A common Forum question and one that Chandoo has written about a few times is, Does my data overlap with another range?
Last week, Pradhishnair, asked in the Chandoo.org Forums “I need to find if the values between range D2:E2 are overlapping in any of the following rages, if yes then where? (may be row number)”
I answered with an array formula:
{=”Overlap Row S.no. = ” &MIN(IF((D3:$D$41<=E2) *(E3:$E$41>=D2) >0, (A3:$A$41)))}
Which returns ether:
Overlap Row S.no. = x (If there is an overlap)
or
Overlap Row S.no. = 0 (If there is no overlap)
So today in Formula Forensics we will take a look at how the above formula works with a worked example.
Chainage
As always you can follow along with a worked example. This is a subset of Pradhishnair’s Data to simplify the length of the equations, but otherwise is the same as the original post: Download Here
Pradhishnair’s data consists of a list of chainages. Chainages are measurements of distances from a fixed point and relate to a segment of something. Chainage From is to the closest end of the segment and and Chainage To is to the furthest end of the segment and by default these are in order, that is To is always greater than From.
Using this we can check for overlapping data by simply checking if the From is less than the remaining To’s or the To value is greater than the remaining From’s
This is done for each row compared to the remaining rows of data by the array formula
=”Overlap Row S.no.: ” & MIN(IF((D3:$D$41<=E2) *(E3:$E$41>=D2) >0, (A3:$A$41))) Ctrl Shift enter
We can see that the above equation simply joins
“Overlap Row S.no.: “
To the result of
MIN(IF((D3:$D$41<=E2) *(E3:$E$41>=D2) >0, (A3:$A$41)))
Using the & operator
It will return:
Overlap Row S.no. = 0 if there is no overlap
Or
Overlap Row S.no. = x If there is an overlap.
So the function
MIN(IF((D3:$D$41<=E2) *(E3:$E$41>=D2) >0, (A3:$A$41)))
Is used to return the minimum value of an If() formula which is its only component
The If() statement usually has three components:
=If( Condition, Value if True, Value if False)
In our case, I will evaluate Row 2, Particularly Cell G2, against the remaining entries in the two lists.
=If((D3:$D$41<=E2) *(E3:$E$41>=D2) >0, (A3:$A$41))
Condition: (D3:$D$41<=E2) *(E3:$E$41>=D2) >0
Value if True: (A3:$A$41), This is just the S.No. in Column A
Value if False: Note that the If statement has no Value if it is False, I could put any value there eg: -1 or 0, but Excel evaluates it to 0 anyway so it hasn’t been used.
The If Statement says If (D3:$D$41<=E2) *(E3:$E$41>=D2) >0, then return (A3:$A$41)
What the condition is saying is If the To Data in the Current Row, Row 2, is Greater than or equal to the other From Values or the From Data in the Current Row, Row 2, is Less than the other To Value, Then this is True
To check this, in Cell I2, enter =(D3:$D$41<=E2) *(E3:$E$41>=D2) and evaluate it with F9 instead of Enter
Excel returns ={1;1;0;0;0;0;0;0;0}
Excel is showing us that the first and second entries have overlapping data.
Which we can see if we look at the data
The >0 at the end of the (D3:$D$41<=E2) *(E3:$E$41>=D2) >0, transforms the array of 0’s and 1’s to an array of Falses and Trues
To check this, in I3, enter =(D3:$D$41<=E2) *(E3:$E$41>=D2)>0 and evaluate it with F9 instead of Enter
Excel returns ={TRUE;TRUE;FALSE;FALSE;FALSE;FALSE;FALSE;FALSE;FALSE}
Now the If Statement will be True for the first two entries in the array and so will evaluate the Value if True component of the If Formula: (A3:$A$41)
We can check this
In cell I4 enter
=IF((D3:$D$41<=E2) *(E3:$E$41>=D2) >0, (A3:$A$41)) and press F9 instead of Enter
Excel returns
={2;3;FALSE;FALSE;FALSE;FALSE;FALSE;FALSE;FALSE}
Which is the array of S.No’s which match our criteria
Now Min comes in
=MIN({2;3;FALSE;FALSE;FALSE;FALSE;FALSE;FALSE;FALSE})
Min returns the Minimum of these which is 2.
And that is appended to “Overlap Row S.No. = “
To return the answer: Overlap Row S.No. = 2
Which is the first overlapping row with Row 1
Custom Number Formats
You may have noticed that the numbers in Pradhishnair’s worksheet look a bit odd with a + in the middle: eg: D3 displays 142+000
Pradhishnair is using a Custom Number Format of #+000
Select a Cell, eg D2, Press Ctrl 1, Select the Number Tab
If you select these cells and Press F2 Excel will show that the cells value is 142000
But Excel is using the custom Number format of #+000 to display the number with 3 digits after the +
Links to Overlapping Data Posts
http://chandoo.org/wp/2010/06/01/date-overlap-formulas/
http://chandoo.org/wp/2011/03/09/ec1-machine-scheduling-in-excel/
Download
You can download a copy of the above file and follow along, Download Here.
Other Formula Forensics Posts
You can learn more about how to pull Excel Formulas apart in the following posts
We Need Your Help
I received 3 ideas over the Xmas break from readers, and these will feature in coming weeks.
However I do need more ideas for the rest of 2012 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.
ps: I’m traveling to Esperance; Western Australia for a short holiday with the family but have left a neat Formula Forensic for you for next week.
23 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.