Creating KPI Dashboards in Microsoft Excel is a series of 6 posts by Robert from Munich, Germany.
This 6 Part Tutorial on KPI Dashboards Teaches YOU:
Creating a Scrollable List View in Dashboard
Add Ability to Sort on Any KPI to the Dashboard
Highlight KPIs Based on Percentile
Add Microcharts to KPI Dashboards
Compare 2 KPIs in the Dashboards Using Form Controls
Show the Distribution of a KPI using Box Plots
The challenge – Adding Percentile Information
Let’s get back to our last week’s KPI dashboard example: Adding sort options to excel dashboards. In today’s post we want our dashboard to take a step forward by adding another data analysis feature. Up to now the user is able to view a window of 10 rows out of a much larger list and to sort by any given decision parameter. But the KPI dashboard falls short if we want to evaluate the performance of the displayed items regarding the other 4 KPIs.
Imagine we are at the top of the list and the table is sorted by KPI 1 (see left). We see that “Product Name 36” is the TOP performer regarding KPI 1. But how does it perform regarding KPI 3? The value of 2% is probably rather poor, but how poor? Sure, we can change the sort order to KPI 3 and scroll down until we find product 36 and look at the ranking in the first column. But changing the sort order back and forth is in-convenient, time-consuming and not user-friendly.
The solution
One statistical method to examine a list of data is the percentile. A percentile is the value of a variable below which a certain percent of observations fall (more). The 10% percentile of our list of values for KPI 3 returns the threshold at which 10% of all values are smaller than this threshold. We will use this method to classify the values of the KPIs that are not selected as the sort criteria by highlighting the values above the 90% percentile in green (10% best performers) and by highlighting the values below the 10% percentile in red (10% poorest performers).
After the highlighting we are now able to see immediately that Product 36 is best in class regarding KPI 1 but it belongs to the poorest 10% of all products regarding KPI 3.
Download the Excel file with KPI Dashboards and read on below how it is done.
The implementation
Implementation needs a simple conditional formatting and the excel spreadsheet function PERCENTILE. The syntax of this function is PERCENTILE (array, k), where ‘array’ is the range with the data and ‘k’ is the percentile value in a range between 0 and 1. PERCENTILE (A1:A100, 0.10) returns the threshold at which 10% of all values in the range are smaller than this value and the remaining 90% are larger than this value.
Here is the description how to change the workbook:
- Add two additional rows to the data worksheet to define the upper and lower percentile value.
- Insert five new columns on the dashboard each of them right to the existing column with the data.
- To simplify the formula, insert the number of each KPI in the cells below the header (F6 = 1; H6 = 2, and so on).
Fill the new columns with the following formula (example for cell G8):=IF (mySortCriteria=F$6,"",
IF (F8>PERCENTILE (Calculation!$K$10:$K$109,Data!$E$5),"<+",
IF (F8<-","")))If the actual column is the one the table is sorted by, a blank would be returned. Otherwise: if the value
in the cell left is larger than the e.g. 90% percentile, “<+”, if the value is smaller than the 10% percentile “<-” will be returned. For all other values the result of the formula is a blank.
Format the new columns with a red font color and add additional formatting that changes the font color to green if the cell value is “<+”.- Finally add a caption under the table to help the user understand what the triangles are representing.
Final remarks
If you don’t like the triangles, you could easily replace them by a dot or a diamond or whatever you choose. Or you might want to change the colors or put the triangles to the left of the columns instead of the right. If you don’t like the extra columns next to the data, you could also use the described formula to conditionally format the cells with the data (e.g. with red and green fill color).
What’s next?
Make sure you have downloaded the KPI Dashboards XLS files – Click here
Up to now we have limited our dashboard to texts and numbers. Of course graphical visualization can always add much value for analysis. See next post: Part 4: Add Microcharts to KPI Dashboards
Also, Checkout our Excel Dashboards Page for more examples and resources.
Chandoo’s note: Robert is a regular reader of this blog, please leave your comments, questions, appreciations here and he will respond.
28 Responses to “Pimp your comment boxes [because it is Friday]”
This borders on Excel soft-cell...er, soft-core...porn. My favorite kind.
Wow, that is pimp-TASTIC! I have a question, as a VBA n00b: additional comment boxes stay plain unless I "run" the macro. Is there a way to change all comments, going-forward?
hi Chandoo, well, I like the macro approach. For those who don't like it, there is another way: just add the "draw" toolbar to the shapes toolbar (via Custom etc), click on "edit comment", click on the auto-shape and then choose "draw" drop-down, --> modify auto-shape --> then you even can have a heart or a banner (I like the horizontal banner in in purple :-)) . in excel 2007, you have to add this custom menu that you choose via Excel Options --> Custom --> it is called "change/ modify auto-shape"!!!
best,
@Chandoo. Great Post 🙂
@Tim : the way the macro is coded, it must be run very time.
@Community: If someone has an idea to perform it when opening an existing excel, it should be nice.
@Community: if someone has some code to revamp the commentboxes on all sheets, please share it. 🙂
@Microsoft Excel-progammers: some pimpoptions for the commentboxes should be great.
Cheerio
Tom
For the auto run, please add the codes in workbook:
Private Sub Workbook_SheetActivate(ByVal Sh As Object)
Call Comments_Tom
End Sub
Wow, that was a lot of fun... Thanks Tom!
