One of the most asked questions within the posts and Forums at Chandoo.org is “How Does Sumproduct work ?”.
Rahul recently asked for an example in Excels Sumproduct Formula post; Comment No. 55.
So today in Formula Forensics we will take a look at just that with a few worked examples.
Sumproduct
Excels help defines Sumproduct as:
So what are these arrays referring to:
An array in Excel can be :
A manual Array: {10;20;30}
A Range: A1:A3
A Named Range: MyRange1
Where MyRange1 is defined as a defined range in the Name Manager.
A Named Formula: MyRange2
Where MyRange2 is defined as a Formula returning a range in the Name Manager.
Lets look at each
You can follow along in the Example file on Sheet1
An Array
In C2 type: =SUMPRODUCT({10;20;30})
Excel will display 60, which is the Sum of the array elements =10+20+30
A Range
C7: =Sumproduct(C4:C6)
Excel displays 60, which is the Sum of the cells from the range C4:C6 =10+20+30
A Named Range
In the Name Manager or Name Box define a Named Range
MyRange1: =Sheet1!$C$4:$C$6
Then in C10 type:
C10: =Sumproduct(MyRange1)
Excel displays 60, which is the Sum of the range elements =10+20+30
A Named Formula
In the Name Manager define a Named Formula
MyRange2 =OFFSET(Sheet1!$C$3,1,0,3,1)
Then in C12 type:
C12: =Sumproduct(MyRange2)
Excel displays 60, which is the Sum of the range elements from cells C4:C6 =10+20+30
You may be asking why use Sumproduct when we can use a simple Sum to add up 3 numbers?
The answer is to show you what Sumproduct is doing, it is Adding up each Array element.
What about the “Product” part of Sumproduct ?
Remember back at the start where we saw the Definition of Sumproduct,
SUMPRODUCT(array1, [array2], [array3], …)
Only Array 1 is required, Array 2, Array 3 etc are optional, that’s what the square brackets [ ] mean.
Multiple Arrays
Goto Sheet 2 in the Example file:
We will look at a simple example using two arrays
The data consists of Sales data.
Often we want to know what the total sales are
We do this by adding a Sales column
Which multiplies the Qty and Price columns
And then Sum (Add) up this new column
Returning our Total Sales of 15,000
Now we can manually check the above as the numbers are simple eg: 100*20 = 2,000 etc
And we can sum up the Sales and see that we in fact had total sales of 15,000
Well this is exactly what Sumproduct is made to do:
In a Blank cell enter: =SUMPRODUCT(D4:D8,E4:E8)
Excel will return 15,000.
So what is Sumproduct doing?
Lets look inside and see what’s going on
In the Example File, Sheet2, H1 there is a copy of the data laid out as below
Note that our formula =SUMPRODUCT(D4:D8,E4:E8)
Has two Arrays
Array 1: D4:D8
Array 2: E4:E8
Note that each corresponding Array Element is multiplied together
100 x 20
20 x 200 etc
These are the products of the two Arrays
Finally the Products are Added together and the correct answer 15,000 is returned.
So Sumproduct is the Sum of the Products of the Arrays
Of course we can extend that to a large number of Arrays, columns in this case, if we wish.
Sumproduct with Logic
In the above two examples we saw that Sumproduct can Sum a single Array and can Sum the Product of two or more Arrays.
We can use that to our advantage and build logic into the arrays, allowing us to optionally include some array elements and leave out others.
How?
Sumproduct will always add up the product of all Arrays.
So by including an Array where the elements within the Array that we don’t want to Sum are Zero and the Elements within the array that we do want to Sum are 1 we can control what is included in the final Summation.
Goto our Example File on Sheet3
Lets say we only want to include the Sales from our Northern Region
One way to do this is to purely delete the other entries
But what if we could do that without altering our worksheet or there are thousands of rows of data?
This is where Sumproduct comes into its own.
