Create this Awesome Excel VBA Roster System with a Shift-Flow Generator

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1 Create this Awesome Excel VBA Roster System with a Shift-Flow Generator Excel VBA Roster: -I have a bit of a history with Rosters and data extract applications. I have been developing roster and data extract systems for many years. It is something that I am passionate about. I have developed systems to manage multiple departments, extract and analyse the work flows for each department and aggregate the data to enable decision making for workforce planning. I have taken many of the basic concepts and created this application that covers many of the development principles for a basic multiple department roster generation system. It will give you a good framework to start with and hopefully I will be able to explain the application clearly enough so that you can adapt it to suit your needs or at least I hope I can inspire you with some ideas that will kick start your own development. There is so much to learn here. Do not miss this project. Adjust the application to suit your needs. I am more than happy to answer any questions that you may have if I can. Please use the contact form to do so. Don't forget to login to get the download template files below. This is a Excel VBA Roster series that will develop this fantastic Roster System. The templates for 2003/2010 with the userforms and formatted sheets can be downloaded below. The code for the Excel VBA Roster will be added as we go through each tutorial. This project will work with Excel 2003 / 2007 / Goal: Develop skills in Excel VBA application development. Features of the Excel VBA Roster Plus ++

2 Multiple Departments - 20 to 30 approx Complete navigation accross all departments Generate daily work sheets for all department Insure data integrity Analysis of days or staff Auto adjust individual roster sizes One click shows code descriptions and times Full instructions and code What will we learn form this project? Recording macros Working with userforms 3 of Working with variables Sorting data with multiple keys Variable multiple advanced filters Copy and paste without selecting Application logic And much more How to develop an application Creating a Excel VBA Roster can be very difficult. Just knowing where to start and what we want to achieve is often hard to discern. Here are some simple steps that you can take. 1. Contact all the stakeholders and users to find the scope for your application. 2. Now make a list of all of the requirements starting from the most important. 3. Draw the relationships on a piece of paper. Map the application and its development. Illustration is below (forgive my handwriting) 4. Draw an application development flowchart. Refer to the illustration below which is taken from a development I did some time ago for a roster and data extract system. 5. Now open Excel and add the sheets for the application before you do anything else. 6. Develop the most important and work to the least important. 7. Test! Test! Test at every stage. Try to break it. Find the weaknesses and develop strategies to overcome or work around them. 8. When the application is completed and working as you want then run a trial with one of the end users. Ask for feedback.

3 Watch this video to see the features of the Excel VBA Roster Flow Plus ++ in action. Part 8 - Develop a Deployment Plan--Page 8 Part 2 - Understanding the Excel VBA Roster Template - What it includes and how to modify it Watch this video template information on the Excel VBA Roster Flow Plus ++ It is important to understand how the templates have been structured so that you will be able to adjust it to suit your own needs. This is a breakdown of what I have included in the Excel VBA Roster template

4 When you download the template you will find it contains four fully formatted worksheets. I have left the formulas in for adjusting the dates and also the three userforms are included in the template. The VBA code that you will find on this blog will reference the control names that are on those userforms. If you change those control names in the properties dialog box then you also have to change the code to suit. The Interface worksheet All of the dates are populated from this sheet. All you do is enter your starting date and all of the worksheets will reflect that date and the next 27 days from that date. I have included the formulas to do this. On the left-hand side of the worksheet a vertical list of the dates is also populated. This list is used to populate the userform Flowsheets. There are 28 unique identifiers, Mon1, Tues1, Wed1, et cetera. Each of these identifiers corresponds to a date. They are the criteria headers for the advanced filter. Dates change with time but these references do not. The Code worksheet All of the codes for the Excel VBA Roster are added here. In this example I have used E for the early shifts, L for the late shifts and N for the night shifts and any other except the three just mentioned for the other shifts. It is possible to use times instead of letters for this roster but you would need to adjust the criteria for the advanced filters to achieve this. On the right-hand side of the sheet we combine the four lists into one. This is used to look up the values, descriptions and times for each roster code. Four dynamic named ranges will be used to combine these four lists into one and also to populate the dropdown lists on the Shifts userform. The Flowsheet worksheet This is the destination sheet for the advanced filter. We will be running three at advanced filters consecutively and dropping them into the three areas on this sheet. After we run each advanced filter we simply change the criteria header and the criteria for the next filter. It is important to make sure that you allow enough space to accommodate the largest shift that you might have. So think big and double it. Simply put, we need to allow enough space for the advanced filter to add all of the shifts even in exceptionally high volume times. It is better to add enough space now than to have to change your code and worksheet in the future. The Roster worksheet The header of this sheet is simply a mirror of the header on the insert interface sheet. The department name is the same as the sheet and name, the formulas are included to achieve this. I would advise you to avoid spaces in your sheet names. It is not essential to do so that it is good practice. When the roster is complete the sheet names should be hidden so that they cannot be changed unless the name of the department is changed.

