1. Leveraging Excel to Verify EMIS Data 6/9/2016
EMIS Training
Leveraging Excel to Verify EMIS Data
6/9/2016
This training was developed by the EMIS Alliance – a group of experienced EMIS staff at the ITC level. The Ohio Department of Education paid for the development of this training as a way to help EMIS coordinators use Excel to their advantage.

2. Overview + Outline Starting with the basics
Adding Columns / Summing Attendance
Using Conditional Formatting
Pivotal Pivot Tables
Combining files with VLookup
In an effort to recognize that not everyone has the same skill level in Excel, this first training goes over some very basic Excel. It provides an EMIS use case for each skill.

3. Starting with the Basics
Basic Skills
Practical Application
Opening the .csv files in Excel
Preparing the spreadsheet
Expanding columns
Freezing panes
Using Color
Sorting data
Video Basic Skills
Reviewing Calendar Display CSV
Since so many of the files we use are .csv – both from the Data Collector and from post-processing reports, it is important to know how to open and prepare the .csv files for review. We will cover opening the .csv from the Data Collector and then demonstrate expanding all columns, freezing panes, use Fill and sorting data. We start with a short Screen Capture video and will then have everyone do this exercise on your own with your own calendar data. Click on the video link. After the video – these skills can be used to verify your Calendar data.
DIRECT LINK to VIDEO is
Next Slide.

4. Click the Calendar Collection Review or Preview Link
Ask the class to watch you, then they will have an opportunity to do this themselves. Go to the data collector and choose the C collection. Click Review to get the csv file generated.

5. Click the Calendar Collection Review or Preview Link
Set File Format to CSV
Click Generate Review Data
Click Calendar Display.csv
Open in Excel
Ask the class to watch you first. Let them know they will have an opportunity to do this themselves after you demonstrate. Go to the data collector and choose the C collection. Click Generate Review Data to get the csv file generated. Open the Calendar Display.csv in Excel

6. 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
Tell the class that the steps you will follow in Excel are listed in the PowerPoint – they can make notes as they watch you in Excel.
Perform the Excel basics shown on the slide. Choose the whole worksheet and expand columns. Let the class know this allows you to see the complete description in the header rows and elsewhere. It is important to select the whole sheet, then click between A and B – that way you are not expanding columns one at a time.

7. 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
This slide demonstrates how to freeze panes and sort. It is much easier to keep track of the column headers if they are visible versus scrolling them off the screen. To freeze panes, select row 1 by clicking on the numeral 1, then follow steps in the slide.
For sorting, make sure you tell the class that you must have nothing highlighted (selected) before sorting – OR some people SELECT the whole worksheet first – either method works. Share with the group that if you were to select one column and sort – you will only sort THAT column and then your data is no longer aligned…this can cause big problems when dealing with student data. Show the group an example of what happens if they select (highlight) one column and then sort. You can then use the UNDO arrow to get back where you need to be.
Sort column B – title Row Number from A to Z

8. Scroll down and select a set of rows for the same week
Scroll down and select a set of rows for the same week. This example shows one week.
(UPDO)
(UPDO)
(UPHS)
In Excel – scroll down to find a week where the students were in school. Row 16 is a good week to use as it has Labor Day in it and all should have PDO (Planned Day Off) that day (unless they start school after Labor Day). This small snippet from a calendar shows that there is a discrepancy between one attendance pattern having an unplanned hours shortened versus another having an unplanned day off. Discuss that this could be true if it’s a half-day KG or a preschool situation, but should be verified.
Explain that these are the types of anomalies that they are trying to find on their calendars. They need to verify that what they have in their student information system is making it to the Data Collector accurately.

9. 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.
Tell the class to be sure to check row numbers 75 and 76 for parent teacher conference hours and professional development hours.

