I'm trying to make spreadsheet that calculate overtime hours as the following:
If the task started after 2pm the hour is calculated as an hour and a half
if the task started after 12 am the hour is calculated as 2 hours
I wrote the following formula in column E:
=IF(AND(B5>G1;B5<G2);D5*D1;D5*D2)
but I get false results where did I went wrong?
thank you
The problem with your formula is that you are thinking of 12:00 AM as midnight. or 24:00. If you look at G2 you will see 12:00 AM or (24:00) in Excel it is stored as 0. You logical check is checking to if anything is less than zero. Assuming that you are never dealing with negative time your result will always be false as no time is less than zero.
I would change your layout a bit and add a shift 3 where there is no overtime. What happens when someone starts at 9 AM?
IF you have to keep your layout as is, I would change your formula in cell D5 to read:
=HOUR(C5-B5)
And then make sure cells D1,D2,D5 and E5 are all general format since they are just numbers and not actual time.
Next set G2 equal to 08:00
change your formula in E5 to:
=IF(B5<G2,D5*D2,IF(B5>=G1,D5*D1,D5))
or
=D5*IF(B5<G2,D2,IF(B5>=G1,D1,1))
See if that gets you any further.
One thing to watch out for is that Excel stores time in a decimal format which can really throw you off. You may think your are dealing with 12 when you see 12:00 PM in a cell, but what excel really has stored in that cell is 0.5 as it is half way through the day. 24:00 does not exist Excel formulas will treat it as 0 if it is supplied as an input for formulas. VBA will not accept it. Valid Excel times range from 00:00 to 23:59.
now having said this if you are looking strictly at 8 hour shifts and are only concerned about start times, you could simply do an if statement saying IF(start time = shift 1 start time, then multiply by shift 1 rate, IF( start time = shift 2 start time, then multiply by shift 2 rate, no special rate))
something else to consider, if you are looking at actual start times, and a person starts in one shift but finishes during the next shift what happens?
Related
I have a problem where I am trying to calculate in Excel if any part of a provided work duty time period is contained within a user defined period which specifies the night working hours e.g. 2330-0559 or 0000-0630.
If I provide a work duty time I want and any part of the duty is within the specified period it needs to be identified. E.g. 2230-0630 duty time is within both examples above.
I can tried a few different solutions and still not got the right way solve it.
Maybe someone can help. I also know that 24:00 in excel is used for midnight at the end of the day and 00:00 is used for midnight starting the day as excel works from 0-1 as part of the day.
=OR(MOD(A5,1)>$E$2,MOD(A5,1)<$F$2)
I would work with the number of minutes as decimal and with it make a valid range from "Duty start time" and "Duty end time".
Check if you can make any sense out of this:
Here the example:
https://drive.google.com/file/d/1O1B76srlY8sYQHsV_TiZVzi-7B_18eSj/view?usp=sharing
Update: Sorry for the lack of explanation. Here I try my best to clarify how I did it.
Conversion
First of all I try to convert any time into minutes, so 00:00 is 0 minutes, 01:00 is 60 minutes, 24:00 (excel shows 00:00) is 1440 minutes, 25:00 (excel shows 01:00) is 1500 minutes.
That conversion I do with CONVERT(E2,"day", "mn"), which does convert from day to minutes.
Range Normalization and inclusion
Now every range has to be normalized, that means the "End" has to be always bigger than "Start". For 00:00 to 06:00 this works fine, but for 22:00 to 06:00 it needs to be tweaked. So if "Start" is bigger than "End" then I add 1440 mins (24 hours) to "End". That I do with IF(A6>B6, 1440,0).
You then need to see if any "Duty range" contains the "Night range". That normally is done with the formula if (DutyEnd > NightStart AND DuttyStart < NightEnd) then TRUE.
Challenge 1
That was the main concept. But then if you try to compare a range like 00:00-06:00 contained in 24:00-06-00 it does not work. And that is because the converted minutes are 0-360 and 1440-1830, they don't contain each other.
