letters – overview€¦ · web viewto copy a chart click on the border of the chart, press...

How to use this resource This resource provides students with all the information for this Unit. The assessment will involve integrating letters and spreadsheets

Achievement

Achievementwith Merit

Achievementwith Excellence

Implement basic procedures to produce a specified digital information outcome

Skilfully implement basic procedures to produce a specified digital information outcome.

Efficiently implement basic procedures to produce a specified digital information outcome.

Y9 DIT Unit

Student & Teacher Resources for: Year 9 DITImplement basic procedures to produce a specified digital information outcome

Letters – Overview A letter is a form of formal communication that is used between individuals or companies. It has a formal structure that must

be adhered to. Do not try and be creative or do it differently, that will not be accepted.

Letter layout has evolved over the years, it is probably best not to ask your parents or caregivers for help as when they were taught to write letters postage and paper was expensive and letters were laid out to fit the maximum into the available space.

Memos are another form of communication that is used within a business, but they are not a legal document. Faxes can be used as a means for businesses to communicate with each other, letters can be faxed or simple notes can be sent.

Emails are the most common form of communication, but because people get so many of them and any Email you send might not get received they are not considered to be a legal document.

Letters must be sent in circumstances such as when a formal request or complaint is being made or when employees are hired or disciplined.

Letter layoutThe standard layout or a letter is…

The address of the person sending the letter

A blank line

Today’s date

A blank line

The address the letter is being sent to

A blank line

Dear Sir/Madam, Dear John or some other opening

A blank line

The content of the letter, single spaced with a blank line between each paragraph

A blank line

Yours faithfully, Yours sincerely or a similar closing statement

Six blank lines

Your name in full

See on the next page for an example of a letter; take note of how it follows the above layout.

Year 9 Digital Technology Unit

Ecological Plastics Limited27 Somerset RoadGlenfieldAuckland 8900

15 March 2012

John JamesonQuick Handyman Solutions45 Wombat DriveTakapunaAuckland 7500

Dear John

We have received a complaint from Richard Somerset about a recent installation of our classic line spouting solutions. He is concerned that the spouting is leaking from where the spouting connects with the downpipes.

Our inspector has visited the property and has noted that the downpipes are from the newline spouting range which is 5mm narrower in diameter. He believes this to be the cause of the leak.

It is a regulation that plumbing products only be installed by a qualified plumber or the home owner. We can find no record of ‘John Jameson’ in the register of plumbers. While it is possible that you do employ a registered plumber, the quality of work at this house is not that of a registered plumber.

I would welcome your response and an assurance that any use of our products is only carried out as required by law.

Yours Faithfully

Laurence PikeCustomer services manager


Letter exercises1. Using standard letter format as shown above produce the following 3 paragraph letter…

From:Joe Bloggs Travel to Mars 21 Bridge Street Smallville Dunwich 5600To: The Director Doe & Co 35 Anthony Road Newport Ipswich 7844Dear Sir or Madam I am writing to you on behalf of the travel to Mars fund, a private fund to send the first man and woman to Mars. We are seeking corporates that would like to support a plan to send humans to Mars. This is not going to be a cheap endeavour but one that will advance technology in the same way the space race did in the 1960’s. We are seeking funding of over one million dollars from each company. Alternatively funding of over a billion will secure naming rights. We look forward to any questions you might have or perhaps a cheque. Yours sincerely Joe Bloggs.

2. Write a letter back to Joe Bloggs in your own words explaining how keen you are to support the fund and enquire what form of naming rights they would get for a ten million dollar contribution. The director’s name is Harry Jones.

3. Write a letter back to Harry saying they would be able to have naming rights on an unmanned probe or one of the shelters in the Mars village. Also let him know that the probe will leave in 2 years and they hope to have people on Mars in 10-12 years.

4. More practice: Ask your teacher for more practice letters

Letterheads In reality companies and some individuals don’t simply type up their address like we have been doing so far. Instead they

have pre-printed letterheads. A letterhead is simply a more attractive way of presenting the senders address. It is also used to reduce fraud. It normally incorporates the address in an interesting layout with font and graphics that incorporates the organisations logo. Normally the address and graphics are integrated together.

