A

Practical Report
ON
Information technology

TO BE SUBMITTED TO DR. ABDUL KALAM TECHNICAL UNIVERSITY,

LUCKNOW

IN THE PARTIAL FULLFILLMENT OF THE

REQIREMENT
FOR THE DEGREE OF
MASTER OF BUSINESS ADMINISTRATION
Batch – 2023- 2024

Submitted to- Submitted by

Mr. Sahadev Singh Tomar Prachi Jain
(Faculty of MBA) MBA 2st Sem

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 DECLARATION

I hereby declare that this practical file of Information technology (I.T.) submitted by
me to IIMT Egg. College , is a bona-fide work undertaken during the period from
April 2024 to July 2024 and has not been submitted to any other university or
institution for the award of any degree diploma / certificate or published any time
before.

(Signature of the student)

Name : Prachi Jain

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 What Is a Pivot Table?

A pivot table is one of the most powerful tools you can use in Excel. It’s an easy and simple way to
summarize large data sets. Consequently, pivot tables allow you to easily display, understand, and analyze
numerical data.

Pivot tables are available not only in Excel but also in other programs such as Google Sheets. They
restructure and summarize complex data into tables that help you answer questions surrounding said data.

A pivot table is a data summarization tool found in spreadsheet programs like Microsoft Excel or Google
Sheets. It allows you to quickly summarize and analyze large datasets by rearranging rows and columns to
provide different perspectives and insights into the data.

Here are some key characteristics and functionalities of a pivot table:

1. Summarization: It summarizes data by aggregating and calculating values such as sums, averages,
counts, etc., based on the data fields you select.
2. Dynamic Structure: Users can easily rearrange the layout of the pivot table by dragging and
dropping fields. This dynamic structure allows for quick adjustments and changes to the summary
view.
3. Grouping and Filtering: You can group data by specific categories and apply filters to focus on
particular subsets of data.
4. Calculations: Besides simple aggregations, pivot tables can perform more complex calculations
using calculated fields or calculated items.
5. Data Exploration: Pivot tables are great for exploring data relationships and patterns, as they allow
users to slice and dice data in various ways without altering the original dataset.
6. Charts and Graphs: Pivot tables can be used to create charts and graphs that visually represent the
summarized data.

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Benefits of Using Pivot Tables

Pivot tables are amazing when creating reports and generating insights from huge data sets. Instead of
combing through the data manually and one by one, you can be more efficient by using pivot tables to
generate analytics.

More importantly, you’ll create reports backed by data — data that is easy to understand for your target
audience. A pivot table can group data into categories, count the number of items in each category, and add
the item’s value.

Here are more benefits you can get from using pivot tables:

• Simplicity. The most you have to learn when using pivot tables is using a drag-and-drop tool. You don’t
have to worry about complex operations or formulas.
• Speed. Because they’re easy to create, pivot tables are time-efficient. You can further speed up your
process by organizing data before putting them into the table.
• Flexibility. Your data view isn’t limited to only one. Rather, you can quickly rearrange how data is
displayed to meet your needs. You can even clone a table to get separate views.
• Accuracy. Results from pivot tables are generally accurate, provided you set it up properly. Pivot tables
also highlight potential problems in data sets, so you have extra guidance when using them.
• Formatting. Need consistent number and style formatting? Pivot tables can do that, too. On top of that,
the consistency remains the same even when you change data.
• Filtering. With pivot tables, you can filter data in many ways. You can define the data sets you want to
display in the table and vice versa. Visualizations and charts associated with the data are also updated.
• Charts. If you have pivot tables, you can create pivot charts — the visual representation of the tables.
Kohezion, for instance, offers plenty of styles and layouts to fit your needs.

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Where Can I Use Pivot Tables

Pivot tables’ usefulness is easy to understand: you have a large chunk of data, and the tables help you turn
the data set into useful reports and summaries. Visualizations are available, too. The following are the best
use cases for pivot tables:

1. Run automatic calculations on summed or counted values

Pivot tables are efficient at performing calculations on large data sets. By summarizing and organizing data,
you can effortlessly compute sums, counts, averages, and more.

