abt02206 302 Yosep knowledge task
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The University of Adelaide *
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Course
BSBTEC302
Subject
Information Systems
Date
Apr 3, 2024
Type
docx
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14
Uploaded by KidFogDolphin28
Assignment Name: 302 Knowledge Course Name:
Certificate III business
Student Name:
Yosep Monier Nababan
Student ID:
BPU2AK3YCH
Assessor Name:
Ann Grenci
Date Submitted:
18/03/2023
Student Declaration
I agree to undertake assessment in the knowledge that information gathered will only be used for assessment purpose and can only be accessed by the AIBT
I declare that:
The material I have submitted is my own work.
I have kept a copy of all relevant notes and reference material that I used in the production of my work.
I have given references for all sources of information that are not my own, including the words, ideas, and images of others.
Student Signature:
Yosep
Date: 18/03/2023
Question 1.1
List at least six points to consider to ensure spreadsheet design suits purpose, audience and information requirements of task.
1.
Purpose: Clearly define the purpose of the spreadsheet and what I want to accomplish with it. This will help guide the design and ensure that all elements are aligned with the desired outcome.
2.
Audience: Consider who will be using the spreadsheet and what their needs and preferences are. This may include factors such as technical proficiency, accessibility requirements, and preferred format.
3.
Information Requirements: Identify the types of data that will be stored in the spreadsheet
and what calculations or analysis will be performed on it. This will help determine the structure and format of the spreadsheet.
4.
Data Organization: Consider the best way to organize the data in the spreadsheet, such as using tables, filters, or pivot tables, to make it easy to access and analyze the information.
5.
Layout and Formatting: Make sure the layout and formatting of the spreadsheet are clear and easy to understand. This may include using color coding, font styles, and cell formatting to highlight important information.
6.
User Interaction: Consider how the spreadsheet will be used and interacted with by the audience. This may include features such as drop-down menus, form controls, or data validation to ensure that data is entered correctly and consistently.
Source: E-book topic 1 page 2
Question 1.2
What are the task requirements concerning data entry, storage, output, timeline, and presentation format for spreadsheet design?
In a cleaning service workplace, the task requirements concerning data entry, storage, output, timeline, and presentation format for spreadsheet design may include the following:
1.
Data entry:
Record client information, such as names, addresses, contact details, and service preferences.
Log employee details, including names, contact information, work schedules, and assigned tasks.
Input billing information, like invoice numbers, dates, amounts, and payment status.
2.
Storage:
Organize data in separate sheets or tables for clients, employees, billing, and inventory.
Maintain a consistent format for data entry, such as using specific date formats and capitalization rules.
Implement data validation rules to ensure accurate and consistent data entry.
3.
Output:
Generate reports, such as outstanding invoices, completed tasks, and employee schedules.
Create summaries of cleaning supplies usage and inventory levels for reordering purposes.
Prepare client statements or invoices detailing the services provided, amounts due, and payment terms.
4.
Timeline:
Update employee schedules and assigned tasks on a daily or weekly basis, depending on the frequency of cleaning services.
Monitor billing information regularly (e.g., weekly or monthly) to ensure timely invoicing and payment tracking.
Conduct inventory checks at regular intervals (e.g., monthly) to maintain appropriate stock levels of cleaning supplies.
5.
Presentation format:
Use clear and concise headers and labels to make the spreadsheet easy to understand and navigate.
Apply conditional formatting to highlight important information, such as overdue invoices or low inventory levels.
Utilize graphs and charts to visualize data, like revenue trends or employee productivity.
Source: E-book topic 1 page 3-4
Question 1.3
What should you consider if you are selecting a suitable spreadsheet application for a work task or activity?
1.
Type of software: Organizations should consider whether they want to use open-source software or software provided by a recognized vendor. Open-source software is freely available, but there is a risk involved in using it as it is not supported by a vendor. Software provided by a vendor can be purchased outright or via a subscription, but the latter requires regular payments and includes full support from the vendor. 2.
Cost: Organizations should consider the cost of the spreadsheet application and ensure it is within the budget for the task or activity. They should also consider whether they want to purchase the software outright or subscribe to it.
3.
Functionality: Organizations should consider the features and functions that are required for the task or activity, such as data analysis tools, charting capabilities, and formula options.
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They should select a spreadsheet application that has the necessary functionality to meet the needs of the task.
Example: Let's say an organization wants to track sales and expenses. In this case, the organization might consider the following factors when selecting a spreadsheet application:
1.
Type of software: The organization might opt for software from a recognized vendor, such as Microsoft Excel or Google Sheets, to ensure full support and security.
