Unit 2785 (V7) Create a computer spreadsheet to provide a solution for organisation use. with. Microsoft Excel 2010

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1 Tutor Handbook Unit 2785 (V7) Create a computer spreadsheet to provide a solution for organisation use with Microsoft Excel 2010 Easy to follow Step-by-step instructions Covers Unit Standard Criteria A Cheryl Price Publication

2 Unit Standard 2785 (Version 7) Create a computer spreadsheet to provide a solution for organisation use - Excel 2010 This Tutor Handbook accompanies the Student Workbook which covers the course outline for the following New Zealand Qualifications Authority Unit Standards: Unit Standard GENERIC COMPUTING (Level 3, Credit 5) Create a computer spreadsheet to provide a solution for organisation use All topics in this Unit Standard are included in this book. It is assumed that a student knows the basic concepts of Excel (open, save, print, Autosum, basic addition and multiplication formulas). Retrievable exercise files are used with the Student Workbook and this Tutor Handbook. These are available for free download from our web site at Instructions for downloading are included on the back of the next page. Cherylprice.co.nz Limited Cheryl Price T.Dip.WP, T.Dip.T Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Cherylprice.co.nz Limited. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. PO Box 187 Phone: (09) Matakana Mobile: Auckland 0948 Fax: (09) Web address: Published in New Zealand

3 High School Bundle Information The High School Bundle you have purchased includes the following: Student Workbook (step-by-step instructions and exercises) Tutor Handbook which contains o Downloading exercise files information o Unit Standard Outcomes and Evidence Requirements o Theory information o Additional exercises for students o Revision sheets o Practice Assessments o Solutions to Revision sheets and Practice Assessments Learner Assessment Learner Assessment Exercise Files (where applicable) Assessor Pack (which contains the Learner Assessment, solutions to the Learner Assessment, marking guides, evidence and judgements etc. If you have purchased hard copy of this High School Bundle you will also have received hard copies of the above materials in a folder together with electronic copies (ie PDF files) on CD. The advantages of the High School Bundle are: You have permission to photocopy these materials for as many students and tutors within your high school for an unlimited period. Theory required for unit standard criteria can be given to students at any time during their course. Optional additional exercises which can be given to faster students to keep classes at the same pace. Revision sheets and practice assessments can be given to students at any time, eg at the end of their course before the final assessment, or progressively throughout the course. Solutions to the revision sheets and practice assessments are included so you can check your students work (or students can self-check themselves). Note This Tutor Handbook includes a Spreadsheet Development section. This can be given to students at any time during their study, or progressively throughout their course.

4 Downloading Exercise Files Exercise files can be downloaded from the Cheryl Price web site as follows: 1 In your web browser, type: 2 Press Enter on the keyboard to display the Cheryl Price website. 3 Click in the Product Search box and type the number of this unit standard, as shown at the right. US Click on 5 Click on 6 Under the Exercise Files heading click on the underlined blue hyperlink, ie Book Exercise Files v7 Excel 2010 Free Download The File Download dialog box will display. 7 If you have Winzip use the following instructions otherwise move to step 8. a Click on. b Click on the of the button. c If My Documents folder is not displayed click on Set default unzip folder at the bottom of the list. Ensure My Documents is selected then click on Select Folder. d Click on the of the button and click on the My Documents folder. The files will be unzipped. 8 Click on and ensure My Documents folder is displayed. Click on 9 US 2785 Click on Open Folder which will display My Documents folder. Right click on the zipped exercise file and select Extract All. Click on Extract. A folder will be created containing the exercise files.

5 Exercise Files used in Student Workbook and Tutor Handbook Names of files Active Sports Albany Joinery for Charts Garden Soils Ltd Goodall Superannuation Assets Baxter Sports Best Deals for Charts Box Up Supermarkets Brighton Winery Charts Cleantec Cheryl Price Invoice Cleantec Computer Courses Hats Income Statement Healthy Homes Ltd Holiday Options Jessie's Clothing Stores Lifestyle Books Outdoor Life - October Premier Books Recreational Magazines Sales Ranking Cookery and Gardening Book Sales Series Cool Shot Photography Spartacus Auckland Costello's Product Sales Spartacus Income Statements Currency Rates Spreadsheet Documents Cycle Stuff Sales - January Davidsons Stock Te Kea Trading Day Tripper Fiji Landing Apartments Flower Shop Townsville, Jan-Mar Wairau Office Equipment Walker and Grant Commission Functions

