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)
Graph (Information)
Data are expressed in the form of text (that is, words and numbers rather than graphically)
Data are express graphically (that is, as a picture)
Data are arranged in columns and rows
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
First‐time, Full‐Time Retention
Sem
ester
2nd
3rd
4th
5th
6th
7th
8th
2002
2003
2004
2005
2006
Graphs Show Trend
90%
2007
2008
85%
80%
81.9%
83.4%
83.5%
86.1%
87.6%
87.6% 89.3%
78.0%
81.0%
80.0%
83.0%
85.0%
84.0% 86.0%
75%
70%
71.8%
73.7%
74.4%
73.9%
79.9%
77.0% 77.1%
69.8%
71.1%
72.3%
71.8%
75.4%
74.3% 75.0%
65.8%
69.2%
68.2%
67.7%
72.7%
72.3% 70.7%
64.0%
66.8%
66.3%
65.8%
68.6%
69.8% 68.8%
61.7%
64.9%
64.5%
63.6%
66.2%
67.8% 66.1%
65%
60%
3rd Semester
5th Semester
Data Table versus…
Inner Harbor University
Chart #
1
Enrollment and Outcomes
November 09
F 05
F 06
F 07
F 08
F 09
16,751
17,204
17,426
16,998
16,293
11,780
11,884
11,953
11,796
11,388
4,971
5,320
5,473
5,202
4,905
14,020
14,524
14,576
14,314
13,992
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
Headcount Total
Undergraduate
Graduate
1
Full-time Equivalent Students (FTE)
2
New Students (Total Full-Time)
Freshman Quality
3
Mean SAT
1161
1159
1153
1168
1165
3
Mean HS GPA
88.4
89.2
89.5
90.0
90.7
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
86.5%
85.4%
84.5%
83.9%
83.5%
4
Applicants
Residency of New Studnents
6
% MD Res.
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
Poli Sci Chemistry Biology
7
Intended Major of New Students
204
150
131
1022
English
98
970
History
48
349
101
10
Dashboard
Inner Harbor University
November 2009
Dashboard
1
2
3
4
Headcount and FTE
New Students
Freshman Quality
Applicants
16,293
16,000
1150
1140
F F F F F
05 06 07 08 09
F 05 F 06 F 07 F 08 F 09
14,524
15,000
14,576
14,020
14,314
13,992
Full-Time Freshmen and Transf ers
14,000
13,000
SAT in Red, HS GPA in Blue
5
6
SAT Distribution
Residency
1,200
1,000
800
600
400
200
0
12,000
11,000
10,000
F 05
F 06
F 07
F 08
11.3
%
5.2%
First -t ime, Full-Time Ent ering Cohort
83.5
%
Residency of New St udent s
University System of Maryland
Freshmen and Transf ers
7
Intended Major
% MD
Res.
% NonMD, US
F 09
Full- and Part -t ime St udent s (Bars), Full-t ime Equivalent St udent s (Line)
F 05F 06F 07F 08F 09
% Int'l
250
200
150
100
50
0
History
16,751
1160
English
16,998
21,500
21,000
20,500
20,000
19,500
19,000
Biology
17,000
17,426
91
90
89
88
87
1170
Chem…
17,204
3,500
3,400
3,300
3,200
3,100
3,000
2,900
Poli Sci
18,000
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
In a Graph
3.5
3
2.5
2
1.5
1
0.5
0
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
120
120,000
120
600.0 M
$200,000
100
100,000
100
500.0 M
80,000
80
400.0 M
Total
Resea
rch
80
$150,000
60
$100,000
Nation
al
Rank
40
$50,000
Contr
ol
Rank
20
$0
National
Rank
60
300.0 M
40,000
40
200.0 M
20,000
20
100.0 M
60,000
Control Rank
0
0
0
02
02 03 04 05 06
03
04
05
0.0 M
06
200.0
150.0
100.0
50.0
National Rank
Control Rank
0.0
20032004200520062007
versus
1
2
3
Total Research
Federal Research
Endowment
$250,000
0
$120,000
0
$600
$200,000
20
$100,000
20
$500
40
$80,000
40
$400
60
$60,000
60
$300
80
$40,000
80
$200
100
$20,000
100
$100
120
$0
120
$0
$150,000
$100,000
$50,000
$0
National Rank
02
03
Control Rank
04
05
06
To tal NSF R&D ($ In Tho usands)
National Rank
02
03
Control Rank
04
05
06
Federal NSF R&D ($ In Tho usands)
0
50
100
150
National Rank
03
04
05
Control Rank
06
Endo wment ($ In M illio ns)
07
200
Extraneous Features
Less is Better
Annual Budget
Annual Budget
$4.70M
$4.60M
$4.50M
$4.40M
$4.30M
$4.20M
$4.10M
$4.00M
$3.90M
$3.80M
$4.8M
$4.60
$4.50
$4.40
Year
4.6
$4.6M
$4.20
$4.10
FY 2005‐06
FY 2006‐07
FY 2007‐08
FY 2008‐09
FY 2009‐10
$ in Millions
Keep it Simple
4.5
4.4
$4.4M
Annual
Budget
$4.2M
4.2
4.1
$4.0M
$3.8M
05‐06 06‐07 07‐08 08‐09 09‐10
100%
80%
60%
40%
20%
0%
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
Chart Scaling
Start at Zero
Scale to Show Change
Graduation Rate
Graduation Rate
64%
63%
62%
61%
60%
59%
58%
57%
56%
Times Series ‐ Level versus Trend
Trend
1st Year Retention
1st Year Retention
92.8%
92.1%
91.9%
91.8%
90.9%
89.8%
88.9%
94%
93%
92%
91%
90%
89%
88%
87%
86%
Fall 2000
Fall 2001
Fall 2002
Fall 2003
Fall 2004
Fall 2005
Fall 2006
Fall 2007
Fall 2008
Fall 2009
93.1% 93.3%92.9%
Fall 2000
Fall 2001
Fall 2002
Fall 2003
Fall 2004
Fall 2005
Fall 2006
Fall 2007
Fall 2008
Fall 2009
94%
93%
92%
91%
90%
89%
88%
87%
86%
Level
Stacked Bar Charts
What’s Important?
