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Unit 5 OCR Nationals – LEVEL 3 Kick Start

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Page 1: U5 kickstart

Unit 5 OCR Nationals – LEVEL 3Kick Start

Page 2: U5 kickstart

OK, you asked for it

Remember there are NO Model Assignments for the Option Units, so I am winging it. For this Unit, however, I am also relying a little on the new textbook from PG, so we’ll see how that goes.

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Scenario

A local restaurant owner would like to expand their business. To qualify for small business support they have to show that they are managing their finances well right now.

Time for drastic action – design a spreadsheet that covers income and expenses, and allows some level of modelling for additional financial planning

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AO1: Design spreadsheets to meet the needs of an organisation

You need to get the pen and paper out for this one! Design AT LEAST 2 linked spreadsheets for the organisation, sketches to include: Purpose Audience Layout & formatting Design sheets in form appearance/customised

toolbars & buttons Calculations required Data entry messages Data validation and other appropriate messages

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AO1 Hints Be very clear in your mind about the user for

this one: it helps if you can picture them! Think about:

Keep the worksheets simple in size & number so they are easier to work with & understand

Avoid blank rows/columns if you can help it: many higher end functions will just stop if there’s a blank cell in the way.

Sort data into appropriate orders so that functions work more effectively

Keep names in two cells – one for first, one for last: it’s easier later.

Oh – there’s more, but I’ve run out of space here...

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AO1 Hints Sheets with the appearance of a form:

Excel 07 has the Template Wizard, so those of you with that can play and have fun.

The more pedestrian 03 version will need macros: we’ve met them before, for U3.

Calculations required Follow protocols: formulae only refer to cells ABOVE

them If a formula requires LOTS of raw data, move it to a

separate worksheet and link the data to the sheet holding the formula.

Formulae should be as simple as possible REMEMBER there are over 300 different functions in

Excel – this is your chance to play with your new toys...

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AO1 Hints

Data Entry Messages Data Validation – settings, as you know

already Valid and invalid data Input Messages Error Alert

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AO1 grade guides

For Pass – and therefore all the others: At least two linked spreadsheets; Design includes purpose, audience and

spreadsheet layout Designs are appropriate Some calculations are defined.

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AO1 grade guides For Merit:

Spreadsheet designs are clear on the content Most calculations are appropriate Some data entry messages are identified Note the level of detail for this!

For Distinction: Customisation elements are clear All calculations are clearly defined and

appropriate All data validation and error messages

required are defined

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AO2: Produce spreadsheets according to the design Linked spreadsheets Relative, absolute, mixed cell

references Named cells and cell ranges Cell formats Functions Macros Customised Toolbars/menus

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AO2 Hints

Linked spreadsheets Well you did this for U3, so this should be

OK, yes? Named cells and ranges.

It’s easier to locate and work with a cell if it is called ‘total’ rather than ‘DE4’ or whatever. Choose the cell, then where the cell reference is shown, highlight and type in the name of the cell – NO SPACES!

You can do the sameto a group of cells, too,whoooo!

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AO2 Hints

Cell formats Include conditional formatting, just like for

U3 Date and time as appropriate (NOW

function) Also consider:

Text alignment Font formatting – bold/italic/underline/colour... Use the STYLE function to create a consistent

view Cell colours and shading, borders. Cell merging!

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AO2 Hints Functions to meet requirements:

Here’s a summary, but there ARE 300 of them so I’m just picking my top, ummm, 4, or 11...

References: HYPERLINKS LOOKUPS MATCH

Mathematical: COUNTIF (and all its subsidiaries!) SUM CEILING/FLOOR

Statistics: AVERAGE/MAX/MIN... RANK COUNT

Logic: AND/IF/FALSE/NOT/OR...

Note also we have the wonders of NESTED FUNCTIONS (!)

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AO2 Hints

Nested functions You can do as I do in my marksheet for

you guys: bung in more than one function at a time. This is a more effective way to complete a task in one neat package, and it is a LOT easier if you are using named cells/ranges. You can squish up to 7 levels in each – but here’s one of the more straightforward of mine, identifying whether you’ve gained P,M or D:

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AO2 Hints

Data Validation Well you’ve done this a bazillion times so I

won’t treat you like fools. Try to be more imaginative in this than

you were in U3, OK? You can calculate what is allowed based on the content of another cell, or use a formula to calculate the value, and this could again make your product more powerful.

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AO2 Hints

Macros We’ve already played with these on U3,

but here you get to play with the Big Boys...

You can set styles for font You can set formulae and functions using

macros You can set actions (like graphing) Customising the menu/toolbars – more

overleaf on this one because this is more fun (but don’t tell the Network guys, because I don’t know what they’ll let us do..!)

