annual_school_census_workbook_user_manual
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annual_school_census_workbook_user_manual [2018/09/10 00:18] – [Rollover] ghachey | annual_school_census_workbook_user_manual [2022/05/04 19:31] (current) – [Rollover] ghachey | ||
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Work in progress. Currently what is needed is the rollover for the SY2017-18 to the SY2018-19 so this is what is documented here. The remaining of the document will be done within this month of September 2018. | Work in progress. Currently what is needed is the rollover for the SY2017-18 to the SY2018-19 so this is what is documented here. The remaining of the document will be done within this month of September 2018. | ||
+ | |||
+ | ===== Overview ===== | ||
+ | |||
+ | The Annual School Census Workbook is an advanced excel workbook designed to collect data on an bi-annual basis. The use of excel is used to address the challenge of schools and organizations with little to no Internet connections in the Pacific while building on a tool that many people already know: Excel. | ||
+ | |||
+ | At the start and end of each school year, data is entered into the annual school census workbook which can then be uploaded into the Pacific EMIS database. This data is then available in a consistent data warehouse for all stakeholders to access through the web app, android app, website, hard copy reports, etc. | ||
+ | |||
+ | The workbook main objective is to improve the quality of data collected in a challenging environment where many do not have reliable Internet connection while building on tools that people know. It is designed to be updated by managing authorities twice a year (a) in September/ | ||
+ | |||
+ | ==== Aims of this document ==== | ||
+ | |||
+ | |||
+ | This is not a step-by-step how to document. Most Data and IT staff are comfortable working in excel, understand the schools data model and make rapid transition across to the workbook. This document therefore will aim to explain the key differences and tools. | ||
+ | ==== Main features of the workbook ==== | ||
+ | |||
+ | The workbook main objective is to improve the quality of data collected while still collecting granular student data in an challenging Pacific environment where many locations and schools still have no Internet connectivity. | ||
+ | |||
+ | * **Remote/ | ||
+ | * **Quality Control**: The workbook also aims at improving data by providing some basic data validation and other quality control mechanism. | ||
+ | * **Rollover**: | ||
+ | * **Merge**: a facility to merge workbooks to import one or more secondary workbooks. This merge feature can be used in a number of ways including merging whole workbook data into a newer master workbook that contains new features and bug fixes, merged individually completed workbook part (e.g. a single schools workbook) into a large workbook (e.g. a district or national workbooks) | ||
+ | |||
+ | |||
+ | ==== Workbook Content ==== | ||
+ | |||
+ | ^ Worksheet Name ^ Description/ | ||
+ | | Schools | ||
+ | | Students | ||
+ | | Student Summary | ||
+ | | Staff | This is where you enter all staff (teaching and non-teaching staff for each school.) | Visible | ||
+ | | Staff Summary | ||
+ | | WASH | Unicef Water and Sanitation/ | ||
+ | | WASH Summary | ||
+ | | SchoolsList | ||
+ | | SchoolByState | ||
+ | | Merge | Use this worksheet when you want to merge from another workbook into this workbook. | Hidden | ||
+ | | Rollover | ||
+ | | Settings | ||
+ | | Lists | All the validation lists are kept here. You may need to make temporary changes to this list from time to time, but discuss this with NDOE. | Hidden | ||
+ | |||
+ | ==== Hidden vs Visible Sheets ==== | ||
+ | |||
+ | Some sheet will be hidden by default as they should only be used by people with more experience with Excel and this workbook in particular. If you need to access one of the hidden worksheets go the Home menu then Format, Hide & Unhide, Unhide Sheet and then select the Sheet you wish to unhide. OR – Right click on any worksheet tab and select Unhide, then select the sheet to show. To Hide a sheet, right click on the tab for the worksheet and click Hide. | ||
+ | |||
+ | ==== Protected Sheets ==== | ||
+ | |||
+ | The worksheets are all protected by default which prevents the user from accidentally modifying (corrupting) formulas and other data quality mechanisms. However, this protection also prevents some desirable operations like MS Excel’s autofill tool (dragging a value to copy it to a range of cells). You may need to do this if, for example, you are entering new ECE enrolments and need to drag/copy a value such as the school name. To use autofill you will need to unprotect the worksheet. Do this by | ||
+ | |||
+ | - selecting the worksheet | ||
+ | - select Review from the menu and click on the unprotect worksheet button (see image below). | ||
+ | |||
+ | {{: | ||
+ | |||
+ | <note warning> | ||
+ | |||
+ | ==== Workbook Version ==== | ||
+ | |||
+ | |||
+ | Has the workbook constantly undergoes improvements it is important to make sure you are always using the latest and greatest version. Currently the best way to do this is to contact the people of the project you are working with. You can also check the version in the Settings sheet of the workbook as shown below. | ||
+ | |||
+ | {{: | ||
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+ | |||
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+ | |||
+ | |||
+ | |||
+ | ===== Data Validation ===== | ||
+ | |||
+ | The workbook helps improve data quality with some basic data validation. There are various types of validations which will be introduced below. | ||
+ | |||
+ | ==== Non-Conditional Required Data ==== | ||
+ | |||
+ | In **non-conditional cases**, certain cells always require a value. In the example below there are three crucial pieces of data missing: a Student ID, a Student First Name and a Student Last Name. The spreadsheet will highlight cells (by turning them red) if they are missing required data. | ||
