Unit 4 Outcome 1, Spreadsheet software Organisations and Information Needs, Ch 5

Goals of information systems Types of decisions: (revised) strategic, tactical and operational decisions. Strategic Plan –strategic plan is a process for identifying long term goals within an organisation Mission Statement – establishing a set of common goals that will help accomplish the organisations aims –Objectives are small achievable tasks undertaken to accomplish a big task –Distinguish b/w goals of non-profit & for-profit organisations

IS goals: efficiency, improving effectiveness, improving decision- making Efficiency: –Speed, Cost, Time & Effort Effectiveness: –Quality of output, accuracy, presentation & comprehensiveness Improved decision-making –Requires 3 factors, sufficient information, communication and time

Role of H/W & S/W components of IS Spreadsheet Software, formats & conventions: –numbers right aligned in columns –-money values usually have two decimal places or none –-subtotals have a single line above the total –-grand totals have a single or double line below the total –-grand totals are in bold –-graphs and charts must have titles identifying the name of the organisation and purpose of the graph or chart –-x and y axis must be labelled –-limit the number of items represented in a chart to five or six –Reports: centre a page on a sheet horizontally –-briefly explain the purpose of the spreadsheet and identify the author –-where cells require user input, clearly label what has to be entered, left side of cell –-list all equations used in a separate document.

Spreadsheets, Validation Range checking, use of IF statements Existence checking Data type checking, eg. integers, date, alignment of column Restricted data entry, drop down menu Validation alerts, pop up dialog boxes

Validation & Testing Validation – is involved with input; testing is output; testing also checking electronic validation Testing: –Functionality, eg. test formulas & functions, eg. test both upper & lower boundaries of range –Presentation: Appropriate audience, difficult to test Test for formats & conventions White space, fonts, consistent fonts & sizes, background colors, etc

Testing Usability testing; must be user friendly –Easy accessible to users; –Hyperlinks work properly –Amount of scrolling –Worksheets clearly labelled –Can users accidentally delete formulas or chance validation rules; input cells unprotected Accessibility testing –Does solution open at right w/sheet? –Font sizes easy to read; limited use of red & green Communication of message –Important information clear & obvious; keep it simple

Testing Difference b/w usability testing & accessibility testing: Usability testing focuses on whether all buttons & functions work correctly; Accessibility is focused on ease of use of spreadsheet and whether it conveys the message.

Efficient software functions: If function: –=IF(D2>=2000,"Gold",IF(D2>=1000,"Silver",IF (D2>=50,"Bronze",""))) Sum Count If –=COUNTIF(E2:E19,"Gold") Sum If –=SUMIF(Fundraising_Homeroom,"7A",Fundra ising_Amount)

Efficient software functions Use of naming ranges and Vlookup: –=VLOOKUP(E10,homeroom_totals,3) Cell protection Graphs Insert notes/comments Relative & absolute cell references Electronic validation

Efficient software functions: Sheet referencing Conditional formatting: