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1 Excel Community GUIDE TO BUSINESS MODELLING BLOG SERIES SAMPLE CONTENT business with CONFIDENCE icaew.com/itfac
2 Contents This document provides the full blog series on a Guide to Business Modelling written by the business modelling specialist John Tennent and delivered over several blog posts on the Excel Community during The series provides an insight into the creation of robust business models in Excel, outlining a number of techniques to help readers obtain maximum benefit from their business use. The original blogs, together with a number of comments and suggestions from Excel Community members, can be found on the Excel Community at ion.icaew.com/excelcommunity. 1. How to build robust business models in Excel Model structure and range names Creating, storing and exploring scenarios Valuation and the need for Monte Carlo analysis An Introduction to macros to automate functions An introduction to Visual Basic to develop sophisticated routines Monte Carlo analysis Monte Carlo analysis with normally distributed and skewed ranges Dependency ranking Tornado diagrams Splash screens Tips and short cuts Other blogs by John Tennent About the author 30 ICAEW 2012 All rights reserved. If you want to reproduce or redistribute any of the material in this publication, you should first get ICAEW s permission in writing. The views expressed in this publication are those of the contributor. ICAEW does not necessarily share their view. ICAEW will not be reliable for any reliance you place on information in this publication. You should seek independent advice. The extracts from The Economist Guide to Business Modelling are reproduced with permission of The Economist Newspaper Ltd, the holder of the publishing copyright.
3 5. An introduction to macros to automate functions How to use controls (such as buttons) to automate aspects of the modelling process as well as initiating actions for users when they are running the model. Macros Normally in Excel the formulae and functions are all recalculated each time the screen is refreshed. A macro is a series of programming commands that is triggered by a user action, such as pressing a button. This blog will show some of the steps to get started and blog 6 will go on to cover some Visual Basic (VB) which is the language used to program the commands. Developer Ribbon The Developer Tab from which macros and VB are controlled is not normally visible when Excel is first used. To add this tab is different in Excel 2007 to 2010 and is as follows: In Excel 2007 Click on the Office button at the top left of the screen. At the bottom of the dialog box that appears click on the Excel Options button. A new drop-down list will appear and on the left side select the menu option Popular. The third check box down the list is called Show developer tab in the ribbon. Check this box and press OK at the bottom. On returning to Excel there will now be an extra tab to the right of those that were already visible. In Excel 2010 Click on the File Ribbon and from the menu on the left select Options. From the next menu on the left select customise ribbon, and on the right-hand list of items to appear as Main Tabs check the box by Developer. There is one other set-up requirement. Excel is normally set up not to open files that have macros within them as they can be used maliciously to distribute viruses. Therefore, to be able to reopen a file with Visual Basic after it has been saved, the security level needs to be relaxed using the settings in the Trust Centre. Getting started The easiest way to get started with macros is to use the Follow Me function, which will translate a series of actions into Visual Basic code exactly as they are performed by the user. Using this method will help in becoming familiar with the syntax and structure of commands. Even the most experienced modellers will use this feature from time to time to refresh their memory. Recording a simple macro Start by opening a new workbook and select the Developer Ribbon. In the ribbon click on the Record Macro button and a dialogue box will appear. Give the macro a name and a short-cut key such as the letter a and press OK. Now perform a series of operations without clicking on a cell eg, add colour, change font size, add underlines and so on. When complete click the Stop Recording button. To test out the code move to another part of the workbook and press CTRL and a and all the operations that were recorded will be repeated. (If you clicked on a cell while recording the code will jump back to that cell and your operations may not be visible.) The benefit of this type of code when modelling is being able to have routines ready for things such as Totals, where words can be inserted, double underlining can be set, numbers boldened and so on. This makes repetitive tasks (particularly formatting) very simple to complete. Viewing the macro code The Visual Basic code that has recorded the set of instructions does not appear like conventional code in the spreadsheet. Instead a new window has to be opened called the Visual Basic Editor. In the Developer Ribbon select the visual basic button on the left. In the Visual Basic Editor there is a Project Window on the left, click on Module1 and the recorded code will appear. For example: Sub Macro1() ActiveCell.FormulaR1C1 = "Total" Selection.Font.Bold = True End Sub Guide to business modelling blog series 3
