Pivot Table Training Manual v0.1 20110202

8/6/2019 Pivot Table Training Manual v0.1 20110202

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UNIVERSITYSTATISTICS

PIVOTTABLE

TRAININGMANUAL

February2011


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PivotTableTrainingManual

UniversityStatistics,OfficeoftheProViceChancellor(PlanningandQuality)


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UniversityStatistics,OfficeoftheProViceChancellor(PlanningandQuality)

TABLEOFCONTENTS

INTRODUCTION ..................................................................................................................................................................1

UNIVERSITYSTATISTICSPIVOTTABLES......................................................................................................................... .. 2

SECTION1:THEFUNCTIONS&TOOLSOFEXCELPIVOTTABLES ........................................................................................ 3

STEP1:OPENTHEDATASET...........................................................................................................................................3

STEP2:SELECTINGTHEDATAFORTHEPIVOTTABLE. ................................................................................................... 4

STEP3:DEFININGTHELAYOUTOFTHEPIVOTTABLE .................................................................................................... 7

STEP4:PAGEREGIONFILTERINGSELECTINGONEVARIABLECATEGORY ................................................................. 12

STEP5:PAGEREGIONFILTERINGSELECTINGMORETHANONECATEGORYWITHINAVARIABLE. ..........................14

STEP6:FILTERINGTHEDATAUSINGAVARIABLEWITHINTHETABLE.........................................................................16

STEP7:ADDINGAPAGEVARIABLEINTOATABLE........................................................................................................17

STEP8:REMOVING&ADDINGROWTOTALS............................................................................................................... 18

STEP9:REARRANGINGVARIABLESWITHINTHETABLE ............................................................................................... 19

STEP

10:

RE

ORDERING

THE

CATEGORIES .................................................................................................................... 20

STEP11:GROUPINGCATEGORIES ................................................................................................................................ 22

STEP12:CHANGINGTHEMEASUREINTHEDATAREGION..........................................................................................24

STEP13:DISPLAYINGROWSWITHNODATA ...............................................................................................................27

STEP14:PUTTINGPIVOTTABLEDATAINTOYOUROWNFORMATTEDSTATICTABLES ..............................................29

SECTION2:UNDERSTANGINGADMISSIONS,ENROLMENTSANDLOADPIVOTTABLES...................................................31

1:INTRODUCTIONTOTHEVTACADMISSIONSPIVOTTABLES ..................................................................................... 31

2:ENROLMENTPIVOTTABLE........................................................................................................................................37

3:STUDENTLOAD(EFTSL)PIVOTTABLE.......................................................................................................................41


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UniversityStatistics,OfficeoftheProViceChancellor(PlanningandQuality) 1

INTRODUCTION

OneoftheservicesprovidedbyUniversityStatistics(US)isaseriesofExcelpivottablescontainingavariety

ofstudentandstaffrelateddata.TheseareavailablefordownloadontheUSwebpageandareprovidedsothat members of the University community can conduct their own statistical analysis to support their

decisionmakingandstrategicplanning.

Thesepivottablescanbefoundonthefollowingwebpage:

http://www.opq.monash.edu.au/us/pivottable/index.html

AnExcelpivottableisatoolthatcanbeusedtoextractdatafromanexistingdatasourceanddisplayitina

nonstatictableformaccordingtocustomisedspecifications.

The first part of this training manual outlines some of the basic functions and tools within Excel pivot

tables.

You

will

learn

how

to:

Createabasicpivottable; Filterthedatawithinapivottable; Reformatthetablebymovingfieldsintodifferentregionsofthepivottable; Createdifferenttypesofmeasures; Groupcategoriestogether; Reordercategories

ThesecondpartofthistrainingmanualprovidesbackgroundinformationonthreeofthemainUniversity

Statisticspivottables:VTACAdmissions,EnrolmentsandStudentLoad.Inthissectionyouwilllearnabout:

ThemeasurescontainedwithintheVTACAdmissionspivottable; CalculatedfieldswithintheVTACAdmissionspivottable; ThedifferencebetweendegreefacultyandmanagingfacultyintheEnrolmentspivottable; DefinitionsoffieldofeducationandsocioeconomicstatusintheEnrolmentspivottable; DefinitionsofteachingfacultyandclusterintheStudentLoadpivottable.


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UNIVERSITYSTATISTICSPIVOTTABLES

Admissions

Containsnewandhistoricaldataon:

VTACAdmissions(MonashandStatedata) BachelorPassAdmissionsPathways.

EnrolmentandLoad

ContainspreliminaryandhistoricalEnrolmentandLoaddata,whichissplitintoMonashUniversityonly

dataandNationaldata.

