Coverage Management Information Systems Chapter 7: Databases and Data Warehouses (concepts only) Succeeding in Business with Microsoft Excel 2010 slides Chapter 7: Organizing Data for Effective Analysis Functions (Date/Time-related): DATE, TODAY, YEAR, MONTH, DAY, DATEDIF, YEARFRAC, WEEKDAY, NOW, HOUR, MINUTE, SECOND (more emphasis on Date than Time functions) Functions (Text Manipulation): CONCATENATE, LEFT, RIGHT, MID, LEN, FIND, UPPER, LOWER, PROPER, CLEAN, TRIM, EXACT, ISTEXT, REPLACE, SUBSTITUTE Succeeding in Business with Microsoft Excel 2010 slides Chapter 6: Evaluating the Financial Impact of Loans/Investments Functions (Financial): PMT, NPER, RATE, FV, PV (watch videos and review examples on Web) Excel - Advanced Conditional Functions: AVERAGEIFS, COUNTIFS, SUMIFS Excel - Lists, Tables, Auto Filters, Advanced Filters, Sorting Includes all Homework Assignments to date as well as Business Case Study (BCS) - Part 1 Database Functions: DAVERAGE, DCOUNT, DCOUNTA, DMAX, DMIN, DSUM PivotTables and PivotCharts TIP! Suggested Review Strategy Excel 1. Start with a detailed review of the Test 3 Review slides in the Session 18 folder for helpful hints. 2. Review the respective Excel slides and MIS presentation slides in Course Documents folder (or your pre-printed copy) and study your personal notes that you recorded during related lectures. 3. Review the Summary information, Key Terms, and Review Questions at the end of each MIS chapter. Some of this information is also available on the Web using the link below. 4. Re-read (and further research) any textbook material that you do not thoroughly understand. If necessary, spend some time in the Tutorials folder getting specific help for Excel topics. 5. Visit the Companion Web site for MIS at the URL noted in the Course Sylalbus to review the Glossary of Key Terms in order to assess how familiar you are with the respective MIS material. 6. Finally, take Sample Test 3 (and possible Sample Tests 1 and 2 again) which is available in the Tests folder of Blackboard to get some additional experience with the format and content (Excel only) of questions that will be included on Test 3. You will need to be familiar with the syntax for each of the following functions as well as know under what circumstances to use them, how to apply each of them, and how to create nested formulas. TODAY - Returns the serial number of the current date. The serial number is the datetime code used by Microsoft Excel for date and time calculations. If the cell format was General before the function was entered, the result is formatted as a date. Excel stores all dates as sequential serial numbers so they can be used in calculations. By default, January 1, 1900 is serial number 00001, and January 1, 2008 is serial number 39448 because it is 39,448 days after January 1, 1900. The F9 function key can be pressed to update any date functions used in a worksheet. =TODAY() one of the very few Excel functions that has no arguments
Page 2 NOW - Returns the serial number of the current date and time. If the cell format was General before the function was entered, the result is formatted as a date. Numbers to the right of the decimal point in the serial number represent the time; numbers to the left represent the date. For example, the serial number.5 represents the time 12:00 noon. The NOW function changes only when the worksheet is calculated or when a macro that contains the function is run. It is not updated continuously. =NOW() another one of the very few Excel functions that has no arguments DATE - Returns the sequential serial number that represents a particular date. If the cell format was General before the function was entered, the result is formatted as a date. The DATE function is most useful in formulas where year, month, and day are formulas, not constants. Dates should be entered by using the DATE function, or as results of other formulas or functions. =DATE(year,month,day) year The year argument can be one to four digits. Microsoft Excel interprets the year argument according to the date system you are using. month is a number representing the month of the year. If month is greater than 12, month adds that number of months to the first month in the year specified. For example, =DATE(2008,14,2) returns the serial number that represents February 2, 2009. day is a number representing the day of the month. If day is greater than the number of days in the month specified, day adds that number of days to the first day in the month. For example, =DATE(2008,1,35) returns the serial number representing February 4, 2008. YEAR - Returns the year corresponding to a date. The year is returned as an integer in the range 1900-9999. =YEAR(serial_number) serial_number is the date of the year that you want to find MONTH - Returns the month of a date represented by a serial number. The month is given as an integer, ranging from 1 (January) to 12 (December). =MONTH(serial_number) serial_number is the date of the month that you want to find DAY - Returns the day of a date, represented by a serial number. The day is given as an integer ranging from 1 to 31. =DAY(serial_number) serial_number is the date of the day that you want to find YEARFRAC - Calculates the fraction of the year represented by the number of whole days between two dates (the start_date and the end_date). Use the YEARFRAC worksheet function to identify the proportion of a whole year's benefits or obligations to assign to a specific term. If this function is not available, and returns the #NAME? error, then you must install and load the Analysis ToolPak add-in.