In E3 to fix this I cut down 1440 with modulo (MOD()), then MOD(1440, 1440) = 0. So even if you use values like 25:00 or 52:00, they will be cut down to the smallest amount of minutes. E.g. 25:00 (1500 mins) = 1:00 = 60 mins, 52:00 (3120 mins) = 4:00 = 240 mins
Challenge 2
We have yet another challenge, the possible comparisons are as follows:
00:00-06:00 contained in 00:00-06:00 which in minutes is 0-390 contained in 0-390
00:00-06:00 contained in 22:00-06:00 which in minutes is 0-390 contained in 1320-1830
22:00-06:00 contained in 00:00-06:00 which in minutes is 1320-1830 contained in 0-390
These last two will not match. So that is why in the "Contains" column (E.g.: E6) I compare against the "Night criteria" - 1400 and + 1400.
Hope it is a bit clear. Let me know otherwise..
UNDERSTANDING DATE AND TIME IN EXCEL
Dates in excel are stored as INTEGERS. They represent the days since 1900/01/1 with that date being 1.
Time is stored as a decimal which represents a fraction of a day. 24 hours is 1, 0.5 is 12 noon. etc.
In other words, everything to the left of the decimal is date and everything to the right is time.
JUST USING TIME AND CROSSING MIDNIGHT
This is problematic from the view point that early morning times are less than the late times of the previous day. The fact of the matter is that they are larger. In our heads we do the mental math of knowing the are the following day but we ignore the date aspect.
A quick way to rectify this is to add the date to your time. Life will become much easier with the math. You may however not want to add full dates to start and end times. WITH THE ASSUMPTION that start and end times are not more than 24 hours the simple work around is is to add 1 to the end time when the end time is less than the start time. This means its the next day.
It the example date you provided, column C was insert to CORRECT the end time. It did the check of end less than start if so add one using the following formula:
=B6+(B6<=A6)
The part in brackets is a logic check. It either evaluates to TRUE or FALSE. When excel runs a boolean (TRUE or FALSE) through a math operator (not a function like sum) it will convert TRUE to 1 and FALSE to 0.
LENGTH
Straight forward math of C minus A since C is always after you start and is the larger of the two numbers.
=C6-A6
CROSSING MIDNIGHT
Need to be a little careful in your definition of crossing midnight when a start time or end time is exactly midnight. Technically speaking you did not cross it if you start or stop on it. The difference is really < versus <= or > versus >=. I will leave that to you to sort out. For the math I used:
=AND(A6<1,C6>=1)
Though I did not use this column for anything else
START CHECK
=OR(A6>$F$2,A6<$G$2)
END CHECK
=OR(B6>$F$2,B6<$G$2)
ANY TIME CHECK
I broke this into three columns. It can be combined into one but wanted to show the working parts. The first check is to see if the start time is before the night start and that the shift end time was after the night start time. The second check was similar for the the fisrt except you want to know if the start time is before the night end time and the shift end time is after the night end time. For the OR case you want to check to see if ANY of columns F through I are true:
COLUMN H
=AND(A6<=$F$2,C6>$F$2)
COLUMN I
=AND(A6<$G$2+1,C6>$G$2+1)
Note the +1 for night end time. This is to reflect that the end time is actually on the following day.
COLUMN J
=OR(F6,G6,H6,I6)
or
=(F6+G6+H6+I6)>=1
Place the above formulas in row 6 and copy down as needed
Well, I think I'm missing something but let's see if this works for you. To make this work:
All hours must be typed in hh:mm format
Night Criteria End must be on a different day. This means it must be over 00:00 or formulas won't work. If you type something
like start criteria=22:00 and night criteria= 23:50, both times
would be in the same day, so formulas won't work
This formulas only work in periods less than 24 hours. If anytime the different between criterias is over 24 hours, formulas won't work
properly.
Now, I replied your data like this:
The trick here is dealing with times without dates. Dates in Excel are înteger numbers and decimal parts are the hours/minutes/seconds. So to compare properly hours like this, you need to add an integer part.