4 Using macros The steps completed so far are the essence of macros; a user action that triggers a series of commands. What the rest of this blog and others in the series of blogs will go on to do is to enhance the user interaction such as an on screen button rather than a Ctrl key sequence and to write VB to add more detail to the commands such as loops (to perform a repeated series of actions for example to filter a table of data) and tests (to perform the commands according to certain criteria using If statements within the code). Adding buttons A button is part of Excel s Form Controls. Which are available from Insert on the Developer Ribbon. Two sets of controls will be revealed Form Controls and Active X Controls, essentially they both have similar functionality but Form Controls are generated from the worksheet (the result is put in a cell) and Active X Controls are operated with VB code and have more extensive options. To add a button to your sheet simply click on the button in Form Controls and draw with the + sign cursor a button on the sheet. A macro dialogue box will appear and a button Record on the right can be pressed to complete a Follow Me routine as described above. To stop recording return to the Developer Ribbon and press Stop Recording. If you clicked a cell while recording your sequence of events eg, E7 you may find you have a line in your code such as Range ("E7"). Select. If you remove this line you should find that the routine will now apply to the current cell wherever the cursor is placed on the screen. Alternatively a button can be used to specifically move the user to a certain part of the workbook where the specific cell location is the purpose of the button. For example at the top of the input sheet a series of buttons can be placed to jump the user to the Balance Sheet or the valuation section and so on. To edit the text in the button (so it does not read Button1), click on Design Mode in the Developer Ribbon and then right click on your Button1. From the menu select Edit Text and name the button as required. Similarly on the menu is Format Control where fonts can be changed too. Once complete toggle the Design Mode off to enable the button s code. Macro and VB programming fill whole books on their own and thus in a short blog it is difficult to provide much more than an introduction; the best way to learn the use of this functionality is to just simply play with the tool box and see what there is available. The next blog will start programming more sophisticated uses of these controls. 4 Guide to business modelling blog series
5 10. Tornado diagrams The results of the dependency ranking in blog 9 can be presented in the form of a tornado diagram ordering the assumptions from the least critical (widest variation possible in deriving the outcome) to the most critical (narrowest variation possible in deriving the outcome). Dependency ranking From the data generated in blog 9 there should be a set of percentage tolerances that a project can sustain before failing. There will be one percentage for each assumption. The tornado diagram helps to illustrate those assumptions that are critical and those that are perhaps irrelevant. Knowing these values allows the modeller to focus their time and effort on validating the most important assumptions. Base data Start by transferring the data gathered onto a new sheet. Use the =ABS(Number) function to remove the sign so the values are all positive, then sort them in order of largest to smallest. The next stage is to restrict the data as the tolerances for the larger categories may be so high that they will dominate the chart and make the smaller items almost disappear. The restriction I use is 999% and the =MIN(Number,9.99) function can be used to apply this to the data. Finally, set up the restricted data so there is both an equal negative and positive value for each as below, which is for a fictitious pub restaurant: A tornado chart is in fact a stacked bar chart with the positive and negative values stacked on top of each other. Therefore to create a tornado chart complete the following steps: Highlight the whole of both the negative and positive ranges. On the Insert Tab click the Bar Chart and then the 2-D Stacked Bar (the middle of the three options). This will reveal the tornado chart the wrong way up, but with a few tweaks this can be changed. By clicking on the bottom right corner the whole chart can be enlarged or shrunk. To change the vertical axis labels to words, right click on the vertical axis numbers and choose Select Data. Click the Edit button on the right under Horizontal (Category) Axis Labels and define the range as the words matching the numbers. To move the vertical axis labels to the left, right click on the vertical axis and select Format Axis, then half way done under Axis Options change the drop down menu beside Axis Labels to Low. To flip the chart over to being the right way up, go to the same area of Axis Options for the vertical axis as described above and there is box about a quarter the way down titled Categories in Reverse Order. Click the box and the chart will invert. Guide to business modelling blog series 5
6 To make the two sides of the chart the same colour, right click on the positive bars and select Format Data Series. Under menu option Fill select Solid Fill and select the same colour as the negative values (it should default to this for you). To widen the height of the bars, right click on the positive bars and again select Format Data Series. Under menu option Series Options change Gap Width to 20%. In charts Excel will always leave some space around the edge of all bars and lines, but as we have restricted the bars to a maximum of 999% any additional width is superfluous. We can therefore override the width of the chart so the bars expand right across. This can be done by right clicking on the horizontal axis and selecting Format Axis. Under Axis Options at the top change the Maximum and Minimum from Auto to Fixed and change their values to -10 and +10 (10 is the way 1000% is stored in Excel). The superfluous legend can be removed by clicking on it and pressing delete. At the end of that you should have a tornado diagram that looks like the one below: The categories with a tolerance of less than 50% would certainly justify further analysis and validation; however those that have tolerances of over 250% are likely to have little influence on the final outcome. 6 Guide to business modelling blog series
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