This is a guest post by Myles Arnott from Clarity Consultancy Services – UK.
In this and next 3 posts, we will learn how to make a Dynamic Dashboard using Microsoft Excel.
At the end of this tutorial, you will learn how easy it is to set up a dynamic dashboard using excel formulas and simple VBA macros.
[Click here for large version of the image]
Introduction:
The dashboard also demonstrates the standard approach I use in all of my models which is to incorporate three key sheets in addition to the data and analysis tabs.
These are:
- Home page
- Inputs (or drivers)
- Helpsheet
The dynamic dashboard can be downloaded here [mirror, ZIP Version]
The dashboard file works in Excel 2007+. Pls. enable macros to get it work.
The plan is to break this dashboard tutorial down into four parts over the next four weeks. If further topics fall out as a result of discussions either Chandoo or I will pick them up and if necessary post further parts.
- Part 1: Introduction & overview
- Part 2: Dynamic Charts in the Dashboard
- Part 3: VBA behind the Dynamic Dashboard a simple example
- Part 4: Pulling it all together
I would like to take a quick opportunity to give credit for some of the elements of functionality in the model:
- Boxcharts – Chandoo [Link]
- Scrolling report – Chandoo [Link]
- Competitor analysis – Chandoo [Link]
- Use of camera tool – Chandoo [Link]
- In cell microcharts – Chandoo [Link]
- Helpsheet – John Walkenbach
Okay so lets get started with an overview:
What is the objective of the report?
The Dynamic Dashboard is intended to provide pertinent summary information to aid management decision making. Combining a high level of flexibility within each report and then allowing the user to choose which reports to include and where to position them allows an enormous amount of flexibility over the message to be communicated.
What does this Dynamic Dashboard do?
The dynamic dashboard allows the user to select a report from the range of reports within the model and decide where to position it on the page. The user can select “hide” to hide a report that they do not want to see or select “view” to preview it prior to choosing its position.
- Clicking on either the hyperlink name or the report image will take you to the report.
- Each report is highly flexible allowing the user to cut the data in many ways to show management the most pertinent information.
Overview of Dashboard Tabs:
Home Page
I always include a homepage in my models and often set an auto_open routine to select this as the first page seen on opening. The Home page is designed to present the contents of the model to the user and provide links to each page for easy navigation.
The Dynamic Dashboard
This is the main tab for pulling together the dashboard and will be covered in parts 3 and 4.
Inputs
This is the page for all validation lists and drivers.
Help Sheet
Once again a sheet that is in all of my models. This user form based help sheet provides the user with a quick help function and complements the accompanying user notes. I find it helpful to lay it out in tab order.
This is how the Help user form looks once opened. The user can either choose the topic from the dropdown or by clicking next.
Chart 1 and 2 : Flexible pie charts
Dynamic pie charts with the option to select the KPI, period and product/salesperson to be analyzed. These are covered in part 2.
Chart 3 & 4: Flexible line charts
Dynamic line charts with the option to select the KPI, period and product/salesperson to be analyzed. These are also covered in part 2.
Chart 5: Box Chart
Details on how to create these box charts.
Chart 6: Scrolling Report of KPIs
Chandoo’s blog on how to create this scrolling report can be found here. Micro charts which is of my favorite blogs from Chandoo are covered here.
Chart 7: Scrolling Comparison Chart
Details on how to create this scrolling chart.
Chart 8 : Executive Summary
A simple executive summary. Please see Chandoo’s article on a twitter board for an alternative view.
So that was an overview of the model and its main tabs.
What Next?
Next week we will look at Part 2 of this series and learn how to construct dynamic charts.
Download the complete dashboard
Go ahead and download the dashboard excel file. The dynamic dashboard can be downloaded here [mirror, ZIP Version]
It works on Excel 2007 and above. You need to enable macros and links to make it work.
Added by PHD:
Myles has taken various important concepts like Microcharts, form controls, macros, camera snapshot, formulas etc and combined all these to create a truly outstanding dashboard. I am truly honored to feature his ideas and implementation here on Chandoo.org. I have learned several valuable tricks while exploring his dashboard. I am sure you would too.
If you like this tutorial please say thanks to Myles.
Related Material & Resources
- Excel Dashboards – Tutorials & Templates Section of PHD
- 6 Part Tutorial on Making KPI Dashboards in Excel
- Recommended Product: Jorge Camoes’ Dashboard Training Kit
This is a guest post by Myles Arnott from Clarity Consultancy Services – UK.
24 Responses
I’d suggest simply using the subtotal function and filtering the data using the Win/Loss column. You get the same results and the formula is more comprehensible.