Page 3 =YEARFRAC(start_date,end_date,basis) start_date is a date the represents the start date end_date is a date the represents the end date basis is the type of day count basis to use: 0 (or omitted) US (NASD) 30/360 1 Actual/actual 2 Actual/360 3 Actual/365 4 European 30/360 Note: All arguments are truncated to integers. If start_date or end_date are not valid dates, YEARFRAC returns the #VALUE! error. If basis < 0 or if basis > 4, YEARFRAC returns the #NUM! error value. DATEDIF - Returns the difference between two date values, based on the interval specified. =DATEDIF((start_date,end_date,interval) start_date is a date the represents the start date end_date is a date the represents the end date interval is the interval of time to use to calculate the difference between the two dates based on the following: Interval Y M D MD YM YD Explanation The number of complete years. The number of complete months. The number of days. The difference between the days (months and years are ignored). The difference between the months (days and years are ignored). The difference between the days (years and dates are ignored). TIME - Returns the decimal number for a particular time. If the cell format was General before the function was entered, the result is formatted as a date.the decimal number returned by TIME is a value ranging from 0 (zero) to 0.99999999, representing the times from 0:00:00 (12:00:00 AM) to 23:59:59 (11:59:59 P.M.). =TIME(hour,minute,second) hour is a number from 0 (zero) to 32767 representing the hour. Any value greater than 23 will be divided by 24 and the remainder will be treated as the hour value. For example, =TIME(27,0,0) is equivalent to =TIME(3,0,0) or.125 or 3:00 AM.
Page 4 minute is a number from 0 to 32767 representing the minute. Any value greater than 59 will be converted to hours and minutes. For example, =TIME(0,750,0) is equivalent to =TIME(12,30,0) or.520833 or 12:30 PM. second is a number from 0 to 32767 representing the second. Any value greater than 59 will be converted to hours, minutes, seconds. For example, =TIME(0,0,2000) is equivalent to =TIME(0,33,22) or.023148 or 12:33:20 AM. HOUR - Returns the hour of a time value. The hour is given as an integer, ranging from 0 (12:00 A.M.) to 23 (11:00 P.M.). =HOUR(serial_number) serial_number is the time that contains the hour you want to find. Times may be entered as text strings within quotation marks (for example, "6:45 PM"), as decimal numbers (for example, 0.78125, which represents 6:45 PM), or as results of other formulas or functions. MINUTE - Returns the seconds of a time value. The second is given as an integer in the range 0 (zero) to 59. =MINUTE(serial_number) serial_number is the time that contains the minute you want to find. Times may be entered as text strings within quotation marks (for example, "6:45 PM"), as decimal numbers (for example, 0.78125, which represents 6:45 PM), or as results of other formulas or functions. SECOND - Returns the seconds of a time value. The second is given as an integer in the range 0 (zero) to 59. =SECOND(serial_number) serial_number is the time that contains the seconds you want to find. Times may be entered as text strings within quotation marks (for example, "6:45 PM"), as decimal numbers (for example, 0.78125, which represents 6:45 PM), or as results of other formulas or functions. CONCATENATE - joins up to 255 text strings into one text string. The joined items can be text, numbers, cell references, or a combination of those items =CONCATENATE(text1,[text2], ) text1 the first item of text to be concatenated text2 optional text strings to concatenate, up to 255 items, separated by commas Note: You can also use the ampersand (&) calculation operator instead of the CONCATENATE function to join text items; e.g., the expression =A1 & B1 returns the same value as =CONCATENATE(A1, B1)
Page 5 FIND - finds one text string (find_text) within another text string (within_text), and returns the number of the starting position of find_text =FIND(find_text,within_text,start_num) find_text is the text you want to find within_text is the text that you want to search start_num specifies the character position to start the search; if this is omitted, it is assumed to be 1 Note: Unlike SEARCH, the FIND function is case-sensitive LEN - returns the number of characters in a text string or cell reference =LEN(text) text is the text string or cell reference whose length you want to find, including any spaces within the text string or cell reference LEFT - returns the first character or characters in a text string based on the number of