2014 General Information for UIL Exercise Using Downloaded Files

2014 General Information for UIL Exercise Using Downloaded Files Being a contest based on Microsoft Office, Computer Applications will continue to make incremental changes to keep abreast of the changing technology. Again this year, tests will be written in either Office 2007 or Office 2010 and tested in both of these plus Office 2013, and all are similar. In the last two years, we created an Access file with multiple tables that we posted on the UIL website. We posted an exercise for practice using the annual downloaded file. The Region and State test last year utilized the same downloaded file from the UIL website as well. The consensus of using this type of data has been positive. Again, this year, we are posting a new download file, 2014 Starter Files. Both the Region and State test will use the same 2014 Starter Files that we are posting to be used with the 2014 practice exercise. This will minimize the typographical errors on these tests and will be closer to what is common in the business world usage of Microsoft Office. When a student has to enter all the data for a test and makes an error on one or more values, then every field that is calculated based on the fields with the typos is also incorrect. This complicates grading by having graders count a field correct if it matches the key or if it utilizes a calculation that has a typo in the entered data. When we eliminate typos in the entered data, we eliminate this complication in grading. An Access database is posted on the website, and it is entitled 2014 Starter File.accdb. Please download this file. This same downloadable database will be used for the UIL 2014 Region and State contests. The 2014 Download Exercise on Page 3 of this document gives students a sampling of the use of downloaded files as will be found at Region and State contests. Included are the following: 1. 2014 Download Exercise. The exercise covers the following: a. Access is used to create a database that imports a table from a downloaded database (2014 Starter File.accdb) and adds a field to the table. i. An additional table is created in design view. ii. An update query is used to update fields. iii. A select query is used to relate the two tables and then select some fields from each table and add new calculated fields. iv. A database report is produced with modifications after creation of the report. b. Excel is used to open the results of the select query created in Access. i. The input is copied to a new worksheet. ii. Data is sorted and subtotals are created. iii. A chart is created and located in the worksheet. iv. The worksheet is printed using a specified print area. 2. 2014 Printouts. Printouts are included for the Excel element as well as an Office 2007 and 2010 printout for the Access element. 3. Additional Data. Since this is an sample exercise, this packet includes "clues" for various formulas and functions plus a printout of the design view of the Access report.

2014 General Information for UIL Exercise Using Downloaded Files continued After you've tried the sample exercise as a coach, have students attempt the exercise. This should actually give students a truer picture of how Microsoft Office is used in the areas of Excel and Access. Hopefully, this approach will make it clear what the actual function of a database is as opposed to the usage of a spreadsheet by using expanded data. Many students working with a very limited collection of data have little understanding of the value of database applications and feel that everything can be done in a spreadsheet. This is not the case when there are large database files and multiple related tables. If you have questions or problems with the exercise, please send an email with the specific instructions that are problematic for you and attach your attempt, either your database or spreadsheet. I'll then resolve your problem and let you know what went wrong. Thanks to Computer Applications coaches for all your help in trying to keep this contest moving forward as technology advances. Linda Tarrant, Contest Director hexco@hexco.com

