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Framework for completing Unit 5

### Transcript of U5 kickstart

• 1. Unit 5 OCR Nationals LEVEL 3
Kick Start
• 2. OK, you asked for it
Remember there are NO Model Assignments for the Option Units, so I am winging it. For this Unit, however, I am also relying a little on the new textbook from PG, so well see how that goes.
• 3. Scenario
A local restaurant owner would like to expand their business. To qualify for small business support they have to show that they are managing their finances well right now.
Time for drastic action design a spreadsheet that covers income and expenses, and allows some level of modelling for additional financial planning
• 4. AO1: Design spreadsheets to meet the needs of an organisation
You need to get the pen and paper out for this one! Design AT LEAST 2 linked spreadsheets for the organisation, sketches to include:
Purpose
Audience
Layout & formatting
Design sheets in form appearance/customised toolbars & buttons
Calculations required
Data entry messages
Data validation and other appropriate messages
• 5. AO1 Hints
Be very clear in your mind about the user for this one: it helps if you can picture them!
Keep the worksheets simple in size & number so they are easier to work with & understand
Avoid blank rows/columns if you can help it: many higher end functions will just stop if theres a blank cell in the way.
Sort data into appropriate orders so that functions work more effectively
Keep names in two cells one for first, one for last: its easier later.
Oh theres more, but Ive run out of space here...
• 6. AO1 Hints
Sheets with the appearance of a form:
Excel 07 has the Template Wizard, so those of you with that can play and have fun.
The more pedestrian 03 version will need macros: weve met them before, for U3.
Calculations required
Follow protocols: formulae only refer to cells ABOVE them
If a formula requires LOTS of raw data, move it to a separate worksheet and link the data to the sheet holding the formula.
Formulae should be as simple as possible
REMEMBER there are over 300 different functions in Excel this is your chance to play with your new toys...
• 7. AO1 Hints
Data Entry Messages
Data Validation settings, as you know already
Valid and invalid data
Input Messages
For Pass and therefore all the others:
Designs are appropriate
Some calculations are defined.
For Merit:
Spreadsheet designs are clear on the content
Most calculations are appropriate
Some data entry messages are identified
Note the level of detail for this!
For Distinction:
Customisation elements are clear
All calculations are clearly defined and appropriate
All data validation and error messages required are defined
• 10. AO2: Produce spreadsheets according to the design
Relative, absolute, mixed cell references
Named cells and cell ranges
Cell formats
Functions
Macros
• 11. AO2 Hints
Well you did this for U3, so this should be OK, yes?
Named cells and ranges.
Its easier to locate and work with a cell if it is called total rather than DE4 or whatever. Choose the cell, then where the cell reference is shown, highlight and type in the name of the cell NO SPACES!
You can do the sameto a group of cells, too,whoooo!
• 12. AO2 Hints
Cell formats
Include conditional formatting, just like for U3
Date and time as appropriate (NOW function)
Also consider:
Text alignment
Font formatting bold/italic/underline/colour...
Use the STYLE function to create a consistent view
Cell merging!
• 13. AO2 Hints
Functions to meet requirements:
Heres a summary, but there ARE 300 of them so Im just picking my top, ummm, 4, or 11...
References:
LOOKUPS
MATCH
Mathematical:
COUNTIF (and all its subsidiaries!)
SUM
CEILING/FLOOR
Statistics:
AVERAGE/MAX/MIN...
RANK
COUNT
Logic:
AND/IF/FALSE/NOT/OR...
Note also we have the wonders of NESTED FUNCTIONS (!)
• 14. AO2 Hints
Nested functions
You can do as I do in my marksheet for you guys: bung in more than one function at a time. This is a more effective way to complete a task in one neat package, and it is a LOT easier if you are using named cells/ranges. You can squish up to 7 levels in each but heres one of the more straightforward of mine, identifying whether youve gained P,M or D:
• 15. AO2 Hints
Data Validation
Well youve done this a bazillion times so I wont treat you like fools.
Try to be more imaginative in this than you were in U3, OK? You can calculate what is allowed based on the content of another cell, or use a formula to calculate the value, and this could again make your product more powerful.
• 16. AO2 Hints
Macros
Weve already played with these on U3, but here you get to play with the Big Boys...
You can set styles for font
You can set formulae and functions using macros
You can set actions (like graphing)
Customising the menu/toolbars more overleaf on this one because this is more fun (but dont tell the Network guys, because I dont know what theyll let us do..!)
• 17. AO2 Hints
Now this may well do our heads in, because I dont as yet know what settings will stick, and what wont. Well just have to play it by ear. What a surprise..!
MENUS are lists of commands: e.g. File menu. The 07+ versions of MS products are short on menus, but youll see them in 03.
TOOLBARS hold the buttons instead of lists of words: 07+ is hot on toolbars.
• 18. AO2 Hints
Customising
Well, you could change the lists on a menu? Bit simplistic, but can be essential if youre sick of going through several stages to get to the same format menu element, or whatever.
OR, change the buttons on the toolbar: theres a standardised option to do that on all the MS products, or you could write your own macro and stuff it on a button and be even more impressive!
For Pass and therefore all the others:
They should look similar to the designs
Including use of:
Cell referencing (absolute/relative)
Named cells and ranges
Different cell formats
Functions
Macros
For Merit:
Multi stage functions
Data validation
Cell references across sheets
Note the level of detail for this!
For Distinction:
Design and spreadsheet are as one.
Nested functions
Customised error messages
• 21. AO3: use spreadsheet to process numerical data and present required information
So theres a surprise it has to DO something.
How?
Use PivotTables?
A PivotTable sorts and summarises data, combining and comparing large amounts of data and then creates a new table which you can sort and rotate and its relatively easy to create using the Wizard!
Using the what-if element in 07, you could use Goal Seek when you know the result that you need, but not how to get there. So for example, you need a 50p profit so whats the price to the client???
• 22. AO3: use spreadsheet to process numerical data and present required information
You could also use Solver (Tools Solver and set the parameters)
You could use the advanced filtering options
Presenting the results:
Cell formatting to make it easy to read?
Cell width and height/merge&centre
Graphs & Charts
HARD COPY (yeah what you see you gotta be able to print: headers/footers/titles/cells & row titles)
Report Manager!