Equity

ContainsnewandhistoricalMonashUniversitydataonstudentequitygroups,e.g.lowsocioeconomic

status,regional/ruralstatus,indigenousstatusetc:

AccessandParticipation(DEEWRIAF) RetentionRates(DEEWRIAF) ProgressionRates(DEEWRIAF)

AcademicPerformance

PivottablesinthisseriescontainMonashUniversitydataon:

AverageMarks AverageCourseProgressionRate Progressionrates Distributionofgrades GradePointAverage RetentionRates(DEEWRLTPF)

Graduates

Pivottablesinthisseriesincludehistoricaldataonstudentswhohavecompletedtheircourse.

Thisincludesapivottableprovidinghistoricalcoursecompletiondata,andpivottablesusingdatafromthe

AustralianGraduateSurvey,whichitselfismadeupof:

GraduateDestinationSurveydata CourseExperienceQuestionnairedata PostgraduateExperienceQuestionnairedata

Staff

Pivottablesinthisseriesprovideinformationon:

MonashStaffStudentratios MonashFulltimeequivalentandNumberofStaff NationalFulltimeequivalentandNumberofStaff


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SECTION 1:THEFUNCTIONS & TOOLS OF EXCEL PIVOT TABLES

ApivottablecanbecreatedveryquicklyfromanyExceldatabaseorexternaldatasource(e.g.Access,SPSS,

Dbaseetc)usingthepivottablewizard. Thestepsoutlinedbelowwillshowyouhowtocreateabasicpivot

tablefromanExceldataset.

STEP1: OPENTH EDATA SET

TheExceldatabaseforthisexercisecanbedownloadedfromourwebpage:

http://www.opq.monash.edu.au/us/training/index.html

ClickonthePivotTableTrainingDatasetlinktoopenthefile.Thensaveittothedesktop.

Therearefourvariables(orfields)inthisdatabase:Gender,Citizenship,AgeGroup,Facultyandone

measure:AverageMark.Thesevariablesareseeninthecolumns.

Inthisexample,eachrowshowsthedataforanindividualstudent.1

1Pleasenotethatthedatahereisdummydatacreatedspecificallyforthepurposesofthistrainingsession.


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STEP2: SELECTINGTH EDATAFORTH EPIVOTTABLE.

SelecttheInsertmenuandthenchoosetheoptionPivotTable.

Excelwillthenaskyoutochoosethedatathatyouwouldliketoanalyse. AsyouareusinganExcel

databaseforthisexercisepleaseensurethattheSelectatableorrangeradiobuttonisselected.

Selectthecellscontainingthedata(includingthecolumnheadings). Alternativelyifthecursorislocated

anywherewithinthesecellsbeforeyouselectedthepivottableoptionfromthetoolbar,Excelwillbeable

toautomaticallydetectthedata.

AsyouaregoingtobeplacingthepivottableinanewworksheetwithinExcelpleaseensurethattheNew

Worksheetradiobuttonisselected.


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ThenclickonOK.

AnewworksheetiscreatedinyourExcelworkbook,containingthepivottable.

Note ifyourpivottableisnotdisplayingasabovecheckthattheclassicpivottablelayoutisselectedas

follows:PivotTableToolsOptionstab>PivotTableNamesubmenu>Options.


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APivotTableOptionsboxshouldappear.

SelecttheDisplaytab,ensureClassicPivotTableLayoutisticked.


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STEP3: DEFININGTHE LAYOUTOFTH EPIVOTTABLE

Thenextstepistodefinethelayoutofthepivottable. Thisiswhereyoudecidewhatvariablesyouwantin

yourrowsandcolumns,whichvariablesyouwanttobeyourmeasure(data)andwhichvariablesyouwant

toappearonthePageofthepivottablesothattheycanbeusedforanyfilteringandcanbeeasily

accessibletobebroughtintothetablelateron.

YoucandefinethelayoutofthetablebydraggingthevariablesfromthePivotTableFieldList(under

choosefieldstoaddtoreportontherighthandsideofyourscreen)intothecorrespondingregiononthe

pivottable(lefthandsideofscreen).


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Inthisexercisewewillbeginbysettingupapivottablethatshowsthemean(i.e.average)oftheAverage

MarksbyGenderandAgeGroup.GenderwillgointherowsandAgewillgointhecolumns.Allofthe

othervariableswillbelistedinthePagearea.

FirstdragGenderintotheRowregion(DropRowFieldHere).Todothisplacethecursorovertheword

Genderandclickandholddowntheleftmousebutton.Thiswillallowyoutopickupthevariableanddrag

itacrossintotheRowregion.

Nextdrag AgeGroupintotheColumnregion(DropColumnFieldsHere)

anddragAverageMarkintotheDataRegion(DropDataItemsHere).

WhenyoudothisyouwillseethatAverageMarkissettothedefaultofSumofAverageMark. Thedatain

thepivottablewillthenshowyoutheresultsofaddingupalloftheaveragemarks.Inthiscasehowever,

wewanttoseethemean(oraverage)ofalloftheindividualAverageMarks. Thatis,wewantthetableto

calculatethefollowing:

SumAverageMarks/NumberofAverageMarks(i.e.students)


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TodothisdoubleclickontheSumofAverageMarkcellandaViewFieldSettingBoxwillappear.Under

SummarizevaluefieldbyselectAverageandclickOK.

