Spreadsheets
05/05/13 22:49
Spreadsheets
I have used spreadsheets for a very long time. I remember “Viscalc” and “Multiplan”. Visicalc was such a revelation. You could enter your information into a series of cells and the application would add up the numbers.
I recall that there were not that many functions (+,-, X,/). Certainly not the gazillions of functions that are now available. Also you only had one sheet available. There was no auto-save.
Today, apart from the extra functions (95% of which are not used by 95% of users -my experience but not scientific), spreadsheets are not much different from 30 years ago.
-the underlying programming has changed but the user experience is pretty much the same.
Three years ago I used Excel every day and I regarded myself as prety competant at creating and analysing complex spreadsheets. Currently I am using Open Office (Free) and Numbers (£13.90) for spreadsheet work but I recently had the need to use Excel (£150 for Office) on my mac, and boy it was confusing. The first thing I did was switch off the ribbon “feature”. It just seems to replicate the menu items and is a confusing visual distraction.
Anyway, to continue.
A lot of users take information from their accounting systems and manually input it into a spreadsheet for further analysis. There is a danger that an input error occurs either in the placement of data or typing incorrect data, thus resulting in incorrect and possibly costly mis-analysis.
For example if the spreadsheet called for an input of an exchange rate and the user types 1.56 instead of 1.65 then a significant error will occur. This type of mistake may be difficult to spot.
There are a few ways to reduce the likelihood of input errors:
A) Use a separate input sheet which is simplified and easy to navigate;
B) Graph inputs to help check for consistency of data;
C) Use error traps to ensure data is within predefined limits.
95% of functions are not used
As to the possibility of incorrect calculations this is slightly more difficult especially if the spreadsheet is large and complex.
Every spreadsheet must be extensively checked to ensure that it will produce the correct result. This is best done independently of the writer of the spreadsheet.
Do not assume that all spreadsheets are related to financial accounts or budgets. They are not. There is a huge range of applications from engineering, product development, property analysis, etc.. Some of these will be critical to a business and thus the spreadsheet will need to fully checked before it can be relied upon.
Many spreadsheet applications can be more useful if they are mobile. If they can be completed on site eg while with a customer, while inspecting premises or during an interview, the data collection can be easier and more accurate and also the data can be transmitted immediately to an office for further processing.
This has been possible for the past few years with laptop computers but this year the real question is “can the application be used usefully on a tablet or phone?”
It is easier to hold a tablet than a laptop. It can easily be shared with others (whereas a laptop is more personally focused).
In many cases the application will work on a tablet and so, not only does this allow the user to get away from a desk, it allows more immediate analysis of issues.
