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Cons of Excel Spreadsheets in Human Resource Management

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The humble Excel Spreadsheets have been a trusted partner of HR professionals across the globe since its advent in ‘70s where it graduated in form and brand nomenclature starting with the initial VisiCalc, SuperCalc to improvised Multiplan, Lotus 1-2-3 and the very monopolistic Microsoft Excel. Whether it is attendance, payroll or leave management HR function gracefully progressed from paper records to excel sheets. Did it work? Well it did for some time, but not when it became increasingly evident that it has major lacunas, a reality which is surprisingly easy to ignore. So where is the epicenter of the issue with spreadsheets? One of the major drawbacks of Excel sheets lies in the fact that it is not sustainable for HR tasks that require complex correlations and real time analysis. Today a firm that uses Excel might have manageable employee strength and processes, but once the business operations expand, the use of spreadsheets becomes non-scalable. – PowerPoint PPT presentation

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Title: Cons of Excel Spreadsheets in Human Resource Management


1
Employee Appreciation Productive
Recognition Reasons why Excel may not be the best
option for managing organizational workforce 8
Cons of using excel spreadsheets in hr
2
Evolution of SpreWadhsahteIetss Em-
AploqyuiceekAtpimpreeli
nciaetion
3
1978 VisiCalc First ever electronic
spreadsheet Timely, formal or informal,
expressed and appreciative acknowledgment of a
persons or teams efforts above and beyond the
call of duty or reasonable expectations in the
course of their professional endeavors, or
behaviors and results which uphold the companys
goals and values.
4
1980 SuperCalc Solution bundled with
WordStar Employee Appreciation Productive
Recognition
5
What Is Employee Appreciation 1982
Multiplan Early spreadsheet program by Microsoft
6
1983 Lotus 1-2-3 Improvised tool with
charts graphs Timely, formal or informal,
expressed and appreciative acknowledgment of a
persons or teams efforts above and beyond the
call of duty or reasonable expectations in the
course of their professional endeavors, or
behaviors and results which uphold the companys
goals and values.
7
1985 to present day Progressive
versions of Microsoft Excel made
available Timely, formal or informal, expressed
and appreciative acknowledgment of a persons or
teams efforts above and beyond the call of duty
or reasonable expectations in the course of their
professional endeavors, or behaviors and results
which uphold the companys goals and values.
8
Whats behind Excels popularity? Employe
e Appreciation Productive Recognition
9
The fact that it is free, readily
available, configurable on basic machines and
easily manageable for small business setups has
backed its extensive use Employee Appreciation
Productive Recognition
10
Around 81 of the organizations use
spreadsheets to supplement their Corporate
Performance Management solutions Employee
Appreciation Productive Recognition
11
Does this imply it is the best solution
for HR? Employee Appreciation Productive
Recognition
12
Probably Not. It is not geared to face the
challenges posed by large well-established
organizations with evolved HR processes and
soaring employee strength Employee Appreciation
Productive Recognition
13
What are the major disadvantages of
Using Excel In HR? Employee Appreciation
Productive Recognition
14
Reason 1 - Privacy Issues and Poor Built In
Controls Employee Appreciation Productive
Recognition
15
You can hardly control the viewership of
the data making it vulnerable to alterations. Not
to forget, there are no checks to test the
accuracy of data sources gettinEmg
ppulolleyedeinAtpoptrheecisaptiorenadshPeretsoduc
tive Recognition
16
Reason 2 - Prone to Human
Errors Employee Appreciation Productive
Recognition
17
The reason why people love Excel is the
scope for rework and manipulation. The chances of
mistakes increase drastically when several
versions of a spread- sheet are saved by several
people. Employee Appreciation Productive
Recognition
18
Reason 3 - Unfit for Dynamic Business
Scenario Employee Appreciation Productive
Recognition
19
Excel is incapable of error proof
knowledge transfer. If a person X leaves, then
person Y has to apply his own interpretation when
working with spread- sheets. Employee
Appreciation Productive Recognition Non-respons
iveness to business agility leads to wastage of
time, opportunity, productivity and competitive
knowledge
20
Reason 4 - Doesnt support automatic
reporting Employee Appreciation Productive
Recognition
21
Manual naturEme polof
hyaenedAlinppgrescipraetadionsheets,Promducaktesi
vescRheecogdulenidtiodenlivery of standard
reports to multiple users next to impossible.
Tedious E-mail is the only way out!