What we need to do is add some logic to our equation, effectively doing:
Lets try it with Sumproduct
In Cell F12: type =SUMPRODUCT(D4:D8,E4:E8,{FALSE;TRUE;FALSE;FALSE;TRUE})
Excel displays a –
Excel doesn’t know what to do with the True/False and so converts them to 0
We can force excel to evaluate these as numbers by adding a simple “1*”
In F14: Type =SUMPRODUCT(D4:D8,E4:E8,1*{FALSE;TRUE;FALSE;FALSE;TRUE})
Excel now displays 5,000 the total sales from the North
To see what has happened in F16 type: 1*{FALSE;TRUE;FALSE;FALSE;TRUE}, but don’t press Enter press F9 instead.
Excel displays ={0;1;0;0;1}
The use of the 1* has converted each of the Array elements from a True/False to a 1,0 respectively.
So our 3 arrays are now:
Now adding an Array of 1*{FALSE;TRUE;FALSE;FALSE;TRUE} every time we wanted to add some numbers isn’t a practical solution.
Excel has the ability to work construct an Array on our behalf!
In E18: enter =SUMPRODUCT(D4:D8,E4:E8,1*(C4:C8=”North”))
Excel will display 5,000
So 1*(C4:C8=”North”) is exactly equal to our previous array 1*{FALSE;TRUE;FALSE;FALSE;TRUE}
1*(C4:C8=”North”) = 1*{FALSE;TRUE;FALSE;FALSE;TRUE}
At the heart of this is that Excel is evaluating each cell in the Range: C4:C8 against our required logic =”North” and setting up an Array for us internally.
Simplify
The power of Sumproduct is therefore in that we can now simplify and extend
In cell E20 type: North
In cell F20 type: =SUMPRODUCT(D4:D8,E4:E8,1*(C4:C8=E20))
Excel will display 5,000
This simple addition allows us to vary the Summation based on the value in E20
We don’t need to multiply our logic array by 1, we can actually use any number or another Array.
In cell F22 type: =SUMPRODUCT(D4:D8,(E4:E8)*(C4:C8=E20))
This works as (C4:C8=E20) is returning an Array of True/False which get converted to an array of 1/0’s when subject to any maths.
The Math in this case is the multiplication by the 2nd Array (E4:E8)*(C4:C8=E20)
In Cell F24 type: =SUMPRODUCT(Qty, Price *(Region=SalesRegion))
Excel will display 5,000
But notice that by using Named Ranges/Formula how simple the logic of the equation has now become.
Rahul’s Question (Multiple Criteria):
In Comment No. 55: Rahul asked, “Can you give an example work sheet of above example”
Sheet 4 in the Example File is the answer.
In Cell C23: type: =SUMPRODUCT(- -(A2:A21=”Luke Skywalker”),- -(B2:B21=”West”),C2:C21)
Excel will display 141, which is the sum of the Sales made by Luke Skywalker in the West Region.
However using what was learned above, this is better simplified to:
C26: =SUMPRODUCT((Name=SalesMan)*(Region=SalesRegion)*Sales)
The Double Unary
In the formula above Chandoo has used what is known as a Double Unary, which is 2 – signs next to each other (I have inserted a space above to make it more legible).
Two – signs are the same as saying
– -(A2:A21=”Luke Skywalker”) = -1 x -1 x (A2:A21=”Luke Skywalker”)
-1 x -1 is 1
Technically this is the most efficient way for Excel to perform any maths on the Array
– -(A2:A21=”Luke Skywalker”)
So that the Array of true/Falses made by (A2:A21=”Luke Skywalker”) is converted to an Array of 1/0’s for use in Sumproduct.
At the slight expense of speed but for improved readability and understandability by others I prefer the use of 1* instead of – – and you will mostly see that convention in my posts.
