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Spreadsheet Auditing Tools A Strategic Approach to Improve  Spreadsheet Using Analysis Embedded Tools of Excel By Joselito...
Presentation Overview <ul><li>Introduction </li></ul><ul><ul><li>Overview of Auditing Tools </li></ul></ul><ul><li>Impact ...
Overview: Spreadsheet Auditing Tools <ul><li>Spreadsheets are enormously flexible and powerful tool.  </li></ul><ul><li>Pr...
Spreadsheet Errors <ul><li>Spreadsheet errors could have a significant impact on company: </li></ul><ul><ul><li>Impaired m...
Productivity <ul><li>Automation of the review process in our spreadsheet models, reduce the time of analyzing the data. </...
Efficiency <ul><li>Lower risk error. </li></ul><ul><li>Give you control of how the model operates. </li></ul><ul><li>Valid...
Direct Method <ul><li>Direct method of auditing: is generated by the user. There are few tools that are direct method: </l...
Indirect Method <ul><li>Indirect method of auditing: is perform in the background by software. As in the direct method we ...
Auditing Toolbar Slide  The Auditing Toolbar is one very powerful tool build-in in all Excel modules. The toolbar comes wi...
Auditing Toolbar Slide    Error Checking - Checks the active worksheet for errors. If your worksheet contains errors then ...
Auditing Toolbar Slide    Trace Precedents - Draws tracer arrows from the cells that supply values directly to the formula...
Auditing Toolbar Slide  Remove Precedent Arrows - Removes tracer arrows from one level of dependents on the active workshe...
Auditing Toolbar Slide  Trace Dependents - Draws a tracer arrow to the active cell from formulas that depend on the value ...
Auditing Toolbar Slide  Remove Dependent Arrows - Removes tracer arrows from one level of dependents on the active workshe...
Auditing Toolbar Slide    Remove All Arrows - Removes all tracer arrows from the active worksheet. D .  Tools
Auditing Toolbar Slide  Trace Error - Traces cells with error values. If the active cell contains an error value then trac...
Auditing Toolbar Slide  New Comments - Inserts a comment in the active cell.  D .  Tools
Auditing Toolbar Slide  Circle Invalid Data - Draws red circles around any cells that contain values that are outside the ...
Auditing Toolbar Slide  Clear Validation Circles - Removes circles around cells that contain values outside the limits you...
Auditing Toolbar Slide  Show Watch Window - Displays the Watch Window that can be used to keep a close eye on certain form...
Auditing Toolbar Slide    Evaluate Formula - Displays the (Tools > Formula Auditing > Evaluate Formula) dialog box that en...
Go To Special Slide  The (Edit > Go To) special allows you to navigate in the worksheet in many areas making it useful to ...
Keyboard Shortcuts Slide  ( Ctrl + [ )—to select the cells that are precedents of the active cell. (Ctrl + Shift + [ )—Sel...
Checking Option Setup <ul><li>From the Menu Bar go to  Tools,  then select  Options. </li></ul>Slide  In the  View  tab, c...
Checking Option Setup <ul><li>From the Menu Bar go to  Tools,  then select  Options. </li></ul>Slide  In the  Calculation ...
Checking Option Setup <ul><li>From the Menu Bar go to  Tools,  then select  Options. </li></ul>Slide  In the  Edit  tab, a...
Checking Option Setup <ul><li>From the Menu Bar go to  Tools,  then select  Options. </li></ul>Slide  In the  General  tab...
Checking Option Setup <ul><li>From the Menu Bar go to  Tools,  then select  Options. </li></ul>Slide  In the  Error Checki...
Data Validation <ul><li>Data validation is a tool that helps you control the kind of information that is entered in your w...
Conditional Formatting <ul><li>What is Conditional Formatting?  </li></ul><ul><li>—  Conditional   formatting  allows you ...
Conditional Formatting <ul><li>Checking for Error </li></ul><ul><li>Select the cells you want to apply the conditional for...
Conditional Formatting <ul><li>Highlight Duplicate Entries   </li></ul><ul><li>Select the cells you want to apply the cond...
Conditional Formatting <ul><li>Useful Formulas   </li></ul><ul><li>Shading Alternate Rows </li></ul><ul><li>   = MOD ( ROW...
Review <ul><li>We learned to use the following tools: </li></ul><ul><ul><li>Auditing Tools – to trace and review formulas ...
