Service Line Export and Pivot Table Report (Windows Excel 2010)

Transcription

1 Service Line Export and Pivot Table Report (Windows Excel 2010) In this tutorial, we will take the Service Lines of the Active Students only and only the most recent record to take a snapshot look at approximate services being provided as of today. We will start by completing an export from WebKIDSS. From the Main Menu. We will use the General Fields Download (export) IEP Service Line Fields option. We are taken to the Select Students screen. In this example as we are looking at services provided as of today we are going to choose Active Students Only.

2 After we select the students we wish to include in the download we are taken to the Export screen. Here we can choose the fields we wish to include in the export of data. Recommended Minimum Export Order Once you build your Export click the Save Export Order button to use in future downloads. Once you have saved your Export Order you will choose to Use most recent IEP record, and then click Download Students.

3 After you click Download, your WebKIDSS program will process the request. This can range from seconds to minutes depending on how many students are included and how many service lines are in the database. Depending on browser settings, you may be asked if you want to Open or Save the text file. You may also just be presented with an open text file with the data. Choose to Save the File. If you are presented with an opened text File, Choose File.Save and save the file in a location where you can locate it later. Open Microsoft Excel. From the Data tab in the Get External Data section choose the Text option. You will be given a pop up window to search for the text file we just downloaded. Choose the file (it is most likely named serviceline_fields.txt unless you renamed it when you saved it.

4 Once you ve chosen the.txt file you will be given the Text Import Wizard. It should default to Delimited. If not change it. Then click Next. It should recognize that it is a Tab delimited file. If not you will need to mark Tab. Once you have done so click Next. You should see your data begin to be separated into columns in the preview pane.

5 You do not need to change anything in Step 3. Click the Finished button. You then have the option where to Import the data to. It will default to the cell you had selected when you clicked to import the data. Click OK. Your data should appear in the columns you had selected in the download order. The header row (Row 1) comes in as the title of the fields selected. In the above image the column headers have been renamed from their export to a simpler name. This will assist us later in Building our pivot tables.

6 We cannot simply look at the total of minutes without accounting for the occurrences each week (this example does not account for monthly, quarterly, annual services). We will insert a column to the right of the days column. Close-up Example: We will then title the column MPW (for minutes per week). In the column we inserted and titled, in the first row available, we will insert a simple calculation. =F2 * G2 The F2 is representative of the column where minutes are stored. This may not be F2 in your data. The G2 is representative of the Days in your data. Press the Enter button. Once you move off the cell you will see the calculation instead of the formula. Copy the cell with the formula in it and paste it all the way down the column. This can be done by copying the formula, then selecting the empty cells and pasting the formula.

7 Once you have copied the formula into the empty cells of the MPW column moved your cursor back to cell A1. On the Insert tab, under the Analysis section you will see PivotTable. Click on this button. It will attempt to select your data. Make sure all of your data is included. Then click Ok. In the Pivot Table Builder pane there is a listing of Field Names. Add by marking the checkbox, MPW, LEA, Bldg, Provider, and Setting.

8 In the bottom of the Pivot Table Builder box, move the fields (click and drag) them to the shown areas. If you do not see Sum of MPW when you move MPW to the Values area click the i button and you can change it from Count to Sum.

9 Once you ve moved your data into the appropriate areas you should see something similar to this. Remember, we have different data so it will look slightly different. It is sorted by the three rows we have identified LEA then Building then by provider. The columns have been sorted by Setting and the numbers are the minutes per week calculated from the service lines and sorted into settings. If we wish to Filter our report and look at one LEA at a time we can move the LEA field to the Report Filter Area. This will allow us to choose one or multiple LEAs. See next page.

10 By moving the LEA to the Filter we are now seeing our data sorted by Building then by provider. The LEA has been moved to the top of the report. By clicking on the All dropdown we can choose a single LEA or multiple ones. Similarly, we can choose to Filter our report with either the Row Label dropdown or Column Label dropdown. Here we see the options for filtering based on the rows we have in place. Filtering the columns in our pivot table.

11 Choosing C and G and not marking the others our data is filtered out to only include the minutes that are provided in the C and G settings.

12 In the Pivot Table Builder we will switch the order (click and drag) of the Row Labels, putting the sort by Provider then by Building. This gives us the data sorted by provider and then by the Buildings the serve minutes in (a better look for related services provided in multiple buildings).

13 TIP Double clicking on any of the minutes shown will open a new sheet with the data that is included in its calculation Example Drill Down Info