P t d b A ll C l i

Excel and Banner

Presented by: Annelle Colevins University of West Georgia

Friday, Sept 30, 2011 8:30 a.m.

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Introduction

• This session will cover how to get data from Banner, how to move it into Excel, and then ways of working with the data using Excel features.with the data using Excel features.

• Data Origins• Import• Sorts and Filters • VLOOKUPVLOOKUP• Pivot Tables• Charts

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Data Origins

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Data Origins

• How do you get the data?

• You can export data from some Banner forms.ou ca e po t data o so e a e o s

• At UWG we normally get data from reports and processes.

• I’ll show you my data dump of enrolled students

• And Graduation Info

• The tech-savy can use SQL to get data.

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Data Origins

• You can export data from some Banner forms.

• You need maintenance privileges for the form.p g

• Validation tables are a good example.

• You can also export population selections fromYou can also export population selections from GLAEXTR.

• Choose HELP from the menu bar and then, Extract Data (with or without key). You’ll get a chance to save the file.

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Data Origins

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Data Origins

• We have the best ITS. They write reports for us and usually include a comma-delimited option.

• The report I’m about to show you uses a Population Selection for input.

• It collects data about those students and creates output. COMMA is the comma-delimited option.

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Data Origins

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Data Origins

• This report pulls graduation data.

• The mandatory parameter is Term.e a dato y pa a ete s e

• Optional parameters are college and major. You can choose either or both.

• As before, COMMA is the comma-delimited option.

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Data Origins

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Data Origins

• IT-savy users can get data using SQL.

• Use FTP to move the saved .lst file to your directory.Use to o e t e sa ed st e to you d ecto y

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Data Origins

• Here’s some code to dump a validation table, STVMAJR in this case

1 select2 '"||3 t j d ||'" "'||3 stvmajr_code||'","'||4 stvmajr_desc||'","'||5 stvmajr_cipc_code||'","'||j _ p _ || , ||6 stvmajr_valid_major_ind||'","'||7 stvmajr_valid_minor_ind||'","'||8 stvmajr valid concentratn ind||'" "'||8 stvmajr_valid_concentratn_ind|| , ||9 '. '''

10 from stvmajr

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11* order by stvmajr_code

Data Origins

• This code is the building block for selects based on Population Selections.

1 select2 '"'||3 spriden_id||'","'||p _ || ||4 spriden_first_name||'","'||5 spriden_mi||'","'||6 spriden last name||'","'||6 spriden_last_name|| , ||7 '."‘8 from spriden, glbextr9 where 1 = 19 where 1 = 1

10 and spriden_change_ind is null11 and spriden_pidm = glbextr_key12 d lb t li ti 'ANNELLE‘

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12 and glbextr_application = 'ANNELLE‘13* and glbextr_selection = 'ENRL'

Data Origins

• The first row for the major file looks like this.

• "0000","Undeclared","999999","Y","","","."0000 , Undeclared , 999999 , Y , , , .

• And this is the first row of the ENRL file.

"917999999" “J " “G" “D " " “• "917999999",“Jane",“G",“Doe",". “

• Of course this is a dummy row.

• Notice the double quotes. That was part of the SQL select statement. The excel import works beautifully with the double quotes and commawith the double quotes and comma.

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Import

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Import

• Used to be, the import wizard was automatically started when you tried to open a .csv file. But nooo, it’s not that way anymore The new and improved Excel opensway anymore. The new and improved Excel opens things right up. Not always a good thing.

• Sometimes you have to invoke the import wizard –• Sometimes you have to invoke the import wizard –specially when there are codes that begin with 0.

• Some zip codes also have leading zeroes.Some zip codes also have leading zeroes.

• FYI, 40 of our major codes have leading zeroes. That’ s a problem when you want to use VLOOKUP or make some other kind of match.

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Import

• You can invoke the Import Wizard.

• Open excel, or add a new file. You want to start with an pempty spreadsheet.

• Choose “Data” from the menu.

• Then choose “From Text” on the data box.

• Use normal browsing to find the right directory.

