Skyward Data to Excel

Transcription

1 Skyward Data to Excel 2018 TSUG Sue Pike Deer Park ISD

2 Skyward Data to Excel Some basic data mining reports that I send to Excel include: ---checking the Advanced and Retained fields ---making sure the grad year fields match for 8 th grade and below ---checking the Default Entity field ---checking the TX Honor Roll field at the junior highs Excel thought ---auto-size the columns and use the Filter option 2

3 CY and NY fields I monitor these fields constantly during the spring semester to make sure that the NY status field reflects the correct next year status for that student at that entity. The excel thought is multiple filters 3

4 Replace All feature in Excel 4

5 Running a check against the Advisor field and Homeroom field.compared to the Schedule is a useful report that uses the SORTing feature Run the data mining report using the excel button sort the file by CY Teacher and then by Advisor field Then scroll down the report to make sure those chunks of names match 5

6 Sorting information by CELL COLOR 6

7 You can also FILTER BY COLOR Similar to the Sort By Color idea but it uses the Filter feature instead Which one to use will depend on how you need to see your data at the end 7

8 Another data check task that I look at is the School field I check the school field for incorrect 8

9 Using the FILTER option this time would give too many unique possibilities to find the wrong extensions that need to be fixed Instead we want to split that school column into two parts.the info before sign and the info after sign Now you can use the FILTER option to look for any incorrect extensions 9

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11 I also use Text to Columns when the schools give me their Placed list at the end of the year They tend to give me their list in the format of FN LN and the list usually seems to be NOT alphabetized So I use the feature of Text to Columns.splitting on the space Notice that some of the names are in ALL CAPS. You can use the Formula of PROPER to change those name to Proper (Title) Case instead 11

12 Besides using Data Mining, you can also export any information screen in Skyward. One of the screens that I export frequently is the Course Master Our Alternative High School keeps me busy with their Course File they are a mixture of Year and Semester courses mixture of old gpa courses and new gpa courses and they add courses throughout the year. So I monitor the course fields frequently throughout the year To do this, I export the Course Master I use the excel FILTERS to compare and check fields In addition.i use a formula to isolate the last character of our Course Number. That last character of our course number has meaning as to what type of course it is.so what gpa set should be attached I use the formula - MID Then do a FILL DOWN on the formula Click on the cell that you want to copy Scroll down so that column area is highlighted Then Ctrl + D to fill that information from the top cell all the way to the bottom cell of your highlighted section 12

13 Course Number and Curriculum Key You can also use Excel to help you compare the Course Number and the Curriculum Key Export the Course Master screen Delete all the other columns leaving the 3 shown below Enter the EXACT formula in the inserted column between the Course Number and Curriculum Key If the Course Number and Curriculum Key are the same..the formula result will be TRUE If the Course Number and Curriculum Key are different..the formula result will be FALSE 13

14 After you have filled down the formula in that column, use the FILTER option to find the false entries 14

15 I also export the SECTION MASTER ---this is an easy way to give our Admin a class count per teacher and course during Staffing season. Delete the extra columns that you do not need and you have a nice report!! ---I also use the Section Master when I need to get a quick list to figure out the new teachers for Naviance I export the section master and then delete all of the columns except the teacher names But I only want the teacher name to be listed once So I need to remove the duplicates The REMOVE DUPLICATES feature is found on the Data ribbon 15

16 When you REMOVE DUPLICATES in a file with multiple columns.. There are 3 columns of data in your file,,,,but if you only check the FIRST field, that is the ONLY column of data that will be looked at for duplicates. So the other columns will be ignored. The values in the Teacher column will only show once. Again there are 3 columns of data in your file,,,,but if you check the FIRST and SECOND fields, excel will look at those two columns together. In the example shown, Mary Adams teaches both Math and Science. So there will be two lines that remain for her..one for the Mary Adams + Math combo, and one for the Mary Adams + Science combo. 16

17 But what if you want to FIND the DUPLICATES On the HOME ribbon is a CONDITIONAL FORMATTING button Highlight your column of data. Click on the Conditional Formatting button. Choose the Highlight Cells Rules Then choose Duplicate Values Select how you want the duplicate values to be highlighted Finally..SORT your column of data to float the COLORED CELLS to the TOP 17

18 Another screen that I export frequently is the Class History screen This is how I recommend our registrars to spot check the manual gpa checks **Make sure you export the Class History screen as a CSV file..otherwise the excel info will not participate in the summation formula 18

