Hello everyone!
I am currently a department manager at a retail company. We have about 8 departments with around a total of 100 employee. Currently the way all managers handle scheduling is to enter them in a excel workbook that everyone uses. This has certain drawbacks:
1) Predetermined shifts and lunch break deductions (meaning no custom shift), 2) when having more than 8 employee in the department the workbook hangs so much its easier to print a blank and do it pen and paper method with deducting manually the lunch times. 3) Multiple managers turning in schedules last minute/late since doing them pen and paper.
I use excel to day to day and am comfortable with basic formulas. Now i maybe over my head in this one but im trying to create a easier, less prone to hanging scheduling workbook where everyone can input shifts they can without having to manually calculate the hours worked and being on budget.
The way we calculate a lunch deductions is all depending of the hours scheduled. So someone working from 6:00 to 15:00 has a 9h schedule. We deduct 1h for lunch. so the employee works 8h.
If you work from A: 3 hours to 5h you get no lunch deduction, B: More than 5h but less than 7h, 30 minute lunch C: more than 7h to 10h is 1h lunch and finnaly D: 11h to 12h is 2h lunch deduction.
I was able to convert an inputted shift to hours worked, but when trying to add an IF fonction to read if its a text or input shift (6:00-15:00) and therefore put a value of 0, it keep return as if there was a text present. (this is relating to cell D7)
Below is my new schedule format:
In a perfect world i would love that all the conversion from shift time to hours worked with a lunch deduction be made as manually inputed in employee 1 but i am going for a more realistical 2 colums approach in employee 2 where i can hide colum D so managers dont get confused on why there 2 hours worked columns. For the final workbook There will be a "Data" sheet where Forecast hours and whatever data that needs to be there.
I made a "testing data" sheet where i currently have this table to have a reference to deduct ammount for lunch:
here is a sample of the original schedule:
Thank you for any help you guys may provide and i apologize in advance for my english as it is not my first language.
Thank you!
I am currently a department manager at a retail company. We have about 8 departments with around a total of 100 employee. Currently the way all managers handle scheduling is to enter them in a excel workbook that everyone uses. This has certain drawbacks:
1) Predetermined shifts and lunch break deductions (meaning no custom shift), 2) when having more than 8 employee in the department the workbook hangs so much its easier to print a blank and do it pen and paper method with deducting manually the lunch times. 3) Multiple managers turning in schedules last minute/late since doing them pen and paper.
I use excel to day to day and am comfortable with basic formulas. Now i maybe over my head in this one but im trying to create a easier, less prone to hanging scheduling workbook where everyone can input shifts they can without having to manually calculate the hours worked and being on budget.