10. 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.
For the quick check – have the class perform the same basic Excel steps to set-up their Calendar Display csv. They should check the data to make sure it is accurate.
Tell them they can check the total hours for each attendance pattern – somewhere near Row 67 – depending on when they ended school. It should be apparent if the hours do not match up between attendance patterns – unless there is a good reason – like ½ KG or Seniors leaving 3 days early. They are looking for patterns and breaks in the pattern – such as one building out of the five the district has, does not show a UPDO and the other 4 do.

11. Adding Columns & Summing Attendance
Excel skills
Practical Application
Sorting
Filtering
Adding columns
Using the Sum function
Attendance checks
FS Record Checks
In this next exercise we will add to the sorting skills and add new skills – filtering, adding columns and using a sum function – in a practical application – checking that attendance data has made it to the Data Collector as expected. We will also use filtering to do some FS record checks.

12. 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
Use Excel to follow the steps above. Have the class watch you perform the steps and tell them they will be able to use their own data to perform the steps after you have demonstrated the steps.
Note – we need to keep things anonymous and not show any real student data. Show the class where you get the FS from in the Data Collector – but DO NOT open a live file – a scrubbed file is provided. Open the scrubbed file and perform the steps in this slide and the next.

13. 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
There is a scrubbed_Formatted Excel file that shows the data after the column has been added, things are filtered and sorted. The red filled lines show students who have zero attendance after summing present, excused and unexcused. Discuss the coding on these students to determine if they should have attendance or not. Note: Sent Reasons NP, PS, and MR should have attendance. At this point, you can discuss student information system specific reasons a student is showing zero attendance. These reasons can be different based on whether the district uses SI, PowerSchool, Infinite Campus, etc.
After discussing attendance issues. Demonstrate using a filter to check that all students with a District relationship of 3 have zero for percent of time. Check for students who show as starting school one day after the first day – is that right?

14. Did you find students with zero attendance?
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.
They can find open enrolled out by filtering on sent reason OE.

15. Using Conditional Formatting to check RIMPs
Excel Skills
Practical Application
Copy/Paste
Fill features
Sorting
Conditional Formatting
Review TGRG data between GQ & FN – Checking RIMP Codes
This block covers more Excel skills that can help you find students without RIMP codes. The idea is to compare the SSIDs from the FN file where kids have “NO” for on track to the GQ file of students with RIMP codes.
A scrubbed GQ and FN file is provided so no real student data is exposed.

16. 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
Open the GQ from the review/preview in Excel. Put on a filter and expand columns
Filter for all RIMP codes – show the class how they can type 152 in the box and Excel will find all codes that contain 152 – this saves them checking each box.
With the students who have RIMP codes showing – copy the SSIDs
Click on the + sign to open a new worksheet – label A1 as SSID
Paste the SSIDs and add Yellow fill – DO NOT CLOSE this workbook

17. Checking RIMP Codes cont.
New Worksheet after paste & fill
This is how the data should look when you copy it.

18. 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
Now open the FN from the DC in Excel – expand columns
Add a filter and filter column Q – Reading Diagnostic Results for all NO values – these are the kids who are ‘not on track’ and need RIMP codes
Copy the SSIDs – DO NOT COPY THE HEADER ROW – ELSE THE PASTE WON’T WORK IN THE NEXT STEPS.
Move to the New Worksheet in the GQ file

19. 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
Conditional Formatting FN
Paste the SSIDs from the FN file directly below the yellow SSIDs from the GQ
Now you have the GQ and FN SSIDs in one column and are ready to use Conditional Formatting

20. Checking RIMP Codes cont.
Highlight Column A
Find Conditional Formatting Icon
Select Highlight Cell rules
Select Duplicate Values
Highlight column A
Find the Conditional Formatting Icon – it is on the Home tab toward the center
Select highlight cell rules then drop down to select Duplicate values

21. Checking RIMP Codes cont.
Once you select Duplicate Values this box opens. Leave it set to the default values and click OK

22. 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 3rd Gr Rdg and do NOT have a RIMP code.
Check them
Yellow lines mean GQ but not listed as NO on FN
Now all rows that are filled with pink and have red text are duplicates – which tells you that there is both an FN ‘NO” and a GQ “RIMP” code. The Yellow fill values tell you that the student has RIMP codes but is not marked as NO in the FN – this is perfectly fine as many students get RIMP codes who are on track. The black text with NO FILL tells you that you have an FN “NO” and no RIMP to match. These are the students who need checked.