See below some examples of letterheads….(All letterheads are copyright to the respective organisations)


Let’s look again at the address we used in the last exercise: Travel to Mars 21 Bridge Street Smallville Dunwich 5600. You probably made it look at bit like this…

Travel to Mars21 Bridge StreetSmallvilleDunwich 5600

To make this into a letterhead we first need to create some form of logo out of the name of the organisation and a graphic, then add the address using an interesting font …

Travel to Mars 21 Bridge StreetSmallvilleDunwich 5600

Note how the text and graphic overlap and that a single font style is used. The graphic was changed to ‘Behind Text’ With Word 2010 the graphic colour can be changed in ‘Format Picture Tools’

Letterhead exercises1. Try making your own version of the ‘Travel to Mars’ letterhead – do not just copy the one above

2. Now make a letterhead for Doe & Co, who make sports shoes

3. Make a letterhead for your school or a nearby primary school, look at their web site for the address

4. More practice: Ask your teacher for more practice letterhead and letters

Introduction to SpreadsheetsYear 9 Digital Technology Unit

You are probably wondering why we have moved onto spreadsheets – this assessment will involve integrating spreadsheets and letters

Spreadsheets are used because … The grid structure makes it easy to display information Formulas allow calculations to be made easily Charts (graphs) can be made from the information entered Show formulas and formula auditing allow you to check all is correct Functions such as ‘Merge & Centre’ and ‘Format Cells’ allow you to set up currency or other formatting.

Basic Operators The basic operators look a bit different to what you are used to, they can be found on the numeric part of the keyboard. They are plus(+), minus(-), divide(/) & times(*) The maths is also the opposite way around to normal, the = goes first, then the cell reference (like battleships) the operator

then the other cell reference (see below)

To show the formulas in the Formulas tab click on

Basic Operator Exercises1. Using Excel work out the answers

2. In the number section you will find these buttons use them so the answers have no more than one decimal place

3. Show the formulas for the spreadsheet

4. You will notice that the numbers are right aligned but the titles are left aligned. Use the button to right align the titles

Note: You should normally never increase the number of decimal places by more than one decimal place. Headings above numbers must always be right aligned


AutoSum When adding up a series of numbers we could go =A2+B2+C2+D2+E2+F2+G2 but this is time consuming and there are

easier ways. Also using these less efficient methods means might not be able to get better than an Achieved in the assessment

Take a look at the spreadsheet above, you can see that to calculate the ‘Total Sales’ we will need to add cells A2 to G2. To do

this click in cell H2 then click on the button. (if you can’t see it try maximizing your screen)

Look at the ‘marching ants’ around the formula and check to see if they are around the correct numbers, if they are hit enter and the answer will be in the cell.

We now want to find the ‘Weekday Sales’ so we only want cells A2 to F2. When you click on AutoSum it will include cells you don’t want. To fix just drag over just the cells you want.

The correct answer will be displayed, but you will notice a small green triangle in the corner of the cell this is displayed as a warning that you have not included the cells the Excel thinks you should include in the formula. In this case you know what you have done is correct, so ignore it!

When you look at the spreadsheet you will see that row 1 is twice the height of the others. This is done by holding the mouse button down between the 1 & 2 at the left of the screen then dragging down

You will also find that headings such as ‘Weekday Sales’ will not go onto two lines. Use to fix.

If you don’t want to type in Monday, Tuesday etc, click and hold on the black square at the bottom right of the cell and drag


AutoSum Exercises1. Below are the sales figures for another week. Calculate the 3 totals…

Averages Hopefully you remember that your maths teacher told you that to find the average you add all the numbers up then divide the

sum by how many numbers you added up. So the average of 3,4 & 5 is 3+4+5 divided by 3 (3 numbers) 15/3 = 5

The AutoSum can do more than just numbers up, to the right of the button you will see you can click to get addition options including Average

You will often find with averages you get a line of decimal places. Use the ‘Decrease Decimal’ until these is only one decimal place left.

As with using AutoSum to add numbers up, you need to select only the cells that are required to work out the average

Average Exercises1. Below are the sales figures for another week. Calculate the 3 averages…

Did you remember to reduce the decimal places?


More on Averages Unlike using AutoSum to add up numbers you sometimes need to do it manually. Always look at the numbers first…

To work out the Average daily sales we need to divide the ‘Total Sales for the Month’ by the ‘Number of Times the Day Occurred’ so for Monday that is 143/4 = 35.75, or 35.8 with one decimal place.