6 Table of Contents Unit Standard 2785 Version 7 Outcomes and Evidence Requirements... iii Tutor Handbook Additional Resources... 1 Spreadsheet Design... 2 Getting the Design Right... 2 Spreadsheet Characteristics... 2 Data Integrity... 3 Accuracy... 3 Audited Formulas... 3 Check Totals... 3 Readability... 3 Legibility... 3 Presentation... 3 References... 4 Spreadsheet Development... 5 Scenario... 5 Spreadsheet Plan... 5 Spreadsheet is created... 5 Checking/Evaluation... 6 Documentation... 6 Title... 6 Purpose. 6 Working with a template (if needed)... 6 General Instructions... 6 Macros... 7 An Example of Spreadsheet Development... 8 Example - Scenario... 8 Checking the Spreadsheet Modifications Required Compliance Statement Revision Practice Assessment Tutor Handbook Additional Resources - Theory Charts 40 Types of Charts Choosing an appropriate chart Column/Bar Chart Area Chart Line Chart Pie Chart Functions Financial Date & Time Math & Trig Lookup & Reference Database Text 43 Logical Information Error Messages: Troubleshooting i

7 Tutor Handbook Additional Resources Additional Exercises Additional Exercise 1 (For use after page 20 of Student Workbook) Additional Exercise 2 (For use after Exercise 32, page 31 of Student Workbook) Additional Exercise 3 (For use after Exercise 36, page 35 of Student Workbook) Additional Exercise 4 (For use after Exercise 46, page 46 of Student Workbook) Additional Exercise 5 (For use after page 53 of Student Workbook) Additional Exercise 6 (For use after Exercise 78, page 70 of Student Workbook) Additional Exercise 7 (For use after Exercise 101, page 89 of Student Workbook) Additional Exercise 8 (For use after Exercise 101, page 89 of Student Workbook) Additional Exercise 9 (For use after Exercise 115, pages 103 and 104 of Student Workbook) Additional Exercise 10 (For use after Exercise 115, pages 103 and 104 of Student Workbook) Additional Exercise 11 (For use after Exercise 136, page 129 of Student Workbook) Additional Exercise 12 (For use after Exercise 136, page 129 of Student Workbook) Additional Exercise 13 (For use after Exercise 136, page 129 of Student Workbook) Additional Exercise 14 (For use after Exercise 136, page 129 of Student Workbook) Additional Exercise 15 (For use after Exercise 136, page 129 of Student Workbook) Tutor Handbook Additional Resources Revision and Practice Assessments Revision 1 (For use after page 25 of Student Workbook) Revision 1a (For use after page 53 of Student Workbook) Practice Assessment 1 (For use after page 53 of Student Workbook) Revision 2 (For use after page 75 of Student Workbook) Practice Assessment 2 (For use after page 75 of Student Workbook) Revision 3 (For use after page 104 of Student Workbook) Practice Assessment 3 (For use after page 104 of Student Workbook) Revision 4 (For use after page 129 of Student Workbook) Practice Assessment 4 (For use after page 129 of Student Workbook) Tutor Handbook Additional Resources Solutions Revision and Practice Assessments Revision 1 (For use after page 25 of Student Workbook) Revision 1a (For use after page 53 of Student Workbook) Practice Assessment 1 (For use after page 53 of Student Workbook) Revision 2 (For use after page 75 of Student Workbook) Practice Assessment 2 (For use after page 75 of Student Workbook) Revision 3 (For use after page 104 of Student Workbook) Practice Assessment 3 (For use after page 104 of Student Workbook) Revision 4 (For use after page 129 of Student Workbook) Practice Assessment 4 (For use after page 129 of Student Workbook) ii

8 Unit Standard 2785 Version 7 Title Create a computer spreadsheet to provide a solution for organisation use Level 3 Credits 5 Purpose Classification Available grade Entry information Recommended skills and knowledge Explanatory notes People credited with this unit standard are able to plan and create a spreadsheet to provide a solution for organisation use, and create end-user documentation for the spreadsheet. Computing > Generic Computing Achieved Unit 2784, Create and use a computer spreadsheet to solve a problem, or demonstrate equivalent knowledge and skills. 1 Candidates are required to design and produce a spreadsheet that is suitable for an organisation to use within its everyday business. The spreadsheet can be created as part of a candidate's work or in response to a scenario provided to, or created by, the candidate. More than one active spreadsheet must be produced for the purposes of this assessment and each of these must contain macros. Each spreadsheet must also be graphed. 2 A plan outlines a list of steps of how the requirements of the spreadsheet will be realised. The plan must include the specifications and/or features required by the spreadsheet to provide the solution. The plan may be modified during the task and changes justified. Evidence of planning may be oral, written, and/or graphic. Depending on the assessment context, the plan may include: key milestone outcomes; how resources such as time, expertise and materials (and finance, if appropriate) will be used to achieve the outcomes of each milestone; how consultation with stakeholders will be carried out to ensure that all constraints and requirements are met. iii

