Microsoft Excel.. Pivot tables ?

Assignment School Engineering and Information Technology

ITECH1005: Business Information Systems

1

Aims

To analyse a set of data (in Microsoft Excel), and write a brief report (in Microsoft Word), identifying and

explaining your insights into the operation of Trade Fair organized by “Latrobe Valley Product Gallery”.

Learning Objectives

In the process of this assessment task you will:

• plan, schedule and execute project tasks with a view to improving your personal productivity; • gain awareness of some typical issues related to the operation of a small-to-medium size business; • use the functionality of Microsoft Excel 2007/2010 to manipulate data, analyse it and visualise it in

tabular and chart form; and

• use the functionality of Microsoft Word to write a brief report of your business observations and recommendations.

Due date: Week 11, Friday, Midnight

Submit the individual work file, named 'a1-<Surname_ID>.doc',

by Week 11, Friday, midnight via Moodle.

Cutoff date: Week 12, Friday, Midnight

Any submission after the due date will receive a deduction of

5% per day, this includes weekends.

Marks: This assignment has a total 100 marks and it is worth 30% out of the total assessment.

Extensions: An extension will only be considered with supporting documentation from a health professional and if the

problem/illness occurred within the week prior to the due

date. If an extension is granted the extension will then equal

the number of days specified on the doctor's certificate, with a

maximum limit of one week.

Authorship: This assignment is an individual assignment and it shall be completed by the individual student only. The final submission

must be identifiably the work of the individual. Breaches of this

requirement will result in an assignment not being accepted for

assessment and may result in the offending student or students

being required to present before the Disciplinary Committee.

Assignment School Engineering and Information Technology

ITECH1005: Business Information Systems

2

Latrobe Valley Product Gallery: Analysing Sales and Customer Relations

Introduction

Latrobe Valley Product Gallery (LVPG) specialises in promoting and selling both (i) stand space at trade

fairs and (ii) tickets for visitors to trade fairs in Latrobe Valley, Gippsland area. The company currently

promotes and sells two different sized stand spaces, to new or returning exhibitors, for a number of

Trade Fairs locally and overseas. LVPG also provides a number of additional value-added services to

exhibitors for fees, such as organising exhibitor stands, developing marketing material for exhibitors to

distribute at fairs, arranging travel and/or accommodation for exhibitors, and hospitality/catering for

exhibitors to offer their customers attending the trade fair. LVPG also organise visitor tickets for the

trade fairs, which also provide commission income. All these activities are managed through the efforts

of a number of sales representatives. The company’s founder, Ms Diamantina Rose, like all small

business owners, is always interested in finding ways to increase revenues and decrease expenses.

Ms Rose has recently hired you as her business analyst and poses some operational-level questions

about the performance of her business. She is also eager to hear your thoughts and ideas on how to

improve the business and requires you to make several recommendations on how to improve the

company’s performance, especially in relation to the following business objectives:

• improving the sales strategy; • improving internal efficiencies and effectiveness; and • building strong lasting relationships with its customers.

Ms Rose has provided you with last year’s sales information in the “ITECH1005_assignment_data.xlsx”

file. The data needs to be analysed and visualised to help observations related to the business operation

and its shortcomings.

The data worksheet “Sales” contains collected information of the consultancy’s operations in the

current year. These details included:

• Date (of customer order), • Trade Fair • Customer (i.e. exhibiting company) • space sold (sq.m.) • Sales Representative • time spent by Sales Representative to complete sale • returning Exhibitor? • Exhibitor stand organised? • Exhibitor travel organised? • Exhibitor accommodation organised? • Exhibitor marketing material organised? • Exhibitor hospitality organised? • Visitor tickets sold

The fees charged by LVPG to customers (i.e. exhibitors) for their value-added services are:

Assignment School Engineering and Information Technology

ITECH1005: Business Information Systems

3

Value Added Service Fee ($A)

Exhibitor stand organised 1350

Exhibitor travel arrangements 220

Exhibitor accommodation arrangements 150

Exhibitor marketing material organised 1100

Exhibitor hospitality organised 170

The data worksheet “Fairs” contains collected information of the Trade Fairs over the past decade.

These details included:

• Trade Fair • Year • space available for LVPG to sell to exhibitors (sq.m.) • Visitor tickets sold by LVPG • Total Profit for LVPG

LVPG receives a fee ($8) for each Trade Fair visitor ticket sold through its Sales Representatives. This

historical information is summarised in the “Fairs” worksheet as a summation of all Sales Representative

ticket sales.

