Van Gysel asked in a recent post at Chandoo.org for a way to calculate the costs of running a plantation. The twist is that the costs vary by year, and based on the age of the trees.
The following is a slightly simplified version of the solution I offered:
=SUM(IFERROR(LOOKUP(“Year”&MMULT(N($B$3:B$7>0),TRANSPOSE(COLUMN($B$3:B$7)^0)), $B$11:$I$11, $B12:$I12),0)*B$3:B$7) Ctrl+Shift+Enter
Today I am going to try and explain how the formula works.
As always at Formula Forensics, you can follow along with a sample file: Download Here
The Problem
In a plantation, the costs for planting and maintaining trees vary based on the age of the trees and by year. The table below shows the acres of trees planted per year and the yield and costs per year that vary based on the age of the trees.
Let us look at the calculations needed for each year.
Year 2013
- 300 acres of trees were planted in 2013. Calculations for 2013 are as follows. (Only Yield calculation is shown, but the process is similar for Nursery costs, Fertilizers, etc.)
- The trees do not yield any fruits in the first year. As such, Yield for year1=300*0=0
That was easy!
Year 2014
- 700 additional acres of trees will be planted in 2014. Calculations for 2014 are as follows. (Again, only Yield calculation is shown, but others are calculated similarly.)
- 300 acres of trees are 2 years old. 700 acres are 1 year old.
- The 300 acres from 2013 now yield fruit since it is year2. However, the new trees (700 acres) do not yield any fruits yet. So total yield for 2014=300*Year2Yield+700*Year1Yield=300*5+700*0
Year 2015
- 1000 additional acres are to be planted in 2015. Calculations for 2015 are as follows:
- 300 acres are from 2013 (3 years old); 700 acres are from 2014 (2 years old); 1000 acres are from 2015 (1 year old).
- Yield for 2015=300*Year3Yield + 700*Year2Yield + 1000*Year1Yield = 300*10 + 700*5 + 1000*0
Year 2016
- 1000 additional acres are to be planted in 2016. Calculations for 2016 are as follows:
- Yield for 2016=300*15+700*10+1000*5+1000*0
How do we simulate the above calculation in an Excel formula?
A Solution
Let us first look at how we performed the calculations above manually, using the 2016 Yield as an example.
- We took each acreage value in 2016, and determined its age by counting how many years it has been since that acreage was planted. You might have observed that the age can be counted by the number of times a value has been repeated up to that point. (In other words, if I planted 300 acres in 2013, I should see that same amount in 2014, 2015 and 2016.) As such, 300 acres is repeated 4 times. 700 acres is repeated 3 times. 1000 acres is repeated 2 times. And the latest planting of 1000 acres exists only once.
- Once we determine the age for a given acreage, we looked up the yield for that age in the second table
- We then multiplied the acreage with the corresponding yield value.
Calculation #1 can be expressed as follows:
- Age for acreage 1 (first planted in 2013)=count of B3:E3 where value is greater than zero. i.e. COUNTIF(B3:E3,”>0”)
- Age for acreage 2 (planted in 2014)=count of B4:E4 where value is greater than zero. i.e. COUNTIF(B4:E4,”>0”)
- Age for acreage 3 (planted in 2015)=count of B5:E5 where value is greater than zero. i.e. COUNTIF(B5:E5,”>0”)
- Age for acreage 4 (planted in 2016)=count of B6:E6 where value is greater than zero. i.e. COUNTIF(B6:E6,”>0”)
- Age for acreage 5 is zero since nothing has been planted for 2017 yet in 2016
The above approach would work if we were calculating the age one row at a time. However, that can become tedious really fast. We need to perform the calculation for the full range (B3:E7) together, but return the counts for each row individually.
Excel’s MMULT function comes to the rescue!
MMULT (which stands for Matrix Multiply) multiplies two matrices and returns a third matrix based on rules for matrix multiplication. I am planning to devote a whole article to explain the MMULT function. As such, for this article, we will summarize the utility of the function as “take a 2-dimensional array, add each column’s value for each row, and return a 1-column array”.
MMULT requires that its arguments be numeric.
So to obtain the counts for the year 2016, we can use the following:
MMULT(N($B$3:E$7>0),TRANSPOSE(COLUMN($B$3:E$7)^0))
As you can see from the picture below, MMULT’s results are the addition of each column for each row.
In the above formula, you may have noticed that the range uses absolute and relative referencing (signified by the $ sign or lack thereof). This is to ensure that the range grows or shrinks as needed. The upper left address is held constant ($B$3). However, the lower right address for the range has columns that vary but row that is fixed on row #7. This ensures that the formula would work if we copy to the left, right, etc. in the final results.
Now that we have the age for each acreage value, we can look up the corresponding yield value using (what else?) LOOKUP function.
But before we can use LOOKUP, we will need to convert the numeric values returned from MMULT into the strings Year1, Year2, etc. found in the Costs table. Of course, you know how to do that… concatenate the string “Year” to the result from MMULT
“Year”&MMULT(N($B$3:E$7>0),TRANSPOSE(COLUMN($B$3:E$7)^0))
For the 2016 example, we get {“Year4″;”Year3″;”Year2″;”Year1″;”Year0”}
We can now use LOOKUP as follows:
LOOKUP(“Year”&MMULT(N($B$3:E$7>0),TRANSPOSE(COLUMN($B$3:E$7)^0)), $B$11:$I$11, $B12:$I12)
You may recall that LOOKUP looks up a value in the array indicated by the second argument, and returns the corresponding value from the third array argument. In this case, instead of looking up a single value, we look up an array of values (supplied in the first argument) to the function.
The above formula translates to the following:
LOOKUP({“Year4″;”Year3″;”Year2″;”Year1″;”Year0”}, {“Year1″,”Year2″,”Year3″,”Year4″,”Year5″,”Year6″,”Year7″,”Year8”}, {0,5,10,15,20,25,30,35})
The result from LOOKUP is {15;10;5;0;#N/A}
(The last value is #N/A because there is no acreage value for 2017 yet (as of 2016 column). The concatenation resulted in Year0 which does not exist in the “Age of The Trees” range (B11:I11) above.)
By using IFERROR(LOOKUP(…),0) we get {15;10;5;0;0}
We can now multiply the above result with the acreage values for 2016 to get {4500;7000;5000;0;0}
Finally, we SUM the values to get 16500
Putting it all together, we get the following formula (shown for Production for year 2016)
=SUM(IFERROR(LOOKUP(“Year”&MMULT(N($B$3:E$7>0),TRANSPOSE(COLUMN($B$3:E$7)^0)), $B$11:$I$11, $B12:$I12),0)*E$3:E$7)
One of the benefits of the above formula is that you can copy the same formula to calculate values for additional years, as well as other plantation costs.
Download
You can download a copy of the above file and follow along: Download sample file.
Let me know (using the comments below) what you think of the above approach and solution, as well as any other approaches you have utilized to solve a similar problem. In the meantime, I wish you continued Excellence!
-Sajan.
Other Posts in this Series
The Formula Forensics Series contains a wealth of useful solutions and information.
Visit the Formula Forensics Home Page to read other articles in this series.
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"