9 3 Definitions Organisation describes the context the spreadsheet is designed to operate in (eg businesses, clubs, and not-for-profit organisations). It does not define or limit the situations in which assessment evidence may be gathered. A simple end-user document includes a short description of the purpose of the spreadsheet, how to access the spreadsheet template(s), and instructions for the spreadsheet s use. The end-user document must use consistent font and layout, be legible, and should either avoid the use of undefined jargon or acronyms, or provide a glossary for these. The document must be saved in a format that is accessible to users. 4 Legislation relevant to this unit standard includes but is not limited to the: Health and Safety in Employment Act 1992, Copyright Act 1994, and their subsequent amendments. 5 An assessment resource to support computing unit standards (levels 1 to 4) can be found on the NZQA website at Outcomes and evidence requirements Outcome 1 Plan a computer spreadsheet to provide a solution for organisation use. Evidence requirements 1.1 The plan identifies the requirements of the spreadsheet in terms of its purpose and target users. 1.2 The plan outlines the specifications and requirements, including constraints and/or features to be met by the spreadsheet for it to provide a solution. Outcome 2 Range Create the computer spreadsheet. Evidence requirements includes but is not limited to macro commands; formatting spreadsheet and graphs. 2.1 Data is entered and is formatted to produce the spreadsheet required by the plan. Range formatting may include but is not limited to column width, alignment, text, number formats. iv

10 2.2 Spreadsheet cell formulae, functions and processes are entered to produce the spreadsheet required by the plan. Range includes but is not limited to statistical, financial, and logical functions; time and date calculations; sorting; absolute cell referencing. 2.3 Macro commands are created, tested and documented according to the requirements of the plan. 2.4 A spreadsheet template is created, named and saved in format that will allow the spreadsheet to be retrieved and modified. 2.5 Cell ranges within the spreadsheets are graphed according to the requirements of the plan. 2.6 Data integrity practices are demonstrated by comparing original information sources, audited formulae and checking totals for accuracy. 2.7 The spreadsheet is printed in hard copy and checked for appropriate formatting, readability, legibility, and presentation, and any required improvements are made. 2.8 The final spreadsheet is confirmed as being fit for purpose in terms of meeting the purpose and requirements of the organisation as outlined in the plan. Outcome 3 Create end-user documentation for the spreadsheet. Evidence requirements 3.1 A simple end-user document is created to facilitate use of the spreadsheet. v

11 Tutor Handbook Additional Resources Spreadsheet design Developing a spreadsheet plan Spreadsheet documentation Cherylprice.co.nz Limited US2785 v7 Excel

12 Spreadsheet Design A well-designed spreadsheet is easy to read and understand. Before creating a spreadsheet it is important to consider the following factors: purpose - what will the spreadsheet be used for? users - who will be using the spreadsheet? source data - where will the data come from? formulas - what formulas are needed to solve the problem or achieve the desired outcomes? formatting and presentation - will the spreadsheet be easy to read and understand? layout - will related data be placed together and organised in a logical way? Getting the Design Right A good spreadsheet that achieves the desired outcomes is properly planned and takes into account good design practice. In order to create a good design, it is important that the required outcomes are identified. The spreadsheet may need to: produce numerical information display data in a chart allow others to access the data for use in their own spreadsheets allow many users of different abilities to input data and produce output from your spreadsheet Spreadsheet Characteristics Appropriate fonts and font sizes should be used so that the spreadsheet is easy to read and interpret. Suitable borders and shading can highlight important information so that it stands out. Logical headings identify the purpose of the spreadsheet, who it is for, and gives meaning to the data entered. Data is easy to enter, check against source data, and test to ensure that the results are reliable. For spreadsheets to be flexible and reliable, to ensure good spreadsheet design, and for the purpose of this unit standard, ensure that your spreadsheets have the characteristics listed in the table on the next page. 2 US2785 v7 Excel 2010 Cherylprice.co.nz Limited

