Survey Design, Distribution & Analysis Software. professional quest. Whitepaper Extracting Data into Microsoft Excel

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1 Survey Design, Distribution & Analysis Software professional quest Whitepaper Extracting Data into Microsoft Excel

2 WHITEPAPER Extracting Scoring Data into Microsoft Excel INTRODUCTION... 1 KEY FEATURES OF EXTRACTS... 1 CREATING AN EXTRACT... 2 GENERAL EXTRACT SETTINGS... 3 CREATING WORKSHEETS... 3 CREATING COLUMNS... 4 Editing Descriptive Columns... 5 Creating Calculated Columns... 6 CREATING ROWS... 6 Editing Header/Footer Rows... 7 Creating Row Groupings... 8 CELL CALCULATIONS... 9 Choosing a Cell Calculation... 9 Excluding small numbers of responses Setting color rules APPENDIX: SAMPLE EXTRACT... 12

3 Introduction This White Paper looks at how to create data extracts for scoring data that can be read in Microsoft Excel. These extracts feature full formatting (including fonts, borders and colors) and they implement Excel formulas where appropriate. Note The extracts created are saved as XML, and can only be opened by Microsoft Excel 2003 or later. Earlier versions of Excel did not have the ability to save and load worksheets in an XML format. Key Features of Scoring Sheet Extracts The extracts that can be created have the following specific features: Multiple worksheets can be created in a single spreadsheet. Each worksheet can have a different filter thus you could have a worksheet per department etc. Any single-selection range-of-values question may be included as a row in the extract Multiple questions may be grouped together into a single row grouping. They are shown together on the spreadsheet. Each calculated column in the spreadsheet effectively shows a calculation based upon a filtered set of data. For example, in the picture above, the 3 4 years column only calculates for responses where the length of employment was between 3 and 4 years. Each calculated cell in the extract is shown as a percentage. This percentage is based on one of the following (set under the Cells tab): Note All scores for the questions are returned to a percentage form (eg. A score of 4 in a 5 value ROV question = 80%) to ensure all questions can be compared with each other, even if they have a different number of values. Page 1

4 Creating an Extract An extract can be created by selecting New Scoring Sheet under the Excel Spreadsheet Extracts submenu of the Reports Menu. The New Extract Window will appear. Click the OK button. The Microsoft Excel Extract Window will appear. All settings for the extract will be entered into this window. Page 2

5 General Extract Settings The basic details for the extract are set up on the General Settings tab. The filename to use for the Excel file must be entered, together with the heading to show at the top of the spreadsheet. All fonts in the extract may also be changed, though to start off with, the defaults should be ok. Creating Worksheets An extract is made up of one or more Worksheets. These worksheets are set up from the Worksheet tab. Multiple worksheets are set up to show exactly the same spreadsheet data, but filtered in different ways. For example, the first worksheet could provide an overall view, while subsequent worksheets are filtered to only show data for a particular department etc. A worksheet can be added by pressing the New button. The Worksheet window will appear. Page 3

6 The worksheet name will appear as the name of the worksheet tab on the spreadsheet. A filter can be attached to the worksheet by pressing the Set Filter button. This filter can be thought of a global filter for all data in the worksheet. Tip It is recommended that you show your first worksheet as unfiltered (ie. no filter is entered) and then create subsequent worksheets with filters. This is particularly important if you choose to use color rules on multiple worksheets, and you want to base the rules on the overall mean and standard deviation for the survey, rather than the mean and standard deviation for the current (filtered) worksheet. We will see how this works later in this documentation. Creating Columns Each column in the extract must be set up. These columns are set up from the Columns tab. There are two types of columns within an extract as follows: Descriptive Columns These are the left-most columns that describe each row in the spreadsheet. They contain details such as the question group name, and the question text for each question. Descriptive column settings are stored in the first item in the columns listing. Page 4

7 Calculated Columns These columns contain the actual data in the extract. They are generally based on either a question or a saved filter set. Editing Descriptive Columns Descriptive columns can be edited by double-clicking on the first item in the columns list (called Descriptive Columns ). The Descriptive Columns Window will appear. Page 5

