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Buckner Creel: Administrator for Business and Finance, Lincoln Public SchoolsIan Dailey:Assistant Director of Finance, Lexington Public SchoolsMatthew Gillis:School Business Administrator, Hull Public SchoolsCindy Mahr: Assist. Superintendent for Finance & Ops., Weston Public SchoolsSean Mannion:Senior Budget Analyst, Newton Public Schools

Advanced Excel: Using Formulas for Business ManagersHelpful Payroll Projection FormulasDone frequently throughout the yearApproximately 85% of annual operating budgetHelpful formulas for quickly/accurately projectingCONCATENATEVLOOKUPHLOOKUPIFFormula NestingPivot TablesCONCATENATEJoins several text strings into one text stringMerge segments of account stringsCreate unique strings of data in conjunction with lookups

VLOOKUP & HLOOKUPLooks for a value in the leftmost(V)/topmost(H) column(V)/row(H) in a data range and returns the value in the same row(V)/column(H) from a column(V)/row(H) that you specify.

Requires four pieces of data separated by commas:

Payroll Controls & Projections

Payroll Controls & Projections

Looking up: 2015_100_26_A_BiweeklyIn: Work_YearReturning: Row 54Multiplying against rate of $327.1915

Named Ranges

Payroll Controls & Projections

IF Statement Example 1=IF ( A2 = 5, B2, C2 )Statement or test - Checks if cell A2 equals a value of 5

True value If A2 equals 5, returns cell B2

False value If A2 does not equal 5, returns cell C2IF Statement Example 2Salary Projections - Accruals=IF ( AND ( E2 = 3, F2 = 24 ), 4*G2, 0)Statement or test - Checks if both cell E2 equals 3 and cell F2 equals 24; Both statements must be TRUE with AND statement

True value If both statements are TRUE, return 4 times cell G2

False value If at least one statement is FALSE, return value of 0

IF Statement Example 3Nested IF Statements=IF ( D2 = TA1, IF ( E2 > 10, MID, BEG),VLOOKUP(D2,stepdate,3,FALSE))Statement or test - Checks if cell D2 equals TA1

True value If D2 equals TA1 then

Statement or test Checks if cell E2 is greater than value 10

True value If E2>10, then return text MID

False value If E210, then return text BEG

False value If D2 does not equal TA1 then return VLOOKUP(D2, stepdate, 3, FALSE)IF Statement Example 3Nested IF Statements=IF ( D2 = TA1, IF ( E2 > 10, MID, BEG),VLOOKUP(D2,stepdate,3,FALSE))FINAL OUTPUT

Summarizing for Quarterly ReportsCompliance with DESE account guidance yields a ton of accountsFor each program at each school for two campuses = 1,100 acounts, plus 900 special revenue accounts = ~2,000 expense accounts, over 800 active at any one timeGoal -- reduce mass of data to usable information SC focus: General Fund & equivalent accounts

Quarterly Report to School Cmte

Start with data dump (from MUNIS YTD report, in this instance) MUNIS YTD Budget Report options

Cut & paste into report data worksheet Use VLOOKUP function to find object class from object code worksheet in same file

Tag each account line

VLOOKUP function

18VLOOKUP function

Object Code file from MUNIS -- to find object class(worksheet in same file as report)

Sum amounts for object classes in pivot tablesUse VLOOKUP function to find amount from corresponding pivot tableTransfer amounts to Qtrly Report

Personnel Accounts Budget StatusFormulasVLOOKUPLEFT, MID, RIGHTCONCATENATEPivot tablesConditional formatting Goal compare staffing plan with MUNIS account balances.

Budget sufficient? Encumbrances correct?Start with a Staffing Plan

Extract org code from account (LEFT)Extract object from account (RIGHT)

Add data dump (from MUNIS Account Inquiry, in this instance) Use CONCATENATE to create matching account number in first column

Create Plan Summary report use VLOOKUP to add info from budget reportAdd other info as desired

Conditional formatting for exception mgt.