When to move a process off spreadsheets

In defence of spreadsheets

Spreadsheets are cheap, flexible and good enough for a lot. You can track anything without waiting for IT, and everyone knows how to use them.

Operations can run on spreadsheets for years. If it works, there's no shame in keeping it.

Signs you've outgrown spreadsheets

Multiple people editing the same file

"Who has the latest version?" is a question you shouldn't have to ask. Emailing copies back and forth and sorting out conflicting edits is a version control problem.

Copy-paste between systems

Copying numbers from SCADA into Excel by hand every day takes time and lets errors in. Any process that requires regular copy-paste from one system to another is a candidate for automation.

Spreadsheets that break when someone leaves

The person who built the spreadsheet understands it. Everyone else just uses it. Once they're on leave or have moved on, the hidden complexity shows: the formulas that only work if you enter data in a specific order, the macros that break if you look at them wrong.

Audits and compliance

"Show me the production records from last March" shouldn't mean a search through old files. An auditor will want to see what happened and when, and it should be quick to find.

Scale problems

Spreadsheets that worked for one site don't scale to five. Processes that worked for 10 data points don't scale to 1,000.

What to consider before switching

Moving from spreadsheets to a system isn't free. Before you commit:

Is this a people problem or a tool problem?

Sometimes nobody has agreed how to use the spreadsheet. A new system won't fix unclear processes or lack of accountability.

What exactly isn't working?

Be specific about what's not working, for example "the weekly production report takes 3 hours to compile".

Who will maintain it?

Systems need care and feeding. Without someone to manage the new system, you'll end up back on spreadsheets.

What happens during the transition?

You'll need to run both systems in parallel for a while. That doubles the data entry for a while, so allow for it.

What to look for in a replacement

Ease of data entry

If entering data takes longer than the spreadsheet, people will find workarounds. Floor staff need mobile access, and operators need quick entry.

Flexibility

Spreadsheets are flexible, so the replacement has to be adaptable too. Rigid systems that require IT involvement for every change won't last.

Integration

The system should connect to the data sources already on site, such as SCADA, historians and PLCs. Operators shouldn't be typing in numbers that already exist in another system.

Reporting

You need to get data out as easily as you put it in, through reports, exports or dashboards. Don't get locked into a system that makes your data hard to access.

Support

Check who answers at 2am, and whether they know plant systems.

The hybrid approach

Not everything needs to move at once. A common split:

• Core production data in a proper system
• Ad-hoc analysis still in spreadsheets
• Automated exports that feed spreadsheets from the system