Calculating % of pupils in certain categories

Question

Hi
I have just had one question brilliantly answered here, and another challenge faces me! I am basically creating a spreadsheet of the attainment of pupils in the class - % of how many achieve level 3, 4 and 5.  Of a normal class there will be children we have to look at more closely, such as children with additional learning needs, children who receive free school meals etc etc. What I am trying to create is a spreadsheet that could easily show the percentage of the class that receive level 3,4 or 5, but also how many pupils on the free school meals register attained a level 4 etc. There are a number of different categories. I can't seem to get my head around the layout of the spreadsheet let alone the formulas involved!
Here hopefully is an example of the initial table -
Name
FSM
ALN
LC
CT
MAT
L4/5
SP
EAL
ATT
CA
Eth
Eng O
Eng R
Eng W
Eng
Wel O
Wel R
Wel W
Welsh
Maths
Science
D Duck
y
y
n
n
y
n
y
n
y
y
y
4
4
4
3
4
3
3
5
4
4
M Mouse
y
n
n
y
n
y
n
n
n
n
y
4
3
3
4
4
5
4
4
3
5
Goofy
n
n
n
y
n
y
n
y
n
n
n
4
3
3
4
5
4
5
3
5
3
Pluto
n
n
n
n
n
n
y
y
n
y
n
3
4
5
5
3
3
4
4
4
4
Daisy
n
y
y
y
n
n
n
n
y
y
n
5
5
4
4
5
4
3
5
3
5
So to explain a bit - we have the names, the 11 categories (Free School Meals, Additional Learning Needs etc), and then the level the children attained in English Oracy, Reading, Writing, English Overall, welsh Oracy, Reading, Writing, Welsh Overall, Maths and Science. I would therefore love to be able to easily calculate how many in the class attained level 4, and also, how many FSM (or ALN etc) pupils attained level 4 and so on. Is this possible? I have done this with a pencil, paper and calcualtor for so many years, would love if there was an easier option!!
I realise that this is a big request - but here's hoping someone would point me in the right direction! Any help would be appreciated. Thanks!

Answer 1

Hi Gwyn,
Here's a layout that seems to work (click for larger image):
The top table, "Data" is your original data table, the bottom, "Summary", gives the percentage of students in each category achieving a 4 or 5 level in each subject area. The bottom row (All) gives the overall percentage of students in All categories achieving these levels in each subject area.
Formulas:
Summary::B2:   =COUNTIFS(Data :: $B,"y",Data :: M,">=4")/COUNTIF(Data :: $B,"y")
Fill this formula down to the penultimate row (Eth) of column B (Eng O), then edit the formula in each row, using the following steps:
In C3, enter "C"; in C4, enter "D" (without the quotes).
Select both cells, then drag the Fill handle (small circle at the bottom right corner of the selection) down to continue the series of letters to C12, where the letter will be "L".
These are temporary markers to aid in editing the formula. They will be erased when you fill the formula to the right (below).
In each cell, starting at B3 you need to edit the two references to Data::$B, replacing both Bs with the letter in that row of column C. Do NOT make changes to the Data::M reference.
Double click the lozenge containing the first reference to enter edit mode. Click at the right end of the reference, delete the B, then type the letter in that row of column C. Repeat with the third lozenge in the formula.
Press return to move to the next row.
Repeat steps 3 and 4 until you have edited the last formula (in row 12).
Formula 2:
Summary::B13   =COUNTIF(Data :: M,">=4")/COUNTA(Data :: $A)
After entering the formulas into column B, Select cells B2 - B13,  then drag the Fill handle right to fill the formulas into columns C - K (Sci).
With all cells B2-K13 selected:
Open the Inspector, Choose the Cell Format inspector (42), then choose Percentage from the pop-up menu.
Set the number of decimal places to none (blank), or to a different value if a more precise display is desired.
Save.
Done.
Regards,
Barry