Let me explain. In Excel, 18:00 would be 0,75. And 06:00 would be 0,25. If you try to get the difference between both times, you will get -0,5. In decimal it makes sense, but when trying to convert to time, it makes no sense for Excel. So, as I said before, the trick here is adding integers (in this case, because 06:00 is lower than 18:00, we would add +1), so Excel would make 1,25 - 0,75 = 0,5. And Excel can convert 0,5 to hours, and it will return exactly 12 hours, the right result.
So knowing this, the trick in formulas for your data is comparing ends with starts and add 1 or 2 to compare then properly with your criteria. That way Excel can figure out if a time is later or sooner than a criteria.
All my formulas are these ones:
LENGHT: =IF(B5<A5;B5+1-A5;B5-A5)
CROSS MIDNIGHT: =IF(Y(B5<A5;B5<>0);TRUE;FALSE)
START BETWEEN CRITERIA: =IF(AND(IF(A5<$E$2;A5+2;1+A5)>=1+$E$2;IF(A5<$E$2;A5+2;1+A5)<=$F$2+2);TRUE;FALSE)
END BETWEEN CRITERIA: =IF(AND(IF(B5<$E$2;B5+2;1+B5)>=1+$E$2;SI(B5<$E$2;B5+2;1+B5)<=$F$2+2);TRUE;FALSE)
ANY PART:=IF(OR(E5=TRUE;F5=TRUE;AND(A5<$E$2;A5+C5>1+$F$2));TRUE;FALSE)
Anyways, I uploaded a file to my Gdrive, in case it may be helpful to download and check the formulas.
This is the best I got. Probably there is a better way, but I hope this can help you, or at least, you can adapt it to your needs.
https://drive.google.com/open?id=1nrZKfyUhED_y6iiPRSUwRf7GhJlBYt-O
In assessing how many agents can be added to certain times of day without exceeding the number of seats in the call center, I'm trying to discern how many agents are scheduled for each half hour interval on each day of the week.
Using the =SUMPRODUCT(((A$2:A$1000<=D2)+(B$2:B$1000>D2)+(A$2:A$1000>B$2:B$1000)=2)+0) formula I've been able to identify how many total agents work for each interval, however this doesn't take the day of week into account.
I currently have my spreadsheet setup this way:
K is the start time of the shift, L is the end time of the shift, M to S pulls data from another sheet that shows a 1 if the agent works on that day of the week and 0 if they do not, and then U has all the time intervals listed out. In the example, it's cut off but the columns continue down as needed. U goes to 49 and I've just been using a range from 2 to 500 for the others as we currently do not have that many shifts and I'm leaving space for the moment.
After some Googling, I tried =SUMPRODUCT(--(M2:M500="1"),(((K$2:K$1000<=U2)+(L$2:L$1000>U2)+(K$2:K$1000>L$2:L$1000)=2)+0)) but it only returns #VALUE! so I'm not sure what I'm doing wrong.
Any suggestions of how I can make this work? Please let me know if more information would be useful. Thanks.
=sumproduct(($K$2:$K$1000<=U2)*($L$2:$L$1000>=U2))
That will count the number of occurrences where the start time is less than or equal to the time in U2 AND the end time is greater than or equal to U2. It will check time from row 2 to row 1000. Any time one condition is checked and its true the comparison will result in value of TRUE and FALSE when its not true. The * act like an AND condition while at the same time converts TRUE and FALSE values to 1 and 0. So both conditions have to be true for a value of 1 to result. Sumproduct then totals up all the 1 and 0 to get you a count.
In order to consider the days of the week, you will need one thing to be true. Your headers in M1:S1 will need to be unique (which I believe they are). You will need to either repeat them in adjacent columns to M or in say V1 you have a cell that can change to the header of the day of the week you are interested in. I would assume the former so you can see each day at the same time.
In order to do this you want to add more conditions and pay attention to you reference locks $.
