Introduction to Dashboards in Excel 2007 Craig W. Abbey Director of Institutional Analysis Academic Planning and Budget University at Buffalo
Course Objectives 1. Learn how to layout various types of dashboards in Excel 2. Learn how to create high quality graphs for use in a dashboard 3. Learn when and how to change graph scaling, gridlines and data labels 4. Learn how to use colors to emphasize and highlight data series and data points
Topics Covered Theory and Examples Creating and formatting charts for time series, ranking, distribution, and nominal comparison relationships Resizing columns and rows to define spaces Filling cells, setting borders, formatting axes Time saving tricks and tips
Suggested Book Information Dashboard Design by Stephen Few Excel 2007 Charts by John Walkenbach
Data, Information and Knowledge Data are raw. They are symbols or isolated and non interpreted facts. Information is data that has been given meaning through interpretation by way of relational connection and pragmatic context. Knowledge is information, which has been cognitively processed and integrated into an existing human knowledge structure. Source: S. O. Tergan and T. Keller (Eds.): Knowledge and Information Visualization, LNCS 3426, 2005. p.3
Tables vs. Graphs Table (Data) Data are expressed in the form of text (that is, words and numbers rather than graphically) Data are arranged in columns and rows Graph (Information) Data are express graphically (that is, as a picture) Data are displayed in relation to one or more axes along which run scales that assign meaning to the values Work best when the display will be used to look up individual values or the quantitative values must be precise. Work best when the message you wish to communicate resides in the shape of the data (that is, in patterns, trends and exceptions) Source: Effectively Communicating Numbers by Stephen Few, November 2005, p. 4.
Table vs. Graph Example Table Shows Actual Values Graphs Show Trend First time, Full Time Retention Sem ester 2002 2003 2004 2005 2006 2007 2008 2 nd 81.9% 83.4% 83.5% 86.1% 87.6% 87.6% 89.3% 3 rd 78.0% 81.0% 80.0% 83.0% 85.0% 84.0% 86.0% 4 th 71.8% 73.7% 74.4% 73.9% 79.9% 77.0% 77.1% 5 th 69.8% 71.1% 72.3% 71.8% 75.4% 74.3% 75.0% 6 th 65.8% 69.2% 68.2% 67.7% 72.7% 72.3% 70.7% 90% 85% 80% 75% 70% 65% 60% 7 th 64.0% 66.8% 66.3% 65.8% 68.6% 69.8% 68.8% 8 th 61.7% 64.9% 64.5% 63.6% 66.2% 67.8% 66.1% 3rd Semester 5th Semester
Data Table versus Inner Harbor University November 09 Chart # Enrollment and Outcomes F 05 F 06 F 07 F 08 F 09 1 Headcount Total 16,751 17,204 17,426 16,998 16,293 Undergraduate 11,780 11,884 11,953 11,796 11,388 Graduate 4,971 5,320 5,473 5,202 4,905 1 Full-time Equivalent Students (FTE) 14,020 14,524 14,576 14,314 13,992 2 New Students (Total Full-Time) 3,347 3,312 3,469 3,259 3,097 First-Time, Full-Time 2,218 2,221 2,282 2,158 2,013 Transfer, Full-Time 1,129 1,091 1,187 1,101 1,084 Freshman Quality 3 Mean SAT 1161 1159 1153 1168 1165 3 Mean HS GPA 88.4 89.2 89.5 90.0 90.7 4 Applicants 19,947 20,673 21,170 20,843 20,669 Freshman 16,394 16,934 17,534 17,194 17,078 Transfer 3,553 3,739 3,636 3,649 3,591 Residency of New Studnents 6 % MD Res. 86.5% 85.4% 84.5% 83.9% 83.5% 6 % Non-MD, US 8.7% 9.4% 10.2% 11.3% 11.3% 6 % Int'l 4.7% 5.2% 5.3% 4.8% 5.2% 800-900 900-1000 1000-1100 1100-1200 1200-1300 1300-1400 1400-1500 1500-1600 5 SAT Score Distributiom 17 140 488 1022 970 349 101 10 Poli Sci Chemistry Biology English History 7 Intended Major of New Students 204 150 131 98 48