characters specified =LEFT(text, num_chars) text is the text string (or cell) that contains the characters that you want to extract num_chars is the number of characters to extract Must be positive - if omitted, the default is 1 If greater than length of text, the entire text string is returned RIGHT - returns the last character or characters in a text string based on the number of characters specified =RIGHT(text, num_chars) text is the text string (or cell) that contains the characters that you want to extract num_chars is the number of characters to extract Must be positive - if omitted, the default is 1 If greater than length of text, entire text returned CLEAN - removes all nonprintable characters from text. Use CLEAN on text imported from other applications that contains characters that may not print with your operating system. For example, you can use CLEAN to remove some low-level computer code that is frequently at the beginning and end of data files and cannot be printed. =CLEAN(text) text is the text string or cell reference from which you want to remove any nonprintable characters (ASCII codes 1 through 32)
Page 6 TRIM - removes all spaces from text except for single spaces between words; use this function on text you receive from another application that may have irregular spacing =TRIM(text) text is the text string or cell reference from which you want spaces removed EXACT - compares two text strings and returns TRUE if they are identical, FALSE if not =EXACT(text1, text2) text1 the first text string text2 the second text string Note: EXACT is case-sensitive but ignores any formatting differences ISTEXT - returns TRUE if the value refers to a text string =ISTEXT(value) value is the text string or cell reference you want to test REPLACE - replaces part of a text string, based on the number of characters you specify, with a different text string =REPLACE(old_text, start_num, num_chars, new_text) old_text text in which you want to replace some characters (required) start_num the positon of the character in the old_text that you want to replace with the new_text (required) num_chars the number of characters in old_text that you want the REPLACE function to replace with new_text (required) new_text the text that will replace the characters in old_text (required) SUBSTITUTE - Substitutes new_text for old_text in a text string. Use SUBSTITUTE when you want to replace specific text in a text string; use REPLACE when you want to replace any text that occurs in a specific location in a text string =SUBSTITUTE(text, old_text, new_text, [instance_num]) text the text or the reference to a cell containing text for which you want to substitute characters old_text the text you want to replace old-text with (required) instance_num specifies which occurrence of old_text you want to replace with new_text. If you specify instance_num, only that instance of old_text is replaced. Otherwise, every occurrence of old_text in text is changed to new_text. (optional)
Page 7 AVERAGEIFS - returns the arithmetic mean of all cells that meet multiple criteria =COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2] ) average_range specify one or more cells to average, including numbers or names, ranges, or cell references that contain numbers. Blank and text values are ignored. (required) criteria_range1 is the first range in which to evaluate the associated criteria (required) criteria1 is the criteria in the form of a number, expression, cell reference, or text that define which cells will be added (required) criteria_range2, criteria2, Additional ranges and their associated criteria. Up to 127 range/criteria pairs are allowed. (optional) Note: If average_range is a blank or text value, AVERAGEIFS returns a #DIV!0 error value. If a cell in a range is empty, AVERAGEIFS treats it as a 0 value. You can use the wildcard characters - the question mark (?) and asterisk (*) - when specifying criteria. COUNTIFS - applies criteria to cells across multiple ranges and counts the number of times all criteria are met =COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2] ) criteria_range1 is the first range in which to evaluate the associated criteria (required) criteria1 is the criteria in the form of a number, expression, cell reference, or text that define which cells will be counted (required) criteria_range2, criteria2, Additional ranges and their associated criteria. Up to 127 range/criteria pairs are allowed. (optional) Note: Each additional range must have the same number of rows and columns as the criteria_range1 argument. The ranges do not have to be