BUSINESS INNOVATION DEVELOPMENT AND

ENTREPRENEURSHIP TRAINING INITIATIVE

(BIDETI)
Excel Essentials for Data Analytics
Duration: 1 Day
Objective: Equip participants with essential Excel skills for effective data analysis and visualization.
Tools needed: A laptop or Computer with Microsoft Excel and Word application.
Workshop Outline:

Morning Session (9:00am – 12:00am):

PART 1: INTRODUCTION TO EXCEL FOR DATA ANALYTICS (20 Minutes)

⮚ Introduction to Data Analytics

Definition

Data Analytics is the process of examining datasets to draw conclusions about the information they contain.
It involves various techniques and tools to convert raw data into meaningful insights, supporting decision-
making and strategic planning.

Key Components

1. Data Collection: Gathering data from various sources such as databases, web services, and sensors.
2. Data Cleaning: Removing errors and inconsistencies to ensure data quality.
3. Data Analysis: Applying statistical and computational methods to uncover patterns and insights.
4. Data Visualization: Presenting data in graphical formats like charts and graphs for easier
interpretation.
5. Reporting: Summarizing findings in reports or dashboards to inform stakeholders.

Types of Data Analytics

1. Descriptive Analytics: Describes historical data to understand what has happened.

2. Diagnostic Analytics: Investigates why something happened by identifying patterns and correlations.
3. Predictive Analytics: Uses historical data and models to predict future outcomes.
4. Prescriptive Analytics: Suggests actions based on data to achieve desired outcomes.

Tools and Technologies

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 ● Spreadsheets: Microsoft Excel, Google Sheets
● Statistical Software: R, SAS
● Programming Languages: Python, SQL
● Data Visualization Tools: Tableau, Power BI
● Big Data Technologies: Hadoop, Spark

Applications

● Business: Enhancing customer experience, optimizing operations, and driving marketing strategies.
● Healthcare: Predicting disease outbreaks, improving patient care, and managing resources.
● Finance: Risk management, fraud detection, and investment strategies.
● Sports: Performance analysis, injury prevention, and game strategy.

Benefits

● Informed Decision-Making: Provides evidence-based insights for better strategic choices.

● Efficiency: Streamlines operations and reduces costs through optimized processes.
● Competitive Advantage: Offers insights that can lead to innovative products and services.
● Risk Management: Identifies potential risks and mitigates them proactively.

Challenges

⮚ Data Privacy: Ensuring the protection of sensitive information.

⮚ Data Quality: Maintaining accuracy and consistency of data.

⮚ Complexity: Handling large and complex datasets requires advanced skills and tools.
⮚ Integration: Combining data from various sources can be difficult.

⮚ Importance of Excel in data-driven decision-making.

Excel serves as a foundational tool in data-driven decision-making for several reasons:

i. Data Analysis: Excel provides a wide range of functions and tools for data analysis, allowing users to
manipulate, summarize, and interpret large datasets quickly and efficiently. Functions like SUM,
AVERAGE, and COUNT help in basic statistical analysis, while more advanced functions and features
enable complex calculations and modeling.
ii. Data Visualization: Excel offers robust visualization capabilities, allowing users to create charts, graphs,
and dashboards to visualize trends, patterns, and relationships within their data. Visual representations make
it easier to understand complex datasets at a glance, facilitating communication and decision-making.
iii. Flexibility and Customization: Excel's flexibility allows users to customize their analyses and reports
according to their specific needs and preferences. Users can tailor formulas, formatting, and layouts to suit
the requirements of different projects and stakeholders, ensuring clarity and relevance in decision-making.
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iv. Accessibility and Familiarity: Excel is widely used across industries and organizations, making it a
familiar and accessible tool for most professionals. Its ubiquity means that users can easily collaborate,
share, and communicate their analyses and findings with colleagues and stakeholders, fostering a data-
driven culture within the organization.
v. Integration with Other Tools: Excel seamlessly integrates with other data analysis and visualization
tools, such as Power BI, SQL Server, and Python, allowing users to leverage additional functionalities and
resources for more sophisticated analyses and insights.
vi. Cost-Effectiveness: Compared to specialized data analysis software, Excel is often more cost-effective,
particularly for small and medium-sized businesses or individual analysts. Its affordability and wide
availability make it a practical choice for organizations looking to implement data-driven decision-making
processes without significant investment in specialized tools.
vii. Quick Prototyping and Iteration: Excel's intuitive interface and interactive features enable users to
quickly prototype and iterate on their analyses and models. Users can experiment with different
assumptions, scenarios, and parameters in real-time, facilitating a dynamic and iterative approach to
decision-making.
In summary, Excel plays a crucial role in data-driven decision-making by providing powerful tools for data
analysis, visualization, and customization. Its accessibility, flexibility, and integration capabilities make it
an indispensable tool for professionals across industries seeking to harness the power of data to inform and
improve their decision-making processes.

PART 2: OVERVIEW OF EXCEL INTERFACE AND FUNCTIONALITIES RELEVANT TO

DATA ANALYSIS (40 minutes)
➢ Introduction to Excel & Excel Interface
Step 1: Open Excel: Launch Excel on your computer.

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Step 2: Interface Overview: Familiarize yourself with the main components of the Excel interface,
including the Ribbon, Quick Access Toolbar, Formula Bar, Columns, Rows, and Cells.

Step3: Ribbon and Tabs:

i. Home Tab: Explore the Home tab, which contains commonly used commands for formatting,
alignment, and data manipulation.

ii. Insert Tab: Learn about the Insert tab, where you can add various elements such as charts, tables,
and shapes to your spreadsheet.

iii. Page Layout Tab: Discover the Page Layout tab, which allows you to set page orientation, margins,
and print settings.

