Excel 2013 - Using PowerPivot & Power View in Data Analysis Developed By CPA Crossings, LLC Rochester, Michigan
Presentation Outline PivotTable vs. PowerPivot Data Structure in Excel Issues Analyzing Data in Excel Ways to Analyze Data in Excel PivotTables PowerPivot PowerMap PowerView 2
Learning Objectives After completing this course, you will be able to Determine when to use PowerPivot and Power View. Understand the PowerPivot model. Analyze data using PowerPivot and Power View. 3
PIVOTTABLE VS. POWERPIVOT 4
What is PowerPivot? Part of Microsoft s end-user Business Intelligence (BI) toolset Included in Excel 2013, add-in for Excel 2010 A tool to build data models from multiple data sources Access hundreds of millions of rows of data Visualizations are provided through Excel PivotTables and PivotCharts 5
PivotTable vs PowerPivot PivotTables Are limited to Excel s maximum # of rows (1,048,576) Screeches to a snails pace when over 200,000 rows of data Version 2010 & prior based on ONE table Requires VLOOKUP to get data into ONE table (killing performance) Have limited calculations 6
PivotTable vs PowerPivot PowerPivot Has NO data limit Easily handles 2 million, 20 million, or even 200 million records Allows access to multiple data sets Uses relationships to join tables Has a new extensive Data Analysis Expression (DAX) formula language including Time-Intelligent Functions 7
DATA STRUCTURE IN EXCEL 8
Table Should Have Contiguous Data Do not have blank columns and/or rows 9
Record and Field Layout Columns are FIELDS Rows are RECORDS Column headings should be unique 10
Consistent Data Blank cells s/b blank not a space Data must be of the same type throughout a column When a column is mixed, they should all be text All Text All Dates All Values 11
ISSUES ANALYZING DATA IN EXCEL 12
Issues using Excel to Analyze Data Excel is a BLANK workbook Excel is easy to use Excel has multiple purposes Data must be populated into a workbook Users want a quick answer Users never learned data modeling 13
Sales Application Data Model Order table in a sales application Includes basic order information but not specific line item details (products) 14
Sales Header and Details Tables Line Item details in sales application Header table & Detail table tied together via SalesOrderID Includes specific line item details (products) 15
Sales Detail and Product Tables OrderDetails table & Product table tied together via ProductID Product table includes information about the product 16
Sales Header and Customer Tables Multiple Customer files with various information OrderDetails file & Customer files tied together via CustomerID 17
AdventureWorks Database Design SIMPLE 18
AdventureWorks Database Design COMPLEX 19
Simple Example Can Be Complex SALES data is connected to CUSTOMER data via CustomerID 20
Sales Customer Products SALES data is connected to PRODUCT data via ProductID 21
Sales Customer Products in Excel To analyze SALES, we need ALL this data 22
Option # 1 Using VLOOKUP to Consolidate the Data We create a formula using VLOOKUP to get the additional information from the other tables Works good on less than 100,000 rows of data 23
Option # 2 Write Report / Query to Consolidate the Data Here I wrote a Microsoft Query to link tables so I could create ONE table with all fields 24
WAYS TO ANALYZE DATA IN EXCEL 25
EXCEL SUBTOTALS 26
Data Subtotal The Subtotal feature adds multiple subtotals to a list of data The Subtotal feature allows you to expand or collapse the detail 27
Issues with using the Subtotal Feature i7 processor, 2.1GHz, 8GB RAM, 64-bit Windows 8.1, 32-bit Office 2013 121,318 rows of data 14 minutes to add subtotals at CustomerID level for Qty and LineTotal columns 45 minutes to add 2 nd layer of subtotals for ProductID and I had to kill the process 28
EXCEL TABLES 29
What are Excel Tables? Added in Excel 2007 A list of related data in a series of rows & columns Converts this list into a structured table Provides: Column filters Header row Banded rows & columns Total row Structured cell references in formulas 30
Format As Table - Create Automatically selects data for table. Can manually select a different range if needed. 31
Format As Table - Filters If option was selected when table was created, filters are automatically applied. Can turn the on/off at any time. 32
Format As Table Column Headings 33
Format As Table Total Row 34
Format As Table First Column Can apply formatting to only the First Column. 35
Format As Table Last Column Can apply formatting to only the First Last Column. 36
Format As Table Banded Columns Banded Can apply columns formatting - alternating to only columns the First are Column. shaded. 37
Format As Table Properties & Tools Table Name Summarize with PivotTable Remove Duplicates Convert to Range Insert Slicer 38
Filter Data You Want to Analyze Excel Tables allow you to filter any and all columns of data and totals will reflect the selected data 39
Issues Using Excel Tables for Data Analysis Although it is fairly fast, it is tedious Limited to totaling based on filters or extensive formulas Without using other Excel features, it is hard to see lots of data Best if used with Conditional Formatting or PivotTables 40
PIVOT TABLES 41
What are PivotTables? A tool that is useful to summarize, analyze, explore, and present summary data. Allows querying large amounts of data in many different ways. Take a list of data and view it they way you want. Allows you to easily total, subtotal, sort, filter, group, aggregate, show levels of details & more. Helps you answer questions about your data. 42