Note inthePivotTableFieldListtotherightofyourscreen,allofthevariableswithinyourdatasetare

listed. Thosehighlightedinboldhavealreadybeenplacedwithinaregionofthepivottable. Thosenotin

bold(e.g.inthiscase,CitizenshipandFaculty)havenotyetbeenaddedintothepivottable.

YourPivotshouldnowresemblethefollowing:


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ThenextstepistoaddtothePageregionanyvariablesthatyouwouldliketobeavailableforfilteringthe

dataorforinclusionintothetablelateron.

AddCitizenshipintothePageregion,bypickingup,dragginganddroppingthevariable.

AddFacultyintothePageregion,bypickingup,dragginganddroppingthevariable.

Note alternativelyyoucandraganddropthevariablestobedisplayedinthepivotintotheReportFilter,

ColumnLabelsRowLabelsandValuessectionsofthePivotTableFieldList. Youcanalsousethistore

arrangethevariablesoraddinanyvariablesthathavenotyetbeenaddedtooneoftheregions. Asshown

below:

YounowhaveatablethatclearlyoutlinestheAveragemarkforthestudentsbyagegroupandgender.The

dataisautomaticallydisplayedto8decimalpoints.Tochangethishighlightthecellscontainingthedata

andclickonthedecreasedecimalbutton,ontheHometab,untilitissettoonedecimalplace.


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Notes

WhenyouselectacelloutsideofthepivottablethePivotTableFieldListwillnotbedisplayed. Toshow

thePivotTableFieldListagainselectacellwithinthepivottable.

IfyouclosethePivotTableFieldListusingtheX,

Youcanreopenitby:

Selectingacellwithinyourpivottable

Rightclickonthemouse

SelectShowFieldList

QuickQuiz

1) Whatistheaveragemarkforallofthestudents?2) Whichgrouphasthehighestaveragemark:malesorfemales?3) Whichagegrouphasthehighestaveragemark?


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STEP4: PAGE REGIONFILTERINGSELECTINGONEVARIABLECATEGORY

ThevariableslistedinthePageregioncanbeusedtofilterthedatatoaparticularsubsetofthestudents.

InthisexercisewewillfilterthedatabyCitizenshiptoInternationalstudents.

ClickonthearrowforthedropdownboxnexttoCitizenship.SelectInternationalandthenclickOk.

ThedataisnowfilteredtoshowthefiguresforInternationalstudentsonly.

Note whereitusedtodisplayAllnexttoCitizenshipitnowdisplaysInternational,andsomeoftheage

groupsarenowmissingfromthetable.Thisisbecausetherearenointernationalstudentswithinthoseage

groups.Later(inStep13)thismanualwillexplainhowtodisplayrows/columnsthatcontainnodata.


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IfyoualsowantedtojustlookatInternationalstudentswithinaparticularFacultyyoucouldalsoselect

thatfacultyfromtheFacultydropdownmenu.

QuickQuiz

1) WhatistheaveragemarkforalloftheInternationalstudents?2) Whichage/gendergroupofInternationalstudentshasthelowestaveragemark?


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STEP5: PAGE REGIONFILTERINGSELECTINGMORETHANONECATEGORYWITHINA

VARIABLE.

The

tool

outlined

in

Step

4

only

allows

for

one

category

within

each

variable

to

be

chosen

for

filtering.

Sometimesyoumaywishtolookatmorethanonecategory(e.g.fortwooftheFaculties).Inthisexercise

wewillfilterthedatatostudentswithintheFacultyofArtsandFacultyofEducation.

First,removetheCitizenshipfilterbyeither:

clickingonthedropdownarrownexttoCitizenship,selectingAllandclickingonOK. usingtheClearAllfunctionfromthePivotTableToolsOptionsTab>Options>Clear>ClearFilters.

Thisfunctionisusefulwhennumerousfiltershavebeenadded.

ClickonthearrowforthedropdownboxnexttoFaculty.

TickSelectMultipleItems


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YouwanttodisplaythedataforonlytheArtsandEducationfaculties. Todothis:

untick(All),thiswilldeselectallofthefaculties

SelectArts

SelectEducation

ThenclickOK

ThiswillfilterthedatatostudentswithintheArtsandEducationfacultiesonly.Notethatwhereitusedto

displayAllnexttoFacultyitnowdisplaysMultipleItems.IfyouclickontheFacultydropdownboxyouwill

seethatonlythesetwofacultiesareselected.

QuickQuiz

WhatistheaveragemarkofstudentsintheArtsorEducationfaculty?

Removethefilter,eitherby:

ClickingonthedropdownarrownexttoFaculty,andtick(All),clickOK. usingtheClearAllFunctionfromthePivotTableTools>Options>Clear>ClearFilters.


