PIVOT CHARTS Employee Hours by Job PivotChart Tasks: Excel – Pivot Charts

There are many options for these types of reports for analyzing data. - Trades by Union - Hours by Union / Trade Combination - Pay Rates by Employee / Trade / Union - Minority hours reporting by job - Reporting job Hours by Cost Code - Earnings by Earn Code (REG vs. OT) on jobs - Employee Count by Date In a nutshell, if it is in the timecard history and associated tables, you can report on it !

Introduction to PivotCharts: Once you have created a pivot table, you may create a pivot CHART for the data contained within the pivot table. Let us start by editing the Pivot Table down to a more manageable set of data. We will require the Job Number, The Employee Number and the number of hours for the particular employee.

Click on the INSERT tab on the Ribbon, and Select Column from the Charts Group. Choose the 2-D Column / Clustered Column option.

The Chart lands in the middle of the screen, and may look really ugly because we have no filters enabled for the data.

First, let us move the chart to its own Worksheet. Right Click on a blank area of the chart and select Move Chart.

Choose to have the Chart moved to a New Worksheet

We now have the same mess, only larger and on a new sheet. Notice the Pivot Chart Filter Pane on the right hand side of the screen. Use the Axis Fields (Categories) dropdown to select a single Job.

These Results are much more legible and desirable

There are a great number of options to set when using Pivot Charts. These are all available under the PivotChart Tools section of your menu. You may experiment with these options, as there are far too many to cover in this class. A couple options of note include, showing data labels. This option is located under PivotChart tools – Layout – Data Labels. Choose Center to report the actual value of the column in the chart.

The DESIGN tab has many different color and shading options for the chart.

In order to enable the PivotChart Filter pane, Select PivotChart Tools – Analyze and Click the PivotChart Filter Button.

The PivotChart is linked directly to the PivotTable, as you make a selection on the worksheet with the PivotTable, the data changes on the PivotChart as well.

Yearly / Monthly Job Hours Report Tasks: Grouping Data within a PivotTable Pivot chart to track Job Hours

Start a new Query accessing the his_timecard and jobs tables. Create the following columns: his_timecard.job_id+’ – ‘+jobs.description as Job his_timecard.dated his_timecard.hours

Return the data to Excel and create a PivotTable from the Raw Data.

In the Row Labels, drag and drop the JOB field. In the Column Labels, drag and drop the dated field. In the Values field, drag and drop the hours field

We now have a PivotTable with the total hours on each job for each day that has been worked. If you are creating this pivot table with actual data, you may receive an error that the data is “too large” to fit on the sheet. Excel will prompt you to display as much as possible. Answer yes to this question, then use the GROUP function to summarize the data within the PivotTable.

Right-Click on the first Date field (in this case – Cell B4). Select GROUP

In the Grouping Text Box, you may select the parameters for the start date and end date of the data. We wish to see all dates, so let the Starting at and Ending at values default. In the “By” field, select Months and Years by clicking on these items.

You have now summarized the Job hours by Year and Month within the PivotTable.

On the PivotTable tools tab, you may select the Design Option and choose to show banded rows. This makes the report easier to read.

Clicking the individual “ + “ buttons to the left of the YEAR will collapse the entire year into a single column.

We can turn this PivotTable into a PivotChart as well. From the Insert Tab, choose Column.

Pretty busy…. Move the Chart to another sheet. Right = Click on the Chart and select Move Chart. Use the Axis Fields option on the right to select a single job.

From the PivotChart Tools tab / Layout, we can select to show data labels in various locations.

You may also choose to include a data table in the chart.

We can display the chart in a number of different ways. First, Select the PivotChart Tools Tab – Analyze sub-tab. Click on the Field List to enable the Pivot Table Field List. The First thing you may notice is that there are more fields in the PivotTable Field List than are in the original query. When we grouped the items n the pivot table, excel automatically “split” the dated field into and additional field titled “Years”.

By moving the Years field from the Legend Fields area to the Axis Fields area and moving the Job Field to the Report Filter section, we can create a whole different look on the chart.

By moving the dated field to the Axis Fields, the chart changes again to summarize by year.

Enable the PivotChart Filter to select all jobs in the Report Filter field.

Total Hours for all Jobs for all years (based on data in Foundation). You may choose to group the Data differently

If we look at all jobs for all years, we can start to determine labor hour requirements based on total history.