We at Excel zoom have produced a simple template to monitor the attendance of employees. This is a MS Excel based template that provided basic functionality to record attendance and analyses the basic features. So, let’s see how we can manage our firm’s attendance with this template.

The Template:

The Attendance template consists of three sheets:

• Data
• Summary_1
• Summary_2

Data

As the name suggests, this sheet is used to store data, for a month. You can enter the name of the of employees on the left most side and enter their details including the attendance on the right side onwards. On this sheet, we can set the month under consideration and the sheet’s date range will adjust automatically.

The sheet has date as header row and the date is adjusted automatically – using a formula and the options that the user enters in the cells marked for “Month” and “Year”. Once entered, the header row dates changes automatically.

In order to record the attendance, you can enter three options: A for absent, P for present and L for Leave, so that you can enter the appropriate option. The three columns besides the left most name column summarizes the employee’s performance by using formulas. You can see that summary of the attendance for the entire month is reported there.

The sheet has also provision to enter the ID of the employees that is essential to track them. Additionally the template has option to enter the department he is working in and the gender to further drill down the data. Following is the diagram showing the features.

Summary_1

This sheet provides further details and insights into the data you have collected through the daily attendance input. As you enter the data the sheet will be updated automatically.

This sheet uses the data from the “Data” sheet and provides absent percentage as percentage of total attendance. The next table to the right of this one is the sorted list of employees on the basis of highest percentage of absences. The table uses a complex formula (that will be described later sections of this article) to sort the list. Thus you can see who has highest number of absences in the office or which employee contributes highest to the total absences in the firm. You can use Pareto’s 80/20 rule to deal with such guys to reduce the number of absences.

The third feature that is present in this sheet is a pie chart that shows distribution of absences over 360 degrees of circle. The chart is labeled for the data as well as the series names so that slices can be easily identified and makes understanding easier.

Summary_2

The third sheet shows the break up of attendance with respect to the departments. It is also important for companies to identify which department has most number of absences so that it can be advised to see the attendance issues – the sheets serves this purpose.

The sheet consists of department names in the left most column and the header row below which is reported the data. This data is again produced using a formula (and that will also be explained later in this article). The last column in the table reports the ratio of A+L over A+L+P so that you can see what the absence ratio for a particular department.

The second feature that can be used for analysis is again the pie chart on the right side. It simply shows the contribution of each department to make the 360 degrees of the pie. For our example, the highest chunk is occupied by PCK or packing department that reaches 40% of the total absences.

The footer row provides the column total and the overall ratio of absences for all the department is 7.97%.

So this was all about the template, in the next section we will se how to update the formulas in this template and try to understand the overall functions of the formulas used in this template.

Additional – Understanding the formulas

Formula No. 1

=SUMPRODUCT(($I7:$AM7=F$6)*1)

You will find this formula in cell F7 of “Data” sheet. Here I7:AM7 refers to the entire data table where we have been entering the attendance and F6 refers to the header row of the attendance summary table. As you drag the formula to the right, the referring changes to G6, H6 and gives the sum for all the three options (A, P, L). As such there is no need to change or update the formula because the template works for a month and there are no more then 31 days in month. If you want to make it for more then a month you need to change $AM7 to desired cell reference.

Formula No. 2

=DATE(H4,VLOOKUP($G$4,Sheet2!$B$3:$C$14,2,0),1)

This formula is present in the header row of the “Data” sheet in cell I6. The formula is responsible for providing the 1st date of every month by looking into a helper sheet (Sheet 2) and returning the month number. The month number is feed to the second argument of the DATE() function that return 1st date of any month you enter.  This formula does not need to be updated unless you change the layout of your worksheet.

Formula No. 3

=IFERROR(IF(I6+1<=EOMONTH($I$6,0),I6+1,""),"")

This formula is found in the adjacent cells of I6 – from J7 onwards. This formula is used to truncate the month dynamically according to the number of days in the month. For example if Feb has 28 days, the attendance table will end at 28 and if May has 31 days, the table will go till 31st.

The formula check by checking if I6+1 IS less then the last date of the month that is found by using EOMONTH() formula. If the date is less, it will return the next day i.e. I6+1, other wise it will return blank cell. If there is an error, IFERROR() will return a blank cell.

Formula No. 4

=SUM(D4,F4)/SUM(D4:F4)+ROW(A1)/1000000

This formula is found in the Summary_1 in the cell G4 and downwards. The formula sums the A and L takes the ratio with A+L+P giving percentage absences. The second part of the formula with ROW() function adds and unique and very small number to the percentage to make it “unique” in case there are two cases with same percentage. This forms the basis of the sorted list in the next table.

