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KPI Dashboard in Excel

By Madhuri ThakurMadhuri Thakur

KPI Dashboard in Excel

Excel KPI Dashboard (Table of Contents)

  • Introduction to KPI Dashboard in Excel
  • How to Create KPI Dashboard in Excel?

Introduction to KPI Dashboard in Excel

Key Performance Indicator, a.k.a. KPI dashboard, is one of the versatile dashboards which can be used every now and then as per business requirements. It is most of the time a graphical representation of different business processes that have progressed along with some already set (predefined) measures for the goal achievement. The KPI dashboard provides the nicest view of KPI’s and their comparison over other KPI’s. Those are nothing but the visual measures, which allows you to quickly check whether the current business values are going as expected or not that too in the easiest way (just looking at the graph) without checking a bunch of data. In this article, we are going to see some KPI dashboards and how to make such from scratch.

How to Create KPI Dashboard in Excel?

Let’s understand how to create the KPI Dashboard in Excel with some examples.

You can download this KPI Dashboard Excel Template here – KPI Dashboard Excel Template

Example #1 – KPI Dashboard in Excel using PowerPivot

PowerPivot is not new to excel users. You can develop many fancy reports using this tool from excel without taking any help from IT people. Moreover, KPI is a new addition to PowerPivot, which allows you to check the performance in a jiffy though you have millions of rows. We will see in this example how to create a simple KPI using PowerPivot.

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First thing first, you have to enable Power Pivot in your excel.

Step 1: Open an Excel file. Click on the File tab on the uppermost ribbon. Go to Options.

kpi dashboard in excel1-1

Step 2: Under Options > Click on Add-ins. You’ll be able to see the screen as shown below.

kpi dashboard in excel 1-2

Step 3: Select COM Add-ins under the Manage section dropdown and click on the Go button.

kpi dashboard in excel 1-3

Step 4: As soon as you hit the Go button, the COM Add-ins dialog box will pop up. Select Microsoft Power Pivot for Excel from the list of add-ins and click OK.

kpi dashboard in excel 1-4

After enabling this PowerPivot add-in, you should be able to see the PowerPivot option tab on the topmost panel ribbon in your excel.

kpi dashboard in excel 1-5

Step 5: Now, the actual work begins. Under the PowerPivot tab in your excel file, click on Manage.

kpi dashboard in excel1-6

Step 6: It should open a new tab named Power Pivot for Excel. There are different ways to import data under PowerPivot. You can click the Database tab if you want to add data from SQL Server, Access. However, if you have an excel file or text file or some data files other than SQL and Access, please click on From Other Sources tab.

kpi dashboard in excel 1-7

Step 7: Once you click on the “From Other Sources” tab, a new window named Table Import Wizard will pop up. There you can see a lot of options from where you can import the data to PowerPivot. Select the Excel file, then click on the Next button to proceed further.

From other Sources

Step 8: Browse the path on where your excel data file is stored and click the Next button to finish the Import.

Table import wizard

Step 9: Click on the Finish button once the data table is loaded into PowerPivot.

Table Import Wizard 1

Step 10: After a successful import, you will be able to see the data as below.

import data

Step 11: Now, in order to create a KPI report, we need to slice and dice our data under the pivot table. Click on the Pivot Table tab under PowerPivot. Once you click it, a new window named Create PivotTable will appear in which you have to select the data from PowerPivot, and it asks you whether you want a pivot table under a new sheet or on the same sheet. I will prefer to go with the same sheet and then will provide the range on which the pivot table should be added. Click OK once done.

Existing worksheet

Step 12: Select the data under rows, columns, and values, as shown below.

Pivot table fields

Here we have selected data in the following order:

Rows: Accounting Date Year & Quarter

Values: Sum of Sales & Margin

Rows and Values

Step 13: Now, we are going to add a calculated column in the pivot. Select Measures under excel sheet. Click on New Measures.

New Measures

A new window called Measure will pop up. It will allow you to formulate a measure and add it under your pivot table created.

Measure window

Step 14: Under ” Measure name:”, add a name for your measure (For, e.g. Margin%). If you want to add a description for the same, you can add it there as well under the Description section. Under the Formula section, add the formula =[Sum of Margin]/[Sum of Sales] as shown below. It will calculate the Margin% for you. See the screenshot below.

margin% 1

Here, we have created a new calculated column named Margin%, which can be formulated as the ratio of two columns, Sum of Margin and Sum of Sales. Once you are done with this step, click on the OK button, and you will be able to see a new calculated column named Margin% under the pivot table.

Margin % 2

Step 15: Select the entire column, Margin %, and convert it to % using number formatting.

Number Formatting

Step 16: Now our data is ready for KPI’s to be added. Click on the KPIs tab as shown in the figure. Select the New KPI option.

Create new KPI

A KPI window will pop up, as shown below. It has some by default values, which we are going to change.

KPI window

Step 17: In this window, define an Absolute Value for the target as 1. We are doing this because we don’t have any other target values/measures defined as separately to have a comparison with actual values of Margin %.

Absolute value

Step 18: In this step, define the Status Threshold value. It is defined in decimal format. Like 40% will be given as 0.40. Change the Status Threshold values as shown in the screenshot below.

Threshold Status

Step 19: Now, we can select icon style as well (These are the KPI Icons). I will opt out of the second style. As shown below.

Select Icon 1

Step 20: Click on the OK button once you are done with setting the KPI parameters and customization.

KPI parameters and customization

Tada, your KPI Dashboard is ready and will be looking as shown in the screenshot below.

Dashboard Status

Margin % Status

Things to Remember About KPI Dashboard in Excel

  • You always need to assign data to PowerPivot so that it can be used for the creation of the KPI Dashboard.
  • Every time, you need to add a pivot once the data is imported into PowerPivot so that it can be used for KPI Dashboard creation.

Recommended Articles

This is a guide to KPI Dashboard in Excel. Here we discuss How to create KPI Dashboard in Excel along with practical examples and a downloadable excel template. You can also go through our other suggested articles –

  1. Radar Chart in Excel
  2. Marimekko Chart Excel
  3. Dashboard in Excel
  4. PowerPivot in Excel
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