When does an Excel spreadsheet system need to be replaced?

Excel is very powerful financial software. Financial modelling, reporting and analysis are just some of Excel’s strengths. It’s also readily available on nearly everyone’s computer.

So it’s no surprise that Excel is often the first software to which people turn to develop a new financial application, in businesses large and small. That is expedient and can be effective. But if Excel is used as the primary database or data warehouse, there is often a better alternative to which it is worth changing.

This is because Excel has significant limitations:

• Data storage is simplistic, so does not cater well for real-life situations where data is inter-related or in multiple dimensions
• A spreadsheet cannot be updated by more than one person simultaneously, and security is simplistic, so is not suitable for many multi-user situations
• There is nothing in-built for functions such as aggregation and multi-currency. Formulae need to be written, and it is easy to get these wrong or inconsistent. 
• It is also difficult to maintain links between spreadsheets, especially if some are being circulated for completion by other people.
• So it is difficult to make a spreadsheet system robust, and keep it robust as it evolves.  
• Data entry is often done manually or semi-manually, and is not subject to validation. So data entry is slow and prone to error. 
• There is no audit trail

As a result, many people know of situations where material errors have arisen from using spreadsheets, and occasions where spreadsheet systems have held the business back. Ringing a bell with you?

There comes a time when a spreadsheet system that stores data needs to be replaced by a more suitable database system. Excel can be retained for reporting and analysis purposes.

BENEFITS OF REPLACEMENT SYSTEMS

Replacement systems use a database to store data centrally and provide a number of standard facilities that automate the system:

• Data can be structured exactly as required
• Systems can automatically and reliably aggregate and consolidate departments, regions, divisions and companies
• Data entry facilities automate the load of data from source systems, which can then be done in more detail if required
• Multi-user systems allow simultaneous use by people in the same department or different parts of the business, with differing levels of access permissions
• Audit trails and other management controls are available

As a result, a replacement system can be far more reliable, quicker and more powerful than the spreadsheet system it replaces. Excel can still be used for reporting and analysis, so its strengths can be retained.

Here are some examples where Camwells has helped find and implement replacement systems, working with FTSE250 to smaller private businesses across different industries.
 

(1) GROUP CONSOLIDATION

This FTSE250 housebuilding group has devolved many of the finance functions to regional teams, whilst running a shared service centre for cash transactions.

The Group reporting function was entirely dependent on Excel, which resulted in a number of critical issues, including:

• The process for submission of reports and forecasts from regions was cumbersome and time-consuming for regional and Group staff alike
• Data entry lost the available detail, and there were examples of keying errors
• Where spreadsheets were linked, it was also difficult to control versions, so also prone to error

As a result Group reporting staff were spending most of the time running the spreadsheets rather than analysing the data, such as comparing regional performance. With additional regions being added as the business grew, the spreadsheet system was nearing breaking point.

The work carried out included:

• Understanding current reporting, forecasting and related processes, and opportunities for improvement, by talking to MDs, FDs and accounting staff at regional and Group level
• Producing an agreed specification that was then used to assess available software, principally through software demonstrations and “proof of concept”
• Selecting multi-dimensional software and configuring it to best represent the business, including the import of detailed information from the trading system
• Writing reports in Excel to take advantage of the improved data

The result is a more effective, quicker and more reliable system.

(2) BUDGETING AND FORECASTING

This quoted IT company had a budgeting and forecasting system consisting of a suite of complicated Excel spreadsheets which were sent out to relevant departments. The system had evolved over time so that the controller said “it was held together with sticking plaster”, in particular:

• Linking submitted spreadsheets and controlling versions was difficult and risked material error
• Finding correct versions to compare to actuals was difficult

Again a specification was agreed that would allow the entire budgeting process to be carried out in a centralised system, which would clearly handle different versions. Software was selected that would:

• Allow the company’s overall forecast financial position to be produced reliably at the press of a button, including balance sheet and cash flow projections
• Make the detail of each version easily available to authorised people to review forecasts and compare to actuals

(3) PROJECT ACCOUNTING

This quoted software house had a packaged software system for the basic accounting. But there was no module suitable for their project-based order processing, which involved the sale of their own software, buying in hardware and supplying various associated services.

This was controlled in an integrated suite of Excel spreadsheets. But as they had become so unwieldy and difficult for the order processing team to use, the manager was threatening to resign.

The spreadsheets were analysed and a specification agreed. Various software options were considered including:

• Third party add-on module to existing accounting software
• Custom-written add-on module
• Complete replacement

The decision was taken to keep the existing accounting software, and get an add-on module custom written.

The end result was a system so good, when the business was acquired the system was used for the enlarged group. Unusually the acquired company personnel kept their jobs, from FD to junior clerk. Clearly a most welcome benefit!

(4) EXPENDITURE TRACKING

This privately-owned multinational was developing an offshore oilfield in Africa, which required cost records to be maintained and reported on a cash basis to the national government, alongside normal accruals accounting.