+ | |||
+ | {{: | ||
+ | |||
+ | ==== Conditional Required Data ==== | ||
+ | |||
+ | In **conditional cases**, cells only require a value depending on the value in a different cell. In the example below the '' | ||
+ | |||
+ | {{: | ||
+ | |||
+ | ==== Dropdown List Validation ==== | ||
+ | |||
+ | It is very important to use the dropdown list data and not copy paste or write new data when there is a dropdown list. The reason for this is to improve the quality of data by only allowing specify choices that are standardized and pulled from the EMIS and loaded for use in the workbook. | ||
+ | |||
+ | Let's use school names as an example. The EMIS holds the official list of school names, and this list is loaded to the Excel data Workbook through a database connection. This is done automatically, | ||
+ | |||
+ | {{: | ||
+ | |||
+ | In the example below the workbook does not recognize '' | ||
+ | |||
+ | {{: | ||
+ | |||
+ | < | ||
+ | |||
+ | |||
===== Rollover ===== | ===== Rollover ===== | ||
- | <note warning> | + | <note warning>The rollover done in the workbook still work but is not supported and is no longer the recommended way to do a rollover. The rollover should be done directly within the EMIS online. Refer to [[https:// |
+ | |||
+ | <note important>Always use some test copies of your data before you perform this on your live data. You need to do a number of practice runs to familiarise yourself with how this works.</ | ||
The rollover function allows you to anticipate enrolments for a new school year. The function is based around the Completed and Outcome columns (Outcomes view) and the ‘From’ column in the Enrolment. | The rollover function allows you to anticipate enrolments for a new school year. The function is based around the Completed and Outcome columns (Outcomes view) and the ‘From’ column in the Enrolment. | ||
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* Open the New Year Rollover Workbook '' | * Open the New Year Rollover Workbook '' | ||
* Open the Last Year Workbook (i.e. '' | * Open the Last Year Workbook (i.e. '' | ||
- | * Switch to the New Year Rollover Workbook (i.e. 'PSS Mango School 20170907 BOY2018_19.xlsm'' | + | * Switch to the New Year Rollover Workbook (i.e. ''PSS Mango School 20170907 BOY2018_19.xlsm'' |
* Select the Rollover Worksheet (As below) | * Select the Rollover Worksheet (As below) | ||
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- Change back to single school only. Select the school. It is now the only one in the list. | - Change back to single school only. Select the school. It is now the only one in the list. | ||
- Do the rollover | - Do the rollover | ||
- | |||
</ | </ | ||
+ | |||
+ | ===== Merge ===== | ||
+ | |||
+ | Each workbook has a Merge function that allows it to import data (schools, students, school staff and WASH data) from another copy of the workbook. | ||
+ | |||
+ | <note warning> | ||
+ | |||
+ | <note warning> | ||
+ | |||
+ | The Merge feature support various scenarios including: | ||
+ | |||
+ | * Having each school complete their own school' | ||
+ | * Having members of the national or district departments share this data entry among them. For example, each IT staff has 20 schools to complete individually. This can then be merged into a single Master workbook. | ||
+ | * Upgrading all data to a newer version of the workbook. A single one to one merge from old workbook version to new one. | ||
+ | |||
+ | The Master workbook can then be verified one last time before loading into the EMIS. | ||
+ | |||
+ | <note warning> | ||
+ | |||
+ | Which ever scenario you use the process for Merging is almost identical and summarized below. Let's say you want to Merge a whole workbook with many schools into a new clean updated version of the workbook. | ||
+ | |||
+ | * Make sure all excel documents are first closed | ||
+ | * Open the old version of the workbook that contains all the data. If following correct naming convention this could look something like '' | ||
+ | * Open the new clean version of the workbook that contains no data. This file could be copied from the empty master copy of the new version into a file called '' | ||
+ | * From within the new workbook go the to Merge sheet. You should see something like the following. From there you can refresh the list of other workbooks detected, select it. You can either extract a single school or all schools. You can also extract individual sheets or all sheets. When ready click Load and wait until process is complete. | ||
+ | {{ : | ||
+ | * Do a verification that all your data was transferred as expected. You're done. | ||
===== Create Clean Workbook ===== | ===== Create Clean Workbook ===== | ||
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* You now have a new, empty workbook that you can use for: | * You now have a new, empty workbook that you can use for: | ||
* As a secondary Workbook for data entry that can be merged back into a Master Workbook | * As a secondary Workbook for data entry that can be merged back into a Master Workbook | ||
- | * As a new year ‘rollover’ Workbook | + | * As a new year "rollover" |
* As a test/ | * As a test/ | ||
+ | |||
+ | |||
+ | |||
+ | ===== Annual Census (Data Collection Workbook) ===== | ||
+ | |||
+ | FIXME aka Annual Census, Annual Survey | ||
+ | |||
+ | |||
+ | |||
+ | ==== Data Collection Workbook Submission ==== | ||
+ | |||
+ | FIXME | ||
+ | |||
+ | |||
+ | ===== Advanced ===== | ||
+ | |||
+ | ==== Refresh Data Connection ==== | ||
+ | |||
+ | To improve data quality the workbook makes use of data connection to the EMIS database. It does that to retrieve the exact school name and various dropdown values. It can be useful to know how to refresh those data connection if any dropdown is updated in the EMIS for example. This is shown below. | ||
+ | |||
+ | {{ : | ||
+ |
annual_school_census_workbook_user_manual.1536538731.txt.gz · Last modified: 2021/02/02 02:10 (external edit)