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Here was a spreadsheet that had been created by someone with a good knowledge of formulas and functions. But... it was not obvious at first glance what to do with it. Do I click on one of these buttons? Do I need to enter some data? Where do I enter the data? On closer examination these were the problems that made it difficult to use: - There was no heading or title. - It was very dense in terms of the number of cells showing on screen. - Ranges of cells were formatted in five different colours. What did it all mean? - Help provided was limited to brief comments in some cells and some of these were in hidden columns. - The sections for data entry and the sections for results were not clearly separated. - Macro buttons were square in shape.
This is where the right project management software tool shines and spreadsheets fade. A good project management tool will be database-oriented and should allow for different types of ad hoc reporting across multiple projects. This enables the mining of all kinds of data. You simply cannot do this in a spreadsheet at the same level. If you really really know what you are doing it is possible to tie spreadsheets together and generate some integrated data. But that is not the same thing. You simply cannot on a whim mine into the data represented in your multiple spreadsheets. And in today s environment this is critically important.
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You need to know which projects and tasks are slipping through the cracks so that you again react. You need to know when you will not have enough resources to meet demand so that you can allocate them properly or manage the demand. You need to know which issues are lurking so that you can address them now before you lose the favor of a critical customer. And you need to see how your processes are working so that you can continuously improve your processes. In today s economy competitive landscape and accountability standards you must have the data. Managers are getting blindsided because they do not know what is coming and what is going on.