SBIICM, Hyderabad

How to use EXCEL for Data Analysis & Information Extraction

(Usage of ‘Auto Filter’ & ‘Sort’ Options)

If the CBS EOD reports are available in excel format, it will be very easy to analyse and
get the specific information as we required. For example, using Auto filter facility, just
by few mouse clicks, we can extract the following information as per our requirement.

i) List of Top 25 accounts

ii) List of Loans sanctioned during a period say in the year 2007
iii) List of Car Loans
iv) List of Loans whose outstanding is over and above Rs.5 Lakhs
v) List of accounts arranged on sanction-date
vi) List of deposit accounts of a particular customer with details like type of
account, date of opening, maturity date, maturity value, interest rate, their
address and phone number etc.

Similarly, by using Sorting technique, we can re-arrange the list of accounts details
according to our requirement.

WHAT IS EXCEL DATA TABLE ?

Excel data table is a list of records having a header for each column. Each record will
contains column-wise related data in a uniform order and data type. Eg., after importing
the loan balance file, the respective excel sheet will contain the particulars of each
account as a record. The first line of the sheet will be treated as header and the
complete sheet will be treated as an EXCEL DATA TABLE.

WHAT IS THE USE OF EXCEL DATA TABLE ?

(i) Auto-Filter Facility

In Excel Data Table, just by activating the Auto-Filter Facility, we can view/filter the
required information just by few mouse clicks.

By using the following menu navigation, we can activate the filtering facility and then by
implementing our requirements as conditions, we can extract the required information.

Menu Navigation to activate the filtering facility :-

i) Select All by pressing ‘Ctrl+A’

ii) GO to Menu option Data  Filter ( Auto filter [Prior to Excel 2007])
Now, each column will have a special Filter Button.

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By clicking it, we can do either

i) Top 10 Accounts or otherwise based on that particular columns value
ii) By selecting Custom option, we can put our requirements as the
condition to display the lines which satisfy that condition
Important Custom Filters Description
available
 Equals, Used to implement conditions upon
 Does not Equal, Numeric and Date fields like
 Is Greater than, Outstanding, Sanction_Date,
 Is Greater than or equal to, Irregularity Amount etc.
 Is less than
 Is less than or equal to
 Equals, Used to implement conditions upon
 Does not Equal, Text type fields like Account_type,
 Begins with Customer_name, Address Line 1-4,
 Does not begin with
 Ends with
 Does not end with
 Contains
 Does not contain

iii) Multiple conditions can be simultaneously implemented in various

columns depending upon our requirement. For ex.,
To list out all accounts having New IRAC as ‘4’ and outstanding is
more than Rs. 5 lakhs,
a) in the New IRAC column
using custom option, make the NEW_IRAC [equals] [‘4’]
b) in the Outstanding column, make the OUTSTANDING [greater
than or equal to] [500000]
After implementing/imposing the above two conditions, that
worksheet will display lines which satisfies both the conditions
(a) and (b)

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iv) (Blanks) Option -All records which contains blank in this particular
column
v) (Non-Blanks) Option - All records which are not empty in this column

(ii) Sorting (Rearranging)

In Excel Data Table, just by using Sort option, we can rearrange the records according
to our convenience. By using the following menu navigation, we can rearrange the
records.

Menu Navigation to do Sorting :-

iii) Select All by pressing ‘Ctrl+A’

iv) GO to Menu option Data  Sort

Now a dialog box will be popped-up to get

our requirements for rearranging the records
as follows.

For example, If we want to rearrange all

records based on Account-type in Ascending
order, then we have to give the requirements
as shown in figure.

Care: Since our Excel Data Table has a

header as the first like, ensure that ‘Header
row’ option as a selected one.

Multi-level sorting is also possible. For example,

If we want list of accounts sorted on (i) account-
type and then with-in each account-type it should
be sub-sorted on (ii) Sanction date, then we
have to give the requirements accordingly as
shown in Figure.