19 I also use the Class History screen export to work with one of the end of year awards at our Junior Highs Compare the yearly average from 6 th and 7 th and 8 th grade (end of year scholar athlete) **Make sure you export the Class History screen as a CSV file..otherwise the excel info will not participate in the summation formula 19

20 Converting pdf reports to Excel is another useful data to Excel tip The Student Rank report is a good report to use for this When our registrars distribute official rank information, they do this via business cards with the student s rank and gpa information. I convert the Student Rank pdf to Excel and then use a mail merge to the business card template to create these. To convert a pdf to excel..move to your Print Queue Highlight the report after it has completed Click the button titled Convert to Excel There are a couple Excel thoughts going on here Because I am going to use the Excel file for a mail merge..i need to insert a header I want to change the format of the name to FN MN LN.so I am going to split the name on the comma I also need to deal with the gpa number so it mail merges correctly 20

21 To split the name on the comma.. Highlight the name column and then go the Data ribbon and select the Text to Columns option I have inserted a blank column after the student name so the first name has a spot to land Highlight this column since this is the column of data to split Insert a column so the Text to Column data has a spot to land 21

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23 Now when you get to the Mail Merge part, for some reason the gpa decimal number becomes a repeating number So go back to your Excel file. In your excel file. Edit the first ten (or so) gpa numbers by inserting an apostrophe at the beginning of the number ---you will see the green tick show on the cells where you have done this Save the file and select the recipients again for the mail merge Not only does that fix the students you touched manually..it fixes all of the students down the list!! 23

24 I use the Text to Columns feature when our campuses are pulling Texas Honor Roll lists. Rather than having the certificate display the student s name as LN, FN..using the Text to Column feature in excel allows you to change the name format to FN LN The Texas Honor Roll report does not offer any other name format other than LN, FN So convert the report to excel and then use the Text to Columns feature Convert to Excel Then use the Text to Column feature (split on the comma) 24

25 Failing Credit Override grade utility The Failing Credit Override (Dot Grade) utility is another report that I use the Convert to Excel and then Filter in Excel After the pdf is generated, then I convert that report to Excel Then turn on the Filter icon to keep all of the matches to see what information was changed I also use the Filter list to see if there are any other Exception Reasons that need to be investigated 25

26 Another spot that I use student data in Excel format is under the Course by Course report The menu path is: Office Current Scheduling Build Course Master Reports Course Report by Course I use this to check the course master fields that are not displayed on the Course Master screen.such as the Texas course fields.such as the FTG field for Fitness Grams Add/Create your report template. Entering any specific low/high information needed for your report. Then.under the REPORT FORMAT area..select the LAST OPTION of USER-DEFINED COURSE REPORT Then click the USER DEF button 26

27 The Fitness Gram file works off of the Course Group field The picture below shows the many fields that you can include on your report Because I am wanting to look at Course Group field.i have selected that as one of my fields to include **Note the option at the top..export REPORT TO EXCEL Since I have this option checked.the report will open in Excel rather than as a PDF 27

28 To include the Teacher Name.I just have to select that option from the right column containing the Class and Class Meet fields 28

29 During the summer scheduling time.a campus wanted to see what the students had during 6 th period if they had 5 th period with a specific teacher. The scheduling report for combos would not give you a specific 5 th period course/section with any 6 th period class So we had to go to Data Mining Ranges..period 5 to 6 Format..show on one line (schedule line = 2) Sort..sorted on period so all period 5 classes are in the left column and all period 6 classes are in the right column Then did our work in Excel using Filters 29

30 Using this same idea.the week before school I run the Data Mining report below to check All Period classes, periods 1 st 7 th Format.show on one line (schedule line = 7) Sort.sorted on period so all student classes are in order 1 st period through 7 th period Therefore.If everything is correct.all of the 1 st period column should contain a 1 and no other number. Then the 2 nd period column should contain a 2 and the 3 rd period column should contain a 3 and so on and so on The first period column should contain all 1 s to reflect every students First Period Using the FILTER feature will show you the different values in that column We find that the PERIOD 1 column contains 2 s and 3 s..meaning that Students are missing a first period class 30

31 Another way to extract data from Data Mining is to use the EXPORT TO FILE feature I use this feature when I need to maintain the leading zero of birthdates This exports the data as a text file so you can then use the Excel wizard to open this in Excel Depending on your Skyward Preferences settings.this may not be an issue for you If you have the xlsx option chosen.your leading zeros should hold when you pull birthdates Note of Caution..if you change this to xlsx, this will change the default of your Data Mining reports. Question..do you have any Data Mining reports that auto-run for any of your interfaces.and need to be in the csv format? If yes..do not make this change!) 31