5 On the right-hand side you can add your formulas to count the various shift types. Do the same at the bottom of the worksheet for each day. It is important to remember that you will probably want to do some analysis of the data that you enter into your roster. If that is the case you will need to guarantee data integrity as the data is entered into the sheet. To achieve this only allow data to be entered from a userform or through data validation. Once the integrity of the data is guaranteed it can then be copied or drag-and-drop throughout the sheet. It is been my experience that many would be roster developers ignore this advice only to find that they come face to face with a greater problems when they try to analyse their data at a later date. Part 3 - Navigation and the dynamic named ranges for the Excel VBA Roster Watch this video to see how to activate the navigation and the named ranges Here are the static named ranges for the application To create a named range simply highlight the range or cell and then click in the name box just above column A. Type the name with no spaces and hit enter. Interface Ward =Interface!$A$1 =Flowsheets!$A$1 CurrentDates =Interface!$B$14:$C$41 FTE =Codes!$AI$9:$AI$18 (optional) Grades =Codes!$AG$9:$AG$18 (optional) Here is some general information about dynamic named ranges Dynamic named range tutorial Let s discuss Excel dynamic named ranges arguments one at a time. 1. The first is a cell reference that is the starting cell for the range 2. The second argument is the number of rows you wish to offset. By offset we mean just simply move to. For example if we wanted to start our range at F16 then the row number would be 1 if we wish to start a range at F14 then the road number would be The third argument is the same as the second except that it refers to columns, if we wish to move one column to the right we would have the number 1 if we wish to move to the left we would add the number The fourth and fifth are optional arguments that you probably don t use regularly when using the offset function but it is these two optional arguments that make add dynamic named range possible

6 because we will be replacing them with a formula that counts the number in a range. In the offset function if we wanted to refer to 15 rows then we would add the number The fifth argument is the same as the fourth except that it refers to columns. Look at the example below [/box] Here are the dynamic named ranges that need to be added to this project Please Note: If you copy and paste these formulas Excel may view them as text and add =" formula ". If this occurs type the named range in or remove the double quotes after you paste. You will find the Name Manager under the Formulas tab Early Late Night Other Combined =OFFSET(Codes!$C$9,,,COUNTA(Codes!$C$9:$C$192),5) =OFFSET(Codes!$I$9,,,COUNTA(Codes!$I$9:$I$192),5) =OFFSET(Codes!$O$9,,,COUNTA(Codes!$O$9:$O$192),5) =OFFSET(Codes!$U$9,,,COUNTA(Codes!$U$9:$U$192),5) =OFFSET(Codes!$AA$9,,,COUNTA(Codes!$AA$9:$AA$500),5) This is how I have combined the 3 dynamic named ranges To add the code to combine these ranges, press down the ALT key and at the same time push the F11 key. The visual basic editor will appear. In the module named Combined " add this code: = Note. I have added extensive comments to show the breakdown of this piece of code Sub CombineCodes() 'dim the range Dim Drng As Range 'stop screen flicker, hold in memory Application.ScreenUpdating = False 'unprotect this worksheet

