Applied Systems Client Network SEMINAR HANDOUT. Excel 2007: Level 2

Transcription

1 Applied Systems Client Network SEMINAR HANDOUT Excel 2007: Level 2

2 Prepared for ASCnet Applied Systems Client Network 801 Douglas Avenue #205 Altamonte Springs, FL Phone: Fax: Copyright 2009 by Applied Systems Client Network, Inc. (ASCnet), 801 Douglas Avenue #205, Altamonte Springs, FL Protection claimed in all forms and matters of copyrightable material and information now allowed by law or hereafter granted including both electronic and conventional distribution of herein products. Reproduction or transmission unless authorized by ASCnet is prohibited. All rights reserved. Specific product information regarding Applied Systems The Agency Manager and Vision, as well as other products copyrighted and mentioned within (ex: Microsoft, Excel, etc.) are the product of the individual company and no endorsement or ownership of product should be implied by its mention and use. All workflows are suggested and common workflows. Users of this material agree that ASCnet cannot be held liable for any omissions or errors within the guide. Original Author: Sue Good Alexant Systems Corporation September 2009 Target Audience: X Accounting X Account Executive Non-Insurance Accounting X Customer Service Representative X Administrative New Producer X Principal X Experienced Producer X General X IT Human Resources Other: (describe) Seminar Type: Microsoft Products, Reports Seminar Level: Intermediate Level: An Intermediate level class takes the concepts originated from a basic level course, and adds more layers or parallel concepts. For functional courses, these classes will require the participant or attendee to have some basis to work from as they are learning new facets of the agency management system or software program. September,

3 Class Description: This class will cover more advanced Excel tools to manipulate data exported from your management system. Learning Outcomes: Expand your knowledge of Excel tools and how they can be used to get the information you want. Master powerful tools like Pivot Tables and Macros to make your job easier. Get really excited about how fast and easy it is to analyze data using Excel. Assumptions: This seminar is based on the following TAM Version 10.X Microsoft Excel Version 2007 Sample Workbook: Excel_Level_2_sample_workbook.xlsm Table of Contents Overview... 4 Left Function (ie, just the Client Code)... 4 Right Function (ie, just the Policy Sub-Sections)... 5 Concatenate (Combine Data)... 6 Annualize Premium or Commission... 7 Convert Tam Accounting Month/Year To Real Date... 8 Text to Columns... 8 Replace... 8 Date Function... 9 Pivot Tables Create a Pivot Table See the Detail for a Data Value Sort Data in Pivot Table Change Field Settings Group Data (ie, group dates by month/year) Macros Developer Tab Macro Security Settings Record a Macro Run a Macro APPENDIX Macro for Retention Calculations Step 1 Collect Data Sources Step 2 Add Data Columns for Comparison Step 3 Combine the Two Worksheets into One Step 4 Insert a Pivot Table Step 5 Copy and Paste Pivot Table Data to new worksheet Step 6 Run Macro September,

4 Overview This class will focus on some of the Excel tools that make formatting and analyzing data from TAM easier. When Book of Business or Production reports are exported from TAM, some data can be lost or formatted differently than expected. We ll start out by learning some of the tools, then move on to the Power of Pivot Tables, and finally, touch on how to record and use Macros. Left Function (ie, just the Client Code) Problem: My spreadsheet only contains the Policy Index, but I want to be able to subtotal based on the Client Code, so I need a column with just the Client Code. Solution: Use the Left Function to copy only the first 7 characters of the Policy Index into a new Column. Insert a blank column next to the Policy Index column. In the cell next to the first cell with a Policy Index, type in = Now look directly above Column A. You ll see a field with a drop down arrow. When you enter = in a cell, this field will contain a whole list of functions you can perform. We want to use the one called Left. If you don t see it in the list, click on More Functions, and scroll thru the alphabetized list until you can click on Left. Now you ll see a Function Arguments box. Place your cursor in the Text Field, and then click on the cell with the Policy Index data. Then click in the Num_chars field. Enter 7. You can see what the data will be placed in the field when you click OK. We entered 7 because we want the first 7 characters in the Policy Index field, which is our Client Code in TAM. Click OK Click in the new cell, and move your cursor so it s in the lower right hand corner of the cell. The cursor will change to a + sign. Now Double Click. This will AutoFill all the cells below with the same formula. Add a Title to this new column Client Code Next, we want to convert our formulas in this column to just data. Highlight the column by clicking on the Column Label (B, for example). Now, right click, Copy Then, right click, Paste Special Values Now the data is the 7 digit TAM code, and not just a formula. September,

