excel metrics

Using Excel for Test Metrics

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Page 1: Excel Metrics

Using Excel for Test Metrics

Page 2: Excel Metrics

AgendaUnderstanding Excel

BasicsText to columns and backRelative and absolute

valuesNamesCountIf / sumIfSubtotal vs consolidatePaste specialAutofillFormulas – if, thenAudit formulasFilterConditional formatting

Application to MetricsUnderstand the numbersTypes of reportsGas gaugeProgress chartDefect find / fix rate

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Understanding Excel

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Basics Auto sizing columns and rows Entering formulas Editing formulas Cell formatting View or hide formulas, gridlines, row and column

headers Hyperlinks Worksheet / workbook relationships Status Bar calculator Help

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Text to Columns

George Jetson

Sally Johnson

Joe Smith

Chris Murray

-- TO --

1. Select the cells that you want to split apart (be sure the columns to the right are empty as they will be overwritten).

2. Click on Data, Text to Columns.

3. Choose Delimited.

4. Choose Space (or the delimiter that you are using).

5. Click Finish.

George Jetson

Sally Johnson

Joe Smith

Chris Murray

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Combining Text Fields

-- TO --

1. Click on a blank cell (usually to the right of the existing cells).

2. Type in one of the following formula examples:

a. =A1&" "&B1 to list first name, then a space, then the last name

b. =B4&", "&A4 to list last name, then a comma, then the first name

3. The ampersand (&) character allows you to concatenate text fields together. The quotes will show up as text as in “ “ for a space or “, “ for a comma and a space.

George Jetson

Sally Johnson

Smith, Joe

Murray, Chris

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Relative and Absolutes$ symbols in formulas allow you to “lock” a column or row.

This is a must if you try to copy and paste or autofill a formula.

When the cell is selected in the formula, press F4 to have it cycle between $C$R, C$R, $CR, CR


2   Pay Rate Bill Rate

3 George Jetson 10 =C3*$B$9

4 Sally Johnson 10.5 =C4*$B$9

5 Joe Smith 9.75 =C5*$B$9

6 Chris Murray 10.25 =C6*$B$9

8 OT multiplier

9 1.5

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Name a Cell ReferenceMake your formulas more “readable” by naming cells

1. Click on a cell

2. In the Formula bar where it shows the Column / Row reference, type in name and press enter.

3. Reference that name in a formula.

To view the list of names, click on Insert, Name, Define


2   Pay Rate Bill Rate

3 George Jetson 10 =C3*OTx

4 Sally Johnson 10.5 =C4*OTx

5 Joe Smith 9.75 =C5*OTx

6 Chris Murray 10.25 =C6*OTx

8 OT multiplier

9 1.5

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CountIf / SumIfCountIf: =countif(range,criteria)SumIf: =sumif(range,criteria,[sum_range]) Range = the range of cells you want evaluated / counted Criteria = the criteria in the form of a number, expression, or text that defines which cells will be

added. For example, criteria can be expressed as 32, "32", ">32", "apples". Sum_range = the actual cells to sum.


2 Position Name Hours Worked

3 tech 1 George Jetson 40

4 tech 2 Sally Johnson 40

5 engineer Joe Smith 50

6 tech 1 Chris Murray 50


8 Tech 1 =COUNTIF($B$3:$B$6,"tech 1") =SUMIF($B$3:$B$6,"tech 1",$D$3:$D$6)

9 Tech 2 =COUNTIF($B$3:$B$6,"tech 2") =SUMIF($B$3:$B$6,"tech 2",$D$3:$D$6)

10 Engineer =COUNTIF($B$3:$B$6,"engineer") =SUMIF($B$3:$B$6,"engineer",$D$3:$D$6)


12 Tech 1 =COUNTIF($B$3:$B$6,B12) =SUMIF($B$3:$B$6,B12,$D$3:$D$6)

13 Tech 2 =COUNTIF($B$3:$B$6,B13) =SUMIF($B$3:$B$6,B13,$D$3:$D$6)

14 Engineer =COUNTIF($B$3:$B$6,B14) =SUMIF($B$3:$B$6,B14,$D$3:$D$6)

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Subtotal vs. Consolidate

Subtotal Dynamic (if linked to source data, when source data updates,

subtotals update) Ideal for a set number of rows (if referencing this data in another

sheet) Adjusts existing data

Consolidate Static (no change when source data is updated) Ideal for a varying set of rows (if referencing this data in another

sheet) Results are stored in a different location

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Subtotal Select a cell in the range Click Tools, Subtotal Choose the reference column Choose the function (sum,

average, etc.) Choose the column(s) to


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Consolidate Select a blank cell (usually a

new sheet or below the existing data)

