Assignment 4

Read the assignment instructions carefully before you begin. Make sure that you submit all the required files through the course web site. For this assignment, you will submit two files: an Excel workbook and an Access database. Save your files using a name that contains your last name, the assignment number, and the question number; do not use spaces in the filename, use underscores ( _ ) instead. For example, if your last name is "Lee", your solution to Assignment 4 Question 1 should be saved as Lee_A4_Q1 or similar. Upload all files before submitting the assignment.

Objectives:

to design and construct a "real-world" Excel workbook; to professionally format numeric data and labels in Excel; to set up an Excel worksheet for printing; to use a nested IF function to compute multiple conditional results; to create embedded charts and chart sheets using worksheet data; to design a simple relational database; and to create an Access database with tables and relationships

Notice that the first question is worth substantially more marks than the second! It involves a lot more work.

Question 1 (14 marks)

AtoZ Berry Patch revisited
This assignment will be based on your workbook from Assignment 3. You will be extensively modifying that document, so keep a backup copy of your Assignment 3 work! With the exceptions noted below, you will not be marked on the same elements that were required on that assignment, though your calculations should be fully functional. Delete the last worksheet (Question 2) before starting. You will be formatting your worksheets to make them more visually pleasing, and adding charts for a graphical representation of the data on the sheets. There may also be a small number of additional calculations that you will need to perform. A model answer (A4Q1_Model_Answer), that shows what the formatting in your final workbook might look like, is uploaded along with this assignment. There are a number of creative formatting choices that you can make, if you want to give it a different appearance. Most calculations are the same as the previous assignment, with some additions noted below. Not all the formula results are shown (all of the yellow cells will be filled in with your calculations.) Some overall requirements:

All work must be formatted very neatly, readably, and appropriately. No worksheet cells should have their contents cut off or overlapping any other. Merge cells to prevent this. Always use the best formula.
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Creative possibilities: while you should use appropriately larger and/or bold fonts to clearly identify worksheet titles and other important elements, your font, colour, and font size choices are up to you. You don't have to follow the same color scheme as shown in the model. You should, however, aim for a consistent look between your worksheets (i.e. not a different colour for each). Borders and the use of shading should approximately match the model. Everything should have titles or headings that indicate its meaning (including both worksheets and charts). You can start out using autoformats, if they help, but you must still fulfill all the requirements of the assignment (which may require some formatting by hand). Some cells should have light text on a dark background, and should extend over multiple columns and/or rows (merging cells as necessary) to match the model. All worksheets should be set to print in landscape layout, with each sheet fit to a single page, except as noted. All work must be your own.

A. Worksheet 1: Documentation
Add titles, borders, and shading. Formatting:
o o o o

Choose any serif font for the title (in the first row). Bold it. Choose any sans-serif font for the worksheet label (in the second row) on the sheet should. Italicize it. Use a larger font for the title and a larger font but smaller than the title fonts for the label. Use merge and center on each of the first two rows to make the text span across the number of columns that are required to view them fully (i.e, not cut off or overlapped to any column).

Make sure both texts are presented by merging the same number of columns. It will make the alignments of both texts centered to each other.
o o o o o o o

Apply vertical middle align for the texts in title and the label (i.e., align the texts so that they are centered between the top and the bottom of respective cells). Use a dark shading colour for the title and the label, and two different light font colours for the texts. Delete the blank row just after the label. This deletion will cause all data from row 4 move one row upward thus row 4 will become row 3 and so on. Use a light colour for the cells whose values you have either entered or calculated (the yellow cells in the model) and a dark colour for the texts in these cells. Use a light colour for cells A3:A5 and a dark colour for the text in these cells. Right align the contents in these cells. Add some borders to the titles and the below contents. Note that this same colour scheme/layout will be applied to the rest of your workbook (fonts, sizes, and colours) to maintain a consistent visual appearance.
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Page header and footer: o The left section of the header should contain the sheet name (can be selected from the dialog box). o The workbook's filename and current date on separate lines (can be selected from the dialog box) should be placed at the middle section of the header. o The right section of the header has the name of the farm (i.e., AtoZ Berry Patch) on the first line, and your name on the second line. Italicize your name. o The middle section of the footer has the page number and total number of pages on a single line with the format Page Number of Number of Pages (both can be selected from the dialog box, but you need to type the word of between them). o The left and right sections of the footer should be kept empty. The same page header and footer are also used for the second, fourth and fifth worksheets. Print layout: o Horizontally and vertically center the print area on the page. o Set the orientation of the page to Portrait.
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The content of this worksheet should be shown in a single page. Adjust the scaling, if it does not fit in one single page.