Chandoo: – –(A2:A21=”Luke Skywalker”)
Hui: 1*(A2:A21=”Luke Skywalker”)
In fact any maths performed on the array will convert its contents to an array of 1/0’s, so long as the maths doesn’t change the Arrays values
For a real good discussion on this topic have a look at the post The Venerable SUMPRODUCT at ExcelHero.com
Other Links to Sumproduct
http://chandoo.org/wp/2009/11/10/excel-sumproduct-formula/
http://chandoo.org/wp/2011/05/26/advanced-sumproduct-queries/
http://chandoo.org/wp/tag/sumproduct/
http://www.excelhero.com/blog/2010/01/the-venerable-sumproduct.html
DOWNLOAD
You can download a copy of the above file and follow along, Download Here.
OTHER POSTS IN THIS SERIES
You can learn more about how to pull Excel Formulas apart and what makes them tick in the following post:
FORMULA FORENSICS NEEDS YOUR HELP !
I am running out of ideas for Formula Forensics and so I need your help.
If you have a neat formula that you would like to share and explain, try putting pen to paper and draft up a Post as Luke did in Formula Forensics 003. or like above.
If you have a formula that you would like explained but don’t want to write a post also send it in to Chandoo or Hui.
XMAS BREAK
This will be the last Formula Forensics Post for 2011, but rest assured that we will be returning in early 2012.
I’d like to take the opportunity to thank Chandoo for allowing me the space and freedom to post pretty much what ever I’ve wanted at Chandoo.org. I hope you have enjoyed my contributions to the Chandoo.org community over the past year.
On behalf of Eva and myself I’d like to wish you all a very Merry Xmas and a Happy and Safe New Year ahead
Hui…
25 Responses to “Shift Calendar Template – FREE Download”
Hi Chandoo,
your recent postings include only Excel 2007 templates. Unfortunately the company I work at still runs Excel 2003. Is it possible to get your awesome files in other excel version as well?
Thanks so much for your great excel stuff!
Is it possible to do this for shifts with hours instead of days? To organise a three shift day?
Thanks in advance,
Stelios
In my organization there are 45 employees i need split then into three shifts ex:A shift:14,B shift:14,C shift:14 and week off:3 kindly help me on this.
@Masthan
You need to understand what rules your company has for the various shifts / roster combinations
Chandoo, I once did a shift control spreadsheet for my team. I put one person in each line, the columns were the days. I put a shift code in each cell indicating in which shift that person should work, or if the person were out that day. I have two codes for being out. One is for vacations and one is to compensate days worked in weekends. This way I was able to count how many persons I have in each shift, how many were on vacations and how many were out compensating (that's the term we use here) weekend worked hours.
Later I included the possibility of a person be in two lines one for normal hours other for overtime. This is mainly used for planning purposes. If you would like I can send you an example. The only problem of this spreadsheet is that we don't have a person view, only this consolidated view.
Hi George, I would like to have a copy of your spreadsheet if you can share it.
Thanks in advance, Chuck
Hi Chandoo,
Where is the code located ? is it VBA ? If so , how do you hide it ? Or it is .NET ?
Thx
@Idan
.
No VBA or code, it is all done with Mirrors.
Only Joking,
.
But there is no VBA or code,
It is all done with Named Formulas and Lookups.
Have alook at the cells in the calander area and Named Formulas in the Formulas, Name Manager Tab.
How can i calculate between two or more different workbooks? Please, reply me as early as possible.
@Anand
Open the workbooks you want to link to
Start a formula = and click and change between workbooks as required.
You can use the View, Switch window menu to change workbooks mid formula
The format for using workbooks is
=[Workbook.xlsm]Sheet1!$A$1
or
=SUM('[Book2.xls]Sheet1'!$A$1:$D$10)
etc
Hi Chandoo,
I am working with a call centre wherein i ned to update at the month end 20 to 30 employees login hours which are defict to track it at the month end is very difficult is there any template which can be made to track that why on a particular day a guy who needs to be on calls was why not on calls.
