Excel Charts for LCAP. Marin County Office of Education February 2015
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1 Excel Charts for LCAP Marin County Office of Education February 2015
2 GOALS Data tables We ll learn how to use Excel to create a data table Ready made charts We ll learn how to download charts that already exist online Data Tables Ready- Made Charts Sources Charts We ll learn how to turn our data table into a chart or graph Data Sources We ll close the session with a discussion of where you can find the data you need. 2
3 Starting with the data DATA TABLES 3
4 Data Tables We have geared this workshop towards working with the data you may need to report out on during your Local Control and Accountability Plan Annual Update process. This workshop assumes the participants have had varying levels of exposure to excel and will therefore include some basic excel tips. Charting data to make it more comprehensible starts with a data set organized into a table. We will build some data tables and then learn how to create charts and graphs to visually communicate the information 4
5 Data Tables Open excel and you will be in a blank workbook named Book1 Begin by saving your file to the desktop you can then it to yourself at the close of the session using your web based . We will delete all files saved to the desktop once the session is over. Please save the file with your name and your district included in the filename. 5
6 Data Tables Add a footer to your file with the filepath and name 6
7 Data Tables Label your worksheet and date it Set up your column headers and row labels Format for readability Populate 7
8 Data Tables The Home tab provides formatting options to align information, add cell borders, set font style, size and effect, add colors, and set number styles Use the format painter to copy formats 8
9 Data Tables Label cell A7 Attendance rate Add a formula in cell B7 =B6/B5 and format as % Label cell A8 Target rate Enter your target rate Fill formula right [CTRL R] 9
10 Data Tables - Recap These basic principles of clearly labeling your data hold true no matter the data you are working with The clearer you are about when you created the data file and what it represents the better your life is Formatting your data promotes excel s intuition to automate charts Including the footer to the file will save you hours of reconstruction because you couldn t locate the file 10
11 Communicating with pictures LET S CHART IT! 11
12 Charts & Graphs Highlight your data table row and column labels included Go to the Insert tab. Select Charts. Select a chart. OK button 12
13 Charts & Graphs Et Voila! 13
14 Charts & Graphs Click anywhere on your chart to bring up the Chart Design and Format menus 14
15 Charts & Graphs Design Menu: Change Colors dropdown Quick Layout dropdown Add Chart Element dropdown 15
16 Charts & Graphs Add Chart Element dropdown Add legend Add axis titles Add Chart title Add data labels Add the data table Change axis options 16
17 Charts & Graphs Design Menu: Browse Chart styles Data dropdowns Switch Row/Column Select Data Change chart type Move chart 17
18 Charts & Graphs Select data Use this to change the data source very helpful when adding another year s data 18
19 Charts & Graphs Change Chart Type You can select different chart types for each series We used Clustered Column for Enrollment & Attendance Line for Attendance & Target rates on a secondary axis 19
20 Charts & Graphs Format menu Select the element you want to format from the tool bar menu OR from the format window that opens on the right 20
21 Charts & Graphs Format the data series Select the series you want to format Click to open the format window on the right side of the screen 21
22 Charts & Graphs Explore your options based on the series 22
23 Charts & Graphs Format menu Change the width of the gap between your data series 23
24 Charts & Graphs Change the scale on your axis 24
25 Charts & Graphs Change the coloring, line weight, line type etc. for line graphs Change fill color, outline color, fill pattern or texture for block graphs 25
26 Charts & Graphs Determine the axis to plot the series on Add special effects 26
27 Charts & Graphs Let s practice! LCAP metric All staff highly qualified or exemplary Qualified staff Non-credentialed staff Mis-assigned staff Data Source Latest SARC 27
28 Charts & Graphs Build your data table: Go to your district website and get the information from one or more of your SARC reports Highlight the data set 28
29 Charts & Graphs On the INSERT tab Click the arrow for the Charts menu Select the chart type Line with Markers Click OK Done! 29
30 Charts & Graphs Let s practice! LCAP metric x% of students will score proficient or advanced on assessments Data Source: Latest SARC Alternate: Ed-data.k12.ca.us 30
31 Charts & Graphs Build your data table: Retrieve the data from your SARC or Ed-data.k12.ca.us Determine your target rate Highlight the data set 31
32 Charts & Graphs On the INSERT tab Click the arrow for the Charts menu Select the chart type Clustered Column Click OK 32
33 Charts & Graphs Click on the chart From the Design menu, select Change Chart Type Change the series Target to a Line graph 33
34 Don t reinvent the wheel READY MADE CHARTS & GRAPHS 34
35 Ready-made Charts & Graphs Ed-data.org Select your district and get the data you need Clicking the arrow opens the array The copy icon will allow you to insert the image into whatever application you want Select the Excel X icon to download the data table and build your own chart Select the Save icon to save a jpeg of the chart Or share the graph in a host of media Watch the site new data sets coming soon 35
36 Ready-made Charts & Graphs DataQuest for Enrollment series: 36
37 Ready-made Charts & Graphs Select the time-series 37
38 Ready-made Charts & Graphs Insert to your application using Insert, Screenshot, Screen clipping 38
39 Screenshots Screenshots are your friend Great visual tool for s and PowerPoint presentations Works in all Office applications Insert\Screenshot\Screen Clipping 39
40 Ready-made Charts & Graphs Use Data bars and conditional formatting to highlight data quickly and easily without charting Other Recommendations Dist C Dist H Dist I Dist J Dist M Dist O Dist S Criteria #1 - Adheres to Template Section 1: Stakeholder Engagement 2 Section 2: Goals & Progress 4 Section 3: Actions, Services & Exp 6 Criteria #2 - Sufficient Expenditures 9 Criteria #3 Part 1 (Section 3C) 13 Criteria #3 Part 2 (Section 3D) 8 Highlight selection, use drop down to select Data Bar and choose color Color! Coloring the title header is an easy way to pull your data together Conditional formatting can be used to provide color Data bars provide a quick and easy way of highlighting a set of numbers 40
41 Ready-made Charts & Graphs Data tables can be made more user friendly without charting by using Conditional formatting Allows you to set conditions to highlight data and bring them to the forefront with formatting options Use drop down to select Highlight cell rules, Choose from pre-set options. or create custom formula at Manage Rules 41
42 DATASOURCES 42
43 Data Sources Marin County LCAP Metrics Student Information Systems Pupil Counts (SEIS, CalPADS etc.) QCC for budget, financial and HR data Budget, Interims, Unaudited Actuals (SACS) Your SARC reports published in February 2015 provide data for each of the State Priorities associated with the LCAP Where else do you maintain data in your district?
44 Data Source DataQuest has historical data for School Performance Test Scores Student Demographics Postsecondary Transition School Staffing Student Misconduct and Intervention California Healthy Kids Survey California School Climate Survey California School Climate Report Card School Quality Snapshot Subject Area Courses 44
45 Excel Tips Default View shows Average/Count/Sum Select an array of cells, then look at the lower right hand corner of your screen Quick method for double checking data entry
46 Keyboard Shortcuts Selecting Arrays Fill Navigation Control + Shift + Down - Control + End (to last cell) Control + Shift + Right - Control + Home (first cell) Control + Shift + End (add Fn key if in Windows 8) Carriage Return Control + D (to fill down) Alt + Enter Control + R (to fill right) Sum Alt +
47 THANK YOU!
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