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STEP6: FILTERINGTH EDATAUSINGAVARIABLEWITHINTH ETABLE

Itisalsopossibletofilterthedatausingvariablesthatarealreadyplacedwithinthetable.Inthisexercise

wewillfiltertostudentsaged30yrsorabove.

LeftclickonthearrownexttoAgeGroup.Thiswillbringupalistofalltheagegroupcategories.

Removethetickmarksnexttothe


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STEP7: ADDINGA PAGE VARIABLEINTO ATABLE.

Ratherthanusingthefilterfunction,anotherwayofexaminingthedataforInternationalstudentswould

be

to

bring

the

Citizenship

variable

into

the

actual

table,

such

that

comparisons

could

be

made

between

InternationalandDomesticstudents.Anypagevariablecanbeeasilyaddedtothetablebysimplydragging

itintotheColumn,Row,orDataregionofthepivottable.

PlacethecursorovertheCitizenshipboxuntilitformsacross.Holddowntheleftmousebuttonanddrag

thevariabletotherequiredlocation.InthisexercisewewilldragitintotheRowregiontotheleftof

Gender.


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STEP8: REMOVING& ADDINGROWTOTALS

NotethatthepivottablewillautomaticallycreateRowTotalsfortheRowVariablethatisontheleft(inthis

case

Citizenship).

To

remove

these

Row

Totals:

Option1

DoubleclickontheCitizenship

TheFieldSettingboxwillthendisplay

SelectSubTotals,None.

Option2

MovethecursoroveroneoftheRowTotals.

ClickontheLeftmousebutton.ThiswillhighlighttheRowTotals.

ClickontheRightmousebuttonandselectSubtotalCitizenship.

TobringtheRowTotalsback,placethecursorovertheCitizenshipfieldbox,clickontheleftmousebutton,

toselectthecell. ThenclickontheRightmousebuttonandselectSubtotalCitizenship.


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STEP9: REARRANGINGVARIABLESWITHINTHE TABLE

InadditiontomovingPagevariablesintothetable,itispossibletorearrangethevariableswithinthe

table.Again,thisisdonebysimplyplacingthecursoroverthevariablethatyouwanttomoveuntilitforms

across,holdingdowntheleftmousebuttonanddraggingthevariabletotherequiredlocation.

Similarly,variablesthatareinthepivottablecanbeplacedbackintothePageRegion.

Inthisexercise,move:

GenderintothePageRegion,

AgeGroupintheRowRegion

CitizenshipintotheColumnRegion.

Yourtableshouldnowlooklikethis:


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STEP10:REORDERINGTH E CATEGORIES

Itisalsopossibletochangetheorderinwhichthecategoriesappearinthetable.

InthisexerciseyouwillrearrangetheAgegroupsusingdifferingmethods.

Method1

Placethecursoroverthe


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Method2

Placethecursoroverthe


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STEP11:GROUPINGCATEGORIES

Categoriescanalsobegroupedwithinthepivottable.Thiseffectivelycreatesanewvariablecontainingthe

newgroupedcategories.

Inthisexerciseyouwillgrouptheagegroupsof3539,4044and45+together.

Highlightthecellscontaining3539,4044,4549and50+andclickontheRightmousebutton.

PlacethecursoroverGroupandclickontheleftmousebutton.

ThiswillcreateanewvariableintheRowRegioncalledAgeGroup2whichcopiesthecategoriesalready

containedinAgeGroupbutgroupstogethertheselectedagegroupsintoacategorycalledGroup1.

Youcanthenrenamethiscategoryto35+bysimplyselectingtheGroup1 cell,goingtotheformulabar(fx)

andtypinginthenewlabel.


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AdditionallytheVariablename(i.e.AgeGroup2)canalsobechanged,eitherasaboveorasfollows:

DoubleclickwiththeleftmousebuttonontheAgeGroup2cell.

AFieldSettingsdialogboxwillappear.

InthefieldCustomName:deletethecontentsandtypeAgeGroupBroad.

ThenclickOK.

Yourpivottableshouldnowlooklikethis:


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STEP12:CHANGINGTH EMEASUREIN THEDATAREGION

ThepivottableiscurrentlyshowingdatathatcalculatestheAverageoftheAverageMark.Itisalsopossible

todisplaythenumberofstudents.ThiscanbedonebysettingtheAverageMarkvariabletoCountinstead

ofAverage.Thiswilladdupthenumberofaveragemarksheldinthedatafile. Thereare2waysofdoing

this:

Option1

DoubleclickwiththeleftmousebuttonontheAverageofAverageMarkcelltodisplayitsValueField

Settingdialogbox.

IntheboxisalistofoptionsundertheheadingSummarizevaluefieldby.

SelectCount

ClickOk.

Thedatawithinthepivottablewillshowthecountofthenumberofstudentsthatareincludedinthe

AverageMark.


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QuickQuiz

1) Howmanystudentsarethereintotal?2) Howmanydomesticstudentsareaged50+?3) Whichage/citizenshipgrouphasthelargestnumberofstudents?

