Employee Turnover Dashboard – Power BI for HR

Share

Facebook
Twitter
LinkedIn

Employee Turnover / Attrition Dashboard – Power BI

Jack – The recruiting hamster

Meet Jack. He is a recruiter at East Coasters Inc. In the first quarter of 2019, so far 17 people in Engineering, 12 people in R&D, 9 people in Customer Care and 7 people in Finance have left East Coasters. Jack could only manage to replace 12 of them. What should he do?

Buy Panadol, lots of it.

Jokes aside, people in HR know very well that the recruitment hamster wheel must go on. But you know what makes the HR manager’s life a little better? If you know employee turonver looks, you can manage it better.

So on that note, let’s see how you can create an interactive, fun and useful Employee Turonver dashboard using Power BI.

Quick demo of the HR Turnover dashboard

Before learning how to create this, just take a look at this beauty.

Start with data

Typical staff recruitment and turnover data looks like this:

  • Employee details (name, designation etc.)
  • Where they work (department, branch etc.)
  • Date of join
  • Date of leaving
  • Reason for leaving

Let’s assume this is how our data looks like. We have two sets of it. One for recruitment and another for leaving.

Download sample data

Load data and transform thru Power Query

Now that we have our data, let’s load it in to Power BI workbook. Open Power BI, click on Get data and point to your employee data set (in this case, the data came from an Excel file, for you this can be a SQL query, Oracle database or angry data dump from a bored data analyst in IT)

While at Power Query, it is a good idea to split the data in to dimension and fact tables. The exact set of tables depend on your input data. In our case, I have created below tables.

  • Fact Tables
    • Recruitments data – called staff
    • Leavers data – called leavers
  • Dimension Tables
    • Branches – dBranch
    • Departments – dDept
    • Designations – dTitle
    • Gender – dGender
    • Calendar (generated thru Power Query List.Numbers function) – calendar

The process of creating these tables is fairly straight forward. If you are not sure how to make them from your source tables, watch the video at the end of this article.

Load data and Model it in Power BI

At the end of this process, load data to Power BI and link up tables. Here is my data model. Dimension tables are in the middle.

Data model - Employee turnover dashboard - Power BI

Create some measures

Now that our data model is ready, let’s dax. I meant Data Analysis eXpressions, you silly. You can measure and analyze recruitment and leaver data in any number of ways. Since Power BI allows us to interactively explore and visualize data, I find that even simple measures can deliver powerful results (as you will see in the dashboard).

Here are a few measures you can create:
(Refer to data model diagram above if you are not sure what a field refers to)

Leaver Count = COUNTROWS(leavers)
Joinee Count = COUNTROWS(staff)
Tunrover % = DIVIDE([Leaver Count], [Joinee Count], blank())

Total Staff to date = 
CALCULATE(
	[Joinee Count]-[Leaver Count],
	FILTER(
		ALLSELECTED('calendar'[Date]),
		ISONORAFTER('calendar'[Date], MAX('calendar'[Date]), DESC)
	)
)

While the above 4 measures are simple, the next one is a bit tricky. So if you dax with two left hands, then ignore the next one. You can still create powerful reporting.

The next measure tells us about top 2 branches and their contribution to overall turnover.

Top 2 branch leavers total = 
    var t2 = topn(2,dBranch,[Leaver Count],DESC)
    var t2_names = CONCATENATEX(t2, dBranch[Branch], ", ", [Leaver Count], DESC)
return
    "Top 2 branches ("& t2_names &") account for " & format(divide(SUMX(t2, [Leaver Count]), CALCULATE([Leaver Count], all(dBranch)),0),"0%") & " of leavers"

Let’s get graphic

So our data is ready, measures are clicking. Time to place them in some visuals to see whats going on with our turnover. There are many options when it comes visualizing this kind of data. Just play with Power BI and keep what you like.

Here are a few options.

New Joinees vs. Leavers over time

Simple line chart with a text box for title. Uses [Joinee Count] and [Leaver Count] measures with Calendar[date] on horizontal axis.

