Assume a three column table arranged as follows: Circle, Date of Fault and ID. Dates in the date range span one week – November 26, 2012 to December 2, 2012. A particular equipment can be only one specific Region and the same equipment an go faulty multiple times within one week. Data for one week is about 8,400 rows.
There are three questions to be answered from this data:
1. The Circle wise, count of ID’s which went faulty more than twice between November 26, 2012 and December 2, 2012; and
2. The Circle wise, count of faulty instances more than twice between November 26, 2012 and December 2, 2012; and
3. Determine individual sites for 1 and 2 above
The difference between 1 and 2 above is “If a certain ID goes down 4 times, then for question1, the answer should be 1. For question2, the answer should be 4.”
The first question basically boils down to “Count of unique ID’s by Circle which went faulty more than twice.”
There are two ways one can go about answering the questions above:
Solution A – For Excel 2010 and higher versions – This solution is for those using the PowerPivot MS Excel add-in for Excel 2010 and higher versions.
Solution B – For all versions of MS Excel – This solution will work in all versions of MS Excel but for those using Excel 2010 and higher versions, the PowerPivot solution would be far more efficient.
The steps for creating a pivot table under Solution B for answering both questions above are:
1. Count of downtime sites.xlsx is saved in a folder on the desktop;
2. Open the workbook, select the data on the Base_Data sheet (including the first row as the header row – it will be range A1:C8741. Ensure that the header row has some distinctive formatting such as Bold or some colour) and press Ctrl+F3 > New. In the Name box, type Dummy and click on OK > Close.
3. To cross check that the name assigned above has indeed been assigned correctly, select the data range once again and in the Name box (left of the formula bar), Dummy should appear.
4. Select range A1:C8741 of the Base_Data sheet again and press Ctrl+T to convert this range into a Table. Ensure that the “My Table has headers” box is checked. Save the workbook.
5. Open a new worksheet and go to Data > From Other Sources > From Microsoft Query
6. Under Databases, select Excel files > OK
7. In the Directories dialog box, navigate to the folder on the desktop where the workbook file is saved. So for me, it is saved under C:\Users\Ashish\Desktop\ and double click on the folder where the workbook is saved.
8. In the left hand side window, select the Count of downtime sites.xlsx file and click on OK
9. With Dummy selected, click on the > symbol to bring over all columns of this named range to the right hand side box 10. Click on Next three times
11. Select the option of View Data or Edit Query in Microsoft Query
12. Click on the SQL button, delete the contents in the white space there and paste the following SQL Query
SELECT ucase(dummy.Circle) AS ‘Circle’, ucase(dummy.Indus_Site_ID) AS ‘Indus_site_ID’, Count(dummy.Indus_Site_ID) AS ‘fault_frequency’
FROM `C:\Users\Ashish\Desktop\Count of downtime sites.xlsx`.dummy dummy
GROUP BY ucase(dummy.Circle), ucase(dummy.Indus_Site_ID)
13. Click on OK and on the message box which appears, click on OK
14. Under File, select the last option – Return Data to Microsoft Excel
15. At this stage, if you wish to get data in a tabular form, then select Table. If you directly want a pivot table, select the second option button – Pivot Table. For this example, select Pivot Table and in the cell reference box, select any cell where you would like to the result to appear, say cell A1. Click on OK
16. A counter will run at the bottom left hand side with the title of Reading Data
17. Drag Circle and ID to the to the Row Labels
18. Drag Fault Frequency to the Value Area twice
19. Right click on any one number in the fault frequency column and under Summarise Value by, select Count
20. Right click on any value in the ID column and under Expand/Collapse, select Collapse Entire Field.