2.
Cost: The organization might consider the cost of the software and opt for a subscription model to ensure access to the latest releases and full support from the vendor.
3.
Functionality: The organization might want a spreadsheet application with strong data analysis tools and charting capabilities to effectively track sales and expenses.
Source: E-book topic 1 page 5 Question 2.1
What are the design considerations to make sure a spreadsheet suits the purpose, audience, and information requirements of its task?
When designing a spreadsheet to suit the purpose, audience, and information requirements of its task, the following design considerations should be made:
1.
Layout: Make sure the layout of the spreadsheet is easy to navigate and makes sense for the purpose and audience of the task. Group data entry fields together and use cell color to identify data entry points.
2.
Data Entry: Make it obvious where to enter data by using cell color and protecting the worksheet and unprotecting the cells where data is entered so they are the only selectable cells.
3.
Formulas: Use the spreadsheet's inbuilt formulas to simplify data analysis and calculations.
4.
Data Validation: Use data validation to ensure that the data entered into the spreadsheet is accurate and meets the required standards.
5.
Templates: Save worksheets used regularly (e.g., monthly reports) as templates to streamline the data entry process.
6.
Automation: Use automation (e.g., macros) for repeated tasks to save time and improve efficiency.
Example: Let's say I am designing a spreadsheet to track employee expenses for a company. In this case, the following design considerations should be made:
1.
Layout: The layout of the spreadsheet should be easy to navigate and make sense for the purpose and audience of the task. Data entry fields for the expenses should be grouped together, and the cells where data is entered should be clearly identified with a different color.
2.
Data Entry: The cells where the expenses are entered should be the only selectable cells and protected, making it obvious where to enter the data.
3.
Formulas: The spreadsheet should use inbuilt formulas to calculate the total expenses and average expenses per employee.
4.
Data Validation: Data validation should be used to ensure that the data entered into the
spreadsheet meets the required standards and is accurate.
5.
Templates: The spreadsheet should be saved as a template to simplify the data entry process for future months.
6.
Automation: Macros can be used to automate the data entry process and save time.
Source: E-book topic 2 page 2
Question 2.2
Describe at least six formatting requirements that might be specified when producing workplace documents.
When producing workplace documents, the following formatting requirements should be considered:
1.
Layout: Ensure that the layout of the document makes sense and is easy to navigate, with data entry fields grouped together and cells where data is entered identified with a different color.
2.
Data Entry: Make it obvious where to enter data by using cell color and protecting the worksheet and unprotecting the cells where data is entered so they are the only selectable cells.
3.
Formulas: Use the spreadsheet's inbuilt formulas to simplify data analysis and calculations.
4.
Data Validation: Use data validation to ensure that the data entered into the document meets the required standards and is accurate.
5.
Templates: Save worksheets used regularly (e.g., monthly reports) as templates to streamline the data entry process.
6.
Automation: Use automation (e.g., macros) for repeated tasks to save time and improve efficiency.
Source: E-book topic 2 page 3
Question 2.3
What are the advantages of style sheets and automatic functions in meeting guidelines on spreadsheet
design and use?
The advantages of using style sheets and automatic functions in meeting guidelines on spreadsheet design and use are:
1.
Consistency: Style sheets help maintain design consistency across a range of documents and spreadsheets, ensuring that the organization's brand and image is consistently represented.
2.
Themes: The use of themes in spreadsheets provides a group of design and layout styles that enhance the appearance of the spreadsheet. Themes can be modified or even created by the organization to match its corporate style guide.
3.
Customization: Spreadsheets offer an array of predefined styles, but if a specific style is not included, it can be easily created and added to the organization's style sheet.
4.
Efficient Design: Applying a theme will update all the styling elements, making it easier and more efficient to maintain consistency in design across a range of documents.
5.
Time-saving: Saving the design elements as a theme or in the application's normal template allows for easy and quick application to future spreadsheets, saving time and effort in the design process.
Example: Let's say a company wants to maintain consistency in the design of its monthly reports. By using a style sheet and automatic functions, the company can:
1.
Apply a theme to the spreadsheet to provide a consistent design and layout.
2.
Modify the theme to match the company's corporate style guide, ensuring that the company's brand and image is consistently represented.
3.
Use predefined styles in the spreadsheet or create custom styles and add them to the company's style sheet.
4.
Save the design elements as a theme or in the application's normal template, allowing for easy and quick application to future spreadsheets.
Source: E-book topic 2 page 4
Question 3.1
How can you check the data you have entered? Why should you check it?