The company receives different rates of ‘commissions’ (i.e. fees) from the various Trade Fairs for selling

space to companies exhibiting at the various fairs. The Trade Fair managers charge $150 per square

meter for floor space at all Trade Fairs. LVPG receive commission according to the following table.

Commission Received Space Sold Rate (% of sale amount)

New Exhibitor (large) >= 20 sq.m. 20

New Exhibitor (small) < 20 sq.m. 17

Returning Exhibitor (large) >= 20 sq.m. 12

Returning Exhibitor

(small)

< 20 sq.m. 8

LVPG then pays commissions to the Sales Representatives for selling the space to those exhibiting

companies. Each representative also receives $10 for each hour of their service. The following tables

describe how these commissions are calculated:

Commission Paid Space Sold Rate (% of commission received)

New Exhibitor (large) >= 20 sq.m. 10

New Exhibitor (small) < 20 sq.m. 8

Returning Exhibitor (large) >= 20 sq.m. 6

Returning Exhibitor (small) < 20 sq.m. 3

Calculations (All Students): a) Total sales, sub-totalled by each (a) Trade Fair, (b) Sales Representative, and (c) income type. Use

Pivot Table(s) and appropriate graph(s)/chart(s) to summarise these calculations.

b) Total profit, sub-totalled by each (a) Trade Fair, and (b) Sales Representative. Use Pivot Table(s) and appropriate graph(s)/chart(s) to summarise these calculations.

Assignment School Engineering and Information Technology

ITECH1005: Business Information Systems

4

c) Total expenses, sub-totalled by each (a) Trade Fair, (b) Sales Representative, and (c) expense type. Use Pivot Table(s) and appropriate graph(s)/chart(s) to summarise these calculations.

d) Total hours worked, sub-totalled by each (a) Trade Fair, and (b) Sales Representative. Use Pivot Table(s) and appropriate graph(s)/chart(s) to summarise these calculations.

e) Changes to profitability over the past decade, including 2014 figures, sub-totalled by each Trade Fair. Use an appropriate graph/chart to summarise these changes.

Ms Rose requires you to make observations to help her with the following questions.

Observations (All students): f) Who are LVPG’s five best and five worst customers by total sales? Use an appropriate table and

graph/chart to summarise these observations.

g) What are LVPG’s best and worst value-added services by total profit? Use an appropriate table and graph/chart to summarise these observations.

h) What are LVPG’s best and worst Trade Fairs by total profit? Use an appropriate table and graph/chart to summarise these observations.

i) What would happen to profits if the rate of pay to Sales Representatives for hours worked on sales was increased by 50%? Use an appropriate table and graph/chart to summarise these calculations.

Observations (ITECH5005 Students Only): j) What are the best Sales Representative’s best- and worst-selling services (by total profit)? Use an

appropriate table and graph/chart to summarise these calculations.

k) What would happen to profits if the amount of space required to be sold to change the scale of commission paid was changed from 20 sq.m. to (a) 25 sq.m. and (b) 30 sq.m. Use an appropriate table

and graph/chart to summarise these calculations.

Ms Rose also requires you to make recommendations concerning the following business-level questions.

Recommendations (All Students): l) Should LVPG focus on any particular (a) customer(s), (b) Trade Fairs, and (c) particular sales activities

in future, and why?

m) What are your recommendations for resolving any data redundancy issues observed in the workbook?

n) What are your recommendation regarding what other data should be collected to improve decision making for LVPG?

o) What are your recommendation regarding record-keeping to improve the quality of data collection and management?

Recommendations (ITECH5005 Students Only): p) What changes should LVPG make regarding any currently employed Sales Representative(s), or to the

fees paid to the Sales Representatives, and why?

Ms Rose has asked you to provide her with the details of how you have accomplished these tasks.

Therefore, you must include the functions and the formulae you’ve used in your analyses, and not

simply report the answers. Create a new worksheet in the assignment workbook called “Calculations” to

provide Ms Rose with these calculations and summations.

As a paid consultant, your submission to Ms Rose must be professionally presented; all analyses,

calculations and summaries in the Excel file must have headings and be supported with explanatory

Assignment School Engineering and Information Technology

ITECH1005: Business Information Systems

5

notes; and the formal business report must be preceded by a ‘covering letter’ (i.e. incorporate letter as

first page of your Word document with your report on following pages).

Note: All recommendations in your report must be clearly justified (e.g. include charting or refer to

specific analyses/summaries from the Excel spreadsheet).

Some Hints

The business options are linked to a number of questions posed by Ms Rose. Your role is to answer

these specific questions and to support your answers with your data analysis as presented in the

appropriate tables and charts. Ensure that your recommendations address the company’s objectives,

and that they are clearly linked to your observations.