5 Example: Insert a column to the right of the Pol_idx, and use the Left Function to copy the Left 7 characters of the Pol_idx into the new column. Name the new column Client Code Right Function (ie, just the Policy Sub-Sections) Problem: My spreadsheet contains all of my billing screens, but I only want to see the Policy Indexes that end in 001. Solution: Use the Right Function to copy only the last 3 characters of the Policy Index into a new column. Insert a blank column next to the Client Code column. In cell C2, type in = Now look directly above Column A. You ll see a field with a drop down arrow. When you enter = in a cell, this field will contain a whole list of functions you can perform. We want to use the one called Right. If you don t see it in the list, click on More Functions, and scroll thru the alphabetized list until you can click on Right. Now you ll see a Function Arguments box. Place your cursor in the Text Field, and then click on the cell with the Policy Index data. Then click in the Num_chars field. Enter 3. You can see what data will be placed in the field when you click OK. We entered 3 because we want the last 3 characters of the Policy Index field, which should let us know whether the billing screen is a subsection. Click OK Click in the new cell, and move your cursor so it s in the lower right hand corner of the cell. The cursor will change to a + sign. Now Double Click. This will AutoFill all the cells below with the same formula. Add a Title to this new column Subsection Next, we want to convert our formulas in the this column to just data. Highlight the column by clicking on the Column Label (B, for example). Now, right click, Copy Then, right click, Paste Special Values Now the data is the 3 digit Policy Slot, and not just a formula. September,

6 Example: Insert a column to the right of Client Code, and use the Right Function to copy the Right 3 characters of the Pol_idx into the new column. Name the new column Subsection Concatenate (Combine Data) Problem: In my agency, we add a new policy detail screen when a policy is rewritten, so if I am trying to compare one period to another using the TAM policy index, the data is inaccurate. Solution: Another option would be to compare one period to another using the TAM Client Code and the Policy Type. Combine the two fields using the Concatenate Function. To Concatenate: 1. Insert a Column in your worksheet. 2. Type = in the first data cell of your new column (not the header row). 3. Click in the box above Column A, and select Concatenate from the list of functions (if you can see it), or click More Functions and find Concatenate in the Function List. 4. A Function Arguments window will open. Click in each Text box, and then click on the cell (or enter text) you want to appear. In the example above, click in the Text1 box, and then click on Cell B2, then click in the Text2 box and type a, then click in the Text3 box and click on Cell I2. It should look like this: 5. You can see the formula result in the bottom left corner of the window, the 7 digit TAM client code, then a -, then the policy type. 6. Click OK September,

7 7. Click in the cell C1, and move your cursor so it s in the lower right hand corner of the cell. The cursor will change to a + sign. Now Double Click. This will AutoFill all the cells below with the same formula. 8. Add a Title to this new column Client Policy Type 9. Next, we want to convert the formulas in this column to just data. Highlight the column by clicking on the Column Label (C, for example). 10. Now, right click, Copy 11. Then, right click, Paste Special 12. Values Now the data is the 7 digit Client Code-Policy Type, and not just a formula. Example: Combine the TAM Client Code with the Policy Type. Annualize Premium or Commission Problem: My Search Policies Current does not annualize my premium or commissions. Solution: Use Excel formulas to calculate the Annualized Premium and Commissions. 1. Insert column called Days in Force to the right of the Expiration Date column. a. Formula is =+F2-E2 (F2 is Expiration Date cell, E2 is Effective Date cell). Place cursor in lower right hand corner of the cell, and double click. This will autofill the column with the formula. (The value in the cell looks like a date, but we will change it in the next step to be a number). b. Select column Days in Force, right click Format Cells. i. Category: Number ii. Decimal places: 0 iii. Use 1000 separator c. Sort Days in Force column in descending order by clicking on a cell in the column, click the Data Tab,. This will sort the column to show you the billing screens with the largest effective date range at the top. Determine if the multi-year policies are reflecting the annual premium or the full term premium. 2. Insert a column called Annualized Commission next to the Days in Force column. a. Formula is =365/G2*N2 Column G is Days in Force and Column N is Co_amt. Place cursor in lower right hand corner of the cell, and double click. This will autofill the column with the formula. 3. Insert a column called Annualized Premium to the right of the Annualized Commission column. a. Formula is =365/G2*Q2 Column G is Days in Force and Column Q is Prem. Place cursor in lower right hand corner of the cell, and double click. This will autofill the column with the formula. 4. For policies in force less than 31 days, Copy and Paste Prem and Co_amt fields to Annualized Premium and Annualized Commission Fields if you don t want these commissions or premiums annualized. September,

