Progress and Outcome Measures - Part 1 Progress and Outcome Measures Part 1, Slide 1Copyright © 2004, Jim Schwab, University of Texas at Austin

Progress and Outcome Measures - Part 1

Progress and Outcome Measures Part 1, Slide 1 Copyright © 2004, Jim Schwab, University of Texas at Austin

Progress and Outcome Measures

Outcome and progress measures can be either categorical variables, e.g. success versus failure, or numeric variables, e.g. change in score on the Children's Global Assessment Scale. I have added progress and outcome measures on separate worksheets to my client demographics file and renamed the file ClientProgress.xls.

To present the information on outcome and progress measures, we create tables and charts to present the data. While some of the charts are similar to those we created for the demographic descriptors of our client group, we will use line charts to include the dimension of time and change over time.

The outcome measure that I have included for children's residential services is whether their exit from the facility was a planned completion or whether the placement disrupted because the child ran away, became unmanageable, etc. My outcome measure thus has two categories: completion and disruption. I will first present this variable individually with tables and charts, and then present a breakdown of outcome by the demographic variable of conservator.Progress and Outcome Measures Part 1, Slide 2 Copyright © 2004, Jim Schwab, University of Texas at Austin

The data source is ClientProgress.xls

We will use a list containing progress and outcome measures that I have created for my hypothetical agency in the file ClientProgress.xls.

We will use a list containing progress and outcome measures that I have created for my hypothetical agency in the file ClientProgress.xls.

ClientProgress.xls contains three worksheets with data for 15 clients: the Demographics worksheet includes ID, Sex, Age, Conservator, and Prior days in care; the Outcomes worksheet contains ID and Outcome; and the Progress worksheet contains ID, Review number (8 per case) and Progress Score.

ClientProgress.xls contains three worksheets with data for 15 clients: the Demographics worksheet includes ID, Sex, Age, Conservator, and Prior days in care; the Outcomes worksheet contains ID and Outcome; and the Progress worksheet contains ID, Review number (8 per case) and Progress Score.


Save the data source file under a different name

We will save the source data file under a different name so that we can start over with the original data file if needed. Save the file under the name ClientProgressReporting.xls.

We will save the source data file under a different name so that we can start over with the original data file if needed. Save the file under the name ClientProgressReporting.xls.


Add output worksheets to the workbook

Add another worksheet to the workbook and name it PivotTables. We will use this worksheet for the pivot tables that we create.

Add another worksheet to the workbook and name it PivotTables. We will use this worksheet for the pivot tables that we create.

Add a new worksheet to the workbook, and change its name to Progress and Outcomes. We will use this worksheet for our tables and charts.

Add a new worksheet to the workbook, and change its name to Progress and Outcomes. We will use this worksheet for our tables and charts.

This project requires that we add two worksheets to ClientProgressReporting.xls for our tables and charts.

This project requires that we add two worksheets to ClientProgressReporting.xls for our tables and charts.


Select PivotTable Report for Outcomes

First, select a cell within the list, e.g. A1, on the Outcomes worksheet.

First, select a cell within the list, e.g. A1, on the Outcomes worksheet.

Second, select the PivotTable and PivotChart Report command from the Data menu to open the PivotTable and PivotChart Wizard dialog box.

Second, select the PivotTable and PivotChart Report command from the Data menu to open the PivotTable and PivotChart Wizard dialog box.

The first report we want is a breakdown of the different outcomes for our 15 cases.

The first report we want is a breakdown of the different outcomes for our 15 cases.


Step 1: verify the source of data and kind of report

Since the data for the table is in a Excel list from which we want to create a PivotTable, we accept the default data source and kind of report to create.

Click on the Next button.




Step 2: verify the location of the data for the table

Excel shows the range as the entire list, including the row for the headers. The outcome data is in cells A1 through B16.

Excel shows the range as the entire list, including the row for the headers. The outcome data is in cells A1 through B16. Since the list is the

correct data source, click on the Next button to go to Step 3.

Since the list is the correct data source, click on the Next button to go to Step 3.


Step 3: locate the table on the output worksheet

We want to put all the pivot tables we create on the one worksheet named PivotTables, so we click on the Existing worksheet option button.

We want to put all the pivot tables we create on the one worksheet named PivotTables, so we click on the Existing worksheet option button.

