# BASIC TECHNIQUES IN USING EXCEL TO ANALYZE ASSESSMENT DATA

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1 1 BASIC TECHNIQUES IN USING EXCEL TO ANALYZE ASSESSMENT DATA University of Hawai i at Mānoa 11/15/12 2 Mission: Improve Student Learning Through Program Assessment 1

2 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 4 PART 1: ENTERING DATA INTO EXCEL 2

3 5 Before entering data into Excel Give an ID to each questionnaire/test/rubric rating sheet: 101, Develop a code book Code Option Categories 1 Strongly Disagree 2 Somewhat Disagree 3 Neutral 4 Somewhat Agree 5 Strongly Agree 3

4 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) 8 Entering data into Excel: tips Tab Enter Move to the next cell Move to the next observation Tab Shift Move back one cell Or if you prefer, use the arrow keys 4

5 Freeze Pane View Tab Freeze Panes Freeze Top Row 9 10 Freeze pane To make the header row visible all the time 5

6 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 12 Additional resources Beauchemin, A. (2011) Microsoft Excel 2010 tutorial. Retrieved from _2010_tutorial.pdf Chan, V. (2012). Working with data in Excel part 1: 10 Excel data entry tips everyone should know. Retrieved from 6

7 13 PART II: CHECK FOR DATA-ENTRY ERRORS 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 14 Skipping an item (e.g., missing a cell) Count the numeric values in a range 7

8 15 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 to Last cell in the range 16 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. 8

9 17 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. 18 Additional resources: Excel count functions with both text and video tutorial Top ten ways to clean your data 9

10 19 PART III: SUMMARIZING DATA INTO A TABLE 20 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 10

11 21 Step 1: count each option Label each option in the first column Example 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. 22 Step 2: Calculate % for each option \$ anchor =B10/B\$5 11

12 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 Results so far 12

13 25 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 26 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. 13

14 27 Results so far Problem with presenting a table like this: Too many numbers Information not interpretable Need to specify N 28 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 14

15 29 Results so far 30 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. 15

16 31 Results so far 32 PART IV: PRESENTING THE DATA IN A CHART 16

17 33 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 34 It looks like this: 17

18 35 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 36 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. 18

19 37 Add data labels Right click on one of the value bars. Choose Add Data Labels in the pop-up menu. 38 Cleaned up chart 19

20 39 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. 40 QUESTIONS? 20

21 Hawai i Hall Campus Road, (808) (808) Page 1 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 Strongly Disagree Somewhat Disagree Neutral Somewhat Agree Strongly Agree presenter are very good. 5. This workshop is NOT useful to me. Comments: Very useful. The presenter spoke a little fast in the end. Page 2 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 Strongly Disagree Somewhat Disagree Neutral Somewhat Agree Strongly Agree presenter are very good. 5. This workshop is NOT useful to me. 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 Strongly Disagree Somewhat Disagree Neutral Somewhat Agree Strongly Agree presenter are very good. 5. This workshop is NOT useful to me. Comments: Everything is good.

22 University of Hawai i at Mānoa Hawai i Hall 107 Assessment Office Page 4 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 Strongly Disagree Somewhat Disagree Neutral Somewhat Agree Strongly Agree presenter are very good. 5. This workshop is NOT useful to me. 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 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 Strongly Disagree Somewhat Disagree Neutral Somewhat Agree Strongly Agree presenter are very good. 5. This workshop is NOT useful to me. Comments: Presenter needs to speak louder. Code Book 1 - Strongly Disagree 2 - Somewhat Disagree 3 - Neutral 4 - Somewhat Agree 5 - Strongly Agree 2

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