knowledge area by project phase excel array formulas
DESCRIPTION
Excel power users! Are you looking to expand your knowledge in MS Excel?? If so, you need to know how to use array formulas, which can perform calculations that you can\'t do by using non-array formulas. Join Forrest Kovach and I in conference room D1528 to learn how to use array formulas in MS Excel!!TRANSCRIPT
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Excel Array Formulas
Forrest Kovach, MBA, PMP, MCTS - Project
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Why Me?
• What is in it for you?
• What is in it for me?
• Get what you can out the presentation, we will progress from simple to more advanced, if you learn anything we both are successful.
• Per Microsoft Documentation “To become an Excel power user, you need to know how to use array formulas, which can perform calculations that you can't do by using non-array formulas.”
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Two Generations ago• 1980-2000 - Generation Y
• 1965-1979 - Generation X
• 1946-1964 - Baby Boom
• High Tech Existed
• Completed Bachelor of Science in 1986
• I share the Same Nick Name with Rene
• “Daddy”
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Mute the phone during presentation.
Cell Phones on Vibrate
Give name before speaking.
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Excel Array Formulas
Array formulas are a great tool in Excel. An array formula is aformula that works with an array, or series, of data values rather thana single data values.
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Better than sliced bread!
Quick, Easy and Fast
Excel Array Formulas
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What is an Excel Array Formula?
• A formula that performs multiple calculations on sets of values, and then returns either a single result or multiple results.
• Array formulas are enclosed between braces { } and are Excel created by pressing CTRL+SHIFT+ENTER.
• You could see array formulas denoted to as "CSE formulas," since you press CTRL+SHIFT+ENTER to enter them into workbooks.
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Two Types of Array Formulas
• Aggregate: typically using SUM, AVERAGE, or COUNT, to return a single cell
• Multiple Result: returns a result in to two or more cells. These types of array formulas return an array of values as their result.
• Limited to two dimensions
Our focus will be single result array formulas
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Why use Excel Array Formulas?
• Allows more complex calculations than standard formulas.
• In some cases a spreadsheet solution is not possible without using array formulas.
• Faster calculating and more flexible thank Visual Basic Applications
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Array Formula Users
• How many folks have used array formulas with Ctrl-Shift-Enter {}?
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Single Result Array Formula
• Simplifies a worksheet by replacing several formulas with a single array formula.
• For example, the following calculates the total value of an array of stock prices and shares, without using a column of cells to calculate the individual values for each stock.
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Non-Array Method
Stock Shares Price ValueA 100 $10 $1,000B 200 $20 $4,000C 200 $25 $5,000D 100 $8 $800E 200 $90 $18,000
$28,800
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Single Result Array Formula
• How does a single formula create the individual totals and a comprehensive total?
• The secret is in Ctrl+Shift+Enter and Excel responds with {}
Stock Shares PriceA 100 $10B 200 $20C 200 $25D 100 $8E 200 $90
$28,800
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Single Result Array Formula
=SUM(B2*C2,B3*C3,B4*C4,B5*C5,B6*C6)
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Single Result Array Formula
• Formula from the stock sheet
{=SUM(B2:B6*C2:C6)}
Says Take each B and multiply by each C
Then Sum all results
Array formulas have imbedded functions
Enter with Ctrl+Shift+Enter
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Operator Precedence
• () Parentheses
• : (colon) Note Array Range is First
• , (comma)
• ^ Exponentiation
• * and / Multiplication and division
• + and – Addition and subtraction
• = < > <= >= <> Comparison
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Multiple Result Array Formula
• Even trickier to enter • Output is one for one with array data
• Enter formula in last output cell while the out put range is highlighted
• We will look at the Trend Function
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Multiple Result Array Formula
Stock A LinearWk Values Trend
1 10 11.052 12 12.763 15 14.484 17 16.195 23 17.96 15 19.62
9
11
13
15
17
19
21
23
25
1 2 3 4 5 6
Values
Trend
Va
lue
Week
=TREND(B$3:B$8,A$3:A$8)
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Functions in Array Formulas
SUM
SUM(number1,number2, ...)