Option2

FirstchangethedatabacktoAverageofAverageMarkusingthestepsoutlinedabove.

InthisexercisewewillalsocontinuetodisplaytheAverageofAverageMarkinthetable.Bydisplayingthis,

alongwiththenumberofthestudentsitwillbepossibletoseehowmanystudentsareincludedinthe

calculationofeachoftheAverageMarkfigures.

TodothisdragasecondAverageMark(fromthePivottablefieldlisttotherightofyourscreen)intothe

DataRegion

ItwilldefaulttoSumofAverageMark.

DoubleclickwiththeleftmousebuttonintheDatacolumnofthepivottableononeofthecellsSumof

AverageMark.

SelectCountfromtheSummarisevaluefieldbylist.

ClickOK

Thetableshouldlookasfollows:


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NotethattheDataisautomaticallyplacedintheRows.Ifyouprefertodisplaythedatainseparatecolumns

youcandosobydraggingthecellDataintotheColumnRegion.

Thetableshouldnowlooklikethis:

QuickQuiz

Whatistheaveragemarkofdomesticstudentsaged3034andhowmanystudentsareinthisgroup?

If you drag the Data field box

under the column titles for

Citizenship the table will format

such that Citizenship is the

primary column variable and the

count of Average Mark and

average of Average Mark sit

below.


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STEP13:DISPLAYINGROWSWITHNO DATA

Bydefault,rowscontainingnodatawillnotbedisplayedinthepivottable.

Thisdefaultsettingcanbechangedhoweversothattherowiscreated.Thisisparticularlyusefulifyouplan

tocopythedataintoaprepreparedtemplate.

FirstplacetheAgeGroupBroadvariableintothePageRegion

BringGenderdownintotheRowRegiontotheleftofAgeGroup.

Thetableshouldlooklikethis:

Thereisnorowforfemalesaged4044andnorowformenaged3539and4549.Thisisbecausethereare

nostudentsthatfallintothesecategories.

Forformattingpurposesyoumaywishtohavetheserowsdisplayed.Todothis:

DoubleClickonAgegroup

Or

RightClickontheAgeGroupcell,selectFieldSettings.

Thenproceedasfollows:

GotothetabentitledLayoutandPrint

TickShowitemswithnodata

selectOK.


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Thetableshouldnowlooklikethis:

Notethattheserowscontainnodata


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STEP14:PUTTINGPIVOTTABLEDATAINTO YOUR OWNFORMATTEDSTATICTABLES

Onceyouhaveusedthepivottabletoextractthedatathatyourequire,thefigurescaneasilybecopied

andpastedintoanotherworksheettoformatasyouwish.

UsingthepivottablecreatedinStep13,usethemousetoselectthecellscontainingtheactualtable.

DonotincludethePageRegioninyourselection.

Clickontherightmousebutton(whilsthoveringoverthepivottable)andselectCopy.

Thiscanthenbepastedintoanotherworksheet.

Opentheworksheetwhereyouwishtoplacethetable

Placethecursorinthecellwhereyouwantthetabletobepasted

ClickontherightmousebuttonandselectPaste.

Youcanthenformatthisasyouwishand/orwriteexcelformulas(e.g.summingcellsorcalculating

percentages)fromthedatainthetable.


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Note

IfyouhadincludedthePageRegioninyourselection,itwouldhavepastedapivottableintotheother

worksheetratherthanastatictable. Toavoidthisyouwouldneedtodothefollowingwhenpastingthe

data:

placethecursorinthecellwhereyouwantthetabletobepasted

clickontherightmousebuttonandselectPasteSpecial.

SelectValuesfromthePasteoptions

ClickOK

Thenwhilstthedatayouhavepastedisstillhighlighted

clickontherightmousebuttonandselectPasteSpecial.

SelectFormatsfromthePasteoptions


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SECTION 2:UNDERSTANGING ADMISSIONS, ENROLMENTS ANDLOAD PIVOT TABLES

1:

INTRODUCTION

TO

TH E

VTAC

ADMISSIONS

PIVOT

TABLES

TheVTACAdmissionsPivottablesprovidedontheUniversitystatisticswebpagearecreatedfromadatafile

containingdataprovidedbyVTAC(VictorianTertiaryAdmissionsCentre). VTACisacentralbodythatco

ordinatesthecourseapplication/admissionsprocessforundergraduatecourses(university,TAFEand

privateprovider)withinVictoria.ThedataprovidedbyVTACcontaininformationonapplicationsfor

MonashUniversityandallotherVictorianinstitutions.

ThreeoftheVTACAdmissionspivottableshaveinformationatthepreferencelevel. Eachrecordwithinthe

underlyingdatafilereferstoonecoursepreference. Eachapplicantcanapplyforupto12differentcourses

(plus1irregularoffer)whichtheylistontheirapplicationinorderofpreference(i.e.their1stpreference

courseisthecoursetheywouldmostliketobeadmittedto).