adjacent to each other. SUMIFS - adds the cells in a range that meet multiple criteria =COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2] ) sum_range specify one or more cells to sum, including numbers or names, ranges, or cell references that contain numbers. Blank and text values are ignored. (required) criteria_range1 is the first range in which to evaluate the associated criteria (required) criteria1 is the criteria in the form of a number, expression, cell reference, or text that define which cells will be added (required) criteria_range2, criteria2, Additional ranges and their associated criteria. Up to 127 range/criteria pairs are allowed. (optional) Note: Unlike the range and criteria arguments in the SUMIF function, in the SUMIFS function, each criteria_range argument must contain the same number of rows and columns as the sum_range argument. You can use the
Page 8 wildcard characters - the question mark (?) and asterisk (*) - when specifying criteria. PMT - calculates the payment for a loan based on constant payments and a constant interest rate =PMT(rate, nper, pv, [fv], [type]) rate interest rate for the loan (required) nper total number of payments (required) pv the present value or principal (required) fv the future value - usually 0. (optional) type indicates when payments will begin (optional) RATE - returns the interest rate per period of an annuity; RATE is calculated iteratively =RATE(nper, pmt, pv, [fv], [type], [guess]) nper total number of payments (required) pmt the payment made each period and cannot change over the life of the annuity (required) pv the present value or principal (required) fv the future value - usually 0. (optional) type number 0 or 1 and indicates when payments are due (optional - 0=beginning, 1=end) guess your guess at what the interest rate will be (optional - default value is 10%) NPER - returns the number of periods for an investment based on periodic, constant payments and a constant interest rate =NPER(rate, pmt, pv, [fv], [type]) rate interest rate for the loan (required) pmt the payment made each period and cannot change over the life of the annuity (required) pv the present value or principal (required) fv the future value - usually 0. (optional) type number 0 or 1 and indicates when payments are due (optional - 0=beginning, 1=end)
Page 9 PV - returns the present value of an investment; the present value is the total amount that a series of future payments is worth now =PV(rate, pmt, pv, [fv], [type]) rate interest rate for the loan (required) nper total number of payments (required) pmt the payment made each period and cannot change over the life of the annuity (required) fv the future value - usually 0. (optional) type number 0 or 1 and indicates when payments are due (optional - 0=beginning, 1=end) FV - returns the future value of an investment based on periodic, constant payments and a constant interest rate =FV(rate, pmt, pv, [fv], [type]) rate interest rate for the loan (required) nper total number of payments (required) pmt the payment made each period and cannot change over the life of the annuity (required) pv the present value or principal (required) type number 0 or 1 and indicates when payments are due (optional - 0=beginning, 1=end) Information about specific Excel functions (by category) may be found at Microsoft Office Online: http://office.microsoft.com/en-us/excel-help/excel-functions-by-category-hp010079186.aspx And, here s a couple of other useful Web sites to help with Excel functions and formulas: http://www.techonthenet.com/excel/formulas/index.php http://www.exceltip.com/category.html#4 http://office.microsoft.com/en-us/excel/hp052001271033.aspx?pid=ch010004911033 Additional useful Web-based references as well as specific page notations in both the required and supplemental Excel textbooks may be found on the last two pages of the Homework Instructions PDF document. These may be downloaded from the Assignments folder within Blackboard. In addition to Excel functions previously covered for the first test, you will need to be familiar with the syntax for each of the basic Excel functions as well as know under what circumstances to use them, how to apply them, and how to create formulas using them, including when they are nested together with other Excel functions. Nested IF statements (multiple IFs) are included. A few other useful Web sites to help with these new Excel functions and formulas include: http://office.microsoft.com/en-us/excel-help/learn-how-to-figure-out-dates-using-formulas-in-excel-2007- RZ010278632.aspx?CTT=1