Dashboard Inner Harbor University November 2009 Dashboard 1 Headcount and FTE 2 3 4 New Students Freshman Quality Applicants 18,000 17,426 17,204 16,998 17,000 16,751 16,293 16,000 15,000 14,524 14,576 14,314 14,020 13,992 14,000 13,000 12,000 11,000 10,000 F 05 F 06 F 07 F 08 F 09 Full- and Part -t ime St udent s (Bars), Full-t ime Equivalent St udent s (Line) 3,500 3,400 3,300 3,200 3,100 3,000 2,900 F 05 F 06F 07F 08F 09 Full-Time Freshmen and Transf ers SAT in Red, HS GPA in Blue Freshmen and Transf ers 1,200 1,000 800 600 400 200 0 5 6 7 SAT Distribution Residency Intended Major First -t ime, Full-Time Ent ering Cohort 1170 1160 1150 1140 11.3 % F 05 F 06 5.2% F 07 83.5 % F 08 Residency of New St udent s F 09 91 90 89 88 87 % MD Res. 21,500 21,000 20,500 20,000 19,500 19,000 250 200 150 % Non- 100 MD, US 50 % Int'l 0 F 05F 06F 07F 08F 09 Poli Sci Chem Biology English History University System of Maryland
The Use of Color Saturated Colors Should be Used for Emphasis Choose Common Colors Standard Colors Emphasis Colors
Gestalt Principles of Visual Perception Proximity Closure Similarity Continuity Enclosure Connection
Proximity 3 Groups or 10 Dots? Rows and Columns
Closure See the Shape? Only Need Two Axis
Similarity Group by Color, Size, Shape 3.5 3 2.5 2 1.5 1 0.5 0 In a Graph 0 1 2 3 4
Continuity How many lines? Indentation Headcount Full time 4,302 Part time 1,293 Degrees Associates 1,007 Bachelors 2,982
Enclosure
Connection
Design is Important! Total Research Federal Research Endowment $250,000 $200,000 $150,000 $100,000 $50,000 $0 02 03 04 05 06 120 100 80 60 40 20 0 Total Resea rch Nation al Rank Contr ol Rank 120,000 100,000 80,000 60,000 40,000 20,000 0 National Rank Control Rank 02 03 04 05 06 120 100 80 60 40 20 0 600.0 M 500.0 M 400.0 M 300.0 M 200.0 M 100.0 M 0.0 M National Rank 20032004200520062007 Control Rank 200.0 150.0 100.0 50.0 0.0 versus 1 2 3 Total Research Federal Research Endowment $250,000 0 $120,000 0 $600 $200,000 20 $100,000 20 $500 $150,000 40 $80,000 40 $400 60 $60,000 60 $300 $100,000 $50,000 80 100 $40,000 $20,000 80 100 $200 $100 $0 120 $0 120 National Rank Control Rank National Rank Control Rank $0 National Rank Control Rank 02 03 04 05 06 02 03 04 05 06 03 04 05 06 07 Total NSF R&D ($ In Thousands) Federal NSF R&D ($ In Tho usands) Endo wment ($ In M illions) 0 50 100 150 200
Keep it Simple Extraneous Features Less is Better Annual Budget Annual Budget $ in Millions $4.70M $4.60M $4.50M $4.40M $4.30M $4.20M $4.10M $4.00M $3.90M $3.80M $4.20 $4.10 $4.60 $4.50 $4.40 FY 2005 06 FY 2006 07 FY 2007 08 FY 2008 09 FY 2009 10 Year Annual Budget $4.8M $4.6M $4.4M $4.2M $4.0M $3.8M 4.6 4.5 4.4 4.2 4.1 05 06 06 07 07 08 08 09 09 10
100% 80% 60% 40% 20% 0% Chart Scaling Start at Zero Graduation Rate 64% 63% 62% 61% 60% 59% 58% 57% 56% Scale to Show Change Graduation Rate Fall 2000 Fall 2001 Fall 2002 Fall 2003 Fall 2004 Fall 2005 Fall 2006 Fall 2007 Fall 2008 Fall 2009 Fall 2000 Fall 2001 Fall 2002 Fall 2003 Fall 2004 Fall 2005 Fall 2006 Fall 2007 Fall 2008 Fall 2009