Finally, click on the Finish button to complete the table.


In the text box, we type the worksheet name and cell for the upper left corner of the pivot table, PivotTables!A3.

In the text box, we type the worksheet name and cell for the upper left corner of the pivot table, PivotTables!A3.


Adding outcome to the table as the row variable

Hold the mouse button down on the icon by the Outcome variable, drag the icon to the left and drop it on the section of the table marked Drop Row Fields Here.



The pivot table with outcome as the row variable

When Outcome was dropped as a row variable, Excel updated the pivot table, using the variable name as a header for the row variable, each category as a row in the table, and including grand total as the last row in the table.



Adding outcome to the table as the data item

Hold the mouse button down on the icon by the Outcome variable and drag the icon to the left and drop it on the section of the table marked Drop Data Items Here.

Hold the mouse button down on the icon by the Outcome variable and drag the icon to the left and drop it on the section of the table marked Drop Data Items Here.


The pivot table with count of outcome as the data item

When Outcome was dropped as a data item, Excel updated the pivot table, and added Count of Outcome to the table, shown in the row 3 above the row 2 variable, with the tallies shown in the column to the right of the row categories.

When Outcome was dropped as a data item, Excel updated the pivot table, and added Count of Outcome to the table, shown in the row 3 above the row 2 variable, with the tallies shown in the column to the right of the row categories.


Copy the table to the clipboard

Our next task is to copy the pivot table to the Progress and Outcomes worksheet.

Our next task is to copy the pivot table to the Progress and Outcomes worksheet.

First, select the cells of the table, A4 through B7.

First, select the cells of the table, A4 through B7. Second, click

on the Copy tool button to copy the table to the clipboard.

Second, click on the Copy tool button to copy the table to the clipboard.


Copy clipboard table to progress/outcomes worksheet

Second, click on the Paste tool button to put the clipboard copy of the table on the worksheet.

Second, click on the Paste tool button to put the clipboard copy of the table on the worksheet.

First, navigate to the Progress and Outcomes worksheet and select cell A2.

First, navigate to the Progress and Outcomes worksheet and select cell A2.


Add a title and improve formatting of the table

First, autofit column A so that the letters in the categories and Grand Total are fully visible.

First, autofit column A so that the letters in the categories and Grand Total are fully visible.

Second, type a title for the table Breakdown of Outcomes into cell A1 above the table, and bold the font for the title.

Second, type a title for the table Breakdown of Outcomes into cell A1 above the table, and bold the font for the title.


Create a pie chart for breakdown of outcomes

First, select the data for the chart, cells A3 through B4.

First, select the data for the chart, cells A3 through B4.

Second, open the Chart tool bar and select the Pie Chart as the type of chart to create.

Second, open the Chart tool bar and select the Pie Chart as the type of chart to create.

After the basic pie chart has been created, close the Chart tool bar.

After the basic pie chart has been created, close the Chart tool bar.

We want a chart to accompany the table so that we can select the one that will be more effective in our presentation.

We want a chart to accompany the table so that we can select the one that will be more effective in our presentation.


Position and resize the chart

Re-position the chart so that its upper left corner is in cell C2.

Re-position the chart so that its upper left corner is in cell C2.

Resize the chart on the worksheet by dragging its handles.



Add a title to the chart

Right click on the chart and select Chart Options from the popup menu.

On the Titles tab, type Breakdown of Outcomes in the Chart Title text box.


On the Titles tab, type Breakdown of Outcomes in the Chart Title text box.


Remove the legend from the chart

To remove the legend from a chart, right click on the legend and select Clear from the popup menu.

To remove the legend from a chart, right click on the legend and select Clear from the popup menu.

We will add category names and values as data labels to the slices of the pie chart. We do not need the legend, which does not really contain any useful information on its own.

We will add category names and values as data labels to the slices of the pie chart. We do not need the legend, which does not really contain any useful information on its own.


Adding data labels to the pie slices

Open the Format Data Series dialog box by right clicking on the plot area which contains the pie and selecting the Format Data Series command from the popup menu.

In the Format Data Series dialog box, mark the Category name and Percentage check boxes on the Data Labels tab.

Open the Format Data Series dialog box by right clicking on the plot area which contains the pie and selecting the Format Data Series command from the popup menu.

