Documenting sacs compliance with microsoft excel
- 1. Documenting SACS Compliance with Microsoft Excel® 2011 NCAIR DRIVEIN Sandra Nicks Baker Director of Institutional Research Karen J. Price Assessment & Research Analyst Belmont Abbey College
- 3. Table of Contents Introduction 1 Step One—Setting Up the Initial Excel Worksheets 2 Step Two—Creating a Microsoft Query 5 Step Three—Creating Pivot Tables 11 Step Four—Creating a Report Table 15 Step Five—Updating the Report Table 18 Appendix—Using a Query at a Later Time 21
- 5. Documenting SACS Compliance with Microsoft Excel® At Belmont Abbey College, we have created a report table similar to the one below (but with 16 academic programs) to document our College’s compliance with SACS Core Requirement 2.8 (Full‐Time Faculty) and Comprehensive Standard 3.54 (Terminal Degrees of Faculty). By using Microsoft Excel queries and pivot tables we can quickly update this table each semester. FALL 2011 Percentage of Courses Taught by Full‐Time and Terminally‐Degreed Instructors Full‐Time Instructors Terminally‐Degreed Instructors Yes No Total Yes No Total Business 5 2 7 1 6 7 71% 29% 14% 86% Education 5 2 7 4 3 7 71% 29% 57% 43% Core 1 4 5 3 2 5 20% 80% 60% 40% TOTAL 11 8 19 8 11 19 58% 42% 42% 58% There are five steps needed to create and update this report table and the supporting Excel worksheets. 1) Set up the initial Excel worksheets 2) Create a Microsoft Query 3) Create Excel Pivot Tables 4) Create the Report Table 5) Update the Report Table 1
- 6. STEP ONE—SETTING UP THE INITIAL EXCEL WORKSHEETS 1) Open a blank Microsoft Excel workbook. 2) You will need three separate worksheets‐one for faculty information, another for course information, and one with the course schedule. 3) Faculty worksheet—For the faculty worksheet you will need at least 3 fields (an identifier, the faculty’s full‐time/part‐time status and their terminal degree status). 4) Course worksheet—The second worksheet contains information on individual courses in your curriculum. The worksheet must have a course identifier field (If you use course numbers, make sure the section numbers are not included) and fields for the programs for which the course is associated. 2
- 7. 5) Course schedule worksheet—The third worksheet will contain the course schedule for a particular semester. The worksheet must contain the course identifier field as found with the course worksheet and the faculty identifier as found in the faculty worksheet. These fields will be used to join all three worksheets together. 6) Once you have your data entered into your worksheets you will need to “name” your data. Hi‐light the data in the worksheet (We always include additional blank lines below the data in case we need to add instructors or courses). Go to the Formula Tab and click on Define Name. 3
- 8. 7) Name your data (Note: no spaces are allowed between words). 8) After you name the data in all three worksheets you can see your data in the Name Manager. You can also edit the data range from the Name Manager dialog. 9) Your worksheets are now ready to be combined through Microsoft Query. 4
- 9. STEP T TWO—CRE EATING A M MICROSOF FT QUERY 1) O Open a new w worksheet w where you wwill create your combined d data set an nd name the e worksheet “D Data”. 2) Choose Data, , Get Extern nal Data, Fro om Other So ources rom Microso 3) Fr oft Query 4) The first time e you access a workbook k database yyou’ll need to o create a ne ew Data Sou urce. Under th he Database es tab choose e <New Dataa Source> 5) Inn the first ed dit box of the e Create Neww Data Sour rce dialog, give your datta source a nname that will remind yo w ou to what it is connecte ed. This is th he name you u will select f from a list w when you crreate new queries later. . 5
- 10. 6) Under “Select a driver for the type of database you want to access” choose Microsoft Excel Drivers (*xls, *xlsx, *xlsm, *xlsb). 7) Click Connect. 8) Choose Excel 97‐2000. Even though we are using a later version of Excel, the most current version of Excel listed is Excel 97‐2000. 9) Click Select Workbook. 10) Use this dialog to navigate to the workbook that will serve as your data source. Here, Sample File 1a.xls contains my faculty and course information. Select the workbook from the list. 11) Keep clicking OK until you return to the Choose Data Source dialog box. 6
- 11. 12) The Choose Data Source dialog box now contains the data source “Faculty Credentials”. Click on “Faculty Credentials” and click OK. (Make sure the box next to the “Use the Query Wizard to create/edit queries” is not checked. 13) Excel will display both the full‐screen Microsoft Query application window and the Add Tables dialog box. You will use these tools to specify what data you want returned. 14) In the Add Tables box, double‐click on each of the tables you want to add. Once you have chosen your tables you can close the dialog box. 7
- 12. 15) Once you have chosen your tables, you must join them using the common field names. Click on the field name you want to join from the first to the second table and drag across to the second table. Do the same thing to join tables 2 and 3. 16) Next we will add the fields we want in our report by dragging the fields into data window. The data will appear below the tables window. 17) Save your Query at this point. Queries will be saved on the hard drive of the computer and can be used again to update information. 18) To export the data to your blank worksheet click the Return Data button. 8