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AO2 Hints

Menus/toolbars Now this may well do our heads in,

because I don’t as yet know what settings will stick, and what won’t. We’ll just have to play it by ear. What a surprise..!

Let’s start with some definitions: MENUS are lists of commands: e.g. File menu.

The 07+ versions of MS products are short on menus, but you’ll see them in 03.

TOOLBARS hold the buttons instead of lists of words: 07+ is hot on toolbars.

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AO2 Hints

Customising Well, you could change the lists on a

menu? Bit simplistic, but can be essential if you’re sick of going through several stages to get to the same ‘format’ menu element, or whatever.

OR, change the buttons on the toolbar: there’s a standardised option to do that on all the MS products, or you could write your own macro and stuff it on a button and be even more impressive!

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AO2 grade guides

For Pass – and therefore all the others: Produce the darn spreadsheets They should look similar to the designs

Including use of: Cell referencing (absolute/relative) Named cells and ranges Different cell formats Functions Macros

Some attempt to customise menus/toolbars

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AO2 grade guides For Merit:

Spreadsheet is close to designs Including additional use of:

Multi stage functions Data validation Cell references across sheets

Customised a menu or toolbar Note the level of detail for this!

For Distinction: Design and spreadsheet are as one.

Including additional use of: Nested functions Customised error messages

Customised a menu and toolbar

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AO3: use spreadsheet to process numerical data and present required information So there’s a surprise – it has to DO

something. How?

Use PivotTables? A PivotTable sorts and summarises data, combining

and comparing large amounts of data – and then creates a new table which you can sort and rotate – and it’s relatively easy to create using the Wizard!

Using the ‘what-if’ element in 07, you could use Goal Seek when you know the result that you need, but not how to get there. So for example, you need a 50p profit – so what’s the price to the client???

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AO3: use spreadsheet to process numerical data and present required information You could also use Solver (Tools – Solver

and set the parameters) You could use the advanced filtering

options Presenting the results:

Cell formatting to make it easy to read? Cell width and height/merge&centre Graphs & Charts HARD COPY (yeah – what you see you gotta be

able to print: headers/footers/titles/cells & row titles)

Report Manager!

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AO3 grade guides

For Pass – and therefore all the others: Data processing is appropriate for

requirements Print spreadsheets showing

all data Fit on the page(s) Cell contents visible Headers/footers Graph/charts PivotTables Filtered results Macros

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AO3 grade guides

For Merit: Good use of functions/formulae Printouts are clear and easy to understand

For Distinction: Results of analysis are easy to

understand: not just the ‘before’ but also the ‘after’!

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AO4: Produce user documentation and technical information

Well you’ve just done this for U4 so here goes: Ideally your user guide should cover the

vast majority of the processes, including screenshots and explanations so that a fairly clued-up user could use the spreadsheet without you

Your technical guide should cover ALL details of numerical processing methods, screenshots of macros, data validation, details of software and hardware required.

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AO4 grade guides

For Pass – and therefore all the others: User guide covers some of the processes

so a relatively clued-up user could get on with your product

Tech guide identifies Numerical processing methods used Macros Data validation

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AO4 grade guides For Merit:

User Guide includes text & screenshots covering some of the processes so a relatively clued-up user could make decent use of the spreadsheet

Tech Guide gives details of Numerical processing methods used Macros Data validation

For Distinction: User Guide does the lot using text &

screenshots Tech Guide covers additional info on hardware

and software, and any other resources required

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AO5: Test the spreadsheet

Usual stuff – test it using the full range of valid and invalid data, check for all messages – and make ALL necessary changes so it’s wonderful. Oh, and it works.

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AO5 grade guides For Pass – and therefore all the others:

Simple test plan covers that the spreadsheet does what it should from the spec.

For Merit Evidence provided that the plan adequately tests

the functionality of the spreadsheet (i.e. how well does it do what it should?)

Make some changes to make it work as it should. For Distinction

A detailed plan testing ALL aspects of the spreadsheet, showing valid & invalid input, expected input, and any error messages

Make all changes so it works as it should

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AO6: Evaluate the spreadsheet To what extent does it do as you said it

would? And, no, just like all the others, you cannot just type, ‘I done it good!’

You also need to suggest improvements and refinements, and the greater the detail the better the grade...

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AO6 grade guides For Pass – and therefore all the others:

A brief and not always accurate evaluation in relation to user needs. (I done it right)

For Merit A detailed and accurate evaluation showing how

well it meets user needs. A detailed description of improvements for the

user. For Distinction

A comprehensive evaluation of how well it does the do.

Detailed improvements and recommended refinements