how to make a pareto chart using exel pivot tables 01
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How to make a Pareto Chart using Excel Pivot Tables
I recently started working in a PDCA to solve a problem regarding customer complaints.
As you know, the PDCA applied to problem solving involves writing the problem statement based in facts and I
had to enter the last twelve months data – rows and rows of information.
I needed the historical data to create a Pareto chart and prioritize the focus of the PDCA and now, in the stage
of “Check” I have to monitor the data and then validate if the solutions proposed have been effective.
This means that I have to continuously enter new data and update Paretos and Run charts, so I tried to do it
in the easiest and fastest way possible so the charts I was showing to my colleagues were accurate.
Because this is an approach widely used in many other contexts, I want to share this tool that can help in
saving time and prevent errors while entering data and refreshing pivot tables and pivot charts in Excel.
I hope it is useful for you.
I decided to use an example involving an imaginary downtime problem.
Automating tasks is important and helpful, so I converted range data into a table. This allows me to enter new
data by dragging the last row of the table and makes the update of pivot tables easier.
I’m using Excel 2013 but I had tested the method described in Excel 2007 and it works the same.
Enter data in a spread sheet
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Convert Data Table into a Table with Total Row 1. Select all data and then INSERT>Table>Create Table>OK
a. Result
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2. Click on the table then TABLE TOOLS>DESIGN and click on Total Row
3.
Add a % of Total Column 1. Click in the cell beside the table headers and type "% of Total"
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2. In the first cell enter a formula to calculate percentage (in this particular case is “=B2/C13”)
a. Result
3. Select the % column and give the number format for %
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Create the Pivot Table 1. Click on the Table and then INSERT>PivotTable>PivotTable>OK
a. Result
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2. Drag "Downtime Cause" to the section Row Labels, "Time [min.]" and "% of Total” to the section "
Values"
3. Click on the Pivot Table, on any value of "Sum of Time [min.]" then DATA>Sort & Filter>Sort
Largest to Smallest
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4. Click on "Sum of % of Total" and then Value Field Settings...>Number Format>Percentage>OK
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5. Back in the Value Field Settings dialog box, click on Show Value As>Running Total In>OK>OK
Note: To ensure that the cumulative column is well calculated, make sure that the Base field is the
one in the Rows section, if it is not so, you will have a N/A in the Pivot Table.
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a. Result
6. Change the cell names to match your analysis (just click on the cell and type)
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Create the bar chart 1. Click on the Pivot Table and then PIVOTTABLE TOOLS>ANALYSE>PivotChart>OK (chart type must be
Column)
a. Result
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2. Two slow clicks on the % Cumulative series legend and then right-click Change Series Chart
Type……>Combo> Clustered Column - Line on Secondary Axis>Line (in roll down menu)
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Note: if you are using Excel 2007 or 2010 the Combo option is not available and you have to change %
Cumulative series for Line with markers and then manually set up the secondary axis.
3. Click on Line with markers and then OK
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a. Result
4. Right-click on the values of the secondary Axis and then Format Axis… and change major units to 0.2
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5. Right-click on any of the buttons and then Hide All Field Buttons on Chart
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a. Result
6. Click on the chart and then PIVOTCHART TOOLS> DESIGN> Chart Layout> either Quick Layout or Add
Chart Element and format the chart as you need adding titles, axis titles, etc.
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a. Result
And this is your Pareto chart.