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Report Automation Using Excel
Alison Joseph, David Onder, and Billy Hutchings
NCAIR Summer Drive-in 2013
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• 9608 students
• Master’s Comprehensive
• Mountain location
• Residential and Distance
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Why automate?
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• Efficiency
– Time
• Mitigates problems related to staff turn-over
• Consistency
– Data (same queries/criteria)
– Format/design/branding
• Timeliness
– Reports are ready as soon as data is available
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What to automate?
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• Same report generated throughout the year(s)
– Fact Book
– Census reports
– Admissions reports
– Facilities utilization
– Class-level profiles
– Grade distribution
• Same report generated at the same time for several 
different groups
– Program/Dept.profiles
– Main campus v. other teaching sites/distance
– Legislative reports
What can be included?
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• Data tables
• Graphs 
• Complex graphics (e.g., maps with enrollment)
• Cover pages
• Branding/logos
Getting started
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• Start with an end product in mind
– Real data or mock-up
• Determine data source
– Use of combined data files
Excel structure
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• Data tab
– All data
• Process tab
– All formulas and data manipulation
• Report tab
– This is the final report
– No formulas –only cell references
• Why do this
– Consistent/organized
– Allow multiple people to work on the same document
– Compartmentalize different parts
Data tab
• Where does data come from
– Access
– SQL Server
– ODBC Connection
– Analysis Services
– XML
– Text files
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Data - Access
• We use Access
• Benefits
– We already have our data there
– Cheap/most people already have
– User friendly (Point & click)
– Approachable for entry-level staffers
– Transition to SQL Server is practically seamless
• Drawbacks
– Slow
– Limited functionality
– Sometimes multiple steps needed
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How do you connect the data?
• Build query in Access the returns the data elements 
that we need
• Go to Data tab in Excel 
• Click “Connections” then “Add…” or “From Access” 
• Browse out to your Access file, and link
• Point it to your table or query
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