Thank you so much Chandoo. This is really helping me. As usual, you rock.
What's FortyTwoDays and Calendar in Name manager?
Both are unused and FortyTwoDays doesn't make any sense.
I have a SQL db that contains records of events scheduled/completed on a particular date. Can this method ous building a calendar be used to display those events on the respective day?
Positively awesome!
I'm attempting to help a friend create a schedule for adult classes - and of course its not"paid help". Here is the scenario:
20 classes, instructor, room#, student class size, start date, number of class days (need to subtract weekends)
class
instructor
room
students
start
#days
PATH
karen
201
21
01/01/13
11
BILLING
jane
401
15
01/12/13
13
MEDISOFT
mike
301
11
01/25/13
9
he'd like to see these classes show up in different colors within the same month's calendar chart. He can draw it, but I'd like to see it done automatically through data, and I just can't visualize it, but I KNOW this will work - can you help?
Jan 🙂
Dear chandoo,
Try many way to download still can't access. Any way we want to try out 3 shifts with 3 guys in a group .eg Group A Morn, Group B Night and Group C Rest. And every each group must work on sunday to take turns. In fact we are security teams so that's why sunday is required to work. Pls guide and show how to put in the working calendar. Thank you in advance.
I've been trying to copy and/or recreate this to use in a workbook I'm doing for the transportation department I'm working for. I need to have the calendar on the first sheet in my document (it has graph's from data on another sheet). I'm trying to use it to track (with the conditional formatting) accidents and injuries. I've redone the conditional formatting to do 4 different accident types (no injury, near miss, OSHA recordable injury and work loss injury), but when I enter the formula's you have in the calendar portion where it says "DateOfFirst-FirstWeekDay" I can't figure out how you did that. Are you able to help?
I would like to use Excel to solve the following problem for a community work. I want to create a Driver schedule for a given month from a pool of volunteers for a community service. Each of these volunteers can drive only on specific days in a week. I would like to populate the driving schedule for each weekday with primary, secondary and tertiary drivers in a random fashion so that I do not overburden one person. I would greatly any help you can provide.
Hi chandoo,
Thanks for your valuable effort for create this template and let me know how to add multiple employees in the the Roaster.
Hi Chandoo,
This article on shift roaster is very helpful. Could you please let me know how i can use the same for n number of resources who work 24/7, considering their leaves and holidays?
Thanks,
Savitha
Hi Chandoo,
This article on shift roaster is very helpful to all. Could you please let me know how i can use the same if I want to add for some more shifts, since the color is not getting change if I add more shifts like 4,5 etc.,
Thanks,
Murali
nice post
How can I change the date to 2017 under Shift Data worksheet.
solution 1:
mydata=B2:C16
stoplist=E2:E8
=LET(RNG,A2:A16,SMR,C2:C16, F,(RNG=E2)+(RNG=E3)+(RNG=E4)+(RNG=E5)+(RNG=E6)+(RNG=E7)+(RNG=E8),SUM(SMR)-SUM(SMR*F))
=LET(RNG,A2:A16,SMR,C2:C16,RH,N(B2:B16=B2), F,(RNG=E2)+(RNG=E3)+(RNG=E4)+(RNG=E5)+(RNG=E6)+(RNG=E7)+(RNG=E8),TOT,SUM(SMR)-SUM(SMR*RH*F),SUM(SMR*RH)-SUM(SMR* RH*F))
ALTERNATE SOLUTION
