Transforming Data into Critical Insights using Excel Dashboards. Dianne Auld

Transcription

1 Transforming Data into Critical Insights using Excel Dashboards Dianne Auld

2 What are Excel Dashboards? High level executive summary usually one page Purpose - to provide critical information that can be used for making sound compensation decisions Typically contain a number of tables, graphs, key indicators in a condensed space Drop downs used to make dashboard interactive and enable drill down to specific areas Used in compensation work to show: Alternative costings Market position Distribution patterns Incentive modelling HR Statistics

3 Dashboards can be fairly straightforward

4 Or quite complex Dependent on what you need to see, what information is critical for decision making

5 Work with end in mind Dashboards are not there to show off your Excel skills They are there to provide easily accessible information that can be used to improve the quality of compensation decisions Need to think carefully about what information is valuable and necessary for decision making With dashboards, time spent in preparation is never wasted

6 Sales Positions - Percentage Achieving YTD Target on Each Measure - Year 20XX Example of a Sales Compensation Dashboard Position Guideline Sales Representatives Brown Colums in Charts represent Guideline: 9, 67%,1 Revenue as % of Target 5 86% 59% 23% Measure 1 Measure 2 Threshold Target Excellence Threshold Target Excellence Threshold 9 67% % Price Realization 85% 59% 2 Measure 3 88% Target New products Revenue as % of Total Revenue 63% 27% Excellence 67% 1 Sales Rep 86% 59% 23% 85% 59% 2 88% 63% 27% Snr Sales Rep 89% 61% 29% 85% 56% 17% 92% 69% 29% Tech Spec 77% 54% 29% 85% 59% 2 85% 59% 21% DSM 84% 59% 21% 85% 59% 22% 78% 55% 33% RSM 78% 63% 31% 78% 63% 28% 81% 69% 31% Key Accts Mgr 75% 63% 38% 91% 56% 31% 88% 66% 34% Senior Sales Representatives Analysis by sales position of % achieving threshold, target and excellence levels vs guideline A table and 18 charts, fits to one page Revenue as % of Target 5 89% 61% Technical Specialists 5 District Sales Managers 29% Customer Service Score 77% 54% 29% District Revenue as a % of Target 5 Price Realization 85% 56% 17% District Sales Representative Revenue as a % of Revenue Target as % of Target 85% 86% 59% 59% 23% 2 District Profit as a % of Target New products Revenue as % of Total Revenue District Profit as a % of Target 92% 85% 69% 59% District Key Sales Objectives Score 29% 21% Provides indicator lights as to whether above, on or below target 84% 59% 21% Regional Sales Managers Region Revenue as a % of Target 78% 63% 31% 85% 59% Region Profit as a % of Target 78% 63% 22% 28% 78% 55% 33% Region Key Sales Objectives Score 81% 69% 31% Key Accounts Managers Key Accounts Revenue as % of Target 75% 63% 38% Key Accounts Price Realization 91% 56% 31% Key Accounts New Products Revenue as % of Tot Revenue 88% 66% 34%

7 10. 1% 2% 7% 69% 75% 95% 96% 97% 99% 12.5% 24% 1% Analysis of Ave Perf Rating Distrib per Division Against Acceptable Perf Rating Range Example of a Performance Distribution Analysis Dashboard Analysis by division of % achieving diff perf levels and whether this in an acceptable perf dist range Two detailed tables and a chart, fits to one page Provides indicator arrows as to whether above, on or below target Perf Rating Category: Perf Rating Range: Expected Dist per Perf Categ: Acceptable Perf Dist Range: to to to to % to 5% % to 12.5% Red = Below Acceptable Range, Yellow = Within Acceptable Range, Green = Above Acceptable Range All Employees 0. 1% 95% 3.5% Division % 96% 1% Division % 69% 24% Division 3 0. Division 4 0. Division 5 0. Division % 97% 2% Division 7 0. Division 8 0. Division 9 0. Division % 1% Division % to 77.5% Performance Rating Distribution by Division against Expected Performance Rating Distribution % 1 to 15% Distribution %s at top can be changed and indicators will change correspondingly Percentage scoring 3 or higher on all trimesters: 74%

