Creating Charts and Graphs to Visualize and Trend Your Business Metrics Richard Iriye, RPh Kathy Costello, RN Kelly Britt, RPh Learning to Build an Impressive Business Report using Content, Design, Format, Charts, and Visual Aids Key Attributes in a Business Report: 1. Content 2. Format; Readability and Legibility 3. Design 4. Visual Aids 2 Content; Write for Readability! Encarta Dictionary: read.a.bil.i.ty (noun) a measure of the ease with which a passage or text may be read Concise content; verbose is verboden (German for forbidden) Content should be in logical/chronological order Be consistent in use of: terminology, names, acronyms, etc. Shorter sentences; small(er) words = reader retention People scan-read missing up to 50% of the content On-screen reading is the worst and includes; presentation slides, emails, text messages. Write with scan-reading in mind 3 2015 NHIA Annual 1
Format; for Flow and Legibility! Encarta Dictionary: leg.i.ble (adjective) Margins: clear enough to be read Use normal margins, not too small and not too larger, one-half inch for all sides will keep the text line length easy to read and comprehend Font Style (typeface): Two styles of fonts: Serif and San Serif Serif fonts are better for legibility; due to the small tags/tips on the end of the letters helping to guide the eye during reading: Times Roman, Garamond, Palatino S 4 Format; for Flow and Legibility! Font Style (typeface) continued: San Serif fonts are without the small tags/tips on the end of the letters: Calibri, Helvetica, Arial Font enhancements add design: bold, italic, underline, CAPS, SMALL CAPS Use Headers, Footers and Page Numbers for report organization and easy page reference Bullet Points and Numbering S 5 Format; Begin with an Outline Determine what the business partner NEEDS to know Develop an outline using in a logical order; following a logical thought process Use subheadings to highlight key topics Use data, statistics, case studies and quotes to support the content (site the source if required). Homer: "Oh people can come up with statistics to prove anything. In fact, 40% of all people know that." 6 2015 NHIA Annual 2
Design and Visual Aids Use Color, Color, Color, and More Color to: 1. Help connect the content dots with color coordination 2. Add areas of emphasis to content that is paramount 3. Create pizzazz, flare, fun, and help to keep the reader reading! Use charts, graphics, photos (use only Royalty-Free images if pulling from the internet) FYI: Royalty-Free means you do not have to pay a royalty fee to use the image. Typically an image you have to pay for will have a watermark or logo stamped over it. 7 Creating Charts in Excel; A Column Chart Open a New Excel File and Enter the Data Below: Patients by Therapy JULY AUGUST SEPTEMBER TPN 5 8 9 ENT 3 5 5 INO 10 18 12 IVIG 23 20 8 AB 12 7 4 8 Creating Charts in Excel; Patients by Therapy Right Click and Hold the Mouse Button Down Drag From the Top Left Corner to the Bottom Right Corner, Highlighting the text (do not include the title in the red box, it is for reference only) 9 2015 NHIA Annual 3
Creating Charts in Excel; Patients by Therapy Right Click the Insert tab Click on Column Move Down and Click on 2-D Column 10 Creating Charts in Excel; Patients by Therapy A Column Chart will appear Don t worry about the color of the columns right now 11 Creating Charts in Excel; Patients by Therapy Right Click on the Column Chart to activate the chart You can tell the Chart is activated by the two-line outline around the chart Right Click on the Layout tab 12 2015 NHIA Annual 4
Different Chart Design/Layout Options These 7 Option Buttons are used to make design/layout changes to the chart Today we will be using 1 through 5 1 2 3 4 5 6 7 13 Adding a Title to the Chart; Patients by Therapy Right Click on Chart Title and scroll down to Above Chart and Click Click inside the text box and type the title 14 Placing the Axis Titles for Better Readability The Vertical or Y Axis Right Click inside the Chart Axis box, scroll down to Primary Vertical Axis Title, move to the right, then down to Horizontal Title and Click The verbiage below Horizontal Title describes the style of the Axis Title with an icon picture to the left 15 2015 NHIA Annual 5