@Jeff... Now, 5000 people know about your favorite porn... 😛
@Tim ... you can write an event to handle the new comments. I wouldnt recommend it as it is really painful. another option is to use the macro suggested by Yukikomi. It will update comments everytime you activate the sheet.
@laguerriere: very cool 🙂
@Chandoo ... Thanks! This is good stuff. I combined your tip with a tip from Mark O'Brien, then assigned it to a button on Excel 2010's Quick Access Toolbar, to format comments AS I add them. I also like how Mark's code saves me the trouble of backspacing my name out of new comments:
Sub AppendToExistingComment()
'Source: Mark O'Brien at http://www.mrexcel.com/forum/showthread.php?t=57296
Dim oRange As Range
Dim oComment As Comment
Dim sText As String
'Use object variable to hold range.
Set oRange = ActiveCell
'Use object variable for comment
Set oComment = oRange.Comment
'text to be added to the comment box
sText = InputBox("Type text to be added:", "APPEND TO COMMENT TEXT")
If Len(sText) = 0 Then End
'If Active Cell has a comment then append new text to the end of the comment text
If Not oComment Is Nothing Then
sText = oComment.Text & vbNewLine & sText
oRange.Comment.Delete
End If
'Add a comment with the contents of sText
oRange.AddComment sText
DoEvents
Comments_Tom
End Sub
Thank you very much for the code, it seems to be working for the most part; I am having a problem however. Once the routine makes the corrections to the comment, the comment becomes invisible. By invisible, I mean that when I highlight my mouse over it, nothing appears. However, when I right click the cell and click 'edit comment' then the comment becomes visible and I enter edit mode. Upon clicking out of the comment, it simply vanishes again. I've tried to fix this problem by adding a .shape.visible = msoTrue but then every comment is always visible. o_O please advise...
Thank you,
Nick
@Nick- That is because the font color of the comment is white and when you select the color of selection is also white hence you can not see anything. Try to change the color code in the routine to something else. would work
Thanks for that! The code works perfectly!
[...] look at Format Excel Comment Boxes using VBA Macros | Chandoo.org - Learn Microsoft Excel Online [...]
@ Chandoo - code works great and the comments look super cool. But I have ran into a small issue. In the comments, I am inserting pictures. When I run the macro, for all comments which already have pictures; pictures are deleted. Pls help me retain the pics in comments.
[…] posted some code one of his readers submitted, it "pimps" your comment boxes from those boring black-text-on-yellow rectangles to something more professional and eye-pleasing. […]
love in it
Hi Tom,
This looks really excellent. I am however relatively new to macros / VBA codes so having copy pasted your code in the Developer mode of an Excel file, what are the next steps to use them? Can you please help? Just to recap, I opened a blank Excel workbook, clicked on Developer, copy pasted the comments code and saved the file to the desktop.
Now how do I go about using it to add comments to an existing file? My apologies for asking a question which may be basic to you great geniuses, but I am not there yet and aspire to get there.
Many thanks for helping me with next steps that I need to take so that I can now use the code.
Best Wishes
Deepak Dave, CMA, MBA, PMP
Senior Management Consultant
Dear Dave,
The best thing to do is to copy the macro in the personal.xls(x) file. The personal excel file will always be launched when you open excel so you can use it with every excelworkbook.
Read all about it on the page of Microsoft.
https://support.office.com/en-us/article/Copy-your-macros-to-a-Personal-Macro-Workbook-aa439b90-f836-4381-97f0-6e4c3f5ee566
Once you have the macro in the personal, you can 'call' the macro by the keyboardcombination 'alt+f8' and klik on the macroname.
Hope this clarifies the 'how to'. Good luck with your first steps in the wonderfull world of macro's.
Tom
Hi Tom,
Many thanks. I will try that out. Learning is fun and learning this stuff is even more amazing.
Best Wishes
Deepak Dave
There is a line 'Dim LArea As Long' which does not appear to be used. Have I missed something?
Dear Gary,
Correct the 'Dim LArea As Long' is indeed not relevant and can be deleted.
Tom
Excellent hack!
For some reason when I opened my file after using LibreOffice Calc, all comment boxes had changed to some arrow shape.
So this macro helped me from manually changing more than 5000 comments in a worksheet, or having to install some Excel extension.
I used it with the following attributes to get back old style comments:
It helped me from manually changing more than 5000 comments in a worksheet, or having to install some Excel extension.
.Shape.AutoShapeType = msoShapeRectangle
.Shape.TextFrame.Characters.Font.Name = "Calibri"
.Shape.TextFrame.Characters.Font.Size = 10
.Shape.TextFrame.AutoMargins = True
.Shape.TextFrame.AutoSize = True
Thanks a lot!
This was helpful, thank you
I think this is among the most significant
information for me. And i am glad reading your article.
But wanna remark on some general things, The site style is great,
the articles is really great : D. Good job, cheers
Is there code to add to this that will format a particular part of the comment (i.e. make the last sentence in the comment bold and in italics)?
This is fantastic!
How would I add auto-sizing to it?
I tried adding this:
.Shape.AutoSize = True but it gives me an error and as a novice at VBA I can't figure it out.
.Shape.TextFrame.AutoSize = True
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This is GREAT!
How should the code be changed in order to tun once for all worksheets in a workbook?