Times Series Level versus Trend 94% 93% 92% 91% 90% 89% 88% 87% 86% 88.9% 89.8% 91.9% Level 1st Year Retention 90.9% 92.1% 92.8% 91.8% 93.1% 93.3% 92.9% 94% 93% 92% 91% 90% 89% 88% 87% 86% Trend 1st Year Retention Fall 2000 Fall 2001 Fall 2002 Fall 2003 Fall 2004 Fall 2005 Fall 2006 Fall 2007 Fall 2008 Fall 2009 Fall 2000 Fall 2001 Fall 2002 Fall 2003 Fall 2004 Fall 2005 Fall 2006 Fall 2007 Fall 2008 Fall 2009
Stacked Bar Charts 14 12 What s Important? 14 12 Better View Blue series accounts for most of difference in total value 10 10 8 8 6 6 4 4 2 2 0 Cat 1 Cat 2 Cat 3 Cat 4 0 Cat 1 Cat 2 Cat 3 Cat 4
Ranking Relationships Sort by Category Degrees Awarded Biology Political Science Sort by Value Degrees Awarded Chemistry Biology English Geography Geography History Political Science 0 40 80 120 160 Chemistry English History Sorting by value gives us a sense of the rank 0 40 80 120 160
Part to Whole Relationship Pie Chart Enrollment by County 9% 17% 19% 28% 27% Erie Niagra Monroe Genesee Orleans 30% 25% 20% 15% 10% 5% 0% Bar Chart Enrollment by County
Deviation Relationship 40 20 0 20 40 60 Number Actual less Goal 25% 15% 5% 5% 15% 25% Percentage Actual less Goal
Distribution Relationship Area Chart Overlapping Bar Chart CHEM 101 Grades CHEM 101 Grades 18% 16% 14% 12% 10% 8% 6% 4% 2% 0% F D D+ C C C+ B B B+ A A 18% 16% 14% 12% 10% 8% 6% 4% 2% 0% F D D+ C CC+B BB+A A
Correlation Relationship Graduation Rate 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Graduation Rates and SAT 800 900 1000 1100 1200 1300 1400 Average SAT Score
Nominal Relationships 140 135 130 125 120 115 Wrong Program Credit Hours 140 135 130 125 120 115 Right Program Credit Hours
Exercise 1 Time Series Charts 15,000 14,000 13,000 12,000 11,000 10,000 9,000 8,000 Total Headcount Enrollment 05 06 07 08 09 16,000 14,000 12,000 10,000 8,000 6,000 4,000 2,000 Headcount Enrollment 14,123 12,521 12,987 13,346 11,045 2,617 2,805 3,310 3,686 2,209 8,836 9,904 10,182 10,036 10,437 05 06 07 08 09 Undergraduate Graduate
Exercise 1 Time Series Charts Steps Line Chart Trend 1. Open Exercise 1 Workbook 2. Select A3:F4 3. Choose Insert, Line with Markers Chart (Under Charts) 4. Delete the Legend 5. Re title the Chart Total Headcount Enrollment 6. Select the Y axis, Format it So it Ranges from 8,000 to 16,000 Stacked Bar Values 1. Select A3:F6 2. Choose Insert, Stacked Column (Under Charts) 3. Select Total on the Legend and Press Delete 4. Format the Legend so It s on the Bottom 5. Select Each Data Series, Right Click and Select Add Data Lables 6. Over the Plot Area, Right Click and Choose Select Data, Using the Arrows, Move the Total series to last in the list, Click Ok 7. Select a Data Series, Choose Format Data Series, Set the Gap Width to 50 8. Select the Lables for Undergraduate, Change Font Color to White, Repeat for Graduate 9. Select the Labels for Total, Right Click, Select Format Data Labels, Change the Label Position to Inside Base 10. Select the Total Data Series (Blue), Right Click, Select Format Data Series, Set Fill to No Fill, Set Border Color to No Line. 11. Select the Y axis, Format it So it Ranges from 0 to 16,000 12. Under Chart Tools, Layout on Ribbon Bar, add a Title and Turn off the Gridlines
