Last week I announced Reader Awesomeness Week to celebrate the passion, attitude and knowledge of our little community here. I got 9 interesting and beautiful entries from our readers. In this post you can see 9 tips & downloads submitted by our readers. Click on the below links to jump any one or read all of them.
- VLOOKUP to the left – using OFFSET and MATCH by Michael Pennington
- FREE Ebook on Making Better Charts by Vivek Singh
- Remove Blanks using this Macro by Arti A
- Dynamic Charts using OFFSET Formula by Jon
- Format Filter Alternative for Excel 2003 by Lucasini
- FREE Project Plan, Dashboard Template by Cyril ZEKSER
- Show Dynamic Messages based on Select Cells (Macro) by Tom
- Create Maps with Excel & Google Earth by Drew Kesler
- PowerPoint Dashboards by Erin
plus, these 3 were already shared with you last week.
- Immigrants in Denmark – Excel Info-graphic by Faheem
- Travel Site Dashboard – Review & Download by Francis
- 12 Rules for Making Better Spreadsheets by Larry
VLOOKUP to the left – using OFFSET and MATCH
by Michael Pennington
It is really just a tip that I picked up somewhere in the last few years and I use it all the time to do Vlookups that can go to the left instead of just the right. Simply an offset and match combined for the purposes of replicating a left looking vlookup. I used a nice add in to create sample data and linked to the add in within my workbook. I find myself using this instead of always reworking data sets that I receive. Feel free to use the workbook however you want, if you want to present it in another fashion or know a better way, I look forward to your input. Thanks for running such a brilliant blog.
Download Links:
Related Info:
FREE Ebook on Making Better Charts
by Vivek Singh [URL]
Creating charts in excel is a skill but presenting it is also a skill. A lot of hard work that goes into making a chart will get wasted if your chart looks bad or confuses others. I have written a small e-book which can help a lot of people make the most of charts they have prepared. It contains 14 tips explained in simple language.
Download Links:
making-better-charts-14-tips-ebook | Mirror Download Link
Related Info:
Select right chart based on your data | Chandoo.org Charting Pages
Remove Blanks using this Macro
by Arti A
If you are into data crunching the way I am, you are probably running queries on databases and copy-pasting the results back into your spreadsheet. The annoying part is when there are blank spaces in a table, making it difficult to use the ctrl+up/down shortcuts to get around the table or ctrl+shift+up/down to make selections. Here’s a simple macro to take care of it. All you have to do is this, 1) Insert a new module in your Personal.xlsb file and copy-paste the macro below 2) Select several rows/columns of data containing a few blank cells 3) On your keyboard, press the following key combination – “Ctrl+Shift+E’. The blank cells in your selection should now contain zeros. Note: You can replace the blank cells with any character you want, for example a “N/A” or “-” for text-heavy tables.
Sub ReplaceZeros()
' ReplaceZeros Macro
' Keyboard Shortcut: Ctrl+Shift+E
With Selection.Cells
.SpecialCells(xlCellTypeBlanks) = 0
End With
End Sub
Related Info:
Dynamic Charts using OFFSET Formula
by Jon
We have a large group of people that we collate information around and run numerous graphs on. It was once “death by graphs” until=OFFSET(Data!C5,VLOOKUP($B$2,$A$63:$B$67,2,FALSE),’Graph Data’!$A$1)Where the vlookup looks at a table that gives exact number of rows to move down based on the selection. Result, graph is now interactive and the big cheese’s only see what they want.
Related Info:
Format Filter Alternative for Excel 2003
by Lucasini [URL]
Format Filter Technique without VBA – All Excel versions!!!!
Who said that you can’t color filter in Excel 2003 without using VBA???? In fact, you can do more than that; you can filter by font format, number format, border type, fill color, and so on with the Search and Replace Format Filter Technique. This is a fairly simple operation that can save you hours of work.
How it works? –Simple, just make a copy of the column that you want to format filter and paste it as an additional column in your data. Then, select the new column and do a Search and Replace with the Format Options activated. Type the text you want to search (special search characters allowed “?” “*”), select the format of the cell you want to search (all cell format attributes are supported) and replace the contents with some text that Excel can actually filter with the autofilter feature. Next, select autofilter and filter by that column using the replaced text.
