A few weeks ago Gewilson asked on the Chandoo.org Forums, “Can I simplify my formula? “
=176 – (SUMIF($B10:$AF10,”PD”,$B11:$AF11) +SUMIF($B10:$AF10,”FA”,$B11:$AF11) +SUMIF($B10:$AF10,”PS”,$B11:$AF11) +SUMIF($B10:$AF10,”PN”,$B11:$AF11) +SUMIF($B10:$AF10,”F1″,$B11:$AF11) +SUMIF($B10:$AF10,”P1″,$B11:$AF11) +SUMIF($B10:$AF10,”F7″,$B11:$AF11))
SirJB7 responded with a nice Sumproduct solution:
=176 – SUMPRODUCT(((B$10:AF$10)=({“PD”;”FA”;”PS”;”PN”;”F1″;”F7″})) *(B$11:AF$11))
So Today we will pull this apart to see what inside, I think what we find may surprise you.
SirJB7’s Formula
=176 – SUMPRODUCT(((B$10:AF$10)=({“PD”;”FA”;”PS”;”PN”;”F1″;”F7″})) *(B$11:AF$11))
To Simplify things I am going to use a Truncated set of data and adjust the formula accordingly
We will examine:
=176 – SUMPRODUCT(((B$10:I$10)=({“PD”;”FA”;”PS”;”PN”})) *(B$11:I$11))
This problem has a smaller Range B10:I10 instead of B10:AF10
as well as 2 less possible solutions {“PD”;”FA”;”PS”;”PN”} instead of {“PD”;”FA”;”PS”;”PN”;”F1″;”F7″}
The reason for this will soon become evident.
As usual you can download a Sample File to follow along with. Download Here.
Lets go:
=176 – SUMPRODUCT(((B$10:I$10)=({“PD”;”FA”;”PS”;”PN”})) *(B$11:I$11))
We can see above that the formula is subtracting the result of a Sumproduct from a Fixed Number 176. So we really only need to focus on the Sumproduct part of the formula.
As we saw In Formula Forensics 007 – Sumproduct, Sumproduct adds up the products of the constituent arrays.
In this case
SUMPRODUCT(((B$10:I$10)=({“PD”;”FA”;”PS”;”PN”;})) *(B$11:I$11))
Has only 1 constituent array. The array does consist of 2 components
SUMPRODUCT(((B$10:I$10)=({“PD”;”FA”;”PS”;”PN”})) *(B$11:I$11))
These is a Logic component ((B$10:AF$10)=({“PD”;”FA”;”PS”;”PN”}))
and a Numerical Component (B$11:I$11)
Which are then multiplied together.
Looking at the Logical Component first
((B$10:I$10)=({“PD”;”FA”;”PS”;”PN”}))
The formula is checking the Range B10:I10 against an Array of possible solutions {“PD”;”FA”;”PS”;”PN”}
That is, it is checking each value in our list {“PD”;”FA”;”PS”;”PN”}, against each cell in the range B10:I10.
If we type the above equation=((B$10:I$10)=({“PD”;”FA”;”PS”;”PN”})) into a spare cell C14, and press F9
Excel returns ={FALSE,FALSE,FALSE,FALSE,TRUE,FALSE,FALSE,FALSE;FALSE,TRUE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE;FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE;FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE}
What the …
If we look closely at the above array we will see that it contains a lot of True/Falses separated by ,’s and a few ;’s
={FALSE,FALSE,FALSE,FALSE,TRUE,FALSE,FALSE,FALSE;FALSE,TRUE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE;FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE;FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE}
Specifically there are 4 blocks of 8 True/Falses separated by ,’s, each block is separated by a ;
In Total 4 x 8 = 32 Values
What this is, is an array representing the multiplication of the 8 cells in the range B10:I10 with each element of the possible solution array
Each row of the Array is separated from the next by a ;
Each element in each row is separated by a ,
This is best displayed like:
You can see why I simplified the size of the original problem.
So we have an Array of True/Falses ={FALSE,FALSE,FALSE,FALSE,TRUE,FALSE,FALSE,FALSE;FALSE,TRUE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE;FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE;FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE}
Which is now multiplied by the next component of the Sumproduct
({FALSE,FALSE,FALSE,FALSE,TRUE,FALSE,FALSE,FALSE;FALSE,TRUE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE;FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE;FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE}) *(B$11:I$11)
In a spare cell, say C23 enter
=({FALSE,FALSE,FALSE,FALSE,TRUE,FALSE,FALSE,FALSE;FALSE,TRUE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE;FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE;FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE,FALSE}) *(B$11:I$11) and press F9
Excel returns
={0,0,0,0,10,0,0,0;0,10,0,0,0,0,0,0;0,0,0,0,0,0,0,0;0,0,0,0,0,0,0,0}
Note that this array has the same 8 column x 4 Row layout as above, except that all the True have been replaced by the values in the Score cells B11:I11
Sumproduct now kicks in and adds these up
=Sumproduct({0,0,0,0,10,0,0,0;0,10,0,0,0,0,0,0;0,0,0,0,0,0,0,0;0,0,0,0,0,0,0,0})
To get 20
Which is subtracted from our original number
=176 – SUMPRODUCT(((B$10:I$10)=({“PD”;”FA”;”PS”;”PN”})) *(B$11:I$11))
= 176 – Sumproduct({0,0,0,0,10,0,0,0;0,10,0,0,0,0,0,0;0,0,0,0,0,0,0,0;0,0,0,0,0,0,0,0})
= 176 – 20
= 156
Download
You can download a copy of the above file and follow along, Download Here.
Other Posts In This Series
You can learn more about how to pull Excel Formulas apart in the following posts
We Need Your Help
I have received a few more ideas since last week and these will feature in coming weeks.
I do need more ideas though 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 like above or;
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.
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.