7 Unprotect_One 'locate all of the data and clear the range Range("AA9:AE9").Select Range(Selection, Selection.End(xlDown)).ClearContents 'set the destination range Set Drng = Sheet2.Range("AA9") 'copy the first dynamic range Range("Early").Copy 'paste values to the destination Drng.PasteSpecial Paste:=xlPasteValues 'copy the second range Range("Late").Copy 'go to the first blank row and paste the second range values Drng.End(xlDown).Offset(1, 0).PasteSpecial Paste:=xlPasteValues 'copy the third range Range("Night").Copy 'go to the first blank row and paste the third range values Drng.End(xlDown).Offset(1, 0).PasteSpecial Paste:=xlPasteValues 'copy the forth range Range("Other").Copy 'go to the first blank row and paste the forth range values Drng.End(xlDown).Offset(1, 0).PasteSpecial Paste:=xlPasteValues 'select first cell on sheet Range("A1").Select 'clear the clipboard Application.CutCopyMode = False 'reprotect the worksheet Protect_One Assign the macro (CombineCodes) On the worksheet named Codes,right click the button named combine and assign the macro CombineCodes Test the code from the button. Let s get our navigation up and running Here is the code and the explanation for the Userform frmroster Close the form Private Sub cmdclose_click() 'close the useform Unload Me

8 Private Sub cmdreset_click() 'unload and load the userform to reset the userform Unload Me frmroster.show Add the worksheets to the userform This code will add all visible worksheets to the Userform and then add the start and finish dates for the roster. This is a for each loop that adds the sheet names to the listbox list if the sheet is visible. The focus is then set to the active sheet name in the list. Private Sub UserForm_Initialize() Dim Sh As Variant 'loop through all visible worksheets For Each Sh In ActiveWorkbook.Sheets If Sh.Visible = True Then 'add sheet names to the listbox list Me.ListBox1.AddItem Sh.Name Next Sh 'give active worksheet the focus With ListBox1.Value = ActiveSheet.Name End With 'add start and finish roster dates to the userform Me.txtStart = Sheet1.Range("B5").Value Me.txtFinish = Sheet1.Range("Ac5").Value Navigate to the sheets Here is how to activate the worksheet by double clicking it in the listbox. This is a for loop to determine which listbox item is selected and then to activate that sheet. Notify the user if the sheet is already active. Private Sub ListBox1_DblClick(ByVal Cancel As MSForms.ReturnBoolean) Dim I As Integer, Sht As String 'reference the sheet in the listbox For I = 0 To ListBox1.ListCount - 1 If ListBox1.Selected(I) = True Then Sht = ListBox1.List(I) Next I 'if it is already open give a message If ActiveSheet.Name = Sht Then MsgBox "This sheet is already open!"

9 'activate the selected worksheet Sheets(Sht).Activate Part 4: Adding the ranges to the Userform frmshifts Watch this video about adding shifts to the Excel VBA Roster Flow Plus ++ There are 2 ways to add the 4 dynamic ranges to the Userform comboboxes. Option 1 The easiest way is to click the combobox then right click and choose properties. Scroll down until you find RowSource and type in your dynamic named range. View the illustration below. Option 2 When the Userform initialises loop through each range and add the range to the combobox list. Here is the code to do that if you wish to use it. Private Sub UserForm_Initialize() 'dim the 4 ranges Dim cear As Range Dim cafter As Range Dim cnig As Range Dim coth As Range Dim WS As Worksheet Set WS = Sheet2 'for each loop to add the range to the control For Each cear In ws.range("early") With Me.cboEarly

10 .AddItem cear.value End With Next cear 'for each loop to add the range to the control For Each cafter In ws.range("late") With Me.CboAfternoon.AddItem cafter.value End With Next cafter 'for each loop to add the range to the control For Each cnig In ws.range("night") With Me.CboNight.AddItem cnig.value End With Next cnig 'for each loop to add the range to the control For Each coth In ws.range("other") With Me.cboOther.AddItem coth.value End With Next coth Clear the combobox controlls The code below will clear the comboboxes. We will use it after we enter the value form a combobox. This code sets the combox box values to nothing Sub ClearCodes() 'set values to nothing Me.cboEarly.Value = "" Me.CboAfternoon.Value = "" Me.CboNight.Value = "" Me.cboOther.Value = "" Adding codes to the roster The double click event is the best way I know of to add the value from the combobox to the roster. You could put an enter button next to each combobox and run some code from it if you wanted to avoid the double click event. Note that first the range is set. This means that the code will not run if the specified range is not active. The code is the same for the 4 comboboxes except for the name of the combobox. After we run the double click event the macro ClearCodes is called to clear the values from the boxes.

