D-1 Management Information Systems for the Information Age Copyright 2004 The McGraw-Hill Companies, Inc. All rights reserved Extended Learning Module

D-D-11 Management Information Systems Management Information Systems

for the Information Agefor the Information Age

Copyright 2004 Copyright 2004 The McGraw-Hill Companies, Inc. The McGraw-Hill Companies, Inc.

All rights reservedAll rights reserved

Extended Learning Module DExtended Learning Module D

Decision Analysis With Decision Analysis With Spreadsheet SoftwareSpreadsheet Software





Presentation OverviewPresentation Overview

ListsLists Basic AutoFilterBasic AutoFilter Custom AutoFilterCustom AutoFilter Conditional FormattingConditional Formatting Pivot TablesPivot Tables Back to Decision SupportBack to Decision Support





IntroductionIntroduction

Connect to the Web site that supports Connect to the Web site that supports this text (this text (www.mhhe.com/haagwww.mhhe.com/haag and and select XLM/D). select XLM/D).

Download the file called Download the file called XLMD_Customer.xls. XLMD_Customer.xls.

http://www.mhhe.com/haag





ListsLists

ListList - - a collection of information arranged a collection of information arranged in columns and rows in which each in columns and rows in which each column displays one particular type of column displays one particular type of information. information.





Each column has only one type of information.Each column has only one type of information.

The first row in the list contains the labels or The first row in the list contains the labels or column headings.column headings.

The list does not contain any blank rows.The list does not contain any blank rows.

The list is bordered on all four sides by blank The list is bordered on all four sides by blank rows and blank columns.rows and blank columns.

ListsLists





ListsLists

List definition table - List definition table - a description of a list by a description of a list by column. column.

The columns of information in Figure D.2 include:The columns of information in Figure D.2 include: CUST IDCUST ID – a unique ID for each customer – a unique ID for each customer REGIONREGION – the region in which the customer lives – the region in which the customer lives RENT VS. OWNRENT VS. OWN – whether the customer rents or owns a – whether the customer rents or owns a

homehome NUM HOUSEHOLDNUM HOUSEHOLD – number of family members – number of family members ANNUAL INCOMEANNUAL INCOME – total combined annual income – total combined annual income TOTAL PURCHASESTOTAL PURCHASES – dollar total of all purchases made – dollar total of all purchases made

by the customer within the last six monthsby the customer within the last six months NUM PURCHASESNUM PURCHASES – count of all purchase made by the – count of all purchase made by the

customer within the last six months.customer within the last six months.





ListsLists

Column headings

Each column has only one type of information.





Basic AutoFilterBasic AutoFilter

AutoFilter functionAutoFilter function - filters a list and allows you - filters a list and allows you to hide all the rows in a list except those that to hide all the rows in a list except those that match criteria you specify. match criteria you specify.

To use AutoFilter:To use AutoFilter: Click in any cell in the list.Click in any cell in the list. Click on Click on DataData, point at , point at FilterFilter, and click on , and click on AutoFilter.AutoFilter. Click on a list arrow box and choose filtering.Click on a list arrow box and choose filtering.






Shows only customers in the North REGION.






You can filter on multiple columns.You can filter on multiple columns.

Customers in the North REGION who own a home with only 1 household member.






On Your Own

Lists, List Definition Tables, and Using AutoFilter

(p. 229)





Custom AutoFilterCustom AutoFilter

Custom AutoFilter functionCustom AutoFilter function - allows you to hide all - allows you to hide all the rows in a list except those that match criteria, the rows in a list except those that match criteria, besides “is equal to,” you specify. besides “is equal to,” you specify.

To perform Custom AutoFilter, click on To perform Custom AutoFilter, click on (Custom…)(Custom…) in in list arrow box.list arrow box.

To see all customers who have at least 4 people in To see all customers who have at least 4 people in their household, perform the steps on the following their household, perform the steps on the following slides.slides.






Select Select (Custom…)(Custom…) from list arrow box for from list arrow box for NUM HOUSEHOLD.NUM HOUSEHOLD.






You will then see a You will then see a Custom AutoFilter Custom AutoFilter box.box.






In top-left entry box, In top-left entry box, click on the pull-down click on the pull-down arrow and click on arrow and click on is is greater than.greater than.






In top-right entry box, In top-right entry box, click on the pull down click on the pull down arrow and click on arrow and click on 3.3.






Only customers with more than four people in their households.






You can also use “and” and “or” with You can also use “and” and “or” with Custom AutoFilter.Custom AutoFilter.

What customers have spent less than $20 What customers have spent less than $20 or more than $100 in the past six months?or more than $100 in the past six months?











Only customers who have spent less than $20 or more than $100






Team Work

Using Custom AutoFilters(p. 232)





Conditional FormattingConditional Formatting

Conditional formattingConditional formatting - highlights - highlights the information in a cell that meets the information in a cell that meets some criteria you specify.some criteria you specify.