8 Example of an Interactive Pay Scales, Mkt Data and CR Dashboard Analysis by region of pay scales and market data Two drop downs area and region Aging date can be changed Fits to 1 page Regional Pay Scales and Market Data for Mkt Data Aged to: General Staff, IT Technical Specialists and Call Center Staff July General Staff IT Technical Specialists Call Center General Staff Pay Scales Level Min Mid Max 1 1,700,000 2,000,000 2,300, ,157,555 2,538,300 2,919, ,592,000 3,240,000 3,888, ,920,000 4,900,000 5,880, ,700,000 7,125,000 8,550, ,000,000 10,000,000 12,000, ,860,000 12,325,000 14,790, ,240,000 15,300,000 18,360, ,690,725 18,254,300 22,817, ,550,000 23,400,000 29,250, ,606,925 31,475,900 39,344, ,890,475 41,187,300 51,484,125 IT Technical Specialist Pay Scales Level Min Mid Max 5 6,270,000 7,837,500 9,405, ,800,000 11,000,000 13,200, ,846,000 13,557,500 16,269, ,464,000 16,830,000 20,196,000 Call Center Staff Pay Scales Level Min Mid Max 3 2,203,200 2,754,000 3,304, ,332,000 4,165,000 4,998, ,130,000 6,412,500 7,695, ,200,000 9,000,000 10,800,000 General Market Data Level 25th Perc Median 75th Perc 1 1,506,602 1,808,719 2,029, ,100,329 2,479,669 2,831, ,709,426 3,175,607 3,583, ,941,311 4,692,029 5,251, ,594,734 6,707,736 7,599, ,653,384 10,446,077 11,520, ,209,293 11,921,101 13,237, ,231,099 14,403,979 16,178, ,592,755 18,274,057 20,528, ,268,516 22,180,503 25,444, ,003,112 30,139,970 34,867, ,275,618 43,024,570 48,086,284 IT Technical Specialist Market Data Level 25th Perc Median 75th Perc 5 6,288,569 7,539,311 8,537, ,951,392 12,012,988 13,249, ,572,915 13,512,568 15,007, ,774,903 16,218,781 18,220,579 Call Center Market Data Level 25th Perc Median 75th Perc 3 2,300,079 2,696,968 3,045, ,345,802 3,983,169 4,462, ,987,944 5,977,236 6,772, ,091,058 9,767,566 10,772,351 Compa Ratio of GS Midpt to Mkt Median Level Ave: 103 Compa Ratio Compa Ratio of IT TS Midpt to Mkt Median Level Ave: 100 Compa Ratio Compa Ratio of CC Midpt to Mkt Median Level Ave: 102 Compa Ratio Area: Asia Pacific Region: Japan General Staff - PS Midpt Compa Ratios to Market IT Technical Specialists - PS Midpt CR to Market Call Center - PS Midpt Compa Ratios to Market CR of PS Midpt to Mkt Median Market CR of PS Midpt to Mkt Med Market CR of PS Midpt to Mkt Med Market And we are going to create this dashboard!

9 How do you create Excel Dashboards? 1. Decide what you want the dashboard to show and do 2. Sketch it on paper or on a flip chart 3. In Excel set print area - portrait, landscape, adjust margins 4. Fit in rows, columns and text needed 5. Set up any drop downs needed 6. Leave place holders for tables and graphs 7. Develop tables and graphs in separate sheets 8. Bring in tables using camera tool, copy in graphs 9. Unprotect input cells and protect everything else 10. Test the dashboard

10 Excel Techniques used in creating DB Lookup and Reference Formulas If formulas Date and Text Formulas Vlookup If Substitute Hlookup If (And) Left, Mid, Right Index If (Or) Text Match Iferror & to create headings Indirect Countif/s Datedif Offset Sumif/s Yearfrac Choose Averageif/s Today Math and Statistical Data Validation and Formulas Protection Functions Other Min Data Validation Naming ranges Max Unprotecting cells Conditional formatting Average Protecting sheet Array formulas Median Protecting workbook Charts Quartile Hiding sheets Customizing Toolbar Percentile Camera Tool Sum Hyperlinks Count Pivot Tables Macros

11 Excel Techniques we are going to use Lookup and Reference Formulas If formulas Date and Text Formulas Vlookup If Substitute Hlookup If (And) Left, Mid, Right Index If (Or) Text Match Iferror & to create headings Indirect Countif/s Datedif Offset Sumif/s Yearfrac Choose Averageif/s Today Math and Statistical Data Validation and Formulas Protection Functions Other Min Data Validation Naming ranges Max Unprotecting cells Conditional formatting Average Protecting sheet Array formulas Median Protecting workbook Charts Quartile Hiding sheets Customizing Toolbar Percentile Camera Tool Sum Hyperlinks Count Pivot Tables Macros

12 Let s get started! Open up the Dashboard Completed and Dashboard Development files