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34 Then you will need to do a File Save As and save the file as an Excel file You may see a green indicator in the upper left corner showing that the cell is a TEXT field You can also force a cell to be formatted as a text field..start the entry of info with an APOSTROPHE The examples below show the difference of starting a field with an apostrophe and not starting with an apostrophe Data entered WITH a leading apostrophe Same data but entered WITHOUT a leading apostrophe 34

35 Student Browse screen I use the Student Browse screen to find the students who were not in the district last year. Depending on how I use the data, I either export this to Excel or use the Processing List button The data list is generated using the funnel setup pictured below.. Excel is NOT always your best option leaver report and First Day Rosters are best as a pdf -----sorts with page breaks are not honored when you print to Excel Student Assignment report..check the out of field Then depending on how I am going to use the data.i either EXPORT TO EXCEL or use the CREATE PROCESSING LIST button Create Processing List button Export to Excel button 35

36 Another example of exporting a window to Excel is the Scheduled Tasks screen During the summer I export the Scheduled Tasks window so I can review that RESULTS TO column What staff do I need to update remove names, add names, update changed names Ctrl + F will put Excel into Find and Replace mode The Find All button will show all the cells where that data exists Then you can use the Find Next button to easily move through the list to see which Scheduled Tasks need to be updated. 36

37 Print ADDRESS LABELS ONE Page per HOMEROOM Teacher Each July, one of my elementary principals asks me to print Address Labels so the Homeroom Teachers can send home a Welcome to My Class notecard The following shows my strategy to get just those students on one label sheet The labels end up looking as such..the Teacher Name prints on the top row of labels and only her students print on one sheet. So the principal can hand a sheet of labels to each teacher. So this shows the end product. The next page shows how I set up the Excel file 37

38 I sort the original Excel file by Grade and then by Teacher But if I stopped there..the classes would print across the page breaks So in an unused column on the right..i put in the numbers 1-30 for the thirty labels on a label sheet I then insert cells and shift the cells down so the first line of student names is on line 4 for each class Finally, on line 3 of each group..i type in the teacher name and the grade level -----columns A through D are the only columns of information that I print.so I put that in columns C and D 38

39 PASTE SPECIAL -- VALUE You do not want to use Ctrl + V.because this is just a simple Paste You want to get to the Paste Special area Right click on the cell where you want to paste and select the Paste Special line ---you can either click on the phrase Paste Special to bring up the choices in a box or if you know which icon you need.you can click on one of the Paste Special icons 39

40 Transpose --- change a row of data to a column of data I needed this when I was copying a list of names/ addresses into Excel When you paste this list.they all end up in one cell So I had to first use the Text to Columns to put each name into its own cell Once each name is in its own cell (row) Highlight and copy that row Then click in the cell where you want the column of data to start Choose the TRANSPOSE option from the Paste selections 40

41 Fit to 1 page when you print an Excel file Sometimes your columns/rows just fall beyond 1 page.width and length Rather than trying to manipulate the columns and rows to fit on fewer pages..you can use the Fit to feature Move to the PAGE SETUP screen Select the option of FIT TO: SCALING is also on the Print window 41

42 The picture below shows some go to changes that I make whenever I create an Excel file Page Breaks How to Insert Page Breaks 42

43 Print your Header Row on Every Page 43

44 Excel and your Icon Tray Right click the excel icon in your tray You can open a recent file Also.if you Right Click the Excel icon in your tray and click the Excel line, you will open a new and additional instance of Excel so you can have 2 Excel windows open side by side. 44

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48 Excel Thoughts Auto Size the columns Filters (count is shown in bottom left corner) Ctrl + C (copy) Ctrl + V (paste) Ctrl + H (replace) Ctrl + D (Fill Down) Ctrl + Y (repeat your last action.. do it again ) Text to Columns Sort on Cell color Text fields inserting an apostrophe before a string of numbers/letters will make that string act as a text field MID formula Paste Special Value EXACT formula Remove Duplicates Sumation Lower formula to change text to all lower case Upper formula to change text to all upper case Proper formula to change text to title case..first letter capitalized and the rest of the word is lower case 48

49 Feel free to contact me if you have any questions or would like additional information: Sue Pike Director of Information Services Deer Park ISD