OneoftheVTACAdmissionspivottableshasinformationattheapplicantlevel.Thispivottable(VTAC

ApplicantsHistory)isnewfor2010andwillenableanalysisofindividualapplicantpreferencepatterns.

Inthispartofthetrainingsession,eachofthemeasuresdisplayedwithinthePreferencespivottablewillbe

explainedandyouwillbeaskedtoundertakesomeanalysisusingthetoolsyoulearntpreviously.Youwill

alsolearnaboutCalculatedFields.

AccesstothePreferencespivottable

ThereareseveralVTACAdmissionspivottablesontheUniversitystatisticswebpage:Inthisexerciseyou

willbeusingtheState:VTACPreferences:2010pivottablewhichcanbedownloadedfromthefollowing

webpage:


Downloadthefileandthensaveittothedesktop.


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PreferencesPivotTableMeasures

WhenyouopenthePreferencespivottableitshouldlooklikethis:

Notethatthedataisonlyfortheyearspecifiedinthefiletitle.

Thereare9measuresdisplayedwithintheDataRegionoftheadmissionspivottableanditisformattedto

includeApplicantVTACApplicantCategoryGroupintheRowRegion.

MeasureCount:Preferences

Thisisacountofthenumberofpreferences(orcourseapplications)madebyVTACapplicants.

MeasureCount:FirstPreference

Thisisacountofthenumberof1stpreferencesmadebyVTACapplicants.Becauseeachapplicantmust

haveatleastonepreference,thismeasurecanalsobeusedasacountofthenumberofapplicants.

Therefore,in2010therewere83,913VTACapplicants.AsthePreferencesnumbershows,theseapplicants

madeatotalof537,017preferences(orcourseapplications).


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MeasureCount:Offers

ThereareanumberofofferroundsduringtheVTACadmissionsprocess.Ifanapplicantreceivesanoffer

foroneoftheirpreferencesduringoneoftheserounds,itispossibleforthemtoreceiveanotherofferfora

coursethatishigherontheirpreferencelistinasubsequentofferround.Iftheyacceptthissecondoffer

theirfirstofferisretracted.Iftheyrejectthissecondoffer,buthaveacceptedtheirfirstoffer,itisthefirst

offerthatstands.

ThismeasurecountsupthenumberofFinalOffers.Thatis,theofferthatastudentacceptsor,iftheydo

notacceptanyoffers,theofferthatwashighestontheirpreferencelist.Therefore,eventhoughan

applicantmayreceiveanumberofdifferentoffersduringtheadmissionsprocess,eachapplicantcanonly

have1finaloffer. Thisiseffectivelyacountofthenumberofapplicantswhoreceivedanoffer.

MeasureCount:Acceptances

Thiscountsupthenumberofapplicantswhoacceptedtheiroffer.

MeasureCount:Enrolments

ThiscountsupthenumberofstudentswhoacceptedtheirofferandwereenrolledonMarch31st(census

date).

MeasureCount:Deferments

Thiscountsupthenumberofstudentswhoacceptedtheirofferbutthendeferred.

MeasureCount:OfferRate(calculatedfield)

TheOfferRateiscreatedusingtheCalculatedFieldfunction.ItisthenumberoffinalOffersdividedbythe

numberofPreferences.

Pleasenotethatthisisdifferentfromtheofferratethatwasincludedinpreviousadmissionspivottables.In

previousyearstheofferratewascalculatedasthenumberoffinaloffersdividedbythenumberof1st

preferences.

MeasureCount:EnrolmentRate(calculatedfield)

CreatedusingtheCalculatedFieldfunction.Itisthenumberofenrolmentsdividedbythenumberofoffers.

MeasureCount:DefermentRate(calculatedfield)

CreatedusingtheCalculatedFieldfunction.Itisthenumberofdefermentsdividedbythenumberofoffers.


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CalculatedFields

Todisplaytheformulabehindthecalculatedfieldsfirstclickoncewiththeleftmousebuttononacell

anywherewithinthepivottable(notinthepageregion).ThenselectfromthePivotTableToolsmenubar>

Options>Formulas>CalculatedField.

ThiswillthendisplaytheInsertCalculatedFielddialogbox.Ifyouclickonthedropdownarrownexttothe

Nametextboxthecalculatedfieldsthatarealreadyinthepivottablewillbedisplayed.


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SelectMeasureOfferRateandtheFormulatextboxwilldisplaytheformulaforthiscalculatedfield.

Formula='Measure Count:Offers'/'Measure Count:Preferences

ThisdialogboxcouldalsobeusedtocreateanewCalculatedfield.Thisisdonebytypingthenameofthe

newfieldintheNametextbox,usingtheFormulatextboxtoinserttheformula(fieldsforinsertioninto

theformulacanbeselectfromtheFieldslist)andthenclickingOK.

ClickOKorClosetoreturntothepivottable.


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AdmissionsTablePivotExercise

Hereareafewexercisesforyoutopracticeusingpivottables.