13 Data Integrity Accuracy Audited Formulas Check the entered data against source documents to ensure that it is identical. Human error such as accidentally changing the order of the numbers, (eg typing 19 instead of 91) can easily be missed. Ensure that formulas and cell references are correct. Because a spreadsheet looks professional it is easy for an error to go unnoticed, so check it for accuracy. Financial loss or severe embarrassment could be the result of an error. Errors in a spreadsheet will result in information that is inaccurate and misleading. Tests should be carried out to check that formulas work properly. Auditing tools are available to assist the spreadsheet s creator in checking formulas and the range of cells that are dependent on the outcome. Check Totals Readability Legibility Presentation Most spreadsheets calculate totals below columns and across rows to arrive at a final amount. Use a cross checking method to ensure that the totals of both the columns and rows are the same. Spreadsheets must be easy to read and interpret. The user should be able to identify numbers and headings at a glance and understand how the results are calculated. The person that builds the spreadsheet is not always an end user. Other users could be data entry staff checking for accuracy, or managers interpreting results. Contrasting text and background colours can be used to make headings stand out, but as a general rule avoid using more than three colours on a worksheet (these include black and grey). The spreadsheet printout should be easy to read. Text size and spreadsheet styles such as fonts and general formatting need to be selected wisely. Spreadsheets should look professional and well presented. Data should fit properly into columns with meaningful headings. If a specific style is used by your organisation, then apply that style to your spreadsheet. Planning plays an important role in spreadsheet design. This process is done on paper and is used as a stepping stone towards solving a problem. The following factors need to be considered in the planning phase. Purpose of the spreadsheet - how it will solve the problem and meet the objectives Layout of the spreadsheet - appropriate spreadsheet titles and suitable column headings for easy identification, understanding and ease of use Data input areas are for raw data to be entered by the spreadsheet users. Raw data (or source data) is information gathered or provided by your organisation. The layout for data input should be logical and easy to understand Formulas - the results of calculations need to be placed appropriately in a worksheet so that they are easy to identify Constants - values that remain the same need to be identified and entered in a separate area of the worksheet. For example, GST is a constant value (currently at 15%). This could be entered into a cell which can then be referred to in every formula that needs the current GST Rate. If the rate does change only the GST cell needs to be updated, and all the formulas that refer to it will automatically be recalculated. Cherylprice.co.nz Limited US2785 v7 Excel

14 Compare the formatting examples below. This is raw data with unformatted labels, and is difficult to read. Is the bottom row a Total row? It is hard to tell! Appropriate formatting is shown in the example at the right. Column labels are bold, right-aligned over numbers, and separated from the data by a border. A comma (,) is used to separate thousands. The decimal places are consistent. Columns are wide enough to see the data easily. Totals are clearly identifiable by borders. This example is over-formatted. The $ beside each numeric entry makes the information appear cluttered. References The following web sites provide useful information about spreadsheet design and construction. Web sites Jolley, C (2004). A PRIMEDIA Company. Spreadsheets. About.com. Visited September Vines, R. (1997). Spreadsheeting, GeekGirls.com. Visited September Compiled by Chris Norton-Brown Tutor - Waikato Polytechnic. January February March April May January February March April May , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , January February M arch April M ay $ $ $ $ $ 1, $ $ $ $ 5, $ 9, $ 6, $ 5, $ 5, $ 6, $ 3, $ $ 3, $ 9, $ $ $ 5, $ $ 1, $ 9, $ 7, $ $ $ $ 7, $ $ $ 4, $ 8, $ 6, $ $ 4, $ $ 7, $ 7, $ 10, $ $ 3, $ 2, $ 7, $ 9, $ $ $ 9, $ $ 1, $ 9, $ $ $ $ $ 29, $ 21, $ 46, $ 52, $ 46, US2785 v7 Excel 2010 Cherylprice.co.nz Limited