Placing Labels for Better Readability The Chart will automatically resize, and the Axis Title will appear Right Click on the Legend button and move the Legend underneath the Chart Title as pictured below 16 Save Excel File as: Patient by Therapy 17 Creating Charts in Excel; A Pie Chart Open a new Excel File, Enter the Data Below and apply what you have learned so far Therapy Distribution TPN 15 ENT 18 INO 10 IVIG 23 AB 12 18 2015 NHIA Annual 6
Creating Charts in Excel; Therapy Distribution Right Click and Hold the Mouse Button Down Drag From the Top Left Corner to the Bottom Right Corner, Highlighting the text (do not include the Chart Title, it is for reference only) 19 Creating Charts in Excel; Patients by Therapy Right Click the Insert tab (not showing) Click on Pie Move Down and Click on 3-D Pie 20 Creating Charts in Excel; Patients by Therapy A Pie Chart will appear Don t worry about the color in the Pie sections right now 21 2015 NHIA Annual 7
Adding a Title to the Pie Chart; Therapy Distribution Add the Pie Title and move the Legend as seen below 22 Adding Data Labels to the Pie Chart; Easy as Pie! Right Click on Data Labels and scroll down to More Data Label Options and Click Under Label Options Click on the box titled Percentage and click off any others Under Label Position, Click Center 23 Adding Data Labels to the Pie Chart; Easy as Pie! Right Click on Data Labels and scroll down to More Data Label Options and Click Under Label Options Click on the box titled Percentage and click off any others Under Label Position, Click Center 24 2015 NHIA Annual 8
Adding Data Labels to the Pie Chart; Easy as Pie! In the Left Column, Right Click on Number, Click Percentage, then change the Decimal places to 1. The Format Code below will automatically change, Click close 25 Presto! Does Yours Look Like This? The Pie percentages will automatically appear 26 Save Excel File as: Therapy Distribution 27 2015 NHIA Annual 9
Do The Next Two on Your Own! Comparison Bar Chart In a new Excel file, enter the following data: Quality Measurement Actual Standard Rehospitalization 4 8 Line Infection 1 2 Hints: Highlight text, Click on layout tab, Chart Title and Vertical Axis 28 Create this Comparison Bar Chart 0.90% Quality Measurement 0.80% 0.70% 0.60% Percentage of Error 0.50% 0.40% Actual Standard 0.30% 0.20% 0.10% 0.00% Rehospitalization Line Infection 29 Save Excel File as: Quality Measurement 30 2015 NHIA Annual 10
Number Two Top 3 Dispenses by Month Chart Last one, use what you know! Top 3 Dispenses for by Month AB IVIG ENT July 135 210 128 August 214 82 123 Sept 83 129 114 Hints: 3-d bar chart 31 Make it Look Like This! Top 3 Dispenses by Month July August Sept ENT 128 123 114 IVIG 210 82 129 AB 135 214 83 0 50 100 150 200 250 300 350 400 450 32 Save Excel File as: Top 3 Dispenses by Month 33 2015 NHIA Annual 11
Putting it all Together; Applying what you learned Content Format; Readability and Legibility Design Visual Aids Excel Data in Charts UP NEXT: Formatting a Word document into a Business Report 34 Open the Word File Titled: Business Report Raw 35 Getting down to Business Click on the Home tab from the Main Menu bar Using the cursor, highlight all the text Click on the Format Erase button to remove all formatting/text inconsistencies FYI: Using the best keep secret in Word the Back Button 36 2015 NHIA Annual 12
Choosing a Color Theme Click on the Page Layout tab from the Main Menu Bar Then, Click on the Themes tab at the far left of the Menu Bar and choose a Color Theme (Office) FYI: Using a Color Theme will keep your document and automatically change the colors of the Excel Charts you created to be consistent and coordinated 37 Setting the Headers and Footers Click on the Insert tab on the Main Menu Bar Click on Header Choose a header style; click on Annual Type the document name and year Go through the same process with the footer 38 Formatting the Header and Footer You can change the font style and size of the Header and Footer by clicking the Home tab on the Main Menu bar, highlighting the header text and working with the options in the Font section FYI: Save, Save, Save! Check the Autosave settings to ensure you are saving! 39 2015 NHIA Annual 13