Leavers by branch and gender

This next one is stacked bar chart with gender, branch and [leaver count]. We can then overlay a card visual with [top 2 branch leavers total] measure to see more info about top 2 branches.

Or a few cards with statistics

You can add multi-row cards to display statistics. When mixed with visual filters on relative date, you can get same measures in different context. See below for some inspiration.

Relative date filtering for the cards.

See top 10 designations of leavers

You can never go wrong with a black dress or good old fashioned table. A simple table of turnover % by job title (designation) will always look flash. But what if you have 100s of jobs. Simple, apply Top N filter and you can look at things that matter most.

Complete Turnover Dashboard

click to enlarge

Employee turnover  / attrition dashboard

Download Power BI workbook

Click here to download the Power BI workbook.

Video tutorial – Employee Attrition Dashboard

If you are still not sure how everything works, check out this simple tutorial. Make sure you follow along in Power BI for best results. The video explains how to transform data in Power Query, how to generate custom calendar, how to create data model, measure development, visual selection and formatting. It is quite in-depth and yet not too long. Check it out below. Or watch it on my YouTube channel.

Are you HR + Power BI?

Do you work in HR and use Power BI? How do you measure and analyze turnover? Please share your thoughts and tips in the comments box. Even if you don’t work in HR, I am sure you find this example very useful for Power BI, Power Query and dashboard development.

More Power BI examples

If you have just started with Power BI and want to learn how to use the tech, check out below resources.

Facebook
Twitter
LinkedIn

Share this tip with your colleagues

Excel and Power BI tips - Chandoo.org Newsletter

Get FREE Excel + Power BI Tips

Simple, fun and useful emails, once per week.

Learn & be awesome.

Welcome to Chandoo.org

Thank you so much for visiting. My aim is to make you awesome in Excel & Power BI. I do this by sharing videos, tips, examples and downloads on this website. There are more than 1,000 pages with all things Excel, Power BI, Dashboards & VBA here. Go ahead and spend few minutes to be AWESOME.

Read my storyFREE Excel tips book

Overall I learned a lot and I thought you did a great job of explaining how to do things. This will definitely elevate my reporting in the future.
Rebekah S
Reporting Analyst
Excel formula list - 100+ examples and howto guide for you

From simple to complex, there is a formula for every occasion. Check out the list now.

Calendars, invoices, trackers and much more. All free, fun and fantastic.

Advanced Pivot Table tricks

Power Query, Data model, DAX, Filters, Slicers, Conditional formats and beautiful charts. It's all here.

Still on fence about Power BI? In this getting started guide, learn what is Power BI, how to get it and how to create your first report from scratch.

40 Responses to “Looking up when the data won’t co-operate (case study)”

  1. Sumit Bansal says:

    Nice Trick.. Clever use of cell references

    Here is a formula I tried to create:
    =SUMPRODUCT(((NOT(ISERROR(SEARCH(L5,B4:H14))))*1),(B5:H15))

    It takes care of Caveat #1 (can handle text), but Caveat #2 remains.

  2. PeterB says:

    In situations like this, I will often use VBA to restructure the data (2 columns: dates and values) on to a new worksheet. I can then use this 'clean' source for data analysis (formula or pivot table).

    =SUMPRODUCT(((NOT(ISERROR(SEARCH(L5,B4:H14))))*1),(B5:H15)) and complex formulae in general are all very well but when you come back to them in a few weeks / months time, it is not at all easy to see what they do and what the limitations are.

  3. Somendra Misra says:

    Hi Chandoo,

    I had used this type of cell ref. various times while calculating average.
    But for the situation here try below formula . Note this is an array formula and must be confirmed with Ctrl+Shift+Enter.