Better View
14
14
12
12
10
10
8
8
6
6
4
4
2
2
0
0
Cat 1
Cat 2
Cat 3
Cat 4
Cat 1
Cat 2
Cat 3
Blue series accounts for most of difference in total value
Cat 4
Ranking Relationships
Sort by Category
Sort by Value
Degrees Awarded
Degrees Awarded
Biology
Political Science
Chemistry
Biology
English
Geography
Geography
Chemistry
History
Sorting by value gives us a sense of the rank
English
Political Science
History
0
40
80 120 160
0
40
80 120 160
Part to Whole Relationship
Pie Chart
Bar Chart
Enrollment by County
Enrollment by County
30%
9%
25%
28%
17%
20%
15%
19%
10%
27%
5%
0%
Erie
Niagra
Genesee
Orleans
Monroe
Deviation Relationship
Number
Percentage
Actual less Goal
Actual less Goal
40
25%
20
15%
0
5%
‐20
‐5%
‐40
‐15%
‐60
‐25%
Distribution Relationship
Area Chart
Overlapping Bar Chart
CHEM 101 Grades
CHEM 101 Grades
18%
16%
14%
12%
10%
8%
6%
4%
2%
0%
18%
16%
14%
12%
10%
8%
6%
4%
2%
0%
F D D+ C‐ C C+ B‐ B B+ A‐ A
F D D+ C‐ C C+ B‐ B B+ A‐ A
Correlation Relationship
Graduation Rate
Graduation Rates and SAT
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
800
900
1000
1100
1200
Average SAT Score
1300
1400
Nominal Relationships
Wrong
Right
Program Credit Hours
Program Credit Hours
140
140
135
135
130
130
125
125
120
120
115
115
Exercise 1 – Time Series Charts
Total Headcount Enrollment
Headcount Enrollment
16,000 15,000 14,000 14,000 12,000 11,045 13,000 10,000 2,209 12,000 8,000 6,000 11,000 4,000 10,000 8,836 14,123 12,521 12,987 13,346 2,617 2,805 3,310 9,904 10,182 10,036 10,437 06
07
08
09
3,686 2,000 ‐
9,000 05
8,000 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.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Select A3:F6
Choose Insert, Stacked Column (Under Charts)
Select “Total” on the Legend and Press Delete
Format the Legend so It’s on the Bottom
Select Each Data Series, Right Click and Select Add Data Lables
Over the Plot Area, Right Click and Choose Select Data, Using the Arrows, Move the “Total” series to last in the list, Click Ok
Select a Data Series, Choose Format Data Series, Set the Gap Width to 50
Select the Lables for Undergraduate, Change Font Color to White, Repeat for Graduate
Select the Labels for Total, Right Click, Select Format Data Labels, Change the Label Position to Inside Base
Select the Total Data Series (Blue), Right Click, Select Format Data Series, Set Fill to “No Fill”, Set Border Color to “No Line”.
Select the Y‐axis, Format it So it Ranges from 0 to 16,000
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 ‐ 1200 ‐ 1300 ‐ 1400 ‐ 1500 ‐
1100 1200 1300 1400 1500 1600
800 ‐
900
900 ‐
1000
1000 ‐ 1100 ‐ 1200 ‐ 1300 ‐ 1400 ‐ 1500 ‐
1100 1200 1300 1400 1500 1600
Exercise 2 – Distribution Charts
1.
2.
3.
4.
5.