These cash records were being collected in Excel, but the use of multiple currencies and the reconciliation of cash and accruals figures was becoming increasingly difficult. One multi-currency accounting database was the objective, together with a sophisticated new purchasing system.

The management’s preference was for a cloud system that could be easily accessed from a variety of locations. After a specification was produced, various cloud options were assessed alongside the on-premise software commonly used in the oil and gas industry.

One multi-currency cloud accounting system was found that would provide the dual cash/accruals accounting more simply than with the on-premise option.

(5) ORDER PROCESSING

This corporate subsidiary was providing IT network systems where all the components were being bought-in on a “back to back” basis, alongside their own services.

Sales order, purchase orders and accounting records were on separate Excel spreadsheets, with no logical link between them. Growth in the business required additional personnel, which required a multi-user system.

The decision had been made to replace the spreadsheets with standard accounting software and a custom-written order processing system.  This now needed to be implemented, and internal people did not have the time and expertise.

The initial system was implemented on time for the start of the new accounting year, and then various improvements made to cater for changes in the business.

One key benefit of a proper database system was that purchases of equipment supplied to specific customers could be clearly identified. This allowed supplier rebates to be claimed, totaling some £600,000 per annum. This literally doubled the company’s profits.

As the MD said, “We couldn’t have done it without you.”



If you know of any similar situations that need to be resolved, do ring Chris Challis on 07836 774439.

Driving Business Performance

What should be on your dashboard?

If driving best business performance is your objective, Key Performance Indicators (KPIs) are a very useful way to focus attention on what really matters.

Your IT can help you in three ways:

1. Efficiently collect information required to calculate the KPI
2. Report the KPI, plus drill-down to further analysis, explanation and exceptions
3. Deliver these reports on a timely basis to people who need it, be it on a desktop, laptop or mobile device. Dashboards are a popular method.

But the IT is only a tool. It’s what you do with it that counts. And in this case, what are the right KPIs for your business?

In financial reporting, the term KPI tends to be used for key results such as revenue and profit. But the origin of the term is quite different. The idea is that KPIs are just that – key indicators of performance. Not just what has been achieved financially, but what's driving that achievement.

Firstly what drives business success? These are the business’s “Critical Success Factors”. Secondly how can the CFSs  be sensibly measured? These indicators can be both financial and non-financial, and can be termed Key Performance Drivers (KPDs).

Let’s take the example of an airline. If planes leave on time, then:

• Customers will be pleased, will want to use that airline again out of preference, and will recommend it to others
• Staff rostering, cleaning, catering and other aspects of the business can run efficiently, at minimum cost.

So a Critical Success Factor for an airline is that planes should leave on time. How that is measured is the KPD. Perhaps the percentage of planes leaving on time, say within 15 minutes late. Plus explanations for any leaving more than that time limit. By reporting daily, and perhaps more frequently, action can then be taken by management on a timely basis.

It’s therefore useful to think of KPIs in two main groups:

1. KPIs such as revenue and profit, which are the results reported on a periodic basis such as weekly or monthly
2. “Key Performance Drivers” (KPDs), often non-financial, which reflect what is happening in the business on a much more frequent basis. Management can then take timely action

By focusing on a restricted number of KPDs, which reflect the Critical Success Factors, management attention can be focused on what really matters. The IT tools can then make data collection and KPD reporting both practical and valuable.

In many businesses, a common complaint from management is that they get too much information. KPIs and KPDs provide the focus to allow reporting packs to be trimmed right down.

If you are not getting the right level of management information you need, when and how you want it, isn't it time this was reviewed?

A fresh and independent pair of eyes can make all the difference. Do call Chris Challis on 07836 774439 to discuss.

Cloud Computing - Implementation Process for SaaS - How Different from On-Premise?

We looked at how the selection process needs to be tweaked to choose a cloud SaaS (Software as a Service) solution, compared to traditional on-premise software.

Here is a quick summary of a typical on-premise implementation process for a mid-market solution, and how this needs to be changed for SaaS. The same principles also apply to small and corporate systems, simply adjusting the level of work required.

Actually very little changes for a system of equivalent scope and complexity. For example it is still important to get the configuration right, to get reporting right, and to make sure users are sufficiently familiar with how to use the system.

In addition to overall project management and change management, the key steps are typically as follows:

.	STEP	CHANGE FOR SaaS
1	Project Initiation & Planning	No difference
2	Software Installation	Software already available online
3	Physical Design Preparation	Only if integration
4	Pilot/Prototype Design & Build e.g. Expand Reporting Requirements, Design Configuration Options, etc	Access Security & Disaster Recovery
5	Build Pilot System	No difference (except it's online)
6	Test The Pilot System	No difference
7	End-User Training	No difference
8	Build Live System	No difference
9	Data Conversion	No difference
10	Live Running	No difference
11	Continue To Develop Reports	No difference
12	Post-Implementation Review (After 3-6 Months) Carry Out Remedial Action	No difference

In practice, for larger systems the implementation may be phased, in which case much of the process is repeated for each phase.

