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Independent Schools Victoria Registered Training Organisation

BSBITU202A Create and Use Spreadsheets Unit 7 of 12

BSBITU202A (V2)

Independent Schools Victoria, 2012

Contents
Teacher or Workplace Mapped Observation Checklist .......................................................... 1 Student Checklist .................................................................................................................. 2 General Information .............................................................................................................. 3 1. Ergonomics, OH&S (OHS) and Conservation .................................................................. 4 2. Prepare to Create Spreadsheets ....................................................................................... 6 3. Revision on Spreadsheets ................................................................................................ 7 4. Creating Worksheets......................................................................................................... 8 4.1 Basics.......................................................................................................................... 8 4.2 Data............................................................................................................................. 9 4.3 Scenario .................................................................................................................... 10 4.4 Charting .................................................................................................................... 12 5. Post Production............................................................................................................... 13 Submitting Work for this Unit ............................................................................................... 15

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Teacher or Workplace Mapped Observation Checklist


Name of Student: ____________________________________________________ BSBITU202A Create and Use Spreadsheets Element Question (please tick suitable response) 1.1, 1.2 Does the student understand and implement ergonomics, energy conservation, OH&S and good work organisation skills in accordance with school guidelines? 1.3 Can the student identify spreadsheet task requirements and clarification with appropriate personnel if necessary? 2.1, 2.2 Does the student ensure data is correctly entered and checked then amended to ensure consistency of and organisational style for layout and design, page adjustment and cell layout? 2.3, 2.4 Does the student ensure formulae are used and tested to confirm outputs after consultation with appropriate personnel and consultations with user manuals and help facilities? 31.,3.2, Can the student select, design, create and modify charts which 3.3 use appropriate spreadsheet data ranges, formatting features and layout for guidelines? 4.1,4.2,4 Does the student ensure spreadsheets and charts are previewed, .3 adjusted and printed, then named and stored within designated timelines in accordance with organisational guidelines?

Yes

No

As this students teacher and supervisor, I agree that he/she has demonstrated the above skills and knowledge during a work placement or in a simulated workplace. Where a No has been indicated, the student will be given further training to achieve competency. My responses give a true, valid and fair evaluation of the student.

C / NYC

Date:

If additional tasks were completed, please re-assess student.

C / NYC

Date:

Teacher/Supervisor: Name___________ Signature: ____________________

___

________ Date:

___ Contact if required: _______________ __

BSBITU202A (V2)

Independent Schools Victoria, 2012

Student Checklist
For this unit, there are several ways you can achieve these tasks. Do the full tasks and submit them in the numbered pages of the folder. Have your teacher sign page one when you have completed the work. Or, you can provide evidence of your previous skills and knowledge by placing it in the labelled pages of your folder. There are instructions for this in the last unit you completed on word processing. Some of the requirements for this unit are exactly the same as the word processing unit. Where this happens, you can get the section signed-off by your teacher if you have received Competent for word processing.

Task 1 Task 2 Task 3 Task 4 Task 5 Task 6 Task 7 Task 8 Task 9

Ergonomics OHS and conservation questions Printouts in folder and new link addresses Basics worksheet my Movie data worksheets Scenario myMovie spreadsheets Chartings Short answers post production Revision Summary of skills, discussion and checklist

BSBITU202A (V2)

Independent Schools Victoria, 2012

General Information
This booklet contains information and describes the tasks to be completed. It is very similar to the last unit you completed on word processing. This unit follows another unit at Certificate I level (or other studies such as VELS) and assumes you can already create spreadsheets on your computer using some kind of software package such as MS Excel. To complete this units, fill out the written sections of this booklet, revise some work you have already finished in the units you completed in term one, check some online links, have your teacher observe some of your skills and fill another display book with samples of your work.

Why are you are revising and doing practice tasks? Short-term memory (working) Long-term memory (storage)

So that your input is transferred from

into and back from

What is Different about VET Studies?


Confucius, the Chinese thinker and philosopher, lived from 551-479 BCE. His teachings have deeply influenced Asian thought and life. He often wrote about the importance of learning, which is one reason he is seen by many Asian people as The Greatest Master. He wrote The Analects, one of which is particularly applicable to VET students. I hear and I forget. I see and I remember. I do and I understand. You may have heard jokes starting Confucius say but these dont diminish his wisdom!

BSBITU202A (V2)

Independent Schools Victoria, 2012

1. Ergonomics, OH&S (OHS) and Conservation

These topics have been in a number of previous units so they should be familiar to you.

