Getting the Most out of Data Collection and Analysis: Part 1 ......2018/02/26 · Tips and Tricks > Don’t get discouraged by these “rules.” These are all “best practices”

> www.dpw.state.pa.us > www.dhs.pa.gov

Pivot Tables

Amy Alford, M.Ed., BCBA

Clinical Consultant

February 26, 2018


• Setting up an Excel Spreadsheet Manual Graphing

• What are pivot tables

• Why are they helpful to use

• How to make a simple pivot table

• How to turn a pivot table into a graph

• Additional Tips and Tricks

Agenda


DATA SHEET AND EXCEL OVERVIEW


• Microsoft Excel is a spreadsheet application designed to perform basic and complex mathematical computations and functions. In addition to performing arithmetic operations, Excel allows users to create graphical displays of data, forms and pivot tables. It is also routinely used to sort information and assist users in identifying data trends.

www.reference.com

What is the purpose of Excel?

4


• Creating the Excel Template

Let the data sheet guide you

Left to right, top to bottom

Use new tabs within one spreadsheet when necessary

• Data Entry

Have a plan

• Are you highlighting or checking the top of the form when entered?

• How often will you enter data?

• Organize data sheets before entry- maybe by date?

Double check your work (including spelling, spacing, format)

2 Stages with Excel (for our purpose)

Date Setting Did he use coping

strategy?

Duration of Yelling

# Hitting Behaviors

Comments

1/7 Restaurant no 5 min 1 Children’s birthday party, had to leave restaurant to calm down

1/8 Hobby Shop

no 6 min 3 Josh realized he did not have enough money for what we wanted to buy

1/10 Bookstore yes 1 min 0 Small child was crying, quickly redirected to different section of store

1/15 Restaurant no 4 min 0 Did not want to eat at this restaurant

1/17 Bank no 30 sec 1 Large noise from office as we were leaving

1/18 Grocery Store

yes 1 min 0 First time using strategy with only 2 prompts from staff

1/21 Mall no 5 min 1 Music was very loud, lots of crowds

1/23 Restaurant yes 1 min 0 Josh’s volume of yelling decreased

1/28 Hobby Shop

yes 0 min 0 Great Day- group of kids were in store, used strategy independently

Josh’s Data Sheet

Josh’s Sample Excel Template- formatted

8

Where to begin when you have a lot of data- What we typically do

1 2

3

4

Does it work? -Yes Is it how we were first taught? -Yes Does it take a lot of time to do? -Yes Would you rather see a more efficient way to analyze data? -Yes, of course!


PIVOT TABLES


WHAT ARE THEY? WHY ARE THEY HELPFUL?


VIDEO https://exceljet.net/plc/why-pivot-tables

Pivot Tables

https://exceljet.net/plc/why-pivot-tables






Fast

Interactive

No Formulas

Reduces Errors

Fun!

Pivot Tables


HOW TO MAKE A SIMPLE PIVOT TABLE AND GRAPH: WALKTHROUGH

Pivot Table Report: -Where data will show after adding fields (top right) to layout (bottom right)

Pivot Table Field List: -Where you grab fields from to add to the layout (below)

Pivot Table Layout: -Area where you drag and drop the fields from your list (above) to display on your report (left)

TEMPLATE

EXAMPLE

1

2

3


A good pivot table starts with a good raw data set.

Take your time to pay attention to detail!


• No skipped rows, no skipped columns

• Use single words or short phrases

• All columns need a title (single words or short phrases)

• All columns must be formatted the same

If it is a number, only use numbers (qualifiers should be in column title- e.g. minutes, hours)

If it is a date, the dates should be formatted the same

If it is text, be mindful of extra spaces or characters

First and Last names should be in separate columns

• Additional comments/sentences may be entered on raw data but will not be able to “pivot”

Tips and Tricks


Don’t get discouraged by these “rules.”

These are all “best practices” any time you use excel to analyze data.

But, triple checking your entry ahead of time will save headaches down the road

• Report Filter- This area contains the fields that enable you to page through the data summaries shown in the actual pivot table by filtering out sets of data — they act as the filters for the report.

• Column Labels- This area contains the fields that determine the arrangement of data shown in the columns of the pivot table.

• Row Labels- This area contains the fields that determine the arrangement of data shown in the rows of the pivot table.

• Values- This area contains the fields that determine which data are presented in the cells of the pivot table — they are the values that are summarized in its last column (totaled by default).

Pivot Table Layout- The Drop Zone


A closer look at “Values”

2 1

Continued on next slide…

A closer look at “Values”

3

4

5


Once the Pivot Table is set, you can keep as is, or create a graph


Let’s Walk Through all of this in real time


FINAL TIPS AND TRICKS


Creating Drop-down fields (Data Validation)





• Only 1 entry can be selected per cell

• May need to add additional columns to capture “other” or “multiple”

• No other text can be entered when data validation is active

• Be mindful of spacing requirements, spelling, etc… before entering data

Sorting Data

Sorting Data


• Formatting cells

Right click in a cell and select “format cell”

Or, highlight what you want to format (e.g. row or column) and then right click and “format cell”

• Freezing cells

Helpful when you have a lot of data that carries over multiple rows and columns

Go to “View” then “Freeze Panes” and select what option you want

• Adjust width and height of cells

Double click on the line separating the column (or row)

“wrap text” on the home tab

Miscellaneous How-To’s


• Enhancing graphs (labels, sizing, changing axis intervals)

To add labels, titles, etc…, left click on graph first, then “chart tools” will appear at the top

To change axis intervals, left click on axis and then right click (once graph is created), and select “format axis”

• Minimum and Maximum are the start and end of the axis on your graph

• Major unit is the interval within the range (by 5’s, 10%, 5%, 10%, etc…)

Miscellaneous How-To’s

Good Better

33

Best

34

YouTube

35

MyODP.com

36

Documents

Getting the Most out of Data Collection and Analysis: Part 1 ......2018/02/26 · Tips and Tricks > Don’t get discouraged by these “rules.” These are all “best practices”