Wow!!! A Format Filter Technique without VBA for ALL Excel versions with all cell format attributes available.Using this approach you have all the cell format parameters to play with, border styles, font styles, number styles, cell colors, even alignment and protection options.
Hope this helps you, greetings from Panamá.
SE HABLA ESPAÑOL!!! Y EXCEL TAMBIÉN!!!!
Download Links:
word doc with screenshots of this technique
Related Info:
FREE Project Plan, Dashboard Template
by Cyril ZEKSER
Here is my submission. This is a Gantt Tasks planner, including tracking of days spent on tasks.
I use it on my everyday job, and I build it using a lot of your techniques as well as Fernando’s (for the gantt planning)… So many thanks for this (end of compliments)It comes with a Dashboard, a Tasks tab and a remaining tab. All others tabs are either calculations or not really used. To use It you have to follow the steps:
Initialization and planning :
1. Fill the tab TASKS.(lines 1 to 23) – Enter the description and the targets (lots, versions…) in the orange cells – Enter the milestones and the versions.
2. Enter the tasks. (lines below 25). – fill field from column A to O. – fill header manually on line 25 from column P (be sure to match start date of project in I3) – Only DEV tasks are tracked in the burn down chart – add a number in column A only if you wish to follow the task in the dashboard.
3. Fill the theoretical production capacity of the team in tab CALCULOUS, line 10, from column C, in days. This is the reference of the burn down
DURING PROJECT :
4. In the dashboard, enter the reference date (mostly CTRL+; )
5. Enter the days spent on each task in the appropriate column of tab TASKS
6. If a task is done before the normal day, or need more days, adjust remaining of this task on Tab REMAININGS
7. Follow the dashboard.If you need any information, don’t hesitate to drop me a line.
PS : works only in 2007+ macros. Lots of conditional formats.
Download Links:
project-plan-and-dashboard.xlsm
Related Info:
FREE Gantt Chart Template | Excel Project Management – Information & Resources
Show Dynamic Messages based on Select Cells (Macro)
by Tom
My tip is a “tip”-sheet. Based on the selected cell some help is offered to the user. In a way a more flexible way than the classic ‘input message’ in the data validation option of excel.
Download Links:
Create Maps with Excel & Google Earth
by Drew Kesler [URL]
Excel has allowed me to create powerful maps which make my analysis much more visual and user-friendly for upper management. When I first began using Excel for mapping, I was skeptical, as I thought the value of a map was just a pushpin in a wall. But by creating some tools to convert spreadsheet data into Google Earth maps, I began to see how powerful this analysis can be.As you can see in my workbook, Excel allows me to categorize my locations by certain characteristics. In my workbook, I have categorized In-N-Out Burger locations by year-over-year sales. I can categorize these locations into different folders so that I can narrow my view to “only locations with a year-over-year increase between 0 and 10 percent.”I can also assign my locations to different color icons. In my workbook, I assigned the In-N-Out Burger locations with Red, Orange, Yellow, and Green, according to their year-over-year sales results. When looking at my map, it is simple to pick out the high performing locations vs. other sites.The last way I have used Excel in creating this visual analysis is to embed my data into the map. In Google Earth, when you click on a location, a bubble will appear. You can embed any data you like into this bubble. So, I can not only embed the address information, but I can also add location-specific phone numbers, hours, or any other data points I have, such as sales. You can see that I have embedded all this data into my map using Excel.
In building this map, I have used a few key functions in Excel:VLookup, Concatenating or Joining Cells, If-Then Statements
Thanks to a respected William H. Gates for transforming our world with Excel! Once the Excel Template Gizmo is complete, you can upload it at TotallyAwesomeMapping.com to create your map.
Download Links:
excel-map-creation-template | upload map here
Related Info:
PowerPoint Dashboards
by Erin
Here are two PPT presentations I’ve setup as shows so that when a user clicks on the files it opens them up in full screen format. The charts are somewhat old and are kind of lame, but I haven’t seen anything on your site re: this technique for dashboarding.
The less elaborate show I created from scratch, the more elaborate one I used a template from DDMat (I think) and just modified it with some additional animation, slides, etc.