22
Reason 5 - Not Scalable Employee
Appreciation Productive Recognition
23
Data grows with organization. Managing
huge databases on excel without slips and misses
is a non existent case. Larger organizations need
solu- tions thatEmcanplodeycieephAerppcoremcipat
lexionconnPreocdtioucntsivaenRdedepcogennitdenion
cies
24
Reason 6 - Hinders Quick Decision
Making Employee Appreciation Productive
Recognition
25
Long drawn consolidation process with
different versions of data and error checking
mechanisms leads to handicap situation for
business Employee Appreciation Productive
Recognition
26
Reason 7 - Teams and Excel dont go
together Employee Appreciation Productive
Recognition
27
Organizational activities are rarely
individualistic. Excel in non-suitable for
collaborative initiatives as there is no central
database with real-time accurate
information Employee Appreciation Productive
Recognition
28
Reason 8 - A risky affair Employee
Appreciation Productive Recognition
29
Excel spreadsheets constituting too many
formulas and cell references becomes prone to
costly mistakes as there is hardly any
documentation available explaining the links
with zero auto-correct features Employee
Appreciation Productive Recognition
30
Cake HR - Your HR. Simplified. Employee
Appreciation Productive Recognition
31
Are we blowing the issue out of proportion?
People have been using Excel for years now! We
dont think so Employee Appreciation
Productive Recognition
32
Seemingly benign human errors have led to
dramatic and horrific business losses! Employee
Appreciation Productive Recognition
33
Case 1 - The TransAlta Mistake Employee
Appreciation Productive Recognition
34
One of the biggest Canadian Power Generator
in American Continent suffered a humungous loss
of 24 million. Reason? You guess it right.
Excel Employee Appreciation Productive
Recognition
35
TransAlta CEO, Steve Synder, reported that
the losses was an outcome of simple copy paste
error which went unnoticed prior to bid
submission. Employee Appreciation Productive
Recognition
36
Result of the spreadsheet error Company
bought more US Power transmission Contracts at
higher prices leading to the fiasco. Employee
Appreciation Productive Recognition
37
Case 2 Centre for Regional
Strategies Employee Appreciation Productive
Recognition
38
Messed up Excel sheet led the company
incorrectly report that only 11 percent of New
Centurys population above 25 years old held a
bachelors degree. The correct figure was 20
percent Employee Appreciation Productive
Recognition
39
How did it affect the company? Botched up
its reputation and credibility How did it affect
the region? PEmlaceplodyNeeewApCpenretciuratyiorne
gionPrboedloucwtiovtehRerecogareanis
tliiokne Nashville and Athens which were
thought to be better educated
40
Case 3 Dominion Transmission
Inc. Employee Appreciation Productive
Recognition
41
The Natural Gas Provider reported incorrect
figures of weekly Gas Storage resulting in false
inflation of gas prices Employee Appreciation
Productive Recognition
42
The artificial price hike was estimated
between 200 million and 1 billion. Consumers of
the company sued it for this atrocious mistake
Employee Appreciation Productive Recognition
43
What was the reason behind this big goof
up? A naïve blunder of saving the excel sheet
under same name for each weekly storage report. A
classic case of oversight ! Employee Appreciation
Productive Recognition
44
Case 4 Fidelitys Magellan
Fund Employee Appreciation Productive
Recognition
45
The company had to face huge embarrassment
when their estimation to make 4.32 per share
proved to be a failure Employee Appreciation
Productive Recognition
46
Culprit Data Transfer among Excel
Spreadsheets The company accountant accidentally
omitted the negative sign on the net capital loss
of 1.3 billion treating it as net capital profit
instead. All this while taWkinhgatDIsatEma
frpolomyeSeheAetppAretcio aBtion
47
Trivial Mistake with huge
implications Fidelity Funds estimate was off by
a staggering 2.6 billion What Is Employee
Appreciation
48
After Thoughts What Is Employee
Appreciation
49
For those who still believe in the comfort
of familiarity offered by Excel Spreadsheets, can
suffer both - in the short term or long haul
owing to its offline and non-dynamic
nature What Is Employee Appreciation
50
World is moving towards internet and
cloud based Business Intelligence Tools and
Software that make life easier and organized for
HR Commu- nity What Is Employee Appreciation
51
Final Strokes What Is Employee
Appreciation
52
Excel is a useful tool for simple data
entry and basic analytical tasks Sophisticated
reporting and business analysis requires advanced
software applications Spreadsheets are for
support. Not the be all end all of Business What
Is Employee Appreciation
53
Cake HR - Your HR. Simplified. What Is
Employee Appreciation
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