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Counting on specific values in a pivot table for sequential week commencing dates|General Excel Questions & Answers|Excel Forum|My Online Training Hub

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sp_CrumbsHome HomeExcel ForumGeneral Excel Questions & Answe…Counting on specific values in a pi…
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Counting on specific values in a pivot table for sequential week commencing dates
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Jason Fabien

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February 24, 2018 - 1:25 am
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Hi all

Very new to this, this forum is an excellent resource.

I have a data set that is pulled from a SharePoint intranet site providing data on recruitment activity in the business.  The recruitment manager currently manually updates a simple KPI spreadsheet using that data.  I've been asked to help automate the process as much as possible.

Using a pivot table I can get most the required elements, but I am struggling on two things:

1) Dates.

The KPI spreadsheet has rows for each week.  For each week the KPI report gives the total number of applicants who had one or more of the activities occur in that week.

KPI spreadsheet

W/C Apps. RAF RAF % Duplicates Screened Screened % App:Screen Pass Screen Passed % I'views Booked I'views as % of Apps No Shows No Show % I'views Passed Pass Rate Passed Vs Attended Screen:Interview TTWF Int:TTWF
14/08/2017 259 3 1.2% 41 114 52.3% 2.82 52 45.6% 42 16.2% 17 40.5% 16 38.1% 64.0% 3.50 18 72.4
21/08/2017 247 5 2.0% 38 116 55.5% 2.21 45 38.8% 55 22.3% 33 60.0% 15 27.3% 68.2% 5.32 15 68.3
28/08/2017 342 3 0.9% 54 104 36.1% 2.34 43 41.3% 31 9.1% 13 41.9% 13 41.9% 72.2% 4.45 4 46.5
04/09/2017 337 6 1.8% 61 124 44.9% 1.73 57 46.0% 50 14.8% 18 36.0% 23 46.0% 71.9% 5.62 8 84.8
11/09/2017 418 3 0.7% 82 144 42.9% 2.33 79 54.9% 62 14.8% 32 51.6% 17 27.4% 56.7% 4.93 4 62.5
18/09/2017 369 5 1.4% 46 134 41.5% 2.59 56 41.8% 80 21.7% 41 51.3% 22 27.5% 56.4% 5.16 11 61.2

The source data is a flat file

FullName RecruitingBranch JobSource ApplicationDate ScreeningDate ScreeningOutcome InterviewDate InterviewOutcome TTWFDate
     RAF 08/01/2018 11/01/2018 Failed: No Vacancies      
     JobBoard 03/11/2017 06/11/2017 Proceed 12/11/2017  Passed  
     RAF 31/12/2017   Awaiting      
     JobBoard 29/12/2017 02/01/2018 Proceed  05/01/2018  Failed  
     JobBoard 04/10/2017   Awaiting      

So, in the "App" column on KPI I need to count the number dates in "Application date" in the source data where the date falls in the KPI week commencing date (e.g. WC 14/08/2017 would count any row with an application date between 14/08/17 and 20/08/17, WC 21/08/17 would count any row with an application date between 21/08/17 and 27/08/17, and so on).

The same applies for column "Screened" on KPI, I need to count the number of dates in "ScreeningDate" in the source for each WC row; "I'views booked" count the number of dates in "InterviewDate" in the source for each WC row, and so on.

Is this possible?

2) Count specific items in a field.

Still working on a row for each week, in KPI for "RAF" I need to count the number of rows in that week that have "RAF" in JobSource in the source code.

In "Screen Pass" in KPI the count is for "Proceed" in the source data

In "I'views Passed" in KPI the count is for "Passed" in the source data

 

Perhaps pivot tables is not the way to go?  Looking forward to any suggestions you can make.

Thanks

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SunnyKow
Puchong, Malaysia

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February 24, 2018 - 10:25 am
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Hi Jason

Welcome to the Forum.

I would suggest you use the WEEKNUM() to identify the week number of the dates in both your KPI and Data sheets.

You can then use the COUNTIFS() function to match the week number of both sheets and get the results.

Hope this helps.

Sunny

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