Getting the Most out of Your TDM Data
Pivot Tables and Charts-Example 2: Children 10 Years and Older Attending Meetings
DETAILS FOR EXCEL 2000 / XP (2002)
http://cssr.berkeley.edu/tdm/
[email protected]
REMINDER: The data export for UCB contains child- and family-level identifiers. Specifically, qry_010_ExportMeetChild
includes FamilySerial, ChildClntNo, and ChildCaseNo; qry_020_ExportRefNo includes RefNo; and qry_030_Meet includes
FamilySerial. When using for custom reporting, as in these examples, (1) Delete the IDs (or worksheets) or (2) Passwordprotect the file using WinZip before sending over the internet. Instructions for password protecting the file using WinZip are
available in the Self Evaluation/Reporting section (TDM CA Quarterly Data Extract subsection) of the TDM support page at:
http://cssr.berkeley.edu/tdm/#reporting
Note: The examples below are from Excel XP. In Excel 2000, the appearance of the pivot table toolbar, field list,
and data display differ slightly, however, these steps will produce the same product.
As a second example, let’s say someone in your county asks “What percent of children 10 years of age or older
attend their TDM meetings?” In this case, you could do the following:
1. Select Data Source and Create Pivot Table
Note that child-level information is available on the exported tab ‘qry_010_ExportMeetChild’. Specifically,
information about whether or not a child attended a meeting is available in the field ‘ChildAttend’. The child’s
age at the time of the meeting is not immediately available, but can be calculated using the child’s date of birth
('ChildDOB') and MeetingDate.
Therefore, add a variable that indicates a child’s age at the time of the meeting.
[Column AB: Age at Meeting] =
([Column A: MeetingDate] - [Column T: ChildDOB])/365.25
Type ‘=(A2-T2)/365.25’ in cell AB2 (quotations are not needed when typing formula into cell).1
Then select all cells in column AB that correspond to rows of data.
Then use ‘Edit’ > ‘Fill’ > ‘Down’ to repeat the formula for all rows.
Add a variable that indicates whether the child was 10 or older. You can use 1 to represent children 10 years or
older at the time of the meeting and 0 to represent children less than 10 years old.
[Column AC: 10 or older] =
[If Column AB is greater or equal than 10, return 1, otherwise return 0]
Type ‘=if(AB2>=10,1,0)’ in cell AB2.
Use ‘Edit > Fill > Down’ as above to repeat the formula for all rows that contain data.
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MS Excel will display the age in cell AB2 in a MM/DD/YYYY format. To view as a number, use Format>Cells. In the ‘Format Cells’ box, select
‘Number’ under ‘Category’ and change the ‘Decimal Places’ value to ‘0.’ Click ‘OK’.
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Select any cell in the list of data values
Click ‘Data’ > ‘PivotTable and PivotChart Report’.
Follow PivotTable and PivotChart Wizard default options:
Click ‘Next’.
Click ‘Next’.
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Click ‘Finish’.
You can then summarize your TDM data using the tools available through MS Excel Pivot Table feature:
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2. Construct Pivot Table Rows and Columns
Drag and drop ‘10 or older’ from Pivot Table Field List Dialog to Row Field area.
Drag and drop ‘ChildAttend’ from Pivot Table Field List Dialog to Column Field area.
3. Add Data and Determine Appropriate Summary
Drag and drop ‘MeetChildNumber’ from Pivot Table Field List Dialog to Data Items area of Pivot Table. Since
the ‘MeetChildNumber’ is a numeric identifier, Excel defaults to the sum of ‘MeetChildNumber’.
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Select ‘Sum of MeetNumber’ in the Pivot Table. Right click or, using the Pivot Table toolbar, select ‘Field
Settings’. Change ‘Summarize by’ to ‘Count’.
Click ‘OK’.
You now have a cross tabulation of the count of child’s age at the meeting (less than 10 / 10 years or older) BY
whether the child attended.
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Your colleague was interested in the percentage of children 10 years or older who attend their meetings. With a
few more steps, you can display that information as well. These steps are ALMOST a repeat of what you just did.
Drag and drop ‘MeetChildNumber’ from Pivot Table Field List Dialog to Data Items area of Pivot Table. Since
the ‘MeetChildNumber’ is a numeric identifier, Excel again defaults to the sum of ‘MeetChildNumber’.
As before, select ‘Sum of MeetNumber’ in the Pivot Table. Right click or, using the Pivot Table toolbar, select
‘Field Settings’.
Again, change ‘Summarize by’ to ‘Count’.
However, this time, also click ‘Options>>’ and change ‘Show data as’ to ‘% of row’.
[You can also use the ‘Number’ button to set the number of decimal places you want to display.]
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Click ‘OK’.
You now have a cross tabulation of the child’s age at the meeting (less than 10 / 10 years or older) BY whether
the child attended showing both counts and percents. So, you can tell your colleague that, so far, 84% of
children 10 years or older attend their meetings.
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4. Modify or Chart Your Pivot Table for Presentation
Click on cells and edit them to produce more intuitive headings. You can also hide columns (e.g., column B) that
do not add information to your report).
TIP: Simply dragging and dropping an additional field to your row field area (and adjusting the hidden column)
produces this same chart broken out by the new variable, for example, by the primary reason for the meeting:
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