Download Links:
powerpoint-dashboard-1 | powerpoint-dashboard-2
Related Info:
Thanks Everyone
Thank you each and everyone of you for making this a success. I have learned a great deal of excel and charting stuff over the last week and I am sure you too would have benefited some. Please drop a note of thank you if you have enjoyed any of these tips.
15 Responses to “Highlight Employees by Performance Rating – Conditional Formatting Challenge”
While this might solve the question Shelly asked, there is another option that might be more useful - a pivot table could make a list of people who fall into the various categories, so, if you needed to simply see who got in the top bracket to give them a bonus, you would have that list
Simply sorting by the rankings would work too, but you would knock them out of alphabetical order.
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The solution I chose makes use of the percentile formula.
The percentile formula returns the value representing the K-th percentile of a range of values. The range of values is the first criteria, and K is the second criteria in the formula.
I applied Conditional Formatting according to the formulas in the order below:
5% =$C6>=PERCENTILE($C$6:$C$33,0.95) Dark Blue
15% =$C6>=PERCENTILE($C$6:$C$33,0.85) Light Blue
65% =$C6>=PERCENTILE($C$6:$C$33,0.1) Green
10% =$C6>=PERCENTILE($C$6:$C$33,0.05) Light Red
5% =$C6<PERCENTILE($C$6:$C$33,0.05) Dark Red
The issue I noted with this approach is that Zambi was not highlighted in my solution as it is in the solution provided. Unless I am mistaken, and I very well may be, the 10th percentile for this data set is at 2.21, so Zambi would fall above the 10th percentile with a PR of 2.3.
The first step to this was figuring out the 'buckets'; what scores should fall into each range. In attempting to match the formatting of the spreadsheet, I determined the buckets below.
5% = 95% to 100%
10% = 90% up to but not including 95%
65% = 10% up to but not including 90%
10% = 5% up to but not including 10%
5% = under 5%
After that, it is a relatively simple matter to plug the necessary values into the conditional formatting formulas as shown above.
One final consideration is that while the buckets above match the color banding on the spreadsheet, I believe that the original request suggests a different color banding with 6 buckets shown below.
Top 5% = 95 to 100% Dark blue
Top 10% = 85 up to but not including 95% Light blue
Top 65% = 35 up to but not including 85% Green
Bottom 10% = 10% down to but not including 5% Light Red
Bottom 5% = 5% or under Dark Red
This leaves one final bucket of 10 to 35% (exclusive of both values) that is not highlighted and so would remain white.
Thank you Chandoo and Shelly for an interesting and useful exercise. This is certainly a valuable technique to have in my reporting bag of tricks.
Use of PERCENTILE is a smarter way of doing it. Below is my solution.
First 5 % = Apply conditional formatting (Dark Blue) as highlight ">=" =PERCENTILE(C:C,0.95)
Next 15% = Apply conditional formatting (Lighter Blue) as highlight between =PERCENTILE(C:C,0.95)-0.01 and =PERCENTILE(C:C,0.8)
Next 65% = Apply conditional formatting as highlight (Olive Green) between =PERCENTILE(C:C,0.8)-0.01 and =PERCENTILE(C:C,0.15)
Next 10% = Apply conditional formatting as highlight (Lighter Red) between =PERCENTILE(C:C,0.15)-0.01 and =PERCENTILE(C:C,0.05)
Bottom 5% = Apply conditional formatting (Red) as less than =PERCENTILE(C:C,0.05)
I agree, this is a challenge faced by HR managers every year and use of percentile formulae is the most popular solution which permits further processing like making bell curve, applying increments based on segmentation etc.
Hi Chandoo,
I came at the same solution as yours (not looking at yours first) but I have hard coded the conditions in the conditional formatting. For example:
=AND($C6>=$D$10,$C6<$D$9)
I have done the same thing 5 times for each condition. This makes the formatting independent of the order of specification. I think it will work better across versions of excel.
To copy the same thing in all sheets, Shelly can copy these formatted cells with format painter and apply it to the relevant cells in next sheet and so on! I know 700 sheets will be difficult but I dont know of any other way to apply conditional formating rules to the whole sheet.
First i have used percentile formula in the next column of "percentile Threshold" where E5, E6.. is input to colour code.