In the Format Data Series dialog box, mark the Category name and Percentage check boxes on the Data Labels tab.

When the data labels are added the size of the pie decreases.

When the data labels are added the size of the pie decreases.


Reduce the size of the title font

Select the chart title, if necessary, and reduce the size of the text to 12 point Bold Arial.

Select the chart title, if necessary, and reduce the size of the text to 12 point Bold Arial.


Format the font for the data labels

Format the data labels so that they are displayed in 8 point, Arial Bold.


Since Excel re-scales the chart every time we change a part of it, we will reduce the size of the font for the data labels and see if this results in a better size pie.

Since Excel re-scales the chart every time we change a part of it, we will reduce the size of the font for the data labels and see if this results in a better size pie.


Resizing the plot area

Excel had resized the pie smaller than desired. We can enlarge the plot area by holding the mouse button down over the upper left handle and dragging upward, to the left.

Excel had resized the pie smaller than desired. We can enlarge the plot area by holding the mouse button down over the upper left handle and dragging upward, to the left.

When the size of the plot area is increased, the pie is no longer centered on the chart.

Center the pie on the chart by holding down the mouse button and drag the plot area down and to the right.

When the size of the plot area is increased, the pie is no longer centered on the chart.

Center the pie on the chart by holding down the mouse button and drag the plot area down and to the right.


Format the font for the data labels again

When we resized the plot area, the font for the data labels was made too small by Excel.

When we resized the plot area, the font for the data labels was made too small by Excel.




Add free text to chart to indicate the number of cases

Since the pie chart shows only percentages in each category, we add a text box below the chart title to indicate the total number of cases represented by the pie chart in the format: (n = 15).

Since the pie chart shows only percentages in each category, we add a text box below the chart title to indicate the total number of cases represented by the pie chart in the format: (n = 15).

Activate the drawing tool, if necessary, and click on the Text Box tool button. Click the insertion point under the title and type: (n = 15).

Format the text as 9 point Arial Bold. Center the text box under the title as needed.

Activate the drawing tool, if necessary, and click on the Text Box tool button. Click the insertion point under the title and type: (n = 15).

Format the text as 9 point Arial Bold. Center the text box under the title as needed.


Add a discussion text box at the base of the chart

To add a discussion text box for the pie chart, click on the Text Box tool button and click an insertion point at the base of the chart. Type the text: At discharge, about two-thirds of the children have completed their prescribed program.

To add a discussion text box for the pie chart, click on the Text Box tool button and click an insertion point at the base of the chart. Type the text: At discharge, about two-thirds of the children have completed their prescribed program.

The table and chart for the Breakdown of Outcomes are now complete.

The table and chart for the Breakdown of Outcomes are now complete.

Resize the text box so that it has the same width as the chart. Format the font to 10 point Arial, and fill the background of the text box with White if the grid lines show through the text box, and make the border of the text box black.

Resize the text box so that it has the same width as the chart. Format the font to 10 point Arial, and fill the background of the text box with White if the grid lines show through the text box, and make the border of the text box black.


Prevent chart re-sizing when rows/columns change

By now, you may have noticed that when you put multiple tables and charts on one worksheet, changes in the dimensions of one table changes the size and appearance of the other charts on the worksheet.

Excel makes available options that prevent this resizing.

By now, you may have noticed that when you put multiple tables and charts on one worksheet, changes in the dimensions of one table changes the size and appearance of the other charts on the worksheet.

Excel makes available options that prevent this resizing.


Turning off chart re-sizing

First, double click on the chart to open the Format Chart Area dialog box and select the Properties tab.


Second, mark the Move but don’t size with cells option button on the Object positioning panel.


Click on the OK button to apply the change.

Nothing changes in the appearance of the chart, but if you change the width of a column, you will see that the chart moves rather than re-sizes.

Click on the OK button to apply the change.



Set the option to move text box without re-sizing

Similarly, the text box will re-size with changes in row and column size unless we tell Excel otherwise.

Similarly, the text box will re-size with changes in row and column size unless we tell Excel otherwise.

First, select the textbox as a text box object and right click. Select the Format Text Box item on the popup menu.

First, select the textbox as a text box object and right click. Select the Format Text Box item on the popup menu.

