Complex Spreadsheets

George HoltGeorge.Holt@tafensw.edu.au

Introduction> Good Design> Evolving from Users to Designers> Why analysis is essential?> Research skills to survive> Advanced Functions

– Named Cells and Ranges– Lookup Functions– Linking– Text functions– Date Functions– Data and Filtering

> Testing

Good Spreadsheet Design?

Good Features Bad Features

Well Spaced out on page Incorrect spelling

Clearly labelled Gridlines can crowd and confuse a page

units of measurement are identified

Small and congested layout

Must be uniform and consistent Confusing flow of calculations or layout

Clear Logical flow Not tested

Headings for the page and sections

Problem Solving pitfalls

Solving complex problems requires a plan. Issues that arise in complex problem solving include.

> You should analyse the problem first on paper with a Inputs- Rules & processes – Outputs.

> A mudmap can be used to plan a layout.

> You must have a clear step by step plan.

> You often have to break a big problem up into smaller chunks.

> You must avoid mistakes and typo’s. Learn to proof read effectively.

> If you get stressed it will adversely affect your logic.

> A test and Revise method is usually more reliable than a one step brainstorming method.

Evolving from Users to Designers?

> This unit of study is the first step in moving from a user or spreadsheets to a designer of spreadsheets

> Designers apply more advanced analysis skills to create spreadsheets for other staff to use.

User

Designer

Users Designers

What are the differences between Users and Designers?

Create a spreadsheet to simplify an existing manual process that they use

Analyse and design a spreadsheet for others. Often on a situation they have never worked on before.

Often label their spreadsheets poorly as they are the main ones using them.

Create self explanatory spreadsheets for inexperienced users by adding labels, titles comments and notes

Use the same basic features and avoid “harder” methods

Research and find other functions and methods that they might find useful for the future

See their job in isolation and mainly focus on their own needs

See their job in the context of the whole organisation. ie: “BIG PICTURE”

Error check their work “on the go” and often know when the answer is wrong as they are used to doing the job manually

TEST their spreadsheets to ensure they are accurate and functional before they are used within the organisation.

Seek help from other staff or trainers to use more advanced features

Solve their own problems by using Help, books, websites etc

Create simple standalone spreadsheets Create advanced spreadsheets that are often linked to other spreadsheet files and often use charting to communicate complex data as meaningful information.

Users Designers

The answer is Analysis!!

Why is analysis essential?> It gives us a structured way of solving problems> It provides a means of breaking big problems into much

smaller sections> It helps us to communicate to others in our team and get

their feedback on how we can improve our design > If we can’t finish the design process another staff

member can follow our plan and finish the job> It helps us to get the job right the first time

Research skills to surviveEffective designers have good research skills and tend to solve their own problems:>Use Help effectively>Monitor websites and online newsletters>Analyse other designers spreadsheets>Use manuals and texts>Talk to other designers and share ideas

Advanced Functions

– Named Cells and Ranges – Lookup Functions– Linking– Text functions– Date Functions– Data and Filtering

Named Cells and Ranges

> Use plain English to create formulas. Eg> =IF(Gross>450,Gross*Super_Rate,"No Super")> =Hours*Pay_Rate> Individual cells or ranges of cells can be named

Lookup Functions

Use Lookups to find the value for a particular criteria.

This works especially well with named ranges> =Wage*VLOOKUP(Wage,Tax_Scale,2)

Linking

> Linking provides a way to create relationships between spreadsheets.

> Consider creating a spreadsheet to store costings and then have all of your other spreadsheets refer back to the costings sheet to get the most current data.

Costings.xls

Consumables Budget.xlsSection Budget.xls

Text functions

Text functions can be used to convert or display text in a variety of ways

> =RIGHT(C7,7) displays 7 characters from the right.> =REPLACE(D6,5,1,"Dot") Replaces the decimal place

with the word Dot.

Date Functions> Date Functions - format dates into different forms for calculations> Custom Formats – Change the appearance of dates> Calculations –

Due date = Order date + 30

Data and Filtering

> The Filter tool under the Data menu is fantastic for analysing large amounts of data.

> Consider using filters in conjunction with macros and Charts to automate and provide a very clear visual image

Testing

> It doesn’t work until you prove it works!!!> Use simple test data where you already know the

answers to TEST the system> You NEVER allow someone to use an untested

product!!!

Conclusion

> Evolving from Users to Designers> Why analysis is essential?> Research skills to survive> Advanced Functions

– Named Cells and Ranges– Lookup Functions– Linking– Text functions– Date Functions– Data and Filtering

> Testing

Spot the Dud - Formulas

> D33+e32> =A3xb3> =a3*B3> =b9\c10> =b9/c10> +ac32-da45> =ac32-da45

BODMAS?

> Who’s body do you want buried where?

Definitions of BODMAS on the Web:> A reminder of the order in which operations have to carried

out when working with equations and formulas.

Brackets Order Division Multiplication Addition Subtraction Sometimes also called BIDMAS, where I stands for Indices.www.lgfl.net/lgfl/leas/enfield/schools/southgate/accounts/staff/dwhitfield/web/pages/dictionary.html

Spot the Dud - Functions

=sum(B7..B37)

=sum(b7:B37)

=sum(b7;b37)

=average(b3,b5,b7:b37)

=avg(c3:c37)

=average(c3:d33)

=avgb3:b33)

=average(c3:33d)

=maximum(B7..B37)

=min(b7:B37)

=minimum(b7;b37)

=max(b3,b5,b7:b37)

=maximum(c3:c37)

=avg(c3:d33)

=average b3:b33

Formatting

> Merge and Centre Headings

> Consistent Decimals> Use colour but be careful

when printing to Black and White printers

> Use custom formats where required

> Divide your worksheet up with borders

> Be careful that your worksheet ends up fitting a page if required.

Layouts that work

> Space your work out> Consider creating different sections for inputs, calculations

and results> Use charts to illustrate complex data> Name worksheets descriptively> Create a Readme worksheet with notes on how the

spreadsheet is to be used> Include comments in cells to explain the data or calculations

Pick the Duds – Maths and Formatting

> Look at the ..\..\George\Adv Spreadsheets\Pick the dud weather.xls

> Be careful with Auto features like Autosum> Use consistent formatting with decimals> Make sure you include the complete range of cells> Use Headings to describe the data> Label all data and include units of measurement> Format dates carefully> Space your page out and differentiate between inputs, calculations

and outputs(results)