Page 10 http://spreadsheets.about.com/lr/excel_text_functions/215194/2/ http://www.ozgrid.com/excel/textformulas.htm#text http://office.microsoft.com/en-us/excel-help/is-functions-hp010069827.aspx?ctt=5&origin=ha010277524 http://www.techonthenet.com/excel/formulas/istext.php http://www.youtube.com/watch?v=3samouyqck8 http://allfinancialmatters.com/2009/11/03/how-to-use-the-rate-function-in-excel/ http://www.youtube.com/watch?v=0x0eps7knhy http://www.excelfunctions.net/excel-pv-function.html http://www.youtube.com/watch?v=o7_lr-eq4r4 NOTE: Take Sample Test 3 (Password: 2EZ2cu!) multiple times - this should help you quite a bit. Be sure to review your results from the Sample Test to ensure that you thoroughly understand any Excel questions you may have missed. Other useful Excel material includes HW 1, 2, 3, and BCS - Part 1. Tips for Tests Use the current release of Chrome, Firefox, IE or Safari Read instructions thoroughly before you begin the test and then each question carefully If a dialog box is presented asking you to Run or install software, then click OK to do so Scroll on through the questions initially, find an easy one to answer, then Save the test Use the Edit > Find tab or Ctrl + F in any of the browsers to quickly search for specific text Right click, then left click to enter data, text, or formula into a Fill-in-the-Blank Use the Save button at the bottom of the test, not the one to the right of each question Make an initial pass through the test in the first 30-45 minutes to answer those that you can Do not get wrapped around the axle on a given question - simply move on to the next one If you get stumped on a question, make an educated guess or use process of elimination If you have any questions or issues during the test, ask your professor for assistance * Note: You are strongly encouraged to use Excel software in solving any test problems * Instructions The following was copied from the Directions and Instructions that accompany an initial draft of Test 3. Keep in mind that these are preliminary in nature, so be sure to carefully read them again when opening up Test 3. This Test is closed book, closed notes, and no Internet resources. You are strongly encouraged to use Excel and may copy your answers from Excel back into an answer space on the test in Blackboard to avoid making any typographical errors on a formula or value. It is anticipated that you will need at least an hour and fifteen minutes to complete this test, so time yourself accordingly. You cannot stop in the middle and restart later. Test 3 contains approximately 25 questions related to Chapter 7 of the Management Information Systems text. These are predominantly conceptual in nature and are primarily in multiple choice format with a few true / false
Page 11 thrown in. There are also about 30 questions pertaining to the Succeeding in Business with Microsoft Excel 2010 slides - Chapters 1, 2, 4, 5, 6 and 7. For your Excel responses, do not use a Defined Name for any table ranges or fixed cell references unless specified. While many of these questions are multiple choice, there will also be a few true / false, multiple answer, and fill in the blank questions, potentially including some with multiple parts that will need to be solved. There are no essay or short answer format questions. A handful of Extra Credit questions primarily covering material from in-class discussions have also been thrown in - you should expect these to be a bit more challenging, so you might want to work on these only after responding to the other test questions. If you happen to get stuck on a question or portion thereof, simply move on and come back to it later on during the test. If after you come back to a question and are still stuck, it is a good idea to at least take a "best guess" at the question. Just remember that guessing on multiple answer questions should be done judiciously. Some credit may be awarded for partial responses on fill in the blank or multi-part format questions. Be sure to save your responses often during the test using the Save button at the bottom of the test. Make the instructor or teaching assistant aware of any technical issues (such as a "Save in Progress" error message) that you may encounter while taking the test. You may not use Excel software on this test, but may use a pen/pencil, paper, and calculator. You should review all of your responses before clicking on the Submit button at the bottom of the test. Use the current release of any of the four major browsers (Chrome, Firefox, IE or Safari) and then log into Blackboard directly (do not use ULink) to take all tests. Good luck!