Second, mark the Move but don't size with cells option button on the Object positioning panel on the Properties tab.


Click on the OK button.

Nothing changes in the appearance of the text box, but if you change the width of a column, you will see that the chart moves rather than re-sizes.

Click on the OK button.



Create a table for outcomes by conservator

While it makes logical sense to store demographic data for clients and outcome data for clients on separate worksheets, Excel does not support using multiple worksheets as the input source to a pivot table. To create a pivot table, we must put all of the data we need for the table into a single worksheet. To create a table of outcomes by conservator, we will add the conservator data to the outcomes worksheet, and create our table using the outcomes worksheet. The challenge is to add the correct conservator to the correct case in the outcomes worksheet.

To add our demographic data to our outcomes worksheet, we use the VLOOKUP function which finds an entry from the demographic worksheet that matches a given value on the outcomes worksheet.

Since we have id numbers in both the demographics and outcomes worksheets, we can use this as the basis for retrieving a child's conservator from the demographics worksheet. In effect, the lookup function will locate the child's id in the demographic database, and return the conservator for that specific child to the outcomes worksheet.


Add Conservator field name to outcomes worksheet

First, in cell C1 of the Outcomes worksheet, add the Conservator field name.

First, in cell C1 of the Outcomes worksheet, add the Conservator field name.

Second, autofit the width of column C so that the full header is visible.

Second, autofit the width of column C so that the full header is visible.

Excel automatically adds to the list field names that are entered adjacent to the list. If we do not want this field permanently added to the list, we can delete it when we are finished.

Excel automatically adds to the list field names that are entered adjacent to the list. If we do not want this field permanently added to the list, we can delete it when we are finished.


Using Excel's function wizard

We will use Excel's function wizard to assist us with the VLOOKUP function.

We will use Excel's function wizard to assist us with the VLOOKUP function.

First, select cell C2 as the destination where we will put the result of the VLOOKUP function.

First, select cell C2 as the destination where we will put the result of the VLOOKUP function.

Second, select the Function command from the Insert menu.

Second, select the Function command from the Insert menu.


Locate the VLOOKUP function by searching

We will search for the VLOOKUP function in the Insert Function dialog box.

We will search for the VLOOKUP function in the Insert Function dialog box.

The VLOOKUP function name will appear in the Select a function list box.

The VLOOKUP function name will appear in the Select a function list box.

Third, click on the OK button access the dialog box where the function arguments are entered.

Third, click on the OK button access the dialog box where the function arguments are entered.

First, type VLOOKUP in the Search for a function text box.

First, type VLOOKUP in the Search for a function text box.

Second, click on the Go button.

Second, click on the Go button.


The arguments for the VLOOKUP function - 1

The Lookup_value for the first record in the database is ID 1001 in cell A2.

The Lookup_value for the first record in the database is ID 1001 in cell A2.

The Table_array is all of the cells in the demographics database: Demographics!$A$1:$E$16.

We include the $ signs so that the reference will stay the same when we copy the function to other cases in the list.

The Table_array is all of the cells in the demographics database: Demographics!$A$1:$E$16.

We include the $ signs so that the reference will stay the same when we copy the function to other cases in the list.

The lookup function will look for the value in a specified cell on one worksheet in the first column of a list on another worksheet.

The lookup function will look for the value in a specified cell on one worksheet in the first column of a list on another worksheet.

In effect, the first two arguments tell Excel to look for the id of the first case in the list on the outcomes worksheet in the first column in the list on the demographics worksheet.

In effect, the first two arguments tell Excel to look for the id of the first case in the list on the outcomes worksheet in the first column in the list on the demographics worksheet.


The arguments for the VLOOKUP function - 2

The Col_index_num if the number of the column in which Conservator is located on the Demographics worksheet, column 4.

The Col_index_num if the number of the column in which Conservator is located on the Demographics worksheet, column 4.

Range_lookup is a true or false argument that tells Excel whether or not the table array is sorted by the first column. We will enter FALSE so that Excel looks for an exact match to the ID number.

If the list were large, we would sort it first to reduce the time it takes VLOOKUP to find the correct record.

Range_lookup is a true or false argument that tells Excel whether or not the table array is sorted by the first column. We will enter FALSE so that Excel looks for an exact match to the ID number.

