessment records by doing a Vlookup between the FS and FA records.

Let’s Review Our New Skills Jot down a list of Excel skills you learned from this presentation. How can you use these skills with other EMIS data sets? Practice these skills by: Creating a pivot table of your FN record. Creating a Vlookup between FA and FD Use Conditional Formatting to compare GN to FS – does everyone being educated (FS) by you have a course in the GN?