1. Advanced Excel: Using Formulas for Business Managers
Buckner Creel: Administrator for Business and Finance, Lincoln Public Schools
Ian Dailey: Assistant Director of Finance, Lexington Public Schools
Matthew Gillis: School Business Administrator, Hull Public Schools
Cindy Mahr: Assist. Superintendent for Finance & Ops., Weston Public Schools
Sean Mannion: Senior Budget Analyst, Newton Public Schools

2. Helpful Payroll Projection Formulas
Done frequently throughout the year
Approximately 85% of annual operating budget
Helpful formulas for quickly/accurately projecting
CONCATENATE
VLOOKUP
HLOOKUP IF
Formula Nesting
Pivot Tables

3. CONCATENATE Joins several text strings into one text string
Merge segments of account strings
Create unique strings of data in conjunction with “lookups”

4. VLOOKUP & HLOOKUP
Looks for a value in the leftmost(V)/topmost(H) column(V)/row(H) in a data range and returns the value in the same row(V)/column(H) from a column(V)/row(H) that you specify.
Requires four pieces of data separated by commas:

5. Payroll Controls & Projections

6. Payroll Controls & Projections
Looking up: 2015_100_26_A_Biweekly
In: “Work_Year”
Returning: Row 54
Multiplying against “rate” of $

7. Named Ranges

8. Payroll Controls & Projections

9. IF Statement – Example 1 =IF ( A2 = 5, B2, C2 )
Statement or test - Checks if cell A2 equals a value of 5
True value – If A2 equals 5, returns cell B2
False value – If A2 does not equal 5, returns cell C2

10. IF Statement – Example 2 Salary Projections - Accruals
=IF ( AND ( E2 = 3, F2 = 24 ), 4*G2, 0)
Statement or test - Checks if both cell E2 equals 3 and cell F2 equals 24; Both statements must be TRUE with AND statement
True value – If both statements are TRUE, return 4 times cell G2
False value – If at least one statement is FALSE, return value of 0

11. IF Statement – Example 3 Nested IF Statements
=IF ( D2 = “TA1”, IF ( E2 > 10, “MID”, “BEG”),
VLOOKUP(D2,stepdate,3,FALSE))
Statement or test - Checks if cell D2 equals “TA1”
True value – If D2 equals “TA1” then
Statement or test – Checks if cell E2 is greater than value 10
True value – If E2>10, then return text “MID”
False value – If E2<>10, then return text “BEG”
False value – If D2 does not equal “TA1” then return VLOOKUP(D2, stepdate, 3, FALSE)

12. IF Statement – Example 3 Nested IF Statements
=IF ( D2 = “TA1”, IF ( E2 > 10, “MID”, “BEG”),
VLOOKUP(D2,stepdate,3,FALSE))
FINAL OUTPUT

13. Summarizing for Quarterly Reports

14. Compliance with DESE account guidance yields a ton of accounts
For each program at each school for two campuses = 1,100 acounts, plus 900 special revenue accounts = ~2,000 expense accounts, over 800 active at any one time
Goal -- reduce mass of data to usable information
SC focus: General Fund & equivalent accounts

15. Quarterly Report to School Cmte

16. Start with data dump (from MUNIS YTD report, in this instance)
MUNIS – YTD Budget Report options

17. Cut & paste into report data worksheet
Tag each account line
Use VLOOKUP function to find object class from object code worksheet in same file

18. VLOOKUP function

19. VLOOKUP function
Object Code file from MUNIS -- to find object class (worksheet in same file as report)

20. Sum amounts for object classes in pivot tables
Transfer amounts to Qtrly Report
Use VLOOKUP function to find amount from corresponding pivot table

21. Personnel Accounts Budget Status
Formulas
VLOOKUP
LEFT, MID, RIGHT
CONCATENATE
Pivot tables
Conditional formatting
Goal – compare staffing plan with MUNIS account balances.
Budget sufficient?
Encumbrances correct?

22. Start with a Staffing Plan

23. Extract org code from account (LEFT)
Extract object from account (RIGHT)

24. Add data dump (from MUNIS Account Inquiry, in this instance)
Use CONCATENATE to create matching account number in first column

25. Create Plan Summary report – use VLOOKUP to add info from budget report
Add other info as desired

26. Conditional formatting for exception mgt.