- 13. 19) Indicate that you would like to view the data in your workbook as a Table. 20) Your data from your three worksheets are now combined. 21) The next step in creating the Report Table is to create pivot tables for each of the academic programs. Pivot tables will allow you to quickly see faculty credentials by program. 9
- 14. IMPORTANT POINTS IN USING MICROSOFT QUERY 1. The Microsoft Query must be saved to the hard‐drive on your computer in order to join the Excel worksheets. Because it is saved to the hard‐drive it cannot be copied and used on another machine without rewriting the query. 2. The workbook containing the Microsoft Query and the worksheets cannot be copied and used under a different file name. The query is written for a specific file and will always attempt to access the original file when pulling data. Our best advice is to keep one file that possesses the query and once the worksheets are joined, save the joined worksheet as a different file, but always use the original workbook for updating data. 3. It is important to always make sure that your faculty and course worksheets are updated when new faculty or courses are added. The query will only join cases that have matching data. For example, if a course in the course schedule worksheet is not represented in the course worksheet, the case will not show up in the combined worksheet. We suggest checking that the number of courses in the combined worksheet equals the number of courses in the original course schedule worksheets. 10
- 15. STEP THREE—CREATING PIVOT TABLES 1) Open new worksheet in existing workbook and label “Pivot Tables”. 2) Click on Insert Tab in tool bar and click on Pivot Table. 3) The Create Pivot Table dialog box will appear asking you to select a table or range of data. 4) Hi‐light the columns containing the data that you obtained from your query. 11
- 16. 5) The data range will appear in the Create Pivot Table dialog box. 6) Click OK 7) The Pivot Table Windows will appear in the pivot tables worksheet 8) From the Pivot Table Field List (on the left) click on the Course field and drag to the Σ Values window (bottom right widow). 12
- 17. 9) Next choose the Full‐Time field and place in the Column Labels window and place the Business field in the Report Filter window. These fields will all us to see the number of Business Courses that are taught by full‐time faculty. 10) In the pivot table click on the Business Field Filter and click yes and OK. This will pull only courses that fulfill the requirements for the Business major. 13
- 18. 11) To create pivot tables for the Education major and the Core, copy and paste the Business pivot table in spaces below the business table. Substitute these programs for Business program in the Pivot Table Field List (remember to change the filters to yes). 12) To create pivot tables for the terminally‐degreed data, copy the three pivot tables you just created, paste these below the existing tables and substitute terminal‐degree for full‐time in the Pivot Table Field List. You should now have six pivot tables in your pivot tables worksheet. 14
- 19. STEP FOUR—CREATING A REPORT TABLE 1) To automatically update a table like the one below, you need to link the table to the pivot tables you created in excel. 2) Create your table in your workbook by adding another worksheet. Write your formulas for your percentages (note, once you complete the formulas for one “yes” and “no” pair, you can copy and paste the formulas into the cells for the remaining pairs). 3) Once you create your table and the formulas for your percentages you will begin to link the table to the pivot tables. 15
- 20. 4) Click on the first blank cell (Business/Yes) and type in an = sign. 5) Click on the Pivot Tables worksheet and click on the cell in the business pivot table that corresponds to the yes (full‐time instructor). 6) Click the sign on the formula bar. 16
- 21. 7) The value will automatically appear in the summary table. 8) Continue the process for all the cells. 9) Your report table is now linked to the pivot tables. This will allow you to update the table when you refresh the pivot tables. 17
- 22. STEP FIVE—UPDATING THE REPORT TABLE 1) Add or delete data in Course Schedule worksheet. 2) Go to the Data worksheet and click on a cell in the table. 3) Click on Data tab in the tool bar and click Refresh. The query will be automatically update the data sheet. 4) Your combined data worksheet has now been updated to include the changes you made to the schedule. 18
- 23. 5) Now you need to update the pivot tables. You can automatically update the pivot tables with the click of one button. 6) Click on the Pivot Tables worksheet and click on a cell in one of the pivot tables. A Pivot Tables Tool tab will appear in the tool bar. Click on Options. 7) Click the Refresh button. If you copied your pivot tables from the first pivot table, all the tables should update with the click of the Refresh button. 19
- 24. 8) Return to your Report table worksheet. The changes should appear in the table. BEFORE UPDATE AFTER UPDATE 20
- 25. APPENDIX—US SING A QUERY AT A L LATER TIM ME 1) O Open new w worksheet where you will create youur Excel repo ort. 2) C Choose Data a, Get Exter rnal Data, Fr rom Other Sources 3) F From Micros soft Query 4) CClick the Queries tab and choose the query you want to use e. 5) C Click Open a and Microsof ft Query view w will appea ar. 21