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 iv. Formulas Tab: Understand the Formulas tab, where you can access a wide range of functions for
mathematical, logical, and statistical calculations.

v. Data Tab: Explore the Data tab, which provides tools for sorting, filtering, and managing data
effectively.

vi. Review Tab: Also, check out the Review tab, where you can proofread your spreadsheet, add
comments, and protect your data.

vii. View Tab: Lastly, the view tab provides various options for changing the way you view your
worksheets and workbooks.

Step 4: Quick Access Toolbar:

● Customize Toolbar: Learn how to customize the Quick Access Toolbar by adding frequently
used commands for quick access.

Step 5: Formula Bar:

● Input Data: Practice entering data into cells using the Formula Bar and navigating between
cells using keyboard shortcuts.
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Step 6: Navigation and Selection:

● Keyboard Shortcuts: Master essential keyboard shortcuts for navigating between cells,
selecting ranges, and performing common tasks efficiently.

General Shortcuts

● Ctrl + N: Create a new workbook.

● Ctrl + O: Open an existing workbook.
● Ctrl + S: Save the current workbook.
● F12: Open the Save As dialog box.
● Ctrl + P: Open the Print dialog box.
● Ctrl + Z: Undo an action.
● Ctrl + Y: Redo an action.
● Ctrl + F: Open the Find and Replace dialog box.
● Ctrl + H: Open the Find and Replace dialog box with Replace selected.
● Ctrl + C: Copy selected cells.
● Ctrl + X: Cut selected cells.
● Ctrl + V: Paste copied or cut cells.
● Ctrl + Alt + V: Open the Paste Special dialog box.
● Ctrl + A: Select all cells in the current worksheet.
● Ctrl + B: Apply or remove bold formatting.
● Ctrl + I: Apply or remove italic formatting.
● Ctrl + U: Apply or remove underline formatting.

Navigation Shortcuts

● Arrow Keys: Move one cell up, down, left, or right.

● Ctrl + Arrow Key: Move to the edge of the current data region.
● Tab: Move one cell to the right.
● Shift + Tab: Move one cell to the left.
● Page Down: Move one screen down.
● Page Up: Move one screen up.
● Alt + Page Down: Move one screen to the right.
● Alt + Page Up: Move one screen to the left.
● Ctrl + Home: Move to the beginning of the worksheet.
● Ctrl + End: Move to the last cell with content on the worksheet.
● F5: Open the Go To dialog box.
● Ctrl + G: Open the Go To dialog box (same as F5).

Formatting Shortcuts

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 ● Ctrl + 1: Open the Format Cells dialog box.
● Ctrl + Shift + $: Apply currency format.
● Ctrl + Shift + %: Apply percentage format.
● Ctrl + Shift + #: Apply date format.
● Ctrl + Shift + @: Apply time format.
● Ctrl + Shift + ^: Apply exponential format.
● Ctrl + Shift + &: Apply border to selected cells.
● Ctrl + Shift + _: Remove border from selected cells.

Working with Data

● Ctrl + ;: Enter the current date.

● Ctrl + Shift + :: Enter the current time.
● Ctrl + `: Toggle the display of formulas.
● Ctrl + Shift + L: Toggle autofilters on and off.
● Alt + Enter: Insert a line break within a cell.
● F2: Edit the active cell and position the insertion point at the end of the cell contents.
● Ctrl + D: Fill down from the cell above.
● Ctrl + R: Fill right from the cell to the left.

View and Window Management

● Ctrl + F1: Show or hide the ribbon.

● Alt + W, F: Freeze panes.
● Alt + W, S: Split window.
● Ctrl + Tab: Switch to the next workbook window.
● Ctrl + Shift + Tab: Switch to the previous workbook window.

These shortcuts can help you perform tasks more quickly and efficiently in Excel.

Step 7: Formatting:

● Cell Formatting: Experiment with cell formatting options such as font style, size, color, and
cell borders to enhance the visual appeal of your spreadsheet.
A: Create a New Worksheet
Open Excel and create a new workbook.
In the first worksheet, enter the following data:

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B: Apply Font Formatting

1. Headers: Apply bold formatting to the headers (cells A1:D1).

○ Select cells A1:D1.
○ Press Ctrl + B to make the text bold.

C: Font Style and Size

Change the font style of the entire table to Time New Roman and font size to 12.

● Select the range A1:D5.

● On the Home tab, choose Time New Roman from the font dropdown menu and set the font size to
12.

D: Header Color
Change the font color of the headers to white.

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 ● Select cells A1:D1.
● Click the Font Color button in the Home tab and choose white.

E: Header Background
Change the background color of the headers to dark blue.

● With cells A1:D1 still selected, click the Fill Color button and choose dark blue.

F: Department Column
Change the font color of the "Department" column to green.

● Select cells B2:B5.

● Click the Font Color button and choose green.

Step 8: Saving and Closing:

● Save Your Work with the name “BIDET EXCEL 1”: Remember to save your work regularly
by clicking on the Save icon or using the Ctrl + S keyboard shortcut.

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 ● Close Excel: Close Excel when you're done by clicking on the Close button or using the Alt

+ F4 keyboard shortcut.

PART 3: DATA CLEANING AND PREPARATION (60 minutes)

➢ Understanding data types and formats.
Step 1: Open Excel and Import Data

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● Open Microsoft Excel and create a new workbook.

● Click on the "Data" tab in the Excel ribbon.

● Select "From Text/CSV" and navigate to the location of your employment management dataset.

● Import the dataset into Excel, ensuring that it is properly formatted with each column separated by
commas or tabs.

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Step 2: Understand Data Types
Before proceeding with formatting, let's understand the data types of each column:

● Employee ID: Number/General (Integer/String)

● Full Name: Text (String)

● Job Title: Text (String)

● Department: Text (String)

● Business Unit: Text (String)

● Gender: Text (String)

● Ethnicity: Text (String)

● Age: Number (Integer)

● Designation: Text (String)

● Hire Date: (Date)

● Annual Salaries (USD): Numeric (Currency)

● Bonus: Number (Percentage)

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 ● Country: Text (String)

● City: Text (String)

● Exit Date: (Date)

Step 3: Format Columns

Employee ID:

● Select the entire column.