Below is the spreadsheet almost completed, think about how you would work out the last answer, there are two possibilities

o Add up all the averages, we get an answer of 369.8o Divide 1635/30, we get an answer of 54.5

It is important to realise that Excel does what it is told; you need to look at the numbers and work out what is correct.

More Average Exercises1. Below are the sales figures for another month. Calculate the averages and totals…

Titles and Headings A spreadsheet must have a title and like letters there is a standard layout…

o Line 1: The name of the company or organisations – such as ‘ABC Graphics’o Line 2: What the spreadsheet is about – such as ‘Sales Figures for May’

All words in titles and heading must be in upper case except connecting words such as a, the, is, for etc.

The first line of the title must be bigger and bolder than the second line of the title.

Equally the second line of the title must be bigger and bolder than the column headings.

Normally column headings should be in bold with no other enhancements

Merge & Center should be used so the titles are the same width as all the column headings.

Look at the spreadsheet below and look at the titles and headings, look at the numbers do you see any trends?

Also there is one mistake in it, can you see it?


If you look at the numbers you can see that sales of shorts decrease through the year and sales of pants & socks goes up. Sales of T-Shirts do not change much.

Did you notice that ‘figures’ is in lower case, it should be in upper case, see the second example below

Lines and Shading The spreadsheet is looking better with a formatted title but it also needs lines and shading.

Both shading and lines should be used to draw the eye to related data and emphasise important points

The easiest way to put in lines is to use the ‘Draw Borders’ tool (below left) and use the pencil to draw the borders(If you put in lines you don’t want use the ‘Erase Border’ button)

To shade first highlight the area and use ‘Fill Color’ button (below right). Don’t choose a colour too dark

This first example below has simply put borders and shading in everywhere and does not emphasise anything…


The second example is much better and adds to the spreadsheet…(It is not the only possible way of doing it)

Combined Exercise1. You will find that most exercises are word exercises – there is no spreadsheet for you to copy. You need to work out the

layout.

2. Sunshine and Surf found (not surprisingly) that sales were very poor during the winter months. They decided to change their name to all seasons adventure wear. Below are the sales figures for the rest of the year from July to December…Sleeping Bags 8,6,9,4,12,5; Coats 12,11,8,5,,1; Pants 34,27,42,67,55,43; Tents 4,,,3,2,9; First aid kits 12,9,8,4,12,7(when you see ,, etc it means there were no sales that month of the product)

3. Create the spreadsheet then work out the average sales of the products each month

4. They also need to work out the average sales of each product per day. There are 184 days from July to December

5. Do not read the next page until you have done the exercise.


A Few Thoughts Did you put a zero in when there were no sales? Try it the other way around, it makes a difference. The zero should be there

as if you don’t put it in that month is not included in the calculations – it should be!

Did you use too many lines or shading? Lines should be used to separate groups of numbers; shading should be used to emphasis important headings or totals.

Did you graduate your headings? The name of the organisation should be bigger and bolder than the topic.

Make any necessary changes to improve the spreadsheet.

Formatted Numbers Numbers often have formats, the most common are currency $27.53 and percentage 57%.

First we want to format the numbers as currency. We want a $ sign and two decimal places for the cents. This is going to always be the case except when we are dealing with large amounts of money and there are no cents.

First we need to highlight all the numbers we want to format, we could do them one at a time but why would you?

Next in the Number area select currency. If the number of decimal places is wrong just use the increase or decrease decimal button. Do not use the $ sign button as this puts the $ sign at the left of the cell – this is not correct.

Percentages are a little trickier because 10% is .1 so if you put in 10 then format it as a percentage you get 1000%It is better with percentages to first format the cells than put the numbers in afterwards.

The spreadsheet can now be completed (see next page), note a couple of things…o The total of Total Sales is not formatted correctly. If you have a cell that is already formatted correctly you can click

on that cell than use the to paste that format onto the cell that needs formatting.o The percentage had two decimal places. They were removed as they were not necessary.o Not all totals were calculated. This is because the totals they give would not mean anything.


Formatting Exercises1. Re-create the figures for Sunshine & Surf. Don’t just copy the answers, do it yourself!

2. Repeat using the figures for February – Feel free to resave the spreadsheet and just change the numbers and title

3. All Seasons Adventure Wear in July sold 8 Sleeping Bags, 12 Coats, 34 Pants, 4 Tents, 12 First aid kits. The retail sales price of the items excluding GST is $74.50, $24, $32.50, $99.20, $27.30. GST is 15%. Calculate the price including GST then the total sales both including and excluding GST. Calculate suitable totals.