Task 1 Answer the three questions following in your own words to show that you have an understanding of the importance of these issues in all areas of your lives. When you have answered the questions, you can either do some more work on them or have your teacher sign off on the next page. i) Ergonomics refers to: ________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________

ii) OHS refers to: __________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________

iii) Conserving energy and minimising wastage are important because: _________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________

BSBITU202A (V2)

Independent Schools Victoria, 2012

Task 2

Either print out at least one sheet from each of the five links provided below, plus find one more link on each of the topics listed:

i) www.youtube.com/watch?v=6008N6tTnfM&feature=related Link found link for Ergonomics __________________________________________ ii) www.youtube.com/watch?v=oWs-ssQYzfQ&feature=related Link found link for OH&S ______________________________________________ iii) www.youtube.com/watch?v=e0wZYP05QjE (office work) www.youtube.com/watch?v=wxTy8IolmVc (this one is for tools rather than computers for a changebut the same idea applies wherever you are working) Link found link for safety work areas ______________________________________ iv) www.youtube.com/watch?v=nCsuZ8pXTps Link found for energy conservation __________________________________ Or, ask your teacher if you have been marked Competent in the assessment tasks relating to Ergonomics, Work Organisation and OH&S in the former unit, and completed the OH&S unit in term 1. If the answer is yes, then ask them to tick and sign the box below . This student has demonstrated competence in the elements and performance criteria 1.1 and 1.2 which relate to Ergonomics, Work Organisation, OH&S and Conservation Teacher signature: _________________________________ Date: _____________

If any of the above links are inactive, try the following key words until you find another suitable site: Ergonomics, OH&S, Safety, WorkSafe, Energy Conservation.

BSBITU202A (V2)

Independent Schools Victoria, 2012

2. Prepare to Create Spreadsheets


This unit covers using spreadsheet software to prepare documents in a similar way to how you prepared word processed documents. Most of you have probably been creating simple spreadsheets for some time. If you need some tutorials, you could use these links as your text book. Different schools use different software packages and versions, so your teacher will give you alternatives (including a text book if necessary) if these are not suitable. These links are for MS Excel. We will also refer to Google docs spreadsheet
What is Excel?

www.youtube.com/watch?v=XmSp2-Fa4rg&feature=relmfu
Intro to Excel:

www.youtube.com/watch?v=FNPNS6MT1Kk&feature=related www.youtube.com/watch?v=8L1OVkw2ZQ8&feature=related (2003) www.baycongroup.com/excel2007/01_excel.htm (2007)


Using Excel:

www.youtube.com/watch?v=bRnjHNrf4Vw&feature=relatedyoutube
Using formulae:

www.youtube.com/watch?v=xOU_hL2_zBo
Making charts:

www.youtube.com/watch?v=BpRzlhf_vh8 (for both 2003 & 2007).

If any of the above links are inactive, try the following key words: YouTube tutorials: Excel, Formulae, Excel Charts Here is a simple tracking spreadsheet a TAFE teacher might use. Certificate II tracking unit 3 Concessio Concessi Enrolme Hours n Yes/No on Type nt Status yes PP 80 Enrolled no 80 Enrolled yes WP 80 Enrolled no 80 Enrolled no 80 Enrolled yes PP 80 Enrolled yes PP 80 Enrolled yes PP 80 Enrolled yes NS 80 Enrolled no 80 Enrolled yes DS 80 Enrolled 880

Name Donna Juan Gloria Joseph Amanda Monica Angela Daniela Daniel Rob Mehmet

Subjects Cert II in IT Cert II in IT Cert II in IT Cert II in IT Cert II in IT Cert II in IT Cert II in IT Cert II in IT Cert II in IT Cert II in IT Cert II in IT

Confirmation Date 31/05/2010 25/05/2010 31/05/2010 31/05/2010 25/05/2010 25/05/2010 16/05/2010 3/05/2010 31/05/2010 30/04/2010 31/05/2010

Results C C C C NYC NYC C C C NYC NYC

BSBITU202A (V2)

Independent Schools Victoria, 2012

3. Revision on Spreadsheets
Electronic spreadsheets allow you to solve problems. They provide a screen view divided into rows and columns into which you can enter data and formula needed to solve problems. The spreadsheet can often calculate answers quickly.

