UNIVERSITYSTATISTICS

PIVOTTABLE TRAININGMANUAL

February2011

PivotTableTrainingManual

UniversityStatistics,OfficeoftheProViceChancellor(PlanningandQuality)

PivotTableTrainingManual

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 STEP10:REORDERINGTHECATEGORIES .................................................................................................................... 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.TheseareavailablefordownloadontheUSwebpageandareprovidedso that 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.Youwilllearnhowto: 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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SECTION1:THEFUNCTIONS&TOOLSOFEXCELPIVOTTABLES ApivottablecanbecreatedveryquicklyfromanyExceldatabaseorexternaldatasource(e.g.Access,SPSS, Dbaseetc)usingthepivottablewizard.Thestepsoutlinedbelowwillshowyouhowtocreateabasicpivot tablefromanExceldataset. STEP1:OPENTHEDATASET 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

Pleasenotethatthedatahereisdummydatacreatedspecificallyforthepurposesofthistrainingsession.

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STEP2:SELECTINGTHEDATAFORTHEPIVOTTABLE. SelecttheInsertmenuandthenchoosetheoptionPivotTable.

Excelwillthenaskyoutochoosethedatathatyouwouldliketoanalyse.AsyouareusinganExcel databaseforthisexercisepleaseensurethattheSelectatableorrangeradiobuttonisselected. Selectthecellscontainingthedata(includingthecolumnheadings).Alternativelyifthecursorislocated anywherewithinthesecellsbeforeyouselectedthepivottableoptionfromthetoolbar,Excelwillbeable toautomaticallydetectthedata. AsyouaregoingtobeplacingthepivottableinanewworksheetwithinExcelpleaseensurethattheNew Worksheetradiobuttonisselected.

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ThenclickonOK. AnewworksheetiscreatedinyourExcelworkbook,containingthepivottable.

Noteifyourpivottableisnotdisplayingasabovecheckthattheclassicpivottablelayoutisselectedas follows:PivotTableToolsOptionstab>PivotTableNamesubmenu>Options.

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APivotTableOptionsboxshouldappear. SelecttheDisplaytab,ensureClassicPivotTableLayoutisticked.

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STEP3:DEFININGTHELAYOUTOFTHEPIVOTTABLE 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. NextdragAgeGroupintotheColumnregion(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.

NoteinthePivotTableFieldListtotherightofyourscreen,allofthevariableswithinyourdatasetare listed.Thosehighlightedinboldhavealreadybeenplacedwithinaregionofthepivottable.Thosenotin bold(e.g.inthiscase,CitizenshipandFaculty)havenotyetbeenaddedintothepivottable. YourPivotshouldnowresemblethefollowing:

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ThenextstepistoaddtothePageregionanyvariablesthatyouwouldliketobeavailableforfilteringthe dataorforinclusionintothetablelateron. AddCitizenshipintothePageregion,bypickingup,dragginganddroppingthevariable. AddFacultyintothePageregion,bypickingup,dragginganddroppingthevariable. NotealternativelyyoucandraganddropthevariablestobedisplayedinthepivotintotheReportFilter, 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:PAGEREGIONFILTERINGSELECTINGONEVARIABLECATEGORY ThevariableslistedinthePageregioncanbeusedtofilterthedatatoaparticularsubsetofthestudents. InthisexercisewewillfilterthedatabyCitizenshiptoInternationalstudents. ClickonthearrowforthedropdownboxnexttoCitizenship.SelectInternationalandthenclickOk.

ThedataisnowfilteredtoshowthefiguresforInternationalstudentsonly. NotewhereitusedtodisplayAllnexttoCitizenshipitnowdisplaysInternational,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:PAGEREGIONFILTERINGSELECTINGMORETHANONECATEGORYWITHINA VARIABLE. ThetooloutlinedinStep4onlyallowsforonecategorywithineachvariabletobechosenforfiltering. 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:FILTERINGTHEDATAUSINGAVARIABLEWITHINTHETABLE Itisalsopossibletofilterthedatausingvariablesthatarealreadyplacedwithinthetable.Inthisexercise wewillfiltertostudentsaged30yrsorabove.