Looking at Charts (or Graphs, Same Thing)

At Year 11 (and probably up to Year 13) we only use 3 types of charts Column, Line and Pie. You may think about using Bar which is a column chart on its side. Don’t.

For the following we will use this (made up) data. Type it into Excel and follow though as the charts are created…


Column Charts Column Charts are the most common and universal type of chart. They are used to compare discreet data. This means that

there is no relationship between the data and they could be in any order.

Highlighting the names, then holding down the CTL key and dragging down the Year 9 numbers. Next click on Insert then Column and choose the first chart. You should get this…

We have successfully made a chart but what does it tell us? The reason for producing a chart is always the same, to make the data easier to understand and possibly emphasise some aspect of the data. This chart fails.

What would be interesting to see is the range of weights at Year 9 and the differences between boys and girls.

We will sort the data by first highlighting all the numbers plus the column titles, click on Data then Sort. Make sure ‘My data has headers’ is ticked, ‘Sort by’ is Year 9, ‘Order’ is smallest to largest, then click on OK.

If you still have your chart you will see it is now sorted – no need to redo the chart.


Series1 can be clicked on and deleted. The series only means anything if you had multiple series on the same chart. You would get this if you also selected Year10 or any other additional years.

We want to format the chart so we can tell the boys from the girls. We will leave the boys blue and make the girls redo Click on a column for a girl, you will see all columns are selected. Click again then only one will selected.o In the font area change the fill colour to red. Repeat for all the other girls until it looks like the example below…

Every chart MUST have a title and the X & Y axis labelled (do you remember these from maths)

Click on the chart and select the Layout tab, you can then see the Chart Title and Axis Titles buttons o For the Chart Title choose ‘Above Chart’o For the Primary Horizontal Axis Title choose Title Below Axiso For the Primary Vertical Axis Title choose Rotated Titleo You can now type in all three titles. See below…

Note how this chart is far more informative than the chart on the previous page.


Pie Charts One of the important things to learn is to investigate the data and look for suitable charts to make. This chart below contains

all the data points in one chart. It is a waste of time. Nothing can be interpreted from it

Also sometimes you need to create your own numbers to produce a chart, let’s look at totals…

It would be interesting to compare the total weight of students at years 9 & 13 in a pie chart

To do this click on Year 9, hold down the CTL key and click on the Year 9 total, Year 13 the Year 13 Total. Click on Insert then Pie Chart and you should get this…

Because you clicked on the text Year 9 & Year 13 you get the labels

This chart helps us compare the total weight of the students at both year levels


The pie chart still needs titles and some other improvements, with the column charts we looked at adding titles from the layout tab. There is an easier way using Chart Layouts in the Design tab, but they are not as flexible.

The total had to be made smaller to fit and the font size of the percentages was increased to make it stand out.

Line Charts Line charts can only be used for ordinal data – or in other words when the order is important. You would not make a chart

that went Year 10,9,12,13,11!. Simply put if it date related you should use a line chart.

The obvious place to use a line chart is to compare the changes from Year 9 to Year 13, let’s look at a couple of charts…

This chart was made by selecting all names than all the data cells. Switch Row/Column was then used.

We can see from this chart that weight go up from Year 9 to 13, doesn’t really tell us much and there is too much information


This second line chart is the totals only, doesn’t say much does it? Let’s add up the totals for the boys and girls and see how a chart of that looks…

Did you get something like this? Sometimes Excel needs a little help. If your chart won’t work we need to use

Click on an empty cell then create a line chart, it will be empty. Next click on Select Data, you will get this…

This is now a three step process…Year 9 Digital Technology Unit

o Click on then drag over the numbers you want to use in the chart, click on when done

o In Horizontal (Category) Axis Labels click on and drag over Year 9 to Year 13, then OKo Next click on Series1 then Edit then the text Boys then OK. Repeat for Series2 to do Girls.o Finally click on OK to finish, you should get this…

Okay, this has produced a better chart. It shows that Boys weight keeps increasing while girls’ weight seems to level off after year 11.

Can you spot the problems with the chart? Apart from the fact it doesn’t have any titles it is based on total weight of all the students and as there are more boys than girls it means the chart is flawed, plus the numbers are pointless.

Fix this problem by calculating the averages yourself and make a completed chart, what does it tell you?