8 Convert Tam Accounting Month/Year To Real Date 1. Insert 2 columns to the right of Month column. a. Highlight the two columns to the right of the TAM Month Column. Right click on Column. (This will highlight the columns) b. Click Insert. You will now have two blank columns to the right of the Month column. Text to Columns 2. Text to Columns to split up month and year into two columns. a. Highlight the Month column b. Click Data Text to Columns c. Choose Fixed Width. Click Next. d. Click between the 2nd and 3rd characters. A line will appear showing how the text will be split. Click Next. Replace 3. Replace the two digit year (A8) with a four digit real year a. Highlight the column with the two digit year. b. Click Home, Find and Select from the Editing Tab. c. Click Replace i. Find What: A8 ii. Replace With: 2008 iii. Click Replace All. iv. Repeat for all applicable years in spreadsheet. d. OR use a formula i. =IF(F2="A5",2005,IF(F2="A6",2006,IF(F2="A7",2007,IF(F2="A8", 2008)))) September,

9 Date Function 4. Date Function - Combine the Year and Month to create a real date. a. In the other blank column created in Step 1, enter a heading: Month b. In the first cell below the heading, type = and click on the formula icon on the toolbar, and select DATE c. Click in the field named Year, then click on the cell with the year d. Click in the field named Month, then click on the cell with the month e. Type 01 in field named Day f. Click OK 5. Autofill the formula to the remaining cells in the column. 6. Use the Copy Paste Special Values to convert the new date from a formula to an actual date. 7. Delete the columns for the Year and Month. Rename the new column Month. Example: Convert TAM accounting month in Production Report to Real Date September,

10 Pivot Tables This is the quickest way to summarize and compare data. For example, the worksheet named BOB has 1,069 rows of data, but using a pivot table, I can summarize the data in seconds: The data is listing the Commission Amounts sorted by Policy Type, by Department, for Company E50. With just a couple of clicks, I can display the Commission Amounts by Producer, by Department, for Company E50 Now, instead of running multiple iterations of the same report, just run a single report exported to Excel, and use the power of pivot tables to analyze the data. Create a Pivot Table To create a Pivot Table, click on any cell in the worksheet. On the Insert tab, Tables group, click Pivot Tables. September,

11 Just click OK to accept the defaults. Excel will insert a new worksheet with the layout area and the Pivot Table Field List. The Pivot Table Field List contains ALL the columns from the source data worksheet. There are a couple of ways to move fields to the areas of the pivot table: 1. Right Click on the field name, and select the desired area. 2. Drag and Drop the variables of your choice to the Row, Column, Value and Filter boxes. You can easily move these variables from one box to another. Just drag and drop and watch your Pivot Table change. NOTE: If the Pivot Table Field List disappears, just click on any cell in the Pivot Table, and the Field List will appear again. Example: Insert a Pivot Table from the worksheet named BOB List the Commission Amounts sorted by Policy Type, by Department, for Company E50. September,

