Orientation to Excel tabs toolbars

Managing your

Progress Monitoring Data

with EXCEL

Presented by:

Training and Consultation Staff

Capital Area Intermediate Unit

GLOSSARY OF TERMSA ReviewPROGRESS MONITORING- Systematic, regularly scheduled assessment of progress toward a goal over time. Our PM template shows 40 weeks this accounts for all the actual calendar weeks of the school year, and reminds us that monitoring is done over the life of the IEP.

BASELINE- The baseline is not really a line- its a point. While the teacher/therapist is developing a goal for the IEP, data should be obtained to determine the students present level of functioning, so that a reasonable goal can be determined. Preferably, the data from 3 assessments is collected, and the average becomes the baseline. The baseline is the students starting point.

AIM LINE- This is what were aiming for- the goal to be achieved by the end of the IEP. The aim line is a straight (usually red) line from the baseline at the beginning to the goal at the end of the chart.

TREND LINE- This is a changing line that shows the students actual progress. After every six data points, the trend line is checked against the aim line to assess whether the student is making adequate progress toward the goal. For example, the decision could be 4 points on or above the aim line= adequate progress.PHASE LINE- The phase line is a vertical line that denotes a change or break in programming, such as summer break, or when a new intervention is being tried. In this case, it is usually used if the analysis of the trend line show inadequate progress, and a decision is made to try a different technique. A description of the intervention or break is written to the right of the phase line in a text box.

WORKBOOK A Microsoft Excel workbook is a file that contains one or more worksheets and charts which is used to organize various kinds of related information- for our purposes- progress monitoring data and charts.

WORKSHEET A page within a workbook in which you can enter and edit data and create charts. You can move from one worksheet or chart to another by clicking on the sheet tabs at the bottom of the workbook window.

TOOLBAR The toolbar is located at the top of the screen. It contains menus with drop down commands (such as file-new-open) and icons associated with commands (such as the printer icon).

TEXT BOX- A text box is a container for text that can be positioned and resized on a page.MANAGING PROGRESS MONITORING FILES

Create a Progress Monitoring Folder in My Documents

1. From the desktop, double click on the My Documents icon

Or

Click Start then click My Documents.

2. At the top of the screen, click File New Folder.

3. A new folder will appear with name box highlighted in blue.

4. Type Progress Monitoring or whatever you choose to call your folder.

When you create new Excel workbooks for each of your students, you will

save them in this folder.

Create a shortcut on the desktop

1. In My Documents, right click on the Progress Monitoring folder.

2. A box opens select Send To:

3. A new box opens; click Desktop (Create Shortcut).

By creating a shortcut, you can access your Progress Monitoring folder

by double clicking on the new icon on the desktop.

Opening the Spreadsheet as an email attachment

1. Open the email.

2. Right click on the attachment.

3. Select save as.

4. Choose a location for the spreadsheet

Examples:Progress monitoring folder

On your Desktop (in a folder)

In a folder in My Documents

5. Name the file. Example: Blank Progress Monitoring Graph

6. Select save. Working in Excel with Progress Monitoring Template1. Open Excel: Do one of the following

Go to the little icon on top right of your screen, click the Excel icon.

OR Click Start/Programs/Microsoft Excel2. Saving the workbook as a template

Select Choose Workbook

From this window, Locate Progress monitoring Template 7-05 whereever you have saved it. Highlight that file. Then create a new file by double clicking or clicking Create New.

From this window select File/Save As/

From this window Change Save as type: by clicking down arrow and selecting Template

It will change when you select Template to look like this:

Edit name to remove the 1 at the endClick Save

Now close Excel by clicking X in upper right corner. You have saved the Progress Monitoring workbook as a template. A Template is like a blank form that you can open over and over, like pulling a form out of your file drawer.

3. Creating a new workbook for a child:

Open Excel.

Select General Templates

From this window select Progress Monitoring Template 7-05 (double click the icon or highlight and click OK)

If you have used this template recently, you may see its name right above general templates and you can click on that to open the template.

4. Saving the new workbook per student:You now have a new workbook opened to begin for a student. You need to save this workbook in the students name. To do that, click File/Save As and this window opens.1. Click the down arrow and navigate to the folder where you want to keep the childs file. 2. Type the childs name here3. Click Save

4. Entering information onto the spread sheet. The spreadsheet is protected so that you can enter information in certain blocks only. This will protect the formulas within the spreadsheet. If you are skilled at the use of Excel and want to unprotect the work sheet, follow these steps:

At the top of the screen select Tools-Protection-Unprotect Sheet. Enter the password

progress to unprotect the worksheet. You will need to unprotect each sheet in the

workbook.

Since it is saved as a template, if you do mess up the formulas, you can always close the workbook that is open and open a new one. You would then have to reenter all the data. But we will keep it protected as we work now. Click on the green blocks and enter information in Student name, IEP date, Skill Area and Annual goal. Enter a number in the green blocks below baseline and below target. These numbers will automatically calculate the change and the change per week and enter the value into the Target column. There are additional columns where you can enter information.

