Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
1
BASIC TECHNIQUES IN USING
EXCEL
TO ANALYZE ASSESSMENT DATA
University of Hawai‘i at Mānoa
11/15/12
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Mission: Improve Student Learning
Through Program Assessment
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
3
Workshop outcomes
By the end of this workshop, you will be
able to utilize basic Excel techniques to:
1. enter data into Excel
2. check for data-entry errors
3. summarize data using simple formulas
and charts/tables
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PART 1:
ENTERING DATA INTO EXCEL
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
5
Before entering data into Excel
Give an ID to each questionnaire/test/rubric rating sheet:
101, 102…
10
1
6
Develop a code book
Code
Option Categories
1
Strongly Disagree
2
Somewhat Disagree
3
Neutral
4
Somewhat Agree
5
Strongly Agree
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
7
Template for Data Entry
Header
Each column has one variable
(survey item, test item/section, rubric criteria)
Each row has one observation
(test-taker, respondent, student)
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Entering data into Excel: tips
Tab
Enter
Tab
• Move to the next cell
• Move to the next observation
Shift
• Move back one cell
• Or if you prefer, use the arrow keys
↑
←
↓
→
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
Freeze Pane
View Tab  Freeze Panes  Freeze Top Row
9
10
Freeze pane
To make the header row visible all the time
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
11
Hands-on task 1
• Enter data from the five survey response sheets
• Remember:
1. Give each respondent an ID code
2. Follow the code book to enter data in Excel
3. One item per column
4. One respondent per row
5. Tab tab tab tab tab ENTER or      ENTER
6. Freeze the top row
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Additional resources
• Beauchemin, A. (2011) Microsoft Excel 2010 tutorial.
Retrieved from
http://www.goodwin.edu/computer_resources/pdfs/excel
_2010_tutorial.pdf
• Chan, V. (2012). Working with data in Excel part 1: 10
Excel data entry tips everyone should know. Retrieved
from http://www.launchexcel.com/excel-data-entrypower-tips/
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
13
PART II:
CHECK FOR DATA-ENTRY ERRORS
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What can go wrong in data entry?
• Out of scale typos (e.g., 0, 6 on a scale between 1 to 5)
• Two answers in one cell (e.g., 34)
Find out the max and min in a range
• Skipping an item (e.g., missing a cell)
Count the numeric values in a range
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
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Excel formula essentials
• Always start with a “=“ (e.g., = 6-1)
• Call an excel function (e.g., min, max, count)
• Find a cell reference = column letter + row letter (e.g.,
A1)
B2
• Specify the range for the function:
First cell in the range
B2:B5
Last cell in the range
“to”
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Hands on Exercise
• Find out the minimum, maximum, and the number of
values for Item 1. Use the following functions:
 =min(B2:B6)
 =max(B2:B6)
 =count(B2:B6)
• Copy and paste the formulas to Item 2 to Item 5.
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
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Practice reverse coding
• Create a new variable “Item5_RC” in Cell G1.
• Use the formula = 6 – (Cell for Original Item 5).
• Copy and paste the formula to all observations.
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Additional resources:
• Excel count functions with both text and video tutorial
http://www.contextures.com/xlFunctions04.html
• Top ten ways to clean your data
http://office.microsoft.com/en-us/excel-help/top-ten-waysto-clean-your-data-HA010221840.aspx
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
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PART III:
SUMMARIZING DATA INTO A TABLE
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Steps (Demonstration)
1. Calculate the count for each option category using:
=countif(range,criterion)
Example: =countif(B2:B6,1)
2. Calculate the percentage for each option category
3. Copy the header and Paste Special  Transpose
4. Copy the formula and Paste Special as Values &
Transpose
5. Calculate the percentage of students who met the
criteria.
6. Make a table with two columns: Item and % meeting
criteria
Item
% Agree
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
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Step 1: count each option
• Label each option in the first column
• Example
1
2
3
4
5
or
Strongly Disagree
Somewhat Disagree
Neutral
Somewhat Agree
Strongly Agree
• In the cell next to the first label “1” type:
=countif(B2:B6,1)
• In the cell next to the label “2” type:
=countif(B2:B6,2)
• Repeat the step for all the options.
• Copy the formula and paste under the rest of the
items.
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Step 2: Calculate % for each option
$  anchor
=B10/B$5
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
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Format the cell into “Percentage”
• On the Home tab, in the Number group, Click the arrow
next to the Number Format box, and click Percentage.
• Get to Number Format box, click “More Number
Formats.”
• In the pop-up window, type “0” as the decimal place.
• Or choose “%” and
icon in the ribbon.
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Results so far
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
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Step 3: Transpose the header
• Select the header in the first row.