B. Worksheet 2: Income
Content is very similar to the previous assignment, with the following change: o Insert a new column between columns B and C. This insertion will cause all data from column C move one column right and the new column will be column C.

o o

In cells C4 and C18 type the heading Item code. From cells C6 to C12 and from C20 to C26 insert the names of respective item codes of all items in column B. Consult the above picture to obtain item code information for a particular item. Sort the data only in the Fruits category in the upper table (i.e., from B6 to O8) based on item name (i.e., column B) in A to Z order.

You need to apply a custom sorting based on Sort by column B.

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Before sorting, make sure you have selected the range from B6 to O8 only; otherwise you will result a table with wrong data. Also, you need to keep My data has headers unchecked in the Sort dialogue box. Note that, applying this sorting operation on the upper table may change the data under Week columns in the below table, at this point.
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Sort the data only in the Fruits category in the lower table (i.e., from B20 to N22) based on item name (i.e., column B) in A to Z order.

Note that, applying this sorting operation on the below table should change the data in its Week columns back to their original value. Change the content of O4 from Count sell to Count sell < average. Formatting: o Use the same formatting for the title and the label that you did in the first worksheet (colours, font, borders, merging). Make the title and label span all the columns of content (columns A:O). o The ranges A4:B5, E4:L4, A18:B19 and E18:L18 are merged and the respective texts are centered (both vertically and horizontally). o A6:A8, A9:A10, A11:A12, C4:C5, D4:D5, M4:M5, N4:N5, A20:A22, A23:A24, A25, A26, C18:C19, D18:D19, M18:M19, and N18:N19 are merged and texts in these merged cells are aligned centered (both vertical and horizontal) of respective cells. o O4:O5 are merged and the text in the merged cell is aligned centered (both vertically and horizontally). Allow Excel to keep the upper-left most data (i.e., the content of O4) in the merged cell. (The content of O5 will automatically be deleted). Apply text wrapping on the merged cell to fit the content within the cell. o Apply an alternate colour scheme for the rows in different categories (e.g., Fruits, Vegetables, and Attractions) to both tables, so that data in different categories can be easily identified. o You can continue the same colour scheme for the other parts (e.g., column headings and the last two rows) of the both tables. Otherwise, apply a different colour scheme for these parts. o Apply solid borders to both tables. Use borders after the column headings (i.e., rows 5 and 19) and before the Total rows (i.e., rows 13 and 27) in both tables too.
o

Page header and footer: Use the same header and footer as the previous worksheet. Print layout: o Horizontally and vertically center the print area on the page. o Set the orientation of the page to Landscape.
o o

Set the scaling of the page to a value that enables the whole content in the worksheet fits in a single page.

You can also use the Page Break Preview to adjust the boundaries of the pages.
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C. Sheet 3: Income Chart

This is a chart sheet NOT a worksheet. You need to insert this sheet between the Income and Loan worksheets. This insertion will push the Loan and Cost and Benefit worksheets to the fourth and fifth worksheet positions, respectively. Chart:
o o o o

The purpose of this chart is to track the week-by-week income. This is a combination type chart. Data are taken from the Income worksheet from E19:L26. Use stacked columns for Blueberry, Raspberry, Asparagus, Pumpkin, Corn Maze and Picnic Spot and a line for Strawberry. Both axes will contain $ values but different range. Make sure the axis scales are appropriate; avoid too much wasted blank space. Edit the legend entries for the series to show the item names from B20 to B26 in Income worksheet.

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One way to do this is to edit all legends one after another. Right click on the chart, then choose Select Data to open the Select Data Source dialog box. Select one series from the Legend Entries (Series) and edit it. In the Edit Series dialog box choose the Series name depending on the Series values already available in the dialog box.
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The chart itself and all of its axes must have titles. Customize the chart view. How you do that is up to you, but some marks will be set aside for your effort. You can use colours, fills, backgrounds, text, drawing tools, and any other techniques you have learned. Your chart must look very different from the "built-in" Excel chart appearance. The chart in the model would earn full marks.

However, resist the urge to over-do it. Your chart must still be meaningful and readable! It must be possible to identify every element on the chart, either using a legend or using descriptions placed on the chart. Page header and footer:
o

There is no header (or footer) on this sheet.