Uses for spreadsheets include:


Some business applications include budgeting, petty cash, calculating payrolls and

estimating costs calculating loan repayment rates or converting data into easy-to-read charts. Personal uses include household or personal budgeting, record keeping for income tax, or reconciling bank statements Your school probably uses spreadsheets to track student finances and calculate totals, averages and percentages of students marks. Advantages of using spreadsheets:

Calculations are performed quickly and accurately Mistakes can be corrected before printing Data can be moved and copied If a number is changed then any formula that depends on that number is recalculated immediately Data converted to charts is visually attractive and assists with presentations Data can be easily stored and retrieved when required.

A workbook is a file containing one or more sheets (worksheet). Each worksheet is a page in the workbook where you enter and work with data.

If you dont have access to MS Excel, you can try using an alternate software type to create a spreadsheet. Hold down Ctrl key and click a mouse on the coloured Google link below to access the site.

If you would like to try Google docs spreadsheet, here is a tutorial link. www.youtube.com/watch?v=32tHhXrNt8E

BSBITU202A (V2)

Independent Schools Victoria, 2012

4. Creating Worksheets
Here is a short revision exercise as part of your I see and remember. I do and I understand.

4.1 Basics
Task 4 Follow these steps to create a spreadsheet: 1. Open a new worksheet in your chosen software 2. Name the file your own name, save and close, then reopen the file 3. Go down to the first tab at the bottom of the worksheet called Sheet 1, right click on it and rename it Basics 4. Name the first three columns English, Science and Sport 5. Enter numbers in three rows in the three columns (under English enter all 33s, under Science enter all 22s, under Sport enter all 88s) 6. Place the cursor in the column named English, go up to Insert, and Insert a row above the names 7. Click and hold your cursor across the three empty columns above the names, and go to Merge and Centre 8. Enter the word Subjects which should appear above the line of subjects 9. Highlight the merged area called Subject then change its colour to pale green, and make the word Bold 10. Highlight your whole little spreadsheet work area and go to Format then row height and make them all 22 11. Highlight again and go back to Format, click Column width and enter 15 12. Highlight from A3 to D3 and click on the Auto Sum symbol 13. Repeat this for the other two rows 14. Highlight A3 to A6 and again click Auto sum 15. Repeat this for the other two columns 16. Place the cursor in D1 and write Totals, then Bold and make the cell light green 17. Add either the totals across OR the totals down to get the correct answer 18. Print out your spreadsheet, label and place in your folder.

Subjects English 33 33 33 99 Science 22 22 22 66 Sport 88 88 88 264

Totals

143 143 143 429

BSBITU202A (V2)

Independent Schools Victoria, 2012

4.2 Data

Task 5 You are still working in the office at myMovie Co. You need to keep track of the office expenditure on a simple spreadsheet. Use the figures and headings on the table below to create your spreadsheet in MS Excel, in Google docs, or other software. myMovie Office Supplies for January to April January Photocopy Printers Mailing Stationery Miscellaneous $324 $213 $89 $520 $170 February $252 $189 $94 $402 $165 March $280 $165 $78 $405 $302 April $303 $202 $97 $510 $187

Open your spreadsheet and enter the data. Check it is entered accurately. i) The organisational requirements for formatting the spreadsheet are:
That there be a mid-green background (similar to the letterhead) for the title of the

spreadsheet There is a dark thick boarder outlining the data Charts must include a title relating to the information being presented The plot area of any chart must be filled with a light green Headings must be in merged and centred in columns Use Arial 14 font in bold for headings and Arial 11 for data Files must have a header with the company name, and a footer with your name and a date.

ii) Use a range of software functions to format the layout and presentation of the data.

Use the SUM function to add the total expenditure for each item and for each month Use the AVERAGE function to provide an AVERAGE of expenditure for each item Create a chart of your data (any type you select) Use print preview to check your work. Print the spreadsheet and the chart as two separate sheets Save the file to an appropriate location and name it myMovieOfficeCosts.

You can use any form of help to complete these tasks: text book, information sheets, Excel help function, discussion with a teacher or group.

BSBITU202A (V2)

Independent Schools Victoria, 2012

4.3 Scenario
In your job as an office administrative assistant at myMovie Company Pty Ltd you have to keep track of the sales coming through the office.

Each movie genre must be recorded separately. You will need to print up a report for your Supervisor who has to account for the departments income and expenditure. By the end of the following tasks you should have at least:
two spreadsheets for task 5 two spreadsheets for task 6 two charts for task 7.

Task 6 Create another spreadsheet using the data in the table below.

