Interim Standards New Directions Workbook One EASI Tool Excel Support Document Contents: 1. EASI Tool Template.... 2 2. Accessing and Saving the Tool Template.... 2 3. Screen View... 3 4. Comments/Guidance Notes available on the Work Book... 3 How to access comments... 3 All Comments displayed on screen... 3 5. Drop Down Menus... 4 6. Updating/Editing a cell Insert, delete, or replace cell contents... 4 Editing Cell that contains existing text... 5 UNDO button... 5 7. Filter or Select a selection of records... 6 Filter data:... 6 Clear a filter:... 8 8. Summary Overview... 9 Print Chart... 9
1. EASI Tool Template The Tool to support the Self Evaluation, Action and Service Improvement Process was developed using Microsoft Excel. The Tool template is named Workbook One EASI Tool.XLS The guidance given in this document is based on the menus available in Microsoft Excel - Microsoft Standard Version 2010. The file has been saved in compatibility mode so it can be accessed using earlier versions of Excel. The template is protected therefore access to formatting options within the work book is limited. There are a number Microsoft Excel Courses available free online. 2. Accessing and Saving the Tool Template You will have received the tool template by email. When you open the template in Excel, save the file to your folder twice both as a template and a working document. You cannot start working on the document until it is saved. File Save As Rename File e.g. Workbook One EASI Tool Template Save As and Rename File again by entering a date format DDMMMYY e.g. Workbook One EASI Tool 11MAR2018 The Tool is developed in sections using a number of work sheets. The sheets are accessed at the bottom of your screen. Remember to save you work regularly. Page 2
3. Screen View If you have a large table of data in Excel, it can be useful to freeze rows or columns. This way you can keep rows or columns visible while scrolling through the rest of the worksheet. We have for frozen the self-evaluation worksheet at cell B7 to ensure that the column headings and the Features are visible as you scroll through the worksheet. 4. Comments/Guidance Notes available on the Work Book Please ensure that you read and refer to the Guidance Document accompanying this Tool. How to access comments In order to assist you, comments have been inserted into the document. Notice the small red triangle in the upper-right corner of the selected cell. This triangle indicates that there is a comment associated with the cell. You can view comments by moving your curser to the cell containing the question or heading. All Comments displayed on screen If all comments are displayed when you open your document, you can remove the comments from the display - select Review and click on Show All Comments. Page 3
5. Drop Down Menus Throughout the tool you will find a number of drop-down menus. These give you a restricted selection of options to enter into a cell. To view the drop down menu options click on the down arrow on the bottom right of the cell. 6. Updating/Editing a cell Insert, delete, or replace cell contents To insert characters, click in the cell where you want to insert them, and then type the new characters. To delete characters, click in the cell where you want to delete them, and then press BACKSPACE, or select the characters and then press DELETE. To replace specific characters, highlight them and then type the new characters. To turn on Overtype mode so that existing characters are replaced by new characters while you type, press INSERT. Note: Overtype mode can be turned on or off only when you are in Edit mode. When Overtype mode is turned on, the character to the right of the insertion point is highlighted in the formula bar, and it will be overwritten when you type. To start a new line of text at a specific point in a cell, click where you want to break the line, and then press ALT+ENTER. (space space to emulate bullet points) Page 4
Editing Cell that contains existing text You can edit the contents of a cell directly in the cell. You can also edit the contents of a cell by typing in the formula bar. UNDO button You can edit a cell using any of the following options: Double-click the cell that contains the data that you want to edit This starts Edit mode and positions the cursor in the cell in the location that you double-clicked. The cell contents are also displayed in the formula bar. Click the cell that contains the data that you want to edit, and then click anywhere in the formula bar. This starts Edit mode and positions the cursor in the formula bar at the location that you clicked. Click the cell that contains the data that you want to edit, and then press F2. This starts Edit mode and positions the cursor at the end of the cell contents. Undo - undoes a number of recent actions in a worksheet - such as deletions, formatting changes, data moves, or formula edits. By default, the Undo button is located on the Quick Access Toolbar, as shown in the image above. Keyboard shortcut: Ctrl + z. Page 5
7. Filter or Select a selection of records Your worksheet contains a lot of content it can be difficult to find information quickly. We have activated Filters that can be used to narrow down the data in your worksheet, allowing you to view only the information you need. Filter data: In order for filtering to work correctly, the worksheet should include a header row, which is used to identify the name of each column. E.g the Action Plan CQI is organized into different columns identified by the header cells in row 3: Actions for Improvement (please note: this is prepopulated from Step 2) Level of Priority (drop down menu) Timeframes (drop down menu) Name of Person and Position Responsible Evidence of Progress Status of Actions (drop down menu) To start the filter we selected the Data tab, then clicked the Filter command. A drop-down arrow is visible in the header cell for each column. Click the drop-down arrow for the column you want to filter. In our example, to filter level of priority column to view only high priority actions. The Filter menu will appear. Uncheck the box next to Select All to quickly deselect all data. Page 6
Check the boxes next to the data you want to filter, then click OK. In this example, check High Priority to view actions of high priority only. The data will be filtered, temporarily hiding any content that doesn't match the criteria. Only high Priority Actions are visible. If you print the work sheet while the filter is active only the records meeting the filter criteria will be included in the printed report. Page 7
Filtering options can also be accessed from the Sort & Filter command on the Home tab. Filters are cumulative, which means you can apply multiple filters to help narrow down your results. Clicking the drop-down arrow for column D Check or uncheck the boxes depending on the data you want to filter, then click OK. Choosing data to filter and clicking OK Clear a filter: After applying a filter, you may want to remove or clear it from your worksheet so you'll be able to filter content in different ways. Click the drop-down arrow for the filter you want to clear The Filter menu will appear. Choose Clear Filter From [COLUMN NAME] from the Filter menu. In our example, we'll select Clear Filter From "Level of Priority". The filter will be cleared from the column. The previously hidden data will be displayed. Page 8
To remove all filters from your worksheet, click the Filter command on the Data tab. 8. Summary Overview The Summary Overview work sheet, displays a number of charts that are automatically updated based on information recorded in Self Evaluation Record, Documentation and Action Plan CQI worksheets. Example: Action Plan CQI Level of Priority Chart The chart counts the number of Features that have Actions of various priorities recorded in the Level of Priority column. 57 Features: 35 High Priority, 8 - Medium Priority, 8 Low Priority, 6 No Action, 0 blank. 7) Graph of the number of Features by Level of Priority in the Action Plan Continuous Quality Improvement 40 35 30 25 20 15 10 5 0 35 High Priority 8 8 Medium Priority Low Priority No Action Required at this time 6 0 Blank High Priority Medium Priority Low Priority No Action Required at this time Blank Print Chart To print just one chart from the summary overview: Select the chart by clicking on it. Go to File, Print Page 9
Ensure that Print Selected Chart is displayed under Settings. Then Print. Page 10