2014 UIL Computer Applications Exercise Using Downloaded Files GENERAL INSTRUCTIONS: This is a sample exercise that uses files that should be downloaded onto students' hard drives so that this exercise can be done with files for which students do not have to enter much data. This file is available for download from the UIL website on the Computer Application screen. This same file will be used for Region and State tests in 2014. This attempts to eliminate most typos in the tests. Download the Access file entitled 2014 Starter Files.accdb, which has several tables, only a few of which will be used on any given test. Process each section of this sample exercise to create the required printouts. This is designed more as an exercise than as a test, and directions will be more specific than on the actual tests. Clues for functions and calculations can be found at the back of the exercise. Note that Office 2013 uses Short Text or Long Text for Data type in table design instead of Text. I. DATABASE A. Create a database named Exercise 2014. 1. Import the Stocks table from the 2014 Starter Files database using the following specifications. a. Click on the Access icon on the Import & Link block (or the Import block) of the External Data ribbon, and select the 2014 Starter Files. b. Click to import tables, queries, etc. and click OK and select the Stocks table. 2. In design view add a field to the Stocks table named Class, and format as a number, long integer, standard, no decimals, and save the table. 3. Create an update query in design view using the Stocks table to update the Class field using IIf functions with the following parameters. a. Decision parameter tests to see if the Price 2013 field is less than 50. b. Value if true is 1. c. Value if false is another IIf function with the following parameters. (1) Decision parameter tests to see if the Price 2013 field is less than 150. (2) Value if true is 2. (3) Value if false is 3. d. Run the query and save it as UpdClass. 4. Create a table in design view named Stock Grade using specifications on right, and enter data shown in datasheet view below the table specifications. 5. Create a select query in design view using both tables with the following specifications. Stock Grade ID Stock Price Class a. Create a relationship by clicking 1 50 Least Expensive on the Stock Grade ID field of the Stock Grade table and dragging 2 150 Mid Range to the Class field of the Stocks 3 1000 Expensive table. b. From the Stocks table, select Name, Original Stock Price, Price 2013. c. Add a field named Original Value by multiply Original Stock Price times Shares. d. Add a field named Current Value by multiply Price 2013 times Shares. e. Add the Class field from the Stock Grade table. f. Run the query. g. Format Original Value and Current Value fields as standard with no decimals. h. Save the query as SelQry. UIL Computer Applications: Exercise Using Downloaded Files

2014 UIL Computer Applications Exercise Using Downloaded Files continued 6. Using the report wizard, create a report with the following specifications using SelQry. a. Select all fields and group by Class. b. Calculate sum for the Original Value and Current Value fields. c. Calculate averages for Original Stock Price and Price 2013 fields. d. Show summary only. e. Use stepped layout, landscape orientation, and for Office 2007, use None style. f. Use the following title: Stock Review g. Make the following modifications in design view to add a field to calculate the difference between the Original Value and the Current Value using the following: (1) Change the Name label in the page header to be Profit or Loss. (2) Select the Text box icon from the Controls block of the Design ribbon. (3) Insert the box in the row of the group footer below the Name heading. (4) Delete the text portion of the field on the left. (5) View the property sheet for the unbound box. (6) Click on the "..." on the right of the Control Source field on the Data tab to open the Expression Builder. (7) Subtract the of Original Value from the of Current Value in the Stock Review field listing, and format as standard with 0 decimals, and make the field the same size as the changed column heading, and right align both vertically. Make this field the same height and horizontally aligned with the other s. (8) Ensure all values in the Original Value and Current Value columns show commas and no decimals. (9) Make everything in the report plain, black type. (10) Be sure the mary for... field doesn't truncate descenders. h. Print your report with the following specifications. (1) Use 1" margins. (2) Left align everything in the first column, and vertically right align a column headings and summary values for numeric fields. (3) Your report should have the appearance below. (Borders and shading are usually ignored in grading; date and page information is generated on the bottom margin.) B. Save everything and close your database. UIL Computer Applications: Exercise Using Downloaded Files

