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Introduction to Dashboards in Excel 2007
Craig W. AbbeyDirector of Institutional AnalysisAcademic 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 Designby 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. GraphsTable (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 ValuesFirst‐time, Full‐Time Retention
Semester
2002 2003 2004 2005 2006 2007 2008
2nd81.9% 83.4% 83.5% 86.1% 87.6% 87.6% 89.3%
3rd78.0% 81.0% 80.0% 83.0% 85.0% 84.0% 86.0%
4th71.8% 73.7% 74.4% 73.9% 79.9% 77.0% 77.1%
5th69.8% 71.1% 72.3% 71.8% 75.4% 74.3% 75.0%
6th65.8% 69.2% 68.2% 67.7% 72.7% 72.3% 70.7%
7th64.0% 66.8% 66.3% 65.8% 68.6% 69.8% 68.8%
8th61.7% 64.9% 64.5% 63.6% 66.2% 67.8% 66.1%
Graphs Show Trend
60%
65%
70%
75%
80%
85%
90%
3rd Semester 5th Semester
Data Table versus…Inner Harbor University
Chart # Enrollment and Outcomes F 05 F 06 F 07 F 08 F 091 Headcount Total 16,751 17,204 17,426 16,998 16,293
Undergraduate 11,780 11,884 11,953 11,796 11,388Graduate 4,971 5,320 5,473 5,202 4,905
1 Full-time Equivalent Students (FTE) 14,020 14,524 14,576 14,314 13,9922 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 2,013Transfer, Full-Time 1,129 1,091 1,187 1,101 1,084
Freshman Quality3 Mean SAT 1161 1159 1153 1168 11653 Mean HS GPA 88.4 89.2 89.5 90.0 90.74 Applicants 19,947 20,673 21,170 20,843 20,669
Freshman 16,394 16,934 17,534 17,194 17,078Transfer 3,553 3,739 3,636 3,649 3,591
Residency of New Studnents6 % 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 - 16005 SAT Score Distributiom 17 140 488 1022 970 349 101 10
Poli Sci Chemistry Biology English History7 Intended Major of New Students 204 150 131 98 48
November 09
DashboardInner Harbor University November 2009
Dashboard
2 3 4
New Students Freshman Quality Applicants
Full-Time Freshmen and Transf ers SAT in Red, HS GPA in Blue Freshmen and Transf ers
5 6 7
SAT Distribution Residency Intended Major
First - t ime, Full-Time Ent er ing Cohort Residency of New St udent s
University System of Maryland
Headcount and FTE
1
Full- and Part - t ime St udent s (Bars), Full- t ime Equivalent St udent s (Line)
16,75117,204 17,426
16,998
16,293
14,02014,524 14,576
14,31413,992
10,000
11,000
12,000
13,000
14,000
15,000
16,000
17,000
18,000
F 05 F 06 F 07 F 08 F 09
2,9003,0003,1003,2003,3003,4003,500
F 05 F 06 F 07 F 08 F 0919,00019,50020,00020,50021,00021,500
F 05F 06F 07F 08F 09
8788899091
1140115011601170
F 05
F 06
F 07
F 08
F 09
0200400600800
1,0001,200
83.5%
11.3%
5.2%% MD Res.
% Non-MD, US
% Int'l 050
100150200250
Poli S
ciCh
em…
Biol
ogy
Engl
ishHi
story
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
0
0.5
1
1.5
2
2.5
3
3.5
0 1 2 3 4
Continuity
How many lines? IndentationHeadcount
Full‐time 4,302Part‐time 1,293
DegreesAssociates 1,007Bachelors 2,982
Enclosure
Connection
Design is Important!
