Help with converting shift time to hours worked with lunch deductions

F

Frank94

New Member
Joined
Nov 22, 2022
Messages
1
Office Version
  1. 365
  2. 2019
Platform
  1. Windows
Hello everyone!

I am currently a department manager at a retail company. We have about 8 departments with around a total of 100 employee. Currently the way all managers handle scheduling is to enter them in a excel workbook that everyone uses. This has certain drawbacks:
1) Predetermined shifts and lunch break deductions (meaning no custom shift), 2) when having more than 8 employee in the department the workbook hangs so much its easier to print a blank and do it pen and paper method with deducting manually the lunch times. 3) Multiple managers turning in schedules last minute/late since doing them pen and paper.

I use excel to day to day and am comfortable with basic formulas. Now i maybe over my head in this one but im trying to create a easier, less prone to hanging scheduling workbook where everyone can input shifts they can without having to manually calculate the hours worked and being on budget.

The way we calculate a lunch deductions is all depending of the hours scheduled. So someone working from 6:00 to 15:00 has a 9h schedule. We deduct 1h for lunch. so the employee works 8h.

If you work from A: 3 hours to 5h you get no lunch deduction, B: More than 5h but less than 7h, 30 minute lunch C: more than 7h to 10h is 1h lunch and finnaly D: 11h to 12h is 2h lunch deduction.

I was able to convert an inputted shift to hours worked, but when trying to add an IF fonction to read if its a text or input shift (6:00-15:00) and therefore put a value of 0, it keep return as if there was a text present. (this is relating to cell D7)

Below is my new schedule format:

New Schedules - Copy.xlsx
ABCDEFGHIJ
1Delivery
2
3
4Week from 16 octobre au 22 october 2022
5Employe 1Employe 2Employe 3Employe 4
6
7SundayOff12:00-17:00OffOff
80.000.00
9Monday6:00-15:0012:00-17:00
108.005.0013.00
11Tuesday8:00-17:0012:00-19:00
128.007.006.0014.00
13Wednesday9:00-12:006:00-12:00
143.006.009.00
15Thursday
160.00
17Friday
180.00
19Saturday
200.00
210.0019.006.000.000.000.000.0025.00
22
23# of Hour : 25.00hours
24Formation :hours
25Forecast :12095.00
Testing new
Cell Formulas
RangeFormula
D8D8=IF(ISTEXT(D7),0,(RIGHT(D7,5)-LEFT(D7,5)+(--LEFT(D7,5)>--RIGHT(D7,5)))*24)
J8,J20:J21,J18,J16,J14,J10J8=SUM(B8:I8)
D10,C14:D14,D12D10=(RIGHT(D9,5)-LEFT(D9,5)+(--LEFT(D9,5)>--RIGHT(D9,5)))*24
J12J12=SUM(B12,C12,E12,F12,G12,H12,I12)
F21:I21,B21:C21B21=SUM(B8+B10+B12+B14+B16+B18+B20)
D21D21=SUM(E8+E10+E12+E14+E16+E18+E20)
E23E23=J21
E25E25=120
F25F25=E25-E23
Cells with Conditional Formatting
CellConditionCell FormatStop If True
B7:I7,B9:I9,B11:I11,B13:I13,B15:I15,B17:I17,B19:I19Cell Value="Off"textNO
Cells with Data Validation
CellAllowCriteria
H15:I15List='Data '!$C$2:$C$60
H17:I17List='Data '!$C$2:$C$60
H9:I9List='Data '!$C$2:$C$60
H13:I13List='Data '!$C$2:$C$60
H19:I19List='Data '!$C$2:$C$60
H11:I11List='Data '!$C$2:$C$60
B11List='Data '!$C$2:$C$60
B19List='Data '!$C$2:$C$60
B13List='Data '!$C$2:$C$60
B9List='Data '!$C$2:$C$60
B17List='Data '!$C$2:$C$60
B15List='Data '!$C$2:$C$60
B7List='Data '!$C$2:$C$60
H7:I7List='Data '!$C$2:$C$60


In a perfect world i would love that all the conversion from shift time to hours worked with a lunch deduction be made as manually inputed in employee 1 but i am going for a more realistical 2 colums approach in employee 2 where i can hide colum D so managers dont get confused on why there 2 hours worked columns. For the final workbook There will be a "Data" sheet where Forecast hours and whatever data that needs to be there.