11 Private Sub CboAfternoon_DblClick(ByVal Cancel As MSForms.ReturnBoolean) 'set the boundaries for input and add the value If Not Intersect(ActiveCell, Range("H10:AI83")) Is Nothing Then ActiveCell.Value = frmshifts.cboafternoon.value 'set the value to nothing ClearCodes Private Sub cboearly_dblclick(byval Cancel As MSForms.ReturnBoolean) 'set the boundaries for input and add the value If Not Intersect(ActiveCell, Range("H10:AI83")) Is Nothing Then ActiveCell.Value = frmshifts.cboearly.value 'set the value to nothing ClearCodes Private Sub CboNight_DblClick(ByVal Cancel As MSForms.ReturnBoolean) 'set the boundaries for input and add the value If Not Intersect(ActiveCell, Range("H10:AI83")) Is Nothing Then ActiveCell.Value = frmshifts.cbonight.value 'set the value to nothing ClearCodes Private Sub cboother_dblclick(byval Cancel As MSForms.ReturnBoolean) 'set the boundaries for input and add the value If Not Intersect(ActiveCell, Range("H10:AI83")) Is Nothing Then ActiveCell.Value = frmshifts.cboother.value 'set the value to nothing ClearCodes Close the userform Private Sub CommandButton3_Click() 'close the form Unload frmshifts Reset the userform The Userform is reset by closing and opening the form. Private Sub CommandButton4_Click() 'reset the form Unload frmshifts

12 frmshifts.show Adjusting the length of the worksheet The range is limited once again and then the macros to hide or unhide are called. I have added error handling here because we need to unprotect the worksheet. If an error occurs we need to reprotect the sheet before we move on. This is achieved with our error handler. The range needs to be set in the hide and unhide macros. These two macros look the same but they are not. Private Sub Spin_SpinDown() 'unprotect the sheet Unprotect_One 'stop flicker and hold in memory Application.ScreenUpdating = False 'set the boundaries for the spin and call the Unhide macro If Not Intersect(Range(ActiveCell, ActiveCell), Range("B10:AI84")) Is Nothing Then UnhideRow Protect_One Private Sub Spin_SpinUp() 'unprotect the sheet Unprotect_One 'stop flicker and hold in memory Application.ScreenUpdating = False 'set the boundaries for the spin and call the Unhide macro If Not Intersect(Range(ActiveCell, ActiveCell), Range("B10:AI84")) Is Nothing Then HideRow Protect_One Sub UnhideRow() Dim I As Integer 'error handler On Error GoTo UnhideRow_Error 'for loop adjust to suit your needs For I = 10 To 83 If Cells(I, 1).EntireRow.Hidden = True Then Cells(I, 1).EntireRow.Hidden = False Exit Sub Next 'if error occurs On Error GoTo 0 Exit Sub UnhideRow_Error: 'reprotect if error occurs Protect_One MsgBox "Error " & Err.Number & " (" & Err.Description & ") in procedure UnhideRow of Form frmshifts"

13 Sub HideRow() Dim I As Integer 'error handler On Error GoTo HideRow_Error 'for loop adjust to suit your needs For I = 83 To 10 Step -1 If Cells(I, 1).EntireRow.Hidden = False Then Cells(I, 1).EntireRow.Hidden = True Exit Sub Next 'if error occurs On Error GoTo 0 Exit Sub HideRow_Error: 'reprotect if error occurs Protect_One MsgBox "Error " & Err.Number & " (" & Err.Description & ") in procedure HideRow of Form frmshifts" Part 5. Generating the flow sheets for all departments Watch this video for a demonstration Adding the list to the flow sheet Userform The static named range Current Dates is what we need to add to the frmflowsheets user form. Open the VBA editor and click on the userform,right click on cboflow and choose Properties. Type CurrentDates into the RowSource as illustrated below.