Number: the number or quantity of the data monitored on this day

Prompts: the number or type of prompts used

Initials: the initials of the person who recorded data

Comments: whatever you may want to note, i.e., had a bad cold, fire drill just completed, great attention, new TSS, etc.

6. To print this form: click on the printer icon or click file/print, and print as usual.

If you want to see the page before printing, click on print preview icon or file/print preview.

7. Toolbar: Roll over each icon to see what it does. Important ones to locate: New, open, save, print, print preview, spell check, cut, copy, paste, undo, redo.

8. Menus:

To see all of the options, click on a heading and let your cursor rest on the menu and it will expand.

9. Navigation bar at bottom of worksheet

first work sheetone worksheet previousone work sheet ahead

last worksheet

Scroll across the current page by clicking on the arrows

Tabs for each sheet,

Right click to rename

Customizing your chart

Customizing the Title:1. Click on the current title Student Name and Skill Area

2. Type the new title Example: John Doe Task Completion (Note the new title will appear in the text box above the graph until you press the Enter key on the keyboard)

3. To change the font, size or other font options, double click on the title and use the dialog box that appears. (You can also highlight the text and change the font as you normally would by using the toolbars at the top of the screen).

Changing the labels for the x or y axis:1. Click on the current label Number or Date

2. Type the new label Example: Words Correct per Minute (Note- the new label will appear in the text box above the graph until you press the Enter key on the keyboard)

3. To change the font, size or other font options, double click on the title and use the dialog box that appears. (You can also highlight the text and change the font as you normally would by using the toolbars at the top of the screen).

Adding a Trendline1. Select the data you wish to trend by left-clicking on the line of data

2. Once the data is selected, and keeping the cursor pointing to the data line, right-click one time to reveal a menu of options.

3. From the menu, select add trendline by left-clicking on it with your mouse.

Adding a Phaseline1. At the bottom of your screen, select the line tool by clicking on it once. (If the draw toolbar is not showing, view it by clicking on the view dropdown menu at the top of the screen, select toolbars and select draw to reveal the toolbar).

2. Move your cursor (which now looks like a small cross) to the top of the line you wish to draw. While holding the left-click button on your mouse down, drag the line to create a phase line. (Tip: to keep your line straight, hold the shift key down while you draw the line.)

3. Once the line is drawn, left-click on the line to select it (a solid square will appear at each end of the line). On the draw toolbar at the bottom of the screen, click on the icon with the paintbrush and a color bar under it. The line will change to the color in the color bar. To select a different color, click on the arrow to the right of this icon and select one of the colors shown.

4. Again, select the line by clicking on it (look for the solid squares to be sure you have selected it). On the draw toolbar, select the icon showing three different line weights. This will reveal a menu of choices of line thickness. Select the thickness you desire to make the line stand out.

Adding a

Comment Box1. On the draw toolbar, click on the icon for a textbox (a box with the letter A and some lines in it)

2. Move your cursor (which now looks like an elongated cross) to the place you wish to place a comment box. While holding the left-click button on your mouse down, drag the box to create a comment box the size you need.

3. Click inside the text box and begin typing your comment (such as an instructional adjustment).

4. When you have typed your comment, click on the outside border of the text box to select the box. On the draw toolbar, click on the line weight icon. From the choices given, select the line width of the border you would like to add.

5. With the border of the box still selected, click on the paint can icon to change the fill color of the box to the color shown. To change the fill color, click on the down arrow to the right of the paint can and select the color you like. (suggestion select white to make the text box the same color as the rest of your graph but hide the gridlines)

6. To resize the box, click on the border to select the text box (circles will appear on each side and corner). Click and drag one of the circles to resize the box to fit your text.

Changing the Legend1. To change the font, size, or color of the text in the legend, double click on the legend box and use the dialog box that appears to make your changes.

2. To add a label for the trendline, first add a trendline (see above) and then double-click on the trendline. In the dialog box that appears, click on the options tab. Where it says Trendline Name select Custom and type in the name of the line (Trendline)

3. To change the labels for the other lines (example, to change Number to WCPM or Words Correct per Minute), go back to the data entry page in your spreadsheet (Weekly 1, for example) and change the headings on the columns with that data in them. The labels in the legend will change automatically to match these new labels.

Changing the Scale1. Left-click on the numbers in the scale to select that axis. Without moving the cursor, right-click to reveal a dialog box. Click on the Scale tab. Change any of the following options: minimum, maximum or major unit. (Example: to change to a range of 25 to 150 and count by 5s, Change minimum to 25, Maximum to 150 and Major unit to 5.) Then click on OK and the changes will appear.

Progress Monitoring

3

2

1

PAGE 3