1 2 3
Total Research Federal Research Endowment
Total NSF R&D ($ In Thousands) Federal NSF R&D ($ In Thousands) Endowment ($ In M illions)
0
20
40
60
80
100
120$0
$50,000
$100,000
$150,000
$200,000
$250,000
02 03 04 05 06National Rank Control Rank
0
20
40
60
80
100
120$0
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
02 03 04 05 06National Rank Control Rank
0
50
100
150
200$0
$100
$200
$300
$400
$500
$600
03 04 05 06 07National Rank Control Rank
Total Research Federal Research Endowment
0
20
40
60
80
100
120
$0
$50,000
$100,000
$150,000
$200,000
$250,000
02 03 04 05 06
Total Research
National Rank
Control Rank
Control Rank
National Rank
0
20
40
60
80
100
120
0
20,000
40,000
60,000
80,000
100,000
120,000
02 03 04 05 060.0
50.0
100.0
150.0
200.0
0.0 M
100.0 M
200.0 M
300.0 M
400.0 M
500.0 M
600.0 M
20032004200520062007National Rank Control Rank
versus
Keep it Simple
Extraneous Features
$4.10$4.20
$4.50$4.60
$4.40
$3.80M$3.90M$4.00M$4.10M$4.20M$4.30M$4.40M$4.50M$4.60M$4.70M
FY 2005‐06
FY 2006‐07
FY 2007‐08
FY 2008‐09
FY 2009‐10
$ in M
illions
Year
Annual Budget
AnnualBudget
Less is Better
4.14.2
4.54.6
4.4
$3.8M
$4.0M
$4.2M
$4.4M
$4.6M
$4.8M
05‐06 06‐07 07‐08 08‐09 09‐10
Annual Budget
Chart Scaling
Start at Zero
0%
20%
40%
60%
80%
100%
Fall 2000
Fall 2001
Fall 2002
Fall 2003
Fall 2004
Fall 2005
Fall 2006
Fall 2007
Fall 2008
Fall 2009
Graduation Rate
Scale to Show Change
56%57%58%59%60%61%62%63%64%
Fall 2000
Fall 2001
Fall 2002
Fall 2003
Fall 2004
Fall 2005
Fall 2006
Fall 2007
Fall 2008
Fall 2009
Graduation Rate
Times Series ‐ Level versus Trend
Level
88.9%
89.8%
91.9%
90.9%
92.1%92.8%
91.8%
93.1%93.3%92.9%
86%87%88%89%90%91%92%93%94%
Fall 2000
Fall 2001
Fall 2002
Fall 2003
Fall 2004
Fall 2005
Fall 2006
Fall 2007
Fall 2008
Fall 2009
1st Year Retention
Trend
86%87%88%89%90%91%92%93%94%
Fall 2000
Fall 2001
Fall 2002
Fall 2003
Fall 2004
Fall 2005
Fall 2006
Fall 2007
Fall 2008
Fall 2009
1st Year Retention
Stacked Bar Charts
What’s Important?
0
2
4
6
8
10
12
14
Cat 1 Cat 2 Cat 3 Cat 4
Better View
0
2
4
6
8
10
12
14
Cat 1 Cat 2 Cat 3 Cat 4
Blue series accounts for most of difference in total value
Ranking Relationships
Sort by Category
0 40 80 120 160
Political Science
History
Geography
English
Chemistry
Biology
Degrees Awarded
Sort by Value
0 40 80 120 160
History
English
Chemistry
Geography
Biology
Political Science
Degrees Awarded
Sorting by value gives us a sense of the rank
Part to Whole Relationship
Pie Chart
28%
27%19%
17%
9%
Enrollment by County
Erie Niagra MonroeGenesee Orleans
Bar Chart
0%
5%
10%
15%
20%
25%
30%
Enrollment by County
Deviation Relationship
Number
‐60
‐40
‐20
0
20
40
Actual less Goal
Percentage
‐25%
‐15%
‐5%
5%
15%
25%
Actual less Goal
Distribution Relationship
Area Chart Overlapping Bar Chart
0%2%4%6%8%10%12%14%16%18%
F D D+ C‐ C C+ B‐ B B+ A‐ A
CHEM 101 Grades
0%2%4%6%8%10%12%14%16%18%
F D D+ C‐ C C+ B‐ B B+ A‐ A
CHEM 101 Grades
Correlation Relationship
0%10%20%30%40%50%60%70%80%90%100%
800 900 1000 1100 1200 1300 1400
Gradu
ation Ra
te
Average SAT Score
Graduation Rates and SAT
Nominal Relationships
Wrong
115
120
125
130
135
140
Program Credit Hours
Right
115
120
125
130
135
140
Program Credit Hours
Exercise 1 – Time Series Charts
8,000
9,000
10,000
11,000
12,000
13,000
14,000
15,000
05 06 07 08 09
Total Headcount Enrollment
11,045 12,521 12,987 13,346 14,123
2,209 2,617 2,805 3,310 3,686
8,836 9,904 10,182 10,036 10,437
‐2,000 4,000 6,000 8,000 10,000 12,000 14,000 16,000
05 06 07 08 09
Headcount Enrollment
Undergraduate Graduate
Exercise 1 – Time Series Charts Steps
Line Chart ‐ Trend1. Open Exercise 1 Workbook2. Select A3:F43. Choose Insert, Line with
Markers Chart (Under Charts)4. Delete the Legend5. Re‐title the Chart Total
Headcount Enrollment6. Select the Y‐axis, Format it So
it Ranges from 8,000 to 16,000
Stacked Bar ‐ Values1. Select A3:F62. Choose Insert, Stacked Column (Under Charts)3. Select “Total” on the Legend and Press Delete4. Format the Legend so It’s on the Bottom5. Select Each Data Series, Right Click and Select Add
Data Lables6. 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
0
50
100
150
200
250
300
350
800 ‐900
900 ‐1000
1000 ‐1100
1100 ‐1200