The way we calculate a lunch deductions is all depending of the hours scheduled. So someone working from 6:00 to 15:00 has a 9h schedule. We deduct 1h for lunch. so the employee works 8h.
If you work from A: 3 hours to 5h you get no lunch deduction, B: More than 5h but less than 7h, 30 minute lunch C: more than 7h to 10h is 1h lunch and finnaly D: 11h to 12h is 2h lunch deduction.
I was able to convert an inputted shift to hours worked, but when trying to add an IF fonction to read if its a text or input shift (6:00-15:00) and therefore put a value of 0, it keep return as if there was a text present. (this is relating to cell D7)
Below is my new schedule format:
New Schedules - Copy.xlsx | ||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | G | H | I | J | |||
1 | Delivery | |||||||||||
2 | ||||||||||||
3 | ||||||||||||
4 | Week from 16 octobre au 22 october 2022 | |||||||||||
5 | Employe 1 | Employe 2 | Employe 3 | Employe 4 | ||||||||
6 | ||||||||||||
7 | Sunday | Off | 12:00-17:00 | Off | Off | |||||||
8 | 0.00 | 0.00 | ||||||||||
9 | Monday | 6:00-15:00 | 12:00-17:00 | |||||||||
10 | 8.00 | 5.00 | 13.00 | |||||||||
11 | Tuesday | 8:00-17:00 | 12:00-19:00 | |||||||||
12 | 8.00 | 7.00 | 6.00 | 14.00 | ||||||||
13 | Wednesday | 9:00-12:00 | 6:00-12:00 | |||||||||
14 | 3.00 | 6.00 | 9.00 | |||||||||
15 | Thursday | |||||||||||
16 | 0.00 | |||||||||||
17 | Friday | |||||||||||
18 | 0.00 | |||||||||||
19 | Saturday | |||||||||||
20 | 0.00 | |||||||||||
21 | 0.00 | 19.00 | 6.00 | 0.00 | 0.00 | 0.00 | 0.00 | 25.00 | ||||
22 | ||||||||||||
23 | # of Hour : | 25.00 | hours | |||||||||
24 | Formation : | hours | ||||||||||
25 | Forecast : | 120 | 95.00 | |||||||||
Testing new |
Cell Formulas | ||
---|---|---|
Range | Formula | |
D8 | D8 | =IF(ISTEXT(D7),0,(RIGHT(D7,5)-LEFT(D7,5)+(--LEFT(D7,5)>--RIGHT(D7,5)))*24) |
J8,J20:J21,J18,J16,J14,J10 | J8 | =SUM(B8:I8) |
D10,C14:D14,D12 | D10 | =(RIGHT(D9,5)-LEFT(D9,5)+(--LEFT(D9,5)>--RIGHT(D9,5)))*24 |
J12 | J12 | =SUM(B12,C12,E12,F12,G12,H12,I12) |
F21:I21,B21:C21 | B21 | =SUM(B8+B10+B12+B14+B16+B18+B20) |
D21 | D21 | =SUM(E8+E10+E12+E14+E16+E18+E20) |
E23 | E23 | =J21 |
E25 | E25 | =120 |
F25 | F25 | =E25-E23 |
Cells with Conditional Formatting | ||||
---|---|---|---|---|
Cell | Condition | Cell Format | Stop If True | |
B7:I7,B9:I9,B11:I11,B13:I13,B15:I15,B17:I17,B19:I19 | Cell Value | ="Off" | text | NO |
Cells with Data Validation | ||
---|---|---|
Cell | Allow | Criteria |
H15:I15 | List | ='Data '!$C$2:$C$60 |
H17:I17 | List | ='Data '!$C$2:$C$60 |
H9:I9 | List | ='Data '!$C$2:$C$60 |
H13:I13 | List | ='Data '!$C$2:$C$60 |
H19:I19 | List | ='Data '!$C$2:$C$60 |
H11:I11 | List | ='Data '!$C$2:$C$60 |
B11 | List | ='Data '!$C$2:$C$60 |
B19 | List | ='Data '!$C$2:$C$60 |
B13 | List | ='Data '!$C$2:$C$60 |
B9 | List | ='Data '!$C$2:$C$60 |
B17 | List | ='Data '!$C$2:$C$60 |
B15 | List | ='Data '!$C$2:$C$60 |
B7 | List | ='Data '!$C$2:$C$60 |
H7:I7 | List | ='Data '!$C$2:$C$60 |
In a perfect world i would love that all the conversion from shift time to hours worked with a lunch deduction be made as manually inputed in employee 1 but i am going for a more realistical 2 colums approach in employee 2 where i can hide colum D so managers dont get confused on why there 2 hours worked columns. For the final workbook There will be a "Data" sheet where Forecast hours and whatever data that needs to be there.