15 Spreadsheet Development The process of developing a spreadsheet is shown below at the right. A scenario is provided and it is determined whether a spreadsheet can solve the problem. A plan is developed from the scenario. The spreadsheet is then created following the steps in the plan. Documentation relating to the spreadsheet is written. The outcomes of the spreadsheet are checked/evaluated to ensure that they match the plan. Scenario The problem is examined and a spreadsheet is considered as an appropriate tool to solve the problem. Spreadsheet Plan A plan is created outlining the specific outcomes of the spreadsheet. The plan shows how the specified requirements can be met and outlines the steps to be taken to achieve the required results. The plan can also be created as a sketch, or can be submitted using both methods. It includes the design layout showing the placement of all headings, formulas and functions to be used. Notes can be added outlining how the results are achieved. The plan is usually a dynamic document. This means that it can be changed and updated as needed to meet the requirements of the scenario. These amendments are documented. In the plan you would usually need to include the following: Purpose of the spreadsheet The target user(s) for the spreadsheet Spreadsheet specifications for style and formatting Use of charts, etc Resources required to create the spreadsheet Stakeholders (people with an interest in the spreadsheet) Constraints (things that must or must not be done) Spreadsheet is created Scenario (Problem to be solved) Plan Spreadsheet is created Documentation Checking/ Evaluation The document can be created from the plan in a spreadsheet program such as Microsoft Excel. Data is entered, and formulas and charts are created. All formulas and data should be checked against the source documentation for accuracy. Cherylprice.co.nz Limited US2785 v7 Excel

16 Checking/Evaluation Checking/evaluation is used to determine if the spreadsheet you have created has solved the problem. The following items should be checked: spreadsheet complies with the scenario spreadsheet is appropriately formatted and presented data in the spreadsheet is readable and legible spreadsheet calculations and data are accurate processes have been carried out to ensure the integrity of the data Once the spreadsheet has been checked, a compliance statement needs to be completed stating that all the requirements of the scenario have been met. Documentation If you are creating spreadsheets for other people to use, or spreadsheets that are complex or are used infrequently, documentation can assist other users. Clear documentation ensures users understand the purpose of the spreadsheet and gives them instructions on how to use and manipulate the worksheet. Documentation can be inserted into a spreadsheet in a blank area or as a separate worksheet, eg a worksheet called Information. Alternatively, you can create the documentation in a Word document and refer users to it. The following are guidelines for creating clear documentation. Title Ensure your documentation has a title. Include a subtitle with the date the spreadsheet was completed and the author. You may wish to include the company name, department and any other reference information that you think is important. Purpose Write a paragraph explaining why the spreadsheet was created. What does it do? When would you use it? What will it tell you? Working with a template (if needed) If the spreadsheet is a template you should indicate this, and advise that it needs to be saved in the relevant folder. General Instructions A simple outline of the structure of the spreadsheet should be given to provide the user with an overall picture. Include instructions on how to use the spreadsheet, what data is to be inserted where, what data can be altered, how best to print the spreadsheet (ie portrait or landscape), view charts, etc. Remember the documentation is to help the user understand your spreadsheet, not to teach them how to use Excel. 6 US2785 v7 Excel 2010 Cherylprice.co.nz Limited

17 Macros If you have used macros you will need to outline the name, purpose, shortcut keys or menu options allocated and any other details. (Macros are covered in Section 6.) Name Purpose Shortcut Key Menu Option Other Details An example of spreadsheet documentation is shown below in Excel. (Alternatively the same documentation could be created in Microsoft Word.) Documentation in a Worksheet Created for Day Trippers, Accounts Department by Julia Donaldson 19 April 2010 Blank forms for creating a plan, checking/evaluation and user documentation are included on pages These can be photocopied and used as required for practise within this book. They have also been saved in a Word document called Spreadsheet Documents with the exercise files for this book, so they can be printed and used. Important Note: The planning forms included in this book cannot be provided for the actual assessment. You can type your plan etc in Microsoft Word. ise Cherylprice.co.nz Limited US2785 v7 Excel