Data Analysis Exercise1. Go back to the spreadsheet you created before for all seasons adventure wear. Make a suitable Column, Pie or Line charts

(minimum of two). Write a few paragraphs explain what you found.

If you don’t have the exercise saved below are the sales figures from July to December…Sleeping Bags 8,6,9,4,12,5; Coats 12,11,8,5,,1; Pants 34,27,42,67,55,43; Tents 4,,,3,2,9; First aid kits 12,9,8,4,12,7(when you see ,, etc it means there were no sales that month of the product)

Data Integrity Data integrity is all about ensuring the results created are a true and accurate reflection of the data

Firstly have you entered the numbers correctly, typing errors can cause results to be completely different. Any comments you

make about what you see will be wrong. Most common mistakes are adding an extra zero, forgetting a decimal place or just typing in the wrong number.

For the assessment you will be required to say what data integrity procedures you used. One of them must be that you double checked all the numbers were entered correctly. If you don’t say you have done it, it will be assumed you did not!

The second thing to do is use formula auditing, let’s go back to an earlier spreadsheet looking at Total Sales, Weekday Sales & Weekend Sales


How do we know that the figure for Weekend Sales is correct? On the Formulas tab if you click on Weekend Sales then click on you will see a box appear around the cells that were added to get that result.

There is a button to get rid of the arrows. There is no point clicking on every total and tracing precedents as it quickly becomes unreadable

When you have done a trace precedents for important totals or averages, print out the sheet as a record of what you have done

The third method of data integrity is printing showing formulas. This is achieved using the button which is right next to the Trace Precedents button.

When you push the show formulas button all the formulas you used will be shown instead of the results. Use the button again to go back to normal.

You will notice how the spreadsheet is now much wider and you would find if you printed it it would take two pages…o Narrow down the width of the cells, you MUST be able to read all the formulas

(Hint: if you double click the cell become the minimum width that will fit)o Change the page layout to landscape (how to do this is covered later)o Reduce the margins and zoom in (how to do this is also covered later)o Make sure you preview your printouts before you print them

When you have finished Show Formulas and you return to normal you will find the column width will have changed back. If you highlight all the columns the set one of them to the correct width, all of them will become this width


Headers & Footers – Word and Excel Headers are at the top of the page, footers at the bottom. They allow you to put the same text on every page.

Work that does not contain your name will not be marked, as all students will be using the same original data in the assessment having your name printed on it is the only way the teacher will know it is yours. Saying ‘that is mine’ will not be accepted.

All work that you have been saving MUST be saved with a suitable filename and in an appropriate folder (not just My Documents). This is a requirement of the assessment. Your printouts must contain the full path of where the documents are saved.

In Excel Click on Insert than this allows you to type in a header, click on for footers. You can type in your name in the box.

To put in a file path and name click on then . To return to normal view click on

With Word the easiest way to edit headers and footers is to double click at the very top or bottom of the page. You can then type in your name. Double click on the main part of the page to return to normal view

To add the filename and path in Word, in the Headers & Footers Tools menu click on then Field, scroll down to FileName, then under Fields Options tick ‘Add path to filename’

If you have not saved your documents yet the path won’t work

In Word and Excel practice putting in your name and the file names in the Header and Footer

Printing To print in Excel is not as simple as Word. It is not obvious where the edge of the page is and it is easy to print two pages

wide, this would not be accepted.

If you go into Print Preview or the print dialog box when you go back into normal view you will see dashed lines on the screen, in the sample below it is between columns H & I


With this sample above you can see that the chart would end up being split across two pages – best to move it to the left

Let’s look at another sample with the formulas showing…

In this case it is taking up two pages and making the columns narrower would not help. Instead we will change the page orientation to landscape to make more fit on the page


Both in Excel and Word the Margins can be set to narrow to fit more on the page…

Finally using Page Break Preview in Excel you can drag the edge of the page over to make more fit on the page. This is achieved by shrinking the size of the text so it should only be used after trying the other methods. If you make the text too small for the marker to easily read, they won’t and you will fail.

Printing Checklist We are next going to be integrating Word and Excel together, there is a long list of printouts needed…

o Your completed letter o The spreadsheet with chart(s)o The spreadsheet with formula auditing (charts optional)o The spreadsheet with formulas shown (charts optional)o A data integrity document listing how you have ensured data integrity

(just printing off the formula auditing and formulas is NOT enough)

Integrating Word & Excel Data This may sound very complicated but all it means is copying a chart or Excel spreadsheet from Excel into Word.