I made a "testing data" sheet where i currently have this table to have a reference to deduct ammount for lunch:
If workshift from | to , then subtract | lunch |
3.00 | 5.00 | 0.00 |
5.01 | 6.99 | 0.50 |
7.00 | 10.00 | 1.00 |
11.00 | 12.00 | 2.00 |
here is a sample of the original schedule:
New Schedules - Copy.xlsx | |||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | |||
1 | Delivery | ||||||||||||||||||||||
2 | |||||||||||||||||||||||
3 | |||||||||||||||||||||||
4 | Week from 16 octobre au 22 october 2022 | ||||||||||||||||||||||
5 | Employe 1 | Employe 2 | Employe 3 | Employe 4 | |||||||||||||||||||
6 | |||||||||||||||||||||||
7 | Sunday | Off | Off | Off | Not Avail. | ||||||||||||||||||
8 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |||||||||||||||
9 | Monday | 6:00 - 15:00 | 8:00 - 17:00 | 8:00 - 14:00 | Not Avail. | ||||||||||||||||||
10 | 0.00 | 8.00 | 8.00 | 5.50 | 0.00 | 0.00 | 0.00 | 21.50 | |||||||||||||||
11 | Tuesday | 6:00 - 15:00 | 8:00 - 17:00 | 8:00 - 14:00 | Not Avail. | ||||||||||||||||||
12 | 0.00 | 8.00 | 8.00 | 5.50 | 0.00 | 0.00 | 0.00 | 21.50 | |||||||||||||||
13 | Wednesday | 6:00 - 15:00 | 8:00 - 17:00 | 8:00 - 14:00 | Formation | ||||||||||||||||||
14 | 0.00 | 8.00 | 8.00 | 5.50 | 0.00 | 0.00 | 0.00 | 21.50 | |||||||||||||||
15 | Thursday | 6:00 - 15:00 | 8:00 - 17:00 | 8:00 - 14:00 | 5:30- 14:00 | ||||||||||||||||||
16 | 0.00 | 8.00 | 8.00 | 5.50 | 7.50 | 0.00 | 0.00 | 29.00 | |||||||||||||||
17 | Friday | 6:00 - 15:00 | 8:00 - 17:00 | 8:00 - 14:00 | Off | ||||||||||||||||||
18 | 0.00 | 8.00 | 8.00 | 5.50 | 0.00 | 0.00 | 0.00 | 21.50 | |||||||||||||||
19 | Saturday | Off | Off | Off | 7:00 - 12:00 | ||||||||||||||||||
20 | 0.00 | 0.00 | 0.00 | 0.00 | 5.00 | 0.00 | 0.00 | 5.00 | |||||||||||||||
21 | 0.00 | 40.00 | 40.00 | 27.50 | 12.50 | 0.00 | 0.00 | 120.00 | |||||||||||||||
22 | |||||||||||||||||||||||
23 | Nb. d'heure : | 120.00 | hours | ||||||||||||||||||||
24 | Formation : | hours | Holiday | 0.00 | 6:00 - 16:00 | 9.00 | 10:00 - 15:30 | 5.50 | 7:55 - 17:00 | 8.08 | |||||||||||||
25 | Forecast : | 120 | 0.00 | Formation | 0.00 | 8:00 - 18:00 | 9.00 | 10:00 - 16:00 | 5.50 | ||||||||||||||
26 | Not Avail. | 0.00 | 11:00 - 21:00 | 9.00 | 8:00 - 14:00 | 5.50 | 7:55 - 15:00 | 6.08 | |||||||||||||||
27 | Auth. Off | 0.00 | 7:00 - 17:00 | 9.00 | 12:00-18:00 | 5.50 | |||||||||||||||||
28 | Vacations | 0.00 | 11:00 - 17:00 | 5.50 | |||||||||||||||||||
29 | Off | 0.00 | 7:55 - 16:00 | 7.08 | |||||||||||||||||||
30 | 12:00 - 20:00 | 7.00 | |||||||||||||||||||||
31 | 5:30 - 14:30 | 8.00 | 13:00 - 21:00 | 7.00 | 13:00 - 21:15 | 7.32 | |||||||||||||||||
32 | 6:00 - 15:00 | 8.00 | 10:00 - 18:00 | 7.00 | 17:00 - 21:00 | 4.00 | |||||||||||||||||
33 | 6:30 - 15:30 | 8.00 | 9:00 -17:00 | 7.00 | 9:00 - 13:00 | 4.00 | 17:00 - 21:15 | 4.32 | |||||||||||||||
34 | 7:00 -16:00 | 8.00 | 8:00 - 16:00 | 7.00 | 12:00 - 16:00 | 4.00 | |||||||||||||||||
35 | 7:30 - 16:30 | 8.00 | 10:00 - 14:00 | 4.00 | 10:00 - 14:30 | 4.50 | |||||||||||||||||
36 | 8:00 - 17:00 | 8.00 | 8:00 - 12:00 | 4.00 | |||||||||||||||||||
37 | 9:00 - 18:00 | 8.00 | 9:00 - 17:30 | 7.50 | 17:30 - 21:00 | 3.50 | |||||||||||||||||
38 | 9:30 - 18:30 | 8.00 | 5:30- 14:00 | 7.50 | |||||||||||||||||||