18 An Example of Spreadsheet Development Over the next few pages you will see an example of the scenario (problem to be solved), plan, spreadsheet, documentation, and spreadsheet checking/evaluation. Example - Scenario Care Cosmetics has a team of mobile sales people that covers both retail and wholesale outlets. A cell phone has recently been supplied to each person in the team. The finance department want a simple spreadsheet to keep track of the amount of time each staff member is spending on the phone, cost of calls, base fee, and total fees paid for each person. They would also like to calculate how much this is costing each department. They have decided to record the data for one month (March 2011). The following information has been supplied by the sales people which shows their phone use for the month. Staff Member Department Number of minutes Monthly Fee SIMPSON, Claire Sales Retail 130 $30.00 FULLER, Richard Sales Wholesale 55 $40.00 HAMPTON, Brent Sales Retail 80 $30.00 DAVIS, Francine Sales Wholesale 90 $40.00 The flat national rate for calls is 75c per minute at anytime. Requirements of the spreadsheet The spreadsheet must display an appropriate title. It should show the employees names, department, time spent on their mobile phones and the monthly fee for the mobile phone. Using the data supplied, calculate costs for the following: total minutes at the current plan rate per staff member total amount paid (monthly fee and total minutes) for each staff member totals row calculating: - number of minutes spent on the phone for all staff members - cost of calls for all staff members - monthly fees (calls and monthly fee) - fees paid for all mobile phones Cost per department total fees paid by each department must be calculated in a separate area ensure that the formulas are correct and compare the total fees with total department costs (they should be the same). The spreadsheet needs to be set out clearly so that junior members of staff who have not had much experience with Excel can use and understand it easily. User documentation must be created for the spreadsheet. An example of the plan and checking/evaluation form relating to the above task is shown on the next six pages. 8 US2785 v7 Excel 2010 Cherylprice.co.nz Limited

19 Spreadsheet Plan Description of purpose To enable the finance department at Care Cosmetics to record and calculate the amount of time spent on mobile phone calls, the cost of calls and total mobile telephone costs per staff member and department. Target users Finance staff at Cosmetic Care. Spreadsheet specifications - Calculations of costs of mobile phone calls made by each staff member. - Monthly fee for each staff member. - Total call costs (total minutes cost + monthly fee) - Total row showing the number of minutes spent on mobile calls by all sales staff members, the cost of calls and total monthly fee. - Area showing totals by retail and wholesale departments. Checking/Evaluation Edit the Checking/Evaluation form to include any additional requirements and update as necessary. Once the spreadsheet has been created, use the Checking/Evaluation form to check the spreadsheet to ensure that all the requirements of the scenario are met. Check the spreadsheet for appropriate formatting, readability, legibility, presentation, accuracy and data integrity. Make any modifications that may be necessary. Cherylprice.co.nz Limited US2785 v7 Excel

20 Resources Data from care Cosmetics showing staff members, their department, duration of calls and monthly phone fee. A computer with Windows 7 and Microsoft Excel Laser Printer. Stakeholders Claire Simpson Richard Fuller Brent Hampton Francine David Finance staff at Care Cosmetics Constraints Some junior members of staff are not used to Excel spreadsheets so the spreadsheet created must be easy to use. Steps to be taken Create the spreadsheet file with suitable headings and enter data provided into the spreadsheet. Enter formulas as required by the scenario. Apply appropriate formatting to the spreadsheet. Check the spreadsheet. Make changes (if necessary) to the spreadsheet and document them. Modify the spreadsheet based on checking and document changes (if necessary). Write compliance statement. Write user documentation. 10 US2785 v7 Excel 2010 Cherylprice.co.nz Limited

21 Cherylprice.co.nz Limited US2785 v7 Excel Spreadsheet Design 1 Care Cosmetics Ltd 2 Mobile Call Costs March A B C D E F G H I 4 Staff member Department Minutes Total Cost Monthly Fee Total Cost Minutes 5 =C5*0.75 =D5+E Totals: =SUM(C5:C8) =SUM(D5:D8) =SUM(E5:E8) =SUM(F5:F8) Department Costs 12 Total Retail =F5+F7 13 Total Wholesale =F6+F8 14 Total Department =SUM(B12:B13) Style for staff members names SURNAME, First Name (surname in uppercase followed by a comma and then First names in title case). Checking - the totals cost in F9 should be the same as the total cost of departments in B14

22 Note on amendments to plan Once you start creating your spreadsheet, you may realise that you missed something when creating your plan. If this occurs you will have to amend the plan. If you need to amend your plan, you can do so directly on the plan itself OR you can describe changes required on a separate sheet to explain why you made these changes. Example of resulting spreadsheet An example of the final spreadsheet created from the plan above is shown below. (The modifications required after checking have been made.) A Checking/Evaluation form for this spreadsheet is shown on the next page. 12 US2785 v7 Excel 2010 Cherylprice.co.nz Limited