Print layout: Set the page layout to landscape.

D. Worksheet 4: Loan
Formatting:
o

Apply the same formatting scheme you used on Income worksheet here (fonts, sizes, merging, borders, shading). Make the titles span to the required number of columns (e.g., columns A:E).
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Page header and footer: Use the same header and footer as previous worksheets. Print layout: o Set the page layout to portrait. o Set print area from cell A1 to cell E12. o Horizontally and vertically center the print area on the page. o Show the gridlines in the printed copy.
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E. Worksheet 5: Cost and Benefit

Content is very similar to the previous assignment, with the following changes: o Insert a blank row after row 21. This insertion will cause all data from row 23 move one row down and the new row will be row 22. o Write Profit category as the row header of the newly inserted row (i.e., at cell A22).
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Cells A29:B33: Type the table as shown in the following figure (in the next page). At row 22 assign profit category for the value in row 21 (i.e., the difference between the net profit and the average of net profit) for each week. Calculate the profit category for each week by using the parameters in Profit Category table as shown in A29:B33. The category BELOW is assigned if Net profit Average of Net profit (in row 21) is negative (i.e., less than zero). An ABOVE category is assigned to all positive values (i.e., greater than zero) of Net profit Average of Net profit calculation. And category AVERAGE would represent the condition when Net profit = Average of Net profit (i.e., Net profit Average of Net profit = 0). To perform this calculation, you must use a nested IF function. A single calculation should be written and filled across the entire row to produce the results.

This calculation should get the necessary values from the parameter area using cell references. You must NOT type BELOW, AVERAGE and ABOVE in your formula. You will need absolute references to refer to the parameters instead. Chart: Create a 3D pie chart showing the net profit distribution (in row 20) for each of the weeks. o Explode the smallest segment (i.e., Week 6), as shown in the model. o Add an appropriate title to the chart. o You can otherwise customize it as you like, though it must still be readable. Formatting:
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Use the same formatting for the title, label and the tables that you did in previous worksheets (colours, font, borders, merging). Make the titles span all the columns of content (columns A:J).

Page header and footer:

o

Use the same header and footer as previous worksheets.

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Print layout:
o o o o o

Horizontally and vertically center the print area on the page. Set the page layout to landscape. Set print area in such a way that it includes the whole content of the worksheet. Use page setup to fit to 1 page wide by 2 pages tall. Set the scaling of the page to a value that enables the whole content, except the chart, in one page and the chart in another page.

Hand in your Microsoft Excel document.

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Question 2 (6 marks)
AtoZ Berry Patch Summer Sell Record
In this question, you will design and create a simple relational Access database to store part of the information about the purchase records during the summer 2011 in AtoZ Berry Patch. The purchase data (in a tabular form) are available in the following table. The data in the table contain redundant and/or inconsistent information. It would be far more appropriate to store it in a properly-designed relational database, particularly as the collection of information grows. Design a relational database that consists of two entity tables and one transaction table that minimizes the redundancy and/or prevents inconsistencies. Add new key fields if necessary, and split up any fields that have too much information (if any); otherwise, you should have the same fields as the original data set. Create an Access database based on your design, and add to it the same data as shown in the data set below.

Your complete database must have:

Three tables
Create these tables with appropriate field types and sizes. If you need to create a new key field, use the AutoNumber type.

Two relationships
Create appropriate relationships between the tables (you will require two of them), and enforce referential integrity for each relationship.

Data
Add the data shown above. Since you have reduced redundancy, you should not need to type in the same names, cities, postal codes or items more than once.

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One query
Use the Query Wizard to create a simple query that combines the information from all three tables to produce a dynamic result that shows the complete data set, just like the original data table.

Remember, the query is dynamic and re-created every time it is run. Data that you see more than once is not redundant: if you change it in one place, it will change in its table, causing it to change everywhere it appears in the query results (re-run the query to see the changes).
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Of course, the query results may not match the original data table exactly. Also, the sorting and columns may be different. The overall amount of data will be the same.
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Compact your database and quit Access before submitting your file.

Quitting Access ensures that your data is completely saved to disk. Also, it reduces the likelihood that you hand in a wrong file: when a database is open, Access creates temporary files in the same folder. Make sure you hand in the actual Access database file. Hand in your Microsoft Access database file.

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