Save. Save. Save! Click on the Microsoft Word Icon and a new menu will pop up At the bottom right, click on the left button Word Options Scroll down the Left Hand menu and Click on Save and then Click in the box to enable the Autosave feature, and set the number of minutes you would like the computer to automatically save the document. Be sure to set where you want the documents to save 40 Formatting Subheads Use the Cursor to Highlight the Subhead in the document 41 Formatting Subheads In the Main Menu Bar, in Style options, look for the Title button and Left click. If no Title button appears, Click on the show all arrow, and a Modify Style pop up menu will display all the Style options. Left click on the Title Button 42 2015 NHIA Annual 14
Inserting a Chart from Excel Place the cursor at the end of the text and Click Click on the Folder icon on the bottom Task Bar (if that is where the saved Excel files you created are stored) Open the Patients by Therapy Excel file Right Click on the Chart to Activate it Left Click on the Chart for a Function Menu to pop up Scroll to Copy and Right Click, then Right Click on the Word Folder icon to open the Word file Left Click near the end of the text and scroll to Paste and Right Click 43 But It s Covering Text 44 Troubleshooting Chart Placement Most of the time, even though the cursor was placed correctly at the spot of chart insertion, it will be slightly off and will split the text FYI: What s in the Magnifier? 45 2015 NHIA Annual 15
Troubleshooting Chart Placement Fixing Bad Text Breaks Right Click on the Chart to activate it Then, Right Click the Format tab, scroll down to Text Wrapping and then Top and Bottom. This will allow you to Click on the chart, Holding the Right button down and move the chart to the appropriate place, correcting the bad text break 46 Perfect! 47 So What s Wrong With This? (that s a hint) 48 2015 NHIA Annual 16
Missing Text! But there isn t a ClipBoard 49 It s a Widow! Look at the top of page 2 50 Move the Chart to Fix the Widow Perfect! 51 2015 NHIA Annual 17
Before Moving on A Quick Lesson in Cursor Icons This is a standard computer pointer. It appears on your desktop once you computer is done loading itself completely. This pointer is what you use to select and execute files, programs, etc. The I-beam pointer is used when working with text. When the I- beam is inserted within text, a blinking line will appear and the text can be highlighted, inserted deleted or changed. To select a word with the I-beam, double-click in the middle of any word and to select an entire line of text or paragraph click the button quickly three times. To select a portion of text, click at the beginning or end of the text and while holding down the mouse button drag left, right, up, or down. 52 Quick Lesson in Graphic Cursor Icons What Do They Do? This is a Move Pointer, and when you Right Click and Hold the mouse button down, the graphic can be freely moved The Graphic Pointer is used to resize a graphic. NOTE: When using a corner (any corner) the Graphic Pointer can be moved diagonally in to or out of the graphic, the graphic will size PROPORTIONALLY NOTE: When using the Horizontal or Vertical Graphic Pointer, the graphic will NOT resize proportionally and will become distorted if sizing is too extreme 53 Resizing Graphics Place the Move Pointer in the bottom Right corner of the graphic, hover over the three dots, and the cursor will turn into the Graphic Pointer. Click and Hold down the Right button of the mouse and the Graphic Pointer, (diagonal arrow) will become a Precision Pointer and you can move the pointer diagonally into the graphic until it is the correct size 54 2015 NHIA Annual 18
Resizing Graphics 55 Look Ma, No Hands! Take this time to apply what you ve learned and finish adding the final two charts to the Business Report 56 Final Chart, almost done Viola! 57 2015 NHIA Annual 19
58 ACCESS Sneak Preview for NHIA 2016 1. Access is a database management tool that can help you store, analyze and report complex data. 2. Access allows you to draw from different database files via common relationships to produce more in depth analysis of your business 3. Next year we will show you how to take various data files to produce a meaningful reports that will help you obtain rebates and improve your ability to manage your business. 59 2015 NHIA Annual 20