1) HowmanyoffersweremadebyMonashUniversityin2010andwhatwastheenrolmentrateoftheseoffers?

2) Whichuniversitymademoreoffers:MonashorDeakin?3) ByextractingdatafromthepivottableputtogetheratableinExcelthatlookslikethis:

Table1:ENTERscoreprofileofVTACapplicantswhogavetheirfirstpreferencetoacourseatRMIT

comparedwiththosewhoenrolledinacourseatRMIT

EnterScore

Group

Numberoffirst

preferences

Numberof

enrolments

Total

4) OfallthepreferencesreceivedbytheUniversityofMelbourne,howmanywerefromapplicantslivinginaruralorisolatedarea?Usethegroupfunctionandsubtotalsfunctiontoanswerthis

question.


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2:ENROLMENTPIVOTTABLE

UniversitystatisticscurrentlypublishesanEnrolmentpivottableforMonashcontainingfullyearenrolment

data.ThispivottableistakenfromourDEEWRstudentsubmissions.

TheAcademicYearisthesameasacalendaryear(JantoDec).

PleasenotethatstudentdataissubmittedtoDEEWRfourtimesayear:

31stMay:coversstudentsenrolledinsubjectswithcensusdatesfrom1Januaryto31March. 31stAugust:coversstudentsenrolledinsubjectswithcensusdatesfrom1Aprilto30June; 31stOctober:coversstudentsenrolledinsubjectswithcensusdatesfrom1Julyto31August; 31stMarch:coversstudentsenrolledinsubjectswithcensusdatesfrom1Septemberto31

December.

Thereforefinalisedstudentdataforagivenyearisnotavailableuntilafter31stMarchinthefollowing

year.

InthisexerciseyouwillbeusingtheMonash:EnrolmentHistory20052010pivottablewhichcanbe

downloadedfromthefollowingwebpage:



TherearetwomeasuresinthisEnrolmentpivottabletheSumofStudentEnrolmentsandtheSumof

StudentCourseEnrolments.Thissectionofthemanualwillexplainsomeofthelessintuitive

variables/fieldswithinthepivottableandwillaskyoutoundertakesomeanalysisusingthetoolsyoulearnt

previously.

PleasenotethatyoucanaccessdetailedinformationabouttheDEEWRsubmissionsfromthefollowing

webpage: http://www.opq.monash.edu.au/us/glossary/index.html


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KeyvariableswithintheEnrolmentpivottable

Whenyouopentheenrolmentpivottableitshouldlooklikethis:

ThispivottableissettodisplaytheSumofStudentEnrolmentsandtheSumofStudentCourseEnrolments

overasixyeartimeseries(fiveyearsoffinaliseddataandoneyearofpreliminarydata).

Keyvariable:Measure SumofStudentEnrolments

ThisisameasureofthenumberofstudentsatMonashUniversity.Studentsareonlycountedagainsttheir

majorcourse thisisusuallythecoursethatthestudenthadthemostloadinfortheyear. Studentswho

arejustenrolledinacrossinstitutionalprogramarenotincluded.Thisisthemeasurepredominantlyused

byDEEWRintheirpublications.

Keyvariable:Measure SumofStudentCourseEnrolments

Thisisameasureofthenumberofenrolmentsineachcourse.Sometimesstudentsareenrolledinmore

thanonecourseduringthereferenceyear.Insuchcases,thestudentwillbecountedagainsteverycourse

theywereenrolledinforthatyear.Crossinstitutionalenrolmentsareincludedhere.


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Keyvariable:DegreeFacultyvsManagingFaculty

EachcoursehasaDegreeFacultyandaManagingFacultyandsoeachenrolmentisassignedtoaDegree

FacultyandManagingFaculty.TheDegreeFacultytellsuswhichfacultiestheDegreecovers.Forinstancesa

BachelorofArts/BachelorofLawshastheDegreeFacultyofLaw/Arts.Onlyonefacultycanmanagea

course/enrolmentandforthisexampletheManagingFacultyisLaw.

ToseetherelationshipbetweenDegreeFacultyandManagingFaculty:

DraganddropCourseFacultyManagingCurrent(Abbrev)intotherowregion

DraganddropCourseFacultyDegreeCurrent(Abbrev)intotherowregiontotherightofCourse

FacultyManagingCurrent(Abbrev)

RightmouseclickonSumofStudentEnrolmentsandselectremoveSumofStudentEnrolments

DraganddropCourseEnrolmentReferenceYearintothecolumnregion

QuickQuiz

1) HowmanycourseenrolmentsweremanagedbytheArtsFacultyin2005?2) WhichfacultymanagesthosecourseswithintheDegreeFacultyofBus&Eco/MNHS?


