Performance Dashboard Presentation ways

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Dashboards present information in two broad ways. First, some of the data presented is averaged or summarized. To get to the details of performance, the user must click repeatedly to access detailed information. This is know as “drilling down” and the user might need to drill down through several layers in order to discover the culprit transaction or data that was skewing the averaged summary statistic on the dashboard.

The second way many dashboards present data is by visual status –- most often using the stop lights colors of red, yellow and green to signal status. Once again, the details are missing and the user must drill down to uncover the underlying issues.

With Excel Dashboards, you connect to your raw data which may be residing in multiple excel files or any other database such as Access or SQL database. Information can be averaged or summarized in the dashboard. So it provides a natural path to the detailed information for drililng straight to the raw transactions.

Apr
4

How to build Excel Dashboards – 7

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Previous – Excel Dashboard Tutorial – 6

Create Bar Chart

Bar charts reveal important trend in your data. The very important reason we split the date into year, quarter, month, week and day components is to see if there is a trend in the sales or order information.

Right click on the Qlet title (”Name” ), and then click on the “Create Chart”

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It opens a “Chart Factory Wizard”

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1. The top drop down contains a list of all the chart types that are supported.
2. The X-Axis drop down has all the available fields from the Qlet
3. The Y- Axis drop down has all the available fields from the Qlet
4. The Y- Aggregation has (SUM, COUNT, MAX, MIN,AVG) values

The process is to pick the base column that will form the X-axis, the Y-axis is the numerical value column that will be used to plot the bar or appropriate chart type. The y-aggregation is required, usually we should pick “SUM” but you could use “AVG” or other aggregations as you see fit.

In our case, we want to see a “year over year trend for our sales growth”

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1. Select “Bar” as the chart type
2. Select “Or Year’ as the X- Axis
3. Select “Amount” as the Y- axis
4. Select ‘Sum’ as the aggregation (by selecting sum, we are telling it to sum the amount and group it by year value)
5. Click on the “Create Chart” button
6. It shows the Glet Editor for your review which is a pre-built SQL query.

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We change the Glet Name, and click on “full apply” button

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It creates a bar chart as shown above, you can drag the borders and expand the view, it will scale automatically.

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We just dragged the corners and expanded the view. Do not close the chart wizard yet, we will create other views like a rubber stamp.

By Quarter
Go back to the chart factory and only change the X-Axis column to ‘quarter’ field

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Click ‘Create Chart’

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Change the name to “By Quarter” and click “Full Apply”

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Do not worry about the size and the placement. Just drag by the title “By quarter” and place it in a position where you can see it. At the end we can re-arrange the portlets on the dashboard canvas.

The column “Or_Qtr_Disp” has Qtr, 2 digit year and the last digit indicates the quarter number. The reason we chose this value is so that we can order the quarter across multiple years.

As you see, we can clearly see a trend emerging from our data. The Qtr-98-1 has the tallest bar. Now lets create a month view so we can nail down, which month contributed to that spike

By Month
We go back to the chart factory and select “Or_Mth_Yr_NN” which contains Year, month number and month name(3 letter).

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So far the tallest periods are March and April of 1998. Why is that? Did you do special promotion, did you get extra word of mouth or publicity?

Similarly you can create slices by Week, or each Day. Note that as you go more granular, the chart may look more congested.

Now let us see which products are doing better.

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Click on apply

Change the name to “By Product” and in the SQL query below, type, “Order by 2 Desc” which will sort the products by the revenue in the descending order

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You have now found your winning product line.

But lets see how each of the products fair well within their own category.

Next – Excel Dashboard Tutorial – 8

Mar
3

How to build Excel Dashboards – 3

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Previous step : Excel Dashboards – 2

Create Dashboard and Table portlet

Once connected, it will show you a list of action items to pick from

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We will click on “New Blank Dashboard

In the Dashboard Name, we type in “Order Management Analytics”

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Click OK.

