Session 3

Data Summarization

XPOVERVIEW

2

Descriptive Statistics in Excel

Excel Tables: a simple case

Pivot Tables

Experiments/exercise with Pivot Tables

Summarizing Numerical Data: Descriptive Statistics

Characteristic Interpretation

Central Tendency Where are the data values concentrated?

What seem to be typical or middle data value?

Dispersion How much variation is there in the data?

Are there unusual values?

Shape Are the data values distributed symmetrically

or Skewed? Sharply peaked or Flat?

XPDescriptive statistics in Excel

4

Use Data Analysis tool box

XPWhat is a Table

5

Table is a rectangular range of structured data

Each row contain information about an entity, say a

customer or country

Each column contain information on an attribute of the

entities described.

Typically Table header display information about a column

XPWhy Table?

6

When a range is designated as a Table, Excel acts

intelligently as to the actions performed with it. A new row or column added is automatically added to the table

A chart created with the Table automatically accommodates a new row

Each column header in a table allows sorting and filtering

Clicking displays various facilities

Calculated columns formula in a column is automatically

propagated

Structured References Eg. AVERAGE(Salary[Basic])

XPCreating an Excel Table

7

Click the Insert tab on the ribbon, and then click the

Table button

XPSorting Data

8

You can sort the records in a table

Sorting Multiple Columns: Use Custom Sort Dialog Box

Specify the primary sort field, sort on type and the sort order

Click Add Level and continue

Sorting Using a Custom List in Custom Sort Dialog Box

Select Custom List in sort order

In the List entries box, type each entry for the custom list

in a separate line and click Add

https://www.youtube.com/watch?v=KS9N4yAjuYQ

XPTotal Row: Calculate Summary Statistics

9

Used to calculate summary statistics for the columns in an

Excel table

Contextual Menu: Table Style Options Group: Total Row

option

XPBack water investments needs your help

10

You are a manager at Backwater investments(BI)

BI makes money by obscure investments in developing

markets

They pick investment opportunities that may not be

clearly visible for others to pursue

To do this BI depends heavily on the expertise of their

analysts who have impeccable judgment and good

connections to get information

Your job is to consult these analysts and combine their

expert opinions to make good investment decisions

XPThe analysts are having a fight

11

Currently BI has 20 analysts

You find that these Analysts are having big disagreements over

a number of current geopolitical trends

BI is unable to make in investment decision now because there

are a bunch of different issues over which the analysts are

fighting over

To resolve the issue we need to find out

Where precisely are the disagreements?

Is there any consensus among any issues?

XPBI boss has asked you to help!

12

What can you do?

First find out the issues over which the analysts are fighting

It seems there are six areas over which they have different opinions. They

are

1. Will Russia subsidize oil in next quarter?

2. Will Russia purchase EuroAir?

3. Will Vietnam decrease taxes this year?

4. Will Vietnam's government encourage foreign investments this year?

5. Will Indonesian tourism increase this year?

6. Will the Indonesian government invest in ecotourism?

XPSubjective probabilities can help

13

This is a numerical measure one can assign to his/her belief in

something

What about asking all of them to provide subjective

probabilities on the SIX issues?

Let them give a percentage value

Hope all will agree

All have responded

Let us see the thinksheet

XPExpert Statement 1 Statement 2 Statement 3 Statement 4 Statement 5 Statement 6

1 87% 68% 37% 39% 5% 77%

2 88% 40% 11% 56% 28% 81%

3 89% 47% 67% 33% 0% 85%

4 91% 88% 7% 38% 24% 78%

5 91% 37% 8% 19% 0% 72%

6 92% 60% 30% 19% 18% 84%

7 87% 47% 66% 27% 5% 88%

8 92% 46% 41% 33% 3% 69%

9 88% 59% 83% 14% 12% 74%

10 92% 23% 9% 30% 9% 91%

11 88% 34% 0% 58% 2% 92%

12 89% 78% 46% 28% 5% 70%

13 92% 70% 45% 33% 1% 3%

14 88% 80% 35% 35% 13% 81%

15 89% 54% 15% 16% 5% 87%

16 90% 67% 63% 19% 3% 70%

17 92% 74% 14% 33% 0% 79%

18 91% 21% 22% 40% 7% 89%

19 89% 21% 42% 28% 6% 81%

20 91% 36% 87% 27% 5% 84%

SD 2% 20% 26% 12% 8% 19%

XPThey Agree on certain things: Boss is happy

Statement No Statement SD Agree/Disagree?