This feature is perfect if your work requires you to deal with sensitive financial data. For instance, you can
benefit from pivot tables if you’re a financial analyst tallying expenses or a sales manager assessing your
business’ revenue. Pivot tables are also great if you need to generate quick insights but don’t have the time
to do manual calculations.

Because pivot tables are dynamic, you can perform real-time adjustments as changes happen to the
underlying data. This ensures accuracy and efficiency in data analysis and management.

2.

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2. Create percentages of totals

With pivot tables, you have a straightforward way of generating percentages of totals. This lets you grasp
the proportional contribution of each data category in the data set.

This is perfect if you want to get a holistic view of the data. Marketers, for example, find pivot tables useful
when evaluating their campaign’s performance. They’re also ideal for project managers assessing resource
allocation.

Using pivot tables, you can transform absolute values into insightful percentages. This improves your data
interpretation and decision-making quality. On top of that, you can speed up your workflow by ditching
time-consuming manual percentage calculations.

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3. Segment data by date, the user, or other variables and calculate totals

Pivot tables allow you to segment data effortlessly. This enables in-depth analysis based on specific criteria
such as date, user name, or other customizable variable.

With this feature, you can generate time-sensitive reports invaluable for assessing trends, identifying
patterns, and making informed decisions.

For example, if you’re a sales manager, you can analyze revenue by quarter. If you’re an HR professional,
you can analyze employee performance by department. Project managers can track progress across different
phases.

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4. Automatic calculations for organized data [impossible in Excel]

Pivot tables offer dynamic interfaces that let you arrange information into customizable rows and columns.

This is beyond Excel’s basic features. As a result, pivot tables allow you to do complex calculations that
would otherwise be cumbersome or tedious to perform manually.

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Example Dataset

Step-by-Step Guide

Step 1: Select the Data

1. Open your Excel workbook containing the dataset.

2. Select the entire dataset including the headers.

Step 2: Insert a Pivot Table

1. Go to the Insert tab on the Ribbon.

2. Click on the PivotTable button.
3. In the dialog box that appears, ensure the table/range is correctly selected.
4. Choose where you want the pivot table to be placed (either a new worksheet or an existing
worksheet).
5. Click OK.

Step 3: Set Up the Pivot Table

1. In the PivotTable Field List pane, you will see the column headers from your dataset.
2. Drag and drop the fields into the appropriate areas:
o Rows: Drag the Region field.
o Columns: Drag the Product field.
o Values: Drag the Sales field. By default, it will show the sum of sales.

Step 4: Customize the Pivot Table

1. To change the summary function, click on the drop-down arrow next to the Sum of Sales in the
Values area.
2. Select Value Field Settings.
3. Choose a different summary function, such as Average, Count, Max, etc., if needed.
4. Click OK.

Step 5: Filter the Data (Optional)

1. You can drag fields to the Filters area to filter data based on specific criteria.
2. For example, drag the Date field to the Filters area to filter sales data by date.

Example Pivot Table Output

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This pivot table shows the sum of sales for each product in each region.

Additional Tips

• Refresh Pivot Table: If your data changes, you can refresh the pivot table by clicking on it and
going to the PivotTable Tools > Analyze tab, then clicking Refresh.
• Group Data: You can group data by dates or other criteria by right-clicking on a field in the pivot
table and selecting Group.
• Formatting: Customize the pivot table’s appearance using styles and formatting options available
under the Design tab.

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Creating Applications in Spreadsheets

Step 1: Define the Application’s Purpose

Before you start, clearly define what you want the application to do. For example, you might want to create
an inventory management system, a budget tracker, or a sales report generator.

Step 2: Design the User Interface

Design the layout of your spreadsheet application. Organize your data input areas, calculations, and output
displays logically.