It will present you with a table browser showing all the available worksheets as tables

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Expand the node to see all the worksheets.

In this example file, we just have one worksheet named “order_data”. Note how, it attaches a $ sign at the end, which indicates this is an Excel Worksheet.

So make sure you do not have any dollar sign when naming the Excel worksheet and no other special characters and no white or blank characters. Replace blank characters with “_” underscore character

Double Click on the “order_data$” node

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Click on the “* alias=ord” item at the very top to select all the items

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You may change the name of any column or any other property such as sort and group by.

We will leave it as it is and click on the “Create Table” button.

This action creates a Table Portlet (Qlet) in the Dashboard canvas

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We will use this Qlet as our basic building block for the following exercise

Next : How to build Excel Dashboards – 4

Feb
2

How to build Excel Dashboards – 2

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Previous Step: Excel Dashboards – Part 1

Launch Dashboard Software and Connect


Launch InfoCaptor Dashboard Software on your Desktop and click on the connect button on the toolbar

Connection wizard for Excel Dashboard

The connection wizard has items that simplify connecting to different data sources.

For Excel Files, Click on the Excel button

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Once you click, it automatically selects the appropriate Driver for you

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Click on the “Access/Excel File” button.

Select the order_raw.xls file. It populates the connect name for you. But you can change this name. Connect Name is for your reference

NOTE: Make sure that the order_raw.xls file is not open in MS Excel. The Excel file is locked once you connect to it. If the file is open in MS Excel, you may get connected but not able to query and may get unpredictable results.

Now, click on the Connect button
Upon successful connection, the connection wizard disappears and a new action wizard pops up.

Next : How to build Dashboards – 3

Feb
2

How to build Excel Dashboards – 1

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Databases are often under lock-n-key of the IT Department and not possible to connect directly due to security reasons. So if you plan to build a Dashboard prototype or a Dashboard Mockup it makes sense to export the data to Excel and build it.

Modular Dashboard Design
Lot of the online tutorials and Dashboard e-books teach you to build dashboard in Excel file. They provide you with templates, you fill in the information and build the dashboard using Excel charting techniques.

If you use Excel Templates for your real dashboarding needs then you may end up with any of the below problems.

” Big Bulky and bloated excel files
” Undocumented Macros
” Zero verification on the data authencity
” No way to refresh the dashboard (lost productivity)

“Best Practise for Dashboard Design”
Modular Design
Keep Data and Presentation Separate
How? – Use Excel only for storing your data. Nothing more.

Do not build any visualization in the same place where your Data resides.

Benefits of this approach
” Your dashboard or presenation layer is independent – Dashboard definition is stored separately
” Increased productivity – When you have fresh data just refresh the dashboard, no redevelopment needed
” No Messy Excel Macros or coding knowledge required – Just drag and drop tables and visually build Tables, Charts, Speedometer, Gauges, Dials, Thermometers and more charts
” Simplified Distribution and Presentation – You can Export the Dashboard to PDF or HTML and just send them as attachments
” Save Time – Just build the dashboard presentation layer only once and automate the refreshes.

Lets begin Building Dashboard

Data Preparation


Export your transaction data to Excel file by running a report or requesting your IT department.

There are certain rules to be followed when you get the data in Excel files.

Here is a sample Excel dump of Order Entry data.
Download Excel Data
The first row is always treated as the column names.

Raw data for Excel Dashboard

If you inherit an Excel file with pivots and charts all over the places then try to copy just the raw data in another worksheet in the same file or create another file. If it is not possible to keep the first row as the column names then you could define “named ranges”. In the dashboard designer it is possible to access the data using Cell ranges but then future updates to the Excel file could break the dashboard, for e.g if the data goes beyond the Cell range.

NOTE: Make sure column names do not have any funky characters. Just keep it to simple alpha-numeric column names.

Part 2: How to Build Dashboards Excel – 2

Feb
2