There is no ‘ideal’ or ‘best’ way of doing this project. You’ll be assessed on your insight of the data, on

your ability to make observations by analysing (with formulas) and visualising (with charts) your data,

and your ability to link your observations to business issues.

There are numerous Microsoft Excel facilities and functions that may be useful in this project. While

planning your workbook, and especially the observations, you may wish to review the tutorials on the

related topics (e.g. Excel functions, absolute and relative cell referencing, formatting, chartings and

managing large worksheets, as well as on the analysis of Excel data and drawing recommendations).

The Excel workbook contains all the necessary data for your assignment. However, you need to make

sure the records included in the worksheets are not faulty or inaccurate (e.g. missing data) to avoid

errors in calculations.

You will very likely need to analyses beyond the assessable tasks to gain sufficient insight into the

business operations to provide recommendations to Ms Rose. Include any additional analyses or

summaries on the calculations worksheet.

You might check the space available and compare it to the space sold this year.

Make sure you review the marking guide, to ensure you complete all required tasks before submission.

Assignment Assessment

The questions posed to you in this assignment range from easy, through medium to challenging.

However, it is expected that all students will succeed in all the tasks. Some of the tasks are very similar

to those covered in tutorials and the associated exercises. Some of the challenging tasks may rely on

insight that requires self-directed study (e.g. using help facilities in Excel to explore in depth some of the

topics covered in the tutorials).

This assignment is worth 30% of total marks for this course and will be marked on:

• your demonstrated understanding of the problems; • completeness of the tasks; • exploration of the features in Microsoft Office; and • quality of the submission (Excel workbook & Word document).

Assignment School Engineering and Information Technology

ITECH1005: Business Information Systems

6

Submission

All students are required to submit two (2) files for this assignment, via Moodle, prior to the due date

and time.

Marking Guide

Tasks Marks

Calculations (All Students):

a. total sales, sub-totalled by each (a) Trade Fair, (b) Sales Representative, and (c) income type. b. total profit, sub-totalled by each (a) Trade Fair, and (b) Sales Representative. c. total expenses, sub-totalled by each (a) Trade Fair, (b) Sales Representative, and (c) cost type. d. total hours worked, sub-totalled by each (a) Trade Fair, and (b) Sales Representative. e. changes to profitability over past decade, including 2014 figures, sub-totalled by each Trade Fair.

12 3

2

3

2

2

Observations (All students):

f. Who are LVPG’s five best and five worst customers by total sales? g. What are LVPG’s best and worst value-added services by total profit? h. What are LVPG’s best and worst Trade Fairs by total profit? i. What would happen to profits if the rate of pay to Sales Representatives for hours worked on sales

was increased by 40%?

8 2

2

2

2

Observations (ITECH5005 Students Only):

j. What are the best Sales Representative’s best- and worst-selling services (by total profit)? k. What would happen to profits if the amount of space required to be sold to change the rate of

commission paid was changed from 20 sq.m. to (a) 25 sq.m. and (b) 30 sq.m.

4 2

2

Recommendations (All Students):

l. Should LVPG focus on any particular (a) customer(s), (b) Trade Fairs, and (c) particular sales activities in future, and why?

m. What are your recommendations for resolving any data quality issues observed in the workbook? n. What are your recommendation regarding what other data should be collected to improve decision

making for LVPG?

o. What are your recommendation regarding record-keeping to improve the quality of data collection and management?

6 3

1

1

1

Recommendations (ITECH5005 Students Only):

p. What changes should LVPG make regarding any currently employed Sales Representative(s), or to the fees paid to the Sales Representatives, and why?

2 2

Submission Presentation:

q. Report is well presented and well-written, containing: • Title page • Executive Summary (outlining scope of report, key findings and recommendations) • Table of Contents • Appropriate use of headings within report • Appropriate use of figures (i.e. graphs, summary tables) and reference to calculations and

summaries to justify all observations and recommendations

4

0.5

1

0.5

0.5

1.5

Deductions:

Late submission (deduction - 10% per day)

MS Excel workbook and Word document not named correctly (deduction - 0.5 marks each)

Pivot Tables and Graphs/Charts not used in analyses as required (deduction – up to 5 marks)

Assignment School Engineering and Information Technology

ITECH1005: Business Information Systems

7

Analyses and summaries in workbook do not have headings and explanatory notes (deduction – up to

4 marks)

Total marks ITECH1005 students: 30

Total marksTECH5005 students: 36

Contribution to total marks 30%