Example: Creating a Simple Inventory Management System

• Input Fields: Product ID, Product Name, Quantity, Price

• Calculations: Total Value (Quantity x Price)
• Output: Summary of total inventory value

Step 3: Implement Formulas and Functions

Use Excel’s built-in functions to perform calculations and data analysis.

Example:

• Total Value: =B2*C2 (where B2 is Quantity and C2 is Price)

• Summary: =SUM(D2:D10) (to calculate the total value of inventory)

Step 4: Add Data Validation and Conditional Formatting

Improve the user experience by adding data validation and conditional formatting.

• Data Validation: Ensure users enter valid data (e.g., positive numbers for quantity).
• Conditional Formatting: Highlight low stock items in red.

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Creating and Using Macros

Macros automate repetitive tasks in Excel. Here’s how to create and use macros:

Step 1: Record a Macro

1. Go to the View tab.

2. Click on Macros > Record Macro.
3. Name your macro and assign a shortcut key if desired.
4. Click OK and perform the tasks you want to automate.
5. Click Stop Recording when done.

Example: Recording a Macro to Format a Report

1. Select the range of cells to format.

2. Apply formatting (e.g., bold headers, apply borders).
3. Sort data by a specific column.

Step 2: Run the Macro

1. Go to the View tab.

2. Click on Macros > View Macros.
3. Select the macro you recorded and click Run.

Step 3: Edit the Macro

1. Go to the View tab.

2. Click on Macros > View Macros.
3. Select the macro and click Edit.
4. Modify the VBA code as needed.

Example VBA Code:

Vba
Copy code
Sub FormatReport()
Range("A1:D1").Font.Bold = True
Range("A1:D10").Borders.LineStyle = xlContinuous
Range("A1:D10").Sort Key1:=Range("A1"), Order1:=xlAscending
End Sub

Advanced Macros with VBA

For more complex automation, you can write VBA (Visual Basic for Applications) code:

1. Press ALT + F11 to open the VBA editor.

2. Insert a new module via Insert > Module.
3. Write or paste your VBA code into the module.

Example VBA Code for Inventory Alert:

Vba
Copy code
Sub InventoryAlert()
Dim cell As Range
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 For Each cell In Range("B2:B10")
If cell.Value < 10 Then
cell.Interior.Color = vbRed
MsgBox "Low stock alert for " & cell.Offset(0, -1).Value
End If
Next cell
End Sub

Summary

Creating applications in spreadsheets and using macros involves:

1. Defining the purpose and designing the user interface.

2. Implementing formulas, functions, data validation, and conditional formatting.
3. Recording, running, and editing macros to automate tasks.
4. Using VBA for more advanced automation.

These steps can help you create efficient, user-friendly spreadsheet applications and automate repetitive
tasks, enhancing productivity and accuracy.

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TYPES OF CHART

1. Bar Chart

Bar charts are pretty self-explanatory. I use them to indicate values by the length of bars, which can be
displayed horizontally or vertically. Vertical bar charts, like the one below, are sometimes called column
charts.

2. Line Chart

I use line charts to show changes in values across continuous measurements, such as across time,
generations, or categories. For example, the chart below shows the changes in ice cream sales throughout the
week.

3. Scatter Plot
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A scatter plot uses dotted points to compare values against two different variables on separate axes. It's
commonly used to show correlations between values and variables.

4. Pie Chart

Pie charts are charts that represent data in a circular (pie-shaped) graphic, and each slice represents a
percentage or portion of the whole.

Notice the example below of a household budget. (Which reminds me that I need to set up my own.)

Notice that the percentage of income going to each expense is represented by a slice.

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 Different Types of Charts for Data Visualization
To better understand chart types and how you can use them, here's an overview of each:

1. Column Chart

Use a column chart to show a comparison among different items or to show a comparison of items over
time. You could use this format to see the revenue per landing page or customers by close date.

Best Use Cases for This Type of Chart

I use both column charts to display changes in data, but I've noticed column charts are best for negative data.
The main difference, of course, is that column charts show information vertically while bar charts show data
horizontally.