12 See the Detail for a Data Value Double Click on any data value in the Pivot Table, and Excel will open a new worksheet in the existing workbook with a table containing all the rows of detail that total the number in the Pivot Table. Sort Data in Pivot Table Click on any cell in the column of the Pivot Table to sort. On the Pivot Table Tools tab, in the Sort Group, Select A-Z or Z-A, and the Pivot Table will be sorted accordingly. Change Field Settings Right click on a data item in your pivot table and select Value Field Settings Select from options such as Sum, Average, Count, etc. Click Number Format and choose the format for your output. In the Custom Name field, retype the heading so it is of more value to those who receive your report. Example: Change the commission amount to show the Average Commission per policy type. Retype the heading so the name of the pivot table is meaningful (Average Commission per Policy Type). Format the numbers to show whole numbers only, and use a thousand separator. Example: Insert a Pivot Table from the worksheet named Production Data List the Commission Amounts sorted by Producer, by Year Group Data (ie, group dates by month/year) Right click on a date in the pivot table. Select Group. In the Grouping dialog box, select Month and Year, or just Year. Macros A Macro can save you time by recording keystrokes that can be replayed when you need them. September,

13 Developer Tab If you don t see the Developer Tab, Click the Microsoft Office Button, and then click Excel Options. Click Popular, and then select the Show Developer tab in the Ribbon check box. Macro Security Settings To set your Macro Security settings, click on the Developer Tab, Code group, Macro Security. See Microsoft Excel Help for explanations of the various Macro Security Settings. In order for the new Security settings to take effect, you must Close and Re-open Excel. Record a Macro Example: Record a macro to create a column with the 7 digit Client Code from the Policy Index, and then combine it (Concatenate) with the Policy Type into another column. On the Developer Tab, in the Code Group, click Record Macro. Give the Macro a name (No spaces allowed in the name). Now, every keystroke you make is being recorded, so even if you make a mistake, the correction is being recorded, too! Follow the steps in the LEFT FUNCTION and CONCATENATE sections to insert the column for the Client Code and the column for the Client-Policy Type. To stop recording the macro, click on Stop Recording button in the Developer tab, Code group. Run a Macro From the Developer tab, in the Code group, click Macro. Select the desired Macro, and Click Run. September,

14 APPENDIX Macro for Retention Calculations The sample workbook for this class contains a Macro programmed to compare two sets of data and calculated New Business, Lost Business, the Difference on Retained Accounts and finally, Retention. For our example, we ll be comparing a billing screen report (Book of Business or Search-Policies Current) from 12/31/07 to 10/31/08. We want to see at the Customer Level and the Policy Level how our Book of Business has changed. Here are the steps we need to complete: 1. Collect Data Sources 2. Add Data Column for Comparison 3. Combine Worksheets 4. Create Pivot Table 5. Copy & Paste Pivot Table data into new Worksheet 6. Run Retention Macro to calculate New Business, Lost Business, Difference in Retained and Retention Step 1 Collect Data Sources Collect two sources of data to compare. You have two worksheets titled and Look at the bottom of the sample Workbook to see the sheet names. These were reports exported to Excel from a Search, Customers Policies Current for Active Policy Statuses. One report was run on and other on A Search-Policies Current, like a Book of Business report, is a snapshot in time since it pulls its data from policy billing screens. By exporting the report to Excel every month, you can now compare one snapshot to another snapshot whenever you want. Step 2 Add Data Columns for Comparison We need to do this since these are two snapshots we want to compare. If we just combined two snapshots of billing screen data, how would we be able to tell which billing screen was from which snapshot? If you are using Production Data, you may not need this step if you can do the comparison you want using an existing field in your spreadsheet (for example, Transaction Effective Date). In that case, you aren t comparing snapshots. Add Data Column to Worksheet 12/31/07 Highlight [Left click] Column A [Right click], Insert o This will insert a blank column to the left of Column A. Type Period in Cell A1 Type 12/31/07 in Cell A2 and Cell A3 September,

