Category Archives: Data Visualizations

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Three Common Dashboard Mistakes

I recently contributed to the article on MRC’s Cup of Joe Blog called 7 harmful business dashboard mistakes. I’ll excerpt a version of what I said below, but you should follow the link to read the whole thing. (I’ll use the original version I sent to blog so as not to compete for search keys.) I’ll also add two more. So here they are, three common dashboard mistakes that organizations make.

1. Data Dumping

This is the process of placing everything on a dashboard because you are either unsure of what stakeholders truly want or because you want to make everyone happy. Either way, the result is usually a confusing mess. Dashboards that attempt to be everything to everyone become nothing to anyone.

2. Bad Data Visualization

BI vendors have convinced us flashy, three-dimensional charts will save our businesses but data visualization research suggests they hurt more than help. Stick with the charts you know and avoid the stuff that looks complicated and self-indulgent. Dashboards aren’t marketing material; they don’t need to flashy, glitzy, over-the-top, or manipulative.

3. It’s Not a Technology Problem

So many business start dashboard projects only to spend 80% of their energy on researching and integrating a new BI platform and 20% on the dashboard itself. Those numbers ought to be the other way around. Dashboards are a business case, not a technology project. When we treat their development like a technology project, we face the budget and schedule overruns so familiar to IT departments.

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Going’s On…

It’s been a while since I last posted and there’s some interesting stuff going on.

Two-day Excel analytics short course in Cincinnati, Ohio

I’ll be teaching a two-day short course at the University of Cincinnati on analytics with Excel. This will be my third time teaching at the University of Cincinnati center for Business Analytics. These classes are among my favorite to teach, and I always have a great time. If you are in the area, make sure to sign up.

Click here to register!

PASS Business Analytics Conference Speaker

I’ll be speaking at the PASS Business Analytics Conference again this year. Click here to see my profile and register!

Excel Modeling and Analytics Video Course

I’m currently developing an online video course in Excel modeling and analytics. I haven’t really come up with a catchy name yet. But I’m very excited about this project. I expect to be complete sometime this summer, but if book writing is any indication of my ability to stick a schedule, it might be the end of the year!

Anyway, this will be a great course. Stay tuned!

Oh yeah, buy my new book, Dashboards for Excel.

Auto highlighting Excel charts

On your dashboards, reports, and charts it’s a good idea to alert the user to certain types of values. In a recent post, we discussed how to alert users to certain records on tables using custom formats. We’ll build upon that here but transition to how we might achieve a similar effect on a chart.

Take a look at the chart in the image below. I’ve built the chart so that no matter what values are being plotted, the greatest value is always highlighted in red. Following similar themes from previous blog posts, I achieved this effect with no VBA. The advantage to not using VBA is that it’s speedy and requires no iteration. On the other hand, for this effect to work, you’ll still need to test if every point is the maximum by using an Excel formula. For small series such as the one shown here, this isn’t really a big deal. But for series with many more points–and more more complex projects–it’s an additional column of data you’ll need to take care of.

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Let’s do it!

Luckily, the implementation is super easy. So let’s get started. For this example, I needed to create some fake data. So for the values B2:B5, I used RANDBETWEEN. In cell B8, I then find the maximum value that has resulted. (Of course your data won’t be random, but to demonstrate this chart will always pick the greatest value, I use RANDBETWEEN.) The formulas for these items are shown in the following image.

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Once we have the maximum value, we need to create a parallel series where that maximum value is the only value that appears. Everything else should be #N/A (or something similar–more on that in the discussion section). We could use zero here, but zero is actually a value on our chart. So it’s better we use something that represents a non-number. NA() is perfect for this. The image below shows an IF formula used in the adjacent column to test whether a specific region holds the maximum value.

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Now, we should have two columns. The first column contains our original data; the second column contains only the maximum number from our original and #N/A’s. At this point, you’re ready to insert a chart. The easiest thing to do is to highlight our data range and insert a new column chart. I’ve done just that below.