● Right-click and choose "Format Cells."

● In the Format Cells dialog box, select "Number" or General depending on the ID format. This is case
we choose "General" from the Category list, since our ID contains both text and numbers.

● Click "OK" to apply the formatting.

Full Name, Job Title, Department, Business Unit, Gender, Ethnicity, Designation, Country, and City:
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 ● These columns typically don't require specific formatting beyond the default Text format. However,
you may adjust column widths to ensure readability.

Age, Bonus:

● Select the entire column for the Heading.

● Right-click and choose "Format Cells."

● In the Format Cells dialog box, select "Number" from the Category list for Age.

● Start the process again, in the same Format Cells dialog box, select "Percentage" from the
Category list for Age.

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Hire Date, Exit Date:

● Select the entire column.

● Right-click and choose "Format Cells."

● In the Format Cells dialog box, select "Date" from the Category list.

● Choose the desired date format from the available options (e.g., "MM/DD/YYYY" or
"DD/MM/YYYY").

● Click "OK" to apply the formatting.

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Annual Salaries (USD):

● Select the entire column.

● Right-click and choose "Format Cells."

● In the Format Cells dialog box, select "Currency" from the Category list.

● Choose the desired currency symbol and number format.

● Click "OK" to apply the formatting.

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Step 4: Freeze Panes (Optional)
If your dataset has many rows, consider freezing the top row to keep column headers visible as you scroll.

● Click on the row below the row containing column headers (usually row 2).

● Go to the "View" tab in the Excel ribbon.

● Click on "Freeze Panes" and select "Freeze Top Row."

Step 5: Save Your Workbook

● Once you have formatted your data, save your workbook to retain the changes.

● Go to "File" > "Save As" (Data Type Formatted) and choose your desired location and file format
(Excel Workbook (.xlsx).

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 ➢ Techniques for data cleaning and organizing
Step 1: Open Excel and Load Data

● Open Microsoft Excel and load the dataset you want to clean and organize.

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Step 2: Identify and Remove Duplicates

● Select the dataset.

● Go to the "Data" tab in the Excel ribbon.

● Click on "Remove Duplicates."

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● Choose the columns where you suspect duplicates might exist (e.g., Employee ID).

● Click "OK" to remove duplicates.

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Step 3: Trim Whitespace

● Sometimes data may have leading or trailing spaces.

● Select the column(s) where you want to remove whitespace.

● Go to the "Data" tab.

● Click on "Text to Columns."

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● Choose "Fixed Width" and click "Next."

● click "Next" again.

● Select "General" under "Column Data Format" and click "Finish."

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Step 4: Convert Text to Proper Case

● If your dataset contains names or text that needs to be in proper case:

● Create a new column next to the text column.

● Use the formula =PROPER(A2) (assuming A2 is the first cell with text).

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● Drag the formula down to apply it to all cells.

● Copy the results and paste as values to replace the original data.

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Step 5: Fill Missing Data

● Identify columns with missing data (e.g., Job Title, Department, Business Unit, Hire Date).

● To fill missing data, such as the missing titles, department info, or dates:

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 ● Sort the data by relevant criteria as well (e.g., Employee ID).

Step 6: Correct or Remove Inconsistent and Blank Data

● Identify any inconsistencies in data entry (e.g., variations in department names).

A. Using VLOOKUP to Check for Missing or Incorrect Entries in each column

● Add a Helper Column: Add a new column next to your data to flag inconsistencies.

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 ● Use VLOOKUP to Check Consistency. In the "ID Check" column, use the following formula:
LOOKUP: =IF(ISBLANK(B2), "Empty", "Filled")

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● Go to the Data tab on the Ribbon. Click on the Filter button in the Sort & Filter group. This will
add a drop-down arrow to each column header in your selected range and deselect Filled Box.

● Fill in the missing Employee ID if it is available, or delete the entry if it is not relevant.

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NB: Repeat the process for all the columns available.

If the above does not work use the alternative below:

● Go to the Data tab on the Ribbon.
● Click on the Filter button in the Sort & Filter group. This will add filter drop-down arrows to the
headers of each column in your selected range.

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● Click on the drop-down arrow in the header of the column where you want to filter for empty cells.

● In the filter drop-down menu, uncheck the box next to Select All to clear all selections.
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● Scroll down and find the option labeled (Blanks) or (Empty).

● Check the box next to (Blanks) or (Empty) to filter for empty cells only.

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● Click OK or Apply.
● Fill in the missing Full Name if it is available, or delete the entry if it is not relevant.

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NB: Repeat the process for all the columns available.
Step 7: Save Your Workbook

● Once you've cleaned and organized your data, save your workbook to retain the changes.

● Go to "File" > "Save As" and choose your desired location and file format (e.g., Excel Workbook
(.xlsx)).

Observation: After cleaning our dataset, we observed that out of the initial 1262 entries, approximately 100
to 93 data points remained in our table after omitting some missing data. This reduction occurred because
most of the data had been cleaned, regardless of its relevance to our analysis. We plan to address this issue
in future sessions.

⮚ Basic Data Analysis Techniques

Step 1: Remove Unnecessary Columns

● Identify columns that are not needed for analysis.

Based on the dataset used in this training, Here are some data analysis options you can use for making
business decisions based on the provided data variables:
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1. Employee Demographics Analysis (GROUP 1)

Purpose: Understand the composition of your workforce to make informed decisions on diversity and
inclusion initiatives.

● Variables Used: Gender, Ethnicity, Age, Country, City

● Analysis Techniques:
○ Gender and Ethnicity Distribution: Calculate the percentage of employees by gender and ethnicity.
○ Age Distribution: Create age group segments and analyze the distribution.
○ Geographical Distribution: Analyze the number of employees by country and city.

