pivot table training manual v0.1 20110202
TRANSCRIPT
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UNIVERSITYSTATISTICS
PIVOTTABLE
TRAININGMANUAL
February2011
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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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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:
http://www.opq.monash.edu.au/us/pivottable/index.html
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:
http://www.opq.monash.edu.au/us/pivottable/index.html
Downloadthefileandthensaveittothedesktop.
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:
http://www.opq.monash.edu.au/us/pivottable/index.html
Downloadthefileandthensaveittothedesktop.
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?