Formula No. 5

=LARGE($G$4:$G$16,ROW(A1))

This formula finds the largest number of percentage based on the values in the last table. Since the values are made unique by adding very small number, the numbers are sorted easily.

Formula No. 6

=INDEX($B$4:$B$16,MATCH(J4,$G$4:$G$16,0))

This formula uses the percentage as matching criteria and then returns the corresponding employee name from the table. Since the lookup values are on the right side of the table, we can not use VLOOKUP() and hence INDEX() is used.

Formula No. 7

=SUMPRODUCT(($B4=Data!$D$7:$D$19)*(Summary_2!C$3=Summary_1!$D$3:$F$3)*(Summary_1!$D$4:$F$16))

This formula sums the parameters (A, P, L) on the basis of departments rather then employees. B4=Data!$D$7:$D$19 validates for the correct department, Summary_2!C$3=Summary_1!$D$3:$F$3 validates for the parameter i.e. A, P or L and the last portion represents the entire data table giving us the final count.

Conclusion:

So this is quite useful template from Excel zoom. Please use this link to download it and share your feedback in comments. Thank you.

The post Managing attendance with Excel zoom’s Attendance Template appeared first on Excel Zoom.

In this post, we will explore a template for managing personal finances. This template has been designed to be simple and effective for monitoring your expenses (templates and tools can only and always ”monitor” your expenses – only you can control it).

Introduction to the template:

The template is basically an .xlsx and is divided into four sheets.

• Expense Head
• Data
• Summary
• Graph

Each one is addressing the specific portion to keep your expense organized.  We will take then one by one and see how it is working.

Expense Headers:

There are various types of expenses that we encounter in our daily life. This template can accommodate as many expense types as you like; the default expenses shown are only 13 types. You can still subdivide the expense types further and that will be directly reflected in the following sheets in the template.

Just for an example you can group or subdivide expense like one that are related to each other – home, can accommodate groceries, utilities, school or educational expenses for kids and food and laundry expenses.  You can create anther head of expense named like outdoor expense where you report expenses of picnics or other such outdoor activities, occasions when you dine out or go to parties.

You can also create a head reporting the liabilities for example government taxes or any loan installments you are paying.

Data:

The template is designed to accommodate data from a specified data onwards for a period of one year – 365 days. The template has flexibility to set the start date as your wish so that you do not need to worry about adding or deleting columns – just set the start date of the template and it will start working.

The left side of the template is dedicated to the Expense head that it takes up directly from the Expense head sheet and thus you don’t need to worry about the layout of expenses. You just need to set it once when you are working on your expense breakup and rest of the sheets will take them up automatically.

In addition if you want to reduce the length of the data table, simply delete the additional columns that you don’t want to see or if you want to expand it, drag the last column of the table to the right to enhance it further. The table also has a day-to-day total column that is an essential requirement.

Summary:

The summary sheets sum the monthly expense and produce a single page summary of our personal expense. Again the expense header column is picked up automatically. The header row contains the name of months –this summary sheets sheet shows the expense for one year.

The sheets uses a bunch of formulas to set things right – the formula is so complicated and can be easily modified by the user to adapt to their needs. The second last column of the table shows the total for each expense head and the next column reports it as a percentage of the total expense.

Graph:

The chart or a graph is present as the last sheet on the template to give the user a graphic idea of where the expense is directing to or what head of the expense is taking most of the part. This is essential to point out any unproportioanl expense and to streamline the budget with it.

The chart is basically a pie chart breaking 360 degrees of circle into various parts in proportion of the percentage of the expense.

Additional – Understanding the SUMPRODUCT() formula:

Though this is not much related to the template, for anyone interested in understanding this formula, here is the explanation:


=SUMPRODUCT(($B3=Data!$B$5:$B$29)*(TEXT(Data!$C$4:$IK$4,"mmm")=Summary!D$2)*(Data!$C$5:$IK$29))

We start with the left most second bracket that has ($B3=Data!$B$5:$B$29) – this basically validated the expense head and to pick up only those that are under consideration for example the first one is “Mortgage”.

The second one validates the month by using the TEXT() function and using one of its option “mmm” to format the dates in the header row to “mmm” format and then matches it with the header row of the summary sheet. Thus producing another array of 1s and 0s. The two arrays are multiplied together and then multiplied with the data table.

Conclusion:

Kindly download the template from this link. This is a very handy and easy tool to manage your personal expense. It uses spreadsheet software that is readily available on most of the personal computers so there is no need to download and install it – it is ready to use. It can be expanded and modified to suit your needs. Please give us your feedback about the template and how we can improve it further.

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