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Remember, the  values on my screen are being generated randomly, so the orange column may be at another range (or even another color) on your screen. At this point, what we’ll want to do is plot the “Max Series” –  the orange column – on the secondary axis. You can do this easily by right-clicking the orange column and going to Format Data Series…..

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Within the Format Data Series dialog box (Excel 2010 and previous) or context pane (Excel 2013+) go to Series Options and select Secondary Axis. The image below will result.

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All you have to do now is some clean up and then you’re finished. Below, you can see I’ve removed an axis and adjusted some formatting.

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Discussion

In this simple example, we just used the maximum value, but you could highlight all sorts of values depending upon what you’re looking for. Perhaps you would like to highlight one or more columns whose values are in a specified range; or, perhaps you just want to direct your viewer to the smallest value. Really, the rules are endless but the dynamic is the same. You just need an additional column that parallels the first.

You may have noticed we introduced #N/A errors where a value did not match the maximum value. Generally, having unhandled errors on the spreadsheet can slow things down. (I’m not sure if that extends to generated errors like these, perhaps a reader could verify for me? I would think they make a contribution.) One way around this is to use a number like negative one instead. If you go that route, just make sure you’re only plotting positive data. You could also use a blank text string, “”. I’ll leave that choice up to you, but remember all options come with tradeoffs. Try each out and see which works the best for you.

Download file: Max Chart Highlight

Custom Formats for Dashboards and Spreadsheet Applications

Conditional formats are volatile. If you have too many, you see the effects of this volatility in serious calculations slowdown. As the function guru Charles Williams puts it, “…conditional formats seem to be super-volatile: they are evaluated each time the cell that contains them is repainted on the screen, even in Manual calculation mode….” But even too many non volatile functions can slow things down.

The good news is you have alternatives. For some specific instances you can get away with an Excel feature called Custom Formats, which is faster than conditional formatting and non volatile. It can also replace the IF and other conditional formulas.

However, you’ll deal with some major trade-offs. Custom formats as you’ll see can be confusing. And, because they’re not commonly used, others may not understand the work you’ve completed — and you yourself might even forget since custom format code is obscured away from the spreadsheet in a dialog box.

We’ll talk about those trade-offs and go through a few examples in this article.

Introduction to Custom Formats

Excel comes with an array of built-in custom formats. For instance, in the image below you can see I’ve placed a simple date on the worksheet. The representation of the date as month/date/year is in fact a custom format that Excel applies by default. You can see the format applied to any cell by selecting the cell and selecting More Number Formats from the format dropdown.

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The image below shows custom code applied to the date on the spreadsheet. Notice initials like d and m stand in for things like day and month. These are part of the custom format codes that can be used to represent dates.

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Conditional Expressions with Custom Formats

It’s the combination of these letters, numbers, and codes that allow you to make all sorts of customized formats. The codes in the previous image feature no conditional expressions; however, you can write conditions as formatting codes. The basic prototype for conditions is as follows: [Condition 1] ; [Condition 2]; [Else Condition]

Let’s say you apply the following condition code to a cell: [>10] “high”; [>5] “medium”; “low”.  The image below shows this code applied to the cells in column C. Column B simply equals the values in column C. Because the custom format is applied to column C, the values appear as the text we’ve outline in our formatting code. In C3, the value is 15; our custom format code tells Excel to represent this number as  “high.”

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Notice cell B5 is simply set to be equal to cell C5 with a formula. In fact, all the cells shown in column B simply refer to the adjacent cells in C. The custom format acts as a mask for the actual underlying values. If you were to write =C3+5, the result value would be 20 (assuming you’ve switched the new cell to a General format) even as what’s being shown in C3 is text and not a value. Dates work in the same way: Excel stores dates as discrete whole numbers but they’re represented in a common date format. Custom formats only change how values are represented on a the spreadsheet; they does not affect underlying numerical values.