    =SMALL(IF(MMULT((L5=B4:H14)*IF(ISNUMBER(B5:H15),B5:H15),{1;1;1;1;1;1;1}),MMULT((L5=B4:H14)*IF(ISNUMBER(B5:H15),B5:H15),{1;1;1;1;1;1;1})),1)

    Regards,

  4. Somendra Misra says:

    Hi, I think Using SEARCH in here will create a problem say there is a text like SUN and another text SUNLIGHT both result will be added by SUMPRODUCT.

    Regards,

  5. Elias says:

    Array option.

    =SUM(IF(MOD(ROW(B4:B14),2)=MOD(ROW(B4),2),IF(B4:H14=L5,B5:H15)))

    Regards

    • Michael (Micky) Avidan says:

      @Elias,
      Nice approach.
      Although not requested - the formula I suggested closes all possibilities.
      Criteria: _____ Value to retrieve:
      Date__________ Numeric
      Date__________Textual
      Textual________Numeric
      Textual________Textual
      While your formula copes with only the 3 first combinations.
      Michael (Micky) Avidan
      “Microsoft® Answer” – Wiki author & Forums Moderator
      “Microsoft®” MVP – Excel (2009-2015)
      ISRAEL

      • Elias says:

        @Michael,

        Sorry but I don’t understand your point. I believe the challenge was to return the summary of a given date. What is your really volatile formula doing that mine is not?

        Regards

        • Michael (Micky) Avidan says:

          @Elias,
          I didn't say that the challenge differs from what you just mentioned/aimed to nor that your formula doesn't provide the requested result.
          Please read my previous comment again and focus on the last combination (TEXT / TEXT).
          I, myself, always try to provide a global Formula that is capable to handle all sorts of data.
          Michael (Micky) Avidan
          “Microsoft® Answer” – Wiki author & Forums Moderator
          “Microsoft®” MVP – Excel (2009-2015)
          ISRAEL

          • Elias says:

            @Michael,
            I see your point, but you are missing the below points if you are trying to cover all sorts of data.

            What happened if the lookup value does not exist?

            Do you want the first, second, summary, concatenation of the values if the look value is repeated?

            See they are too many possibilities to be cover with just one formula.

            Regards

  6. Michael (Micky) Avidan says:

    1) The range: B4:H15 was named: RNG.
    2) The following Array Formula was "retrieved from my sleeve" and I hope it can be shorten.
    3) The formula seems to take care of BOTH(!) caveats.
    -------------------------------------------------------------------------------
    =OFFSET(INDIRECT(ADDRESS(SMALL(IF(RNG=L5,ROW(RNG),""),1),MOD(SMALL(IF(RNG=L5,(ROW(RNG))+COLUMN(RNG)/10),1),1)*10)),1,)
    -------------------------------------------------------------------------------
    Michael (Micky) Avidan
    “Microsoft® Answer” – Wiki author & Forums Moderator
    “Microsoft®” MVP – Excel (2009-2015)
    ISRAEL

    • Elias says:

      @Michael,

      Check what happened with your result if you type 41927 in D5.

      Regards

      • Michael (Micky) Avidan says:

        Correct. Didn't predict that.
        Will find time to work something out.
        Michael (Micky) Avidan
        “Microsoft® Answer” – Wiki author & Forums Moderator
        “Microsoft®” MVP – Excel (2009-2015)
        ISRAEL

      • Michael (Micky) Avidan says:

        @Elias,
        Let's hope the following Array Formula "closes all open doors".
        Again - it has nothing to do with your formula which works fine as long as the 3 first mentioned combinations are concerned.
        -------------------------------------------------------------------------------
        =INDEX(RNG,LARGE(IF(RNG=L5,MOD(ROW(RNG)-1,2)*(ROW(RNG)),""),1)-2,(MOD(SMALL(IF(RNG=L5,(ROW(RNG))+COLUMN(RNG)/10),1),1)*10)-1)
        -------------------------------------------------------------------------------
        Michael (Micky) Avidan
        “Microsoft® Answer” – Wiki author & Forums Moderator
        “Microsoft®” MVP – Excel (2009-2015)
        ISRAEL

        • Elias says:

          Ok, if you insist. The following will cover all the scenarios you listed. However, I’ll never recommend/use such of formula.