Open Exercise 2 Workbook
Select A3:I4
Select Insert, Clustered Column under Charts Area
Select the Legend , Press Delete
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
Degrees
250
204
200
150
150
131
98
100
48
50
0
Biology
Chemistry
English
History
Poli Sci
Exercise 3 – Nominal / Categorical Charts
1.
2.
3.
4.
5.
6.
7.
Open Exercise 3 Workbook
Select A3:F4
Choose Insert, Clustered Column under Charts Area
Select the Legend, Press Delete
With the Chart Selected, Select Layout, Gridlines under Axes, Select Primary Horizontal Gridlines, Select None
Select the Data Series, Right Click, Select Format Data Series, Set Gap Width to 75, Select Close
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
Poli Sci
250
204
204
200
Chemistry
150
150
131
Biology
98
100
48
50
150
131
English
98
History
48
0
Poli Sci
Chemistry Biology
English
History
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
Fall Enrollment
SAT Distribution
350
300
250
200
150
100
50
0
14,000 13,000 12,000 11,000 10,000 9,000 8,000 05 06 07 08 09
Headcount Enrollment
250
200
150
100
50
800 ‐ 900
900 ‐ 1000
1000 ‐ 1100
1100 ‐ 1200
1200 ‐ 1300
1300 ‐ 1400
1400 ‐ 1500
1500 ‐ 1600
15,000 Degrees Granted
Mean Verbal and Math
0
2008‐09 Academic Year
Exercise 5 – Create a Simple Dashboard Steps
1.
2.
3.
4.
5.
6.
7.
Open Exercise 5 Workbook
Resize Columns A, C, E, G to 3 Wide
Resize Columns B, D, F to 30 Wide
Resize Row 4 to 150 Height
Fill A1 through G6 with White
Merge A1 through G1 and Fill with Color of Your Choice 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
Fall Enrollment
SAT Distribution
16,000 14,123 12,521 12,000 10,000 11,045 2,617 12,987 2,805 13,346 3,310 3,686 800 ‐ 900
900 ‐ 1000
1000 ‐ 1100
1100 ‐ 1200
1200 ‐ 1300
1300 ‐ 1400
1400 ‐ 1500
1500 ‐ 1600
14,000 350
300
250
200
150
100
50
0
2,209 8,000 Mean Verbal and Math
6,000 4,000 8,836 9,904 10,182 10,036 Degrees Granted
10,437 250
200
2,000 150
100
‐
50
05
06
Undergraduate
Headcount Enrollment
07
08
09
0
Graduate
2008‐09 Academic Year
Exercise 6 – Create a Fancier Dashboard Steps
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Open Exercise 6 Workbook
Select and Copy A3:G6. Paste then in A7.
Copy the Format of Rows 3:6 to Rows 7:10.
Delete contents of F3:F5. You’ll need to Select the Chart and Delete It Separately. Repeat for D7:D9.
Cut D3:D5 and Paste it in F3.
Select B3:D3. Merge and Center.
Select B4:D8. Merge and Center.
Select B9:D9. Merge and Center.
Create a Stack Bar Chart from A3:F6 on the Data Worksheet. Resize it to fit in B4:D8 of your Dashboard.
Set the Chart’s Border Color and Fill Color to “No Line” and “No Fill”
Change the Position of the Legend to the Bottom. Select the “Fall Enrollment” on the Legend and Delete it.
Use Select Data to Change the Data Series Order. Move “Total Enrollment” to the Bottom of the List.
Add Data Labels to All Data Series. Format as Desired.
Format the “Total Enrollment” Data Labels, Setting the Label Position to Inside Base.
Format the “Total Enrollment” Data Series, Setting Border Color and Fill Color to “No Line” and “No Fill”
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
16,000
1150
1140
F F F F F
05 06 07 08 09
F 05 F 06 F 07 F 08 F 09
14,524
15,000
14,576
14,020
14,314
13,992
Full- Time Fr eshmen and Transf er s
14,000
13,000
SAT in Red, HS GPA in Blue
5
6
SAT Distribution
Residency
1,200
1,000
800
600
400
200
0
12,000
11,000
10,000
F 05
F 06
F 07
F 08
11.3
%
5.2%
Fir st -t ime, Full- Time Ent ering Cohor t
83.5
%
Residency of New St udent s
University System of Maryland
Fr eshmen and Transf er s
7
Intended Major
% MD
Res.
% NonMD, US
F 09
Full- and Par t - t ime St udent s (Bars), Full-t ime Equivalent St udent s (Line)
F 05F 06F 07F 08F 09
% Int'l
250
200
150
100
50
0
History
16,293
English
16,751
1160
21,500
21,000
20,500
20,000
19,500
19,000
Biology
17,000
16,998
91
90
89
88
87
1170
3,500
3,400
3,300
3,200
3,100
3,000
2,900
Chem…
17,204
17,426
Poli Sci
18,000
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