SCHOOL OF BUSINESS SCIENCES

INFORMATION SYSTEMS DATA ANALYTICS IIA (INFO2006A)

Group Number: 52 Group Name: Team Spirit

Stage 2:
Excel
Cleaning and Interpreting Data

No. Group Member Name Student Number

1 Lucia Bolipombo 2599354
2 Khongotela Hasani 2540791
3 Karabo Mahlangu 2549228
4 Gabriella Mukeninay 2551795
5 Thando Nhlapo 2566745
6 Maria Tshiabuila 2550675
 1. Cleaning the data

To remove the spelling errors:

 Click on the Province column (Q)
 Select Data in your ribbon
 Click on the Filter icon
 In the ‘Province’ cell, select the arrow on the far right of the cell
 Deselect all of the correctly spelt provinces and arrange the data in ascending order,
then click apply filter
 Fix all the incorrect spelling

Repeat process with all columns to check spelling errors.

This is done to remove the inconsistencies and ensure the data is clean.

fix numbers to 2 decimal places:

 Click on a column with numerical values, e.g., ’Shipping cost’
 On the ribbon click on home and look for ‘Format’, then click on ‘Format cells’
 In the ‘Format cells’ window, click on Numbers at the top and on your left under
category and adjust it to 2 decimal places, then click ‘OK’.

Repeat process with all numerical columns.

This is to ensure the data is clean by removing the inconsistencies since some of the data had
one decimal place and others had two.

To fix numbers to reflect currency:

 Click on a column with numerical values of monetary value, eg.’Shipping cost’
 On the ribbon click on home and look for ‘Format’, then click on ‘Format cells’
 In the ‘Format cells’ window, click on Numbers at the top and on your left under
category select ‘Currency’ and select the Rand value, then click ‘OK’.

Repeat process with all numerical columns of monetary value.

This should be done because we are dealing with money and not just any numerical value.
 2. Correct Formatting

To fix the date format:

 Click on a column with dates, e.g. ’Order Date’
 On the ribbon click on home and look for ‘Format’, then click on ‘Format cells’
 In the ‘Format cells’ window, click on Numbers at the top and on your left under
category select ‘Date’ and select the correct date format, then click ‘OK’.

Repeat the process with the ‘Shipment Date’ columns.

The date format was also changed to match the instruction as this was the correct formatting.
 3. Insert a new sheet

To create a new sheet named area:

 At the bottom of the excel page next to Users, click on the plus to add a new sheet.
 Rename the sheet to ‘Area’.
 Go back to the Order page in your excel document, in the first row highlight ‘City’ and
‘Postal code’, then hold shift + ctrl + down button simultaneously to highlight those
columns.
 Copy the data and paste it in your new excel sheet named ‘Area’.
 Once you have pasted your data, click on Data in the ribbon, then click on ‘Remove
Duplicates’. Make sure all headings are selected then click on ‘Ok’.

An area sheet was created to make the data more organized. Duplicates were also removed to
ensure there is no repetition of information.
4. Duplicate Entries

To identify duplicate entries

 Go to the “Home” tab then

 Select “Conditional Formatting”
 Click on “Highlight Cell Rules” and
 Select “Duplicate Values” to highlight the duplicate entries

Remove duplicates.

 Select a range of cells

 And go to the “Data” tab then
 Press the “Remove Duplicates” option
 5. Minimum and Maximum

 For the Maximum and Minimum functions respectively, the Excel functions =MAX and
=MIN are used. The range which is column D, Profit, is selected. Excel then returns the
Maximum and Minimum values of each selected range.
 The INDEX function returns a value or the reference to a value from within a table or
range.
 For the product category, use the index function and input a “reference”, a range from
which you want to pull out information, which is column A, Product Category.
 Enter the address of the target value(s) by inputting “row” and “column”, to be matched
with, being the Max Profit calculated in the first step.
 Enter 0 as the match type
 Use the same function for the remaining data to be matched with the profit (Product
subcategory and product name)
 Repeat for the Minimum Profit Table.
 This displays the highest and lowest profit items and their details.
6. a) Total Column

 In the cell Z1 insert the Total Amount column

 Press “=” and the * to multiply cell D2 by W2 by
 Press Enter
 Fill in the rest of the cells by holding down the mouse (+)
 The formula should be copied on the rest of the cells.