I made a "testing data" sheet where i currently have this table to have a reference to deduct ammount for lunch:

If workshift from to , then subtractlunch
3.005.000.00
5.016.990.50
7.0010.001.00
11.0012.002.00



here is a sample of the original schedule:

New Schedules - Copy.xlsx
ABCDEFGHIJKLMNOPQRSTU
1Delivery
2
3
4Week from 16 octobre au 22 october 2022
5Employe 1Employe 2Employe 3Employe 4
6
7SundayOffOffOffNot Avail.
80.000.000.000.000.000.000.000.00
9Monday6:00 - 15:008:00 - 17:008:00 - 14:00Not Avail.
100.008.008.005.500.000.000.0021.50
11Tuesday6:00 - 15:008:00 - 17:008:00 - 14:00Not Avail.
120.008.008.005.500.000.000.0021.50
13Wednesday6:00 - 15:008:00 - 17:008:00 - 14:00Formation
140.008.008.005.500.000.000.0021.50
15Thursday6:00 - 15:008:00 - 17:008:00 - 14:005:30- 14:00
160.008.008.005.507.500.000.0029.00
17Friday6:00 - 15:008:00 - 17:008:00 - 14:00Off
180.008.008.005.500.000.000.0021.50
19SaturdayOffOffOff7:00 - 12:00
200.000.000.000.005.000.000.005.00
210.0040.0040.0027.5012.500.000.00120.00
22
23Nb. d'heure : 120.00hours
24Formation :hoursHoliday0.006:00 - 16:009.0010:00 - 15:305.507:55 - 17:008.08
25Forecast :1200.00Formation0.008:00 - 18:009.0010:00 - 16:005.50
26Not Avail.0.0011:00 - 21:009.008:00 - 14:005.507:55 - 15:006.08
27Auth. Off0.007:00 - 17:009.0012:00-18:005.50
28Vacations0.0011:00 - 17:005.50
29Off0.007:55 - 16:007.08
3012:00 - 20:007.00
315:30 - 14:308.0013:00 - 21:007.0013:00 - 21:157.32
326:00 - 15:008.0010:00 - 18:007.0017:00 - 21:004.00
336:30 - 15:308.009:00 -17:007.009:00 - 13:004.0017:00 - 21:154.32
347:00 -16:008.008:00 - 16:007.0012:00 - 16:004.00
357:30 - 16:308.0010:00 - 14:004.0010:00 - 14:304.50
368:00 - 17:008.008:00 - 12:004.00
379:00 - 18:008.009:00 - 17:307.5017:30 - 21:003.50
389:30 - 18:308.005:30- 14:007.50
3910:00 - 19:008.0011:30 - 20:007.508:00 -15:006.00
4012:00 - 21:008.007:00 - 13:006.00
4110:00 - 17:006.00
427:00 - 12:005.0014:00 - 21:006.00
438:00 - 13:005.0012:00 - 19:006.00
449:00 - 14:005.00
4510:00 - 15:005.00
4610:30 - 15:305.007:55 - 12:004.08
4712:00 - 17:005.00
4816:00 - 21:005.00
Delivery
Cell Formulas
RangeFormula
A4A4='Data '!A1
