1. HOW to Utilize your Grad Reports
October 30, 2018
Educational Operating Committee

2. ACCESSING the Grad Reports through the Data Collector

3. Grad Reports Can be accessed through the Data Collector under Data Set G
If you do not have access to the data collector you will need to contact your EMIS Coordinator in order to have these reports sent to you
Here is a link to the website which can also be accessed through our homepage:

4. Select the Collection Requests Tab
Select Data Set G in the Data Set Field
Under the Graduation Collection (FY18) select Level 2 Reports

5. Make sure your district IRN is in the “LEA IRN” field and the Collection Request field is set to FY18-G-Graduate (*These fields should automatically default to the correct settings)
Click Show Reports

6. All of your Grad Reports should populate
All of your Grad Reports should populate. For the purpose of this demonstration we will only focus on the (GRAD-418_ 2018 – Grad Cohort – 4th Year Status.

7. The file will populate at the bottom of the screen as a csv file.
You will need to double click the file at the bottom of the screen to open the csv.
**Make sure your pop-ups are not blocked.**

8. Formatting your Grad Files into Easy to Read Charts

9. INSERTING PIVOT TABLES

10. INSERTING PIVOT TABLES cont.

11. INSERTING PIVOT TABLES cont.

12. INSERTING PIVOT TABLES
A blank pivot table will appear on a new worksheet (tab) in your excel file
Click inside the pivot table area and the pivot table field list will populate on the right side of the excel worksheet

13. Formatting PIVOT TABLES
Your pivot table field should show a list of your column titles and four fields to populate which include:
1. Filters
2. Columns
3. Rows
4. Values

14. Formatting PIVOT TABLES cont.
If your SSID box is not set to “Count of SSID” after you have dragged it to the Values field, you will need to follow the steps on the next slide to change your value settings

15. Formatting PIVOT TABLES cont.
Click on black down arrow on the “Count of SSID” box and follow steps 1 and 2.

16. Formatting PIVOT TABLES cont.
Set your filters and rows by following steps 1 and 2 below

17. Formatting PIVOT TABLES cont.
Follow steps 1 and 2 to filter your students included in the graduation cohort count.
Your pivot table fields should mirror the pivot table in step 3

18. Formatting PIVOT TABLES cont.
HELPFUL HINT: You can double click on the numbers in the Count of SSID column to verify all of your students in that category.

19. Creating Pie Charts for Grad Reports

20. CREATING PIE CHARTS
Now that we have formatted our pivot tables, we are ready to create the graph! Follow steps 1 and 2 to begin.

21. CREATING PIE CHARTS cont.

22. CREATING PIE CHARTS cont.
Click on the pie chart to display the editing options.

23. CREATING PIE CHARTS cont.
Check the box next to all of the fields listed including:
1. Chart Title
2. Data Labels
3. Legend

24. CREATING PIE CHARTS cont.

25. CREATING PIE CHARTS cont.
Once you click the percentages box, as outlined in Step 1, the percentages will appear on your pie chart
The Y percentage is your graduation rate

26. CREATING PIE CHARTS cont.
You can change the title and format however you like
Congratulations! You just mastered pivot tables and Pie Charts!