A few weeks back in the Chandoo.org Forum Melvin asked about Apportioning Sales based on Division and Status to the current sales by store.
Today we will examine how this works and how to develop a solution for the problem.
Apportion/ing
Apportion means to assign or distribute.
In a court the Judge may apportion blame for an accident eg: 50% to the driver, 30% to mechanical failure and 20% to the road conditions, The Judge is assigning or distributing the blame as he deams appropriate.
This is what Melvin wanted to do with his sales. He wanted the sales distributed according to Division and Status based on the current sale by store.
Lets start simple and look at how we can distribute sales on a simple model first.
Let say we have a Distributorship and we buy and sell oranges.
We buy oranges from a supplier and distribute them to 3 stores, Store A, Store B & Store C
We received 1,000 oranges and they were sold as follows
We can see that each store received differing percentages of the original supply:
50% = 500/1000
30% = 300/1000
etc
A week later the supplier give us another 200 oranges and we want to distribute them based on the previous sales
So the new batch of 200 oranges will be distributed according to these previous percentages
100 = 200 x 50%
60 = 200 x 30%
etc
That is as simple and as complicated as apportioning is.
Melvin’s Problem
When we look at Melvin’s problem he has a more complex set of data
You can follow along using a sample file: Download Sample File
We can see that Melvin has 14 stores located in 4 Divisions (N, S, W & C) and each can have a status of Open or Open1
But if we simplify this and look at one set of data we can devise a formula which will adjust to each set of data
Lets develop a formula for cell F11 which is dealing with Store 1 in the N Division and has a Status of Open
We see it has sales of 100 (Cell E11)
Total sales of Division N and status Open are 600 (100+100+100+150+150) highlighted below (Lower table)
Looking at the Upper Table we can see that we need to distribute 200 units based on the Division N and Status Open (Cell C4)
So we need to distribute 200 units across the 5 stores with Total sales of 600
We know that Store 1. had sales of 100 in cell E11
The Total Sales of Stores in Division N and Status Open can be obtained using a Sumifs function
=SUMIFS($E$11:$E$24, C11:$C$24, $C$11, $D$11:$D$24, D11)
=600
So the proportion of Store 1’s sales 100 to Total Sales ( Division N and Status Open ) 600 is 100/600 = 16.66%
This is calculated by
=E11/SUMIFS($E$11:$E$24, $C$11:$C$24, C11, $D$11:$D$24, D11)
=0.1667
=16.67%
Note: We leave the references to C11, D11 & E11 variable, so that when the formula is copied down it will refer to the next row
We can use an index/match formula to get the 200 based on the criteria from row 11
=INDEX($C$4:$D$7, MATCH(D11,$B$4:$B$7,0), MATCH(C11,$C$3:$D$3,0))
What this is doing is doing a 2D Lookup in the Range $C$4:$D$7
It is looking up the Division Row no. MATCH(D11,$B$4:$B$7,0)
and looking in the Status Column No. MATCH(C11,$C$3:$D$3,0)
Note: Once again we leave the references to C11 & D11 variable, so that when the formula is copied down it will refer to the next row
So the proportion of the 200 sales attributable to Store 1 is:
=Distribution Qty * Actual Sales / Total Sales
=INDEX($C$4:$D$7, MATCH(D11, $B$4:$B$7, 0), MATCH(C11, $C$3:$D$3, 0)) * E11 / SUMIFS($E$11:$E$24, $C$11:$C$24, C11, $D$11:$D$24, D11)
= 33.33
We can now copy this down to all the cells matching our criteria of Division N and Status Open
Notice that the total matches the total to be distributed 200 showing that the formula is working
Although we copied the formula down to the cells that had matching criteria each part of the formula was setup to work on the appropriate criteria for the store in the current row
If we now copy F11 down to the other stores you will see that in fact all the stores sales have been apportioned according to the correct criteria.
eg: If we look at Stores 7, 8 & 9 we can see that they are in the W Division and have a Status of Open1
The distributed Proportions are each 16.67, totaling 50, which matches the distribution in the Upper table.
You may also notice that Division C has not been accounted for.
I assume that Melvin has sent us a subset of the data and that is why it is missing.
Download
You can download a copy of the above file and follow along, Download Sample File.
A Challenge
Can you solve the problem another way ?
Post your solutions in the comments below.
Other Posts in this Series
The Formula Forensics Series contains a wealth of useful solutions and information specifically about how Normal Formula and specifically Array Formula work.
You can learn more about how to pull Excel Formulas apart in the following posts: http://chandoo.org/wp/formula-forensics-homepage/
If you have a formula and you want to understand how it works contact Hui and it may be featured in future posts.
24 Responses to “Free Excel Risk Map Template”
Why didn't you include the mitigation or risk IDs in the chart?
You can easily add such detail by modifying the TEXTJOIN function. Another way to use them is to add a slicer to highlight all risks that have a specific mitigation strategy or team member assigned to them. I left out those bits fto keep the article short.
I tried adding a slicer filter for the mitigation step but the TEXTJOIN is not affected by it. I added a helper column called "Visible" using the AGGREGATE function but I am unable to think of a method to pass that on to the map.
Could you please help, Chandoo?
Thanks
Never mind. I got it working. 🙂
Apologies, I didn't thank you for the file to begin with.
Great concept. thanks!
