BASIC TECHNIQUES IN USING EXCEL TO ANALYZE ASSESSMENT DATA

(1)

BASIC TECHNIQUES IN USING

EXCEL

TO ANALYZE ASSESSMENT DATA

University of Hawai‘i at Mānoa 11/15/12

1

Mission: Improve Student Learning

Through Program Assessment

(2)

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

PART 1:

ENTERING DATA INTO EXCEL

(3)

Before entering data into Excel

Give an ID to each questionnaire/test/rubric rating sheet: 101, 102…

10 1

5

Develop a code book

Code Option Categories

1 Strongly Disagree 2 Somewhat Disagree 3 Neutral 4 Somewhat Agree 5 Strongly Agree 6

(4)

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)

Entering data into Excel: tips

•Move to the next cell

Tab

• Move to the next observation

Enter

• Move back one cell

Shift

Tab

• Or if you prefer, use the arrow keys

(5)

Freeze Pane

View Tab  Freeze Panes  Freeze Top Row

9

Freeze pane

To make the header row visible all the time

(6)

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

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-entry-power-tips/

(7)

PART II:

CHECK FOR DATA-ENTRY ERRORS

13

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)

•Skipping an item (e.g., missing a cell)

Find out the max and min in a range

Count the numeric values in a range

(8)

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)

•Specify the range for the function:

B2

B2:B5

First cell in the range Last cell in the range “to”

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.

(9)

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.

17

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-ways-to-clean-your-data-HA010221840.aspx

(10)

PART III:

SUMMARIZING DATA INTO A TABLE

Steps (Demonstration)

1. Calculate the count for each option category using:

2. Calculate the percentage for each option category 3. Copythe header and Paste Special  Transpose

4. Copythe formula and Paste Special as Values & Transpose

5. Calculate the percentage of students who met the criteria.

=countif(range,criterion)

Example: =countif(B2:B6,1)

(11)

Step 1: count each option

•Label each option in the first column

•Example

or

•In the cell next to the first label “1” type:

•In the cell next to the label “2” type:

•Repeat the step for all the options.

•Copy the formula and paste under the rest of the items. 1 2 3 4 5 Strongly Disagree Somewhat Disagree Neutral Somewhat Agree Strongly Agree

=countif(B2:B6,1)

=countif(B2:B6,2)

21

Step 2: Calculate % for each option

=B10/B$5

$  anchor

(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

(13)

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

25

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

Pasteand select Paste Special

•Click Values and number

(14)

Results so far

Problem with presenting a table like

this:

• Too many numbers

• Information not interpretable

• Need to specify N

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

(15)

Results so far

29

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.

(16)

Results so far

PART IV:

PRESENTING THE DATA IN A

CHART

(17)

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

33

It looks like this:

(18)

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

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.

(19)

Add data labels

•Right click on one of the value bars.

•Choose Add Data Labels in the pop-up menu.

37

Cleaned up chart

(20)

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.

QUESTIONS?

(21)

Hawai‘i Hall 107

2500 Campus Road, Honolulu, HI 96822 manoa.hawaii.edu/assessment (808) 956-6669

Page 1

Please rate the quality of the workshop: Strongly Disagree Somewhat Disagree Neutral Somewhat Agree Strongly Agree 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: Very useful. The presenter spoke a little fast in the end.

Page 2

is appropriate. ○ ○ ○ ○ ●

Comments: Good job. If the presenter can speak slower, it would be better.

Page 3

are very useful. ● ○ ○ ○ ○

what I am doing. ● ○ ○ ○ ○

is appropriate. ● ○ ○ ○ ○

presenter are very good. ● ○ ○ ○ ○

(22)

1. The handouts and the PowerPoint

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.