Exercise 2 Distribution Charts SAT Scores SAT Scores 350 350 300 300 250 250 200 200 150 150 100 100 50 50 0 0 800 900 900 1000 1000 1100 1100 1200 1200 1300 1300 1400 1400 1500 1500 1600 800 900 900 1000 1000 1100 1100 1200 1200 1300 1300 1400 1400 1500 1500 1600
Exercise 2 Distribution Charts 1. Open Exercise 2 Workbook 2. Select A3:I4 3. Select Insert, Clustered Column under Charts Area 4. Select the Legend, Press Delete 5. Select the Data Series, Right Click, Select Format, Change Gap Width to 0, Select Close 6. For an Area Chart, Select the Plot Area, Right Click, Select Change Chart Type, Select Area Chart, Click Ok TIP: Use Copy and Paste to Save Time. Select the Chart, Copy and Paste. Change the Chart Type Back to Clustered Column. Now You Have Both Styles.
Exercise 3 Nominal / Categorical Charts 250 200 150 100 131 150 Degrees 98 204 50 48 0 Biology Chemistry English History Poli Sci
Exercise 3 Nominal / Categorical Charts 1. Open Exercise 3 Workbook 2. Select A3:F4 3. Choose Insert, Clustered Column under Charts Area 4. Select the Legend, Press Delete 5. With the Chart Selected, Select Layout, Gridlines under Axes, Select Primary Horizontal Gridlines, Select None 6. Select the Data Series, Right Click, Select Format Data Series, Set Gap Width to 75, Select Close 7. Select the Data Series, Right Click, Select Add Data Labels TIP: Select the Data Label for History (a single data label can be selected by selecting the data labels and then clicking again), Right Click, Select Format Data Label, Select Fill and the Solid Fill, Under Color, Select the Fill Color of Your Choice to Emphasize, Select Close.
Exercise 4 Ranking Charts Degrees Degrees 250 200 150 100 50 0 204 150 131 98 48 Poli Sci Chemistry Biology English History Poli Sci Chemistry Biology English History 204 150 131 98 48 0 50 100 150 200 250
Exercise 4 Ranking Charts 1. Open Exercise 4 Workbook 2. Select B3:F4 3. Select Sort & Filter, Custom Sort under Editing Area of Home Ribbon 4. Select Options, Sort Left to Right, Click OK 5. Set Sort by to Row 4, Set Order to Largest to Smallest 6. Select the Chart, Copy, Select A21 and Paste 7. Select the 2nd Column Chart, Right Click, Select Change Chart Type, Select Clustered Bar 8. Select the Y axis, Right Click, Select Format Axis 9. Check the Categories in Reverse Order Box 10. Select the At Maximum Category Radio Button
Exercise 5 Create a Simple Dashboard A Very Simple Dashboard 15,000 14,000 13,000 12,000 11,000 10,000 9,000 8,000 Fall Enrollment SAT Distribution Degrees Granted 05 06 07 08 09 350 300 250 200 150 100 50 0 800 900 900 1000 1000 1100 1100 1200 1200 1300 1300 1400 1400 1500 1500 1600 Headcount Enrollment Mean Verbal and Math 2008 09 Academic Year 250 200 150 100 50 0
Exercise 5 Create a Simple Dashboard Steps 1. Open Exercise 5 Workbook 2. Resize Columns A, C, E, G to 3 Wide 3. Resize Columns B, D, F to 30 Wide 4. Resize Row 4 to 150 Height 5. Fill A1 through G6 with White 6. Merge A1 through G1 and Fill with Color of Your Choice 7. Fill B3, D3, F3 with Color of Your Choice, Change Text Color to White 8. Fill B4:B5, D4:D5, F4:F5 with a Lighter Shade 9. Create Graphs using Data Worksheet Data 10. Be sure to Enter Titles in Row 3 Headers and a Title on Row 1. Enter data notes in B5, D5 and F5.
