K Dinsmore

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# How to create a custom count function for multiple fields of data

Hello Experts!

We need to produce reporting on score aggregates, per submitter and large group. We are downloading a file of submitted scores. There is one line per submitter. Each submitter submits scores (scores of 0 through 4) on 5 to 6 criterion for 10 items. We need to consolidate the scores to a count per criterion per submitter. So, going from:

Item 1 Criterion 1 score Item 1 Criterion 2 Score Item 2 Criterion 1 Score Item 2 Criterion 2 Score

1 2 1 3

To (note: values are counts not sums/averages/etc...)

Criterion 1 Score 1 Criterion 1 Score 2 Criterion 1 Score 3

2 1 1

We also need to split the file by categories (see attached image). We were trying to use Excel 2016 Get and Transform to take the original data file and A) split the original file into three category files (successful); B) create the aggregate score count columns (criterion 1 score 1, etc.) (not successful). We can do the score counting in a regular worksheet using COUNTIF, and we could then transform again to remove the individual item columns, but we had hoped there would be a way to do it in the transform however none of the transform functions seem to be the right thing.

Ultimately, an image of the output is attached. Please and thank you!

Example-College-White-Outcomes.png

We need to produce reporting on score aggregates, per submitter and large group. We are downloading a file of submitted scores. There is one line per submitter. Each submitter submits scores (scores of 0 through 4) on 5 to 6 criterion for 10 items. We need to consolidate the scores to a count per criterion per submitter. So, going from:

Item 1 Criterion 1 score Item 1 Criterion 2 Score Item 2 Criterion 1 Score Item 2 Criterion 2 Score

1 2 1 3

To (note: values are counts not sums/averages/etc...)

Criterion 1 Score 1 Criterion 1 Score 2 Criterion 1 Score 3

2 1 1

We also need to split the file by categories (see attached image). We were trying to use Excel 2016 Get and Transform to take the original data file and A) split the original file into three category files (successful); B) create the aggregate score count columns (criterion 1 score 1, etc.) (not successful). We can do the score counting in a regular worksheet using COUNTIF, and we could then transform again to remove the individual item columns, but we had hoped there would be a way to do it in the transform however none of the transform functions seem to be the right thing.

Ultimately, an image of the output is attached. Please and thank you!

Example-College-White-Outcomes.png

ASKER

Attached is a sample of how the data comes to me. Out of all the assignment submissions (30 in the sample data; 3 instructors submitting, 10 assignments each) we need to be able to count how many assignments scored 0, 1, 2, 3, or 4 for Interpretation, and the same for Representation, Calculations, Application/Analysis, and Communication. I can accomplish the counting with 25 COUNTIF columns, but I am hoping for a better way.

Thank you for the help!

CWO-Sample-Data.xlsx

Thank you for the help!

CWO-Sample-Data.xlsx

See attached.

The formulas in column C count Category in column A for each Score number in column B, and divide with number of scores in the category, excluding empty fields.

In column D the score counts are divided with the total number of fields in the category.

CWO-Sample-Data.xlsx

The formulas in column C count Category in column A for each Score number in column B, and divide with number of scores in the category, excluding empty fields.

In column D the score counts are divided with the total number of fields in the category.

CWO-Sample-Data.xlsx

ASKER

Hi Ejgil,

This is a great start but I have a couple of questions. Is it possible to make it responsive to filtering in the main table? Or is it possible to use this formula or a similar one to build a new table of the aggregate scores by submission that I could then pivot and filter for the various reporting needs? I will need to report scores at different levels of aggregation (all scores, scores from particular departments) as well as scores over time (once we have multiple years reported).

Thank you for your help!

This is a great start but I have a couple of questions. Is it possible to make it responsive to filtering in the main table? Or is it possible to use this formula or a similar one to build a new table of the aggregate scores by submission that I could then pivot and filter for the various reporting needs? I will need to report scores at different levels of aggregation (all scores, scores from particular departments) as well as scores over time (once we have multiple years reported).

Thank you for your help!

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ASKER

Thank you for the help with this problem! This will make this project much easier and I hope to be able to apply the solution to other projects as well.

I am thinking you might be able to use a Pivot Table to consolidate the data and then chart it.