Spreadsheets Abby Whitmore

Task 1

Spreadsheet Facts What is a Spreadsheet? Spreadsheet software can analyze, operate and accumulate larger amounts of data precisely to present the output data in a way that is easy to understand. How and why are Spreadsheets used? Organizations use spreadsheets to be able to improve efficiency and accuracy in their production. Spreadsheets can also help make decisions, as well as presenting information, analyzing sets of data, solving and carrying out complicated calculations and manipulating large datasets.   Spreadsheets are also commonly used for cost modeling in small/medium sized businesses; analyze data (for example, in market research or scientific experiments), recording results, tracking progress (usually in schools), creating timetables or controlling stock in shops. Features of Spreadsheet Software Spreadsheet software has many tools and techniques such as replication and formatting of cells, page setup and user interfaces.   The purpose of these tools and techniques are to aid productivity, usability, the presentation and accuracy of output data.

Spreadsheet 1 Analysis The purpose of this spreadsheet is to calculate the costs of funding a theatrical production Senior Citizen ticket type description seems incorrect as adults can retire before being considered a Senior Citizen. Cells D3 to H3, it is not clear what 1-5 represents Column B – dropdown used to decipher Cost of ticket – vlookup against “Codes for Tickets” worksheet, but there is no real explanation as to why different codes attract different prices. Formulas are used to calculate total tickets purchased and in turn, Total Income generated ‘Outgoing’ total linked to ’props’ worksheet which defines the costs split down to put on production. Spreadsheet only facilitates the Profit calculations for 1 Production as some of the outgoing costs are fixed costs irrespective of number of productions (refreshments and makeup would not be fixed for multiple performances) VLOOKUP is automatic therefore it is quicker and more efficient.

Spreadsheet 2 Analysis The purpose of this spreadsheet is to help someone reduce their BMI by guiding them on changes they should make. Dashboard has macros for easy navigation – directs you to every page in the spreadsheet Colour-coding on the formulas page should use red to indicate being overweight (universal indicator for ‘warning’ Starting BMI uses too many decimal places. This could be good for accuracy, but not usability Drop down boxes are useful for controlling essential data Activity plan uses VLOOKUP to calculate which is fast and efficient; good for usability Menus are restrictive because they rely on the user having the same meal everyday The graph has the same title as Legend, therefore it does not add any value.

Task 2

User Requirements and Purposes Full names Ages Contact Details Commission Total costs Reception food Wedding Date Transport Budget Wedding Venue Reception venue Number of guests Florist Photographer Number of bridesmaids and attendants Cake choice Bridesmaid dresses Entertainment Dress Suits for Men This spreadsheet will be used to help a wedding planning operation and it’s clients organise all the details and options for the wedding. They will be able to record the information about the couples and their choices and easily and effectively calculate all costs included. This should improve presentation, help increase productivity and also aid usability and accuracy. The spreadsheet can be used to record the details of one couple at a time, and a graph will be included to compare prices of the different elements of the wedding.

Justification of Final Designs I have chosen my final design as I believe it is quick and simple to use. The colours and fonts that I have used for my design are simple yet attractive, so they are clear and not distracting. All the designs of my worksheet are compact so the user does not have to scroll around the page, therefore making it a more efficient tool for wedding planning. The macros used mean the company are able to switch between couples very quickly, and the use of VLOOKUPS on the Summary page is also a big time saver. Similarly on this page, drop down boxes save lots of typing time, but other wedding options can also be put in manually, so the options on the “options” page are not exclusive. The graph gives a good comparison between the costs of different items. The SUM formula used on the Summary page can automatically add up costs, giving a total cost immediately. Finally, I have used an IF formula that shows whether the couple have gone over the budget. If this is so, options can easily be altered to decrease the total cost. I discard my other idea because I wanted the spreadsheet to be used for one couple at a time, as more than one couple would over complicate the spreadsheet, and also the operation of the formulas.

Spreadsheet- Worksheet one

Spreadsheet- Worksheet two

Spreadsheet- Worksheet three

Spreadsheet- Worksheet three Formulas

Test Plan In order to test if my Spreadsheet is functional and meets the user requirements, I will use information from three fake wedding scenarios This will make any faults in the Spreadsheet clear so that I may improve it for the future. Here are my 3 Scenarios:

Scenario 1

Scenario 2

Scenario 3

Testing Review Upon testing my spreadsheet, I came across no faults, therefore, no improvements or changes were needed. My spreadsheet was easy to use and worked smoothly

Survey Name Does this Spreadsheet work? Is this Spreadsheet easy to use? Does it increase productivity and efficiency? What do you like about the spreadsheet? What could be improved? Steven Cachia Yes Yes, Navigation is simple and it’s clear and concise. Absolutely. The use of formula and drop down boxes has driven ample time saving for the user. The colours make it easy to navigate and split out the various subsections of each tables. The chosen colours are also very professional and slick looking. The ‘Couple Details’ tab, and the ‘Summary’ tab could potentially fit onto the same tab to save time navigating back and forth. For the layout of the ‘Options’ tab, it may be simpler to have a long list (but obviously split with option headings). Lee Keveren Yes – because predefined formulas calculate totals and feed the graphs. Nice use of macros to simplify the clearing of existing data to load information for the next wedding. Simple design, Nice Visuals. Drop-downs could not be viewed from my version of excel – could be put into consideration. The commission calculation in cell E17 of the “Summary” worksheet could be linked through to the commission value that is keyed into “Couple Details” worksheet. Use conditional formatting on cell E19 of the “Summary” worksheet so that if the couple go over budget it turns red instead of remaining green? Clare Bryce Looks good and VLOOKUPS aid usability Change some of the prices so they are more realistic e.g. wedding dresses and cake.

Improvements Options Page Summary I have displayed the options in a long list rather than in blocks of columns in order to make it simpler. I have also changed the prices of the cakes and dresses to be more realistic. As mentioned in my feedback, I have used conditional formatting to make it visually clearer when a couple has gone over their budget.

Evaluation I am very pleases with my final design because it works smoothly with no faults. It is very easy to use and instructions are not needed. I have used VLOOKUPS and drop down boxes which increases speed and productivity. Planning one wedding requires a few clicks and very little typing at all, which I believe makes the spreadsheet perfect for use in business, as anything that saves time could increase profit. My use of macros simplifies the clearing of existing data to load information for the next wedding. I also think that my spreadsheet looks professional and slick and the colour coding helps to navigate and split out the various subsections of each tables. I have taken on board the feedback I received in order to improve my spreadsheet, and the changes I have made include alterations to the layout, prices and the addition of conditional formatting. To improve my spreadsheet even further, I could look into making my spreadsheet compatible with all versions of Windows as some people who viewed my spreadsheet had trouble seeing my drop- down boxes. Furthermore, I could add more options to pick from, or making things such as DJs and Make-up artists available.