In V2 you could use the following formula and copy down and to the right as needed:
=sumproduct(($K$2:$K$1000<=$U2)*($L$2:$L$1000>=$U2)*(M$2:M$1000))
UPDATE #1
ISSUE 1 Time ranges ending the following day (after midnight)
It is based on the assumption that the ending time is later than the start time. When a shift starts at 22:00 and end at 6:30 as an example, our mind says that the 0630 is later than 22:00 because it is the following day. Excel however has no clue that 0630 is the following day and without extra information assumes it to be the same day. In excel date is stored as an integer and time is stored as a decimal. When you only supply the time during entry it uses 0 for the date.
In excel the date is the number of days since 1900/01/00. So one way to deal with your time out is to add a day to it. This way excel will know your out time is after your in time when the hour is actually earlier in the day.
See your sample data below.
Using your sample data, I did a straight copy of the value in L and placed it in M (=L3 and copy down). I then changed the cell display format from time to general. This allows you to see how excel sees the time. Note how all the time is less than 1.
In column N I added 1 to the value when the out time was less than the in time to indicate that it was the following day and we had not actually invented time travel. I also used the trick of a math operation will convert a TRUE/FALSE result to 1 or 0 to shorten the equation. I used =M3+(L3<K3) and copied down. You will notice in the green bands that the values are now greater than 1.
In the next column I just copied the values from N over using =N3 copied down, and then I applied just a time display format for the cell. Because it is only time format, the date is ignored and visually your time in column O looks the same as column L. The big difference is excel now knows that it is the following day.
you can quickly fix your out times by using the following formula in a blank column and then copying the results and pasting them back over the source column using paste special values.
=M2+(L2<K2)
The next part is for your time check. When looking at the 12:00 time you need to look at 1200 of the current day incase a shift started at 12:00 and you need to look at the 1200 period of the following day. In order to do that we need to modify the the original formula as follows:
=sumproduct(($K$2:$K$1000<=$U2)*($L$2:$L$1000>=$U2)*(M$2:M$1000)+($K$2:$K$1000<=$U2+1)*($L$2:$L$1000>=$U2+1)*(M$2:M$1000))
Note that the + in the middle of (M$2:M$1000) + ($K$2:$K$1000<=$U2+1)? This + acts like an OR function.
Issue 2 Time In/Out 15 minute increments, range 30 minute increments
You may be able to achieve this with the ROUNDDOWN Function or MROUND. I would combine this with the TIME function. Basically you want to have any quarter hour start time be treated as 15 minutes sooner.
=ROUNDDOWN(E3/TIME(0,30,0),0)*TIME(0,30,0)
Where E3 is your time to be converted
So your formula may wind up looking something like:
=sumproduct((ROUNDDOWN($K$2:$K$1000/TIME(0,30,0),0)*TIME(0,30,0)<=$U2)*($L$2:$L$1000>=$U2)*(M$2:M$1000)+((ROUNDDOWN($K$2:$K$1000/TIME(0,30,0),0)*TIME(0,30,0)<=$U2+1)*($L$2:$L$1000>=$U2+1)*(M$2:M$1000))
similar option could be used for the leaving time and rounding it up to the next 30 minute interval. In which case just use the ROUNDUP function. Though I am not sure it is required.
I would like to have a formula which will tell me if a time in a cell is between 2 separate vlaues in other cells and to return a value if so.
I have already created the below code but this is not returning any values back at all.
=IF(AND(F4>=$R$1,F4<P1),"Night Shift",IF(AND(F4>=$P$1,F4<$Q$1),"AM Shift",IF(AND(F4>=$Q$1,F4<$R$1),"PM Shift","")))
In this example the cell values are (P1 = 06:00, Q1 = 14:00, R1 = 22:00). The value in the F4 is 00:31:38.
Any help would be appreciated.
Your first AND needs to adjust a little.
Excel sees TIME as a fraction of 1 whole day. So 00:31:38 though you meant it to be the next day from 22:00, Excel does not know that and as such will not see it greater than 22:00
We also do not need to test for the Night Shift. It is the only option left if the time is not in one of the others:
=IF(F4<>"",IF(AND(F4>=$P$1,F4<$Q$1),"AM Shift",IF(AND(F4>=$Q$1,F4<$R$1),"PM Shift","Night Shift")),"")
You could also create a small table like such:
0 6:00 14:00 22:00
Night Shift AM Shift PM Shift Night Shift
Then use a HLOOKUP to return the correct value:
=HLOOKUP(F4,O1:R2,2,TRUE)
I took a slightly different path that Scotts.
