CIS 200 exunits11.ppt1 Working with Units & Spreadsheet Design Objectives: l Solving problems with unit conversions l Using Multiple worksheets in a workbook l Designing efficient/effective worksheets l What-if Analysis l Goal Seek

CIS 200 exunits11.ppt2 A Problem: Your Gardening Nursery business is growing and you need additional help. You need to determine if you will save money by hiring temporary employees vs. two full time employees. You have the following information: –Temporary employees are paid $10/hour flat rate. You estimate you will need a total of 80 work hours a week for each of the 50 weeks you are open. –Each permanent employee works 40 hours per week and is paid $1000 per month plus benefits worth $5000 per year. Each receives 2 weeks paid vacation while your store is closed in January - so they are paid for a full 12 months. You will need a total of 2 permanent employees.

CIS 200 exunits11.ppt3 What information do you have? Temporary Employees –Cost per hour – # of hours per week –# of weeks per year Permanent Employees –# of permanent employees –Cost per month –# of months paid per year –Additional annual costs per employee Costs per Year What information do you need?

CIS 200 exunits11.ppt4 If you are given data in dollars per hour and want total cost per year ($/yr) what do you do? Temporary Employee Analysis Have: – wages in dollar per hours – # of hours per week –# of weeks per year dollars hour * 80 hours week = dollars week * 50 weeks year = dollars year 40,000 dollars week 800 The same units in the numerator & the denominator cancel out

CIS 200 exunits11.ppt5 Permanent Employees Analysis - # of employees - Dollars per week per employee - # of weeks paid per year - Dollars per year/employee If you are given data in dollars per month per employee, and dollars per year per employee and want dollars per year what do you do? Dollars month-empl. * 12dollars year empl. * = 24,000 PLUS dollars year-empl. dollars year empl. * = 10,000 24,000 dollars/yr + 10,000 dollars/yr = 34,000 dollars/yr months year Add like units

CIS 200 exunits11.ppt6 Add only common units ! Don’t try to add units that are not the same: –dollars per week + dollars per hour First match units –dollars per week * weeks/year = dollars/yr –dollars per hour* hours/year=dollars/yr –Now add dollars/yr+dollars/year

CIS 200 exunits11.ppt7 You run a similar operation across the border in Canada. What would the cost of full time employees be in Canadian Dollars – assuming we pay equivalent salaries? The current exchange rate is.73 US-$ per Can-$ Have US$ per CAN$ Start with US$ End with CAN$ If we multiply 34,000 US dollars *.73 US dollars/Canadian dollars  get 24,820 US 2 /Canadian dollars – this is incorrect!! Instead we need to take 34,000 US dollars and divide by.73 US dollars/Canadian dollar.73 US$/Can$

CIS 200 exunits11.ppt8 = 46,573 CAN$ 34,000 US$.73 US$ CAN$ 34,000 CAN$.73 = When you divide, the denominator of a denominator becomes the numerator 34,000US$ 1 Canadian$.73US$ One technique is to multiply 34,000 $US by 1 Canadian dollar over.73 $US as follows: Another technique to divide $34,000 by.73 US$ per Canadian dollar as follows: = $34,000/$.73 = 46,573 CAN$

CIS 200 exunits11.ppt9 Now calculate these values in Canadian dollars calc Calc-can Values -US US$ ÷ US dollar/Canadian Dollar=Canadian $ =calc!C3 / 'calc-can'!$D$1

CIS 200 exunits11.ppt10 Using Conversion Factors There are 0.6 miles per kilometer: How many miles do you have to go, if a sign reads 100 kilometers to the border? Have kilometers - want miles 100 kilometers * 0.6 miles/kilometer = miles = 100 * A1 How many kilometers is 10 miles? Have miles - want kilometer 10 miles/(0.6 miles/kilometer) = kilometers = 10/A1

CIS 200 exunits11.ppt11 data inputs calculations output Now Lets Implement This Problem in a Spreadsheet: A Single Worksheet Design Is Best With Limited Quantities Of Data By listing each input separately – it will be easy to make changes without worrying about where each value is used.

CIS 200 exunits11.ppt12 Designing a Spreadsheet Solution Using Multiple Worksheets When creating spreadsheets with large amounts of related data it may be more effective to place each “table” of data in a separate location. Excel provides us with the ability to have multiple worksheets within one workbook. Sheet tabs Sheets may be named and displayed with different colors tabs, The order of the worksheets may be modified as well.

CIS 200 exunits11.ppt13 inputcalc Formulas Syntax:Sheetname!Cell Reference Formulas may include cell references from multiple worksheets: input!B1*input!B3 When referencing a cell on the same spreadsheet as the active cell the sheet name is not required. C2+C3 Named ranges are unique to a workbook. So if cell input!B1 is named ‘employee’ the formula in cell C3 could be written as employee * input!B3 Referencing Cells on Multiple Worksheets

CIS 200 exunits11.ppt14 input calc One method of organizing your data is with separate sheets for inputs, calculations and/or outputs. This works well in the following instances: Many different sheets share the same inputs – so each piece of data need only be changed in one location When you want to present the results only on a single sheet comparing each of the different analyses The results of both analyses are presented on a single sheet

CIS 200 exunits11.ppt15 Excel allows you to view multiple worksheets on your screen 1.If your worksheet is maximized – click on the Restore Window button. 2.The size the window to easily view the contents of the worksheet using the sizing arrow from the edges of the window. 3.Open another window by selecting Windows from the menu and then New Window. 4.Select the next worksheet you desire to view and size it and place it on the screen so the contents is easy to view.

CIS 200 exunits11.ppt16 This works well when: Different cases have different input values When you want to present the inputs/outputs and calculations of a single case on one sheet. Another method of organizing workbooks is using separate sheets for different “cases”

CIS 200 exunits11.ppt17 One advantage of using separate sheets for different “cases” is the ability to easily create summary sheets We can write a single 3-Dimensional Formula and then copy it down the column & across the row =SUM(case1:case3!B12) or = case1!B12+case2!B12+case3!B12 case1! case2! case3!

CIS 200 exunits11.ppt18 Editing Multiple Worksheets Simultaneously By holding down the Shift key we can select multiple worksheets simultaneously. When a [Group] is selected any changes made to a cell will be made to that same cell on all worksheets in that [Group]. To de-select a [Group] click on any worksheet not in the Group. When multiple worksheets are selected the Title bar adds [Group] to the title. Be careful when using groups not to inadvertently change something on another sheet that you didn’t want to.

CIS 200 exunits11.ppt19 Some tips for designing your spreadsheets Think before “typing” –organize your data, determine which inputs are likely to vary and which are fixed. Unless you have a very simple problem - consider multiple worksheets for multi-table input/outputs or multiple cases. Each data input should appear once and be used as a reference in subsequent calculations Document your workbooks - so that they can be easily understood by others

CIS 200 exunits11.ppt20 A What-if Analysis Allows Us To See The Change In Outcome If We Change The Input Values Change one or more input values  affected formulas are automatically recalculated By Modifying the PT hrs/week all cells based on that value are automatically change.

CIS 200 exunits11.ppt21 Goal Seek Allows Us To Determine An Input Value That Would Be Needed To Get A Given Output Allows us to work backwards in a worksheet Lets you vary only one input variable What-if analysis in the reverse direction. –Ex. How much would we have to pay our part- time workers in $/hr to only spend $26,000 per year?

CIS 200 exunits11.ppt22 Goal Seek can be accessed from the Tools menu If we want the value in B14 to be $26000, what would the value in B7 ($/hr PT) have to be, assuming none of the other inputs change? B B7 **Note: Goal seek will not work if a [Group] is selected