Awesome.. good to hear that Rajesh and of course you are welcome 🙂
Hello everyone,
Another amazing tutorial, great content and tips! My question is about slicers. How do you add slicers to this matrix? I've added 2 columns in my workbook table (Work Stream and Project Name) and I want to be able to filter (slice) the matrix on Project Name, but having some trouble with this. The slicer works fine in the data table, but how do I connect it to the risk matrix, so that only risk titles show up for the selected project?
Many thanks in advance for your guidance,
MyvJ
Can you create a sheet in live stock market data price change with profit and loss graph with time. which could indicate live profit and loss in each time frame 5minute, 10 minute, 15 minute, 30minute, hourly with some modifications
Hi
I've tried to get your formula to work, but likelihood / impact 1/1 does not seem to work.
Hi Chandoo
Awesome instructions! Thank you so much, this really helped me.
I was wondering if it would be possible to list the Risk ID number along with the Risk Title with a dash in between, rather than a bullet point? I have had a try at this but I keep getting a #VALUE error. I can see it's wrong but can't figure out what it should be instead. If you have time do you mind letting me know what I'm doing wrong?
{=" - " & TEXTJOIN(CHAR(10)&" - ",TRUE,
IF(RiskRegister[Likelihood]=$A17,IF(RiskRegister[Consequence]=F$3,CONCAT(RiskRegister[ID],RiskRegister[Risk Title]),""),""))}
Thank you!
Sally
Hey Sally, You are welcome.
I think the CONCAT inside TEXTJOIN is the culprit. Try this and hopefully you should see the ID too.
{=" - " & TEXTJOIN(CHAR(10)&" - ",TRUE,
IF(RiskRegister[Likelihood]=$A17,IF(RiskRegister[Consequence]=F$3,RiskRegister[ID]&RiskRegister[Risk Title],""),""))}
Hi Chandoo
You're a legend! Thank you so much! I had to make a minor tweak but otherwise it worked perfectly. Here is the tweaked version in case it helps anyone else:
=TEXTJOIN(CHAR(10),TRUE,
IF(RiskRegister[Likelihood]=$A8,IF(RiskRegister[Consequence]=C$3,RiskRegister[ID]&" - "&RiskRegister[Risk Title],""),""))
Thank you again!
Hi, Im not able to change the formula when trying to add risk Id instead of bullet point.
trying this: ="• "&TEXTJOIN(CHAR(10)&"• ";TRUE;IF(risks[Probability of Occurance *]=$C5;IF(risks[Severity of potential Impact *]=H$8;risks[Risk ID]&". "[Title *];"");""))
Cant see any solution on this.
thankful for help
Hi Chandoo,
This is perfect - One quick question, How can I add a hyperlink to the risks - So that I can click on the particular risk and it takes me to the actual row of that item.
Many thanks in advance.
HI Chandoo,
Is there a way to only display filtered item. Once the list gets big, it's hard to see all risk.
Kind regards,
SinYen
Hi Chandoo,
Quick question
1) Is there a way to remove duplicates within each risk block?
2) Is there a way to have the results in the chart update based on a filter or slicer?
Thanks a lot
Hi Chandoo,
The risk map is a brilliant tool, and I wanted to the risk map to only show Open risks. How can I do that?
Just found this today as I am making a risk matrix as well. I got the formula to work with this, where a risk score is above 30. Risk score = probability*impact*modifier.
So this works flawlessly, ="- "&TEXTJOIN(CHAR(10)&"- ",TRUE,IF('Risk tracker'!G4:G27>=30,IF(Table1[Urgency]="Now",'Risk tracker'!A4:A27,""),""))
I am trying to find a range now. Risk score in between 21-29. I tried using the AND function, but I couldnt get it to work. Is there anyway to get this formula to work with a range as mentioned above?
Thanks Eric.
You can't use AND() as it is not able to return arrays. You can try below formula.
="- "&TEXTJOIN(CHAR(10)&"- ",TRUE,IF(('Risk tracker'!G4:G27>=21)*('Risk tracker'!G4:G27<=29),IF(Table1[Urgency]="Now",'Risk tracker'!A4:A27,""),""))
Hello, this template is nice, thank you but im facing a problem when I need to find a range of impact. I cant figure out how..
My actual form is "="• "&TEXTJOIN(CHAR(10)&"• ";TRUE;IF(Table1[Impact]=A8;Table1[Title];"");"")"
Where A8 is number "1" so this formula finds everything with impact 1 and shows the titles.
What I need to get is a range so,
A8 is "1" and A9 is "2" and I need the formula to find all titles which impact is between 1 and 2.
I tried the AND function and so on, nothing worked..
Can you help me please?
i tried everything in your video in the end i only get the bullet... please guide me through
Sorted it... i was flash filling the other cells and it took other columns...
i do have another question though... how can i use slicers to filter the content of the matrix, so that it'll show only the departments i select?
slicer is working fine with the table, but the matrix still shows all the results
Just want to thank you for this.
It is awesome.
Hello everyone,
I think I accidentally nested my question in another thread. Apologies!
This is another amazing Excel tutorial, with great content and tips! My question is about slicers. How do you add slicers to this matrix? I've added 2 columns in my workbook table (Work Stream and Project Name) and I want to be able to filter (slice) the matrix on Project Name, but having some trouble with this. The slicer works fine for the data table, but how do I connect it to the risk matrix, so that only risk titles show up for the selected project?
Many thanks in advance for your guidance,
MyvJ
This is another amazing Excel tutorial! My question is about slicers. How do you add slicers to this matrix? Please advise