Exercise 6 Create a Fancier Dashboard A Fancier Dashboard 16,000 14,000 12,000 10,000 8,000 6,000 4,000 2,000 Fall Enrollment 14,123 12,987 13,346 12,521 3,686 11,045 2,805 3,310 2,617 2,209 9,904 10,182 10,036 10,437 8,836 05 06 07 08 09 350 300 250 200 150 100 50 0 SAT Distribution Mean Verbal and Math 250 200 150 100 50 0 800 900 900 1000 1000 1100 1100 1200 1200 1300 1300 1400 1400 1500 1500 1600 Degrees Granted Undergraduate Graduate Headcount Enrollment 2008 09 Academic Year
Exercise 6 Create a Fancier Dashboard Steps 1. Open Exercise 6 Workbook 2. Select and Copy A3:G6. Paste then in A7. 3. Copy the Format of Rows 3:6 to Rows 7:10. 4. Delete contents of F3:F5. You ll need to Select the Chart and Delete It Separately. Repeat for D7:D9. 5. Cut D3:D5 and Paste it in F3. 6. Select B3:D3. Merge and Center. 7. Select B4:D8. Merge and Center. 8. Select B9:D9. Merge and Center. 9. Create a Stack Bar Chart from A3:F6 on the Data Worksheet. Resize it to fit in B4:D8 of your Dashboard. 10. Set the Chart s Border Color and Fill Color to No Line and No Fill 11. Change the Position of the Legend to the Bottom. Select the Fall Enrollment on the Legend and Delete it. 12. Use Select Data to Change the Data Series Order. Move Total Enrollment to the Bottom of the List. 13. Add Data Labels to All Data Series. Format as Desired. 14. Format the Total Enrollment Data Labels, Setting the Label Position to Inside Base. 15. Format the Total Enrollment Data Series, Setting Border Color and Fill Color to No Line and No Fill 16. Format the Y axis to Range from 0 to 16,000.
Sample Dashboard Inner Harbor University November 2009 Dashboard 1 2 3 4 Headcount and FTE New Students Freshman Quality Applicants 18,000 17,000 16,000 15,000 14,000 16,751 14,020 17,204 17,426 14,524 14,576 16,998 14,314 16,293 13,992 3,500 3,400 3,300 3,200 3,100 3,000 2,900 F 05 F 06 F 07 F 08 F 09 1170 1160 1150 1140 F 05 21,500 21,000 20,500 20,000 19,500 19,000 Full-Time Freshmen and Transf ers SAT in Red, HS GPA in Blue Freshmen and Transf ers F 06 F 07 5 6 7 F 08 F 09 91 90 89 88 87 F 05F 06F 07F 08F 09 13,000 12,000 11,000 10,000 F 05 F 06 F 07 F 08 F 09 Full- and Part -t ime St udent s (Bars), Full-t ime Equivalent St udent s (Line) 1,200 1,000 800 600 400 200 0 SAT Distribution Residency Intended Major 250 First -t ime, Full-Time Ent ering Cohort 11.3 % 5.2% 83.5 % Residency of New St udent s % MD Res. 200 150 % Non- 100 MD, US 50 % Int'l 0 Poli Sci Chem Biology English History University System of Maryland
Summary Advice, Tricks and Tips Think About the Point You are Trying to Make before You Graph Design Matters and Can Help You Communicate Information Data that Doesn t Show Anything Can still Tell a Story Resize or Merge Cells so Graphs Fit Inside Single Cells Copy and Paste Graphs to Save Time Limited Color Palate Often Better
That s All Folks! Contact Information: Craig W. Abbey cwabbey@buffalo.edu