If you would like to know what is involved in each stage, such as developing workflow and suitable security, or how the process needs to be adapted to apply to your specific situation, do contact me on +44(0)7836 774439, or by email at challisc @ camwells.co.uk (please remove gaps first). I look forward to talking to you.

Or do feel free to leave a comment ...

Cloud Computing - Selection Process for SaaS - How Different from On-Premise?

Much has been written about the pros and cons of cloud SaaS (Software-as-a-Service) compared to traditional “on-premise” computing. SaaS covers the likes of accounting, customer relationship management (CRM), Facebook and a multitude of other business and consumer applications.

Here’s our own summary of the benefits and risks of SaaS.

But relatively little has been written about how the process for selection of business software has changed with the availability of SAAS. How much has the process changed?

I’ve been involved in selection projects for many years from three perspectives:

• Leading projects in industry
• In a sales role in a reseller of accounting and business software (so I know the tricks of the trade!)
• In consultancy with PWC and Camwells advising clients

Many of these selections have been of mid-range systems, but also corporate systems and simple systems for small businesses. Some selections are now just for SaaS, some just for on-premise (where cloud provision is not adequate in one way or another), and some with an open mind as to the final solution. So ideally a methodology is needed that caters for selecting a SaaS and/or an on-premise solution.

Camwells has a selection process that does indeed cater for both.

Nonetheless every now and again it’s worth taking a look at what others are doing to see if the process can be improved, and now is the time to do so!

Firstly it’s worth looking at the software industry’s view on the process. BASDA (the Business Application Software Developers’ Association) is the clearest representative body in the UK and has published a recommended procurement process. There is no mention of either “cloud”, “SaaS” or equivalent concepts (I’ve been using SaaS ten years since early 2000), but the booklet sets out a basic process which includes two key aspects:

1. The replacement of the bulky "Invitation to Tender" with a shortened “Request for Information” (RFI). I prefer to call it a “Request for Proposal” (RFP), to emphasise that a commercial proposal is expected in response to the requirements.
2. Bringing forward the detailed product testing to the evaluation phase prior to purchase rather than after the system has been installed.

The second point actually makes their process adaptable to the selection of cloud SaaS systems. Another body representing UK software developers, Intellect, makes some key points in the implementation process section of their white paper “The business case for Software as a Service”:

1. Many SaaS products have a free-of-charge evaluation period, or a few users can be set up at minimal cost before any major commitment is made
2. Conversely not all on-premise software vendors will allow a free or low cost on-site evaluation, as software (and possibly hardware) needs to be installed on client’s premises to even do a small (“boardroom”) pilot. On-site installation is not needed with SaaS (assuming you have internet-enabled PCs), which also means saving time to start the evaluation
3. If the risk of failure is low, especially with smaller systems, a SaaS service can be used straight away
4. If the SaaS trial is unsatisfactory, it is quicker and cheaper to stop any further work with that supplier and consider other options
5. But Intellect also mentions that tasks such as evaluation of larger systems, data loading, user training etc are similar to on-premise

Other SaaS publications I’ve collected tend to focus on the pros and cons of SaaS, not on the selection process. Google searches across the globe didn’t identify much new and useful either.

So here is a quick summary of the Camwells selection process, and how it can flex for SaaS. The focus is on mid-range solutions, but the same basic process is equally valid for small and corporate systems.

This process is broadly consistent with BASDA’s process, but with a number of practical differences. For example, we’ve found that client management prefer to discuss and collectively sign off an internally-focused “User Requirements Specification” (URS). This is in a suitable format to be tweaked into the “Request for Proposal” (RFP) sent to suppliers, or can form the basis for evaluation of SaaS offerings.

The key steps are as follows:

.	STEP	FLEXING FOR SaaS
1	Project Initiation (Steering Committee etc)	No difference for SaaS
2	User Requirements Specification (Background, Objectives & Benefits, Scope & Interaction, Key/Special Requirements)	No difference for SaaS
3	Supplier Long List	No difference for SaaS
4	Request For Proposal (RFP)	Free/Lo-cost trials instead? Dependent on complexity, may still require supplier assistance
5	Assess Supplier Proposals	If send out RFP
6	Supplier Short List Demos	Useful in all but simplest cases to have supplier involved to bring system to life and help configure pilot
7	Supplier Finalist(s) Demo(s) if required
8	Preferred Supplier Assessment	Different issues
9	Enter into Contract	Different content of contract, probably non-negotiable

Here are also the key differences in the implementation process.

Cloud SaaS providers tend to market their systems as being more intuitive, easier to use and quicker to implement than on-premise systems. As explained above, there is truth in respect of timescales. But “ease of use” is worth taking with a pinch of salt - it really depends how well the system is written, and whether functionality has been limited. As with on-premise software, the key to the selection process is to see through the gloss and to ask the important questions to ensure the offering and supplier fits your needs, before you have committed your business and your reputation.

In conclusion

Selecting SaaS and on-premise software should follow the same basic process, though SaaS systems can be quicker in certain respects. The service nature of SaaS means different issues to consider, and a final contract that’s significantly different. Whether SaaS or on-premise, the key is to start with a professional "User Requirements Specification" that clearly sets out objectives, used both for selection and then for implementation.

