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1 Table of Contents User Manual... 2 Florida s PK-20 Education Information Portal... 2 Navigating the Portal... 2 Tabs... 3 Accessible Site... 3 Helpful Resources... 4 State Level Tab... 4 District Level Tab... 5 School Level Tab... 5 Compare 5 Districts for 1 Year... 7 Compare 2 Districts for 5 years... 8 Build Your Own Table... 9 Adding Column/Row Categories...11 Hiding/Removing Categories...12 Exporting the Table...13 Build Your Own Graph...16 Adding Categories...19 Changing/Replacing Categories...20 Exporting the Graph Data...26 Printing to PDF Build Your Own Florida Map Contact information P a g e

2 USER MANUAL FLORIDA S PK-20 EDUCATION INFORMATION PORTAL The purpose of Florida s PK-20 Education Information Portal is to provide easy access to demographic data of interest to the various stakeholders the Florida Department of Education serves. To fully utilize the portal, it is recommended that users review the instructions in this guide. NAVIGATING THE PORTAL The portal will eventually host data in four education sectors: PK-12 Public Schools, Florida Colleges, Education Outcomes through the Florida Education and Training Placement Information Program (FETPIP) reporting section and Career & Adult Education. To view the sub portal for each education sector, click on one of the icons. To view available reports for a subject area, click on one of the links. 2 P a g e

3 Tabs The first screen for each topic provides an introduction for the subject area. The tabs at the top of the screen should be used to navigate the portal. They provide access to the introduction, state-, district- and school-level results, as well as district comparisons through Florida maps and access to single-year and multiple-year comparison options. There are also tabs for sections of the portal that allow users to build their own tables and graphs for analysis. State Graduation Rates by Subgroup Accessible Site In order to accommodate users with screen readers, there is an accessible version of the portal that contains all of the prepopulated data in table format. The accessible site, which is Section 508 compliant in accordance with the American s with Disabilities Act (ADA), is the first link in the navigation panel on the portal s homepage. Users who wish to review or use data in table format only may prefer using the accessible site. 3 P a g e

4 Helpful Resource A Quick Start Guide is also available to assist users in identifying the tools in the portal. STATE LEVEL TAB At the State Level, the user is able to view information in table or graph format, such as the following State Graduation Rates. When the drill down arrow is selected, all graphs will synchronize to values selected in the table. 4 P a g e

5 DISTRICT LEVEL TAB At the District Level, the user is able to view tables and graphs by selecting a district from the Table of Contents panel on the left. Once a district has been selected, the application tool automatically refreshes the page with data for that district. SCHOOL LEVEL TAB At the School Level, click on the plus symbol next to All Districts to expand the district list. Select a district available in the dropdown list and click View Report (located on the right side at either the top or bottom of the page). Answer the prompts below and click the View Report button to continue. 5 P a g e

6 Once the report launches, the user can click on the school name to view the results. To select a new school within a district, click Data > Refresh Data located above the Table of Contents panel on the left. Users will be able to access a different district and subsequently, the desired school and its independent results. State Level 6 P a g e

7 An important note about the School Level tab: The table for Race/Ethnicity categories is the default table that appears at the top of the screen. When the table generates data for each school, the categories (Gender, At-Risk, ELL Status, Disability Status and Economic Status) are automatically displayed in separate tables toward the bottom of the page. COMPARE 5 DISTRICTS FOR 1 YEAR This tab allows the comparison of up to five districts over a one-year period. To run the report, click on the plus symbol next to All Districts. Select the desired districts from the expanded list and move them to the box at the right using the arrow button. To remove a selection, click the X button. Click View Report when desired districts have been selected. 7 P a g e

8 The Table of Contents panel is used to select a different year for comparison, and new districts can be selected when the user clicks, Data > Refresh Data (refer to the example on page 6). COMPARE 2 DISTRICTS FOR 5 YEARS This tab allows the comparison of two districts over a five-year period. To run the report, click on the plus symbol next to All Districts. Select the desired districts from the expanded list and move them to the box at the right using the arrow button. To remove a selection, click the X button. Click View Report when desired districts have been selected. Results will be shown in table and graph format. To select new districts, click Data > Refresh Data on the top left of page. 8 P a g e

9 BUILD YOUR OWN TABLE In order to display desired data, a table can be modified to fit the user s needs. The Build Your Own Table tab is specifically designed to create/replicate a display of the information desired (in table format only). Options are provided to filter and/or export the data. Right-click the column heading at the top of the table. Select Filter and Rank. To filter the table by year, select Year on the Categories option box. For Type, select Filter to choose from available values. 9 P a g e

10 Move the desired year(s) into the Selected values box using the arrow function buttons, click OK. The table updates to show the applied filter for the years selected by the user. To remove the filters, Right click the graph or table and select filter and rank. In the categories list, select the dimension no longer needed and click No filter. Click OK, the data will refresh. 10 P a g e

11 Adding Column/Row Categories To add categories to the table, the user may select data requirements from the Section Data panel at the left and drag-and-drop them into the table. When dragging the item, the user will see a black line appear on either the column or row, depending on desired table placement or need. * Note: The example below shows placement of the item into the column. The category item is now located on the table in the selected column or row. * Note: The example below shows placement of the item into the column. 11 P a g e

12 * Note: The examples below show placement of the item into the row. Hiding/Removing Categories To remove a category from the table, right-click the table category, click X next to Hide. 12 P a g e