14 Setting the criteria The daily work flow sheets are generated from the one worksheet called Flowsheets. When we open a department s roster we also send the name of the sheet for that roster (which is also the department name) to the flowsheet. When we click on a date in the frmflowsheets user form that criteria is sent. So if we select Mon1 that becomes the criteria on our flowssheets. If we select Tues3, that would become the criteria. This is the piece of code that does that. Sheet3.Range("D3,D34,D55,R3") = cboflow.value After that the advanced filters are called. Private Sub cboflow_change() 'change the criteria header Sheet3.Range("D3,D34,D55,R3") = cboflow.value 'call the advanced filter If cboflow.listindex <> -1 Then Adv 'activate the sheet Range("B4").Select Running the three advanced filters for the Excel VBA Roster Advanced filter tutorial Sub Adv() 'dim variables Dim Sht As String Dim ShtName As Worksheet Dim area As Range 'unprotect all sheets Unprotect_All 'set the variable for the home sheet Sht = Sheet3.Range("a1").Value Set ShtName = ThisWorkbook.Sheets(Sht) 'set the variable for the data Set area = ShtName.Range("B9:AI83") 'filter for early Range("R4").Value = Range("M3").Value 'run the filter area.advancedfilter Action:=xlFilterCopy, _ CriteriaRange:=Range("R3:R4"), CopyToRange:=Range("B3:D31"), Unique:=False 'filter for late Range("R4").Value = Range("N3").Value 'run the filter area.advancedfilter Action:=xlFilterCopy, _ CriteriaRange:=Range("R3:R4"), CopyToRange:=Range("B34:D52"), Unique:=False 'filter for night Range("R4").Value = Range("O3").Value

15 'run the filter area.advancedfilter Action:=xlFilterCopy, _ CriteriaRange:=Range("R3:R4"), CopyToRange:=Range("B55:D68"), Unique:=False 'reprotect Protect_All Hiding the flow sheet generator When we are finished and the sheet is closed the sheet is hidden. In the sheet event this code is run. Private Sub Worksheet_Deactivate() Sheet3.Visible = False Part 6. Adding all formulas Watch this video for a demonstration Sorting the Roster Before we move on we need to add a sort procedure to our application. Have a go at recording it using the macro recorder. This is my modified version of that below. Add this to the Sortit module in the visual basic editor. Notice we are sorting with 2 keys first by Grade and then by Name. Sub Sort_by_Grade() Unprotect_One ActiveSheet.Select Application.ScreenUpdating = False With ActiveSheet.Range("B10:AN83").Sort Key1:=ActiveSheet.Range("B10"), Order1:=xlDescending, Key2:=Range("C10") _, Order2:=xlDescending, Header:=xlNo End With ActiveSheet.Range("B10").Select Protect_One Assign the Macro Right click on the Sort button and choose Sort_by_Grade Listed below are the formulas for the Roster Sheets Sheet Name =MID(CELL("filename",A1),FIND("]",CELL("filename",A1))+1,256) Horizontal Early=COUNTIF(H10:AI10,"E*") Hide 0 value with conditional formatting

16 Horizontal Late=COUNTIF(H10:AI10,"L*") Hide 0 value with conditional formatting Horizontal Night=COUNTIF(H10:AI10,"N*") Hide 0 value with conditional formatting Horizontal Count of all=sum(aj10:al10) Hide 0 value with conditional formatting Conditional formatting= Format only cells that contain/cell Value/equal to/=0 Vertical Early =COUNTIF(H$9:H$83,"E*") Hide 0 value with conditional formatting Vertical Late =COUNTIF(H$9:H$83,"L*") Hide 0 value with conditional formatting Vertical Night =COUNTIF(H$9:H$83,"L*") Hide 0 value with conditional formatting Vertical Count =COUNTA(H10:H83) Hide 0 value with conditional formatting This is an alternative to hiding the cell with conditional formatting using an IF function true /false statement Count ND (Night Duty) =IF(COUNTIF($H10:$AI10,"N*")=0,"",COUNTIF($H10:$AI10,"N*")) this is an alternative to hiding the 0 value with conditional formatting Here are the formulas for the Vlookup values for the codes at the top of the sheet Cell AK7 =IF(ISNA(VLOOKUP($AJ$7,Combined,2,FALSE)),"",VLOOKUP($AJ$7,Combined,2,FALSE)) Cell AL7 =IF(ISNA(VLOOKUP($AJ$7,Combined,3,FALSE)),"",VLOOKUP($AJ$7,Combined,3,FALSE)) Cell AM7 =IF(ISNA(VLOOKUP($AJ$7,Combined,4,FALSE)),"",VLOOKUP($AJ$7,Combined,4,FALSE)) Cell AN7 =IF(ISNA(VLOOKUP($AJ$7,Combined,5,FALSE)),"",VLOOKUP($AJ$7,Combined,5,FALSE)) This code goes in the worksheet code for each sheet