2014 UIL Computer Applications Exercise Using Downloaded Files continued II. EXCEL WITH CHART A. Open Excel to a blank worksheet. B. From the External Data block of the Data tab, select From Access (or Access). 1. Navigate to the Access file created in Part I, (Exercise 2014) and click OK until a Select Table dialog box appears, and choose SelQry. 2. On the Import Data dialog box, select the option to view the data as a Table and put the data in cell $A$1 of the existing worksheet using absolute reference, and click OK. C. From the data tab click the Filter icon to turn off filtering in the Sort & Filter block. D. Click on any cell with data and click on the Sort icon from the Sort & Filter block of the Data ribbon and sort on Class in A Z order. E. Select all data in the worksheet, including column headings, and copy and paste special as values onto Sheet2. F. Click Subtotal on the Outline block of the Data tab and enter the following specifications: 1. At each change in Class, use the function, and add subtotals to Original Value and Current Value. 2. Click the radio buttons to replace current subtotals and summary below data, and click OK to leave the dialog box. 3. Click on the 2 at the top of the outline pane to the left of the worksheet area to show only the headings and subtotals. G. Format all numeric values as numbers with commas and no decimals. H. Right align column headings and numeric values for Original Value and Current Value, and left align the column heading and text for Class. I. Select Cells D1 thru E42 and create a 2 D line chart with the following specifications. 1. Change the Category X Axis labels to be Cells F6 thru F42. 2. Make the Original Value series a dashed black line with no markers, and make the Current Value series a smooth black line with no markers. 3. Change the Y axis scale to have a minimum of 15000, a maximum of 45000, and an major unit of 15000, and format the scale values as numbers with commas and no decimals. 4. Add a title centered above the chart in boldface type: Stock Profit 5. Show legend to the right of the chart with a border and wrapped as shown. 6. Wrap the Category X axis labels as shown. 7. Move your chart and size to cover most of Cells D44 thru F52. 8. Set your print area to Cells D1 thru F53. 9. Center printout horizontally and vertically in portrait orientation with all margins 1". 10. Show gridlines and row and column indicators. J. Your printout should have the appearance at right. K. Save your spreadsheet as SelQryChart and print on one page. UIL Computer Applications: Exercise Using Downloaded Files

2014 UIL Computer Applications Exercise Using Downloaded Files continued III. CLUES A. Part I.A.3. The IIf statement should be the following, with or without each field being prefaced by [Stocks]! IIf([Price 2013]<50,1,IIf([Price 2013]<150,2,3)) B. Part I.A.5. For the SelQry, the added fields should have the following in the Field row: Original Value: [Original Stock Price]*[Shares] Current Value: [Price 2013]*[Shares] To format the each field, right click on the field below the field box, select Properties, and change Format to Standard and decimals to 0. (The query must be run before the decimal option appears in the format section of the Properties box.) C. Part I.A.6.g.(7) The formula on the line of the report for the Profit or Loss calculation should be the following: =[ Of Current Value] [ Of Original Value] D. Design view of the database report from Part I UIL Computer Applications: Exercise Using Downloaded Files

Stock Review Class Profit or Loss Original Stock Price Price 2013 Original Value Current Value Expensive mary for 'Class' = Expensive (4 detail records) 7,377 Avg 322.59 418.27 16,305 23,682 Least Expensive mary for 'Class' = Least Expensive (21 detail records) 2,837 36,790 39,628 Avg 30.88 31.05 Mid Range mary for 'Class' = Mid Range (13 detail records) 14,681 Avg 47.30 76.90 22,969 37,650 Grand Total 76,063 100,959 Thursday, January 16, 2014 Printout 1 Office 2007 Page 1 of 1

Stock Review Class Profit or Loss Original Stock Price Price 2013 Original Value Current Value Expensive mary for 'Class' = Expensive (4 detail records) 7,377 Avg 322.59 418.27 Least Expensive mary for 'Class' = Least Expensive (21 detail records) 2,837 Avg 30.88 31.05 Mid Range mary for 'Class' = Mid Range (13 detail records) 14,681 Avg 47.30 76.90 16,305 23,682 36,790 39,628 22,969 37,650 Grand Total 76,063 100,959 Thursday, January 16, 2014 Printout 1 Office 2010/2013 Page 1 of 1

1 6 28 42 43 44 45 46 47 48 49 50 51 52 53 D E F Original Value Current Value Class 16,305 23,682 Expensive Total 36,790 39,628 Least Expensive Total 22,969 37,650 Mid Range Total 76,063 100,959 Grand Total 45,000 30,000 15,000 Expensive Total Stock Profit Least Mid Range Expensive Total Total Original Value Current Value Printout 2