IF
IF(logical_test,value_if_true,value_if_false)
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Usage Scenarios
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Usage Scenarios
•Production Demand / Usage Mix
•Schedule Trends
•Schedule Metrics
•Pareto Causes
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Dell OPAS Example
Notification Contains CountDISK 713CPU 8APPLICATION 786
5000 lines of OPAS Incidents
=SUM(IF(ISNUMBER(SEARCH(A3,Data!Y2:Data!Y5001)),1, 0))
New Functions
• ISNUMBER = Does cell contain a number? IF true jump to 0
• SEARCH for text A3 in Array, Count 1 for each hit.
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Space Station – Production Problem
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Space Station – Production Problem
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Production / Usage Demand Problem
Mo./Yr. 04/97 05/97 06/97 07/97 08/97 09/97 10/97 11/97 12/97 01/98 02/98 03/98 04/98 05/98 06/98 07/98 08/98 09/98 Totals
Flight Desc. Flight
Node 1 2 0 0 2 4 0 0 0 2 4 0 0 0 0 0 0 0 0 0 12
Z1 3 0 0 0 0 0 0 0 0 0 0 4 0 0 0 0 0 0 0 4
DCSU PV-1 4 0 0 0 0 0 0 0 0 0 0 2 2 0 0 0 0 0 0 4
Lab 5 3 2 1 0 1 4 1 6 6 11 4 1 0 0 0 0 0 0 40
ISPR Outfitting 6 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Airlock 7 0 0 0 0 0 0 0 0 0 0 0 0 4 0 0 0 0 0 4
ITS-S0, Mobile Transport
8 0 0 0 0 0 0 0 0 0 0 1 2 2 19 0 0 0 0 24
ITS-S1 9 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2 10 0 12
Node 2 10 0 0 0 0 0 0 0 0 0 0 0 5 4 2 6 0 0 0 17
ITS-P1 11 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
ITS-S3, DCSU PV-2
12 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 8 8
ITS-P3 13 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
DCSU PV-3 15 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
PG-03 US Hab 16 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
CHECS RACK 2
17 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
DCSU PV-4 23 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Totals 3 2 3 4 1 4 1 8 10 11 11 10 10 21 6 2 10 8
Prescribed Rate
11 10 10 10 10
Over Capacity 0 0 0 11
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Hot Stuff!
• Using multiple windows edit the production details and see the aggregate results instantaneously!
• Sorting and counting is for Chumps!Use the Power of Array Formulas.
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Instantaneous Aggregate Results
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Is this Allowed in a Gen Y meeting?
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Formula Breakdown
• {=SUM(IF('RPCM-HRL'!$N$10:$N$297>=E$1,
IF('RPCM-HRL'!$N$10:$N$297<F$1,
IF('RPCM-HRL'!$D$10:$D$297=$B3,1,0))))}
Datasheet name Delivery forecast dates$ for fixed range
Greater or equal to date header
And
And
=2
Delivery forecast dates$ for fixed range
Less than next column header
Flight Number fromdata sheet
EqualsRow label
Count 1, else 0
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Metrics
• Reveal the health of a project where there is too much data to comprehend
• Can lead to cause and effect analysis
• May give clues to solutions
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Instant Metrics from MSP Data
• Set-up a table in MSP(Usually non-summary records)
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Instant Metrics from MSP Data• Copy data from MSP table to Excel
Pasted data from project will show date format basedon default settings, that is time included.