If you would like to know what is involved in each stage, such as how to prepare for demos and evaluation, do contact me on +44(0)7836 774439, or by email at challisc @ camwells.co.uk (please remove gaps first). I look forward to talking to you.

Or do feel free to leave a comment ...

Cloud Computing – Hot Air or Business Reality?

Thanks to Microsoft for reminding me of a paper Ted Schadler of Forrester Research published back in 2008. In the thick of the global meltdown, he advised CFOs to take a close look at cloud computing for email, collaboration and enterprise applications.

The points are equally valid today, though Ted focused principally on benefits. So let’s look at both the pros and cons

Key Benefits

Ted mentioned three key benefits:

1. Speed: Accelerate a project roll-out

Cloud services (SaaS, PaaS & IaaS) are hosted remotely. Typically quicker to get through budget approval, and no need to wait for delivery of hardware etc. But for SaaS, which involves packaged software, don’t be fooled by statements that all you need to do is pay monthly fee and forget about help with set-up, project management, change management, training etc. These need to match those of an equivalent on-premise solution, whether you start with a pilot or a full-scale implementation. A requirements specification is also recommended, at least to establish which SaaS system(s) should be trialed.

2. Focus: Outsource non-core competencies to a service provider

Let the “specialists worry about the nuts and bolts so that you don’t have to” is a compelling argument, especially for small and medium-sized businesses that often struggle to do the basics in back-up, disaster recovery and general systems administration. It can help release IT staff for better things in larger organisations.

3. Funding: Pay as you go rather than pay up front.

This is also compelling for any application, but especially when the services offered would be completely unaffordable to run in-house. However less money up-front to the supplier reduces what they can spend on quality pre-sales work, and raises the risk of suppliers going out of business (compared to traditional package software houses) unless they are well funded.

Further benefits for Software as a Service (SaaS cloud)

Five more principal benefits can be added:

1. Functionality can be shared from any location with an internet connection, from any device with a compatible internet browser. This allows remote access from multiple sites, by mobile workers, and collaboration with third parties (including customers and suppliers)
2. Regular upgrades provide new functionality more quickly, without the hassle of installing them. However there are issues with upgrades in multi-tenant systems (see below).
3. Easy to increase usage when needed (but not so easy to reduce it)
4. Easier to pilot an application, and withdraw quickly if necessary at lower cost and embarrassment!
5. Better backup and disaster recovery than a typical on-premise installation, certainly for smaller  businesses

Cons, Pitfalls & Risks

Turning to the “cons”, this is my take from 10 years using SaaS systems for ecommerce, email, ebanking and other purposes. As Intellect says “While the SaaS model offers significant advantages over on-premise, I does carry potential risks that must also be considered”:

1. Top of my list is reliance on an internet connection. As Andy Scott says “Loss of Internet = loss of information systems. PERIOD.” At each place of use, it is a must to have at least two totally independent reasonably high-speed internet connections, either broadband + 4G, 2 different 4G services, or some other combination.
2. Top of most people’s concerns is security. "Security" covers a multitude of sins, from internet reliance (as above), user access, encryption, vendor staff, leavers/transferees, to back-up and disaster recovery. This all needs to be within compliance with the relevant Data Protection legislation (e.g. FSA). There may in fact be an improvement using SaaS by comparison to your existing on-premise solution, but needs a careful look.
   
3. Security is closely related to data ownership. What’s in the vendor’s contract? Do you have (or can you quickly get) your own data back-ups, and the ability to move to another service if and when you need to?
4. As mentioned above, upgrades are both an advantage and potentially a critical issue, depending on the SaaS vendor and how it operates. Issues exist around timing, testing, user procedures, training, etc
5. SaaS solutions can usually be configured, can often be integrated with other systems, but can rarely be customised as easily as on-premise solutions. What you see is what you get!
6. Contingency planning is vital. Any lack of a credible contingency plan for a business critical application needs careful consideration, depending on the circumstances.

Ever "positive but cautious"

The quality (and indeed acceptability) of a specific supplier and its offering for a specific application is fundamental to the success of your cloud adventure. There’s no escaping proper due diligence! Assuming the cloud is an acceptable approach for the specific application, given the available offerings, it’s a question of which cloud.

Upgrade or replace?

If you've been using financial software for a few years there will come a time when you will be invited to upgrade the software, either due to business expansion or to avoid losing support. Many people like to take the opportunity to review alternative software to cover various possibilities such as:

• FUNCTIONALITY: The business is likely to have changed. New types of business may have been added, the business may be much larger or smaller, and different personnel may have different preferences.
• MANAGEMENT INFORMATION: Reporting may not be fulfilling the business needs, especially for use on mobile devices
• EFFICIENCY: Different software may provide different functions for more efficient processing
• REMOTE ACCESS: Cloud-based software and hosting options have advanced significantly in recent years, and may provide a more practical solution where access is required from multiple locations
• SUPPORT: Problems with the effectiveness of support
• COST-EFFECTIVENESS: Suitable software solutions may be much cheaper than the existing solution, especially if support costs are currently expensive

Camwells can help you review the market, on a completely independent basis. Does it make sense to change, or is it best to upgrade the existing system?