• You probably have to change “file types” to “All Files”

• Click on the file you want to open.y

• The Import Wizard starts.

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Import

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Import

• Remember that majr.lst was created by an SQL script so there’s some baggage.

• Start import on line three. The first two lines are not data. Click Next.

• Choose comma as the delimiter. Click Next.

• Make sure the data format for the first column is TEXT.

• Skip the last column, which is filler. Click Finish.p

• The last line of the file is a count of rows selected and is part of SQL. Delete the last row.

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Import

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Import

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Import

• I recently discovered that you don’t have to start with a new spreadsheet.

• As an example, Admissions uses letter generation for their accept letters. There’s one .doc file for each term When it’s time to mail merge we don’t want toterm. When it’s time to mail-merge, we don’t want to do three or four sets of letters. We’d rather do just one set.

• Import the first .doc file, Spring 2012. Then click in the first cell of the next empty row and start the import for the next term, Summer 2012. Works like a charm. All I have to do is remove the extra header rows.

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Import

• There’s one excel file instead of three or four .doc files.

• Mail-merge just once. Print just once.

• And, because there’s no sort, the letters look like the , ,same batches the processors are used to seeing. Letters for Spring, then Summer, then Fall, and so on.

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Import

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Sorts and Filters

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Sorts and Filters

• Sorts let you examine data in all sorts of ways.

• Did you know that you an create a custom sort?Did you know that you an create a custom sort?

• Filters allow you to choose based on columns.

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Sorts and Filters

• Beware or totally empty rows or columns. It’s ok for individual cells to be empty, just not the whole row or

lcolumn.

• Be careful about what’s highlighted when you sort.

• There are several ways to sort.• Buttons on the Ribbon, Home tab, Editing box.

• From the Ribbon, choose Data tab, Sort and Filter box.

• You can also sort from a filter.

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Sorts and Filters

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Sorts and Filters

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Sorts and Filters

• You can make you own custom sort.

• Suppose you want to sort on grade: A, B, C, D, S, F,Suppose you want to sort on grade: A, B, C, D, S, F, U, W, WF, WM, I, V, NR

• Click the Data tab, then Sort in the Sort and Filter boxClick the Data tab, then Sort in the Sort and Filter box• Click the pull-down under Order and select Custom List.

• There’s some nifty ones that come with – Days, Months.y y ,

• Click Add.

• Then type the order you’d like.

• Click OK.

• The custom sort stays with Excel not just the file.

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Sorts and Filters

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Sorts and Filters

• Filters allow you to select rows with just the value(s) you choose.

• You can filter on more than one column but they have to be next to each other. So, sometimes you have a bunch of filters next to each other but you’rehave a bunch of filters next to each other, but you’re only interested in the first and fourth. That’s ok.

• You can have more than one filter active at a time• You can have more than one filter active at a time. Choose one filter, then the other. You probably want the file sorted on the first filter.

• Filters can also be used to give you a preview of sorts. It lists the values in the column.

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Sorts and Filters

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VLOOKUP

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VLOOKUP

• VLOOKUP lets you look up data from one spreadsheet, find it in another, and bring it’s match,

d i t d fi ld b kand associated fields, back.

• The second sheet must be sorted on the matching datadata.

• Here’s a gotcha – the fields must be the same type, specially if they are numbers/textspecially if they are numbers/text.

• Examples:• Lookup major code to get major description;

• Match address, phone number, e-mail, tons of other student data using student ID number.

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g

• Use CRN in SFRSTCR and match with SSASECT, SSBSECT.

VLOOKUP

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VLOOKUP

• ENRL has eight major/minor fields: Major 1; Major 1_2; Major 2; Major 2_2; Minor 1; Minor 1_2; Minor 2;

d Mi 2 2and Minor 2_2.

• STVMAJR is sorted by major code. It is the first column in the filecolumn in the file.

• =VLOOKUP(Y2,[STVMAJR20110509.xlsx]Sheet1!$A$2:$B$484 2 FALSE):$B$484,2,FALSE)• VLOOKUP is the function

Y2 is the col mn ith major 1 code• Y2 is the column with major 1 code.