If the list were large, we would sort it first to reduce the time it takes VLOOKUP to find the correct record.

Having filled in all of the arguments, we click on the OK button to continue.

Having filled in all of the arguments, we click on the OK button to continue.

The third argument to the VLOOKUP function tells excel which item of information in the matching record in the list on the demographics worksheet to include on the outcomes worksheet.

The third argument to the VLOOKUP function tells excel which item of information in the matching record in the list on the demographics worksheet to include on the outcomes worksheet.


The results of the VLOOKUP function

The lookup function entered Parent in cell C2.

The lookup function entered Parent in cell C2.

Excel entered Parent because it matched the ID in cell Outcomes!A2 to the ID in cell Demographics!A2, and returned the entry from column 4 in the list on the Demographics worksheet.

Excel entered Parent because it matched the ID in cell Outcomes!A2 to the ID in cell Demographics!A2, and returned the entry from column 4 in the list on the Demographics worksheet.


Copy the VLOOKUP function to the other cells

We will fill the remaining records in the list on the Outcomes worksheet with the VLOOKUP function.

We will fill the remaining records in the list on the Outcomes worksheet with the VLOOKUP function.First, select

cells C2 through C16.

First, select cells C2 through C16.

Second, select the Fill > Down command from the Edit menu.

Second, select the Fill > Down command from the Edit menu.


The conservator data on the outcomes worksheet

We now have the conservator data in the same list on the Outcomes worksheet, so we can now create the pivot table and chart.

We now have the conservator data in the same list on the Outcomes worksheet, so we can now create the pivot table and chart.


Create a pivot table for Outcome by Conservator

First, select cell A2 to use the list as the data source for the pivot table.

First, select cell A2 to use the list as the data source for the pivot table.

Second, select the PivotTable and PivotChart Report command from the Data menu.

Second, select the PivotTable and PivotChart Report command from the Data menu.


Step 1: verify the source of data and kind of report






Step 2: verify the location of the data for the table

Excel shows the range as the entire list, including the row for the headers, A1 through C16. Selecting the entire table will enables us to choose any field in the list for our table in a later step.

Excel shows the range as the entire list, including the row for the headers, A1 through C16. Selecting the entire table will enables us to choose any field in the list for our table in a later step.




Step 2: choose to use the same source data - 1

Excel created its own copy of the data used for the first pivot table. We can use that source if we choose so we do not make a second internal copy of the data which would increase the size of the application.

Excel created its own copy of the data used for the first pivot table. We can use that source if we choose so we do not make a second internal copy of the data which would increase the size of the application.

Click on the Yes button to reuse the source data.

Click on the Yes button to reuse the source data.

Apparently Excel adds the new field in the list to its copy of the data in the list, even though the field was not in the list used to create the first pivot table.

Apparently Excel adds the new field in the list to its copy of the data in the list, even though the field was not in the list used to create the first pivot table.


Step 2: choose to use the same source data - 2

Since the first pivot table we created contains the original copy of the data, we choose it.

Since the first pivot table we created contains the original copy of the data, we choose it.

Click on the Next button to reuse the source data for pivot table 1 and go to Step 3.

Click on the Next button to reuse the source data for pivot table 1 and go to Step 3.


Step 3: locate the table on an existing worksheet



In the text box, we type the worksheet name and cell for the upper left corner of the pivot table, PivotTables!A12. This will position this table below the first pivot table we created.

In the text box, we type the worksheet name and cell for the upper left corner of the pivot table, PivotTables!A12. This will position this table below the first pivot table we created.

On step 3 of the PivotTable and PivotChart Wizard, we indicate the destination worksheet for the report.

On step 3 of the PivotTable and PivotChart Wizard, we indicate the destination worksheet for the report.


Adding outcome to the table as the row variable

Excel automatically navigates to the new worksheet containing the completed pivot table for breakdown of outcomes by conservator.

Excel automatically navigates to the new worksheet containing the completed pivot table for breakdown of outcomes by conservator.




The pivot table with outcome as the row variable




Adding conservator to table as column variable

Hold the mouse button down on the icon by the Conservator variable, drag the icon to the left and drop it on the section of the table marked Drop Column Fields Here.