23 Checking/Evaluation Form Spreadsheet fulfils all the requirements of the scenario All data required by the scenario is contained within the spreadsheet Purpose of the spreadsheet is met Calculations and cross-totals are accurate Data entered into the spreadsheet accurately reflects the data source Appropriate data types have been used Spreadsheet has been formatted attractively Text is both legible and readable Presentation is suitable and spreadsheet is easy to read Changes required to Spreadsheet The formula to calculate the total department costs was incorrect and the result did not match the total of the Total Fees column. Compliance Statement Following modifications, the spreadsheet fully complies with the requirements of the scenario. The Finance Department will be able to accurately and easily calculate time spent, and cost of mobile phones used, by the retail and wholesale sales staff. Cherylprice.co.nz Limited US2785 v7 Excel

24 User Documentation Care Cosmetics Ltd Mobile Call Costs Spreadsheet This spreadsheet records staff members, their departments, and their mobile phone usage. It uses formulas to calculate the cost of minutes (minutes multiplied by 75 cents) and adds the monthly fee to calculate the amount spent on mobile calls for each sales staff member. Totals of minutes, cost of minutes, monthly fees and total fees are calculated. Departmental costs (wholesale and retail) are calculated below the main part of the spreadsheet. These costs are then added together to cross-check the formulas the result should be the same as the total of Total Fees. The spreadsheet is located in C:\My Documents\Spreadsheets If the spreadsheet is required again, the relevant data (staff members, month, minutes) can be changed and the formulas will update accordingly. 14 US2785 v7 Excel 2010 Cherylprice.co.nz Limited

25 Exercise 1 From the scenario below, create a plan and checking/evaluation details using the forms provided. Model answers to this exercise are on page 21. Please note that these model answers are just one suggestion. The forms provided for the plan, design, checking/evaluation, and user documentation may be photocopied. These forms can be used to plan, design and evaluate spreadsheets for practise purposes (but cannot be used for the actual assessment). The same documents are also available in the exercise file Spreadsheet Documents. Scenario Great Outdoors Discount Store is having a sale on tents. You have been asked to create a spreadsheet to help the manager of the store calculate sale prices and the value of the items included in the sale. Spreadsheet requirements You have been provided with a list of the types of tents included in the sale, their original prices, and the quantity of each tent in stock. Tent Original Price No in stock Taj Mahal $600 9 Whanau Whare $ Tundra Tramp $ TP Grande $360 6 TP Mini $ Gazebo $90 13 All this information must be recorded in the spreadsheet. During the sale there is a 15% discount on the tents and the discount amount needs to be calculated and shown in the spreadsheet. The sale price must also be calculated (Original Price Discount Amount) and shown. The spreadsheet must also calculate the total sale value of each tent (number of tents in stock multiplied by the sale price). A total must be provided only for the total sale value of all tents. The manager of Great Outdoors Discount stores has basic Excel skills, so the spreadsheet needs to be easy to use and understand, and clear user instructions will be required. Formatting The client has provided you with a list of requirements relating to formatting: The spreadsheet must be presented in a professional manner. All currency must be displayed with two decimal places and the totals must display a $ sign. The cells should be wide enough to ensure all data can be displayed clearly. The document must be evaluated and modified if necessary. All modifications must be recorded in the space provided. Cherylprice.co.nz Limited US2785 v7 Excel

26 Spreadsheet Plan Description of purpose Target users Spreadsheet specifications... Checking/Evaluation Edit the Checking/Evaluation form to include any additional requirements and update as necessary. Once the spreadsheet has been created, use the Checking/Evaluation form to check the spreadsheet to ensure that all the requirements of the scenario are met. Check the spreadsheet for appropriate formatting, readability, legibility, presentation, accuracy and data integrity. The spreadsheet may then need to be modified. Resources 16 US2785 v7 Excel 2010 Cherylprice.co.nz Limited

27 Stakeholders Constraints Steps to be taken Cherylprice.co.nz Limited US2785 v7 Excel

28 18 US2785 v7 Excel 2010 Cherylprice.co.nz Limited Spreadsheet Design A B C D E F G H I J K Notes:

29 Checking/Evaluation Form Spreadsheet fulfils all the requirements of the scenario All data required by the scenario is contained within the spreadsheet Purpose of the spreadsheet is met Calculations and cross-totals are accurate Data entered into the spreadsheet accurately reflects the data source Appropriate data types have been used Spreadsheet has been formatted attractively Text is both legible and readable Presentation is suitable and spreadsheet is easy to read Changes required to Spreadsheet Compliance Statement Cherylprice.co.nz Limited US2785 v7 Excel

30 Spreadsheet User Document 20 US2785 v7 Excel 2010 Cherylprice.co.nz Limited