13 The table updates to show that the category has been removed. * Note: Depending on the user s desired results, categories may be dragged into columns or rows. If a category that contains many values is placed into the columns, the table size increases width-wise and the data may not be easy to see or read. In such cases, use the Hide option to remove the category from the columns and drag the category into the rows to create a table with a better output appearance. Exporting the Table To export the table, right-click anywhere on the table and select Export Table. Select the file type and click OK. *Note: The user may choose to export the table data into an Excel spreadsheet (either *.xlsx or *.xls) or into a Word document (*.doc). The XLSX Export option: 13 P a g e

14 In the new launch window, select the file type, and then click OK. Choose the option to Open the file. The XLS Export Option: 14 P a g e

15 In the new launch window, select the file type, and then click OK. Choose the option to Open the file. A new launch window will prompt the user to verify that the file is not corrupt; click Yes to continue. 15 P a g e

16 *Note: Save As options are Tab separated values (.tsv) to create a data file for Notepad, or Comma separated values (.csv) to create a data file for Excel. BUILD YOUR OWN GRAPH In order to display desired data, graphs can be modified to fit the user s needs. The Build Your Own Graph tab is specifically designed to create/replicate a display of the information desired (in graph format only). The user may add additional categories to the existing graph templates in order to display the desired representations of data. Right-click on the graph to display options to filter and/or export the data. By using the Filter Function, users can isolate specific data by categories. 16 P a g e

17 Select Filter and Rank. To filter the table by Congressional District, select Congressional District in the Categories option box. For Type, select Filter to choose from available values. Move the desired value(s) into the Selected values box using the arrow function buttons, click OK. 17 P a g e

18 A notation of applied filters will display above the graph. Drag Congressional District from the Section Data panel to replace ELL Status with the Congressional District category in the graph. The graph updates to show the Congressional Districts selected by the user. 18 P a g e

19 Adding Categories To add additional categories, drag a category from the Section Data panel on the left and drop it onto the +Add icon that appears on the graph. 19 P a g e

20 Changing/Replacing Categories To change or replace categories and graph types, drag a category from the Section Data panel on the left and drop it onto the desired axis when the black box appears on the graph. To modify the X or Y axis and other graph elements, right-click the graph and select Assign Data to launch the Data items panel. 20 P a g e

21 Use the drag-and-drop function to switch the axis elements, or highlight the desired item to be moved and click the Move Items button in the top right corner for other options. Click OK. The item once under the Horizontal Series heading is now located under the Vertical Series heading. 21 P a g e

22 The graph updates to display changes on the vertical and horizontal axes. To change the graph type, right-click anywhere on the graph and select Properties to launch the graph type display panel. Use the drop down arrow at the top to select the desired Graph type, click OK. 22 P a g e

23 The graph updates to display the graph type selected by the user. 23 P a g e

24 To modify tile charts, the Assign Data feature can also be applied. Use the drag-and-drop function to change the data items, or highlight the desired item to be moved and click the Move Items button in the top right corner for other options. Click OK. 24 P a g e

25 The tile chart updates to display changes made in the Data Items panel. 25 P a g e

26 Exporting the Graph Data To export the graph data, right click anywhere on the graph to view/select the option to Export Graph Data in the launch window, choose either Excel *.xlsx or *.xls, and click OK. The XLSX Export Option: Choose the option to open the file. The XLS Export Option: Choose the option to Open the file. Verify that the file is not corrupted - click Yes. When using the AutoSum function in Excel, make sure to include the entire range of data (first cell of data all the way down to the last cell of data). 26 P a g e

27 Printing to PDF There are options available to print the data generated in either table or graph format. The user can print one report or multiple reports at once. Printing one page: To print the current report as a PDF, click on the printer icon toward the top of the page. In the launched dialog window, click Print to PDF. After the document opens, click on the icon in the PDF to either Save or Print the PDF. 27 P a g e

28 To adjust the page layout prior to printing, click File and then select Page Setup. Options are provided to change the page Orientation, Margins, and to add Headers/Footers. When the updates desired have been selected, click OK. *Note: For the page numbers/content, specify 1, 2, 3; 1 of n, 2 of n; 1/n, 2/3, 3/n; or None. The user can also select page number alignment and placement. 28 P a g e

29 Printing Multiple Reports The user must navigate through various tabs and follow the steps outlined below in order to print multiple reports to PDF. 1. Navigate to the School Level Tab, select the district and click View Report. 2. Navigate to the Compare 5 Districts for 1 Year tab, select the districts, and click View Report. *Note: At least two districts must be selected. Even if you wish to print reports for a single district, two selections must be made in order for your report to be generated. 3. Navigate to the Compare 2 Districts for 5 Years tab, select the districts, and click View Report. *Note: At least two districts must be selected. Even if you wish to print reports for a single district, two selections must be made in order for your report to be generated. 4. Navigate to the District Level tab and click the print icon near the top of the page. Once the print window launches, select the Page(s) print range option. 29 P a g e

30 5. Select where the printed portion will begin using the first drop-down box. (To view all available reports for currents selections, the user should scroll to the bottom of the drop-down list.) 6. Select where the printed portion will end using the second drop-down box. (To view all available reports for currents selections, the user should scroll to the bottom of the drop-down list.) 30 P a g e

31 BUILD YOUR OWN FLORIDA MAP The Florida Map feature allows users to compare district results across different categories. Based on the results, the districts will appear in varying colors. Results are shown in a table underneath the map image and are also displayed when the user holds the mouse over a district on the map. The Florida Map is set to default to the main category for the education sector s topic, such as the Overall Graduation Rate. To select a different category, click the dropdown arrow located at the top left corner and select an available category. The map will update to show the selected category accordingly. 31 P a g e

32 CONTACT INFORMATION For further information about how to use the portal, please contact the Bureau of PK-20 Education Reporting and Accessibility at 32 P a g e