A thorough review of requirements is needed. Even if internal staff have the skills, they rarely have the time. Camwells can provide both.

As an example, we helped an AIM-listed business review their accounting and order processing systems prior to a large anticipated increase in sales of a new product. We found that:

• The accounting modules were basically sound
• But the order processing modules had few other users, and the support company did not understand these modules. As a result there were major problems with the support service.
• Sales reporting was a major issue, for which no clear solution was available
• Whilst most requirements were fairly standard, the new product was a fuel additive that involved Fuel Duty. This meant special requirements for sales invoicing and tracking duty.

So:

• We compiled a User Requirements Specification to cover all the key business requirements, including reporting, special requirements and core requirements. Nothing important can be assumed to be available in alternative software.
• This document was issued to potential suppliers as a "Request for Proposal", including the incumbent supplier, alternative suppliers of the existing software, and suppliers of alternative software
• This was followed by discussions and software demonstrations with short-listed contenders
• A visit to the incumbent supplier made it clear they were not interested or capable of providing a suitable support service, and so were ruled out.
• A final choice needed to be made between a better supplier of the existing software, or making a change. Both required a significant investment.
• Whilst there were pros and cons, a decision was made to change systems. There was concern about longevity of the existing order processing modules given their low usage, and the alternative system was generally easier to use.
• In slightly different circumstances the existing system would have been retained.

The independent and thorough assessment of options by Camwells allowed the client company to move forward confidently, with support of all the key people involved.

If you would also find such an assessment useful, do call Chris Challis on 07836 774439.

It's a Secret

Written in an article for the IT Faculty of the ICAEW:

Let’s experiment by combining two IT topics:

1. One of the top priorities for an accounting system – management information
2. The use of social media in a B2B (business-to-business) context

[... read more ...]

Why Move From Cloud to On-Premise?

Written in an article for the IT Faculty of the ICAEW:

It’s usual these days for people to be talking about moving systems into the cloud. But let’s look at it the other way around. If you are already using a cloud system, be it for accounting, CRM, document management or whatever, when should you be thinking about moving the systems on-premise? There’s a variety of potential reasons.

[... read more ...]

Yet More Mobile

Written in an article for the IT Faculty of the ICAEW:

On Tuesday, Microsoft demonstrated Windows 8 publicly for the first time, at the BUILD developer conference. Whilst there will be masses of coverage to come in the media, one thing to note is that Microsoft is attempting a user interface suitable for both touchscreens on mobile devices and traditional PCs.

Whilst I’m sceptical, this could move us one step closer to having a single pocket-portable device that could slot into docking stations for screens and keyboards as we move from one location to another. Whether this is superceded by cloud services is another matter. Either way, lugging laptops around may become a thing of the past.

[...read more...]

What Gets Measured Gets Done

Written in an article for the IT Faculty of the ICAEW:

As more and more applications appear on the web and on smartphones, it’s obvious that there should be a web-based KPI dashboard.

Ideally this should be accessible from any device, be it a PC, a Mac, an iPad or another smartphone or tablet. [...read more...]

Competitive advantage. Once in a blue moon.

Written in an article for the IT Faculty of the ICAEW:

Once in a blue moon a new technology appears that is so simple in concept, so easy to use, and potentially so powerful.  QR codes are such a technology. [...read more...}

News Update - Monday 20/6/11

Here's the pick of the last week's news stories that are likely to impact your business:

Data security: Top 10 ways to lose your data

OnLine Traders: A crackdown by HMRC on undeclared profits continues as it turns attention onto online traders

Mobile internet: Unlimited data plans may not be lasting much longer

Near Field Communication (NFC): Mobile wallets and other uses

News Update - Monday 13/6/11

Here's the pick of the last week's news stories that are likely to impact your business:

Office Devices: Is it a tablet, a PC or a phone?


Facial Recognition: A novel use for venues


Using Social Media: Innovation through collective intelligence

iPad2: Using  the cover for training notes

Cloud Computing Flexibility

Written in an article for the IT Faculty of the ICAEW:

Cloud computing has been around for 10 years or more, under one name or another. As internet access speeds have improved, and an increasing range of cloud systems have become available, the practicality of using cloud systems has increased.  Businesses, government and other organizations are increasingly looking at cloud as an option. [...read more...]

News Update - Monday 16/5/11

Here's the pick of the last week's news stories that are likely to impact your business:

Office Software: Alternatives

Facebook: Official Marketing Guidance – general principles plus Facebook-specific tips

Skype: Acquired by Microsoft (subject to regulatory approval) - what are consequences?

iPad: Presentation tools

Taming the Power of Social Media

Social media is a powerful way to spread a message and build relationships. But I was reminded by an article on “stupid tweet insurance” for businesses, that whether it is Twitter, Facebook, YouTube or any other social tool, these tools can do more harm than good.