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Spreadsheet Auditing

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Spreadsheet Auditing

  1. 1. Spreadsheet Auditing Tools A Strategic Approach to Improve Spreadsheet Using Analysis Embedded Tools of Excel By Joselito Pérez
  2. 2. Presentation Overview <ul><li>Introduction </li></ul><ul><ul><li>Overview of Auditing Tools </li></ul></ul><ul><li>Impact </li></ul><ul><ul><li>Spreadsheet errors </li></ul></ul><ul><ul><li>Productivity </li></ul></ul><ul><ul><li>Efficiency </li></ul></ul><ul><li>Direct and Indirect Auditing </li></ul><ul><li>Embedded Tools </li></ul><ul><li>Review </li></ul>Slide A. Introduction E. Review D . Tools C . Method B . Impact
  3. 3. Overview: Spreadsheet Auditing Tools <ul><li>Spreadsheets are enormously flexible and powerful tool. </li></ul><ul><li>Provide backup information to present financial reports. </li></ul><ul><li>Spreadsheet models with hidden errors. </li></ul>Slide A. Introduction
  4. 4. Spreadsheet Errors <ul><li>Spreadsheet errors could have a significant impact on company: </li></ul><ul><ul><li>Impaired management decisions. </li></ul></ul><ul><ul><li>Incorrectly stating balances and income which could result in penalties, lost of income, adverse publicity, legal proceedings, etc. </li></ul></ul>Slide B . Impact
  5. 5. Productivity <ul><li>Automation of the review process in our spreadsheet models, reduce the time of analyzing the data. </li></ul><ul><li>Reduce time updating information. </li></ul><ul><li>Faster data entry. </li></ul>Slide B . Impact
  6. 6. Efficiency <ul><li>Lower risk error. </li></ul><ul><li>Give you control of how the model operates. </li></ul><ul><li>Validate results vs. proofing results. </li></ul><ul><li>Less stress = happy people </li></ul>Slide B . Impact
  7. 7. Direct Method <ul><li>Direct method of auditing: is generated by the user. There are few tools that are direct method: </li></ul><ul><ul><li>Auditing Toolbar </li></ul></ul><ul><ul><li>Go To Tools </li></ul></ul><ul><ul><li>Keyboard Shortcuts </li></ul></ul>Slide C . Method
  8. 8. Indirect Method <ul><li>Indirect method of auditing: is perform in the background by software. As in the direct method we have a few tools: </li></ul><ul><ul><li>Option set-up </li></ul></ul><ul><ul><li>Data Validation </li></ul></ul><ul><ul><li>Conditional Formatting </li></ul></ul>Slide C . Method
  9. 9. Auditing Toolbar Slide The Auditing Toolbar is one very powerful tool build-in in all Excel modules. The toolbar comes with different icons to check errors, trace precedents and dependents, analyze formulas or simple write a comment. The following slides will view each of the icon and their use. D . Tools
  10. 10. Auditing Toolbar Slide   Error Checking - Checks the active worksheet for errors. If your worksheet contains errors then the Error Checking dialog box is displayed. D . Tools
  11. 11. Auditing Toolbar Slide   Trace Precedents - Draws tracer arrows from the cells that supply values directly to the formula in the active cell. You can press this button multiple times to see additional levels. D . Tools
  12. 12. Auditing Toolbar Slide Remove Precedent Arrows - Removes tracer arrows from one level of dependents on the active worksheet. D . Tools
  13. 13. Auditing Toolbar Slide Trace Dependents - Draws a tracer arrow to the active cell from formulas that depend on the value in the active cell. You can press this button multiple times to see additional levels. D . Tools
  14. 14. Auditing Toolbar Slide Remove Dependent Arrows - Removes tracer arrows from one level of dependents on the active worksheet. D . Tools
  15. 15. Auditing Toolbar Slide   Remove All Arrows - Removes all tracer arrows from the active worksheet. D . Tools
  16. 16. Auditing Toolbar Slide Trace Error - Traces cells with error values. If the active cell contains an error value then tracer arrows are drawn to the cells that may have caused the error. D . Tools
  17. 17. Auditing Toolbar Slide New Comments - Inserts a comment in the active cell. D . Tools
  18. 18. Auditing Toolbar Slide Circle Invalid Data - Draws red circles around any cells that contain values that are outside the limits you set by using Data Validation. D . Tools
  19. 19. Auditing Toolbar Slide Clear Validation Circles - Removes circles around cells that contain values outside the limits you set by selecting (Data > Validation). D . Tools
  20. 20. Auditing Toolbar Slide Show Watch Window - Displays the Watch Window that can be used to keep a close eye on certain formulas as you make changes to other parts of the worksheet. D . Tools
  21. 21. Auditing Toolbar Slide   Evaluate Formula - Displays the (Tools > Formula Auditing > Evaluate Formula) dialog box that enables you to evaluate parts of a formula. D . Tools