23. Checking RIMP Codes cont.
Don’t forget –
Use filters and sorting
Sort by color
Filter on Fill Color
Filter on Text (reduces scrolling)
Using Excel, they can filter on Color – show them this filtering using the GQ/FN file. There is a scrubbed GQ and FN file to use for this

24. What other record type could you check against the GQ RIMP Codes?
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.
Tell them that any student with a “no” should have a RIMP – students with an AO can have a RIMP as well.

25. Practical Application
Pivotal Pivot Tables
Basic Skills
Practical Application
Pivot Tables
Checking FD Data
Checking FS Data
Other records?
This block explains the use of Pivot Tables.

26. 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
A scrubbed FD is provided. Have the class watch you as you do this – tell them they will do theirs after you have demonstrated.
When you open the FD – do the simple steps to prepare the sheet – expand columns, put a filter on.

27. Show scroll on right to see all fields
Show scroll on right to see all fields. Also a note to show you that you can drag fields to the right box.

28. Explain the 4 boxes
Fields you put in Filters allows you to filter the whole pivot table
Fields in columns will go across
Fields in rows will go down the page
Fields in values will provide a count of the data – count of whatever you drag there. Usually using EMIS ID or SSID is best.
In Excel drag the fields to match what this slide has – use SSID for Values

29. Do you see anything else that’s a potential problem
Do you see anything else that’s a potential problem? Four 1st graders in a Kindergarten pattern? Eleven Seniors in a ** pattern? Seven Preschool in a ** pattern?
Ask them if they wonder who the 7 Preschool students are? Click on the 7 in the ** column to show that Excel opens a new worksheet showing the 7 students. Show them how to rename the worksheet to PS in **
Show them how to filter by clicking on the downward facing triangles. They can filter down to specific buildings – or to specific patterns or grade levels.

30. Other FD Fields to Pivot
Disadvantaged
Disability
LEP
Preschool Poverty
504….etc.
Click on the total to get separate sheets as needed
Sort results
Change the pivot table to show the different sets of data. Drag different fields to the columns. Drag Preschool Poverty level to columns – there are 5 students with a N – is this right? Discuss.

31. 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
Use the scrubbed FS to do a pivot table. Ask the class for suggestions on things to look for -
Demonstrate how to filter on building IRN.

32. 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.

33. Using the Vlookup Function as a Check
Basic Skills
Practical Application
Vlookup Function
Comparing Longitudinal Grad Report with Current Data
The Vlookup function can be used to pull data from one spreadsheet to into another. We will use the longitudinal Grad reports to look at our current Graduates for FY16 prior to Grad FY16 opening.

34. 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?
Excel’s online help has some great video tutorials. Follow the steps in this slide to get to the video and show it to the class. This is a good introduction to Vlookup.
This block will show districts how to use current student information system data to estimate what their 2016 grad rate will be – and to start looking for problems even before Grad 2016 begins.

35. Using Vlookup to Verify Grads
Create an Excel file from your student information system of 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`
Follow the steps listed in the slide.

36. 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
Follow the steps in the slide

37. 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
Explain each of the four boxes as shown above. We are trying to pull SSIDs from the student information system worksheet into the Long grad report. Once this is done, you will be able to tell which students will not be in Grad 2016 that ARE part of the cohort.

38. 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!
This is the ‘English” translation of what the vlookup is doing.

39. 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)
Follow the steps as shown and you will get results.

40. 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.

41. 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.
Use the FA and FD to find students who are identified as LEP, yet have no OELPA results. Connect the GF records from FA to the LEP status students in FD.

42. 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?
If your student information system can provide .csv files of your EMIS data – these checks can be done in advance easily.
If you get flat files – then you can still do this, it just requires some advance work to move the flat files into Excel.