A Night Shift occurs if the time is greater or equal to 10PM, OR is less than 6AM.
=OR($F$4<$P$1,$F$4>=$R$1)
An AM Shift occurs when the time is greater or equal to 6AM, AND is less than 2PM.
=AND($F$4>=$P$1,$F$4<$Q$1)
A PM Shift occurs when the time is greater or equal to 2PM, AND is less than 10PM.
=AND($F$4>=$Q$1,$F$4<$R$1)
Stick the three conditions together and you have:
=IF(OR($F$4<$P$1,$F$4>=$R$1),"Night Shift",IF(AND($F$4>=$P$1,$F$4<$Q$1),"AM Shift",IF(AND($F$4>=$Q$1,$F$4<$R$1),"PM Shift","")))
Edit
During testing I entered 00:00:00 in A1 and =A1+TIMEVALUE("00:01:00") in A2:A1440.
At 06:00:00, 14:00:00 and 22:00:00 the changeover in shift happened a minute later.
If, however, I manually typed in 06:00:00 the changeover happened on the hour. This seems to be because TIMEVALUE is calculating 6AM as 0.2499999 rather than 0.25.
=IF(OR(HOUR(NOW())>22,HOUR(NOW())<7),"NIGHT","")&IF(AND(HOUR(NOW())>6,HOUR(NOW())<15),"MORNING","")&IF(AND(HOUR(NOW())>14,HOUR(NOW())<23),"LATE","")
I know a bit late but simplifies everything without the need of using other cells (note there are different times used).
Night - 23-07
AM - 07-15
PM - 15-23
I'm trying to get the + and - between two times but if the time I am subtracting from is greater than the time I am subtracting it gives me the difference in 24 hours.
I would like it to show this:
Perhaps this needs to be done in VBA. Have column B be the time to compare to and put max time apart as 12 hours, either positive or negative. So if the time is different by over 12 hours it becomes a negative instead of positive or vise-versa?
#tysonwright that is the best way to do it. Thanks. I assumed there was a better process but apparently there is not. So with that, I change the date to the next day to get 23:59 to 0:01.
If your clockin is in A1 and your Schedule is in A2, your Difference should be:
=IF(A1>B1,TEXT((A1-B1),"-h:mm"),TEXT((B1-A1),"h:mm" ))
I'm using Excel to write down my shifts and get a total of worked hours per day and per week.
I structured it this way:
Everything seemed to work fine until I finished to work at 12.30 am. The result with my formula was -17 hours instead of 7. How can I fix my formula so that it displays a correct amount? I'm using the following formula and I want the result to be displayed in number format, not time.
=IF(C11=0,0,IFERROR(((C11-B11)-D11)*24,0))
What formula can I use?
Excel treats days as 1 for every day past Dec 31, 1899. Today happens to be 42,217. Time is nothing more than a decimal portion of a day. Today at noon was 42,217.5 and tomorrow at 03:00 will be 42,218.125.
Excel also treats boolean (e.g. TRUE/FALSE) values as either 1 or 0 when used in a mathematical equation. e.g. 0.5 + TRUE = 1.5 while 0.5 + FALSE = 0.5.
Test to see if the minuend is less than the subtrahend and if it is, add 1 to it using the result of the test itself.
=(C11+(C11<B11)-B11)*24
Finally, it should be mentioned that while you can subtract a larger time from a smaller time to receive a negative decimal value, the negative value cannot be interpreted as time since Excel does not recognize negative time. If you were not multiplying by 24 to retrieve the hours as integers and simply subtracting B11 from C11 the cell would be filled with hashmarks (e.g. ############) to show the error. e.g. 08:00 - 10:00 = (as time) #######.