Database Analytics for PGDM first - year

Slide - 1
Business Analytics: Methods, Models,
and Decisions
Third Edition, Global Edition
Chapter 2
Database Analytics
Copyright © 2021 Pearson Education Ltd.

Copyright © 2021 Pearson Education Ltd. Slide - 2
Data Sets and Databases
• Data set - a collection of data
– Examples: Marketing survey responses, a table of
historical stock prices, and a collection of measurements
of dimensions of a manufactured item
• Database - a collection of related files containing
records on people, places, or things
– A database file is usually organized in a two-
dimensional table, where the columns correspond to
each individual element of data (called fields, or
attributes), and the rows represent records of related
data elements.

Example 2.1: A Purchase Order
Database
• Each row represents a record.
• Each column represents a field or attribute.

Example 2.2: Using Range Names for
a Database
• Define the range
name for each row
of data as the
month, and the
name for each
column of data by
the product.
Example: The range name for B4:F4 is January; the range
name for B4:B15 is Product_A.
To find the annual sales of Product A, use the Excel
formula =SUM(Product_A).

Data Queries: Tables
• An Excel table allows you to use table references to
perform basic calculations. Select the data range
including headers. Next, click Table from the Tables
group on the Insert tab and make sure that the box
for My Table Has Headers is checked.
• The table name (default: Table1),can be found (and
changed) in the Properties group of the Table Tools
Design tab in Windows or in the Table tab on a Mac.

Example 2.3: Excel Table for Credit
Risk Data

Example 2.4: Table-Based
Calculations
• To sum the data in column C, use the function
=SUM(Table1[Savings]).
• To find the number of home owners use the function
=COUNTIF(Table1[Housing], “Own”).
• If we add new records to the table, the calculation will be
updated automatically.

• Select a cell (but not the header) in the column
for sorting.
– Use the AZ or ZA buttons on the Data tab to
sort from low to high or high to low.
• Click the Sort button for advanced sorting.
Data Queries: Sorting Data
3-8

• Sort data by supplier.
Example 2.5: Sorting Data in the
Purchase Orders Database

 An Italian economist, Vilfredo Pareto, observed in
1906 that a large proportion of the wealth in Italy
was owned by a small proportion of the people.
 Similarly, businesses often find that a large
proportion of sales come from a small proportion
of customers, the “80-20 rule.”
 A Pareto analysis involves sorting data and
calculating cumulative proportions.
3-10
Pareto Analysis

• In the Bicycle Inventory database, compute the inventory value of
each product by multiplying the quantity on hand by the purchase
cost. Sort the data in decreasing order of inventory value and
compute the percentage of the total inventory value for each product
and the cumulative percentage.
Example 2.6: Applying the Pareto
Principle

• Filtering is finding a subset of records that meet
certain characteristics.
• Excel provides two filtering tools:
– AutoFilter for simple criteria
– Advanced Filter for more complex criteria.
Data Queries: Filtering Data
3-12

• First, select any
cell within the
database. Then,
from the Data
tab, click Filter.
Click on cell D3
dropdown arrow.
Select only Bolt-
nut package.
3-13
Example 2.7: Filtering Purchase
Order Records by Item Description

• The Filter tool will display only those orders for
this item.
• To restore the original data file, click on the drop-
down arrow again and then click Clear filter from
“Item Description.”
Example 2.7 Continued

• Identify all records in
the Purchase Orders
database whose item
cost is at least $200.
• Click on the drop-down
arrow in the Item Cost
column and position the
cursor over Numbers
Filter. Select Greater
Than Or Equal To . . .
from the list.
Example 2.8: Filtering Records by
Item Cost

• This brings up a Custom AutoFilter dialog that allows
you to specify up to two specific criteria using “and”
and “or” logic. (The Mac version does not have these
and/or options.) Enter 200 in the box and then click
OK.

• The Filter tool does not extract the records; it simply
hides the records that don’t match the criteria.
– This means that if you highlight a range of filtered
data to compute a sum or average, for example,
you will get the results for all records, including
those that are hidden from view.
– You can copy and paste the filtered data to
another range or Excel worksheet, which then
uses only the filtered records, and get the correct
results.
Caution!

• The Advanced Filter provides a way of explicitly
defining criteria by which to filter a database.
• First, copy the headers from the database to an
open location in the worksheet. Under the
headers, specify the criteria that you want to use
to filter the data.
– Multiple criteria in the same row are logically
joined by “and,” while criteria in rows are
joined by “or.”
Advanced Filter

• For the Purchase Orders database, we will find
all the records for Hulkey Fasteners having order
quantities that exceed 5,000 and order dates
before 9/1/11, as well as all records for Steelpin
Inc. with order quantities less than 5,000 and
order dates before 9/1/11.
Example 2.9: Using the Advanced
Filter

• Choose Advanced next to the Filter in the Data
tab. In the dialog box, enter the list range of the
database and the criteria range.

• Results
– Note that only the records meeting the criteria
are displayed.