• [STVMSJR20110509.xlsx]Sheet1 is the “validation” file.

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VLOOKUP

• =VLOOKUP(Y2,[STVMAJR20110509.xlsx]Sheet1!$A$2:$B$484,2,FALSE)• $A2:$B$484 is the range. Remember that $ indicates

absolute address. The lookup range won’t move down or slide over. Without the $ the next one down becomes A3:B485. The next one to the right becomes b2:c484. So you need the $. Excel puts them there when the lookup range is in another file. If it’s in the same file it will not. F4 is the short-cut key.

• 2 is the number of the column, in the lookup range, that gets returnedgets returned.

• False means return only when there is an exact match. Otherwise you get #N/A.

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VLOOKUP

• Drag down or double click on the + handle at the bottom left-hand corner.

• You have to check. The auto fill sometimes stops if there’s an empty cell next to one that’s about to be filled Go all the way to the bottom of the column(s)filled. Go all the way to the bottom of the column(s) and check.

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VLOOKUP

• Suppose you want to do all eight at once.

Y2• =VLOOKUP(Y2,[STVMAJR20110509.xlsx]Sheet1!$A$2:$B$484,2,FALSE)

• =VLOOKUP(Z2,[STVMAJR20110509.xlsx]Sheet1!$A$2:$B$484,2,FALSE)$ $ , , )

• And so on to AF2.

Th d t l t ll 8• Then drag across to select all 8.

• Use the + handle to use fill all 8 descriptions all the way down

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way down.

VLOOKUP

• You’re not finished.

• While those fields are still highlighted, Copy.While those fields are still highlighted, Copy.

• Then Paste, Paste Special, and then Values.

• This keeps the value of the returned data instead of the formula.

U Fi d/R l t l #N/A ith thi• Use Find/Replace to replace #N/A with nothing.

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VLOOKUP

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VLOOKUP

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VLOOKUP

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VLOOKUP

• Let’s get addresses for the enrolled students.

• =VLOOKUP($A2,[Addr.xlsx]ENRL0804Addr!$B$2:$H$VLOOKUP($A2,[Addr.xlsx]ENRL0804Addr!$B$2:$H$184,2,FALSE) This returns Address Line 1

• =VLOOKUP($A2,[Addr.xlsx]ENRL0804Addr!$B$2:$H$VLOOKUP($A2,[Addr.xlsx]ENRL0804Addr!$B$2:$H$184,3,FALSE) Address Line 2

• =VLOOKUP($A2,[Addr.xlsx]ENRL0804Addr!$B$2:$H$($ ,[ ] $ $ $ $184,5,FALSE) City

• =VLOOKUP($A2,[Addr.xlsx]ENRL0804Addr!$B$2:$H$( [ ]184,6,FALSE) State

• =VLOOKUP($A2,[Addr.xlsx]ENRL0804Addr!$B$2:$H$

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184,7,FALSE) ZIP Code

VLOOKUP

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VLOOKUPS it h it S d dd f j t th• Switch it up. Suppose we need addresses for just the freshmen. We could start in ENRL, sort on class and do VLOOKUP for just the Freshmen.j

• BUT we can go the other way. Let ADDR be the first file. Lookup class from ENRL. For these purposes, I copied the class column so that it’s next to the ID number.

• =VLOOKUP(B2,[ENRL.xlsx]Sheet1!$A$2:$B$201,2,FALSE)

• Start in ADDR using column B2 as the common value.

• Once all addresses have class, sort and keep just the rows with FR.

• I like this approach because you have just the columns you

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I like this approach because you have just the columns you need instead of the 80+ columns in ENRL.

VLOOKUP

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VLOOKUP

• This one starts with SFRSTCR and uses VLOOKUP to get Subject, Course Number, and Section from SSBSECTSSBSECT.

• =VLOOKUP($B2,'[SSBSECT201008.xlsx]201008'!$B$1:$F$2362 3 FALSE):$F$2362,3,FALSE)

• Note the $ in front of B2. That’s because we want to slide over to get three fields subject course number andover to get three fields, subject, course number and section from SSBSECT. The CRN is in column b2 and we want the B to stay there as we slide over.

