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Saving and Preparing School Finance Data from GEMS Basic Setup & Revenues Paul Taylor, OPI School Finance

Saving and Preparing School Finance Data from GEMS

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Saving and Preparing School Finance Data from GEMS. Basic Setup & Revenues Paul Taylor, OPI School Finance. http://opi.mt.gov/Index.html. http://gems.opi.mt.gov/Pages/Default.aspx. Choose TFS Reports then Reported Revenues by School District. Determine your parameters and click View Report. - PowerPoint PPT Presentation

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Page 1: Saving and Preparing School Finance Data from GEMS

Saving and Preparing School Finance Data from GEMS

Basic Setup & Revenues

Paul Taylor, OPI School Finance

Page 2: Saving and Preparing School Finance Data from GEMS

http://opi.mt.gov/Index.html

Page 3: Saving and Preparing School Finance Data from GEMS

http://gems.opi.mt.gov/Pages/Default.aspx

Page 4: Saving and Preparing School Finance Data from GEMS

Choose TFS Reports then Reported Revenues by School District.

Page 5: Saving and Preparing School Finance Data from GEMS

Determine your parameters and click View Report

Page 6: Saving and Preparing School Finance Data from GEMS

Choose the dropdown next to the Save icon and choose Excel.Then open the saved file.

Page 7: Saving and Preparing School Finance Data from GEMS

1. Choose 2 to expand all data

2. Choose the Data tab

3. Choose the Ungroup dropdown and clear outline

Page 8: Saving and Preparing School Finance Data from GEMS

1. Select the “all box” 2. Right click and choose Format Cells

3. Clear the box Merged Cells

4. Click OK

Page 9: Saving and Preparing School Finance Data from GEMS

1. Select the all box2. Hover between 2 columns until you get the two-way arrow and slide the column width to a reasonable width.

Page 10: Saving and Preparing School Finance Data from GEMS

1. Then highlight columns and rows that you don’t need and delete them.

Page 11: Saving and Preparing School Finance Data from GEMS

1. Type this formula into cell A:2 if your data is in cell C:2; otherwise adjust this formula =IF(C2<>"",C2,A1)

2. Then pull this formula over to cell B:2 and pull it down to the bottom of your data.

Page 12: Saving and Preparing School Finance Data from GEMS

1. Hardcode the two columns with the formulas, label them and delete columns C and D.

Page 13: Saving and Preparing School Finance Data from GEMS

1. Sort on Source code and delete the blank rows.

Page 14: Saving and Preparing School Finance Data from GEMS

1. Click in cell A:1

2. Choose Insert 3. Choose Pivot Chart

4. Choose OK

Page 15: Saving and Preparing School Finance Data from GEMS

1. Set up your Pivot Table like this by dragging items from the Fields area.

A bigger version is on the next slide

Page 16: Saving and Preparing School Finance Data from GEMS
Page 17: Saving and Preparing School Finance Data from GEMS

1. If the values for FY20XX are not Sum use the dropdown and choose Value Field Settings and choose Sum.

Page 18: Saving and Preparing School Finance Data from GEMS

1. Close the Pivot Table Fields list

Page 19: Saving and Preparing School Finance Data from GEMS

1. Right click in the chart area and choose Change Chart Type.

2. Pick Line graph and OK.

Page 20: Saving and Preparing School Finance Data from GEMS

1. Right click in the chart area and choose Select Data Source.

2. Pick Switch Row/Column and OK.

Page 21: Saving and Preparing School Finance Data from GEMS

1. Click on the data table.

2. Choose Insert

3. Choose Slicer

4. Choose Fund Name and Source Code then OK.

Page 22: Saving and Preparing School Finance Data from GEMS

1. Arrange slicers and graph by moving and holding the left button down to lock them in place.

Page 23: Saving and Preparing School Finance Data from GEMS

1. Next year, download the newest set of data and prepare it like slides 1-13

2. Once prepared paste the new data over your current data on sheet 1.

Page 24: Saving and Preparing School Finance Data from GEMS

3. Click on the data table choose Pivot Table Tools and Change Source Data.

4. Change the range to include the new data and choose OK.