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

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

1. Choose 2 to expand all data

2. Choose the Data tab

3. Choose the Ungroup dropdown and clear outline

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

3. Clear the box Merged Cells

4. Click OK

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.

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

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.

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

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

1. Click in cell A:1

2. Choose Insert 3. Choose Pivot Chart

4. Choose OK

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

A bigger version is on the next slide

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

1. Close the Pivot Table Fields list

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

2. Pick Line graph and OK.

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

2. Pick Switch Row/Column and OK.

1. Click on the data table.

2. Choose Insert

3. Choose Slicer

4. Choose Fund Name and Source Code then OK.

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

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.

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.