@John
That is one option.
There are times however when you want to see the whole data table or a filtered subset and still want to produce summary reports against an unfiltered field.
Is there a particular reason why you are using a comma and the unary (–) operator for the second array in the SUMPRODUCT formula? It seems to work the same if you were to string the arrays together using the asterisk (*). The advantage is that SUMPRODUCT treats the entire string of arrays as a single array.
@Mathew
Your correct, There is no difference.
I thought it may have been easier to explain this method.
Is there a way to do this on a large set of data? As in ~100,000 rows? When I try I get an error because the formula becomes too long. It says the max length of a formula is 8,192 characters. Excel 2010.
How do I incorporate a specific text within a cell for the second array. For instance, – -(C7:C13=”Apple”)
when I chose a specific text the formula does not work.
@RB
I am not sure what is the issue as if I use the sample data in the post the following work fine
Count:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)), –(C7:C13=”L”))
Sum:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)),(C7:C13=”L”)*(D7:D13))
You may want to check that there are no leading or trailing spaces in your list of Apples
I should have given a better explanation. Heres my situation. I have a column with cells filled with names like Column 1, Column 2, Pier 1, Pier 2, etc. If the cell just contained Pier and searched for that it works. But because it has other characters in the cell its not recognizing the pier. So how can I extract specific characters of a string of text in this formula?
Hopefully this was a better explanation
Hello-
This formula works pretty well for me except that it slow down excel and prevents some of my macros from working. I was wondering if there was a way to program this in VBA so that excel isn’t always trying to recalculate it. I would like to use a push of a button to get it to run then paste in a cell.
Thanks!
I am trying to sum filtered data in a column, but would want to ignore the negative values in the column. How to go about doing this?
@Akshay
Why not just add a filter to that column to only show the values greater than zero?
The negative values are required for reporting purposes, but their effect on the total is distorting the required output. Please advise.
@Akshay
I’d suggest making a post in the Chandoo.org Forums
http://forum.chandoo.org/
Attach a sample file to simplify the task
I have this working for counting and summing, however, I have a list and for the second array, I need a criteria. That is, I’m looking for b13:b200=”01.??.??” or =left((a1,2) or something like that. These types of criteria matches do not appear to work as I get a blank as a result.
Thanks!
@Bob
As your formula b13:b200=”01.??.??” looks like you are trying to check the first day of the month of the range
What about trying Day(B13:B200)=1
Hai Experts,
i understood this formula well and working fine in MS Excel 2013
but when the same am trying to place in google Spreadsheet it shows error as
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 2014, column count: 1.” and as a result #VALUE! Appears in cell.
Can anyone please help me how would i get it done in Google Spread sheet
or is there any other formula as a substitute for this.
Thank you very much.
thanks for providing this.. but why does excel keeps on prompting Circular referencing in cell D3?
@Vivek
I don’t know
I just downloaded the file and it is working fine and not showing that error
Goto the Formulas, Calculation Options Tab and check that Calculation is set to Automatic
What version of Excel and Windows are you using ?
I know that this forum is for MS Excel, but I am trying to help someone who is working in Google Sheets. The below formula works in Excel but Google Sheets returns:
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 39000, column count: 1.” and as a result #VALUE! Appears in cell.
This is the same problem asked by Srichirin above. Does anyone know if there is a formula for Google Sheets that will replicate what MS Excel does?
=SUMPRODUCT(SUBTOTAL(3,OFFSET($C$6:$C$39500,ROW($C$6:$C$39500)-MIN(ROW($C$6:$C$39500)),,1)),- -($C$6:$C$39500=H1),($D$6:$D$39500))
Trying to find a SUMPRODUCT formula that counts the word Closed by date for the last 7 days in a filtered list.
=COUNTIF(M:M,”>”&TODAY()-7) works ok for unfiltered count Column M contains Closure dates (blank if open) and Column L is Status Open or Closed
@ Terry
Please ask the question at the Chandoo.org Forums
https://chandoo.org/forum/
Please attach a sample file to ensure a quicker more accurate answer
I used this formula and worked like a charm! But, now I’ve been requested to use it but adding not one but two criteria in the same formula. For instance the sum I was doing added negative and positive numbers. I’ve been asked to use the exact same formula but adding that only positive numbers were considered… any idea on how to do this?
How exactly do you do sum filtered cells when two criteria are need not just one?
Thank you so much brother literally I have been struggling since morning to get the sum of the filtered category, however, after reading your blog attentively i got my solution, so thanks a lot once again.