2. Salary and Compensation Analysis (GROUP 2)

Purpose: Ensure competitive and fair compensation across different roles and departments.

● Variables Used: Annual Salaries (USD), Bonus, Job Title, Department, Business Unit
● Analysis Techniques:
○ Salary Distribution: Calculate average, median, and range of salaries by job title and
department.
○ Bonus Distribution: Analyze average bonus percentage by job title and department.
○ Salary Equity Analysis: Compare salaries and bonuses across gender, ethnicity, and
geographical locations to identify any disparities.

3. Employee Tenure and Attrition Analysis (GROUP 3)

Purpose: Identify patterns in employee tenure and reasons for attrition to improve retention strategies.

● Variables Used: Hire Date, Exit Date, Job Title, Department, Business Unit
● Analysis Techniques:
○ Tenure Analysis: Calculate average tenure by job title, department, and business unit.
○ Attrition Rate: Determine the attrition rate by comparing the number of employees exiting
to the total number of employees.
○ Exit Patterns: Analyze the timing and reasons for employee exits to identify trends.

4. Performance and Productivity Analysis (GROUP 4)

Purpose: Evaluate employee performance and productivity to identify high performers and areas for
improvement.

● Variables Used: Job Title, Department, Business Unit, Annual Salaries (USD), Bonus
● Analysis Techniques:
○ Performance Metrics Correlation: Correlate bonuses with performance reviews or key
performance indicators (KPIs) to identify high performers.
○ Productivity Analysis: Analyze productivity metrics by job title and department to
understand the impact of different roles on business outcomes.

5. Workforce Planning and Forecasting

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Purpose: Plan for future workforce needs based on historical data and trends.

● Variables Used: Job Title, Department, Business Unit, Hire Date, Exit Date, Age
● Analysis Techniques:
○ Hiring Trends: Analyze hiring trends over time to forecast future hiring needs.
○ Retirement Forecasting: Use age and tenure data to predict potential retirements and plan
succession strategies.
○ Headcount Planning: Determine optimal headcount by department and business unit based
on historical growth and business projections.

6. Diversity and Inclusion Analysis

Purpose: Measure and improve the diversity and inclusivity within the organization.

● Variables Used: Gender, Ethnicity, Age, Job Title, Department

● Analysis Techniques:
○ Diversity Metrics: Calculate diversity ratios and compare them with industry benchmarks.
○ Inclusion Initiatives Impact: Assess the impact of diversity and inclusion programs on
employee satisfaction and retention.

7. Training and Development Needs Analysis

Purpose: Identify skills gaps and training needs to enhance employee development.

● Variables Used: Job Title, Department, Business Unit, Age

● Analysis Techniques:
○ Skills Gap Analysis: Compare current employee skills with required skills for each job title
and department.
○ Training Program Effectiveness: Evaluate the impact of training programs on employee
performance and career progression.

Step 2: Select the columns to be removed.

● Right-click and choose "Delete" or “Hide" to remove the columns not needed in the analysis.

1. Employee Demographics Analysis (GROUP 1)

Variables Used: Employee ID, Full Name, Gender, Ethnicity, Age, Country, City

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 ● Once you've cleaned and organized your data, save your workbook to retain the changes.

● Go to "File" > "Save As" and choose your desired location and file format (e.g., Excel Workbook
(.xlsx)).

2. Salary and Compensation Analysis (GROUP 2)

Variables Used: Employee ID, Full Name, Annual Salaries (USD), Bonus, Job Title, Department, Business
Unit

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 ● Once you've cleaned and organized your data, save your workbook to retain the changes.

● Go to "File" > "Save As" and choose your desired location and file format (e.g., Excel Workbook
(.xlsx)).

3. Employee Tenure and Attrition Analysis (GROUP 3)

Variables Used: Employee ID, Full Name, Hire Date, Exit Date, Job Title, Department, Business Unit

● Once you've cleaned and organized your data, save your workbook to retain the changes.

● Go to "File" > "Save As" and choose your desired location and file format (e.g., Excel Workbook
(.xlsx)).

4. Performance and Productivity Analysis (GROUP 4)

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Variables Used: Employee ID, Full Name, Job Title, Department, Business Unit, Annual Salaries (USD),
Bonus

● Once you've cleaned and organized your data, save your workbook to retain the changes.

● Go to "File" > "Save As" and choose your desired location and file format (e.g., Excel Workbook
(.xlsx)).

ADDITIONAL ASSIGNMENT FOR PERSONAL PRACTICE

5. Workforce Planning and Forecasting

Variables Used: Employee ID, Full Name, Job Title, Department, Business Unit, Hire Date, Exit Date, Age

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 ● Once you've cleaned and organized your data, save your workbook to retain the changes.

● Go to "File" > "Save As" and choose your desired location and file format (e.g., Excel Workbook
(.xlsx)).

6. Diversity and Inclusion Analysis

Variables Used: Employee ID, Full Name, Gender, Ethnicity, Age, Job Title, Department

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 ● Once you've cleaned and organized your data, save your workbook to retain the changes.

● Go to "File" > "Save As" and choose your desired location and file format (e.g., Excel Workbook
(.xlsx)).

7. Training and Development Needs Analysis

Variables Used: Employee ID, Full Name, Job Title, Department, Business Unit, Age

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 ● Once you've cleaned and organized your data, save your workbook to retain the changes.

● Go to "File" > "Save As" and choose your desired location and file format (e.g., Excel Workbook
(.xlsx)).

NB: Using the previous steps in the Correct or Remove Inconsistent and Blank Data session.

Step 3: Protect Data (Optional)

● If your dataset is finalized and you want to prevent accidental changes:

● Go to the "Review" tab.

● Click on "Protect Sheet" and set a password if necessary.