For example, warehouses often track the number of accidents on the shop floor. When the number of
incidents falls below the monthly average, a column chart can make that change easier to see in a
presentation.

In the example above, this column chart measures the number of customers by close date. Column charts
make it easy to see data changes over a period of time. This means that they have many use cases, including:

• Customer survey data, like showing how many customers prefer a specific product or how much a customer
uses a product each day.

• Sales volume, like showing which services are the top sellers each month or the number of
sales per week.

• Profit and loss, showing where business investments are growing or falling.
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 Design Best Practices for Column Charts

• Use consistent colors throughout the chart, selecting accent colors to highlight meaningful data points or
changes over time.

• Use horizontal labels to improve readability.

• Start the y-axis at 0 to appropriately reflect the values in your chart.

2. Area Chart

Okay, an area chart is basically a line chart, but I swear there's a meaningful difference.

The space between the x-axis and the line is filled with a color or pattern. It is useful for showing part-to-
whole relations, like showing individual sales reps’ contributions to total sales for a year.

It helps me analyze both overall and individual trend information.

Best Use Cases for These Types of Charts

Area charts help show changes over time. They work best for big differences between
data sets and help visualize big trends.

For example, the chart above shows users by creation date and life cycle stage.

A line chart could show more subscribers than marketing qualified leads. But this area
chart emphasizes how much bigger the number of subscribers is than any other group.

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 These charts make the size of a group and how groups relate to each other more visually important than data
changes over time.

Area charts can help your business to:

• Visualize which product categories or products within a category are most popular.

• Show key performance indicator (KPI) goals vs. outcomes.

• Spot and analyze industry trends.

Design Best Practices for Area Charts

• Use transparent colors so information isn't obscured in the background.

• Don't display more than four categories to avoid clutter.

• Organize highly variable data at the top of the chart to make it easy to read.

3. Stacked Bar Chart

I suggest using this chart to compare many different items and show the composition of each item you’re
comparing.

Best Use Cases for These Types of Charts

These charts are helpful when a group starts in one column and moves to another over time.

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 For example, the difference between a marketing qualified lead (MQL) and a sales qualified lead (SQL) is
sometimes hard to see. The chart above helps stakeholders see these two lead types from a single point of
view — when a lead changes from MQL to SQL.

Stacked bar charts are excellent for marketing. They make it simple to add a lot of data on a single chart or
to make a point with limited space.

These charts can show multiple takeaways, so they're also super for quarterly meetings when you have a lot
to say but not a lot of time to say it.

Stacked bar charts are also a smart option for planning or strategy meetings. This is because these charts can
show a lot of information at once, but they also make it easy to focus on one stack at a time or move data as
needed.

You can also use these charts to:

• Show the frequency of survey responses.

• Identify outliers in historical data.

• Compare a part of a strategy to its performance as a whole.

Design Best Practices for Stacked Bar Charts

• Best used to illustrate part-to-whole relationships.

• Use contrasting colors for greater clarity.

• Make the chart scale large enough to view group sizes in relation to one another.

4. Mekko Chart

Also known as a Marimekko chart, this type of chart can compare values, measure each one's composition,
and show data distribution across each one.

It's similar to a stacked bar, except the Mekko's x-axis can capture another dimension of your values —
instead of time progression, like column charts often do. In the graphic below, the x-axis compares the cities
to one another.

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 Best Use Cases for This Type of Chart

I typically use a Mekko chart to show growth, market share, or competitor analysis.

For example, the Mekko chart above shows the market share of asset managers grouped by location and the
value of their assets. This chart clarifies which firms manage the most assets in different areas.

It's also easy to see which asset managers are the largest and how they relate to each other.

Mekko charts can seem more complex than other types of charts, so it's best to use these in situations where
you want to emphasize scale or differences between groups of data.

Other use cases for Mekko charts include:

• Detailed profit and loss statements.

• Revenue by brand and region.

• Product profitability.