8 Creating Calculated Columns You may enter one or more calculated columns in the extract. These columns have a description, and a series of column items as shown in the example below. To set up a calculated column, click the New button. The Calculated Column Window will appear. Set up the calculated columns by entering the description, the width for each individual column (the default of 5 is ok if you show the column items vertically) and the basis for the group of columns (either a question, or a filter set). Creating Rows Row groups are set up in the extract. Each group contains one or more questions. These rows are set up from the Rows tab. Page 6

9 Editing Header/Footer Rows Header and footer rows can be edited by double-clicking on the first item in the rows list (called Header/Footer Rows ). The Descriptive Columns Window will appear. The basic components of header rows are shown below. Note that the row height is important when using vertical column items: The footer rows that you can show appear at the bottom of the extract as follows: Page 7

10 Creating Row Groupings You may enter one or more row groupings in the extract. Each grouping can contain one or more rows. Once created, the groupings will look similar to the following: To set up a row grouping, click the New button. The Row Grouping Window will appear. Set up the row groupings by entering the grouping title, selecting the questions to include in the group, and optionally choosing to include an overall average. Page 8

11 Cell Calculations The calculation and format of each cell in the extract is determined by the settings in the Cells tab. Choosing a Cell Calculation There are two types of calculations that can be performed in a particular cell. in an extract as follows: The average of all the responses that have been entered for the question that a cell relates to is calculated, and shown as a percentage. Average Score Example Let s assume we have a cell in the extract for a range-of-values question that have 5 values, and the values that have been entered are: 3,2,3,4,4,5 The average = ( )/6 = 3.5 The average score is always expressed as a percentage (so that questions with different numbers of value items can be directly compared, therefore the cell would show: 3.5 / 5 = 70% Page 9

12 This calculation is usually used to show the number of positive or negative responses. We are looking to determine how many responses fall between two values. Once again, the actual values we are looking for are expressed as percentages, so that the number of value items in different questions vary, the appropriate scores can still be found. Percentage of Responses between two scores Example Let s assume we have a cell in the extract for a range-of-values question that have 5 values, and the values that have been entered are: 3,2,3,4,4,5 If we wanted to determine the percentage of responses that scored 4 out of 5 and above, we could leave the default values of between 75% and 100% (since 4 out of 5 = 80%, and 3 out of 5 = 60%) Three of the six numbers are 4 or 5, therefore the cell would show: 3 / 6 = 50% Excluding small numbers of responses Each column in the extract is effectively a filtered subset of the entire number of responses. Therefore there may be some columns that have only a small number of applicable responses. You can exclude these columns by setting the minimum number of responses that need to exist in a column for the column to be calculated. The settings are as follows: Page 10

13 Setting color rules Up to three color rules can be set for calculated cells. A color rule can be added by pressing the New button. The Cell Color Rule window will appear. Each color rule is based on a percentage range for the calculated cell. If the percentage in the cell falls within this range, the cell will be set to the color described in the color rule. The upper and lower values of the color rule will be based on one of the following: 1. A specific percentage (you enter the values) 2. The mean of all percentages in the total column of the extract 3. The mean of all percentages in the total column of the extract ± the standard deviation of these percentages. The mean and standard deviation figures are calculated on the extract itself using standard Excel formulas. If you have multiple worksheets, you can optionally indicate on the Cell tab that the mean and standard deviation calculations should always be based on the first worksheet. This makes it possible, for example, to have unfiltered, survey-wide data on the first worksheet, and then have subsequent worksheets based upon specific departments, regions etc., but base the colors of cells in a particular region or department on the mean and standard deviation of the whole survey. Therefore the colors used in each worksheet are comparable, because they are based on the same numbers. You may also choose to show a legend at the bottom of each worksheet that clearly indicates what scores are being used for the color rules. Page 11

14 Appendix: Sample Extract Below is an example of a standard extract. Page 12

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