ACIS Introduction to Data Analytics & Business Intelligence Business Intelligence Logical Functions Part 2

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Concept Map Business Intelligence Design Implementation IF, VLOOKUP 3-D Ref Accuracy Range Name Group

Objectives Define Business Intelligence. Demonstrate Excel’s logical functions that help produce business intelligence.

Segment D: Grouping Worksheets

Hold SHIFT or CONTROL as you select sheet tabs. Right-click and select Group. Allows you to make changes to multiple worksheets at once. All groups sheets must have same layout. Right-click, Ungroup

Income Statement Example Open Income Statement.xlsx 1.Group all 12 months and apply: Formatting for Clarity Add Total Expenses Calculation Add Net Income Calculation 2.Ungroup Worksheets

Quarterly SmartPen Example Open SmartPen Sales Qtr.xlsx. This workbook has two more months of data added.

Quarterly SmartPen Sales Example Add a totals row to July, August & September

Quarterly SmartPen Sales Example 1.Group July, August and September worksheets: Insert a new row just below Row 1. Format this row as a calculation row. Add SUM functions to the second row for columns E and I – L. 2.Ungroup the worksheets. Change the quantity of the first July invoice to 27 and the first August invoice to 38.

Segment E: 3-D Cell References

Range on another sheet Sheet1!A1:A10 Range across multiple sheets Sheet1:Sheet3!A1

Quarterly Income Statement Combine the Jan, Feb and Mar Income Statements into one quarterly worksheet.

Quarterly Income Statement 1.Create 1 st Quarter worksheet: Copy a monthly worksheet Rename sheet 1 st Qtr Delete amounts Add January, February, March columns 2.Enter function to display amounts from monthly sheets Start function with equal sign Point to January Revenue cell Press ENTER Copy to expense amount cells Repeat for each month

Annual Income Statement Create a new worksheet that displays the total, January through December, of each figure.

Annual Income Statement 1.Create Annual worksheet: Copy a monthly worksheet Rename sheet Annual Delete amounts 2.Enter a function to total revenue Start function with =SUM( Point to January cell Enter colon Point to December cell Press ENTER Repeat for each amount

3-D SmartPen Example Use a simple 3-D formula to display appropriate values in cells B2:F4 from the July, August and September worksheets.

3-D SmartPen Example You could use a simple SUM function to create the totals for Row 5. Instead, practice 3-D cell references by creating a 3-D SUM function in cells B5:F5 to total appropriate values from the July, August and September worksheets.

Segment F: Range Names

More user-friendly name than column and row reference. Makes calculations more understandable. Locate with Find, Go To Range Names are absolute

Income Statement On the Annual worksheet: Name cell B2 TotRev Name cell B7 TotExp Re-enter the Net Income formula to use these range names

SmartPen Range Name Example Assign three range names, one to each total quantity cell on the July, August and September worksheets. Use these range names to calculate the quarterly total quantity on the Quarter worksheet.

Segment G: VLOOKUP Function

LOOKUP functions display one of MANY possible values depending on the outcome of a logical test. Often used to translate one value into another value. Requires a lookup table. Lookup Value is compared to Lookup Table Can find Exact Match (false) or next closest value (true) VLOOKUP Function

1.First column must be used for logical test. 2.First column must contain a value, not a range of values. 3.First column should be in ascending order. Lookup Table Rules

Lookup Directory Example Find the extension for a given name in the directory.

Lookup Table for Directory Example

Lookup Directory Example Solution 1.F1 is compared to first column of lookup table. 2.Extension from Column 2 is displayed for match. 3.False means an exact match must be found.

Assign Colleges Example In the One Semester file, assign students to colleges depending on their major.

Assign Colleges Example Setup the list on the Colleges worksheet so that it can be used as a lookup table. 1.No blank rows in a lookup table 2.Both college and major must appear on each row of the lookup table 3.The value you want to compare with the dataset must be the first column 4.The first column must be in ascending order

Assign Colleges Lookup Table

Assign Colleges Lookup Function Add a new column to the Grades worksheet labelled College. Use a VLOOKUP function to assign colleges based on majors.

Assign Grades Example Use the VLOOKUP function to assign letter grades on a standard 10-point scale based on the average of all four exams.

Assign Grades Lookup Table The first column must: Contain the value for comparison Contain only the low end of the range Be in ascending order

Assign Grades VLOOKUP Function =VLOOKUP(K2, LetterGrade, 3, TRUE)

Quantity Discount Example Open the SmartPen Sales.xlsx file. Customers get discounts when they order larger quantities of SmartPens. Use the VLOOKUP function to assign the appropriate unit price based on the quantity ordered. Start by making sure the lookup table complies with the lookup table rules.