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GOVERNMENT FINANCE OFFICERS ASSOCIATION
Course Instructor Rob Roque
Technology Services ManagerGFOA, Research and Consulting Center
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Agenda
Introduction Overview of Functions Being Used During Webinar
Basics Database Preparation Example:
• Preparing a Basic Database Intermediate
Pivot Tables/Data Analysis Example:
• Revenue Forecasting Advanced
Database Calculations Example:
• Dashboard
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Basics – Data Extraction
How do you get from this?EXAMPLE RAW DATA,,,,,,,,,Account,Account,County of Chart of Accounts,Type,,,Current,1001-0000-0,Acme Bank - AP,01-CashAssets,1005-0000-0,Acme Bank - Jury,01-Cash,1010-0000-0,Acme Bank - Payroll,01-Cash,1015-0000-0,Cash Other,01-Cash,1020-0000-0,Imprest Cash,01-Cash,1020-0000-B,Fam Support - Palmer,01-Cash,1020-0010-0,Imprest Cash - Civil - Alford,01-Cash,1030-0000-0,Trust - Traffic,01-Cash,1040-0000-0,Trust - Superior Court,01-Cash,1050-0000-0,Encumbered Cash,01-Cash,1105-0000-0,Accounts Receivable,01-Cash,1110-0000-0,A/R Allow for Doubtful Accts,01-Cash,1115-0000-0,Grant Receivable,01-Cash,1120-0000-0,Due (To) From Non-Trial Court,01-Cash,1130-0000-0,Deposits with Others,01-Cash,1205-0000-0,Other Assets,01-Cash,1210-0000-0,Inventory,01-Cash,1215-0000-0,Investments,01-Cash
To this?NT CODE DESCRIPTION ACCOUNT TY0000 0 Acme Bank ‐ AP0000 0 Acme Bank ‐ Jury0000 0 Acme Bank ‐ Payroll0000 0 Cash Other0000 0 Imprest Cash0000 B Fam Support ‐ Palmer0010 0 Imprest Cash ‐ Civil ‐ Alford0000 0 Trust ‐ Traffic0000 0 Trust ‐ Superior Court0000 0 Encumbered Cash0000 0 Accounts Receivable0000 0 A/R Allow for Doubtful Accts0000 0 Grant Receivable0000 0 Due (To) From Non‐Trial Court0000 0 Deposits with Others0000 0 Other Assets
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Data Extraction Process
The Tools File Import Text Import Wizard Data Shaping Text To Columns Format Table
Purpose Read External Data How To Interpret Data Database Best Practices Refine Database Layout Format the Data
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Data Extraction – The Steps
,,,,,,Account,Account,County of Chart of Accounts,Type,,,Current,1001-0000-0,Acme Bank - AP,01-CashAssets,1005-0000-0,Acme Bank - Jury,01-Cash,1010-0000-0,Acme Bank - Payroll,01-Cash,1015-0000-0,Cash Other,01-Cash,1020-0000-0,Imprest Cash,01-Cash,1020-0000-B,Fam Support - Palmer,01-Cash
Step 1 – Data Extract: Step 2 – Raw Data Preparation:
Step 3 – Database Preparation:
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Database Set-Up
The Tools Filters Create Table Database Formulas
Create Table Data Validation
Purpose Analyze Related Data Manage Data Views Calculating Data Based
Upon Data Criteria Simple Database
Shortcuts Controlling Data Input
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Database Prep – The StepsStep 1 – Define Database:
Step 2 – Define Criteria:
Step 3 – Extract Data:
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Intermediate – Data Analysis
How do you get from this? To this?
