Using MS Excel PivotTables
with OSP Grant Reports
Chris G. Green, CPA
Director, Sponsored Programs
Topics
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How to access OSP Portal Grant Reports.
What is a MS Excel PivotTable?
How to Create a MS Excel PivotTable.
How to make updates to a PivotTable.
Suggested Reference Material.
OSP Portal Grant Reports
Log into inside.uthscsa
(Portal)
The direct link is:
http://inside.uthscsa.edu/
OSP Portal Grant Reports
Select HSC Business
Applications link
OSP Portal Grant Reports
Select Office of
Sponsored Programs link
OSP Portal Grant Reports
The four OSP reports will
be displayed
To open the Project Grant
Listing, select the link
OSP Portal Grant Reports
Project Grant Listing will
open in MS Excel
What is a PivotTable?
A PivotTable is a special type of summary table that's
unique to Excel. PivotTables are great for summarizing
values in a table because they do their magic without
making you create formulas to perform the calculations.
Pivot tables also let you play around with the arrangement
of the summarized data. It's this capability of changing the
arrangement of the summarized data on the fly simply by
rotating row and column headings that gives the pivot
table its name.
Creating a PivotTable
To help demonstrate how to create a PivotTable using the
Project Grant Listing, the following scenario will be used:
You received a request from your Chair requesting the
number R01 grants that have been awarded to your
department (G1700).
Creating a PivotTable
Before creating the
PivotTable, ensure that
the data has no blank
rows or columns and that
each column has a
header
Since the Project Grant
Listing has report details
above its column
headers, we must delete
these two rows before
we create the PivotTable.
This deletion of rows is
necessary for all OSP
reports on the Portal.
Remember each column
must always have a
header.
Simply highlight the first
two rows and select
Delete
Creating a PivotTable
Click any cell within the
data field. Select the
"Insert" tab at the top of
the screen, and then click
the "PivotTable" button
on the left end of the
ribbon.
*Shortcut ALT + DPF
Creating a PivotTable
Excel opens the Create
PivotTable dialog box and
selects all the table data,
as indicated by a
marquee around the cell
range
No updates are
necessary, just select OK
Creating a PivotTable
By default, Excel builds
the pivot table on a new
worksheet
Excel adds a blank grid
for the new pivot table
and displays a PivotTable
Field List task pane on
the right side of the
worksheet
Creating a PivotTable
In our scenario, we will
drag the DeptID field into
the Row Field.
Creating a PivotTable
Filter the DeptID by
clicking on the dropdown button. Uncheck
(Select All)
Next, select only DeptID
G1700, then click OK
Creating a PivotTable
Drag and Drop the
Activity Code field into
the Row Field
Creating a PivotTable
Drag and Drop the GM
Award Number field into
the Drop Value Fields
Creating a PivotTable
The total number of
R01’s for G1700 is “46”
Formatting a Pivot Table
To help demonstrate how to update a Pivot Table, we will
continue to use the Grant Project Listing using the
following scenario:
You received a request from your Chair requesting grant
information for Rachell E. Booth who is in your
department. Your Chair wants you to provide the data in a
easily readable format.
Formatting a Pivot Table
After setting up the
PivotTable by dragging &
dropping multiple fields
and filtering by Rachell
Booth, your PivotTable
will have multiple
subtotals as show. In
addition, the “expand &
collapse” buttons are
displayed as follows:
The subtotals and the
expand & collapse button
makes the PivotTable
confusing.
Formatting a PivotTable
Formatting is
accomplished by clicking
anywhere inside the
PivotTable. Once clicked,
the PivotTable Tools will
be available so that
updates can be made to
the PivotTable.
Formatting a PivotTable
Delete multiple subtotals
by using the “Subtotals”
option
Formatting a PivotTable
Multiple Subtotals have
been removed
Next update the Grand
Total by clicking the
“Grand Totals” option
Formatting a PivotTable
Multiple Subtotals have
been removed
Next update the “expand
& collapse” option by
clicking the Options tab
Formatting a PivotTable
Click the “expand &
collapse” option
Formatting a PivotTable
The data is now
formatted and ready to
be used/copied
Suggested Reference Material
Excel PivotTables and PivotCharts: Your visual blueprint
for creating dynamic spreadsheets, 2nd Edition (Paul
McFedries, 2010)
Questions about OSP Reports?
• Contact Chris Green in OSP at 567-4938 or via email
at greenc@uthscsa.edu.