  22. 22. Go To Special Slide The (Edit > Go To) special allows you to navigate in the worksheet in many areas making it useful to find key information in the workbook. This makes it a very useful tool. D . Tools
  23. 23. Keyboard Shortcuts Slide ( Ctrl + [ )—to select the cells that are precedents of the active cell. (Ctrl + Shift + [ )—Selects all the cells that are directly or indirectly referred to by the formula in the active cell. (Ctrl + Shift + ] )—Selects all the cells that directly or indirectly refer to the active cell. (F5)—Opens Go To dialogue box. (`)—Show the formula in the selected cell. (Shift + F2) – edit or create a new comment. D . Tools
  24. 24. Checking Option Setup <ul><li>From the Menu Bar go to Tools, then select Options. </li></ul>Slide In the View tab, control what you need to see. A too crowded window is distracting. You need a balance windows that allow you to see data and easy navigation. D . Tools
  25. 25. Checking Option Setup <ul><li>From the Menu Bar go to Tools, then select Options. </li></ul>Slide In the Calculation tab, here is how the calculations are performed according to preference. D . Tools
  26. 26. Checking Option Setup <ul><li>From the Menu Bar go to Tools, then select Options. </li></ul>Slide In the Edit tab, are a few data entry options here are a few to watch for. D . Tools
  27. 27. Checking Option Setup <ul><li>From the Menu Bar go to Tools, then select Options. </li></ul>Slide In the General tab, we deal the interaction with the application. D . Tools
  28. 28. Checking Option Setup <ul><li>From the Menu Bar go to Tools, then select Options. </li></ul>Slide In the Error Checking tab, are a few data entry options here are a few to watch for. D . Tools
  29. 29. Data Validation <ul><li>Data validation is a tool that helps you control the kind of information that is entered in your worksheet. With data validation, you can: </li></ul><ul><li>--provide users with a list of choices. </li></ul><ul><li>--restrict entries to a specific type or size. </li></ul><ul><li>--create custom settings. </li></ul>Slide D . Tools
  30. 30. Conditional Formatting <ul><li>What is Conditional Formatting? </li></ul><ul><li>— Conditional formatting allows you to set rules for cell formatting. If the rules (conditions) are met, then the formatting is applied. You can have up to 3 rules in a cell. </li></ul><ul><li>There are many different neat thing that one can do with Conditional Formatting. We will explore a few basic conditions and conditions base on a formula.. </li></ul>Slide D . Tools
  31. 31. Conditional Formatting <ul><li>Checking for Error </li></ul><ul><li>Select the cells you want to apply the conditional formatting to, in this case &quot;B2:B8&quot;. </li></ul><ul><li>Press (Format > Conditional Formatting) to display the Conditional Formatting dialog box. </li></ul><ul><li>  Select the &quot;Formula is&quot; in the first drop-down list and enter the formula &quot;=ISERROR($B$2)&quot;. </li></ul>Slide D . Tools
  32. 32. Conditional Formatting <ul><li>Highlight Duplicate Entries </li></ul><ul><li>Select the cells you want to apply the conditional formatting to, in this case &quot;B2:B13&quot;. </li></ul><ul><li>From the Conditional Formatting dialog box, select the &quot;Formula is&quot; in the first drop-down list and enter the formula “=COUNTIF($B$2:$B$13,B2)>1&quot;. </li></ul><ul><li>Click on the Format, Patterns tab and select the light gray. </li></ul>Slide D . Tools
  33. 33. Conditional Formatting <ul><li>Useful Formulas </li></ul><ul><li>Shading Alternate Rows </li></ul><ul><li>   = MOD ( ROW (),2)=0 </li></ul><ul><li>    Find Today's Date </li></ul><ul><li>   A1= TODAY () </li></ul><ul><li>  Shade any Blank Cells </li></ul><ul><li>   = ISBLANK (A1) </li></ul><ul><li>  Cells Containing Spaces </li></ul><ul><li>   = LEN ( TRIM (A1))- LEN ( SUBSTITUTE (A1,&quot; &quot;,&quot;&quot;))>0 </li></ul><ul><li>  Cells Containing a Particular Character </li></ul><ul><li>   = LEN ( TRIM (A1))- LEN ( SUBSTITUTE (A1,&quot;R&quot;,&quot;&quot;))>0 </li></ul>Slide D . Tools
  34. 34. Review <ul><li>We learned to use the following tools: </li></ul><ul><ul><li>Auditing Tools – to trace and review formulas </li></ul></ul><ul><ul><li>Go To Tools – as a mean to navigate to specific areas in the workbook </li></ul></ul><ul><ul><li>Keyboard Shortcuts – quick access to Auditing tools </li></ul></ul><ul><ul><li>Option set-up – know and control what happen in your desktop </li></ul></ul><ul><ul><li>Data Validation – restrict data and highlight errors </li></ul></ul><ul><ul><li>Conditional Formatting – highlight errors and emphasis specific data. </li></ul></ul>Slide E. Review
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