plus ltd Reports- PIVOT Essentials # Quick Instructions- (ie Click On [CO]) Notes / screenshots Runs your PM data into Excel
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- Colleen Valerie Oliver
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1 # Quick Instructions- (ie Click On [CO]) Notes / screenshots 1. SIMS Reports Run Report +Focus Student find the Report: PM to PIVOT (date) E (May need to CO Enable Content button on a yellow Ribbon bar in Excel to get the data) Runs your PM data into Excel 2. INSERT (ribbon tab) Pivot Table (button) (Note: CO a cell somewhere in the data before you CO Pivot Table button- I usually CO Cell A2 ) 3. Check: Table Range includes all your data. Your Pivot Table opens in a new window. CO OK button Your Pivot Table appears-on new Excel Tab. 4. List of Provisions: Tick Provisions Provisions appears in Row Label Box A List of your School s Provisions appears. 5. Lists: Provisions by Year Group Tick Year & Provisions Click and Drag Year to be above Provisions in the Row Labels Box. 6. Lists: Provisions by Year with Pupil Names -who are accessing each Provision Tick Year & Provisions & Pupils Full Name Click and Drag to get correct order. Now you get the idea- the following are just Lists and Position in the Field Label Box Filters.. Page 1 of 6
2 7. Registration Group Provision Pupil Name You will see which children have Provision and which (those with Blank) have no provision recorded. 8. Registration Group Pupil Name Provision 9. Selecting Only Pupil Premium Pupils Use the Filter on Pupil Premium and Tick just True (Hover over Pupil Premium and the Filter Funnel with a Carrot Arrow appears. CO Carrot Arrow.) Untick F in the Filter Menu. (F=False & T=True- you want True for PP Pupils) Ensure Row Labels order looks like mine. 10. SEN Pupils Replace the Pupil Premium Filter with SEN Code. You can Filter by Action, Plus, and Statemented or all of them. Try EAL as well. 11. Have any PP or SEN children had NO Provision? THIS IS VERY IMPORTANT!! Hover over Provisions- CO Carrot Mark to bring up the Filter selection. Try Ticking and unticking Blank at the bottom of your Provision List. 12. You can create one PIVOT Table for PP Pupils. Then go back to your Sheet 1 raw data AND Insert PIVOT Table for SEN pupils. Rename your TABs as I have using Right Click Rename Page 2 of 6
3 Make your Lists Look Pretty 13. Use Pivot Table Tools Shaded pink at right of ribbon bar 14. Try: Pivot Table Tools Options (Ribbon Tab) Right Side of the Ribbon deselect: +/- Buttons Field Headers 15. Try: Pivot Table Tools Design (Ribbon Tab) Left Side of the Ribbon CO Report Layout Show in Tabular Form 16. Try: Subtotals Do Not Show Subtotals 17. Add shading. Use Pivot Table Styles- (right of design ribbon tab- Medium styles work well) Add your Title Add your own Column Headings. Hide unnecessary Columns. It could look something like this Page 3 of 6
4 plus ltd Create your Chart 18. Use Pivot Table Tools Shaded pink at right of ribbon bar 19. CO Options Pivot Chart (button to right on Ribbon Tab) 20. Insert Chart Window appears. CO Column Chart button at top left for your first go. CO OK bottom left of window. 21. Charts must have Numbers. Try dragging Provisions to the value box. This shows all PP Pupils throughout your school and how many Provisions each gets. 22. Replace Pupil Premium with SEN Code. Filter SEN Code (see 9 above) to get groups of SEN pupils and numbers of Provisions. 23. Swop Full Pupil Name with Provision to get numbers of SEN Pupils accessing each Provision. Page 4 of 6
5 Work with Goal Attainment Scaling (GAS) 24. SIMS exports your GAS scores as TEXT not numbers. (I know!) So the first action is to CONVERT the column of GAS scores to numbers. Changing the format to number format DOES NOT WORK. So in Excel 2010 or earlier try the below. NOTE: Excel 2013 will not do this as far as I can tell- it is a bug. I got around it by inserting another column in the raw data and typing each score into the new column. A nightmare- but possible. This led me to think- that producing GAS Evaluation Graphs would be a whole lot quicker if you added the scores directly to Excel- not into SIMS first.- if you were in a hurry. 25. CO all the cells in the Gas Score column. CO on O2, then on your keyboard hold down Shift and Ctrl Keys and keep pressing the down arrow until you get to the last Score. Press the up arrow if you go too far and it will take you back to the last score. 26. CO Formulas (Tab on Ribbon) Formula Auditing Error Checking (SIMS exports your GAS Scores as text- not numbers. So you need to convert them so Excel views them as numbers.) 27. The Error Checking window appears. CO Convert to Number button. AND KEEP CLICKING until you get to the bottom of the GAS Scores column. 28. Create your Pivot Table as in 2 above. Create a chart as in 20 above. And drag your Field Names into the boxes as pictured here. Page 5 of 6
6 29. Goto your Pivot Table worksheet and CO Data (Tab on Ribbon) Refresh Data button, if necessary. Now you should have lots of numbers. 30. Reduce the decimal points to 0. This gives you whole numbers. Home (tab) Decimal icons 31. CO carat mark to the right of Count of GAS (blue circle). Menu appears above. CO Value Field Settings (orange oval). 32. Value Field Settings window appears. CO Average This will now produce the average GAS score for each Provision by adding up the number of scores and dividing. Ie the impact for each Pupil is taken into account when Evaluating a provision in this way. Page 6 of 6
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