Leveraging The Power of Excel

Transcription

1 Leveraging The Power of Excel Edmund Lin with

2 Mission Objectives Provide insight through Excel functionality into improving BI360 templates and reports. Goal Everyone here leaves this presentation with ideas and examples that you can immediately go back and use on your own templates and reports. Method I ll be providing examples through screenshots and then demonstrate those examples by going into Excel.

3 Login Info Excel Tips and Tricks URL: focus.bi360.com through Password: focus2018

4 1 Excel Groupings Agenda Summary Amounts & Labels with Groupings Index Match Conditional Formatting 5 Summary & Actions Items

5 Excel Groupings

6 Excel Groupings Single Grouping: Post Report Run On the left, we have the expanded view of the grouping. This is the collapsed view of the grouping. Note how much easier it is to read the totals of the data.

7 Excel Groupings To the left we have how the grouping looks before the report is run. Both expanded and collapsed. Single Grouping How to Add Highlight row > Data Tab > Group Nested Expansion This feature works well with nested expansion groups as we will demonstrate. Shortcuts Shortcut way to group rows or columns is to highlight the rows/columns you wish to group and hit ALT+SHIFT+RIGHT ARROW to group and ALT+SHIFT+LEFT ARROW to ungroup them.

8 Excel Groupings Nested Groupings It s a great way to utilize subtotals through OSR Sums. Simply highlight rows/columns that include the inner grouping to create the outer grouping. Here we have the collapsed and expanded report after it has been run.

9 Excel Groupings Nested Groupings On the left we have the collapsed report before running. On the right we have the expanded report before running.

10 And now, a demonstration

11 Summary Amounts & Labels

12 OSR Sum Summary Amounts and Labels Summary Amounts Excel Sum Automatic Right click to Add Manually Type In or use Formula OSR sums and excel sums Builder One caveat: Excel sums don t work with nested grouping, only OSR sums. OSR sum is easier for beginners and gives suggestions based on the report Functionality OSR sum is actually querying the database for the sum. It doesn t actually sum the cells like an Excel sum. Because of this, Excel sum runs quicker than OSR sums. Nested Statements Right Click to Add Use Advanced Formulas & Report Rendering Queries DB => Slower Formula Based => Faster Difficulty Simple Easy to Difficult based on Multiple Groupings Named Ranges Created for Each Sum Not Created Multi-Tab Not recommended Labels for use Recommended Labels like subtotals and totals should be created on the rows on the edge of the grouping. I ll demonstrate in the next screenshot and in Excel.

13 Summary Amounts and Labels OSR Sums

14 And now, a demonstration

15 Index Match

16 Index Match and Data Dumps Data Dumps What is a Data Dump? Data dump reports are basically a report that dumps out a large amount of data. Nested Expansion Index Match is method to allow users to look up values in a table based off of a column and row value. Very similar to VLOOKUP & HLOOKUP but a lot more modular. Shortcuts Formula looks like this: =INDEX(range, MATCH(lookup_value, lookup_array, match type), MATCH(lookup_value, lookup_array, match type), match type).

17 Index Match and Data Dumps Index Match: On the same sheet In the highlighted cell K11, we are matching the account and period from the array with the account and period in the other array, then indexing the value onto K11. We have to take into account expansion of the account and period.

18 Index Match and Data Dumps Index Match: Between Sheets When index matching between sheets, we have to use the indirect function to reference the other sheet. This sheet2 is referencing values on sheet1.

19 And now, a demonstration

20 Conditional Formatting

21 Conditional Formatting Data Scales, Color Scales, & Icon Sets What is Conditional Formatting It allows reports to be actionable through use of colors, signs, and similar. Examples of Conditional Formatting Highlight fields based on a parameter selection. Highlight variances. Highlight rows based on drop-down box. Highlight top values. Gantt charts.

22 Conditional Formatting Data Scales This is how data scales look after a report is run. You can change how the bar appears color, opacity. You can also change rules for the bar in the edit rules window.

23 Conditional Formatting Color Scales and Icon Sets Can also set the color and rules to preference.

24 Conditional Formatting How To Implement Home tab > Conditional Formatting > Data Bars. There you can select the preset rules/colors or create a new one.

25 And now, a demonstration

26 Summary Excel Tips and Tricks Excel Groupings are a great way to collapse data and make things easier to read. Be thoughtful when creating summary amounts. OSR sums and Excel sums both have strengths and weaknesses. Index Match is more powerful than lookups and is useful in data dump reports. Conditional formatting helps add color to report and makes it easier to read and analyze. Hyperlinks have many different uses including linking pictures, invoices, and cells.

27 Next Steps Solver s goal with BI360 is to enable world-class decisions (top 1% in your industry) for your organization QUESTIONS? SOLVER ACADEMY A new elearning experience always there when you need it NEXT STEPS Contact us at support@solverglobal.com or contact your BI360 partner

28 Hyperlinks Hyperlinks: Within A Sheet Right click > Hyperlink > Link to > Place in this Document Then type the cell into the window.

29 Hyperlinks Hyperlinks: Between Sheets Clicking the link in cell B7 will bring the user to cell C8 in sheet 1.

30 Hyperlinks

31 Hyperlinks Hyperlink Basics What is a Hyperlink A link from a file or document to another location or file, typically activated by clicking on a highlighted word or image on the screen Examples of Usage Summary section links to detail section. The document number links to an invoice. Link data from one tab to another tab. Link data from one module to another module.

32 Transactions that have hyperlinks associated to them will allow you to click into the link after the report is run, opening the file associated to the hyperlink. Have to use the Hyperlink function to reference the cell with the link. Hyperlinks Hyperlink: Opening Pictures

33 And now, a demonstration