saving and preparing school finance data from gems basic setup & revenues paul taylor, opi...
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![Page 1: Saving and Preparing School Finance Data from GEMS Basic Setup & Revenues Paul Taylor, OPI School Finance](https://reader038.vdocuments.net/reader038/viewer/2022110322/56649d215503460f949f60f6/html5/thumbnails/1.jpg)
Saving and Preparing School Finance Data from GEMS
Basic Setup & Revenues
Paul Taylor, OPI School Finance
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http://opi.mt.gov/Index.html
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http://gems.opi.mt.gov/Pages/Default.aspx
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Choose TFS Reports then Reported Revenues by School District.
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Determine your parameters and click View Report
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Choose the dropdown next to the Save icon and choose Excel.Then open the saved file.
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1. Choose 2 to expand all data
2. Choose the Data tab
3. Choose the Ungroup dropdown and clear outline
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1. Select the “all box” 2. Right click and choose Format Cells
3. Clear the box Merged Cells
4. Click OK
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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.
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1. Then highlight columns and rows that you don’t need and delete them.
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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.
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1. Hardcode the two columns with the formulas, label them and delete columns C and D.
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1. Sort on Source code and delete the blank rows.
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1. Click in cell A:1
2. Choose Insert 3. Choose Pivot Chart
4. Choose OK
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1. Set up your Pivot Table like this by dragging items from the Fields area.
A bigger version is on the next slide
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1. If the values for FY20XX are not Sum use the dropdown and choose Value Field Settings and choose Sum.
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1. Close the Pivot Table Fields list
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1. Right click in the chart area and choose Change Chart Type.
2. Pick Line graph and OK.
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1. Right click in the chart area and choose Select Data Source.
2. Pick Switch Row/Column and OK.
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1. Click on the data table.
2. Choose Insert
3. Choose Slicer
4. Choose Fund Name and Source Code then OK.
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1. Arrange slicers and graph by moving and holding the left button down to lock them in place.
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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.
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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.