          Defined names:
          rDat = $B$4:$H$15
          rRow =ROW(rDat)-MIN(ROW(rDat))+1
          rCol =COLUMN(rDat)-MIN(COLUMN(rDat))+1
          rInc =MOD(rRow,2)=MOD(MIN(rRow),2)

          L6=INDEX(rDat,MAX(IF(rInc,IF(rDat=L5,rRow)))+1,MAX(IF(rInc,IF(rDat=L5,rCol))))
          Array Enter

          Regards

        • Frank says:

          @Michael,

          unfortunately, your array formula still seems to return wrong results (eg 3-Nov).

  7. Magda says:

    If data are organized like in the example, ie. looks like a calendar, the INDEX formula seems quite simple:
    =INDEX($B$4:$H$15,ROUNDDOWN((L5-B4)/7,0)*2+2,MOD((L5-B4),7)+1)

    • Marc says:

      Yours is effectively the same as what I just came up with, and I believe this is the optimal answer to this particular problem.

      My solution, before I saw yours:
      =OFFSET(B5,QUOTIENT(L5-B4,7)*2,MOD(L5-B4,7))

      OFFSET will work for an arbitrary list size, but INDEX might be easier to read.
      QUOTIENT does the round and division in a single step.

  8. XOR LX says:

    If there's an improvement over Elias's solution then I for one can't see it.

    Perhaps a non-CSE version which would also mean that only two references (B4:H14 and B5:H15), as opposed to three (B4, B4:B14 and and B5:H15), would require manually amending should the data range change, i.e.:

    =SUMPRODUCT((ISEVEN(ROW(B4:H14)-MIN(ROW(B4:H14)))*(B4:H14=L5)*B5:H15))

    I suppose we could make it a single, uniform range reference:

    =SUMPRODUCT((ISEVEN(ROW(B4:H14)-MIN(ROW(B4:H14)))*(B4:H14=L5)*OFFSET(B4:H14,1,,,)))

    which might be more appropriate should we e.g. wish to use a Defined Name for our range, i.e.:

    =SUMPRODUCT((ISEVEN(ROW(Rng)-MIN(ROW(Rng)))*(Rng=L5)*OFFSET(Rng,1,,,)))

    though whether that compensates for the extra, volatile function call is something to be debated.

    Regards

  9. Mahir says:

    I have tried something and then my Excel workbooks got shut down. Maybe that was too much?

    Anyway here is what I've tried:

    =SUMPRODUCT(INDEX(B5:H15;IF(ISEVEN(ROW(B5:H15));ROW(B5:B15)-ROW(B5)+1);{1\2\3\4\5\6\7}))

    Guess that was wrong? Would this approach work anyway?

    Looking forward to learn something from you Excel Experts.

  10. XOR LX says:

    @Michael Avidan

    As it stands that is not a very rigorous construction.

    You say "I, myself, always try to provide a global Formula that is capable to handle all sorts of data", which is a wonderful philosophy, but isn't it at least as important that we ensure that our formulas are independent of the row and column references of the data range in question, so that, should that range change, we do not have to re-work our solution?

    What happens with your formula, for example, if RNG is instead re-located one row down, from B4:H15 to B5:H16?

    When a formula is reliant upon the addition/subtraction of certain constants within the formula, which themselves are necessarily dependent upon the specific rows/columns in which the data lies at any given time (e.g. the -1 in MOD(ROW(RNG)-1,2)), then that formula is not a very flexible one.

    Hence the reason for my choice of a slightly longer construction:

    ROW(B4:H14)-MIN(ROW(B4:H14))

    which ensures that this part of the calculation is not dependent upon the precise location of the data range within the worksheet, and so will give correct answers even if that range is re-located.

