P7–P9, M4, D2 Going to the Next Level
Scenario
The company would like to feel comfortable knowing that the spreadsheet model has been fully tested. Perform testing of the spreadsheet model. The company would also like to train their staff on the use of the spreadsheet model. Here's what the assignment says and some ideas as to how you can meet the criteria.
3A Test a spreadsheet
Test your spreadsheet model to ensure that it is fit for purpose
There are several features in testing -
These have to be tested against a model where you know what the right answers would be. For Katie's Kitchen that is difficult but you can at least refer to checking the formulae print outs and also making changes to entries and checking that data linked to it chanegs appropriately.
To be sure, you need to have a checked and worked example of some sample data. Instead of re-doing Katie's Kitchen for this purpose you could usefully demonstrate how you have set up a Football Results Table. There is one provided and you set up the table, enter the data, make changes and your results can then be compared to a version supplied.
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3B Different file formats
Export your spreadsheet file to two different formats and explain why each might be appropriate
This task is quite separate from all the others! It's about the different advantages and disadvantages that apply to the types of file that spreadsheets can be saved as.
The most common ones that you're likely to encounter would be Microsoft's .xlsx .xls .pdf and .csv
You may also run into .xlsm!
.xlsx is the deFault MS Office suffix for 2007 on.
.xls is the default MS Office suffix for all previous versions. Someone with an older version would require a compatibility pack in order to open an .xlsx file. Although these are free they may not be the most likely way to please a client who, by the very fact he or she has something like Excel 97 still, probably isn't wonderfully IT literate so downloading an extra bit of software just to open your file will seem a drag.
.pdf is a version that is a lot more difficult to edit so your data and displays would be unaffected, whatever natve software was on the recipients machine. There are options to have just one or all sheets of a workbook in each file.
.csv stands for comma separated values. This format may look normal in Excel but it can also be opened in something like Notepad where the cells are indicated by commas. This format is extremely light and idea for transmission of huge amounts of data, easily comprehensible by a wide range of other programmes and in programming itself.
.xlsm indicates a workbook that contains one or more macros - automated features. Some systems may warn users that they might be unsafe and switch off the macro features. That rather defeats the purpose of what you may have been trying to do!
You need to save a sample file in each of a range of different formats and summarise the features and comments in a table or brief report. A screen print illustrating file types and sizes woul be useful evidence too.
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3C User documentation
Produce a user guide to describe restrictions on data entry, how the data entry sheet should be used and how display of chart data can be updated
This is pretty straighforward - describe various features you have included for this purpose and how a user could adjust them.
Include a description of how to create the column chart of profit each month so that a user can also reproduce this if required and change colours or data spread.
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3D Technical documentation
Produce a technical guide to your spreadsheet which lists the formulae used and restrictions on data entry as well as any other features that you have included to facilitate another in making adjustments. Include description of how cells may be protected / unprotected
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3E Evaluation
evaluate a spreadsheet model incorporating feedback from others and make recommendations for improvements
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