17 Private Sub Worksheet_SelectionChange(ByVal Target As Range) If Not Intersect(Target, Range("H10:AI83")) Is Nothing Then Range("aj7").Value = ActiveCell.Value Listed below are the formulas for the daily flow sheets I am using an additional ISNA function to get rid of the N/A error as it occurs. Lookup Date on flow sheets H2 cell =IF(ISNA(VLOOKUP(D3,Interface!B14:C41,2,FALSE)),"",(VLOOKUP(D3,Interface!B14:C41,2,FALSE)) ) Lookup Hours =IF(ISNA(VLOOKUP($D4,Combined,2,0)),"",VLOOKUP($D4,Combined,2,0)) Lookup Start =IF(ISNA(VLOOKUP($D4,Combined,3,0)),"",VLOOKUP($D4,Combined,3,0)) Lookup Finish =IF(ISNA(VLOOKUP($D4,Combined,4,0)),"",VLOOKUP($D4,Combined,4,0)) Part 7. Protecting Your Application Watch this video for a demonstration Protect and Unprotect Code I would recommend that you set up a keyboard short cut for you protect all and unprotect all procedures. Go to the visual basic editor and add this code to the module called Protect_Unprotect You will need to go back through all of the code that we have added in this VBA series and uncomment the unprotect and protect parts of the code. Eg Unprotect_all remove the single quote or apostrophe. Protect Sub Protect_All() Dim ws As Worksheet For Each ws In ActiveWorkbook.Worksheets ws.protect Password:="Online", DrawingObjects:=True, Contents:=True, Scenarios:=True _

18 , AllowFormattingCells:=True, AllowSorting:=True, Userinterfaceonly:=True ActiveSheet.EnableSelection = xlunlockedcells Next ws Unprotect Sub Unprotect_All() Dim I On Error Resume Next Application.ScreenUpdating = False Application.EnableEvents = False For I = 1 To Sheets.Count Sheets(I).Unprotect Password:="Online" Next I Application.ScreenUpdating = True Application.EnableEvents = True On Error GoTo 0 Protect active sheet Sub Protect_One() ActiveSheet.Protect Password:="Online", DrawingObjects:=True, Contents:=True, Scenarios:=True _, AllowFormattingCells:=True, AllowSorting:=True, Userinterfaceonly:=True Unprotect active sheet Sub Unprotect_One() ActiveSheet.Unprotect Password:="Online" Deployment Plan Develop a deployment plan. This plan should include testing, critiquing, error handling end user instructions and training. Draw this plan up and follow it through its stages. Many fantastic applications fail at this stage because of poor deployment strategies. It s good to keep in mind that end users of your product may not be skilled in the use of Microsoft Excel so you will need to protect your application from all sorts of possible situations. It is good to actually try and break your application at this stage. Give it to an end user and have them try their best to get it not to work. When you have identified the weaknesses that are specific to your end users and the application then set about rectifying those problems before you run this application to a trial. The philosophy I ll put the application out there and correct errors as they occur will destroy user confidence and can be the death nail of your application. Fix the errors first!!! When you do release the application make sure that it is understood that it is a trial or beta program. I hope you have enjoyed this Excel VBA series. It outlines the basic steps for creating a roster system and delivering the daily workflows for the staff in every Department. Of course everybody s needs are different and I am certain that this application will not exactly suit your needs. However it does outline all of the basic steps that you can adapt to suit your specific needs and I hope I ve been able to explain the process clearly enough so that you can set off to create your own VBA roster application that you will be proud of. Please let

19 me know how you get on. If you have any suggestions or comments feel free to pass on through the contact form on this website. Best wishes and kind regards Trevor Easton