    Regards

  11. Haz says:

    {=OFFSET(B4,MAX((B4:H15=L5)*ISODD(ROW(1:12))*ROW(1:12)),MAX((B4:H15=L5)*ISODD(ROW(1:12))*COLUMN(A:G))-1)}

    • Haz says:

      Non-array formula:
      =INDEX(B4:H15,SUMPRODUCT((B4:H15=L5)*(ROW(B4:H15)-ROW(B4)+1)*ISODD(ROW(B4:H15)-ROW(B4)+1))+1,SUMPRODUCT((B4:H15=L5)*(COLUMN(B4:H15)-COLUMN(B4)+1)*ISODD(ROW(B4:H15)-ROW(B4)+1)))

      Using one range (B4:H15), one reference (B4), one lookup value (L5) and no INDIRECT or OFFSET.

  12. MF says:

    My trial with defined names:

    DateRange
    =$B$4:$H$4,$B$6:$H$6,$B$8:$H$8,$B$10:$H$10,$B$12:$H$12,$B$14:$H$14

    Position
    =RANK('lookup problem'!$L$5,DateRange,1)

    L6
    =OFFSET(B4,ROUNDUP(Position/7,0)*2- 1,IF(MOD(Position,7)=0,6,MOD(Position,7)-1))

  13. Jeff Weir says:

    I'd probably just run with something like:
    =SUMPRODUCT((B4:H14=L5)*(MOD(ROW(B4:H14),2)=MOD(ROW(B4),2))*B5:H15)
    ...which is basically the same as Elias' but without the IFs

  14. Bermir says:

    The opposite of elegant but it works...

    =INDEX(B4:H15,IFERROR(MATCH(L5,B4:B14,0),0)+IFERROR(MATCH(L5,C4:C14,0),0)+IFERROR(MATCH(L5,D4:D14,0),0)+IFERROR(MATCH(L5,E4:E14,0),0)+IFERROR(MATCH(L5,F4:F14,0),0)+IFERROR(MATCH(L5,G4:G14,0),0)+IFERROR(MATCH(L5,H4:H14,0),0)+1,IFERROR(MATCH(L5,B4:H4,0),0)+IFERROR(MATCH(L5,B6:H6,0),0)+IFERROR(MATCH(L5,B8:H8,0),0)+IFERROR(MATCH(L5,B10:H10,0),0)+IFERROR(MATCH(L5,B12:H12,0),0)+IFERROR(MATCH(L5,B14:H14,0),0))

    • Bermir says:

      =INDEX(B4:H15,
      IFERROR(MATCH(L5,B4:B14,0),0)+
      IFERROR(MATCH(L5,C4:C14,0),0)+
      IFERROR(MATCH(L5,D4:D14,0),0)+
      IFERROR(MATCH(L5,E4:E14,0),0)+
      IFERROR(MATCH(L5,F4:F14,0),0)+
      IFERROR(MATCH(L5,G4:G14,0),0)+
      IFERROR(MATCH(L5,H4:H14,0),0)+1,
      IFERROR(MATCH(L5,B4:H4,0),0)+
      IFERROR(MATCH(L5,B6:H6,0),0)+
      IFERROR(MATCH(L5,B8:H8,0),0)+
      IFERROR(MATCH(L5,B10:H10,0),0)+
      IFERROR(MATCH(L5,B12:H12,0),0)+
      IFERROR(MATCH(L5,B14:H14,0),0))

  15. HF says:

    Named Range
    rownum = SUMPRODUCT(('lookup problem'!$B$4:$H$14='lookup problem'!$L$5)*ROW('lookup problem'!$B$4:$H$14)*ISEVEN(ROW('lookup problem'!$B$4:$H$14)))

    Formula
    =OFFSET($A$1,rownum,MATCH(L5,INDIRECT("$B"&rownum&":$H"&rownum),0))

  16. Venky says:

    How about SUM(IF(B4:H14=L5,B5:H15)) with array..it should work

  17. xen says:

    Sorry, Chandoo, you can't find stuff this way in every possible scenario.
    What if 2014-10-01 sales would equal 41.927 ? Which is serial number for 2014-10-15 ? SUMIF would fail to retrive correct answer. And your example data suggest that such number is possible in your table.