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Keyvariable:FieldofEducation

ThereareeightFieldofEducation(FOE)variableswithintheenrolmentpivottable:

Course FOEBroad Course FOENarrow

Course FOEDetailed Course FOEDetailedCode

Course FOESupplementaryBroad Course FOESupplementaryNarrow

Course FOESupplementaryDetailed Course SupplementaryDetailedCode

EachMonashcourseisassignedafieldofeducationcodeaccordingtotheAustralianStandard

ClassificationofEducation(ASCED).Combinedcoursesarealsoassignedasupplementaryfieldofeducation

code.Thisisahierarchicalclassificationsystemwiththreelevels:broad,narrowanddetailed.Further

informationcanbefoundintheDEEWRHelpfileslocatedhere:

http://www.heimshelp.deewr.gov.au/6_Appendices/#Appendices_E__Field_of_Education_Classification

ToseetherelationshipbetweenBroadandNarrowFOE,removeCourseFacultyManagingCurrentand

Course FacultyDegreeCurrentfromtheRowRegion.

ThendisplaytheFieldListbyrightclickingonthepivottableandselectingshowfieldlist.

MoveCourse FOEBroadandCourse FOENarrowintotheRowRegion,withtheBroadvariabletotheleft

oftheNarrowvariable.

ThePivotTableshouldnowlooklikethis:

QuickQuiz

1) WhichbroadfieldofeducationcategorydoesthenarrowfieldofeducationofPharmacygointo?2) HowmanyCreativeArtscourseenrolmentsdidMonashhavein2006?


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3:STUDENTLOAD(EFTSL)PIVOTTABLE

UniversitystatisticscurrentlypublishesastudentloadpivottableforMonashcontainingfullyearstudent

loaddata.ThispivottableistakenfromourDEEWRstudentsubmissionsandissetuptoreplicateDEEWR

publications.

TheAcademicYearisthesameasacalendaryear(JantoDec).

PleasenotethatstudentdataissubmittedtoDEEWRfourtimesayear:

31stMay:coversstudentsenrolledinsubjectswithcensusdatesfrom1Januaryto31March. 31stAugust:coversstudentsenrolledinsubjectswithcensusdatesfrom1Aprilto30June; 31stOctober:coversstudentsenrolledinsubjectswithcensusdatesfrom1Julyto31August; 31stMarch:coversstudentsenrolledinsubjectswithcensusdatesfrom1Septemberto31

December.

Thereforefinalisedstudentdataisnotavailableuntilafter31stMarchinthefollowingyear. Preliminary

dataisavailablefromaboutMayeachyear,andisupdatedregularlythroughouttheyearuntilthefinal

submissionismade.

InthisexerciseyouwillbeusingtheMonash:LoadHistory20052010pivottablewhichcanbe

downloadedfromthefollowingwebpage:



TherearetwomeasuresintheStudentLoadpivottablesSumofStudentLoad,andSumofUnitofStudy

Enrolments.

A

full

time

student

will

have

a

total

EFTSL

(Equivalent

Full

Time

Student

Load)

of

1.

This

EFTSL

willbedividedupamongtheunitsthattheyareenrolledin(e.g.8unitswith0.125EFTSLineachunit).

Thissectionofthemanualexplainssomeofthelessintuitivevariables/fieldswithinthepivottableand

willaskyoutoundertakesomeanalysisusingthetoolsyouhavepreviouslylearnt.

PleasenotethatyoucanaccessdetailedinformationabouttheDEEWRsubmissionsfromthefollowing

webpage:http://www.opq.monash.edu.au/us/glossary/index.html


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Whenyouopentheloadpivottableitshouldlooklikethis:

Itissettodisplayasixyear(fiveyearsoffinaliseddataandoneyearofpreliminarydata)timeseriesof

EFTSLbySumofStudentLoad,andSumofUnitofStudyEnrolments.

Keyvariable: DegreeFacultyvsManagingFacultyvsTeachingFaculty

IntheearliersectionontheEnrolmentpivottableitwasexplainedthateachcoursehasaDegreeFaculty

(CourseFacultyDegreeCurrent)thatindicateswhichfacultiesthedegreecovers,whileonlyonefaculty

canmanageacourse/enrolmentandthisisreferredtoastheManagingFaculty(CourseFacultyManaging

Current).

TheTeachingFaculty(UnitFacultyTeachingCurrent)isaunitlevelvariable.ItistheFacultythatrunsthe

individualunit.

Forinstance,astudentundertakinganArts/Lawdoubledegreewillbeenrolledin:

DegreeFaculty=Law/Arts

ManagingFaculty=Law


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PivotTableTrainingManualButiftheyareundertakingpsychologyunits,theirEFTSLwithintheseunitswillfallundertheTeaching

FacultyofMedicine,NursingandHealthSciences.

DragCourseFacultyDegreeCurrentandUnitFacultyTeachingCurrentintotheRowRegionofthepivot

tabletoseehowstudentloadisspreadacrossdifferentteachingfaculties.

QuickQuiz

In2005,howmuchofEFTSLwithintheBus&EcoDegreeFacultywastaughtbytheArtsFaculty?

Pivot Table Training Manual v0.1 20110202

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