Hold the mouse button down on the icon by the Conservator variable, drag the icon to the left and drop it on the section of the table marked Drop Column Fields Here.


The pivot table with conservator as column variable

When Conservator was dropped as a column variable, Excel updated the pivot table, using the variable name as a header for the column variable, each category as a column in the table, and including grand total as the last column in the table.

When Conservator was dropped as a column variable, Excel updated the pivot table, using the variable name as a header for the column variable, each category as a column in the table, and including grand total as the last column in the table.


Adding outcome to the table as the data item

Hold the mouse button down on the icon by the Outcome variable, drag the icon to the left and drop it on the section of the table marked Drop Data Items Here.

Hold the mouse button down on the icon by the Outcome variable, drag the icon to the left and drop it on the section of the table marked Drop Data Items Here.


The pivot table with count of outcome as the data item

When Outcome was dropped as a data item, Excel updated the pivot table, and added Count of Outcome to the table, shown in row 12 above the row variable header in row 13. The counts for each combination of categories are shown in the columns to the right of the row categories.

When Outcome was dropped as a data item, Excel updated the pivot table, and added Count of Outcome to the table, shown in row 12 above the row variable header in row 13. The counts for each combination of categories are shown in the columns to the right of the row categories.


Copying the grand total row to the clipboard

To compare groups in charts, the comparison must be done using percents rather than counts, especially when the groups have different numbers of cases. Before we convert to percents, we first copy the total number for each column to the row below the table to preserve the information about the number of cases in each group.

To compare groups in charts, the comparison must be done using percents rather than counts, especially when the groups have different numbers of cases. Before we convert to percents, we first copy the total number for each column to the row below the table to preserve the information about the number of cases in each group.

First, select the Grand Total row, cells A16 through E16.

First, select the Grand Total row, cells A16 through E16.




Pasting the clipboard row below the pivot table

First, select cell A17 beneath the pivot table as the destination for a row containing the column totals copied to the clipboard.

First, select cell A17 beneath the pivot table as the destination for a row containing the column totals copied to the clipboard.

Second, click on the Paste tool button to paste the clipboard copy of the column totals.

Second, click on the Paste tool button to paste the clipboard copy of the column totals.


Change the display for count of outcome to percent

We want to change the display of data for Count of Outcome from the numeric count to a percentage.

We want to change the display of data for Count of Outcome from the numeric count to a percentage.

First, right click on cell A12 that contains Count of Outcome.

First, right click on cell A12 that contains Count of Outcome. Second, select

Field Settings from the popup menu.

Second, select Field Settings from the popup menu.


Expand the options for the count of outcome field

In the PivotTable Field dialog box, we click on the Options button to expand the dialog box so that it displays additional choices for displaying the data.

In the PivotTable Field dialog box, we click on the Options button to expand the dialog box so that it displays additional choices for displaying the data.


Show data as percent of column

In the Show data as drop down menu, select % of column as the display for this variable.

This will calculate the percentage of the column total for each cell in the column.

In the Show data as drop down menu, select % of column as the display for this variable.

This will calculate the percentage of the column total for each cell in the column.


Apply the change in data display

Click on the OK button to apply the percentage display to the columns in the Count of Outcome table.

Click on the OK button to apply the percentage display to the columns in the Count of Outcome table.


Copy table to progress and outcomes worksheet

A pivot table is dynamic in the sense that Excel includes tools to make it easy to change. While this makes a pivot table very useful for analyzing data, it makes it awkward to chart the data. We will convert the pivot table to a static set of cells containing only text on the worksheet for our tables and charts.

A pivot table is dynamic in the sense that Excel includes tools to make it easy to change. While this makes a pivot table very useful for analyzing data, it makes it awkward to chart the data. We will convert the pivot table to a static set of cells containing only text on the worksheet for our tables and charts.

First, select the cells of the table, A13 through E17.

First, select the cells of the table, A13 through E17.



Fourth, Paste the clipboard copy of the table.

Fourth, Paste the clipboard copy of the table.

Third, navigate to cell A20 on the Progress and Outcomes worksheet.

Third, navigate to cell A20 on the Progress and Outcomes worksheet.


Remove extra decimal places from percentages

If necessary, remove extra decimal places from the percentages by clicking on the Decrease Decimal tool button.