=SUM(C2:C16)-SUM(FILTER(C2:C16,ISNUMBER(BYROW(A2:A16,LAMBDA(a,TOROW(SEARCH(a,E2:E8),2))))))
=SUM((B2:B16=B2)*(C2:C16))-SUM((ISNUMBER(BYROW(A2:A16,LAMBDA(a,TOROW(SEARCH(a,E2:E8),2))))*(B2:B16=B2)*(C2:C16)))
let
Source = Excel.CurrentWorkbook(){[Name="Table1"]}[Content],
#"Replaced Value" = Table.ReplaceValue(Source,null,";",Replacer.ReplaceValue,{"Column1"}),
#"Transposed Table" = Table.Transpose(#"Replaced Value"),
#"Removed Other Columns" = Table.SelectColumns(#"Transposed Table",{"Column1", "Column2", "Column3", "Column4", "Column5", "Column6", "Column7", "Column8", "Column9", "Column10", "Column11", "Column12", "Column13", "Column14", "Column15", "Column16", "Column17", "Column18", "Column19", "Column20", "Column21", "Column22", "Column23", "Column24", "Column25", "Column26", "Column27", "Column28", "Column29", "Column30", "Column31", "Column32", "Column33", "Column34", "Column35", "Column36", "Column37", "Column38", "Column39", "Column40", "Column41", "Column42", "Column43", "Column44", "Column45", "Column46", "Column47", "Column48", "Column49", "Column50", "Column51", "Column52", "Column53", "Column54", "Column55", "Column56", "Column57", "Column58", "Column59", "Column60", "Column61", "Column62", "Column63", "Column64", "Column65", "Column66", "Column67", "Column68", "Column69", "Column70", "Column71", "Column72", "Column73", "Column74", "Column75", "Column76", "Column77", "Column78", "Column79", "Column80", "Column81", "Column82", "Column83", "Column84", "Column85", "Column86", "Column87"}),
#"Merged Columns" = Table.CombineColumns(#"Removed Other Columns",{"Column1", "Column2", "Column3", "Column4", "Column5", "Column6", "Column7", "Column8", "Column9", "Column10", "Column11", "Column12", "Column13", "Column14", "Column15", "Column16", "Column17", "Column18", "Column19", "Column20", "Column21", "Column22", "Column23", "Column24", "Column25", "Column26", "Column27", "Column28", "Column29", "Column30", "Column31", "Column32", "Column33", "Column34", "Column35", "Column36", "Column37", "Column38", "Column39", "Column40", "Column41", "Column42", "Column43", "Column44", "Column45", "Column46", "Column47", "Column48", "Column49", "Column50", "Column51", "Column52", "Column53", "Column54", "Column55", "Column56", "Column57", "Column58", "Column59", "Column60", "Column61", "Column62", "Column63", "Column64", "Column65", "Column66", "Column67", "Column68", "Column69", "Column70", "Column71", "Column72", "Column73", "Column74", "Column75", "Column76", "Column77", "Column78", "Column79", "Column80", "Column81", "Column82", "Column83", "Column84", "Column85", "Column86", "Column87"},Combiner.CombineTextByDelimiter("|", QuoteStyle.None),"Merged"),
#"Split Column by Delimiter" = Table.ExpandListColumn(Table.TransformColumns(#"Merged Columns", {{"Merged", Splitter.SplitTextByDelimiter(";", QuoteStyle.Csv), let itemType = (type nullable text) meta [Serialized.Text = true] in type {itemType}}}), "Merged"),
#"Added Prefix" = Table.TransformColumns(#"Split Column by Delimiter", {{"Merged", each "|" & _, type text}}),
#"Replaced Value1" = Table.ReplaceValue(#"Added Prefix","||","|",Replacer.ReplaceText,{"Merged"}),
#"Split Column by Delimiter1" = Table.SplitColumn(#"Replaced Value1", "Merged", Splitter.SplitTextByDelimiter("|", QuoteStyle.Csv), {"Merged.1", "Merged.2", "Merged.3", "Merged.4", "Merged.5", "Merged.6", "Merged.7", "Merged.8"}),
#"Removed Columns" = Table.RemoveColumns(#"Split Column by Delimiter1",{"Merged.1"}),
#"Removed Duplicates" = Table.Distinct(#"Removed Columns")
in
#"Removed Duplicates"