Creating a running name list

[shanam1580]

Help

We are 6 nurses at my workplace 

three of us work 100%

one works 75%

one 60%

one 50%

Ive been trying to create a running list where our names apear and reapear on how much we work . so we know who's turn it is to take the next listing at our clinic. 

How do i do this 

[#2]

@shanam1580 

Creating a Running Name List for Nurse Scheduling

Here's how you can create a running name list in Excel to determine whose turn it is for the next listing at your clinic:

1. Create a Table:

• Open Microsoft Excel.
• Enter the following data in a table:

Column A Column B

Nurse Name

Percentage (%)

• List all six nurses' names in column A.
• In column B, enter the percentage of time each nurse works (100 for full-time, 75, 60, and 50 for the others).

2. Calculate Appearances:

• In column C (optional), create a heading "Appearances."
• In cell C2, enter the formula =INT(B2/25). This formula calculates how many times a nurse's name should appear in the list based on their percentage (divide by 25 to convert percentages to whole numbers).
• Copy the formula in cell C2 down to all remaining nurse rows (C3 to C7).

3. Build the Running List:

• In column D (optional), create a heading "Running List."
• In cell D2, enter the name of the first nurse in your list (e.g., Nurse 1).
• In cell D3, enter the formula =IF(ROW() <= SUM($C$2:$C2), D2, ""). This formula checks if the current row number is less than or equal to the sum of appearances for all nurses up to the current row. If true, it repeats the name from the previous row. Otherwise, it leaves the cell blank.
• Copy the formula in cell D3 down to all remaining nurse rows (D4 to D7).

4. Drag and Fill:

• Select the entire list in columns A, B, C, and D.
• Hover your mouse over the bottom right corner of the selection until it turns into a plus sign (+).
• Drag the selection downwards as many rows as needed to create the full running list. Excel will automatically fill the names and appearances based on the formulas.

5. Refine and Use:

• You can hide columns B and C (appearances) if you don't need them for reference.
• By scrolling down the "Running List" (column D), you can see which nurse's name appears next, indicating whose turn it is for the listing.

Additional Tips:

• You can format the running list (column D) to highlight the current nurse's name for easier identification.
• This method assumes a fixed schedule for each nurse. If schedules change, you'll need to update the percentages in column B and rebuild the running list.

Alternative Approach:

If you prefer a more visual representation, you can create a separate sheet with a list of nurses and use conditional formatting to highlight the current nurse based on a formula referencing the running list on the other sheet

[#3]

f@smylbugti222gmailcom 

Thank you so much for a good extensive and pedagogic answer. I've had issues with the formula that creates the running list though =IF(ROW() <= SUM($C$2:$C2), D2, "")

Im not sure if its because ive had to translate to Swedish but the computer wont accept it. Do you have any othe suggestions regarding how to fix that?

[#4]

@shanam1580

I followed the instructions by the letter and came up with nonsense as shown in the attached file.

@smylbugti222gmailcom , can you please explain your instructions and demonstrate how this should work. With 35+ years Excel experience, I can't get it to work. 

[#5]

Thats exactly how it turned out for me too.

[#6]

@shanam1580 And I guess that was not what you had in mind. Can you elaborate a bit more about what you mean by "to take the next listing at our clinic".

[#7]

Basically

Who's turn it is to take on a new listing at the clinic. Does that make any sense?

If X works 100% and Y 50%, X's name apears 2 times as often on the list compared to Y. so we get the same amout of workload based on how much we wok (we run a healthcare clinic for kids 0-5 so listings are usually newborns that follow a set programme until 5 years )

[#8 · Accepted solution]

@shanam1580 Perhaps someone else here can come up with a mathematical approach. I couldn't so I went for a good old manual one. With some logic, I worked out a consistent schedule for 39 children allocated to your 6 nurses. That list of 39 can be repeated over-and-over again.

See attached in the yellow shaded area. Just fill in the real names in the green area. Would that work?

[#9]

This helps Alot, thank you so so much.