In this article for the ICAEW, how can the tools be tamed?

News Update - Monday 9/5/11

Here's the pick of the last week's news stories that are likely to impact your business:

Web pages : Here’s a useful way of annotating and saving webpages

HTML5: A step closer to letting apps work on all devices and all operating systems

Facebook: If you are advertising, look at Sponsored Story ads

GoogleDocs: Now app for Android smartphones

News Update - Monday 2/5/11

Here's the pick of the last week's news stories that are likely to impact your business:

Internet security: Personal and corporate impact of a security breach

American-hosted systems: Risk of loss due to Digital Millennium Copyright Act

iPad  and iPhone apps: Self-creation

Business cards: Replacement?

News Update - Monday 25/4/11

Here's the pick of the last week's news stories that are likely to impact your business:

Facebook: Optimising your business page for search engines

Cloud security: How secure are encrypted files on American cloud servers?

News Update - Monday 18/4/11

Here's the pick of the last week's news stories that are likely to impact your business:

Cloud computing: Mistakes to avoid

Personal devices linked to corporate network
- Protecting company data
- Legal Issues

Mass customization: For product businesses

News Update - Monday 11/4/11

Here's the pick of the last week's news stories that are likely to impact your business:

Employee productivity: Balancing internet distractions

RFID and “Internet of Things”: With 2.8 billion RFID (Radio Frequency ID) tags expected to be sold this year, privacy is an important issue before applications are deployed

Sharepoint for iPad: 5 ways to keep connected

Twitter: Advanced Search launched to make it easier to search (must be logged into New Twitter)

News Update - Monday 4/4/11

Here's the pick of the last week's news stories that are likely to impact your business:

Ideas Management: Harnessing ideas from customers and employees

Social Media: Following sets of people - your customers, your competitors, or whoever else is of interest (such as music)

Internet of Things: Connecting objects to the internet to improve effectiveness and efficiency

Using mobile apps for your marketing and sales:

Push Notifications: Best practices in mobile apps

In-app billing: For Android apps

Improving Business Continuity

Cloud systems are often able to provide better disaster recovery than you can arrange in-house. But this needs assessment. The cloud also produces new continuity issues to consider and address.

For those cloud services that are business-critical, what should you be doing to ensure business continuity?

This article written for the IT Faculty of the ICAEW looks at the issues and makes some suggestions to minimise risks.

News Update - Monday 28/3/11

Here's the pick of the last week's news stories that are likely to impact your business:

Apple iPad2: Now available in UK, models £20-£40 cheaper than original iPad last year

Tablet size matters?:

Pen-based computing: A step forward or a step back?

Internet of Things: Brands communicating with customers

Management Reporting - Improving Analysis

Garbage in, garbage out. Management reports are only as good as the quality of the underlying data, especially in terms of any analysis.

In this article I've written for the ICAEW IT Faculty, here are some tips to improve the quality of information entered.

News Update - Monday 21/3/11

Here's the pick of the last week's news stories that are likely to impact your business:

SaaS Upgrades: The way Google apps upgrades take place is changing to give users more control. How will other SaaS providers respond?

iPad2 for Business: The embedded cameras open up new business possibilities. Available Friday 25 March in the UK.

Facebook: Estimates are that it accounts for 12% of all internet traffic

Social Media Activity at Work: Should organizations contractually limit social media activity of employees?

All Change in Social Media

Changes to the social media options available and changes to individual services are only to be expected.

In this article I've written for the ICAEW IT Faculty, here are two very recent examples highlighting changes to the way these services should be used.

News Update - Monday 14/3/11

Here's the pick of the last week's news stories that are likely to impact your business:

Windows from an iPad: Tablets like the iPad are great, but they don’t let you run Windows software. Here’s a step in that direction

Your business on Facebook: Should you expect to be “liked”?

Flash to HTML5: With Flash unsupported on iPads/iPhones, conversion of some Flash is now possible with Wallaby

Buyer-initiated transactions: Here’s a new service to watch for if you can sell in local situations

Mobile Apps for Profit - To Improve Business Processes

The new smartphones, iPad2 and other tablets provide portability to open up new opportunities for sales and business efficiency.

Whether it’s management information or apps for mobile workers, business processes can be done better, faster, cheaper.

This article I’ve written for the ICAEW provides some examples. What are the possibilities in your business?

News Update - Monday 7/3/11

Here's the pick of the last week's news stories that are likely to impact your business:

Tablets: Launch of the iPad2 and competitors puts tablets firmly on the map as business tools

Remote access to your PC: GoToMyPC for iPad lets you use your PC from an iPad

Mobile apps: Tools are becoming available to create DiY apps for smartphones and tablets

Cloud continuity: Problems with Google’s Gmail service shows how important it is to check your cloud providers’ backup, recovery and continuity arrangements

Cloud Apps – Handling Upgrades

The way cloud apps are upgraded is very different from the equivalent on-premise packages. How upgrades are handled can be a key factor in selecting a cloud solution, and making the most of an existing one.