A 1 2 3 4 5 6 7 8 9 10

B C D myMovie Sales for January to March quarter January 5450 720 1010 320 200 888 February March 5010 4702 688 830 1790 1555 280 350 150 185 735 920 Total Sales for quarter

E Totals

Genre Horror Anime Crime Romantic Documentary Comedy

A 1 2 3 4 5 6 7 8 9 10

B C D myMovie Sales for January to March quarter January 5450 720 1010 320 200 888 February March 5010 4702 688 830 1790 1555 280 350 150 185 735 920 Total Sales for quarter

E Averages

Genre Horror Anime Crime Romantic Documentary Comedy

BSBITU202A (V2)

Independent Schools Victoria, 2012

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Instructions (remember the organisations style guide on the previous page) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Enter the above data into a worksheet and check it for accuracy Name the file myMovie First Quarter Sales and save Format your worksheet and make the following changes: Merge & Centre the headings Change the font type to Ariel Adjust heading size to Ariel 14 Bold Use the SUM function to work out the Total for each genre Use a formula (such as =SUM(E4:E9) to work out the Total Sales Format the Total Sales and change to currency with two decimal places Do a Save As and make the spreadsheet myMovie First Quarter Sales 2 Remove the data in the Totals column and rename it Averages Use the AVERAGE function to work out the average number sold for each genre Adjust column widths as needed Add a header and footer as required by the organisations guidelines Check all of your data-entry and totals. Check that your centring, bolding, fonts are correct for the organisation then print a copy of each spreadsheet 16. Go back into your document and add another column and row ready for next month and label them April and the new genre of Art-house then print a copy. 17. Remember to use whatever form of help you need with the tasks.

BSBITU202A (V2)

Independent Schools Victoria, 2012

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4.4 Charting

Task 7 i) Create a chart:


Choose whichever type of chart you think would best to demonstrate the sales, by

selecting the data from B4:D9.


Insert the chart as an object in your worksheet. Format your chart so that values are displayed and all text is clear. Add a label,

colours and patterns or other requirements to your chart Check your chart in the print preview and then print both on one page. Add your name to the file in a footer and save the file Print your worksheet with the chart on one page. Go back into your worksheet and save as version 2 added to the name Repeat what you did before to create the chart, using a different style of chart Change the page to print in Landscape, centring the worksheet Save and print.

For this task you should have two printed sheets showing the same data but different charts. ii) How could you conserve some energy and paper while completing this task? __________________________________________________________________ _________________________________________________________________ __________________________________________________________________

iii) Suggest two ways of overcoming problems of soreness when using a keyboard or mouse. __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________

If you have done this before, find real evidence. Remember that your spreadsheet must contain all of the above criteria or other legitimate evidence must be provided.

BSBITU202A (V2)

Independent Schools Victoria, 2012

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5. Post Production
Task 8 Write short answers to the following questions i) Which spreadsheet software did you select for your tasks? __________________________________________________________________ __________________________________________________________________ ii) Storing documents is vital in a workplace. Name three ways you can back up your work. __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________

Task 9 i) Remember the ways to check your work before it leaves your hands:
Self-checking. Peer-checking. Supervisor (teacher) checking.

ii) Remember that achieving timelines for your work is extremely important both at school and work. Your teacher will give you a timeline for this unit. iii) Storage. In a previous units, Dropbox was mentioned as one way of ensuring documents are saved off-site. If you have not yet tried it, go to www.dropbox.com Print the page and place it in your folder. iv) Join in a class discussion on any difficulties encountered using spreadsheets and take notes which may be useful in the future. Show your teacher your notes.

BSBITU202A (V2)

Independent Schools Victoria, 2012

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Task 10

Additional checklist for unit I have observed this student completing the following tasks safely:

Adjusts work space, furniture and equipment suitably Minimises wastage Identifies and clarifies task requirements Enters, checks and amends data while maintaining design and layout Uses software functions to format spreadsheets Uses and tests formulae to confirm output meets requirements Uses help manuals/online for spreadsheet design and production Selects suitable chart type and design then creates a chart Uses formatting features to the modify a chart type and layout Previews, adjusts and prints spreadsheets and charts Student meets time lines for speed and accuracy Names and stores spreadsheet, exiting software safely Actively participated in a discussion on any problems encountered, taking notes to use for future reference.

Teacher signature: ____________________________ Date: ______________

BSBITU202A (V2)

Independent Schools Victoria, 2012

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Submitting Work for this Unit


Some work is to be filled out in the booklet. Your teacher may ask you to send some electronically. Ask for an email address to send it to. If you have group work, you may choose to submit it using a USB stick, or burn onto a CD.

BSBITU202A (V2)

Independent Schools Victoria, 2012

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