➢ Introduction to Excel functions for data analysis

Below are some of the functions used in data analysis:
i. SUM: Adds up all the numbers in a range of cells.
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 ii. AVERAGE: Calculates the average of a range of cells.
iii. COUNT: Counts the number of cells in a range that contain numbers.
iv. COUNTIF / COUNTIFS: Counts the number of cells that meet a specific condition(s).
v. SUMIF / SUMIFS: Adds the cells specified by a given condition(s).
vi. AVERAGEIF / AVERAGEIFS: Calculates the average of cells specified by a given condition(s).
vii. MIN: Returns the smallest value in a range of cells.
viii. MAX: Returns the largest value in a range of cells.
ix. MEDIAN: Returns the median value in a range of cells.
x. MODE: Returns the most frequently occurring value in a range of cells.
xi. STDEV / STDEVP: Estimates the standard deviation based on a sample or the entire population,
respectively.
xii. VAR / VARP: Estimates the variance based on a sample or the entire population, respectively.
xiii. RANK: Returns the rank of a specified value in a dataset.
xiv. PERCENTILE / PERCENTRANK: Returns the nth percentile or the relative standing of a value in
a dataset.
xv. CORREL: Calculates the correlation coefficient between two datasets.
xvi. FORECAST / TREND: Predicts future values based on historical data.
xvii. HLOOKUP / VLOOKUP: Searches for a value in the first row (HLOOKUP) or first column
(VLOOKUP) of a table and returns a value in the same column (HLOOKUP) or row (VLOOKUP)
from a specified row (HLOOKUP) or column (VLOOKUP).
xviii. INDEX / MATCH: Retrieves the value at a given row and column intersection based on matching
criteria.
xix. IF / IFERROR: Evaluates a condition and returns one value if the condition is true and another
value if the condition is false (IF). Returns a specified value if a formula results in an error
(IFERROR).
xx. PivotTables: While not a function per se, PivotTables are powerful tools for summarizing,
analyzing, exploring, and presenting large amounts of data from different perspectives.

BREAK TIME (11:30 - 12:00)

Afternoon Session (12:00pm – 3:00pm):
PART 1: ADVANCED DATA ANALYSIS TECHNIQUES(60 minutes)

1. Employee Demographics Analysis (GROUP 1)

○ Gender and Ethnicity Distribution: Calculate the percentage of employees by gender and ethnicity.
○ Age Distribution: Create age group segments and analyze the distribution.
○ Geographical Distribution: Analyze the number of employees by country and city.

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 I. Gender and Ethnicity Distribution

Step 1: Create a New Sheet

● Open your Excel workbook.

● Click on the + icon or right-click on an existing sheet tab and select Insert to create a new sheet.

● Rename the new sheet “Gender and Ethnicity Distribution”

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Step 2: Enter Data

● In the new sheet, create 2 tables, one for Gender Distribution and one for Ethnicity Distribution

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NB: extract unique values by using the "Remove Duplicates" feature in Data Tab. You can also use the UNIQUE
Function if you are using Excel 365.

● To calculate the percentage of employees by gender:

Gender Frequency:

Male: =COUNTIF(Sheet1!F2:Sheet1!F986, "Male")

Female: =COUNTIF(Sheet1!F2:Sheet1!F986, "Female")

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Gender Percentage:

Male: =COUNTIF(Sheet1!F2:Sheet1!F986, "Male")/COUNTA(Sheet1!F2:Sheet1!F986)

Female: =COUNTIF(Sheet1!F2:Sheet1!F986, "Female")/COUNTA(Sheet1!F2:Sheet1!F986)

Calculate the totals for Gender using SUM or AutoSum Functions:

● To calculate the percentage of employees by ethnicity:

Ethnicity Frequency:

Asian: =COUNTIF(Sheet1!G2:Sheet1!G986, "Asian")

NB: Repeat function for the rest of the ethnicity.

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Ethnicity Percentage:

Asian: =COUNTIF(Sheet1!G2:Sheet1!G986, "Asian")/COUNTA(Sheet1!G2:Sheet1!G986)

NB: Repeat function for the rest of the ethnicity.

Calculate the totals for Ethnicity using SUM or AutoSum Functions:

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 II. Age Distribution

Step 1: Create a New Sheet

● In the same excel workbook, Click on the + icon or right-click on an existing sheet tab and select
Insert to create a new sheet.

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 ● Rename the new sheet “Age Distribution”

Step 2: Create Age Group Segments

● Create a new table with the columns: Career, Age Range, Total

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● Define age group segments as below:

Career/Age Ranges

01. Early Career: 18-25 years old

02. Established Professionals: 26-45 years old
03. Mid-Career: 46-60 years old
04. Retirement Age: 61+ years old

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 ● Assign each individual in the "Age" column to their respective age group segment using the function
below:

Early Career (18-25): =COUNTIFS(Sheet1!H2:Sheet1!H986, ">=18", Sheet1!H2:Sheet1!H986, "<=25")

Established Professionals (26-45): =COUNTIFS(Sheet1!H2:Sheet1!H986, ">=26", Sheet1!H2:Sheet1!

H986, "<=45")

Mid-Career (46-60): =COUNTIFS(Sheet1!H2:Sheet1!H986, ">=46", Sheet1!H2:Sheet1!H986, "<=60")

Retirement Age (61+): =COUNTIFS(Sheet1!H2:Sheet1!H986, ">=61")

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● Using the Autosum function add the grand total of all the age groups.

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Step 3: Analyze the Distribution

1. Use Excel's PivotTable feature to summarize the data.

○ Highlight your data table.

○ Go to the Insert tab and click on PivotTable.

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 ○ Choose where you want to place the PivotTable and click OK.

2. Drag the "Age Group" field to the Rows area and any other relevant fields (Career, Age Range,
Total) to the Columns or Values area.

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3. Excel will automatically calculate the distribution of age groups based on the selected fields. You
can also create a chart for your data to help visualize the data in graph form using pivotchart.