What are the advantages of cloud app upgrades? Are there any issues? What questions are worth asking suppliers?

This article written for the IT Faculty of the ICAEW explores these questions. How will the answers affect the way you use the cloud, now or later?

News Update - Monday 28/2/11

Here's the pick of the last week's news stories that are likely to impact your business:

NFC on Mobile Phones: How “Near Field Communication” can change the way business activities take place

Collaboration on Office documents: Google Cloud Connect add-in for MS Office allows new web-based collaboration for Word, Excel and Powerpoint

Group Messaging: A different approach using Beluga

Secure Messaging: A new approach using Lockify

Business Performance Management - Taking your Tablet for Dashboards

Dashboards have become an important way of providing information to senior and junior management. Properly constructed they can focus on what is key to each person to support timely decision-making, by including both results and drivers.

This article written for the IT Faculty of the ICAEW looks at the opportunities to provide dashboards on tablets such as the iPad. Would such an approach better serve your colleagues?

News Update - Monday 21/2/11

Here's the pick of the last week's news stories that are likely to impact your business:

Libyan .ly Links (such as bit.ly): With the Libyan internet down, how long will your .ly links work?

Facebook Marketing: What does and doesn’t work?

Tablet Computers: Anticipated growth could mean faster adoption in business than any type of device before

An Inside Job – Using Social Tools within Business

Social media tools are being used by businesses to communicate publicly with customers. Increasingly these tools and similar internet-based software are being used privately within a business or with trusted partners for business benefit.

This article written for the IT Faculty of the ICAEW looks at the new opportunities and how to handle the new risks. Are you ready?

News Update - Monday 14/2/11

Here's the pick of the last week's news stories that are likely to impact your business:

BI on iPad: As tablets such as the iPad become more widely used, here are some ideas to use business intelligence on the move

Cloud security: Another cloud service adds optional encryption

Twitter usage: A cautionary tale and reminder that tweets are not just viewable by followers. Do your colleagues know?

Micropayments: Paypal is launching a new service for the sale of digital products

Cloud Computing – Inevitable?

This week someone asked me “Is cloud computing inevitable?” Will we only be using cloud systems in business and other organisations by say 2015?

This article written for the IT Faculty of the ICAEW provides a summary for management of the types and uses of cloud computing, together with the pros and cons.

News Update - Monday 7/2/11

Here's the pick of the last week's news stories that are likely to impact your business:

Payments using mobile phones: O2 announces plans to use Near Field Communication (NFC) technology on the latest mobiles

Microblogging within businesses: New services appearing to let personnel communicate through microblogging

Social productivity: Now Salesforce.com has bought Manymoon, here’s another way for personnel to communicate to share, track and complete work items

Web sites for tablets: Here are some design tips to let your website appear well on a tablet computer

Using Two-Dimensional Barcodes

We’re all familiar with the barcodes on items we buy from the supermarket. But they can only hold short codes. Two-dimensional barcodes can hold 1500 or more characters of information. How can they be used profitably?

Here is an article written for the IT Faculty of the ICAEW

Cloud Computing – How about Private Cloud?

Putting software applications “into the cloud” can mean different things. Often it means using software hosted by a third party on a shared, “public” basis, accessible via the internet, and paid for by some form of subscription.

But what if that isn’t practical for some technical or commercial reason?

On-premise software is increasingly being made available so it can be accessed via a web browser and/or a smartphone app. The software may or may not be available on a hosted basis. The functionality may be as good as, or perhaps better than, options available as public cloud. So such systems can still be a valid business solution implemented in-house.

Running such software in-house is often referred to as “private cloud” - though some people would prefer this term to only apply to specific technical set-ups more commonly used in public cloud installations.

Private cloud systems share some of the benefits of public cloud computing, notably a familiar browser-based look and feel that can be accessed from anywhere where there is an internet connection. But you would still have to buy the hardware and software, and it doesn’t provide other benefits of public cloud, such as delegating administration of the system to a professional partner (unless your business is big enough to use traditional outsourcing). 

Sometimes urgency means a public cloud system needs to be chosen, as this will be quicker to get the implementation started. But where possible, it’s worth comparing the functionality of on-premise and cloud applications, (together with the other pros and cons) to ensure the solution chosen is most appropriate to the needs and aspirations of the business.

News Update - Monday 31/1/11

Here's the pick of the last week's news stories that are likely to impact your business:

Private Social Networks: If you’d like to collaborate with colleagues in a similar way to Facebook or Twitter, there are various tools to set up a private social network. SalesForce are extending the availability of their Chatter service

Internet Security: Now the Facebook boss’s account has been hacked, let’s hope the security of Facebook and other cloud services will continue to be a priority

Privacy Expectations: Business is about trust. Any interactions with customers should use their data within their expectations, or risk losing their trust and their business.

LibreOffice: With OpenOffice now subsumed into Oracle, the open-source office suite reappears in a new guise as LibreOffice 3

Social Media – Why Use It For Your Business?

If you are already using social media for your business, the answer to “Why use it?” may be obvious. But if are still unclear of its merits, or you aren’t using social media yet, then this brief introduction will be useful.

