The Universal Business System…..

I love Microsoft Excel. I remember clearly the first time I came across an electronic spreadsheet application (for the record it was Smartsuite) and being blown away with the possibilities it offered. The ability to use macro’s and automate various tasks allowed for the creating of ‘mini-programs’ that would remove the mundane paper filling in the office and make data available for analysis.

Not long later I was taught, after much badgering of the IT department, how to create and download files from the ‘Master Business System’ which I could then import into the spreadsheet to then slice and dice and produce my own sets of figures for my management meetings.

At the time I was, at least for the business I was working in, quite a pioneer and I was very much lauded for producing reports that not only looked good but had information that was timely and accurate. No waiting for the production of reports overnight from the IT department on dot matrix printers with faded ribbons and fan-fold paper for me!

In truth this activity was responsible for my later selection to a project to implement a new ‘Master Business System’ – something that was called ‘ERP’.

Nowadays, as part of a company that implements ERP, both Microsoft Dynamics AX (formally known as Axapta) and Infor ERP LN (formally known as Baan, iBaan, SSA Baan, Triton etc, etc), I see a number of companies who have developed terrific spreadsheets with incredible macros and code that actually seem to be so essential to the business that, in the event of their loss, the business would be in serious trouble without them.

And herein lies the problem. In most cases the spreadsheets have been developed by people within the business who have used their talents and taught themselves to become spreadsheet Gurus.

Once these people move on (as I did) the ‘applications’ (in effect the business system) are essentially unsupported. The business has a choice; work out how and what the spreadsheet does, or employ someone from outside to do this, or start again.  An important aside here is that often these spreadsheets are not even backed up properly and reside on the authors PC introducing further risk.

A more robust answer is to implement a business system that doesn’t require all the spreadsheets to make the business work – such as ERP.

Or… actually look at what your current business system offers and make sure you are not ignoring what it could do for you therefore replacing the functionality of the spreadsheets. For instance some report enhancements or utilisation of modules that perhaps you currently don’t use.

Importantly, I would urge you to look at your business right now and see if you are in this situation – and if you are take some action before you find yourself facing an emergency.