1. Managing Large Data Sets For Finance officers Sean p. Canning mpa, qpa
Managing Large Data Sets For Finance officers
Sean p. Canning mpa, qpa

2. Goals of this seminar
Add information for ease of automating requested or required analysis using:
Google Forms (NEW in 2016!!)
Cloud based files
Cloud based work order systems
Existent web based open source or other data
Examples
Overtime compilation by departments using Google Forms template for ease of publish for governing body
Integrating cloud based work order systems for FEMA reimbursement or other reporting
How to make use of open source web scraping through google, other format data for ease of integration

3. Assumptions
As CMFO’s or financial professionals there is a basic level of usage of excel
This may act as a refresher for some advanced techniques or pique interest into pursuing further
Tools
Will be using
Google Forms Table creation
Power query tools
Pivot tables and charts
Allow for updating automatically saving you time

4. Example 1 Overtime Automated Reporting
This can be used for any updated reporting for governing body or others
Budget updates, monthly budget reporting to department heads, FEMA calculations, overtime weekly impacts
Cloud based data:
Google Forms, One drive, drop box or other prepared template file that can be imported
Should be prepared by CMFO and mandated for use by department heads
Cloud based input file
DPW or multiple department payroll sheet = ADP reports etc
Query through excel into database
Automated Pivot tables and charts refreshed upon data input

5. Link to existing file in cloud
Departments prepare overtime report
Can be merely downloaded from program such as ADP or form creation
Important to have in your source file as a table
Can be a single file or multiple files
Designated by YOU
Updated weekly or after major events
Google sheets, updating will be real time
Name, rate, overtime rate, hours, pay period

6. Google forms method Overtime entry form

7. Link to existing file in cloud
Using
Data  New QueryFrom File 
From Workbook
Click on your file sheet having data
Place into cell a1
CTRL+T put your data into table format
If its existing file merely click “Refresh all” no need to link new query

8. Link to existing file in cloud
Insert pivot table
Pay period on Rows
Department on Columns
Capable of drilling down
Specific employee
Percent by department
Actual cost per employee
FEMA uses will provide for
Accurate timely cut and
paste

9. Insert Pivot Table

10. Insert Pivot Table

11. Insert Pivot Table

12. Example 2 Cloud Based Data Reporting
Organizations that have field data entered
DPW, water utilities, zoning, assessments in the field etc
Ipad or mobile device based data entry into a cloud based software (Iworqs, Pubworks others, google forms)
Data can be downloaded directly or often exported from software in a csv file
If using google platform is real time
Cloud based input file
DPW or multiple department payroll sheet = ADP reports etc
Query through excel into database
Automated Pivot tables and charts refreshed upon data input

13. Example 2 Cloud Based Data Reporting
Raw Data Download
Field based supervisors with smart phones or tablets
Use cloud based work order and entry systems
Example is raw data from Mount Olive Township Morris County
They use Iworq system for public works and public buildings and grounds organizations

14. Example 2 Cloud Based Data Reporting
Raw Data Download
From cloud based system into csv file
2440 line items for 6 months
Same process as before
Cloud data
Raw Data Excel
Filter through Pivot

15. Example 2 Cloud Based Data Reporting

16. Example 3 Types of Open Source Data
More Open Source Data
SQL used for scripts, is widely used on the web
Azure marketplace data
Connect and download from data sources such as Lexis Nexis
oData Data Source
Microsoft creation for restful API’s
ODBC – Open data base connectivity
XML – Web based data
From
Access Microsoft tables
From Website
From Text (text files)

17. NYC Department of Finance Parking Violations Data
NYC Open Data
NYC Open Data
1500 Data sets updated for open source
Several ways to download
For this it was a csv for export

18. NYC Department of Finance Parking Violations Data
Added one column finding the day of week from the date =text(a2,”ddd””)

19. NYC Department of Finance Parking Violations Data
Quick Pivot Table
Tells quickly most summonses and fines are weekends
Wednesdays and Thursdays runner up
Staffing model then would indicate a drill down
Are there more parking agents on weekends?
Are there more free time activities on weekends giving rise to parking offenses?
Do we hire additional or transfer parking enforcement to weekends?
What is the ROI of such a move?

20. NYC Department of Finance Parking Violations Data
NYC Violations by County and Precinct

21. Web scrapers www.Import.Io

22. Add ons Wolfram Alpha
Takes your searches, returns data about subject and inserts into Google Sheets
Example is all about Gloucester County

23. Ability to Quickly Manage Large Data Sets
Cloud based
Into Pivot Tables or other data sets
Setup templates
Quickly produce reports that can be amended at a click for your reports
SAVE TIME!!!

24. Take Action!! Automate your reporting
Identify areas you can implement forms and receive instant data
Create a system whereby your stakeholders can receive these reports automatically
Sean P. Canning