1200 ‐1300
1300 ‐1400
1400 ‐1500
1500 ‐1600
SAT Scores
0
50
100
150
200
250
300
350
800 ‐900
900 ‐1000
1000 ‐1100
1100 ‐1200
1200 ‐1300
1300 ‐1400
1400 ‐1500
1500 ‐1600
SAT Scores
Exercise 2 – Distribution Charts1. Open Exercise 2 Workbook2. Select A3:I43. Select Insert, Clustered Column under Charts Area4. Select the Legend , Press Delete5. Select the Data Series, Right Click, Select Format,
Change Gap Width to 0, Select Close6. For an Area Chart, Select the Plot Area, Right Click,
Select Change Chart Type, Select Area Chart, Click OkTIP: 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
131150
98
48
204
0
50
100
150
200
250
Biology Chemistry English History Poli Sci
Degrees
Exercise 3 – Nominal / Categorical Charts
1. Open Exercise 3 Workbook2. Select A3:F43. Choose Insert, Clustered Column under Charts Area4. Select the Legend, Press Delete5. With the Chart Selected, Select Layout, Gridlines under Axes,
Select Primary Horizontal Gridlines, Select None6. Select the Data Series, Right Click, Select Format Data Series, Set
Gap Width to 75, Select Close7. 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
204
150131
98
48
0
50
100
150
200
250
Poli Sci Chemistry Biology English History
Degrees
48
98
131
150
204
0 50 100 150 200 250
History
English
Biology
Chemistry
Poli Sci
Degrees
Exercise 4 – Ranking Charts1. Open Exercise 4 Workbook2. Select B3:F43. Select Sort & Filter, Custom Sort under Editing Area of
Home Ribbon4. Select Options…, Sort Left to Right, Click OK5. Set Sort by to Row 4, Set Order to Largest to Smallest6. Select the Chart, Copy, Select A21 and Paste7. Select the 2nd Column Chart, Right Click, Select Change
Chart Type, Select Clustered Bar8. Select the Y‐axis, Right Click, Select Format Axis9. Check the Categories in Reverse Order Box10. Select the At Maximum Category Radio Button
Exercise 5 – Create a Simple Dashboard
Fall Enrollment SAT Distribution Degrees Granted
Headcount Enrollment Mean Verbal and Math 2008‐09 Academic Year
A Very Simple Dashboard
8,000
9,000 10,000 11,000
12,000 13,000 14,000 15,000
05 06 07 08 09
050
100150200250300350
800 ‐900
900 ‐100
010
00 ‐1
100
1100
‐120
012
00 ‐1
300
1300
‐140
014
00 ‐1
500
1500
‐160
0 0
50
100
150
200
250
Exercise 5 – Create a Simple Dashboard Steps
1. Open Exercise 5 Workbook2. Resize Columns A, C, E, G to 3 Wide3. Resize Columns B, D, F to 30 Wide4. Resize Row 4 to 150 Height5. Fill A1 through G6 with White6. 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 White8. Fill B4:B5, D4:D5, F4:F5 with a Lighter Shade9. Create Graphs using Data Worksheet Data10. 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
SAT Distribution
Mean Verbal and Math
Degrees Granted
2008‐09 Academic Year
A Fancier Dashboard
Fall Enrollment
Headcount Enrollment
8,836 9,904 10,182 10,036 10,437
2,209
2,617 2,805 3,310 3,686
11,045
12,521 12,987 13,346 14,123
‐
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
05 06 07 08 09
Undergraduate Graduate
0
50
100
150
200
250
050
100150200250300350
800 ‐900
900 ‐100
010
00 ‐1
100
1100
‐120
012
00 ‐1
300
1300
‐140
014
00 ‐1
500
1500
‐160
0
Exercise 6 – Create a Fancier Dashboard Steps
1. Open Exercise 6 Workbook2. 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 DashboardInner Harbor University November 2009
Dashboard
2 3 4
New Students Freshman Quality Applicants
Full-Time Freshmen and Transf ers SAT in Red, HS GPA in Blue Freshmen and Transf ers
5 6 7
SAT Distribution Residency Intended Major
First -t ime, Full-Time Ent ering Cohort Residency of New St udent s
University System of Maryland
Headcount and FTE
1
Full- and Part - t ime St udent s (Bars), Full- t ime Equivalent St udent s (Line)
16,75117,204 17,426
16,998
16,293
14,02014,524 14,576
14,31413,992
10,000
11,000
12,000
13,000
14,000
15,000
16,000
17,000
18,000
F 05 F 06 F 07 F 08 F 09
2,9003,0003,1003,2003,3003,4003,500
F 05 F 06 F 07 F 08 F 0919,00019,50020,00020,50021,00021,500
F 05F 06F 07F 08F 09
8788899091
1140115011601170
F 05
F 06
F 07
F 08
F 09
0200400600800
1,0001,200
83.5%
11.3%
5.2%% MD Res.
% Non-MD, US
% Int'l 050
100150200250
Poli S
ciCh
em…
Biol
ogy
Engl
ishHi
story
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