Custom Formats for Dashboards

Let’s apply what we’ve learned to a dashboard. Let’s say you want to create an alert where a colored dot character, ●, is shown next to over-budget project. The image below shows this effect. You would like a softer orange alert for projects $10,000 over budget and a harsher orange for projects even more over budget than that. The following image shows this effect achieved through custom formats.

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To create this on your own, you would first figure out which projects are over budget in Column A. The image below shows we can do this easily by subtracting the amount spent from the budgeted amount.

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Once this calculation is completed we can apply the following custom format to column A:

[Color46][>20000]●;[Color45][>=10000]●;[Color2]

So let’s break this custom format down. First, you might be wondering how to get the dot character. Well, you can copy and paste it from in this blog post. (That’s probably the easiest way!) Alternatively, you can insert it (or any other character) by going to the Insert tab and selecting Symbol. The dot resides in the Geometric Shapes subset. I usually insert the character to a random cell and then copy it from there, pasting it into the custom format as needed.

The next item to point out is the [ColorXX] code. Excel allows you to change the font colors depending upon the conditions satisfied. The numbers 45, 46, and 2 refer to color codes within Excel’s internal colors. Unfortunately, there are only 56 colors available, which is admittedly very constraining.  Click here to see the entire color list. (You might want to bookmark this link so you have the color table handy at all time.) For reference, Colors 46 and 45 are the dark and light orange respectively; Color2 is white.

Once you have the values in Column A as shown above, it’s a simple matter of selecting the values and applying the custom format. This is shown below with some resizing of column A to reflect how I want to see the dots. I’ve also increased the font size. Notice the custom format dropdown box on the ribbon now says “Custom” to reflect the custom format code we’ve created and applied.

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Discussion

There’s much more to custom formats. For instance, the [>10] “high”; [>5] “medium”; “low” code from above could replace the following nested IF formula =IF(A1 > 10, “high”, IF(A1 > 5, “medium”, “low”)). The greatest advantage to custom formats however is that you can dynamically change how values are represented on the spreadsheet without the weight of additional calculation and volatility. Excel can instantly change how it represents an underlying value much faster than it can recalculate.

But as you can see custom formats are also pretty limited in formatting options; they’re sometimes hard to understand; and how they work isn’t always obvious (their code is hidden away in a dialog box). Indeed, for ninety-five percent of cases, the difference in calculation speed of an IF formula and the dynamic representation of a custom format is nominal.

Still custom formats present many interesting options for developers. For dashboards and models featuring heavy calculation, they prove to be a useful alternative.

Dashboards for Excel

My book Dashboards for Excel uses examples like this and so much more. Buy it today! (The book is out and shipping. Amazon is fixing the listing.)

Excel Bug in Office 365

I’ve found a rather obnoxious bug in the version of Excel 2013 that comes with Office 365.

As you know, I’m a big fan of doing stuff with charts. One of my favorite things is to make a dynamic series that disappears based on some user functionality like in the animation below.

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So far so good. Now look what happens when I change the Y-axis scale to a much larger range. Below, I’ve given the Y-axis a range of [0, 10,000]. Now see what happens when I plot a series of –1’s.

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That’s not right. I shouldn’t be seeing the line! And if I change the values to plot to –10, I still see the line…

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But if I change them to –100, the line disappears…that is, until I choose a larger scale for the Y-Axis.

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For good measure, I tried these three exact same scenarios in Office 2010 and had no issues. The line disappeared as expected.

I used Microsoft’s feedback form for Office 365 and let them know what I found. However, I have feeling the feedback form has the same effectiveness as writing your congressmen. Oh well.

—– Edit:

Jon’s comment made me think I should include a way to get around this bug. He mentioned using NA(), which some might argue I should be using anyway. Here’s how to do it. Below, I’ve added an IF formula between the checkbox result and the values I want to display.

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If the checkbox is checked, the IF function will return a 1 which is then multiplied by the values across the top making the line reappear. If not, it will become an #N/A which will make the rest of the values become #N/A in turn.

Here’s a challenge:  can anyone thank of a way to do this without using IF?