39 | 10:00 - 19:00 | 8.00 | 11:30 - 20:00 | 7.50 | 8:00 -15:00 | 6.00 | |||||||||||||||||
40 | 12:00 - 21:00 | 8.00 | 7:00 - 13:00 | 6.00 | |||||||||||||||||||
41 | 10:00 - 17:00 | 6.00 | |||||||||||||||||||||
42 | 7:00 - 12:00 | 5.00 | 14:00 - 21:00 | 6.00 | |||||||||||||||||||
43 | 8:00 - 13:00 | 5.00 | 12:00 - 19:00 | 6.00 | |||||||||||||||||||
44 | 9:00 - 14:00 | 5.00 | |||||||||||||||||||||
45 | 10:00 - 15:00 | 5.00 | |||||||||||||||||||||
46 | 10:30 - 15:30 | 5.00 | 7:55 - 12:00 | 4.08 | |||||||||||||||||||
47 | 12:00 - 17:00 | 5.00 | |||||||||||||||||||||
48 | 16:00 - 21:00 | 5.00 | |||||||||||||||||||||
Delivery |
Cell Formulas | ||
---|---|---|
Range | Formula | |
A4 | A4 | ='Data '!A1 |
B18:H18,B16:H16,B14:H14,B12:H12,B10:H10,B8:H8 | B8 | =IF(OR(B7=$K$24,B7=$K$25,B7=$K$26,B7=$K$27,B7=$K$28,B7=$K$29),0,IF(OR(B7=$K$31,B7=$K$32,B7=$K$33,B7=$K$34,B7=$K$35,B7=$K$36,B7=$K$37,B7=$K$38,B7=$K$39,B7=$K$40),8,IF(OR(B7=$N$24,B7=$N$25,B7=$N$26,B7=$N$27),9,IF(OR(B7=$N$30,B7=$N$31,B7=$N$32,B7=$N$33,B7=$N$34),7,IF(OR(B7=$N$37,B7=$N$38,B7=$N$39),7.5,IF(OR(B7=$N$42,B7=$N$43,B7=$N$44,B7=$N$45,B7=$N$46,B7=$N$47,B7=$N$48),5,IF(OR(B7=$Q$24,B7=$Q$25,B7=$Q$26,B7=$Q$27,B7=$Q$28),5.5,IF(OR(B7=$Q$32,B7=$Q$33,B7=$Q$34,B7=$Q$35,B7=$Q$36),4,IF(OR(B7=$Q$39,B7=$Q$40,B7=$Q$41,B7=$Q$42,B7=$Q$43),6,IF(B7=$Q$46,4.08,IF(B7=$T$24,8.08,IF(B7=$T$26,6.08,IF(B7=$T$29,7.08,IF(B7=$T$31,7.32,IF(B7=$T$33,4.32,IF(B7=$T$35,4.5,IF(B7=$T$37,3.5,0))))))))))))))))) |
I8,I20:I21,I18,I16,I14,I12,I10 | I8 | =SUM(B8:H8) |
B20:H20 | B20 | =IF(OR(B19=$K$24,B19=$K$25,B19=$K$26,B19=$K$27,B19=$K$28,B19=$K$29),0,IF(OR(B19=$K$31,B19=$K$32,B19=$K$33,B19=$K$34,B19=$K$35,B19=$K$36,B19=$K$37,B19=$K$38,B19=$K$39,B19=$K$40),8,IF(OR(B19=$N$24,B19=$N$25,B19=$N$26,B19=$N$27),9,IF(OR(B19=$N$30,B19=$N$31,B19=$N$32,B19=$N$33,B19=$N$34),7,IF(OR(B19=$N$37,B19=$N$38,B19=$N$39),7.5,IF(OR(B19=$N$42,B19=$N$43,B19=$N$44,B19=$N$45,B19=$N$46,B19=$N$47,B19=$N$48),5,IF(OR(B19=$Q$24,B19=$Q$25,B19=$Q$26,B19=$Q$27,B19=$Q$28),5.5,IF(OR(B19=$Q$32,B19=$Q$33,B19=$Q$34,B19=$Q$35,B19=$Q$36),4,IF(OR(B19=$Q$39,B19=$Q$41,B19=$Q$42,B19=$Q$43),6,IF(B19=$Q$46,4.08,IF(B19=$T$24,8.08,IF(B19=$T$26,6.08,IF(B19=$T$29,7.08,IF(B19=$T$31,7.32,IF(B19=$T$33,4.32,IF(B19=$T$35,4.5,IF(B19=$T$37,3.5,0))))))))))))))))) |
B21:H21 | B21 | =SUM(B8+B10+B12+B14+B16+B18+B20) |
D23 | D23 | =I21 |
D25 | D25 | ='Data '!A4 |
E25 | E25 | =D25-D23 |
O33 | O33 | =7 |
Cells with Conditional Formatting | ||||
---|---|---|---|---|
Cell | Condition | Cell Format | Stop If True | |
B7:H7,B13:H13,B15:H15,B9:H9,B11:H11,B17:H17,B19:H19 | Cell Value | =$K$25 | text | NO |
B7:H7,B13:H13,B15:H15,B9:H9,B11:H11,B17:H17,B19:H19 | Cell Value | =$K$29 | text | NO |
B7:H7,B13:H13,B15:H15,B9:H9,B11:H11,B17:H17,B19:H19 | Cell Value | =$K$24 | text | NO |
B7:H7,B13:H13,B15:H15,B9:H9,B11:H11,B17:H17,B19:H19 | Cell Value | contains "21:" | text | NO |
Cells with Data Validation | ||
---|---|---|
Cell | Allow | Criteria |
B7:H7 | List | ='Data '!$C$2:$C$60 |
B15:H15 | List | ='Data '!$C$2:$C$60 |
B11:H11 | List | ='Data '!$C$2:$C$60 |
B9:H9 | List | ='Data '!$C$2:$C$60 |
B13:H13 | List | ='Data '!$C$2:$C$60 |
B17:H17 | List | ='Data '!$C$2:$C$60 |
B19:H19 | List | ='Data '!$C$2:$C$60 |
Thank you for any help you guys may provide and i apologize in advance for my english as it is not my first language.
Thank you!