“Social media” is a collection of services including social networking services such as Facebook and Twitter. Each service is best suited to specific situations.

As a business, you can set up an account with any of these services that are relevant. This can be for your company, a specific brand, or yourself as an individual. People can then link to the account from their own account, such as by clicking a “Follow” or “Like” button.  You can then:

1. Broadcast to these people, including text, photos, videos and links to blogs or web sites
2. Get feedback and questions from these people, and enter into conversations
3. In some cases allow discussions between these people. This can be positive or negative, so the latter needs to be handled carefully

The main uses are therefore for:

1. Marketing, such as news announcements and special offers
2. Interacting with influencers and other people who you can help or can help you
3. Customer service, including answering questions
4. Technical support, such as for software
5. Public service announcements

This can be for Business to Consumer (B2C) or Business to Consumer (B2B), depending on the service used

There are also services for specific purposes, such as to issue electronic discount coupons and based around location, which are becoming increasingly popular.

As with many things, a key reason to use social media is to get ahead of your competitors, or not to be left behind. However using it poorly can be detrimental to your business, and it's worth having clear objectives of what you are trying to achieve. There’s a number of practical do’s and don’ts.

Bear in mind that these services are public. They don’t replace the need for private communication mechanisms through your website, such as for complaints.

Taking a look at the main services:

Facebook

You set up an account using “Pages”, which people can “Like”. For them your site becomes similar to one of their friends.

You can set whether you will allow people to add comments, photos, videos and/or links on your “wall”. If you do , then you can hold a conversation just with that person, or a discussion involving potentially many people.

As Facebook tends to be used in a personal capacity, this service is best for B2C and of limited use for B2B.

Twitter

By setting up an account people can “follow” the tweets that you send. They can also send you tweets, which you can choose to reply to or not.

Tweets are only 140 characters. But they can contain links to web sites, which is also the basis for communicating photos, videos and longer pieces of text.

Twitter can be used for both B2C and B2B.

MySpace

In 2006 this was the leading social networking service worldwide, but has since been eclipsed by Facebook. MySpace has recently announced that they will become a media hub for music, TV and video. They now link to Facebook for social networking.

MySpace is therefore of limited business interest. However for businesses in entertainment, especially musical acts, it is still a useful place to have an account.

YouTube

By posting a video onto YouTube:
•    People can comment on the video
•    You can link to the video from your web site, tweets, etc
•    You can embed the video into a web page on your main site


There are many other systems, so this article has only been a quick introduction to the uses of social media. If you would like to discuss further, do contact me.

Forecasting and Performance Analysis - Alternative Systems

Forward planning and performance monitoring are both important management functions for any business or organisation.  This is true at any time, but especially when finance is being raised or banking facilities need to be monitored.

Budgeting and forecasting is a regular activity for most organisations, together with variance analysis against actuals.

But all too often these processes are using systems which are difficult to use and maintain. In many organisations they are the most ineffective practices in management. They take everyone too much time.

In this article I've written for the IT Faculty of the ICAEW, here are some tips for how alternative systems can help, and what to look out for.

Cloud Computing – Which Type? Does it Matter?

When putting your business applications such as accounting and CRM “into the cloud”, there are various ways this can be achieved.

In each case the server that stores your data and runs the centralised software is hosted by a third party, and you typically pay a form of subscription. This is therefore called “Software as a Service” (SaaS). The main methods are:

• “Pure SaaS”: Systems written specifically for the internet, accessible using a web browser. Usually adopt a multi-tenancy database whereby the various users share the server and software.
• Hosted traditional software: If a system can be run on-premise and accessed remotely through a comms link, it has the potential to be hosted in the cloud.
• Hosted systems that you access using software other than a web-browser. This allows the whole screen to be optimised for the application.
• Smartphone/tablet apps: Again you can access the hosted system using an app downloaded to the device

These methods are termed “public cloud”. There is also the concept of “private cloud”, whereby systems written for the internet are run on-premise (or hosted by your regular outsourcer).

Whilst some people would disagree whether all these methods qualify as “cloud”, they nonetheless share many of the benefits and risks. Each method then has its own pros and cons. For example “pure SaaS” is usually only suitable if you can work with the standard functionality that everyone is sharing. If you need any custom functionality, you’ll usually need to take a different approach.

When looking at a particular offering that is being called “cloud”, it is worth understanding exactly how it will work and the practical pros and cons. This can have a significant effect on which service you decide to use.

If you would like help in this assessment, do give me a call on 01628 632914 or send me an email.

News Update - Monday 24/1/11

Here's the pick of the last week's news stories that are likely to impact your business:

Use of Quick Response (QR) codes. Initially for tracking parts in vehicle manufacture, there are other uses in general business now smartphones with QR readers are becoming widely available

Barcode display. Conversely getting a smartphone to display a barcode can unlock activities such as payments from a pre-paid account.

Tablet computers such as the iPad.  Why use them in your business?

Passphrase rather than password. A more powerful security technique we’re likely to see more frequently