LeftclickonthearrownexttoAgeGroup.Thiswillbringupalistofalltheagegroupcategories. Removethetickmarksnexttothe<20,2024and2529categories,andthenclickOK.

Thetableshouldnowlooklikethis:

Next,usethesamefunctiontobringbackalloftheagegroupcategoriesintothetablebyreselectingthe under30categories(orselect(Selectall)).

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STEP7:ADDINGAPAGEVARIABLEINTOATABLE. Ratherthanusingthefilterfunction,anotherwayofexaminingthedataforInternationalstudentswould betobringtheCitizenshipvariableintotheactualtable,suchthatcomparisonscouldbemadebetween InternationalandDomesticstudents.Anypagevariablecanbeeasilyaddedtothetablebysimplydragging itintotheColumn,Row,orDataregionofthepivottable. PlacethecursorovertheCitizenshipboxuntilitformsacross.Holddowntheleftmousebuttonanddrag thevariabletotherequiredlocation.InthisexercisewewilldragitintotheRowregiontotheleftof Gender.

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STEP8:REMOVING&ADDINGROWTOTALS NotethatthepivottablewillautomaticallycreateRowTotalsfortheRowVariablethatisontheleft(inthis caseCitizenship).ToremovetheseRowTotals: Option1 DoubleclickontheCitizenship TheFieldSettingboxwillthendisplay SelectSubTotals,None. Option2 MovethecursoroveroneoftheRowTotals. ClickontheLeftmousebutton.ThiswillhighlighttheRowTotals. ClickontheRightmousebuttonandselectSubtotalCitizenship.

TobringtheRowTotalsback,placethecursorovertheCitizenshipfieldbox,clickontheleftmousebutton, toselectthecell.ThenclickontheRightmousebuttonandselectSubtotalCitizenship.

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STEP9:REARRANGINGVARIABLESWITHINTHETABLE InadditiontomovingPagevariablesintothetable,itispossibletorearrangethevariableswithinthe table.Again,thisisdonebysimplyplacingthecursoroverthevariablethatyouwanttomoveuntilitforms across,holdingdowntheleftmousebuttonanddraggingthevariabletotherequiredlocation. Similarly,variablesthatareinthepivottablecanbeplacedbackintothePageRegion. Inthisexercise,move: GenderintothePageRegion, AgeGroupintheRowRegion CitizenshipintotheColumnRegion. Yourtableshouldnowlooklikethis:

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STEP10:REORDERINGTHECATEGORIES Itisalsopossibletochangetheorderinwhichthecategoriesappearinthetable. InthisexerciseyouwillrearrangetheAgegroupsusingdifferingmethods. Method1 Placethecursoroverthe<20agegroupboarder,untilitformsafourwaycross Draganddropthecelltothebottomofthelist,underthe50+agegroup. The<20agegroupshouldnowbedisplayedatthebottomoftheagegrouplistinyourpivot,andlookas follows:

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Method2 Placethecursoroverthe<20agegroupcell,clickontherightmousebutton. PlacethecursoroverMoveandaseriesof8optionswillbedisplayed. PlacethecursoroverMove<20toBeginningandclickontheleftmousebutton.

The<20agegroupshouldnowbedisplayedatthetopoftheagegrouplistinyourpivot. Note Someoptionsareshadedoutbecauseitisnotpossibletomovetheagegrouptothesepositionse.g.Move Down,astheagegroupisalreadyattheendofthelist. IfyouclickonMoveUpthecategorywillmoveuponeposition.

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STEP11:GROUPINGCATEGORIES Categoriescanalsobegroupedwithinthepivottable.Thiseffectivelycreatesanewvariablecontainingthe newgroupedcategories. Inthisexerciseyouwillgrouptheagegroupsof3539,4044and45+together. Highlightthecellscontaining3539,4044,4549and50+andclickontheRightmousebutton. PlacethecursoroverGroupandclickontheleftmousebutton.