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Schedule Trend
Weeks (Thursday End) 13
Mar
08
20M
ar08
27M
ar08
03A
pr08
10A
pr08
17A
pr08
24A
pr08
01M
ay08
08M
ay08
15M
ay08
22M
ay08
29M
ay08
05Ju
n08
12Ju
n08
19Ju
n08
Act
uals
in
Fut
ure
Weekly Baseline Schedule
11 7 13 16 6 9 9 20 25 31 17 15 25 11 30
Weekly Estimate 8 20 74 7 10 5 10 16 17 17 20 20 19 14 24
Weekly Actual 10 7 13 15 6 8 6
Cum Baseline Schedule
3559 3566 3579 3595 3601 3610 3619 3639 3664 3695 3712 3727 3752 3763 3793
Cum Estimate 3513 3533 3569 3585 3593 3600 3611 3631 3655 3673 3696 3716 3738 3752 3780
Cum Actuals thru Status Date
3513 3533 3569 3585 3593 3600
Cum Late to Baseline
46 33 10 10 8 10 8 8 9 22 16 11 14 11 13
Cum Late to Estimate
0 0 0 0 0 0
Schedule Trend Completions
3500
3550
3600
3650
3700
3750
3800
3850
3900
Cum Baseline Schedule
Cum Estimate
Cum Actuals thru Status Date
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Schedule Trend
Weeks (Thursday End) 13
Mar
08
20M
ar08
27M
ar08
03A
pr08
10A
pr08
17A
pr08
24A
pr08
01M
ay08
08M
ay08
15M
ay08
22M
ay08
29M
ay08
05Ju
n08
12Ju
n08
19Ju
n08
Act
uals
in
Fut
ure
Weekly Baseline Schedule
5 5 8 17 5 20 9 18 24 38 12 19 23 8 13
Weekly Estimate 10 6 46 13 6 10 13 16 18 22 17 23 22 10 13
Weekly Actual 4 5 8 17 3 16 2
Cum Baseline Schedule
3599 3604 3612 3629 3634 3654 3663 3681 3705 3743 3755 3774 3797 3805 3818
Cum Estimate 3586 3592 3605 3621 3627 3642 3656 3674 3698 3721 3740 3764 3788 3798 3813
Cum Actuals thru Status Date
3586 3592 3605 3621 3627 3642
Cum Late to Baseline
13 12 7 8 7 12 7 7 7 22 15 10 9 7 5
Cum Late to Estimate
0 0 0 0 0 0
Schedule Trend Starts
3500
3550
3600
3650
3700
3750
3800
3850
3900
Cum Baseline Schedule
Cum Estimate
Cum Actuals thru Status Date
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Baseline Execution Index
Weeks (Thursday End) 10
Jan0
8
17Ja
n08
24Ja
n08
31Ja
n08
07F
eb08
14F
eb08
21F
eb08
28F
eb08
06M
ar08
13M
ar08
20M
ar08
27M
ar08
03A
pr08
10A
pr08
17A
pr08
Weekly Baseline Schedule
9 37 22 30 31 29 13 39 10 11 7 13 16 6 9
Weekly Hit/Miss 0.889 1.000 1.000 1.000 0.935 0.966 1.000 1.000 0.900 0.909 1.000 1.000 0.938 1.000 0.889
Weekly Actual 8 37 22 30 29 28 13 39 9 10 7 13 15 6 8
Cum Baseline Schedule
3337 3374 3396 3426 3457 3486 3499 3538 3548 3558 3565 3577 3594 3601 3609
Cum Estimate 3328 3357 3379 3397 3407 3436 3449 3483 3498 3512 3529 3548 3581 3593 3599
Cum Actuals thru Status Date
3328 3357 3379 3397 3407 3436 3449 3483 3498 3512 3529 3548 3581 3593 3599
BEI Cum Act/Cum Base
0.997 0.995 0.995 0.992 0.986 0.986 0.986 0.984 0.986 0.987 0.990 0.992 0.996 0.998 0.997
Baseline Execution Index (BEI)
0.889
1.000 1.000 1.000
0.935
0.966
1.000 1.000
0.9000.909
1.000 1.000
0.938
1.000
0.889
0.800
0.900
1.000
1.100
Weekly Hit/Miss
BEI Cum Act/Cum Base
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Baseline Count Formula
{=SUM
(IF(Data!$G$2:$G$5257<=I$19,
IF(Data!$G$2:$G$5257>0,1,0)))}
Weeks (Thursday End) 1
3Mar
08
20M
ar08
27M
ar08
03A