15 Highlight Cells A2 and A3 by [Left Clicking] and [Dragging] the cursor over the two cells place your cursor in the bottom right hand corner of Cell A3. When the cursor changes to a plus sign, you can [Double Click] and all the cells in Column A will fill with 12/31/07 (Autofill) Add Data Column to Worksheet 12/31/08 Highlight [Left click] Column A [Right click], Insert o This will insert a blank column to the left of Column A. Type Period in Cell A1 Type 12/31/08 in Cell A2 and Cell A3 Highlight Cells A2 and A3 by [Left Clicking] and [Dragging] the cursor over the two cells place your cursor in the bottom right hand corner of Cell A3. When the cursor changes to a plus sign, you can [Double Click] and all the cells in Column A will fill with 12/31/08 (Autofill) Step 3 Combine the Two Worksheets into One Insert a new, blank worksheet in the sample workbook by clicking on the icon next to the last sheet in our workbook. Rename the new worksheet AND Copy the Data from into new worksheet AND o Place the cursor in cell A1 o Hold down your [Ctrl-Shift-End] keys. This will highlight just the data on the worksheet. o [Right Click] [Copy] OR [Home Ribbon] [Clipboard Group] [Copy] OR [Ctrl-C]. o Click in cell A1 of worksheet AND o [Right Click] [Paste] OR [Home Ribbon] [Clipboard Group] [Paste] OR [Ctrl-V]. o Hold down your [Shift] and [Down Arrow] and click in Column A of the first row below the 12/31/07 data. This is where we will Paste the data from the worksheet. Copy the Data from into new worksheet AND o Place the cursor in cell A1 o Hold down your [Ctrl-Shift-End] keys. This will highlight just the data on the worksheet. o [Right Click] [Copy] OR [Home Ribbon] [Clipboard Group] [Copy] OR [Ctrl-C]. o Click in cell A1 of worksheet AND o [Right Click] [Paste] OR [Home Ribbon] [Clipboard Group] [Paste] OR [Ctrl-V]. o Look at the Header Row that was copied with the data to be sure the data is in the same columns as the data. If it s OK, delete the extra Header Row. Select the Header Row, [Right Click] Delete. The data from the two worksheets are now combined in a single worksheet with a column that differentiates the two periods we want to compare called Period. September,

16 Step 4 Insert a Pivot Table From the[insert Ribbon] [Tables Group] [Pivot Table]. Click OK to accept the default settings in the Create Pivot Table window. Excel will insert a new worksheet into your workbook. You can rename this sheet Pivot Table, if you d like. [Click] and [Drag] Period from the PivotTableFieldList to the Column Label field. [Click] and [Drag] Pol_polidx to the Row Label field. [Click] and [Drag] co_amt to Values field. [Click] and [Drag] Pr1 to Report Filter field. To remove the Row and Column Totals (we don t need them for our calculations), from the Insert Tables Group Pivot Table, click Options Under the Totals and Filters tab, uncheck the boxes for Grand Totals Step 5 Copy and Paste Pivot Table Data to new worksheet Click in the first cell of data (Customer Code or Policy Index). September,

17 Hold down your [Ctrl-Shift-End] keys. This will highlight just the data on the worksheet. [Right Click] [Copy] OR [Home Ribbon] [Clipboard Group] [Copy] OR [Ctrl- C]. Insert a new, blank worksheet in the sample workbook by clicking on the icon next to the last sheet in our workbook. Click in cell A1 of the new worksheet [Right Click] [Paste] OR [Home Ribbon] [Clipboard Group] [Paste] OR [Ctrl-V]. Step 6 Run Macro From the Developer Toolbar, click Macro, select Retention_Worksheet macro and click Run. The Macro will put in Headers (that you can change). The Macro will also convert any negative values or zeros into blank cells. (My assumption is that if the total of the invoices or the billing screens are a negative number or zero, the business was lost.) The formula for New Business is: If there is NO data in Period 1, but there is data in Period 2, it is New Business. The formula for this cell looks like this: =IF(+D2>0,IF(+C2>0,IF(+B2=0,+D2,""),""),"") The formula for Lost Business is: If there is data in Period 1, but there is NO data in Period 2, it s Lost Business. The formula for this cell looks like this: =IF(D2<0,IF(C2<0.01,IF(B2>0,D2,""),""),"") The formula for Difference on Retained Accts: If there is data in Period 1 and Period 2, calculate the difference. The formula for this cell looks like this: =IF(E2="",IF(F2="",D2,""),"") Retention is calculated as follows: Period 1 Count minus Lost Business Count divided by Period 1 Count. The Macro will sort the detail by Difference on Retained Accounts, Lost Business, and then New Business, in Descending order, so you can quickly see the biggest winners and losers for each column. September,