To conditionally format in red all To conditionally format in red all TOTAL TOTAL PURCHASESPURCHASES greater than $100, greater than $100, perform the steps on the following slides.perform the steps on the following slides.






Select entire Select entire TOTAL TOTAL PURCHASESPURCHASES column.column.






Click on Click on FormatFormat and and then then Conditional Conditional Formatting.Formatting.






Pull down arrow for the field second from the left and click Pull down arrow for the field second from the left and click on the on the greater than.greater than.

In the field on the right, enter In the field on the right, enter 100.100.

Click on Click on Format.Format.






Click on Patterns tab.Click on Patterns tab.

Choose the color red.Choose the color red.

Click on Click on OkOk (twice). (twice).






Only customers whose number of employees exceeds 100 are highlighted in red.






Team Work

Conditional Formatting(p. 234)





Pivot TablesPivot Tables

Pivot tablePivot table - - enables you to enables you to group and group and summarize summarize information. information.






To create a pivot table, perform the To create a pivot table, perform the following steps:following steps: Click on Click on DataData and then and then PivotTable and PivotTable and

PivotChart Report.PivotChart Report. In Step 1 of 3, click on In Step 1 of 3, click on Next.Next. In Step 2 of 3, click on In Step 2 of 3, click on Next.Next. In Step 3 of 3, click on In Step 3 of 3, click on Finish.Finish.






First, from the menu First, from the menu bar, click on bar, click on Data Data and and then then PivotTable and PivotTable and PivotChart Report.PivotChart Report.






Second, click on Second, click on NextNext in the Step 1 of 3 box.in the Step 1 of 3 box.

Assumes pivot table Assumes pivot table will come from a list.will come from a list.






Third, click on Third, click on NextNext in the Step 2 of 3 box. in the Step 2 of 3 box.

This defaults to the entire list.This defaults to the entire list.






Fourth, click on Fourth, click on FinishFinish in the Step 3 of 3 box. in the Step 3 of 3 box.

This places the pivot table in a new worksheet.This places the pivot table in a new worksheet.






You will then You will then see a skeletal see a skeletal structure of a structure of a pivot table.pivot table.






We want to build a pivot table just the like the We want to build a pivot table just the like the one in Figure D.1 on page 225.one in Figure D.1 on page 225.

It shows number of customers by It shows number of customers by REGIONREGION and and RENT VS OWN.RENT VS OWN.






From Pivot Table Field List box:From Pivot Table Field List box: Drag Drag REGIONREGION and drop it into “Drop Row and drop it into “Drop Row

Fields Here.”Fields Here.” Drag Drag RENT VS OWNRENT VS OWN and drop it into “Drop and drop it into “Drop

Column Fields Here.”Column Fields Here.” Drag Drag CUST IDCUST ID and drop it into “Drop Data and drop it into “Drop Data

Items Here.”Items Here.”

Result is shown on next slide.Result is shown on next slide.






Drag and drop CUST ID here.

Drag and drop REGION here.

Drag and drop RENT VS. OWN here.






The default aggregation is by summing, The default aggregation is by summing, not what we want.not what we want.

To change to counting of To change to counting of CUST IDCUST ID, , perform the steps on the following slides.perform the steps on the following slides.






Click on the Click on the Field Field SettingsSettings button in the button in the Pivot Table toolbar.Pivot Table toolbar.






Click on Click on Count Count in in Summarize bySummarize by::

Click on Click on OK.OK.






Now, the pivot table counts the number of customers.






You can add as many pieces of You can add as many pieces of information to a pivot table as you want.information to a pivot table as you want.

We added We added TOTAL PURCHASESTOTAL PURCHASES in Figure in Figure D.13. (p. 238)D.13. (p. 238)






Drag and drop TOTAL PURCHASES here to obtain a summary of another dimension of information.






On Your Own

Creating aPivot Table

(p. 238)





BACK TO DECISION SUPPORTBACK TO DECISION SUPPORT

AutoFilter - helps you quickly create a view of a partial list of information.

Conditional Formatting - maintains the view of the entire list of information but highlights key pieces of information that you may be looking for.

Pivot table - helps you quickly aggregate or summarize information by dimension.





Summary Summary Student Learning Outcomes Student Learning Outcomes

1. Define a list and list definition table within the context of spreadsheet software and describe the importance of each.

2. Compare and contrast the AutoFilter function and Custom AutoFilter function in spreadsheet software.

3. Describe the purpose of using conditional formatting.

4. Define a pivot table and describe how you can use it to view summarized information by dimension.





Summary Summary Assignments and ExercisesAssignments and Exercises

1.1. What production problems do you have? What production problems do you have?

2.2. Evaluating total purchases and annual Evaluating total purchases and annual incomeincome

3.3. Finding out information about your Finding out information about your employeesemployees

4.4. Exploring information at B&B TravelExploring information at B&B Travel

5.5. Create a list for a bookstoreCreate a list for a bookstore

Documents

D-1 Management Information Systems for the Information Age Copyright 2004 The McGraw-Hill Companies, Inc. All rights reserved Extended Learning Module