• Copy the header: Ctrl + C
• Point to a space that you want to paste.
• Click the down arrow key under “Paste,” and “choose
Paste Special.”
• Check “Transpose” in the pop-up window.
• Or
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Step 4: Transpose the values
• Select the percentages and
copy them (Ctrl + C)
• Point to the cell where you
want to paste.
• In the Home tab, in the
Clipboard group, click
Paste and select Paste
Special
• Click Values and number
formats and check
Transpose, and then click
OK.
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
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Results so far
Problem with presenting a table like
this:
• Too many numbers
• Information not interpretable
• Need to specify N
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Step 5: Calculate % agree
• Add up the percentages under option 4 and 5  %
agree
• Copy and paste the formula to the rest of the rows.
• In another area on the spreadsheet, label the items.
• Copy all the “% Agree” values and Paste them next to
the item labels as Values and Number Formatting
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
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Results so far
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Sort the % Agree values
1. Go to the Home tab, in the Editing
group, click Sort & Filter.
2. In the drop-down menu, click Custom
Sort.
3. In the Sort pop-up window, check My
data has headers; choose “% Agree” to
Sort by. Select Largest to Smallest under
Order.
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
31
Results so far
32
PART IV:
PRESENTING THE DATA IN A
CHART
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
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Steps to create a chart
1. Select the cells with data and the header.
2. Go to the Insert tab, in the Charts
3. Click Column chart type, and then click the first
subtype — 2D clustered column
4. Format the chart as desired
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It looks like this:
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
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Tips on chart formatting
• Make the range of the y-axis cover the possible range
•
•
•
•
•
(i.e., 0 to 100%)
Add data labels
Delete grid line
Delete axis
Delete legend
Change the title
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Change axis range
• Right click on the y-axis. Choose Format Axis at the
bottom of the pop-up menu.
• Select Fixed for Maximum and type “1” next to it.
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
37
Add data labels
• Right click on one of the value bars.
• Choose Add Data Labels in the pop-up menu.
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Cleaned up chart
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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822 (808) 956‐4283
(808) 956‐6669
manoa.hawaii.edu/assessment
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Hands on Task
Open the data file: sample data_rubric.xlsx
Use the raw data in the first sheet and duplicate the
results in the sheet: tables and charts.
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QUESTIONS?
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Assessment Office
Hawai‘i Hall 107
2500 Campus Road, Honolulu, HI 96822
(808) 956-4283
(808) 956-6669
manoa.hawaii.edu/assessment
Page 1
Please rate the quality of the
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workshop:
Disagree
Disagree
1. The handouts and the PowerPoint
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are very useful.
2. The topics covered are relevant to
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what I am doing.
3. The allocation of time on each topic
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is appropriate.
4. The presentation skills of the
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presenter are very good.
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Comments: Very useful. The presenter spoke a little fast in the end.
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Page 2
Please rate the quality of the
Strongly
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Neutral
workshop:
Disagree
Disagree
1. The handouts and the PowerPoint
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are very useful.
2. The topics covered are relevant to
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what I am doing.
3. The allocation of time on each topic
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is appropriate.
4. The presentation skills of the
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presenter are very good.
5. This workshop is NOT useful to me.
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Comments: Good job. If the presenter can speak slower, it would be better.
Page 3
Please rate the quality of the
workshop:
1. The handouts and the PowerPoint
are very useful.
2. The topics covered are relevant to
what I am doing.
3. The allocation of time on each topic
is appropriate.
4. The presentation skills of the
presenter are very good.
5. This workshop is NOT useful to me.
Comments: Everything is good.
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University of Hawai‘i at Mānoa
Hawai‘i Hall 107
manoa.hawaii.edu/assessment
Assessment Office
Page 4
Please rate the quality of the
Strongly
Somewhat
Somewhat
Strongly
Neutral
workshop:
Disagree
Disagree
Agree
Agree
1. The handouts and the PowerPoint
○
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are very useful.
2. The topics covered are relevant to
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what I am doing.
3. The allocation of time on each topic
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is appropriate.
4. The presentation skills of the
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presenter are very good.
5. This workshop is NOT useful to me.
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Comments: the handouts are very good. The fonts on the PowerPoint are too small and too dense. It’s
hard to read the PowerPoint.
Page 5
Please rate the quality of the
Strongly
workshop:
Disagree
1. The handouts and the PowerPoint
○
are very useful.
2. The topics covered are relevant to
○
what I am doing.
3. The allocation of time on each topic
○
is appropriate.
4. The presentation skills of the
○
presenter are very good.
5. This workshop is NOT useful to me.
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Comments: Presenter needs to speak louder.
Code Book
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