pr0
8
10A
pr0
8
17A
pr0
8
24A
pr0
8
01M
ay08
08M
ay08
15M
ay08
22M
ay08
29M
ay08
05J
un0
8
12J
un0
8
19J
un0
8
Act
ual
s in
F
utu
re
Weekly Baseline Schedule
11 7 13 16 6 9 9 20 25 31 17 15 25 11 30
Weekly Estimate 8 20 74 7 10 5 10 16 17 17 20 20 19 14 24
Weekly Actual 10 7 13 15 6 8 6
Cum Baseline Schedule
3559 3566 3579 3595 3601 3610 3619 3639 3664 3695 3712 3727 3752 3763 3793
Cum Estimate 3513 3533 3569 3585 3593 3600 3611 3631 3655 3673 3696 3716 3738 3752 3780
Cum Actuals thru Status Date
3513 3533 3569 3585 3593 3600
Cum Late to Baseline
46 33 10 10 8 10 8 8 9 22 16 11 14 11 13
Cum Late to Estimate
0 0 0 0 0 0
Schedule Trend Completions
3500
3550
3600
3650
3700
3750
3800
3850
3900
Cum Baseline Schedule
Cum Estimate
Cum Actuals thru Status Date
3610
Baseline Finish Dates
Date is greater than 0 i.e. not NA
Cum 1 or 0
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One More Formula
Weeks (Thursday End) 13
Mar
08
20M
ar08
27M
ar08
03A
pr08
10A
pr08
17A
pr08
24A
pr08
01M
ay08
08M
ay08
15M
ay08
22M
ay08
29M
ay08
05Ju
n08
12Ju
n08
19Ju
n08
Act
uals
in
Fut
ure
Weekly Baseline Schedule
11 7 13 16 6 9 9 20 25 31 17 15 25 11 30
Weekly Estimate 8 20 74 7 10 5 10 16 17 17 20 20 19 14 24
Weekly Actual 10 7 13 15 6 8 6
Cum Baseline Schedule
3559 3566 3579 3595 3601 3610 3619 3639 3664 3695 3712 3727 3752 3763 3793
Cum Estimate 3513 3533 3569 3585 3593 3600 3611 3631 3655 3673 3696 3716 3738 3752 3780
Cum Actuals thru Status Date
3513 3533 3569 3585 3593 3600
Cum Late to Baseline
46 33 10 10 8 10 8 8 9 22 16 11 14 11 13
Cum Late to Estimate
0 0 0 0 0 0
Schedule Trend Completions
3500
3550
3600
3650
3700
3750
3800
3850
3900
Cum Baseline Schedule
Cum Estimate
Cum Actuals thru Status Date
8
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Accumulate 1 for every true condition, 0 for false condition
Test if data is less than upper boundary
Test if greater than prior period
Check if Base line date exists
Remember Enter Formula withCtrl-Shift-Enter Simultaneously
Close Parenthesis Count Must Match Open Parenthesis Count
Do not enter Brackets, Excel will add Bracket Automatically
{=SUM(IF(Data!$G$2:$G$5257<=I$19,IF(Data!$G$2:$G$5257>H$19,IF(Data!$I$2:$I$5257<>"NA",1,0))))}
Another Formula
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Drag and Fill
• When the initial column or row of array formulas are entered with Crtl-Shift Enter the formula may be dragged filled to other cells without Crtl-Shift Enter
• Be careful the array has absolute cell references ($) and the formula arguments have $ and relative arguments suitable for a drag fill.
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Drag and Fill
• Also you may wish to turn Tools – Option – Calculation to Manual while creating or using Array Formulas
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Do you have any Applications in Mind?
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Questions?
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Thank you