The idea behind doing this is to replicate the formula for any range and any threshold
=PERCENTILE($C$3:$C$30,1-E5)
=PERCENTILE($C$3:$C$30,1-E6)
=PERCENTILE($C$3:$C$30,1-E7)
=PERCENTILE($C$3:$C$30,1-E8)
=PERCENTILE($C$3:$C$30,1-E9)
Now i have given logic to different employee by applying "if Formula"
=+IF(J3>=$G$5,1,IF(J3>=$G$6,2,IF(J3>=$G$7,3,IF(J3>=$G$8,4,5))))
where 'J" referes to PR and "G" refers to percentile derived from above mentioned formula.
once again it is replicable (just change reference points)
Now comes the major part of Conditional Formatting, i have used "use a formula to determine which cells to be formatted"
Formula =$j=5, format "required colour" Applies to "$I$3:$J$30"
plus put tick on stop if true
This solves the query, important point that this is repeatable and can be done for n number of departments
Thanks !
I had done some reading on it and in Excel 2010 a new function has been introduced, percentile.exc. Attaching a video which also talks why the old percentile function shouldn't be used as it acts erroneous at times. Might be worth a watch Chandoo,
http://www.itechtalk.com/thread10579.html
@Deepa
Quit correct.
Where ever you use statistical spreadsheet functions and are using excel 2010 you should use the new versions of the functions as MS did a lot of work to speed up and fix errors in the old functions.
Warning: If you use the new Excel 2010 statistical functions in Named Formulas most of them will crash excel so do keep that in mind.
Hello Chandoo,
When i first read the challenge file, i thought, the color that need to be applied for a given rule, also need to be picked dynamically as given in rule set. But in the solution file, i found that color is hard Coded. So in case, someone has same data, but wants different colors, he/she needs to goto manage rules and change colors.
Let me know if my understanding is correct, and if yes, can we also make the color to be applied dynamic?
Thanks
Kishore
HI I ALSO USED THE PERCENTILE FUNCTION. HOWEVER, I WENT A STEP FURTHER AND USING THE SMALL() FUNCTION I SORTED THE DATA BY PERCENTILE SO THE COLOSCHEME WOULD BE GROUPED BASED ON THE VALUE. THIS WAY IT IS BETTER AND EASIER TO VIEW.
[...] recently posted a challenge to help a reader with a [...]
Hi, i have got doubt regarding to the percentages that has been put in chandoo's spreadsheet, i cant understadn how he put directly. can some one please explain how chandoo put the percetages straight way that i stated below..
5%
15%
60%
10%
5%
I have stumbled on this post as the solution has been already given so I have taken the liberty to record a video where I show the implementation of it as well as adding a filtering feature which I hope can prove to be useful.
Thank you
http://www.xlninja.com/2012/06/28/how-to-use-excel-to-highlight-employee-performance-rating/
[...] scriu nici macar un cuvant din urmatorul articol. Astazi mi-am citit mailul si hopa challenge de la Chandoo. Cum puteam sa refuz asa ceva si m-am apucat de citit, iar dupa 5 min i-am spus sotului ca pe asta [...]
Question for Chandoo:
I came to your site late but am totally loving these challenges 🙂
I guess it all boils down to how the bins are set up.
I agree with the PERCENTILE.INC function.
pls help me understand where I am wrong.
I have determined following the bins:
bottom 5% <=2.00 (F6:F33 <=PERCENTILE(range,.05))
lower 15% (5+10) <= 2.40 (F6:F33 <=PERCENTILE(range,.15))
lower 80% (5+10+65) <=3.46 (F6:F33 <=PERCENTILE(range,.80))
lower 95% (5+10+65+15) <=4.00 (F6:F33 =PERCENTILE(range,.95))
top 5% <=4.20 (F6:F33 <=PERCENTILE(range,1.00))
I find that only Tom is highest scorer and unique top 5% achiever.
I notice that Chandoo has included Christy and Daniel in top 5% achievers. How can there be 3 people in top 5% out of a population of 28 (5% of 28 = 1.4, i.e. only one person can achieve that status)?
I tried different ways but cannot get to that distribution.
Rest of the work is simply organizing the conditional formatting rules with Stop If True box checked.
Thanks for your insights