B18:H18,B16:H16,B14:H14,B12:H12,B10:H10,B8:H8B8=IF(OR(B7=$K$24,B7=$K$25,B7=$K$26,B7=$K$27,B7=$K$28,B7=$K$29),0,IF(OR(B7=$K$31,B7=$K$32,B7=$K$33,B7=$K$34,B7=$K$35,B7=$K$36,B7=$K$37,B7=$K$38,B7=$K$39,B7=$K$40),8,IF(OR(B7=$N$24,B7=$N$25,B7=$N$26,B7=$N$27),9,IF(OR(B7=$N$30,B7=$N$31,B7=$N$32,B7=$N$33,B7=$N$34),7,IF(OR(B7=$N$37,B7=$N$38,B7=$N$39),7.5,IF(OR(B7=$N$42,B7=$N$43,B7=$N$44,B7=$N$45,B7=$N$46,B7=$N$47,B7=$N$48),5,IF(OR(B7=$Q$24,B7=$Q$25,B7=$Q$26,B7=$Q$27,B7=$Q$28),5.5,IF(OR(B7=$Q$32,B7=$Q$33,B7=$Q$34,B7=$Q$35,B7=$Q$36),4,IF(OR(B7=$Q$39,B7=$Q$40,B7=$Q$41,B7=$Q$42,B7=$Q$43),6,IF(B7=$Q$46,4.08,IF(B7=$T$24,8.08,IF(B7=$T$26,6.08,IF(B7=$T$29,7.08,IF(B7=$T$31,7.32,IF(B7=$T$33,4.32,IF(B7=$T$35,4.5,IF(B7=$T$37,3.5,0)))))))))))))))))
I8,I20:I21,I18,I16,I14,I12,I10I8=SUM(B8:H8)
B20:H20B20=IF(OR(B19=$K$24,B19=$K$25,B19=$K$26,B19=$K$27,B19=$K$28,B19=$K$29),0,IF(OR(B19=$K$31,B19=$K$32,B19=$K$33,B19=$K$34,B19=$K$35,B19=$K$36,B19=$K$37,B19=$K$38,B19=$K$39,B19=$K$40),8,IF(OR(B19=$N$24,B19=$N$25,B19=$N$26,B19=$N$27),9,IF(OR(B19=$N$30,B19=$N$31,B19=$N$32,B19=$N$33,B19=$N$34),7,IF(OR(B19=$N$37,B19=$N$38,B19=$N$39),7.5,IF(OR(B19=$N$42,B19=$N$43,B19=$N$44,B19=$N$45,B19=$N$46,B19=$N$47,B19=$N$48),5,IF(OR(B19=$Q$24,B19=$Q$25,B19=$Q$26,B19=$Q$27,B19=$Q$28),5.5,IF(OR(B19=$Q$32,B19=$Q$33,B19=$Q$34,B19=$Q$35,B19=$Q$36),4,IF(OR(B19=$Q$39,B19=$Q$41,B19=$Q$42,B19=$Q$43),6,IF(B19=$Q$46,4.08,IF(B19=$T$24,8.08,IF(B19=$T$26,6.08,IF(B19=$T$29,7.08,IF(B19=$T$31,7.32,IF(B19=$T$33,4.32,IF(B19=$T$35,4.5,IF(B19=$T$37,3.5,0)))))))))))))))))
B21:H21B21=SUM(B8+B10+B12+B14+B16+B18+B20)
D23D23=I21
D25D25='Data '!A4
E25E25=D25-D23
O33O33=7
Cells with Conditional Formatting
CellConditionCell FormatStop If True
B7:H7,B13:H13,B15:H15,B9:H9,B11:H11,B17:H17,B19:H19Cell Value=$K$25textNO
B7:H7,B13:H13,B15:H15,B9:H9,B11:H11,B17:H17,B19:H19Cell Value=$K$29textNO
B7:H7,B13:H13,B15:H15,B9:H9,B11:H11,B17:H17,B19:H19Cell Value=$K$24textNO
B7:H7,B13:H13,B15:H15,B9:H9,B11:H11,B17:H17,B19:H19Cell Valuecontains "21:"textNO
Cells with Data Validation
CellAllowCriteria
B7:H7List='Data '!$C$2:$C$60
B15:H15List='Data '!$C$2:$C$60
B11:H11List='Data '!$C$2:$C$60
B9:H9List='Data '!$C$2:$C$60
B13:H13List='Data '!$C$2:$C$60
B17:H17List='Data '!$C$2:$C$60
B19:H19List='Data '!$C$2:$C$60



Thank you for any help you guys may provide and i apologize in advance for my english as it is not my first language.

Thank you!
 

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