Knowledge Area By Project Phase Excel Array Formulas

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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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


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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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• 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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=SUM(B2*C2,B3*C3,B4*C4,B5*C5,B6*C6)

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• 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 Estimate


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Schedule Trend


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


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



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


3586 3592 3605 3621 3627 3642


13 12 7 8 7 12 7 7 7 22 15 10 9 7 5


0 0 0 0 0 0

Schedule Trend Starts

3500

3550

3600

3650

3700

3750

3800

3850

3900


Cum Estimate


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Baseline Execution Index


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


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


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


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)))}


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


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



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


3513 3533 3569 3585 3593 3600


46 33 10 10 8 10 8 8 9 22 16 11 14 11 13


0 0 0 0 0 0


3500

3550

3600

3650

3700

3750

3800

3850

3900


Cum Estimate


3610

Baseline Finish Dates

Date is greater than 0 i.e. not NA

Cum 1 or 0

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One More Formula


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


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



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


3513 3533 3569 3585 3593 3600


46 33 10 10 8 10 8 8 9 22 16 11 14 11 13


0 0 0 0 0 0


3500

3550

3600

3650

3700

3750

3800

3850

3900


Cum Estimate


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?

Questions?

Thank you

Documents

Knowledge Area By Project Phase Excel Array Formulas