1. Staff Education and Development FinancialLink & Excel/Pivot Tables Adam DiProfio Director of Budget and Planning Jacobs School of Engineering x44950, adiprofio@ucsd.edu

2. FinLink & Excel Tools Page 2 Data Management FinancialLink is great for getting report summaries Sometimes we need something more customized Use Operating Ledger Detail Transaction or QueryLink to get more data

3. FinLink & Excel Tools Page 3 Operating Ledger Detail Great for getting data without using QueryLink Can run by account code or rule class – 638070 = office supplies – FE54 = High risk ENPETS – X = All Express Card Transactions Good for downloading and using Excel AutoFilter or Pivot Tables

4. FinLink & Excel Tools Page 4 Example: Look at all High Risk ENPETs

5. FinLink & Excel Tools Page 5 If Data sets are larger, you can manipulate data in Excel

6. FinLink & Excel Tools Page 6 Example: Download a large amount of data to Excel

7. FinLink & Excel Tools Page 7 Download to Excel

8. FinLink & Excel Tools Page 8 Transfer file to Excel

9. FinLink & Excel Tools Page 9 Use Auto Filter to quickly sort data

10. FinLink & Excel Tools Page 10 Example: Look at Rule Class XCRD & XXCD for express card

11. FinLink & Excel Tools Page 11 Works for flat data. But what if we need something more?

12. FinLink & Excel Tools Page 12 What is a pivot table? A tool to quickly summarize data A way to graphically change a tables structure Can allow cross tabs, summaries, totals, etc.

13. FinLink & Excel Tools Page 13 Use Pivot Tables to get more advanced reports

14. FinLink & Excel Tools Page 14 Drag and drop data into PivotTable fields

15. FinLink & Excel Tools Page 15 Example: Look at Travel Account Codes by Index

16. FinLink & Excel Tools Page 16 Double click on a cell to bring up detail

17. FinLink & Excel Tools Page 17

18. FinLink & Excel Tools Page 18 Other Examples of Pivot Tables Group expenses by Fund, then index Look at rule class XCRD & XXCD (express card transactions)

19. FinLink & Excel Tools Page 19 Drag and drop data into PivotTable fields

20. FinLink & Excel Tools Page 20

21. FinLink & Excel Tools Page 21

22. FinLink & Excel Tools Page 22 Other Examples of Pivot Tables Check how many express cards transaction are being used on each index Right click on data, change Field Settings to Count

23. FinLink & Excel Tools Page 23 Right click to change Field Settings

24. FinLink & Excel Tools Page 24

25. FinLink & Excel Tools Page 25 Pivot Tables in Excel 2007 Excel 2007 has a different interface for Pivot Tables Easy to implement styles and themes

26. FinLink & Excel Tools Page 26

27. FinLink & Excel Tools Page 27

28. FinLink & Excel Tools Page 28

29. FinLink & Excel Tools Page 29 Conclusion Questions? Come practice at the Fiscal Café. Thank you!