    It's better not to search through dates and numbers at the same time.

    If I'd solve a problem like this, it'd reformat table first so I get one column with dates and the other with numbers.

    In this case, formula to form date column would be:
    =INDIRECT(ADDRESS((INT((ROW()-4)/COUNT($B$4:$H$4))+1)*2+2;MOD(ROW()-4;COUNT($B$4:$H$4))+2;4;1))
    and numbers would be the same formula with sight adjustment (+3 instead of +2 at the end of first argument):
    =INDIRECT(ADDRESS((INT((ROW()-4)/COUNT($B$4:$H$4))+1)*2+3;MOD(ROW()-4;COUNT($B$4:$H$4))+2;4;1))

    And now you got two columns that you can safely use for searching!

  18. xen says:

    Oops, sorry, you actually mentioned that it doesn't work if number=date! I missed that part 🙁

  19. Vad says:

    ={OFFSET(A1,SUM((B4:H14=L5)*ROW((B4:H14))),SUM((B4:H14=L5)*COLUMN((B4:H14)))-1)}

    Works for all data... the solution I got for indirect looks little lengthy

  20. Rajesh says:

    I want to count last 20 records of a person, whose marks is greater than 2 and grade "manager". ....

    Assume A1 has got names (James, John...etc...)
    A2 "Manager"

    A3 "2"

    Someone please reply

  21. Rajesh says:

    I want to count last 20 records of a person, whose marks is greater than "2" and grade "Manager"

    Assume A1 "geroge" A2 "Michael" A3 "George" etc...name can found anywhere in the rows

    B1 "Manager" B2" clerk"

    C1 "2" C2, "4"

    please reply

  22. Marc says:

    Simplest I can come up with. No limitations for either 1 or 2. This does assume dates are an ordered list with 7 per row, and 2 rows per set. Assuming this is always true this will work for an arbitrary long list of dates.

    =OFFSET(B5,QUOTIENT($L$5-$B$4,7)*2,MOD($L$5-$B$4,7))

    • Michael (Micky) Avidan says:

      @Marc,
      Nice approach - however, as there are no "Negative Dates" - try:
      =OFFSET(B5,INT(L5-B4)/7)*2,MOD(L5-B4,7))
      ——————————————————————————-
      Michael (Micky) Avidan
      “Microsoft® Answer” – Wiki author & Forums Moderator
      “Microsoft®” MVP – Excel (2009-2015)
      ISRAEL

  23. Vijaykumar Shetye says:

    =OFFSET(B4,ROUNDUP((L5-41911+1)/7,0)*2-1,MOD(L5-41911,7))

    B4 has been used as reference cell for OFFSET().

    FOR ROWS:
    ROUNDUP(....,0) gives the integer value of a division. In case of presence of a remainder, ROUNDUP will add 1 to the Quotient.
    As opposed to ROUNDUP(), the INT() or QUOTIENT() functions eliminate the remainder.

    41911 = 01-Sept-2014, the first date in the data.

    *2 has been used because there are 2 columns per set of data.

    /7 has been used because there are 7 columns per set of data.

    For columns
    MOD(L5-41911,7))

    Vijaykumar Shetye,
    Panaji, Goa, India

  24. Awais says:

    This is how i did it

    {=INDEX(B4:H15, MAX((L5=B4:H15)*ROW(B4:H15))-2, MAX((L5=B4:H15)*COLUMN(B4:H15))-1 )}

  25. Paul says:

    Here's my solution:

    =INDEX(B4:H15,MATCH(1,MMULT(--(B4:H15=L5),TRANSPOSE(COLUMN(B4:H15)^0)),0)+1,MATCH(1,MMULT(TRANSPOSE(--(B4:H15=L5)),ROW(B4:H15)^0),0))

Leave a Reply