Unit 9: Data and Data Representation

Learning Objectives
Learners will learn to:
 know that there are many systems that can be used to model real-life

scenarios, such as simulators.

 sort values in a spreadsheet in alphabetical and numerical order

 view data selectively based on some criteria

 know how to write rules to apply conditional formatting to cells

 know how to use spreadsheet functions to analyse data, including IF, MIN,

MAX, COUNT.

 identify components of a chart and how to customise them

 create different types of charts on the given data

 create charts with a secondary axis

Vocabulary
computer model
simulators
sort
filters
functions
charts
Let Us Start

Hey! have you ever heard of Computer modelling and simulation is

a powerful technique used in various
computer modelling and
fields, including science, engineering,
simulation? finance, and more. It is a way to mimic
real‐world processes or systems using
a computer program. Let us learn
more about it.

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Let Us Explore
You have been responsible for preparing a budget for organising the upcoming

school's annual event. It will require careful consideration as you identify income

sources, such as ticket sales or sponsorships and estimate the various expenses,

including venue rental, decorations, food, games and prizes.

 Which method would be more efficient - a pen and paper or a calculator?

 If there are changes in the budget list later, can you do it automatically?

 Is there a computer application that she can use to prepare and maintain a

budget more efficiently?

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Get, Set, Go
9.1 Computer modelling and simulations
A computer model is a computer program that attempts to simulate a real-life

system. Simulations aim to mimic (copy) real-life systems to see the outcomes of

different scenarios.

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Why Are Computer Models Used?
There are several reasons that computer models are used.

 To test a system without having to create the system for real (Building real-life

systems can be expensive and take a long time)

 To predict what might happen to a system in the future (An accurate model

allows us to go forward in virtual time to see what the system will be doing in

the future)

 To train people to use a system without putting them at risk (Learning to fly

an aeroplane is very difficult and mistakes will be made. In a real plane,

mistakes could be fatal!)

 To investigate a system in great detail (A system model can be zoomed in/out

or rotated. Time can be stopped, rewound, etc.)

Computer simulations can be created for a range of applications, including:

 Finance simulation

 Flight simulation

 Driving simulation

 3D models

Let us look in detail at the finance simulation

Finance Simulation
Spreadsheet models can predict finance-type outcomes based on mathematical

values. These predictions can show us things like.

 Profit / Loss

 Over budget / Within Budget

 Answers to 'What If' questions. For example - "What if I give my staff a 10%

pay rise? Will I still make a profit?"

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9.2 Using sort
Organising the information becomes important when you add more data to a

worksheet. You can easily reorganise a worksheet by sorting the data in it. The Sort

feature arranges a series of values alphabetically and numerically.

Steps to sort the data
Step 1: Select the cell range for sorting.

Step 2: Click the Data menu.

Step 3: Click the Sort option. The various Sort options will appear. Select the Custom

Sort option.

Step 4: Select the column you want to sort in the Sort dialog box.

Step 5: Select Values from the Sort On list box.

Step 6: Click the OK button.

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9.3 Using filters
The filter feature quickly extracts data from a spreadsheet that meets specific criteria.

It hides the rows or columns containing data that do not meet the filter criteria

defined by the user. The advantage of using the filter command is that it becomes

easier to focus on specific information in a large dataset or table of data.

Steps to apply filters

Step 1: . Select the column header to apply the

filter.

Step 2: Click the Filter option in the Data menu.

Step 3: A drop-down arrow will appear in the

header cell for each column.

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Step 4: The Filter menu will appear.

Step 5: Click the OK button. The data will be filtered.

9.4 Conditional formatting

Conditional formatting changes the appearance of cells based on conditions that we

specify. If the conditions are true, the cell range is formatted; if the conditions are

false, the cell range is not formatted. It allows us to make the worksheet more

interesting by highlighting the data based on certain criteria. It also helps us to make

a quick data analysis.

Steps to apply conditional formatting
Step 1: Select the cells you want to format.

Step 2: On the Home tab, in the Styles group, click Conditional Formatting.

Step 3: From a set of inbuilt rules, choose the one that suits your purpose.

Step 4: Type the range.

Step 5: Select the colour.

Step 6: Click the OK button.

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Activity 1
Create the given table that shows the number of students from each class who use a

particular mode of transport to travel to school.

Perform the following tasks.

 Sort the total number of students in descending order.

 Highlight the values in the range 30-60 in Yellow.

 Filter the data to show the transport used by only 10 or less than 10 students.

9.5 Functions
A function is a predefined formula that performs calculations using specific values in

a particular order. All spreadsheet programs include common functions that can

quickly find the sum, average, count, maximum, and minimum values for a range of

cells. Functions are typed by = and the function name.

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Parts of a Function
The basic syntax for a function is an equals sign (=), the function name (SUM, for

example), and one or more arguments. Arguments contain the information you want

to calculate. The function in the example below would add the values of the cell

range A1:A20.

Sum() function
The SUM function adds numeric values in a range of cells and displays the total.

Total Amount
calculated using
SUM () function

Average() function
The average function allows you to calculate the average value of a range of cells or

a set of numerical values.

Average participants in
all 3 seminars on Day 1
calculated using
AVERAGE () function

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Min() function
The MIN function finds the lowest value of a range of cells or a set of numerical

values.

Least expensive item

calculated using MIN ()
function

Max() function
The Max function finds the highest value of a range of cells or a set of numerical

values.