If necessary, remove extra decimal places from the percentages by clicking on the Decrease Decimal tool button.

First, select cells B21 through E23 which contain the percentages for which we want to reduce the number of decimals.

First, select cells B21 through E23 which contain the percentages for which we want to reduce the number of decimals.

Second, click on the Decrease Decimal tool button as many times as needed to remove all decimal places from the percentages.

Second, click on the Decrease Decimal tool button as many times as needed to remove all decimal places from the percentages.


Replace the row and column total headers

Excel has labeled both the row total in row 23 and the column total in column E as Grand Total.

Excel has labeled both the row total in row 23 and the column total in column E as Grand Total.

Replace Grand Total in E20 with Row Total.

Replace Grand Total in E20 with Row Total.Replace Grand

Total in A23 with Column Total.

Replace Grand Total in A23 with Column Total.

Replace Grand Total in A24 with Number of Cases.

Replace Grand Total in A24 with Number of Cases.


Add a title and improve formatting of the table

First, autofit columns A through E so that the letters in in all labels are fully visible.

First, autofit columns A through E so that the letters in in all labels are fully visible.

Second, type a title for the table Breakdown of Outcome by Conservator into cell A18 above the table, and bold the font for the title.

Second, type a title for the table Breakdown of Outcome by Conservator into cell A18 above the table, and bold the font for the title.


Add a title for conservator categories

First, enter Conservator as a title for the table column headers in cell B19.

First, enter Conservator as a title for the table column headers in cell B19.

Second, select cells B19 through E19 as the conservator categories that we want to center the title over.

Second, select cells B19 through E19 as the conservator categories that we want to center the title over.

Third, click on Merge and Center tool button to center the title over the conservator categories.

Third, click on Merge and Center tool button to center the title over the conservator categories.

Fourth, add a border around cells B19 through E19 to match other borders in the table.

Fourth, add a border around cells B19 through E19 to match other borders in the table.


Create bar chart for outcome by conservator

First, select the data for the chart, cells A20 through D22.

First, select the data for the chart, cells A20 through D22.

Second, open the Chart tool bar and select the Bar Chart as the type of chart to create.

Second, open the Chart tool bar and select the Bar Chart as the type of chart to create.

After the basic bar chart has been created, close the Chart tool bar.

After the basic bar chart has been created, close the Chart tool bar.


Position and resize the chart

Move the chart so that its top, left corner is in the upper left corner of cell A25.

After the upper left corner is positioned, scroll the worksheet so that Row 25 is at the top of the window.

Move the chart so that its top, left corner is in the upper left corner of cell A25.

After the upper left corner is positioned, scroll the worksheet so that Row 25 is at the top of the window.




Add a title to the chart


On the Titles tab, type Breakdown of Outcome by Conservator in the Chart Title text box.


On the Titles tab, type Breakdown of Outcome by Conservator in the Chart Title text box.


Position the legend under the title

I will need to retain the legend so that we can identify the outcome groups. However, I do not like the position of the legend on the right of the chart, so I position it at the top of the chart below the title.

I will need to retain the legend so that we can identify the outcome groups. However, I do not like the position of the legend on the right of the chart, so I position it at the top of the chart below the title.


Adding data labels to the bars

To add data labels, double click on a bar to open the Format Data Series dialog box, and mark the check box for Value on the Data Labels tab.

This step must be repeated for both the blue and the maroon bars.

To add data labels, double click on a bar to open the Format Data Series dialog box, and mark the check box for Value on the Data Labels tab.

This step must be repeated for both the blue and the maroon bars.


Reduce the size of the title font

Select the chart title and reduce the size of the text to 12 point Bold Arial.

Select the chart title and reduce the size of the text to 12 point Bold Arial.


Format the font for data labels, legend, and axes

Format the data labels, the labels on both axes, and the text in the legend, so that all are displayed in 8 point, Arial Bold.

Format the data labels, the labels on both axes, and the text in the legend, so that all are displayed in 8 point, Arial Bold.


Clear the plot area background color and grid lines

Right click on the Plot Area of the bar chart and select Clear from the popup menu. This will clear the gray background color from the plot area.

Right click on a grid line and select Clear from the popup menu. This will clear the grid lines from the plot area.