• Database functions start with a “D” (for example,
DSUM, DAVERAGE, DCOUNT) and allow you to specify
criteria that limit the calculations to a subset of
records using the same format as the Advanced Filter.
• For example, the syntax for the DSUM function is
DSUM(database, field, criteria). Database is the range
that includes the column labels; field is the column name
that contains the values to sum, enclosed in quotation
marks, or a reference to the column name; and criteria is
the range that specifies the records you want to sum.
Database Functions

• In the Purchase Orders database, find the total
cost of all orders that meet the criteria specified
in Example 2.9:
• Alternatively, we could have used the function
=DSUM(A8:J102,“Cost per order”, A3:J5).
Example 2.10: Using a Database
Function

Logical Functions
• =IF(condition, value if true, value if false) – returns
one value if the condition is true and another if the
condition is false,
• – returns TRUE
if all conditions are true and FALSE if not,
• – returns TRUE if
any condition is true and FALSE if not.

IF Function
• =IF(condition, value if true, value if false)
• Conditions may include the following:

Example 2.11: Using the IF Function
• Suppose that orders with quantities of at least
10,000 units are classified as Large.
– Cell K4:
• Suppose that large orders with a total cost of at
least $25,000 are considered critical.
– Cell L4:

Nesting IF Functions
• You may “nest” up to seven IF functions by
replacing value if true or value if false in an IF
function with another IF function:
=IF(A8= 2,(IF(B3= 5, “YES”, “”)),15)

Example 2.12: Calculating the Price
of Quantity Discounts
• For quantities of 1,000 or less, the unit price is
$10; for quantities of 1,001 to 5,000, the unit
price is $9.00; and for quantities that exceed
5,000, the unit price is $7.50.
– IF(Q = 1,000, Q*10, value if false)
– IF(Q = 1,000, Q*10, IF(Q6 <= 5,000, Q*9,
value if false))
– IF(Q = 1,000, Q*10, IF(Q6 <= 5,000, Q*9,
Q*7.5))

Lookup Functions for Database
Queries
•
- looks up a value in the leftmost column of a table and returns a
value in the same row from a column you specify
•
- looks up a value in the top row of a table and returns a value in
the same column from a row you specify.
• - returns a value or reference of the
cell at the intersection of a particular row and column in a given range.
• - returns the relative
position of an item in an array that matches a specified value in a
specified order.
=CHOOSE(index_num, value1, value2, . . . ) - returns a value from
a list based on the position in the list, specified by index_num .
•

Important Notes on Lookup
Functions
• In the VLOOKUP and HLOOKUP functions, range lookup is
optional. If this is omitted or set as True, then the first column of
the table must be sorted in ascending numerical order.
• If an exact match for the is found in the first
column, then Excel will return the value of
of that row. If an exact match is not found, Excel will choose the
row with the largest value in the first column that is less than the
• If range lookup is False, then Excel seeks an exact match in the
first column of the table range. If no exact match is found, Excel
will return #N/A (not available).
Specify the range lookup to avoid errors!

Example 2.13: Using the VLOOKUP
Function
returns the payment type Credit.
returns the transaction
code 80103311

INDEX Function
•
• The INDEX function returns the value in a particular row
and column of an array.
• would retrieve the
transaction code 80103311, which is in the 7th row and 4th
column of the database.

MATCH Function
•
• In the MATCH function, is value that you want to
match in which is the range of cells being searched.
The is either −1, 0, or 1. The default is 1.
• If then the function finds the largest value that is
less than or equal to
– The values in the must be placed in ascending order
• If MATCH finds the first value that is exactly equal to
– The values in the can be in any order.
• If then the function finds the smallest value that is
– The values in the must be placed in descending order.
greater than or equal to lookup_value

Example 2.14: Using INDEX and MATCH
Functions for Database Queries
Suppose we wish to design a simple query application to
input the month and product name, and retrieve the
corresponding sales. The three additional worksheets in
the workbook show how to do this in three different ways.

Example 2.14 Continued:
Using VLOOKUP + If
The Query1 worksheet uses the VLOOKUP function with
embedded IF statements. The formulas in cell I8 is:

Example 2.14 Continued:
Using VLOOKUP + MATCH
The formula in cell I8 is:
In this case, the MATCH function is used to identify the column in the
table corresponding to the product name in cell I6. Note the use of the
“+1” to shift the relative column number of the product to the correct
column number in the lookup table.
= VLOOKUP (I5,A4:F15,MATCH(I6,B3:F3,0) + 1,FALSE)

Example 2.14 Continued: Using
INDEX + MATCH
The formula in cell I8 is:
= INDEX(A4:F15,MATCH(I5,A4:A15,0),MATCH(I6,A3:F3,0))
The MATCH functions are used as arguments in the INDEX function to
identify the row and column numbers in the table based on the month
and product name. The INDEX function then retrieves the value in the
corresponding row and column.

Example 2.15: Using INDEX and
MATCH for a Left Table Lookup
• In the Sales Transactions database, we wish to
find the customer ID associated with a specific
transaction code.