To check the data entered into a spreadsheet, I can use the following methods:
1.
Review the data manually: Review the data by scrolling through the cells and checking that the data is accurate and entered in the correct format.
2.
Use the inbuilt formulae: Use the inbuilt formulae to perform calculations and check that the data is accurate. For example, I can use the SUM formula to add up a range of cells and check that the total is correct.
3.
Use data validation: Use data validation to ensure that the data entered into a cell meets specific criteria. For example, can set data validation to only allow numbers between 1 and 100 in a certain cell.
Why check the data?
1.
Reliability: Checking the data ensures that the information contained in the spreadsheet is
accurate and reliable, which is important for making informed decisions.
2.
Consistency: Checking the data ensures that it is entered in a consistent format, which makes it easier to analyze and compare.
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3.
Avoid errors: Checking the data helps to avoid errors, such as incorrect calculations or incorrect data entry, which can have significant consequences for the organization.
Source:
E-book topic 3 page 2
Question 3.2
What are the typical number formats used in spreadsheets?
The typical number formats used in spreadsheets include:
1.
General: This is the default format for numbers and displays numbers without any specific formatting.
2.
Number: This format displays numbers with or without decimal places, and includes options for specifying the number of decimal places, the use of a thousands separator, and
a currency symbol.
3.
Currency: This format displays numbers as currency, with options for specifying the currency symbol, the number of decimal places, and the use of a thousands separator.
4.
Percentage: This format displays numbers as percentages, with options for specifying the number of decimal places.
5.
Scientific: This format displays numbers in scientific notation, with options for specifying the number of decimal places.
Source: E-book topic 3 page 4
Question 3.3
How can you test formulae? Who should you consult in the testing process?
When checking formulae in a spreadsheet, it is recommended to test the results outside of the spreadsheet application. This can be done by creating another spreadsheet for test results, but it is
important to keep in mind that the results can contain the same errors as the original spreadsheet.
There are several elements that can be checked, including:
The formulae themselves
The accuracy of the data
The accuracy of data entry
Cell and range references
Absolute references
Relative references
Mixed references
To ensure the accuracy of formulae, one way is to use a calculator to test the results. Once the formulae are complete, it is important to consult the stakeholders to confirm that the spreadsheet
is performing the operations they expect. If there are any discrepancies, the spreadsheet may need to be modified.
For example, if the spreadsheet is used to calculate interest, the formula used might calculate the annual interest, but the stakeholders might actually require a monthly interest figure. In this case, the spreadsheet would need to be modified to accommodate their needs.
Source: E-book topic 3 page 5
Question 3.4
What search terms could you use to search for help topics relating to page background images?
When someone is looking for help with topics related to page background images, they can use search terms such as "adding a background image to a page in [specific software]," "page background image tutorial," or "how to set a background image in [specific software]." To access the
help utility, they can look for a help button or menu in the software, or use the search box in the top right-hand corner of the application window. They can also press [F1] for help. If the software is connected to the internet, the help function will search the vendor's website for the latest topics and display the best matches at the top of the list. The person can then scroll through the results and click on the article that best matches their needs, which may also include instructional videos.
Source: E-book topic 3 page 7
Question 4.1
Why would you present data in a chart or graph format?
Presenting data in a chart or graph format is beneficial because it makes the information visually appealing and easier to understand. It allows the audience to see relationships, patterns, and trends in the data quickly and effectively. For example, if someone wants to see the sales trend of a company, they can use a chart to see the rising or falling of sales over a specific period.
Different chart types can emphasize different aspects of data, and selecting the appropriate type can make the data appear clearer and stronger. Six basic types of charts are available, such as bar charts, pie charts, scatter plots, and logarithmic graphs. The choice of chart will depend on the audience, as general audiences are familiar with common charts such as bar and pie charts, while expert audiences have experience interpreting specialized charts used in their fields.
The primary objective of a chart is to help the audience understand or remember information. Hence, only the data and design elements that support the primary point should be included in the chart. For example, if the objective is to compare the image resolution of two digital cameras, data for other cameras should not be included.
Source: E-book topic 4 page 2
-3
Question 4.2
How do you create charts?
To create a chart, the first step is to select the cells containing the data that will be used in the chart. The data should be in adjacent cells and can be either in different columns or rows. Once the data has
been selected, the user can then click on the "Insert" tool. This will open a list of chart types, from which the user can choose the type of chart they want to create. Finally, the chart will be automatically added to the worksheet once the user has selected the desired chart type.
Source: E-book topic 4 page 4
Question 4.3
How do you change the chart type and edit chart labels?