• But NOT in front of the 2 because we want to slide down to use the other CRN’s.

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VLOOKUP

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VLOOKUP

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PIVOT Tables

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Pivot Tables

• I don’t use subtotals and have never liked them. They’re awkward, tricky to use, and not very flexible.

• PIVOT Tables are easy to use and very flexible.• I’ll show you some from ENRL,

• Grade Distribution from SFRSTCR,

• And a peek at a new feature - slicers.

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Pivot Tables

• Let’s make a Pivot Table

• Click the Insert tab and then Pivot table in the first box, C c t e se t tab a d t e ot tab e t e st bo ,Tables

• Usually, you’ll accept the defaults in the dialog box.

• Click Ok.

• From there it’s click and drag• From there, it s click and drag.

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Pivot Tables

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Pivot Tables

• Count by major, always a big hit.

• Drag Major 1 to the rows area.ag ajo to t e o s a ea

• Drag ID to the Values area. It will automatically want to sum. Change to Count.

• Click Ok.

• Then you can add columns or filters like level class• Then you can add columns or filters, like level, class, college, student type, etc.

• You can copy the whole table. And change from Major 1You can copy the whole table. And change from Major 1 to Major 2.

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Pivot Tables

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Pivot Tables

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Pivot Tables

• Security Procedure

• Pivot Tables carry the original data with them, unless ot ab es ca y t e o g a data t t e , u essyou turn it off.

• I always do when sending to someone else. And it saves a lot of space.

• Click in the pivot table. Choose Options under Pivot Table Tools, and then Options – a tiny box in the left-hand corner under Pivot Table Name.

Then click the tab for Data Un check the box that says• Then click the tab for Data. Un-check the box that says Save source data with file.

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Pivot Tables

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Pivot Tables

• Grade Distribution

• This one uses the SFRSTCR file we’ve been working on.s o e uses t e S S C e e e bee o g o

• Course down the columns

Grade across the rows• Grade across the rows

• CRN in the Values

• In real life, we have several reports that do this.

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Pivot Table

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Pivot Tables

• Add some Features

• Change the column and row titles.C a ge t e co u a d o t t es

• Add filters for college and department.

NOTE See the grades? That‘s the custom sort we built• NOTE See the grades? That‘s the custom sort we built earlier.

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Pivot Table

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Pivot Tables

• Another Way

• We can add Dept to the rows.e ca add ept to t e o s

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Pivot Tables

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Pivot Tables

• One More Example

• Recently, one of our colleges wanted to know how ece t y, o e o ou co eges a ted to o omany science majors were enrolled this fall and counts by ethnicity and gender.

• They also wanted to know how many students graduated with a science major in the past three years, also with counts by ethnicity and gender.also with counts by ethnicity and gender.

• I used my ENRL file to answer the first question.

And the Graduation report for the second• And the Graduation report for the second.

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Pivot Tables

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Pivot Tables

• Oops

• What’s up with the codes? Why aren’t they in at s up t t e codes y a e t t eyalphabetic order? I can’t tell you how I struggled with this.

• I finally realized that it’s the custom sort. It took some digging, but here’s how to fix that.

Cli k th ll d t t C d th M S t• Click on the pull down next to Code, then More Sort Options.

• Un-check the box for Sort Automatically …Un check the box for Sort Automatically …

• OK. Then OK again.

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Pivot Tables

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Pivot Tables

• The Rest

• Use the same method to add a pivot table for gender.Use t e sa e et od to add a p ot tab e o ge de

• I also made a cross-tab.

• First I created a new column It just makes it easier• First I created a new column. It just makes it easier

• Concatenate Gender and Ethnic codes.

Oh h th l t d it b d t d• Oh yeah, they also wanted it by graduate and undergraduate.

• I used filters but could have included them in the rows• I used filters but could have included them in the rows or columns.