Right click on the Plot Area of the bar chart and select Clear from the popup menu. This will clear the gray background color from the plot area.

Right click on a grid line and select Clear from the popup menu. This will clear the grid lines from the plot area.


Reverse the order of the category axis

Reverse the order of the category (vertical) axis so that the order of the categories matches the data table used to create the table. The child welfare group will be at the top of the axis, and the parent group will be at the bottom of the axis.

Reverse the order of the category (vertical) axis so that the order of the categories matches the data table used to create the table. The child welfare group will be at the top of the axis, and the parent group will be at the bottom of the axis.


Re-scale the value axis to go from 0% to 100%

Excel will fit the chart to the largest percentage in the data set, 71%. We will force it to go to 100% so that percentage charts can be compared.

Double click on the value axis and change the maximum scale value to 1.0 for 100%, and the major unit to 0.25 for 25% increments on the axis.

Excel will fit the chart to the largest percentage in the data set, 71%. We will force it to go to 100% so that percentage charts can be compared.

Double click on the value axis and change the maximum scale value to 1.0 for 100%, and the major unit to 0.25 for 25% increments on the axis.


Increase the width of the bars

To increase the width of the bars, double click on a bar, and click the down arrow on the Gap width spinner on the Options tab until the gap width equals 50. Reducing the gap will increase the width of the bar.

To increase the width of the bars, double click on a bar, and click the down arrow on the Gap width spinner on the Options tab until the gap width equals 50. Reducing the gap will increase the width of the bar.


Add the number of cases in each group - 1

It would be helpful information to include the number of cases in each conservator group. However, adding multiple instances of free text can clutter up our chart. Instead, we will embed the number of cases in the label for each group.

It would be helpful information to include the number of cases in each conservator group. However, adding multiple instances of free text can clutter up our chart. Instead, we will embed the number of cases in the label for each group.

Scroll to the row 18 of the worksheet, and select cell B20, which contains the label Child Welfare.

Click an insertion cursor to the end of the label. Hold down the Alt key and press the Enter key to force the cursor to go to another line. Type (n=7) on the second line.

Complete the entry by pressing the Enter key.

Scroll to the row 18 of the worksheet, and select cell B20, which contains the label Child Welfare.

Click an insertion cursor to the end of the label. Hold down the Alt key and press the Enter key to force the cursor to go to another line. Type (n=7) on the second line.

Complete the entry by pressing the Enter key.



When the Enter key is pressed, the change is made to the category label in the chart.

When the Enter key is pressed, the change is made to the category label in the chart.

Repeat the procedure to add the number of cases to the Juvenile Department and Parent groups.

Repeat the procedure to add the number of cases to the Juvenile Department and Parent groups.



The category labels with the number of cases are now visible on the chart for all conservator groups.

The category labels with the number of cases are now visible on the chart for all conservator groups.


Add a discussion text box at the base of the chart

To add a discussion text box for the bar chart, click on the Text Box tool button and click an insertion point at the base of the chart. Type the text in the text box: Children in the conservatorship of the juvenile department had the lowest rate of program completions..

To add a discussion text box for the bar chart, click on the Text Box tool button and click an insertion point at the base of the chart. Type the text in the text box: Children in the conservatorship of the juvenile department had the lowest rate of program completions..

The chart for the Breakdown of Sex by Conservator are now complete.

The chart for the Breakdown of Sex by Conservator are now complete.


Prevent chart re-sizing when rows/columns change





Third, click on the OK button to apply the change.


Third, click on the OK button to apply the change.


We will prevent the chart from being re-sized when we change the width or height of columns on the worksheet.

We will prevent the chart from being re-sized when we change the width or height of columns on the worksheet.


Set the option to move text box without re-sizing

Similarly, the text box will re-size with changed in row and column size unless we tell Excel otherwise.

Similarly, the text box will re-size with changed in row and column size unless we tell Excel otherwise.

First, select the textbox as a text box and right click. Select the Format Text Box item on the popup menu.

First, select the textbox as a text box and right click. Select the Format Text Box item on the popup menu.



Third, click on the OK button.


Third, click on the OK button.



Documents

Progress and Outcome Measures - Part 1 Progress and Outcome Measures Part 1, Slide 1Copyright © 2004, Jim Schwab, University of Texas at Austin