Usage of Shadow Files (Available in E:\FTP\CDC\Shadowfiles\DDMMYYYY folders)

All branches are receiving two Shadow files one for deposit accounts and the other for
advances. These files contain important particulars for each account. If these files are
available in EXCEL DATA TABLE format, it will be very easy to extract the day-to-day
information requirements using ‘Auto-Filter’ and/or ‘Sort’ options in EXCEL.

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Important Fields/Columns in Deposit Shadow File(DEP_SHADOW_FILE.TXT.GZ)

EXCEL Col.Name Header Name Description
E AcNo Account Number
G CIFNo CIF Number
H Name1 Name 1
I OpenDt Opening Date
L StopChqInd Stopped Cheque Indicator
M Curr_Bal Current Balance
N Availbl_Bal Available Balance
O OD_Limit OD Limit
P Unclrd_Amt Uncleared Amaount
R DrawingAmt DP
S ActType Product Code - Account Type
T IntCat Product Code - Sub type
V Maturity_Dt Maturity Date (For Fixed Deposits)
W IntRate Interest Rate
Y SegmentCd Segment Code
AA SanctionDt Sanctioning Date
AC HoldFlag Holding Flag
AD StopFlag Account Stop Flag
AF New_IRAC New IRAC
AG Old_IRAC Old IRAC
AH Period_Dep Period of Deposits
AI CC_Dep ‘C’ for CC/ ‘D’ for Deposit Account
AM Int_Available Interest Available
AP Term_Pay_Frequency Interest Payment Frequency
AQ Rollover_Dt Rollovered Date
AT ModeOfOperation Mode of Operation
AU ShortName Shortname of the Account
AW VIP_Flag VIP Flag
AX Acct_Desc Account Description
AY GL_Wkly_CD Weekly Code
AZ GL_Class_Code General Ledger Class Code
BA Maturity_Val Maturity Value
BD Add1 Address line - 1
BE Add2 Address line - 2
BF Add3 Address line - 3
BG Add4 Address line - 4
BH PostCode PIN Code
BI PhoneNo_Res Phone No. - Residence
BJ PhoneNo_Bus Phone No. - Business

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Important Fields/Columns in Loan Shadow File(LON_SHADOW_FILE.TXT.GZ)

EXCEL Col.Name Header Name Description

E AcNo Account Number
G CIFNo CIF Number
H Name1 Name 1
I AcOpenDt Opening Date
L StopChqInd Stopped Cheque Indicator
M CurrentBalance Current Balance
N AvailableBalance Available Balance
O Unclrd_Amt Uncleared Amaount
P Loan_Arrears Overdue Amount
Q Next_Repay_Dt Next Repayment Due Date
R Acct_Type Product Code - Account Type
S Int_cat Product Code - Sub type
V Int_Rate Interest Rate
X Segment_Cd Segment Code
Z Sanction_Dt Sanctioning Date
AB Hold_Flag Holding Flag
AC Stop_Flag Account Stop Flag
AE New_IRAC New IRAC
AF Old_IRAC Old IRAC
AG Period_Loan Loan Term in Months
AH EMI_Due EMIs Due
AI EMI_Paid EMIs Paid
AJ EMI_Overdue EMIs Overdue
AK App_Lmt Approved Limit
AN ShortName Shortname of the Account
AO VIP_Flag VIP Flag
AP Cat_Type_Name Account Description
AQ Add1 Address line - 1
AR Add2 Address line - 2
AS Add3 Address line - 3
AT Add4 Address line - 4
AU PostCode PIN Code
AV Phone_No_Res Phone No. - Residence
AW Phone_No_Bus Phone No. - Business

For Reference & Feedback Contact : Mr. K Bala Sai Kumar, Manager(Research),
SBIICM, Hyderabad
e-mail Address: [email protected] (Landline : 040 –23388244)

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