○ Go to the Insert tab.

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 ○ Click on PivotChart

○ Follow the process, which is similar to adding a pivot table to your work.

Step 4: Save Your Workbook

● Once you are done, save your workbook to retain the changes. Go to "File" > "Save As" and choose
your desired location and file format (e.g., Excel Workbook (.xlsx)).

III. Geographical Distribution

Step 1: Create a New Sheet

● In the same excel workbook, Click on the + icon or right-click on an existing sheet tab and select
Insert to create a new sheet and rename the new sheet “Geographical Distribution”

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Step 2: Duplicate the original data table

● Create the table with the heading Country and City and use the cell reference formula to get the date
from the original table.

NB: To use the cell reference formula simply enter equal sign, then go to the original table and then select
the referencing cell, then click enter.

● Drag the fill handle to fill the rest of the data from the original table.

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Step 3: Insert a PivotTable

● Select your data range. Click and drag to highlight all the cells in your table.

● Go to the Insert tab on the Ribbon and Click on PivotTable. A dialog box will appear.

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● Ensure the correct data range is selected and choose to place the PivotTable in the Existing
Worksheet and Select the Location and Click OK.

● Select the PivotTable Field List on the right side.

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● Drag Country to the VALUES area to calculate the totals and subtotals of both country and city.

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Step 4: Insert a PivotChart

● Highlight the PivotTable to activate the PivotTable Tool.

● Click on PivotChart, and select the type of chart you want to use.

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● Right Click on the Chart and Select Add Data Labels, then Select Add Data Callouts to add labels
to the chart.

● Select the + and - to switch between City and Country charts.

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2. Salary and Compensation Analysis (GROUP 2)

○ Salary Distribution: Calculate average, median, and range of salaries by job title and department.
○ Bonus Distribution: Analyze average bonus percentage by job title and department.
○ Salary Equity Analysis: Compare salaries and bonuses across gender, ethnicity, and geographical
locations to identify any disparities.

I. Salary Distribution

Step 1: Create a New Sheet

● Click on the plus (+) icon at the bottom to add a new sheet, and Rename this sheet to something
descriptive, like "Salary Distribution".

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Step 2: Calculate average, median, and range of salaries by job title

● In the new sheet, set up a table structure to summarize the data with the following headers: Job Title,
Average Salary, Median Salary, and Salary Range.

● Add the List of all unique job titles in cell reference and remove duplicate tool

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● Enter the following formula to calculate the Average Salary, and Drag the formula down to apply it to other
job titles.
=AVERAGEIF(Sheet1!C:C, A2, Sheet1!J:J)

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● Enter the following formula to calculate the Median Salary, and Drag the formula down to apply it to other
job titles.
=MEDIAN(IF('Sheet1'!C:C=A2, 'Sheet1'!J:J))
NB:This is an array formula, so after typing it, press Ctrl + Shift + Enter to execute it properly.

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● Enter the following formula to calculate the Salary Range, and Drag the formula down to apply it to other job
titles.
=MAX(IF('Sheet1'!C:C=A2, 'Sheet1'!J:J)) - MIN(IF('Sheet1'!C:C=A2, 'Sheet1'!J:J))
NB:This is an array formula, so after typing it, press Ctrl + Shift + Enter to execute it properly.
● Format the values in the Average Salary Column as Currency.

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Step 3: Calculate average, median, and range of salaries by department

● In the new sheet, set up a table structure to summarize the data with the following headers:
Department, Average Salary, Median Salary, and Salary Range.

● Add the List of all unique department in cell reference and remove duplicate tool

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● Enter the following formula to calculate the Average Salary, and Drag the formula down to apply it to other
departments.
=AVERAGEIF(Sheet1!D:D, A43, Sheet1!J:J)

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● Enter the following formula to calculate the Median Salary, and Drag the formula down to apply it to other
departments.
=MEDIAN(IF('Sheet1'!D:D=A43, 'Sheet1'!J:J))
NB:This is an array formula, so after typing it, press Ctrl + Shift + Enter to execute it properly.

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● Enter the following formula to calculate the Salary Range, and Drag the formula down to apply it to other
departments.
=MAX(IF('Sheet1'!D:D=A43, 'Sheet1'!J:J)) - MIN(IF('Sheet1'!D:D=A43, 'Sheet1'!J:J))
NB:This is an array formula, so after typing it, press Ctrl + Shift + Enter to execute it properly.

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● Format the values in the Average Salary Column as Currency.

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 II. Bonus Distribution

Step 1: Create a New Sheet

● Click on the plus (+) icon at the bottom to add a new sheet, and Rename this sheet to something
descriptive, like "Bonus Distribution".

Step 2: Calculate average bonus percentage by job title

● In the new sheet, set up a table structure to summarize the data with the following headers: Job Title,
Average Bonus Percentage.

● Add the List of all unique job titles in cell reference and remove duplicate tool

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● Enter the following formula to calculate the Average Bonus Percentage, and Drag the formula down to apply it to
other job titles.
=AVERAGEIF(Sheet1!C:C, A2, Sheet1!K:K)

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 ● Format the values in the Average Bonus Column as Percentage.

Step 2: Calculate average bonus percentage by Departments

● In the new sheet, set up a table structure to summarize the data with the following headers: Departments,
Average Bonus per Departments.

● Add the List of all unique Departments in cell reference and remove duplicate tool

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● Enter the following formula to calculate the Average Bonus Per Department, and Drag the formula down to apply
it to other departments.
=AVERAGEIF(Sheet1!D:D, E2, Sheet1!K:K)

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 ● Format the values in the Average BonusPer Departments Column as Percentage.

III. Salary Equity Analysis

Step 1: Create a New Sheet

● Click on the plus (+) icon at the bottom to add a new sheet, and Rename this sheet to something
descriptive, like "Salary Equity Analysis".