To change the chart type in Excel, one would first select the chart, then click "Change Chart Type" from the Chart Design tab. The Change Chart Type Dialog box will open, and the user can click the "All Charts" tab and select the desired chart type and subtype. Finally, the user would click "OK".
In Google Sheets, the process is similar. The user would first select the chart, then click the three dots
at the top right of the chart window. After clicking "Edit chart", the chart editor window will open, and the user can click "Setup". From the dropdown list, the user can select the desired Chart Type and click the desired chart subtype to apply it to the chart.
To modify the chart labels and titles, in Excel, the user would first select the chart, then click "Add Chart Element" from the Chart Layouts group on the Chart Tools Design tab. The user can choose the position of the title from the dropdown list and a chart title will be added to the chart. The user can then click on the title or label in the chart, select the default text, and change it to the desired title.
In Google Sheets, the process is similar. The user would select the chart and click the three dots at the top right of the chart window. After clicking "Edit chart", the chart editor window will open, and the user can click "Customize" and expand "Chart and axis titles". The user can then enter the desired
title text.
Source: E-book topic 4 page 5
Question 5.1
Why is it important to preview and check spreadsheets before finalising them?
It is important to preview and check spreadsheets before finalizing them to ensure accuracy and professionalism. By reviewing the spreadsheet and charts, one can identify and correct any errors
before presenting the work to others. This helps to demonstrate the professionalism and attention
to detail of the person creating the spreadsheet. It may also be a requirement under task requirements to have someone else review and check the work before delivery. By taking the time to thoroughly review and check the spreadsheets, one can ensure that the final product is accurate and meets the expectations of the stakeholders.
Source: E-book topic 5 page 2
Question 5.2
How can you deliver documents to the relevant stakeholder?
To deliver a document to relevant stakeholders, there are a few options available. For Excel
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spreadsheets, the spreadsheet can be attached to an email or a link to the spreadsheet can be sent through a network location. On the other hand, Google Sheets can be shared with other users by sending them a link when the spreadsheet is shared. In some cases, the recipient may not require or want the entire spreadsheet. In such instances, the spreadsheet can be embedded in another document such as a report. This way, the relevant information can be communicated effectively to the stakeholders.
Source: E-book topic 5 page 4
Question 5.3
List six factors to consider when naming, storing and protecting documents.
In a cleaning service workplace, I can apply the six factors mentioned above for naming, storing, and
protecting documents as follows:
1.
Naming convention: When saving client contracts, I can use a naming format like "Contract_ClientName_Date_Version". For example, "Contract_ABCCompany_20230320_V1" for a contract with ABC Company dated March 20, 2023.
2.
File format and version number: Save documents in widely compatible formats, such as ".docx" for Word documents or ".xlsx" for Excel spreadsheets. Always include version numbers to track document updates, such as "V1", "V2", etc.
3.
Accessibility: Store documents in designated folders on a shared drive or cloud-based platform, such as Google Drive or Microsoft OneDrive, with appropriate access permissions for relevant team members.
4.
File management: Organize files in a structured folder hierarchy. For example, create separate main folders for clients, employees, billing, and inventory. Within each main folder, create subfolders for specific categories, like "Active Clients", "Completed Projects", or "Invoices".
5.
Confidentiality and security: Protect sensitive client and employee data by restricting access permissions to authorized personnel. Regularly backup files to avoid data loss, and use encryption or password protection for sensitive documents.
6.
File name and pathway: Include the file name and pathway in the document footer or header to help users locate the original file. For example, "File Path: SharedDrive/Clients/ActiveClients/Contract_ABCCompany_20230320_V1.docx".
Source: E-book topic 5 page 5
Question 6.1
6.1.a
Describe two ways you can calculate the average of a dataset, such as a column of figures.
There are two ways to calculate the average of a dataset, such as a column of figures:
1.
Manual Calculation: In this method, I add up all the values in the column and then divide the sum by the number of figures (rows). In the example given, the average of the values in column A (rows 1 to 3) can be calculated using the formula: (A1 + A2 + A3) / 3. This formula sums the values in cells A1, A2, and A3 and then divides the total by 3, giving me the average.
2.
Using the AVERAGE() function in Excel or Google Sheets: The AVERAGE() function is a built-in function in both Excel and Google Sheets, which automatically calculates the
average of a specified range. To use this function, I simply input the range to be averaged
inside the brackets. In the example given, the average of the values in column A (rows 1 to 3) can be calculated using the formula: =AVERAGE(A1:A3). This formula calculates the average of the values in cells A1, A2, and A3 without requiring manual calculations.