To copy a Spreadsheet select the spreadsheet, press CTL-C, go to Word and press CTL-V. The spreadsheet will be copied as a table like any other table created in Word.

To copy a chart click on the border of the chart, press CTL-C, go to Word and press CTL-V. The chart will be copied. Be aware that the chart is in most cases still linked to the spreadsheet, so if you change the data or sort it the chart will be updated.


Commenting on what you see This Unit requires you to make decisions and interpret what you see. You will have to decide for yourself…

o How to layout the data provided and which totals and averages you will calculateo What to make a chart of to illustrate what can be found in the datao Observations about what is found in the charts you produced in a Word documento Recommendations based on what you found.

What you will need to do in the Assessment This is the first of three practice assessments for you to do. The first will be done for you, but you should do it also, don’t just

copy what you see below, the assessment requires you to think for yourself and the samples below will not be the only correct way of doing it and will deliberately not comment on everything that is in the data.

Task 1 – The Letterhead1. Create a letterhead for the following organisation…

Browns Bay Chocolatiers27 Beach RoadBrowns BayAuckland 1800

Br wns Bay Ch clatiers 27 Beach Road Browns Bay Auckland 1800This is only one possibility, it shows that they not only make chocolate but also do chocolate drinks. Note how the image of the cup overlaps the text but the text is still very readable.

Task 2 – Opening the Letter2. Using the following information and your letterhead open the letter using todays date…

John Irwin Chocolatiers New Zealand Limited 56 Great Street Island Bay Wellington 8900. The staff and myself have noticed some trends in customer behaviour recently. As a result we have been examining our sales figures for the year and have made some interesting discoveries. Below are some charts of what we found…

Continue the letter yourself, don’t look at the next page until you have, then make any necessary changes…


Br wns Bay Ch clatiers 27 Beach Road Browns Bay Auckland 180027 July 2012

John Irwin Chocolatiers New Zealand Limited 56 Great Street Island Bay Wellington 8900

Dear John

The staff and myself have noticed some trends in customer behaviour recently. As a result we have been examining our sales figures for the year and have made some interesting discoveries.

Below are some charts of what we found…

Did you remember the following…o To use the letterheado The date in full with a blank line above and below ito To put in the Dear Johno To separate the two paragraphs – a paragraph is not every time you see a full stop, it is when there is a change in

what is being talked about. In this case paragraph 1 is about examining figures, paragraph 2 is about the chart below.

Task 3 – Creating the Spreadsheet3. Use these figures below to produce a spreadsheet…

Sales figures for Browns Bay Chocolatiers for January to December 2012Handmade chocolate (kg): 457,389,928,715,289,315,412,316,409,518,819,1067Imported Chocolates (boxes): 312,165,209,313,150,148,207,190,215,290,578,854Seasonal Products (each): 89,,189,425,78,,6,,,,18,93Chocolate Drinks: 580,620,704,771,805,890,973,1038,1109,1245,1367,1431Cakes (whole): 179,176,152,147,136,342,111,78,72,68,65,73Cakes & Slices (each): 560,590,684,751,775,853,942,999,1068,1195,1314,1265

Create the spreadsheet based on the information above

Do not look at the possible solution on the next page until you have made your spreadsheet


Did you put zeros in where the figures were missing? Did you have graduated headings? Do you have shading and lines? Are there any totals? Did you just copy the one above? It does not have the column headings right aligned – they should be!

Task 4 – Averages4. It would be good to know the average daily sales of each product for the year. There are 366 days in 2012

Did you get the same result? Did you reduce down to only one decimal place

Task 5 – Charts5. Examine the data and make 2 or 3 charts. Each must show a different aspect of the data

(Make sure before you do this you must really study the data and look for trends)

This is the obvious chart, it shows the trends well but perhaps there is too much there?


This chart helps to show the percentages of sales of each product through the year. It is a useful chart that can be commented on

This chart is similar to the first chart but is focused on just cakes and you can see that cakes and slices are increasing through the year while sales of whole cakes are decreasing rapidly.

This chart shows the average daily sales of each product – you were asked to calculate it so it makes sense you should do a chart of it.