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Step 2: Set Up Your Pivot Table
● Go back to your original data sheet, Select the entire data range that includes your headers and data.

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● Go to the Insert tab on the Ribbon, Click on PivotTable and In the Create PivotTable dialog box, make sure
the selected range is correct and then Choose to place the PivotTable on the new sheet
"Salary_Bonus_Analysis".

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● From the Right side of our PivotTable we will select the table heading required for this analysis
only. In Order of Gender, Ethnicity, Country, City, Annual Salaries (USD), and Bonus.
a. In the PivotTable Fields pane:
b. Drag Gender to the Rows area.
c. Drag Ethnicity below Gender in the Rows area.
d. Drag Country below Ethnicity in the Rows area (you can also add City if needed).
e. Drag Annual Salaries (USD) to the Values area and set it to Average by clicking the drop-down
arrow next to it and selecting Value Field Settings > Average.
f. Drag Bonus to the Values area and set it to Average as well.
g. Format the Annual Salaries (USD) and Bonus as Currency and Percentage respectfully.

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3. Employee Tenure and Attrition Analysis (GROUP 3)

○ Tenure Analysis: Calculate average tenure by job title, department, and business unit.
○ Attrition Rate: Determine the attrition rate by comparing the number of employees exiting to the total
number of employees.
○ Exit Patterns: Analyze the timing and reasons for employee exits to identify trends.

Tenure Analysis
Step 1: Create a New Sheet

● Click on the plus (+) icon at the bottom to add a new sheet, and Rename this sheet to something
descriptive, like "Tenure Analysis".

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 Step 2: Calculate average tenure by job title

● In the new sheet, set up a table structure with the following headers: Employee ID,Full Name, Job Title,
Hire Date, and Exit Date.

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● Insert a new column next to your data to calculate the tenure, with the header "Tenure". Enter the following
formula to calculate tenure in years:
In Year =IF(ISBLANK(E2), DATEDIF(D2, TODAY(), "Y"), DATEDIF(D2, E2, "Y"))

In Year =IF(ISBLANK(E2), (TODAY() - D2) / 365, (E2 - D2) / 365)

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Step 3: Create a Pivot Table and PivotChart to Calculate Average Tenure

● Since the Tenure is calculated using the Hire Date and Exit Date of Employee, we can add other
variables to enable us to analyze different variables against the data.

● Select your data range, including the new "Tenure" column, Go to the Insert tab and add a
PivotTable.

● Set Up the Pivot Table

A. Drag "Job Title" to the Rows area.
B. Drag "Department" to the Rows area, below "Job Title".
C. Drag "Business Unit" to the Rows area, below "Department".
D. Drag "Tenure" to the Values area.
E. Click the drop-down arrow next to "Sum of Tenure" in the Values area, select Value Field
Settings, and choose Average. Click OK.
F. Format the average tenure values to a suitable number format (e.g., 2 decimal places) for
better readability.

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 ● Let add some PivotChart to out PivotTable

Step 4: Save Your Workbook

● Once you are done, save your workbook to retain the changes. Go to "File" > "Save As" and choose
your desired location and file format (e.g., Excel Workbook (.xlsx)).

Attrition Rate
Step 1: Create a New Sheet

● Click on the plus (+) icon at the bottom to add a new sheet, and Rename this sheet to something
descriptive, like "Attrition Rate".

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 Step 2: Calculate the Number of Exits

● In the new sheet, set up a table structure with the following headers: Employee ID,Full Name, Job Title,
Hire Date, and Exit Date.

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● Add a New Column for Exits: In a new column, label it "Exits" and Determine Exits: Use an IF formula to
check if the Exit Date is filled. Use this formula =IF(E2<>"", 1, 0)
● Copy the Formula: Drag the fill handle from cell F2 down to apply the formula to all rows.

Step 3: Calculate Total Exits and Total Employees

● In the new sheet, set up a table structure with the following headers: Metric, Value. Afterward insert the
value Total Exits, Total Employees, Attrition Rate

● Calculate Total Exits using the formula: =SUM(F2:F986)

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● Calculate Total Employees using the formula: =COUNTA(B2:B986)

● Calculate Attrition Rate using the formula: =B993/B994

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Exit Patterns: Analyze the timing for employee exits to identify trends.

Step 1: Create a New Sheet

● Click on the plus (+) icon at the bottom to add a new sheet, and Rename this sheet to something
descriptive, like "Exit Patterns".

Step 2: Calculate average tenure

● In the new sheet, set up a table structure with the following headers: Employee ID,Full
Name,Departments, Hire Date, and Exit Date.

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 ● Add a new column titled "Tenure" next to the "Exit Date" column and Use the following formula to calculate
the tenure (in years) for each employee:
=IF(ISBLANK(E2), "", YEAR(E2) - YEAR(D2) + (MONTH(E2) - MONTH(D2))/12 + (DAY(E2) - DAY(E2))/365)

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● Add two new columns: "Exit Year" and "Exit Month."

➔ In the "Exit Year" column, use the formula: =IF(ISBLANK(E2), "", YEAR(E2))

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➔ In the "Exit Month" column, use the formula: =IF(ISBLANK(E2), "", TEXT(E2, "mmmm"))

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Step 3: Analyze Trends with Pivot Tables

● Select your data range including the headers and Go to the Insert tab and click on PivotTable. In the Create
PivotTable dialog box, ensure the correct data range is selected, and choose to place the PivotTable in a new
worksheet or the existing sheet.

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● Setting Up the PivotTable
a. Drag "Exit Year" to the Rows area.
b. Drag "Exit Month" to the Columns area.
c. Drag "Employee ID" to the Values area (it will default to "Count of Employee ID").
d. Optionally, add "Department" to the Filters area to analyze by department.

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Step 4: Save Your Workbook

● Once you are done, save your workbook to retain the changes. Go to "File" > "Save As" and choose
your desired location and file format (e.g., Excel Workbook (.xlsx)).