Source: E-book topic 6 page 2 6.1.b
Given a column containing both numerical data and text, how can you establish the number of cells that contain numerical data?
function to count the number of cells containing numerical data in a range that includes both numerical data and text.
Given the dataset:
2
3
5
six
8
10
11
To count the number of numeric values in the range, I would use the following formula:
=COUNT(range)
Replace range
with the actual range in my spreadsheet, such as A1:A7 if the dataset is in column A from rows 1 to 7. The formula will be:
=COUNT(A1:A7)
Upon applying the COUNT() function to this dataset, it will return the number of numeric values, ignoring the text entries such as "six". In this case, the result will be 6, as there are six numeric values in the given dataset.
Source: E-book topic 6 page 2 Question 6.2
What are the key features of both cloud-based and non-cloud based spreadsheets?
Based on the provided information, both cloud-based and non-cloud based spreadsheet applications offer a variety of key features. The main difference between them lies in how they are accessed and how data is stored. Traditional spreadsheet applications like Microsoft Excel are installed on a computer and usually save data on an organization's internal computer system, whereas cloud-based spreadsheet applications are accessed through a web browser and store data on the internet.
Key features of both cloud-based and non-cloud based spreadsheets include:
1.
Conditional formatting: This feature allows cells to be formatted depending on their values, such as highlighting values below or above a certain threshold.
2.
Pivot tables: Pivot tables enable dynamic sorting and organization of data by dragging fields to different parts of the table, allowing users to easily change the view of the data.
3.
Formulae using lookup: Lookup functions can be used to find values in a table by reference or manipulate data, such as adding company details from a company list to a customer contact list.
4.
Advanced charting: Spreadsheets can automatically create sophisticated charts from a range of data, including combining different chart types, such as line and bar charts.
5.
Data validation: This feature allows advanced users to create data validation rules to check if the data being entered is consistent with the defined rules. If a user tries to add an invalid number, they can be prompted for a correct value.
6.
Remove duplicates: Many spreadsheet applications have a command to find and remove duplicates from a dataset, helping to identify and resolve data inconsistencies.
7.
Data filters: Users can filter data based on values in columns, such as filtering a list of customer contacts by postcode or state.
8.
Data visualization: Spreadsheets can summarize values in a dataset visually, like displaying a bar graph in a cell alongside a value to show its relationship to other values.
9.
Error handling: Spreadsheets come with built-in error handling, displaying messages like #REF! when errors occur in the logic or calculations. Users can also create custom error handling to provide a defined value when specific errors occur, improving the user experience and data quality.
Examples of cloud-based and non-cloud based spreadsheet applications include:
Microsoft Excel: A traditional spreadsheet application installed on a computer, but also available as a browser-based cloud solution through a subscription-based account.
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Google Sheets: A cloud-based spreadsheet application accessed through a web browser and storing data on the internet.
Source: E-book topic 6 page 3
Question 6.3
Describe how organisations can include requirements such as:
ergonomics
work periods and breaks
conservation techniques
Organizations can address requirements such as ergonomics, work periods and breaks, and conservation techniques by implementing various strategies and practices. Here are some examples:
1.
Ergonomics:
Design workstations that promote the optimum posture of operators by adjusting heights and angles of equipment such as chairs, tables, copyholders, keyboards, and monitors.
Provide ergonomic office tools like adjustable chairs, footrests, wrist rests, and document holders to increase comfort and productivity.
Ensure proper lighting and screen positioning to minimize eyestrain.
2.
Work periods and breaks:
Organize personal workspace, work tools, activities, and rest periods to facilitate workflow and decrease risks of injury.
Encourage regular breaks to avoid extended periods of sitting, looking at the screen, and using the keyboard, which can lead to back pain, sore wrists and hands, stiff neck and shoulders, and eyestrain.
3.
Conservation techniques:
Turn off computers, monitors, printers, and other office equipment when not in use, especially overnight and on weekends.
Use power strips to disconnect the power supply completely or invest in smart energy strips that
automatically turn off items when not in use.
Encourage the use of laptops, which consume 80% less energy than standard desktop computers.
Keep air vents clear of papers and office supplies for energy-efficient air circulation.
Manage heating and air conditioning efficiently by installing locked thermostat covers and promoting energy-saving habits among employees.
Implement recycling programs for waste materials like paper, cardboard, plastic, glass, toner cartridges, and cans.
Monitor and audit energy and water consumption, and invest in water-efficient appliances and equipment.
Source: E-book topic 6 page 4-5