This post builds on earlier discussion, How many hours did Johnny work? I recommend you to read that post too.
Lets say you have 2 dates (with time) in cells A1 and A2 indicating starting and ending timestamps of an activity. And you want to calculate how many workings hours the task took. Further, lets assume,
- Start date is in A1 and End date is in A2
- Work day starts at 9 AM and ends at 6PM
- and weekends are holidays
Now, if you were to calculate total number of working hours between 2 given dates, the first step would be to understand the problem thru, lets say a diagram like this:
We would write a formula like this:
=(18/24-MOD(A1,1)+MOD(A2,1)-9/24)*24 + (NETWORKDAYS(A1,A2)-2)*9
See the above illustration to understand this formula.
Now, while this formula is not terribly long or ineffective, it does feel complicated.
May be we can solve the problem in a different way?!?
Michael left an interesting answer to my initial question, how many hours did Johnny work?
Pedro took the formula further with his comment.
The approach behind their formulas is simple and truly out of box.
Instead of calculating how many hours are worked, we try to calculate how many hours are not worked and then subtract this from the total working hours. Simple!
See this illustration:
So the formula becomes:
Total working hours between 2 dates – (hours not worked on starting day + hours not worked on ending day)
=NETWORKDAYS(A1,A2)*9 - (MOD(A1,1)-9/24 + 18/24 -MOD(A2,1))*24
After simplification, the formula becomes,
=NETWORKDAYS(A1,A2)*9 - (MOD(A1,1) -MOD(A2,1))*24 -9
=(NETWORKDAYS(A1,A2)-1)*9 +(MOD(A2,1)-MOD(A1,1))*24
Sixseven also posted an equally elegant formula that uses TIME function instead of MOD()
=(NETWORKDAYS(B3,C3)*9) - ((TIME(HOUR(B3),MINUTE(B3),SECOND(B3))-TIME(9,0,0))*24) - ((TIME(18,0,0)-TIME(HOUR(C3),MINUTE(C3),SECOND(C3)))*24)
Download the solution Workbook and play with it
Click here to download the solution workbook and use it to understand the formulas better.
Thanks to Pedro & Michael & Sixseven & All of you
If someone asks me what is the most valuable part of this site, I would proudly say, “the comments”. Every day, we get tens of insightful comments from around the world teaching us various important techniques, tricks and ideas.
Case in point: the comments by Michael, Pedro and Sixseven on the “how many hours…” post taught me how to think out of box to solve a tricky problem like this with an elegant, simple formula. Thank you very much Michael, Pedro, Sixseven and each and every one of you who comment. 🙂
Have a great weekend everyone.
PS: This weekend is my mom’s birthday, plus it is a minor festival in India. So I am going to eat sumptuously, party vigorously and relax carelessly. Next week is going to be big with launch of excel school 3.
PPS: While at it, you may want to sign up for excel school already. The free lesson offer will vanish on Wednesday.
27 Responses to “9 Box grid for talent mapping – HR for Excel – Template & Explanation”
Great stuff! I can understand how to add a slicer to the pivot table, but how do you implement the departmental selector on the 'Filter' formula scheme?
Just saw this on your Youtube channel, and it’s areat idea...!
An easy way to overcome the "ugliness" of pivot tables and get it to look nice (in the format of the Output sheet), would be to simply build a sheet with the nice map at the top, a pivot underneath it and a slicer next to formatted map and then reference each of the 9 cells in the formatted map to the “related” cell in the Pivot.
Keep up the good work!
/Claus
Thanks Claus. That is a great idea 🙂
Hi Chandoo,
This is great! Curious how to make additional columns operate the same as the Department column (ex. have a "manager column") that would allow you to sort a 9 box by manager, area, or team in addition to department?
Feel free to email me if needed! mfry01@minnetronixmedical.com
Happy New Year
Madison Fry
I am curious about the smae thing. I would like to populate the 9 box with other views as well by adding additional columns. IE., I would like to add location, region, etc. Thank you.
This is great, thank you!
How can i see the whole data set of all the teams in the output table. Need a formula that will pick up all the employees
Hello,
Love the template. Thank you. Question - the drop down to pick a department on the Output tab does not seem to work on the downloadable template. Am I doing something incorrectly?
Thank you!
Hi Heather... Thank you. I am using Excel 365 to make the calculations. If you are using an older version of Excel, then the drop-down filter won't work.
Hi
I was able to follow your 9 box grid and modified based my needs. However, you tutorial did not show how to you create the filter for the "Pick a department. Can you kindly share how to create that filter that updated the grid. Thank you.
I am working on this project but I am struggling with the data validation for the department. I copy the worksheets data entry and output as the managers want to see different tabs for each managers.
I updated the source reference for each tab but It does not update the grid based on the new source. The list was updated but it does not populate the grid based on the performance and potential listed.
In addition the hyperlink Update Data and View Talent Map no longer works. Can you please help me.
I keep getting this error message in the pivot table:
This formula is invalid or incomplete: 'The expression is not valid or appears to be incomplete. Please review and correct the expression.
The following syntax error occurred during parsing: Invalid token, Line 1, Offset 14, ‘.
Hi, I used your 9-box excel template with excel 365. First off, thank you so very much. It is incredibly helpful!! My only question is that the boxes aren't big enough for all of the employees (specifically the middle which we call 'Core Employee'). Is there a way to make the boxes larger? Even though it is in excel, I am not able to increase row height (like I normally do in a speadsheet). Any ideas? Thanks again, Jody
Hi Chandoo,
Thanks for the great content. Re. 9 box grid, pls advise how do I increase the size of the box to accommodate more names?
Hi Chandoo,
I figured it out. Excel 365 has the format row height on the ribbon. Thank you
Merci Chandoo pour le modèle proposé,
j'ai une question et un souhait est il possible de développer davantage ce modèle en insérant la photo de chaque employé.
Hi Chandoo!
Great tutorial and tool, thank you! Your tutorial didn't include how to create additional filters on the "Output" tab. Could you please share how you did it?
Can this be done exactly in google sheets?
Hi Chandoo,
Thanks for the video it was really helpful. Is there any way to multi select the dropdown to display multiple or all departments rather than just one at once?
Hello Prish
I have Microsoft 365 and I am struggling to make the boxes larger/unable to increase row height; any idea how you made this work? Specifically in the Output tab where the map is?
Many thanks
Hello Jody, I have Microsoft 365 and I am struggling to make the boxes larger/unable to increase row height; any idea how you made this work? Specifically in the Output tab where the map is? Many thanks
Is there a way to change the 9 box wording descriptions, i.e. Work Horses, to our own internal langauge?
You can edit the file. The descriptions are textboxes.
Hi Chandoo, this is awesome and has worked perfectly. Due to a big organisation the 9 box grid on the output file is too small. I tried adjusting using the row/width ribbon under the format ribbon however it doesn't seem to work. Is there an easier way to adjust this?
Thanks!
When I drag the formula, it doesn't work, and the order I use with the data changes. In the beginning, the order is it is " candidates," " potential," and " performance," but when it goes to another column, it is " Potential," Performance," and "Candidates."Can you help me? Thank you very much, sending love from vietnam
Hi- I am working on the 9 grid project and I am trying to expand the box since I have over 100 names on a few of the columns. How do I do that?
Hi, Thank you this is great stuff and really useful.
As well as department as demonstrated on your clip, how can I display all candidates on the grid at once?
Many thanks in advance