Most expensive item

calculated using MAX ()
function

COUNT()
This function counts the number of cells with numeric data

in the argument. The argument can be different values, cells

or a range of cells.

Syntax: =COUNT(value 1, value 2, …)

Example: =COUNT(A5:A14) returns 8

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COUNTA()
This function counts the number of cells in the

range that are not empty.

Syntax: =COUNTA(value 1, value 2, …)

Example: =COUNTA(A5:A14) returns 9

Difference between COUNT() and COUNTA()

The COUNT function counts the number of cells that contain only numeric values.

The COUNTA function counts the number of cells in a range with any value. Both

functions do not include empty cells.

Let us look into a worksheet where functions are used to perform the calculations.
Steps to use functions
1. Select the cell B8.

2. Type the equals sign (=) and enter the SUM ().

3. Enter the cell range for the argument inside parentheses =SUM (B3:B6).

4. Press Enter on the keyboard. The function will be calculated, and the result will
appear in the cell.

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Using the IF() Function
The IF() function first evaluates the condition that you specify and returns one value if

the condition is met (true) and another value if the condition is not met (false).

Syntax: =IF(logical_test, [value_if_true], [value_if_false])

Consider the data as shown in the worksheet. Suppose you want to assign the grade

‘A+’ to the students who have scored total marks above 79.

Let us see how you can do this using the IF() function.

Activity 2
Create the above table in MS Excel 2016. Insert a percentage column before the

grade column and add a formula to calculate the percentage. Using the If() function,

assign ‘A+’ grades to students who have scored total marks above 80 and ‘A’ grades

to those who have scored less than 80.

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9.6 Charts
Charts allow us to view data in a visual way. It is a pictorial representation of data.

Charts make it easier to understand large quantities of data. A chart is linked to some

data on a worksheet. If this data is modified, the chart will automatically change

accordingly. It helps us to analyse the data quickly and effectively. There are a variety

of chart types that we can create in MS Excel. Depending on the type of data analysis

to be done, you can choose a suitable chart type. Components of a Chart

Components of chart

Source data
It is the range of cells that make up a chart. The chart is updated automatically

whenever the information in these cells changes.

Title
It is the title of the chart.
Legend
It is the chart key, which details what each colour on the chart represents.

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Axis
It is the vertical and horizontal parts of a chart. The vertical axis is often called the Y-

axis, while the horizontal axis is called the X-axis.

Data series
It is the actual charted values, usually rows or columns of the source data.
Value axis
The axis represents the values or units of the source data.
Category axis
It is the axis identifying each data series.

Types of charts
Depending on the type of data analysis to be done, you can choose a suitable chart

type.
Column chart

It is used for data that has to be compared. A column chart is oriented vertically.

Bar Chart

It is used for comparing individual

items in a set of data. However, it

is oriented horizontally. Therefore,

they are better for long data

labels.

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Pie Chart

It is used to show the breakdown of data in

proportion to display each value's contribution

to a total.

Line Chart

It is used to illustrate the changes in a value over a period of time.

Creating charts using a secondary axis

If two data series are related but cannot be compared, it becomes difficult to
create a chart. The chart shown below uses the secondary axis. The two data
series show the average sales of fruits per month and the profit %. A secondary
axis chart contains a second Y‐axis, making plotting the two data series easier.

Steps to create a chart using a secondary axis

Step 1: Select the data and insert a line chart.

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Step 2: Select the Combo option and
select the change chart type as a line
chart from the drop‐down menu.

Step 3: Check the column that you want

as a secondary axis.

Step 4: Click the OK button.

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We will get the chart below after selecting the ‘profit’ as the secondary axis.

Unit Review
1. A computer model is a computer program that attempts to simulate a real-life

system.

2. Computer simulations can be created for a range of applications, including:

finance simulation, flight simulation, driving simulation and 3D models.

3. The Sort feature arranges a series of values alphabetically and numerically.

4. The Filter feature extracts data from a spreadsheet that meets specific criteria

quickly.

5. Conditional formatting changes the appearance of cells based on conditions

that we specify.

6. A function is a predefined formula that performs calculations using specific

values in a particular order.

7. Charts allow us to view data in a visual way. It is a pictorial representation of

data.

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 Check for Understanding

1. Answer the following questions.

a. Why do we need computer models?
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b. What is filtering in Excel? What is the advantage of using it?

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c. What is the difference between the COUNT() and COUNTA() functions? Explain the
use of each one with an example.
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d. When do we require a secondary axis for creating charts?

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Lab Activity
Q1. Observe the Excel worksheet and perform the given tasks.

Task 1: Write down the function to assign ‘Good’ to the students who scored

more than 300 and ‘Fair’ to those who scored less than 300 in cell H2.

Task 2: Generate a suitable chart to analyse the Excel worksheet's data.

Q2. Create a list of grocery items in MS Excel 2016. It must include the following:

1. Name of the Item, Quantity and Price.

2. In addition, the list must include a minimum of 12 items of your choice, with

the assumed quantity and price for each item.

3. After creating the list, perform the following tasks.

 Sort the items in alphabetical order.

 Apply a filter to show only items with a price greater than 20

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Resources
https://www.w3schools.com/EXCEL/excel_sort.php

Reference Material
https://www.youtube.com/watch?v=UZ84aG5O0eo

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