• Enter the transaction code in cell K2, and display the
customer ID in cell K4.
• Use the following formula in cell K4:
=INDEX(A4:A475,MATCH(K2,D4:D475,0),1)
2-39

• User-friendly templates for repetitive database
queries.
• Characteristics:
– ”Clean”
– Well-organized
– Easy to use
Excel Template Design
4-40

Example 2.16: A Tax Bracket
Calculator
• 2016 U.S. federal income tax rates
• Create a template that allows an individual to
enter their filing status and taxable income and
then returns the corresponding tax bracket.

Example 2.16 Continued: Using IF
and VLOOKUP

Example 2.16 Continued: Using
CHOOSE
=CHOOSE($B$9,VLOOKUP($B$10,Lookup!$A$2:$E$8,5),
VLOOKUP($B$10,Lookup!$B$2:$E$8,4),VLOOKUP($B$10,
Lookup!$C$2:$E$8,3),VLOOKUP($B$10,Lookup!$D$2:$E$8,
2))

Data Validation Tools
• Select the cell range for which data
validation will be applied, and then choose
Data Validation from the Data Tools group
on the Data tab in Excel 2016, or select
Validation from the Data menu on the a
Mac.

Example 2.17: Applying Data
Validation
• For the Tax Bracket template, choose cell B9 (filing
status). In the Data Validation dialog, specify that the
value must be a whole number between 1 and 4. You
may customize the Error Alert and Input Message to
prompt the user.

ISNUMBER Function
• This function returns TRUE if the cell or range
contains a number; otherwise, it returns FALSE.

Example 2.18: Using the ISNUMBER
Function for Data Validation
• In the Tax template, use ISNUMBER to ensure that the
taxable income in cell B10 is numeric. In the Data
Validation dialog, choose Custom, and in the Formula
box, enter the formula =ISNUMBER(B10). An error alert
message will pop up if an invalid entry is made.

• Buttons, boxes, and other mechanisms for inputting or
changing data on spreadsheets easily that can be used
to design user-friendly spreadsheets.
– Spin button—a button used to increase or decrease a numerical
value
– Scroll bar—a slider used to change a numerical value
– Check box—a box used to select or deselect a scenario
– Option button—a radio button used to select an option
– List box—a box that provides a list of options
– Combo box—a box that provides an expandable list of options
– Group box—a box that can hold a group of controls
Form Controls
4-48

• Activate the Developer tab on the Excel Ribbon.
Form Controls
4-49

Example 2.19: Using Form Controls
in the Tax Bracket Template
• Insert the form control (spin button for filing status,
and scroll bar for taxable income).
• Right click and complete the Format Control dialog.

Format Control Dialog for Spin
Button

Example 2.20: Using a Combo Box
• Compute the total sales for any month in the
Monthly Product Sales database.

Exploring Data Using PivotTables
• Excel provides a powerful tool for distilling a
complex data set into meaningful information:
PivotTables.
• PivotTables allows you to create custom summaries
and charts of key information in the data.
• PivotTables can be used to quickly create cross-
tabulations and to drill down into a large set of data
in numerous ways.

Example 2.21: Creating a PivotTable
Click inside the Sales Transactions database
The wizard creates a
blank PivotTable as
shown.

PivotTable Field List
Select and drag the
fields to one of the
PivotTable areas:
• Report Filter
• Column Labels
• Row Labels
• Values

Pivot Table for Total Revenue by
Region You may select the range of the
value, right click, and format the
cells as currency to make the
PivotTable more meaningful.
You may also replace the
names in the headers; for
instance, change Row Labels to
Region and Sum of Amount to
Revenue.

Revenue Breakdown by Region and
Product

Alternate PivotTable View of Region
and Product Revenue

PivotTable Customization
• When you drag a field into
the S Values area, the
PivotTable defaults to the
sum of the values in that
field. Click the dropdown
arrow next to Revenue in
the S Values area and
choose Value Field
Settings. Select Count.

PivotTable for Count of Regional
Sales by Product

Percentage Views
• Percent of the grand total, Percent of row total,
Percent of column total, and other options
– In the Value Field Settings dialog, click the tab
Show Values As. Select the option in the
dropdown box. The % of Row Total is shown:

Using the PivotTable Report Filter
• Dragging a field
into the Filters area
in the PivotTable
Field list allows you
to add a third
dimension to your
analysis. Drag
Payment to the
Filters area. Click
the drop down
arrow in cell B1;
choose Credit.

Slicers
Slicers are tools for drilling down to “slice” a
PivotTable and display a subset of data.
• To create a slicer for any of the columns in the
database, click on the PivotTable and choose
Insert Slicer from the Analyze tab in the PivotTable
Tools ribbon in Windows, or from the PivotTable
Analyze tab on a Mac.

Example 2.22: Using Slicers
• For the PivotTable for the revenues by region
and product, insert a slicer for the source of the
transaction. If you click on one of the Source
buttons, Email or Web, the PivotTable reflects
only those records corresponding to that source.

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