6. b) VAT Column

 In the cell AA1 insert the “Vat Amount” column

 Type out the formula to aid with calculating VAT (=Z2*15/100)
 On your keyboard press “Enter”
 Fill in the rest of the cells by holding down the mouse (+)
 The formula should be copied on the rest of the cells
7. Manager name per region

 An excel function called “IF” was used. If the data inserted in cell B12 is “Central” it will
return the value “Chris”. If the data inserted in cell B12 is “East” it will return the value
“Erin”. If the data inserted in cell B12 is “South” it will return the value “Sam”. If the data
inserted in cell B12 is “West” it will return the value “William”. And if the value is none
of the existing regions, it will return the value “Please insert existing region in cell B12”

 This function was used as it allows you to make logical comparisons between a value and
what you insert in a given cell. An IF statement can have two results based on the
conditions inserted by the user. The first result is if your condition is met (True), the
second if your condition is not met (False).

 No changes to data was made, but additional cells were entered in the User tab.
8. Total Amount Per Region

 A SUMIF function was used to total the amount to be received per region.

 The first input in the function is the range. The range for the condition comparison was
the Region column in the Orders Tab.

 The second input into the function is the criteria. The criteria is the name of the region,
found in the Users tab. It will later be compared to the data in the previously selected
range.

 The third input is the sum range, being the total amount in the Orders tab (Column Z). If
the criteria is met by the range, it will be added to the amounts to be summed by the
function.

 No changes to data was made, but additional cells were entered in the User tab.
9. Fraud detection

Microsoft Excel is a software that facilitates the formatting, calculation and, organisation of a lot
of data in a spreadsheet and is used by variety of users.

Fraud could be detected manually or automated techniques or both:

 Audit trials can assist users of Excel to identify any suspicious activity by enabling them
to keep track of what changes are made to the data and by whom it was made and when
the data was changed.
 Identifying anomalies by looking at duplicates, discrepancies between the same data
from many resources and analysing entry transactions, looking at the inconsistencies
through the data through various Excel tools such as conditional formatting can be done
by using both manual and automatic techniques to detect fraud in Excel.
 Product ordered compared to inventory levels. If inventory of that specific product is
low, it could be due to theft.
 Total amount per region will be compared with each amount in the bank statement or
debtors control account received per region. Discrepancies will be addressed will the
manager of each region.
 INFO2006A - PEER EVALUATION (Stage 2 – Excel)
Group No: 52 Team Name (Optional): Team Spirit Date: 28/04/2022
Each team is required to complete a peer evaluation. The following aspects of the team's work should be taken into
account when deciding on the percentage contribution to allocate to each member:
 Quality of individual contribution
 Timely submission of work
 Online Availability and communication
The following principles apply:
1. Every team member must agree on percentage contributions and sign the form.
2. The evaluation is not anonymous, but an adult assessment of contribution.
3. Think carefully about your assessment of your peers. Try to avoid extreme assessments unless they are fully
justified.
4. In a team of five (5), if each member contributed equally, then each would be allocated 20%, in a team of six (6)
each would be allocated 16.67%.
5. A team member who scores higher than the average will be awarded a project mark that is proportionally above
the mark obtained by the team (+1 or +2 – depending on the percentage contribution)
6. A team member who scores lower than the average will be awarded a project mark that is proportionally below
the mark obtained by the team (-1 or -2 depending on the percentage contribution)
7. Extreme cases, e.g. where a student has made no contribution at all, will be handled on a case by case basis by
the project coordinator (lecturer)
Member Member Name Contribution (%)
1 Lucia Bolipombo
2 Khongotela Hasani
3 Karabo Mahlangu
4 Gabriella Mukeninay
5 Thando Nhlapo
6 Maria Tshiabuila
Total 100%

Team Signatures
Member Member Signatures
1
2 Hasani K
3
4
5

Motivation (where there are issues that need explanation):