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Pivot Tables
The Tools Pivot Table Wizard
Pivot Chart
Slicer
Purpose Creates multi-
dimensional table view of data
Creates multi-dimensional chart that supports pivot table
Additional views of pivot tables
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Pivot Table – The StepsStep 1 – Create Pivot Data: Step 2 – Define Filters:
Step 3 – Define Slices:
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Forecasting
Tools Scatter Chart
Chart Layout Wizard
Forecast Function
Trend Function
Purpose Plot observed points of
data Access other charting
tools such as line estimation between points of linear data
Estimate future linear data
Regression data based on least squares
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Forecasting – The Steps(Linear Data)
YEAR REVENUE1 26,040,891$ 2 26,988,543$ 3 27,846,749$ 4 28,500,401$ 5 29,364,010$ 6 30,145,643$ 7 29,878,456$ 8 31,114,651$ Formula Forecast Trend9 36,184,944$ 31,827,392$ 31,827,392$ 10 36,799,660$ 32,514,608$ 32,514,608$ 11 33,201,824$ 12 33,889,041$ 13 34,576,257$ 14 35,263,474$ 15 40,199,490$ 35,950,690$ 35,950,690$
Actual
Projected
Step 1 – Define Observed Data:
Step 2 – Chart Observed Data:
Step 3 – Forecast Future Data:
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Scenarios
Tools Scenario Manager
Goal Seek
Data Table
Purpose Define and Apply
Scenarios to Data Define Unknown Data
Based on Known Data and Goal.
Apply a Table of Data to a Scenario
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Scenarios – The Steps
Building Permit Revenue ‐ ScenarioYEAR PERMITS FEE PER INCREREVENUE
1 1500 300$ 2.0% 450,000$ 2 1530 300$ 2.0% 459,000$ 3 1558 300$ 1.8% 467,262$ 4 1587 300$ 1.9% 476,140$ 5 1619 300$ 2.0% 485,663$ 6 1653 300$ 2.1% 495,862$ 7 1689 300$ 2.2% 506,771$ 8 1721 300$ 1.9% 516,399$ 9 1756 300$ 2.0% 526,727$ 10 1793 300$ 2.1% 537,789$
Actual
Step 1 – Set Up Data: Step 2 – Conduct What-if:
Step 3 – Scenario Results:
GOVERNMENT FINANCE OFFICERS ASSOCIATION
What-IfIllustration
(Scenario Manager, Goal Seek, Data Table)
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Dashboards
Tools Pivot Tables
Pivot Charts
Slicers
Pivot Table Connections
Purpose Multi-Dimensional View of
Dashboard Source Data Graphical Depiction of
Pivot Table Data Allow External Users To
Choose Pivot Table Criteria
Connect All Charts to Criteria
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Simple Dashboard – The Steps
BUDGETED POSITIONS
FUND TYPE (All)
Row Labels BUDGETED POSITIONS FILLED POSITIONSBOARD OF ELECTION COMMISSIONER 118 105BOARD OF ETHICS 9 9BUS AFFAIRS AND CONSUMER PROT 186 154CHICAGO DEPT OF TRANSPORTATION 361 261
Performance Metrics Dashboard
0
50
100
150
200
250
300
350
400
450
DEPARTMENT OF LAW
BUDGETED POSITIONS
FILLED POSITIONS
$77,000$78,000$79,000$80,000$81,000$82,000$83,000$84,000$85,000$86,000$87,000
DEPARTMENT OF LAWCDBG
DEPARTMENT OF LAWLocal
Average Budgeted Salary by Fund Type
$0$100,000$200,000$300,000$400,000$500,000$600,000
Top 10 Salaries Positions By Fund Type
DEPARTMENT OF LAWCDBG
DEPARTMENT OF LAWLocal
Step 1 – Define Pivot Table:Step 2 – Define Views:
Step 3 – Define Layout:
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Resources
Other Tools – Data Analysis May need to install (Excel Add-In) Provides high-end descriptive statistics
Basics in Statistics Khan Academy – www.khanacademy.org
Excel Basics “Real Excel power users know these 11 tricks”
(http://www.pcworld.com/article/2109084/real-excel-power-users-know-these-11-tricks.html)
“11 Advanced Excel Tricks That Will Help You Get An Instant Raise At Work” (http://www.businessinsider.com/excel-tricks-vlookup-index-match-pivot-tables-array-2013-5?op=1#ixzz3AlbS6pPN)
“20 Tricks That Can Make Anyone An Excel Expert” (http://www.lifehack.org/articles/technology/20-excel-spreadsheet-secrets-youll-never-know-you-dont-read-this.html)
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Thank You!
Rob RoqueTechnology Services Manager312-977-9700312-339-1455 (cell)[email protected]