ThiswillcreateanewvariableintheRowRegioncalledAgeGroup2whichcopiesthecategoriesalready containedinAgeGroupbutgroupstogethertheselectedagegroupsintoacategorycalledGroup1. Youcanthenrenamethiscategoryto35+bysimplyselectingtheGroup1cell,goingtotheformulabar(fx) andtypinginthenewlabel.

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AdditionallytheVariablename(i.e.AgeGroup2)canalsobechanged,eitherasaboveorasfollows: DoubleclickwiththeleftmousebuttonontheAgeGroup2cell. AFieldSettingsdialogboxwillappear. InthefieldCustomName:deletethecontentsandtypeAgeGroupBroad. ThenclickOK. Yourpivottableshouldnowlooklikethis:

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STEP12:CHANGINGTHEMEASUREINTHEDATAREGION 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.

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.

Thetableshouldnowlooklikethis:

QuickQuiz Whatistheaveragemarkofdomesticstudentsaged3034andhowmanystudentsareinthisgroup?

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STEP13:DISPLAYINGROWSWITHNODATA 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:PUTTINGPIVOTTABLEDATAINTOYOUROWNFORMATTEDSTATICTABLES 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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SECTION2:UNDERSTANGINGADMISSIONS,ENROLMENTSANDLOADPIVOTTABLES 1:INTRODUCTIONTOTHEVTACADMISSIONSPIVOTTABLES 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='MeasureCount:Offers'/'MeasureCount:Preferences

ThisdialogboxcouldalsobeusedtocreateanewCalculatedfield.Thisisdonebytypingthenameofthe newfieldintheNametextbox,usingtheFormulatextboxtoinserttheformula(fieldsforinsertioninto theformulacanbeselectfromtheFieldslist)andthenclickingOK. ClickOKorClosetoreturntothepivottable.

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AdmissionsTablePivotExercise Hereareafewexercisesforyoutopracticeusingpivottables. 1) HowmanyoffersweremadebyMonashUniversityin2010andwhatwastheenrolmentrateof theseoffers? 2) Whichuniversitymademoreoffers:MonashorDeakin? 3) ByextractingdatafromthepivottableputtogetheratableinExcelthatlookslikethis: Table1:ENTERscoreprofileofVTACapplicantswhogavetheirfirstpreferencetoacourseatRMIT comparedwiththosewhoenrolledinacourseatRMIT EnterScore Group Total 4) OfallthepreferencesreceivedbytheUniversityofMelbourne,howmanywerefromapplicants livinginaruralorisolatedarea?Usethegroupfunctionandsubtotalsfunctiontoanswerthis question. Numberoffirst preferences Numberof enrolments

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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:MeasureSumofStudentEnrolments ThisisameasureofthenumberofstudentsatMonashUniversity.Studentsareonlycountedagainsttheir majorcoursethisisusuallythecoursethatthestudenthadthemostloadinfortheyear.Studentswho arejustenrolledinacrossinstitutionalprogramarenotincluded.Thisisthemeasurepredominantlyused byDEEWRintheirpublications. Keyvariable:MeasureSumofStudentCourseEnrolments 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: CourseFOEBroad CourseFOENarrow CourseFOEDetailed CourseFOEDetailedCode CourseFOESupplementaryBroad CourseFOESupplementaryNarrow CourseFOESupplementaryDetailed CourseSupplementaryDetailedCode 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 CourseFacultyDegreeCurrentfromtheRowRegion. ThendisplaytheFieldListbyrightclickingonthepivottableandselectingshowfieldlist. MoveCourseFOEBroadandCourseFOENarrowintotheRowRegion,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.AfulltimestudentwillhaveatotalEFTSL(EquivalentFullTimeStudentLoad)of1.ThisEFTSL 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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Butiftheyareundertakingpsychologyunits,theirEFTSLwithintheseunitswillfallundertheTeaching FacultyofMedicine,NursingandHealthSciences. DragCourseFacultyDegreeCurrentandUnitFacultyTeachingCurrentintotheRowRegionofthepivot tabletoseehowstudentloadisspreadacrossdifferentteachingfaculties.

QuickQuiz In2005,howmuchofEFTSLwithintheBus&EcoDegreeFacultywastaughtbytheArtsFaculty?

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