4. Performance and Productivity Analysis (GROUP 4)

○ Performance Metrics Correlation: Correlate bonuses with performance reviews or key performance
indicators (KPIs) to identify high performers.
○ Productivity Analysis: Analyze productivity metrics by job title and department to understand the
impact of different roles on business outcomes.

Performance Metrics Correlation: Correlate bonuses with performance reviews or key performance
indicators (KPIs) to identify high performers.

Step 1: Create a New Sheet

● Click on the plus (+) icon at the bottom to add a new sheet, and Rename this sheet to something
descriptive, like "Performance Metrics Correlation".

● Create a table using the heading below and insert existing data using cell reference.
★ Employee Name

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 ★ Job Title
★ Annual Salary (USD)
★ Bonus Percentage
★ Bonus (USD) (to be calculated)
★ Performance Review Score (to be calculated)
★ KPI Score (to be calculated)

Step 2: Calculate the Bonus for each employee

● Calculate the bonus using the formula =IF(D2="", "", (C2*D2))

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Step 3: Calculate the Performance Review Score

● Calculate the Performance Review Score assuming the Performance Review Score is calculated as a
percentage of employees and the bonus over the annual salary.

=IF(OR(A2="",C2="",E2=""),"",(E2/C2)*(1/(COUNTA(A2:A986))*100))

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NB: Delete all 0 values to get a blank cell.

Step 4: Calculate the KPI Score

● Create a table for KPI multipliers based on job titles by adding a new header: KPI multipliers
before the KPI Score column and generate the KPI with the formula below.

=IF(ISBLANK(F2), "", IF(F2 < 50, 1, IF(F2 >= 100, 1.5, 0.5)))

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● Calculate the KPI Score using the formula below:

=IF(OR(B6="",C6="",E6=""),"",(C6+E6)*G6)

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Productivity Analysis: Analyze productivity metrics by job title and department to understand the impact
of different roles on business outcomes.

Step 1: Create a New Sheet

● Click on the plus (+) icon at the bottom to add a new sheet, and Rename this sheet to something
descriptive, like "Productivity Analysis".

ADDITIONAL ASSIGNMENT FOR PERSONAL PRACTICE

5. Workforce Planning and Forecasting

○ Hiring Trends: Analyze hiring trends over time to forecast future hiring needs.
○ Retirement Forecasting: Use age and tenure data to predict potential retirements and plan succession
strategies.
○ Headcount Planning: Determine optimal headcount by department and business unit based on
historical growth and business projections.

6. Diversity and Inclusion Analysis

○ Diversity Metrics: Calculate diversity ratios and compare them with industry benchmarks.
○ Inclusion Initiatives Impact: Assess the impact of diversity and inclusion programs on employee
satisfaction and retention.

7. Needs Analysis

○ Skills Gap Analysis: Compare current employee skills with required skills for each job title and
department.
○ Training Program Effectiveness: Evaluate the impact of training programs on employee performance
and career progression.

PART 2: CREATING REPORTS AND LINKING DATA.(60 MINUTES)

➢ Creating a Report in Word Explaining and Analyzing the Results for Decision Making

1. Preparing the Report Structure:

● Open a new Word document.

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 ● Add a title page with the Report Title, Group name, Date, and any other relevant information using
the Cover Page under Insert tab.

● Create a table of contents for easy navigation using the heading of our data and analysis.

2. Using (GROUP 1) “Employee Demographics Analysis” as example

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Table of Content

1. Data & Variables Used

2. Data Cleaning and Organizing

3. Gender and Ethnicity Distribution
4. Age Distribution
5. Geographical Distribution

Follow the Steps Below to Add Table of Content:

● Add the headings above per page

● Select the first heading and Click on Reference Tab

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● Under the Table of Content, Click on Add Text and Select Level 1

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NB: Repeat the steps for all the headings

● Afterward Insert a Blank Page between the Cover Page and the First Heading

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● Click on Reference Tab again and Click on Table of Content and Select Automatic Table 2

● Our Table of Content is now added to our Report

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 ➢ Create your Report by Interpreting the Data created in Excel Data Analytics in the previous
sessions :

Again using (GROUP 1) “Employee Demographics Analysis” work.

Step 1: Data & Variables Used, Cleaning and Organizing

Step 2: Linking Excel Data to Word:

● To ensure that the data in Word updates when Excel data changes:
➔ Paste the data using Paste Special and select Paste Link.

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➔ Choose the appropriate format (e.g., Microsoft Excel Chart Object).

➔ You can also click on the Home Tab, and then under Clipboard, Click on the Down Arrow,
afterward Select Special Paste.
➔ Chose the Paste Link option and select Microsoft Excel Chart Object to add Chart

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➔ Once done you will get a real time auto updatable Excel table or chart in your report.

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Step 3: Adding Descriptive Text:

○ Write descriptions and analyses for each chart and table.

○ Explain the insights derived from the data and any trends observed.
○ Use headings and subheadings to organize the report into sections (e.g., Executive Summary,
Department Analysis, Salary Trends).

Step 4: Finalizing the Report:

○ Review the entire document for coherence and consistency.

○ Add any additional images, graphs, or tables as needed.
○ Ensure all dynamic elements and links are working correctly.

Step 5: Exporting and Sharing the Report:

○ Save the Word document.

○ Export it as a PDF for easy sharing: Go to File > Save As and choose PDF.

Step 6: Automating Updates

1. Ensuring Excel Updates Reflect in Word:

○ Whenever you update data in Excel, right-click the linked object in Word and select Update
Link.

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NB: You can also use Macros in Excel for Automation:.

Pitching/Presentation, Wrap-up and Q&A

Recap of key learnings and techniques covered.

● Open floor for participants to ask questions and seek clarification.

● Resources for further learning and practice.

THE END

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