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Pivot Tables

• Graduation

• This was a little more interesting because of the terms.s as a tt e o e te est g because o t e te s

• First I did some tables without the term. Then copied the table and added the term.

• It got hairy, specially when working with the cross tab, and that’s when I discovered Slicers. They are a new feature with Excel 2010 and act like floating filters.

• When you click on the slicer, it filters every table associated with that slicer So I didn’t have to build soassociated with that slicer. So I didn’t have to build so many tables, I just used a slicer. The end user can choose the groups to get the counts.

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Pivot Tables

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Pivot Tables

• Fewer Tables

• I could have fewer tables by adding another slicer for cou d a e e e tab es by add g a ot e s ce olevel – Undergraduate or Graduate

• Of course I could get away with just two tables and a bunch of slicers. I didn’t do that for my user, but we’ll take a look at it now.

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Pivot Tables

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Pivot Tables

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Charts

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Charts

• Charts – So easy to do from Pivot Tables.

• I like this example because it’s actually maintainedI like this example because it s actually maintained by an end-user in the Foreign Languages department.

• Every term he updates the counts.

• Then uses pivot table and chart tools to update the p pchart.

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Charts

• First – update the counts.

• This spreadsheet originally came from our gradeThis spreadsheet originally came from our grade distribution report. He doesn’t care about the grades these days. So he leaves those fields blank.

• He enters the course number and enrollment.

• Then uses concatenate to get the subject and g jnumber in one field.

• And copy-paste for the term.py p

• Note the last line, 530. It will be used in the next step.

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Charts

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Charts

• Second – Adjust the Pivot Table

• Go to the spreadsheet ‘Fall Terms’. Click in the PivotGo to the spreadsheet Fall Terms . Click in the Pivot Table.

• Click Options, under the Pivot Table tools.Click Options, under the Pivot Table tools.

• Then Change Data Source in the Data box.

Cli k i th littl t bl i d hi hli ht th• Click in the little table icon and highlight the rows you want. Make sure you go all the way to row 530.

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Pivot Tables

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Charts

• Second – Adjust the Pivot Table

• So, where are the new numbers?So, where are the new numbers?

• Change the filter to include the new fall term, 201008.

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Charts

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Charts

• Third – Adjust the Chart

• Go to the spreadsheet with the chart.Go to the spreadsheet with the chart.

• Enter the totals from the Pivot Table.

• Include the new data by clicking on Chart Tools, and then Design. Then click on Select Data in the data box. Cancel

• The data range is highlighted in the chart. Drag down.

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Charts

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Charts

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Charts

• Let’s make that chart from scratch.

• Go to the Pivot Table. Make a copy and remove theGo to the Pivot Table. Make a copy and remove the courses leaving just the term and the totals.

• Then click the Insert tab and pick the chart type fromThen click the Insert tab and pick the chart type from the Charts box.

• Move to a new spreadsheet.p

• Change the chart title.

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Charts

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Charts

• Make it pretty.

• Turn on the data labels.Turn on the data labels.• Click in chart. Click on Pivot Chart Tools. Then Layout.

• Then Data Labels in the Label BoxThen Data Labels in the Label Box.

• Choose Show

• Nice background• Nice background.• As above. Choose Chart Wall from the Background box.

Click on More Wall Options• Click on More Wall Options.

• Gradient Fill and Preset Colors. I like the one with blues and lavenders.

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• Click close.

Charts

250 237232

222

237232

222

French Totals by Term

200

212205

198190

174

198 196

150

Total

100

50

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0199808 199908 200008 200108 200208 200308 200408 200508 200608 200708 200808 200908 201008

Charts

• Make it pretty.

• This chart was made directly from the Pivot table soThis chart was made directly from the Pivot table so it has the term filter available on the chart.

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Summary

• That’s all folks.

• We looked at ways to get data.We looked at ways to get data.

• We looked at imports; sorts; filters; vlookup.

• Then Pivot Tables and Charts.

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Questions?

• It’s your turn.

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Thank You!

Annelle Colevinsacolevin @ westga.edu

678 839 6384

Please complete the online evaluation.

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