• Share of voice by industry or niche.

Design Best Practices for Mekko Charts

• Vary your bar heights if the portion size is an important point of comparison.

• Don't include too many composite values within each bar. Consider reevaluating your presentation if you
have a lot of data.

• Order your bars from left to right in such a way that exposes a relevant trend or message.

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 5. Pie Chart

Remember, a pie chart represents numbers in percentages, and the total sum of all segments needs to equal
100%.

Best Use Cases for This Type of Chart

The image above shows another example of customers by role in the company.

The bar chart example shows you that there are more individual contributors than any other role. But this pie
chart makes it clear that they make up over 50% of customer roles.

Pie charts make it easy to see a section in relation to the whole, so they are good for showing:

• Customer personas in relation to all customers.

• Revenue from your most popular products or product types in relation to all product sales.

• Percent of total profit from different store locations.

Design Best Practices for Pie Charts

• Don't illustrate too many categories to ensure differentiation between slices.

• Ensure that the slice values add up to 100%.

• Order slices according to their size.

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 6. Scatter Plot Chart

As I said earlier, a scatter plot or scattergram chart will show the relationship between two different
variables or reveal distribution trends.

Use this chart when there are many different data points, and you want to highlight similarities in the data
set. This is useful when looking for outliers or understanding your data's distribution.

Best Use Cases for These Types of Charts

Scatter plots are helpful in situations where you have too much data to see a pattern quickly. They are best
when you use them to show relationships between two large data sets.

In the example above, this chart shows how customer happiness relates to the time it takes for them to get a
response.

This type of chart makes it easy to compare two data sets. Use cases might include:

• Employment and manufacturing output.

• Retail sales and inflation.

• Visitor numbers and outdoor temperature.

• Sales growth and tax laws.

Try to choose two data sets that already have a positive or negative relationship. That said, this type
of chart can also make it easier to see data that falls outside of normal patterns.

Design Best Practices for Scatter Plots

• Include more variables, like different sizes, to incorporate more data.

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• Start the y-axis at 0 to represent data accurately.

• If you use trend lines, only use a maximum of two to make your plot easy to understand.

7. Bubble Chart

A bubble chart is similar to a scatter plot in that it can show distribution or relationship. There is a third data
set shown by the size of the bubble or circle.

Best Use Cases for This Type of Chart

In the example above, the number of hours spent online isn't just compared to the user's age, as it would be
on a scatter plot chart.

Instead, you can also see how the gender of the user impacts time spent online.

This makes bubble charts useful for seeing the rise or fall of trends over time. It also lets you add another
option when you're trying to understand relationships between different segments or categories.

For example, if you want to launch a new product, this chart could help you quickly see your new product's
cost, risk, and value. This can help you focus your energies on a low-risk new product with a high potential
return.

You can also use bubble charts for:

• Top sales by month and location.

• Customer satisfaction surveys.

• Store performance tracking.

• Marketing campaign reviews.

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 Design Best Practices for Bubble Charts

• Scale bubbles according to area, not diameter.

• Make sure labels are clear and visible.

• Use circular shapes only.

8. Waterfall Chart

I sometimes use a waterfall chart to show how an initial value changes with intermediate values — either
positive or negative — and results in a final value.

Use this chart to reveal the composition of a number. An example of this would be to showcase how
different departments influence overall company revenue and lead to a specific profit number.

Best Use Cases for This Type of Chart

These types of charts make it easier to understand how internal and external factors impact a product or
campaign as a whole.

In the example above, the chart moves from the starting balance on the far left to the ending balance on the
far right. Factors in the center include deposits, transfers in and out, and bank fees.

A waterfall chart offers a quick visual, making complex processes and outcomes easier to see and
troubleshoot. For example, SaaS companies often measure customer churn. This format can help visualize
changes in new, current, and free trial users or changes by user segment.

You may also want to try a waterfall chart to show:

• Changes in revenue or profit over time.

• Inventory audits.

• Employee staffing reviews.

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