It has been sorted as this better shows the data rather than unsorted


Task 6 – Copying the Charts6. If you are asked to make 1 or 2 charts it is best to make 3 or 4 so you can then work out which are most informative

It is likely you would make charts not included above such as seasonal products or comparing sales of imported and handmade chocolates

Copy the 2 most informative charts into the letter you are writing. For this the overall chart and the cake sales chart will be used. Again you could have chosen other charts. You need to make the decision.

Task 7 – Comment on the Charts7. Use bullet points to detail on what you have seen in your charts.

This means if you don’t have a chart that includes the information you can’t comment.

Over the last year the sales of cakes and slices have increased considerably, however, the sale of whole cakes has steadily reduced.

The sales of cakes and slices is almost the same as the sales of chocolate drinks Seasonal products are good at Easter and Christmas but there are very few sales around Valentine’s Day

Other comments could be made but this is sufficient.

Note that no suggestions are made; this is for the next task.

Remember these comments should be in your letter after the charts

Task 8 – Comment on the Bullet Points8. Make recommendations and comments on the bullet points, don’t forget who the letter is addressed to. Then complete the

letter.

It is pleasing that the sales of cakes and slices have increased but that is probably related to the increased sales of chocolate drinks. It is of concern that sales of whole cakes has decreased, these need to be promoted more and perhaps better display cases need to be provided. Valentine’s Day should be a big time for selling chocolate however this is not the case. A range of products targeting this market need to be introduced to increase sales.

These comments are written to the person from the head office and you are free to imply any reasonable relation between the person writing the letter and the intended recipient.

Did you remember to complete the letter? Yours faithfully etc?

Task 9 – Insert Header and Footer9. Insert a header that includes your name and the full file path of the file. Do this for all your documents.

The header on the next page shows what is expected

Compare the completed letter on the next pages with your own/tt/file_convert/5e0a4a6048db856028596c9c/document.docxC:\Users\11005\My Documents\Digital

Technologies\AS91071\Assessment\Browns Bay Chocs LetterJohn Graham


Br wns Bay Ch clatiers 27 Beach Road Browns Bay Auckland 180027 July 2012

John Irwin Chocolatiers New Zealand Limited 56 Great Street Island Bay Wellington 8900

Dear JohnThe staff and myself have noticed some trends in customer behaviour recently. As a result we have been examining our sales figures for the first half of the year and have made some interesting discoveries.

Below are some charts of what we found…


C:\Users\11005\My Documents\Digital Technologies\AS91071\Assessment\Browns Bay Chocs LetterJohn Graham

Over the last year the sales of cakes and slices have increased considerably, however, the sale of whole cakes has steadily reduced.

The sales of cakes and slices is almost the same as the sales of chocolate drinks

Seasonal products are good at Easter and Christmas but there are very few sales around Valentine’s Day

It is pleasing that the sales of cakes and slices have increased but that is probably related to the increased sales of chocolate drinks. It is of concern that sales of whole cakes has decreased, these need to be promoted more and perhaps better display cases need to be provided.

Valentine’s Day should be a big time for selling chocolate however this is not the case. A range of products targeting this market need to be introduced to increase sales.

Yours Faithfully

John GrahamManager

Task 10 – Data Integrity Procedures10. Ensure you have followed data integrity procedures to ensure all your information is correct

Detail what you have done on a separate sheet of paper and print it off.

Follow this then check you have done something similar to what is written below…

I have looked over the numbers I entered for each product for each month and double checked they are all correct. I found no errors.

I have also used formula auditing to ensure the totals and averages I calculated are using the correct cells, they are.

Finally I have printed my spreadsheets showing the formulas and again checked all is correct.

I am happy that the results I have produced are all accurate and reflect the supplied data.

Trace precedents shown here shows the correct formulas were calculated


Task 11 – Print Documents11. You now need to print off all the documents.

You are not told what documents are required, you need to make your own decisions about what to print, but this should be…o The completed letter, 1-2 pages long.o The spreadsheet with the charts you used included.o The spreadsheet with formula auditing – charts are optional.o The spreadsheet with formulas showing – charts optional, probably in landscape.o Your data integrity document.(All your documents must have the filename/path and your name

Check below to see if your spreadsheets match what is below, plus the other ones above…

What’s next? As you can see this is the last page. Your teacher has practice assessments for you to do before you do the real one.

Remember this assessment is not just about your abilities in Word & Excel it is also about being able to interpret what you find and making decisions without any reminders – Good luck and work hard
