Escaping Excel Hell – Automating Business Processes

Excel is a marvelous software tool. It’s pretty well standard on business PCs, and most people have at least a rudimentary knowledge of how it works.

You can list data in a simple database, and use the range of formulae to add and manipulate data. So Excel (or some other spreadsheet) is often the first tool thought of and used for a business application such as order processing or budgeting.

However it’s worth thinking of Excel as clever electronic paper, suffering from similar drawbacks:

• Excel has no automatic facilities for additions. All formulae have to be set up manually, directly or by copying, and it is easy to make errors
• Excel is a “personal productivity” tool which is not designed for use by more than one person. Whilst it is possible to share and link spreadsheets, again there is considerable possibility of error.
• Data entry does not have an audit trail. Whilst it is convenient that changes can be made easily, no changes will get logged.
• Once you’ve got a database of data, you can produce summaries by creating additional tables or pivot tables, but regular reporting is difficult
• You won’t get any workflow capabilities to automate processes

So Excel can be very useful to generate small-scale systems. But for larger systems, or a small system that has grown, a more appropriate solution is needed.

Sometimes it is possible to find a package that does exactly what’s needed, in the cloud or to buy to use on-premise, such as for a simple order processing system. In other cases a system needs to be customised to do what is required. For financial systems, it may be appropriate to bolt this onto a packaged accounting system, and share aspects such as the customer, supplier and product details.

The first stage is to document exactly what is required, including data structures, basic workflow process and automation sought, reporting needs, data volumes and other key aspects.

Then the market can be assessed, and a short list established for demonstration and/or trials. Selection is an art.

Implementation needs to be handled carefully, to ensure the software works, people know how to use it properly, and initial data is loaded correctly. Any changes to the business and how it operates need especial care.

Camwells has experience of all stages of a range of packaged and bespoke solutions to replace Excel. If you would like to talk further, please ring me on 01628 632914 or send an email.

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