Sales By Year What are the Sales By Year per Customer broken down by Product Category? 43
Sales By Product Category What Product Categories do each Customer purchase? 44
Sales by Customer Type What Product Categories do the different Customer Types purchase? 45
Product Sub-Category By Product Category 46
Location Sales What are the Sales in each geographic location by Product Category? 47
Bikes Sales By Color What is the most popular selling Bike Color in 2004? 48
Top 2 Bike Sizes What are the top selling bike sizes by Bike Model? 49
Bike Sales What are the top selling bike models? 50
Pivot Table Summary 1 dataset, 9 PivotTables 20 Minutes to setup What do you want to know about your data? Large datasets can be really slow Use data connection so data doesn t reside in Excel Same data & PivotTables = 55 MB data in Excel vs 7 MB data accessed via data connection PivotCharts are a graphical representation of a PivotTable 51
POWER PIVOT 52
What is PowerPivot? Part of Microsoft s BI strategy A data modeling tool Import data from multiple sources Relate tables/data Build advanced calculation Designed for users with no SQL experience Eliminates complexity of getting data into Excel Uses PivotTables to analyze data Allows publishing as interactive web apps 53
PowerPivot Ribbon Bar Most of the PowerPivot work will be done in Manage Data Model 54
Manage Data Model Interface Diagram View This is where you get data & create relationships between tables 55
Manage Data Model Interface Data View This is where you view the data & create formulas 56
Getting Data from PowerPivot to Excel Select Home PivotTable, the select PivotTable type and data will be added to New Worksheet 57
PivotTable in Excel Familiar PivotTable interface Field List includes each table & the fields in the Data Model 58
Creating a PivotTable Tables are linked in the Data Model, so you can select any field to populate the PivotTable Select fields exactly the same way as a regular PivotTable 59
Hierarchies in PowerPivot A system to organize our data into a logical structure A list of columns that are considered a single item They are listed as a single object in a Field List Grandparent/Parent/Child/etc. relationship Collapse & expand within the PivotTable 60
Hierarchies Geographic Country State State County County County County Village Township City Town Town Village City City Town 61
Hierarchies Product Category Subcategory Subcategory Model Model Model Model Prod A Prod B Prod C Prod D Prod E Prod F Prod G Prod H Prod I 62
Hierarchies Date Year Q1 Q2 Q3 Q4 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 63
Hierarchies AdventureWorks Hierarchies as as appropriate appropriate in each in table each table 64
Hierarchies in the Field List Hierarchies show as a single item but you can expand to see the breakdown 65
Hierarchies in a PivotTable Location Dates 66
Calculation in PowerPivot Data Analysis Expression (DAX) formula language Many are similar to Excel functions Time-Intelligent Functions CLOSINGBALANCEYEAR (MONTH QTR) NEXTDAY, NEXTMONTH, NEXTYEAR PREVIOUSDAY, PREVIOUSMONTH, PREVIOUSYEAR TOTALMTD, TOTALQTD, TOTALYTD & more 67
Calculated Fields in the Data Model Use the formula bar similar to Excel but use DAX functions, here we are using some of the Time-Intelligent functions 68
Calculated Fields in the PivotTable The calculated fields become measures to place in the Values area Changing the date on this PivotTable will recalculate 3.4 million records in less than a second 69
KPI s in PowerPivot Key performance indicators (KPI s) are visual indicators of performance Each KPI is based on specific information we have calculated in the Data Model Designed to help users quickly evaluate the current value and status of a metric against a defined target The indicators are similar to the Conditional Formatting icon set 70
KPI Setup Calculated field Target value Define thresholds Icon set 71
KPI in the PivotTable KPI s display in the PivotTable 72
POWER MAP 73
What is Power Map A 3D visualization add-in for mapping & interacting w/ geographical & temporal data Create an interactive, guided cinematic tour of your data in geographic space See time-stamped data change over time Automatically recognize geographical data & plot associated values to points on a Bing map Color code locales to see regional trends Requires high-powered computer 74
Power Map Example #1 75
Power Map Example #2 76
POWER VIEW 77
What is Power View Interactive data exploration, visualization, and presentation Report tool: tables, charts, maps, other visualizations Integrated, multifaceted reports Intuitive for users Like a PivotTable but more visually appealing 78
Power View Example #1 Visually more pleasing than a PivotTable Similar selections as a PivotTable 79
Power View Example #2 PV can include tables, graphs or pictures PV can have filters 80
Power View Example #3 You can add a Power View to your SharePoint site so users can interact with the data 81
CONCLUSION 82
What Have We Learned? Data analysis is all about creating a data model Data modeling is not easy with standard Excel Using Excel Tables is a start PowerPivot makes data modeling much easier PowerPivot adds a lot of neat tools to help analyze our data Once PowerPivot is created, we use PivotTables to analyze our data PowerMap & Power View add visually pleasing & interactive reports 83
Learning Objectives Summary You should now be able to Determine when to use PowerPivot and Power View. Understand the PowerPivot model. Analyze data using PowerPivot and Power View. 84
Questions? 85
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