Click Tools, Consolidate Choose the function (sum,

average, etc.) Choose the range(s) to

consolidate; click on Add after each one

Choose Left Column Note: if you check “create

links to source data,” it will do a subtotal

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Paste SpecialAccessible from the right

click menu after a copy

Some options available from the from the icon after a paste

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Paste Special Formulas – pastes formulas only, no formatting Values – pastes the results of the formula (can

also use F9) Formats – pastes the format (no data); can also

use the format painter Skip blanks – pastes the values of cells containing

data, skips blank cells Transpose – transposes the data – converts rows

to columns or columns to rows

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Type in the first two items in a series; autofill the rest by dragging the cells

Make your own autofill lists under Tools, Options, Custom Lists

Use the CTRL to adjust the autofill

Downfall: the list is static

Jan Jan 1 1 1/1/05 1/1/05

Feb Feb 2 2 1/2/05 1/2/05

  Mar   3   1/3/05

  Apr   4   1/4/05

  May   5   1/5/05

  Jun   6   1/6/05

  Jul   7   1/7/05

  Aug   8   1/8/05

  Sep   9   1/9/05

  Oct   10   1/10/05

  Nov   11   1/11/05

  Dec   12   1/12/05

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Alternatives to AutoFill

Formulas, of course

1/1/05 1/1/05

=A1+1 =B1+7

=A2+1 =B2+7

=A3+1 =B3+7

=A4+1 =B4+7

=A5+1 =B5+7

=A6+1 =B6+7

=A7+1 =B7+7

=A8+1 =B8+7

=A9+1 =B9+7

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Formulas – if / then Use conditional statements in formulas

Error handling (avoid div/0 errors) Create “smart” formulas that can adjust on the fly

  Possible Pass Fail % Pass % Fail

Cell Formatting 115 110 5 =C2/$B2 =D2/$B2

Basic Formulas 28 0 0 =C3/$B3 =D3/$B3

Complex Formulas 205 112 0 =C4/$B4 =D4/$B4

Charts 0 0 0 =C5/$B5 =D5/$B5

  Possible Pass Fail % Pass % Fail

Cell Formatting 115 110 5 =IF($B8>0,C8/$B8,0) =IF($B8>0,D8/$B8,0)

Basic Formulas 28 0 0 =IF($B9>0,C9/$B9,0) =IF($B9>0,D9/$B9,0)

Complex Formulas 205 112 0 =IF($B10>0,C10/$B10,0) =IF($B10>0,D10/$B10,0)

Charts 0 0 0 =IF($B11>0,C11/$B11,0) =IF($B11>0,D11/$B11,0)

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Formula Audit

Select the formula you want to audit Click on Tools, Formula Auditing, Evaluate


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Select a cell in the data range Click on Data, Filter, Auto Filter

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Conditional Formatting

Based on the value of a cell / cells, adjust the formatting on the fly

Click the cell / cells, click on Format, Conditional Formatting

Note: trial and error is necessary in here; accepts absolute and relative values, accepts some formulas

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Application to Metrics

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Understanding Numbers

"Get your facts first, then distort them as you please." ~ Mark Twain

"Facts are stubborn, but statistics are more pliable." ~ Mark Twain

Torture numbers, and they'll confess to anything.  ~Gregg Easterbrook

98% of all statistics are made up.  ~Author Unknown

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What does this mean?

Choice of formulas makes a difference Using averages vs. totals based on number of tests

will show different results One view of numbers is never enough

%pass, %fail numbers don’t mean much if you don’t know kind of defects are logged

Numbers alone are never enough Tests can’t cover everything Gut feel should still mean something – sometimes

numbers are hard to grasp

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Types of Metrics Gas Gauge – overview of pass, fail, blocked reports

Progress Report – historical view of pass, fail, and blocked reports

Defect Find / Fix Report – how fast are we finding defects vs. how fast are they being fixed

Release Criteria – what are the criteria to release the project Pass rate for all components must be 97% or higher Submit rate of high priority defects must be less than x% of the

average defects logged in the last x weeks. Stress test GUI errors per 1,000 hours must be less than .02

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Gas Gauge

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How to build the gas gauge Gather the raw data Organize it by test area / category / test type Create the following for each line:

% complete of planned % pass of planned -- % pass of complete % fail of planned -- % fail of complete % block of planned -- % block of complete

Determine whether to use % of planned or % of complete (may use both depending on the report)

Determine whether totals should be averages or based on the actual number of tests

Develop the gas gauge

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Progress Chart – Ideal world

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Progress Chart – real world

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How to build the progress chart

Determine the total number of tests possible for each area

Determine milestones for 100% execution, 60% pass, 80% pass, 90% pass

Weekly, track the number of passes, fails, and blocks

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Find / Fix Rate – Ideal World

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Find / Fix Rate – Real World

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Find / Fix Rates

Track for all defects Track for just high priority (must fixes for a

product to ship) Track number of defects submitted and

resolved each week Chart the results