Creating Reports to Analyze Data with 

Pivot TablesLaVerne Williams

Madison City Schools

Quick Story…

• Accepted this speaking Engagement (Nov)

• Leadership Program: Public Speaking (Dec)

Public speaking 1011. Do not use the podium2. Walk around the room 3. Eye contact4. Do not use too many graphs and charts5. Know your audience 

Public speaking 1011. Do not use the podium2. Walk around the room 3. Eye contact4. Do not use too many graphs and charts5. Know your audience 

Most important TAKEAWAY from that class:

OUTLINE 3 POINTS THAT WILL BE DISCUSSED IN THE PRESENTATION:

1. KNOWING MY AUDIENCE2. FINDING USEFUL DATA3. CREATING PIVOT TABLES TO HELP MGT

3 POINTS THAT WILL BE DISCUSSED:

AUDIENCE‐ CSFOs, Coordinators, Finance Personnel

• OUR TIME IS PRECIOUS!• WE ARE ALWAYS BUSY DOING MULTIPLE THINGS AT ONCE!

• TOOLS TO MAKE LIFE EASIER

FINDING USEFUL DATA TO MAKE A 

PIVOT TABLE

• Data should be with numerical significance• Avoid having empty rows• Must have a Title in every column• Data page can create multiple pivot tables• Pivot tables can be updated in real time, even after its generated

General Guidance for Pivot Tables

Examples from AIM, HARRIS, and 

Department Reports to transform into a PIVOT 

TABLE

FINDING USEFUL DATA CONTINUED>>>

State of Alabama Department of Education

State and Local Certified FTE Matrix

Madison City (169) - System Total Year: 2020, Month: 01

Bachelor's Master's 6 Year Doctoral Non Degree < 3 Years 79.2 9.93% 33 4.14% 1 0.13% 2 0.25% 1 0.13% < 6 Years 58.85 7.38% 48.05 6.03% 1 0.13% 1 0.13% 0 0.00% < 9 years 42.85 5.37% 51.8 6.50% 4 0.50% 1.75 0.22% 0 0.00%

< 12 years 25.8 3.24% 40.5 5.08% 10 1.25% 0 0.00% 0 0.00% < 15 years 24 3.01% 62.05 7.78% 10.83 1.36% 1 0.13% 0 0.00% < 18 years 18 2.26% 61 7.65% 12 1.50% 4 0.50% 0 0.00% < 21 years 23 2.88% 44 5.52% 5 0.63% 1 0.13% 0 0.00% < 24 years 15 1.88% 24 3.01% 6 0.75% 0 0.00% 0 0.00% < 27 years 12 1.50% 32.75 4.11% 1 0.13% 1 0.13% 0 0.00% 27+ years 9 1.13% 24 3.01% 4 0.50% 1 0.13% 0 0.00%

Total Matrix FTE: 797.43

 

LEAPS STATE and LOCAL CERTIFIED FTE 

MATRIX

DATA to find out about:

• FTEs and Salaries by Fdsource

• Years of experience, Retirement age in system, Degrees

STATE OF ALABAMADEPARTMENT OF EDUCATION

LEA Financial and Budget SystemGeneral Fund (Fund Type 11) Financial Analysis

169 ‐Madison City Schools 

FinancialStatementFY 2017

FinancialStatementFY 2018

FinancialStatementFY 2019

BudgetFY 2020

Fiscal Period 12 Fiscal Period 12 Fiscal Period 12 Fiscal Period 00Beginning Balance ‐ October 1 $10,359,223.57 $11,241,256.57 $11,204,519.13 $11,043,497.43

Revenues

State Sources $52,964,390.27 $56,678,794.07 $59,749,232.07 $66,211,506.48

Federal Sources $278,962.13 $437,542.64 $483,827.98 $475,000.00

Local Sources $30,127,458.50 $32,834,482.83 $36,015,480.39 $35,453,853.50

Other Sources $384,497.38 $989,038.86 $414,592.23 $426,488.20

Other Fund Sources $405,326.19 $634,155.58 $436,540.05 $315,727.26

Total Revenues: $84,160,634.47 $91,574,013.98 $97,099,672.72 $102,882,575.44

Expenditures

Instructional Services $48,829,229.56 $50,604,265.55 $55,253,932.05 $60,350,553.28

Instructional Support Services $14,297,760.14 $14,915,604.03 $16,459,059.27 $18,136,273.20

Operation & Maintenance Services $8,022,485.49 $8,155,337.30 $8,129,474.52 $9,098,570.57

Auxiliary Services $3,206,080.01 $3,642,896.32 $3,882,678.22 $4,404,172.52

General Administrative Services $3,018,527.76 $3,080,933.24 $3,218,975.51 $3,764,368.24

Capital Outlay $7,457.00 $7,723.00 $8,107.00 $0.00

Debt Services

Other Expenditures $1,239,817.04 $1,367,455.25 $1,657,523.35 $2,735,517.00

Other Fund Uses $4,657,244.47 $10,075,494.73 $4,893,394.87 $4,871,442.33

Total Expenditures: $83,278,601.47 $91,849,709.42 $93,503,144.79 $103,360,897.14

Excess of Revenues $882,033.00 ($275,695.44) $3,596,527.93 ($478,321.70)

Ending Fund Balance ‐ September 30 $11,241,256.57 $10,965,561.13 $14,801,047.06 $10,565,175.73  ‐

 200.00

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2011 2012 2013 2014 2015 2016 2017 2018 2019

Comparison of Ending Fund Balance per Student 

2012 2013 2014 2015 2016 2017 2018 2019Revenues per student 7,400.60 7,804.40 8,048.54 8,156.57 8,021.42 8,187.63 8,643.95 8,562.75

Expenditures 7,483.29 7,690.78 7,902.43 8,893.94 8,071.89 8,101.82 8,669.97 8,535.85

7,400.60 7,804.40 

8,048.54 

8,156.57  8,021.42  8,187.63 8,643.95  8,562.75 

7,483.29 7,690.78 

7,902.43 

8,893.94 

8,071.89 

8,101.82 

8,669.97 

8,535.85 

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 10,000.00

Comparison of MCS Revenues & Expenditures per student

Revenues per student Expenditures

CREATING PIVOT TABLES TO HELP MANAGEMENT

STEP BY STEP INSTRUCTIONSDATA  •(ex. State & Local Certified FTE Matrix) download from AIM(in excel format)•Make sure each column of DATA has a TITLE and there are no blank columnsON EXCEL SPREADSHEET•Click on the INSERT TAB•Click on the Pivot Table ICON

Click “Select a table or range” •Table/Range – select your entire table•Click on NEW WORKSHEET•OK

•PIVOT TABLE FIELDS WILL APPEAR

•CREATE YOUR OWN CHARTS by using the FILTERS/COLUMN/ROWS/VALUES boxes

Thank you!

lwilliams@madisoncity.k12.al.us256‐464‐8370