3 Vietnam will decrease taxes this year 26% Disagree

2 Russia will purchase EuroAir 20% Disagree

6Indonesian government will invest in ecotourism? 19% Disagree

4Vietnam's government will encourage foreign investments this year 12% Some what

5 Indonesian tourism will increase this year 8% Not much

1 Russia will subsidize oil in next quarter 2% Agree

XPAnalyzing Data with PivotTables

16

A PivotTable is a dynamic/interactive table that enables you

to group and summarize either a range of data, an Excel table

or data from an external source into a concise, tabular format

for easier reporting and analysis

General purpose:

Quickly summarize data from a worksheet or from an external

source

Calculate totals, averages, counts, etc. based on any numeric

fields in your table

Can generate charts from your pivot tables

17

Planning and Designing a PivotTable Report

Guidelines to create a PivotTable:

Review the source data

Determine the purpose of the PivotTable and write down the names of the fields you want to include

Determine which field contains the data you want to summarize and which summary function you want to use

Decide how you want to arrange the data

XPPivot Table Advantages

18

Interactive: easily rearrange them by moving, adding, or

deleting fields

Dynamic: results are automatically recalculated whenever

fields are added or dropped

Easy to update: refreshable if the original worksheet

data changes

XPMicrochip Manufacturer Example

19

You are the Financial Manager in a Microchip manufacturing

company

The company produces three types of chips viz; Chip 1, Chip 2

and Chip 3

The monthly sales data for all these chips in Canada, France

and United States are given

This shows Budget(Target), Revenue(Actual) and

Var(Difference between target and actual)

Data Set: Ptableexampletemplate.xlsx worksheet P1

XPCreating a PivotTable

20

Excel table or data range for creating PivotTable

Verify the reference in the Table/Range box

Drag fields to the appropriate box in the layout section

Change the summary function, if needed

XPCreating a PivotTable

21

XPLet us see how much we are off/above the Target in

each Country, for each product

22

Move Var to Values

Move Product to Row Label

Move Country to Column Label

XPAdding a Report Filter to PivotTable

23

Filter allows you to filter the PivotTable summary based

on one more fields

Filtering a field lets you focus on a subset of items in that

field

Homework: Find out how Slicers are used in excel

2013

https://www.youtube.com/watch?v=aRX2yO457vg

(starts at 9m 47s)

XPHow much we are off/above the target in each country,

for each product, month by month

24

Move Var to Values

Move Product to Row Label

Move Country to Column Label

Move Month to Report Filter

25

Changing a PivotTables Summary Function

A PivotTables summary function controls what type of

calculation is applied to the table data

Unless you specify otherwise, Excel applies the SUM function to

numeric data and the COUNT function to data fields containing

text

To change summary function use the Field Setting option in Pivot

Table tools.

XPFor each month and each combination of country and product

we would like to see what percentage of actual sales made in

each month

26

Move Month to Row Label

Move Country to Report Filter

Move Product to Report Filter

Move Revenue to Values

Select Field Settings in PivotTable tools

Change name to Percentage of Actual

Show value as percentage of column

XPCalculated Field calculating a new field from other fields

27

Show difference in each month as a percentage of target sales

We need to create a calculated field

PivotTable Tools: Fields, Items, & Sets: Calculated Field

Define a Name for the Field Percentage Not Achieved

Write the Formula =Var/Budget

Change Number Format to Percentage

XPGrouping PivotTable Items

28

When a field contains numbers, dates, or times, you can

combine items in the rows of a PivotTable into groups

Select the items to group, right Click and Group

Change Group Name by Double Clicking the cell

Toggle between Detailed and Grouped display by clicking

the + or sign left to the group

https://www.youtube.com/watch?v=PiM6lxQi0iA

XPRefreshing a PivotTable

29

You cannot change the data directly in the PivotTable.

Instead, you must edit the Excel table, and then refresh

the PivotTable to reflect the current state

Use GETPIVOTDATA Function when you want to reference a PivotTable cell value

XPCreating a PivotChart

30

A PivotChart is a graphical representation of the data in

a PivotTable

A PivotChart allows you to interactively add, remove,

filter, and refresh data fields in the PivotChart similar to

working with a PivotTable

Click any cell in the PivotTable, then, in the Tools group

on the PivotTable Tools Options tab, click the

PivotChart button

XPTips to note:

31

Double Click an item in the pivot table to Drill Down to the Details

Change the Data Source by selecting Change data source in Data Group in

Pivot Table Tools.

Better make Table and then Pivot Table because extending the source is

taken care of (if built from a Table ) on a refresh operation.

If it is built from a range, first we need to change the data source and

refresh.

In Pivot table options set refresh on opening (data tab), if needed