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In our benchmark research at least half of participants that use spreadsheets to support a business process routinely say that these tools make it difficult for them to do their job. Yet spreadsheets continue to dominate in a range of business functions and processes. For example, our recent next-generation business planning research finds that this is the most common software used for performing 11 of the most common types of planning. At the heart of the problem is a disconnect between what spreadsheets were originally designed to do and how they are actually used today in corporations. Desktop spreadsheets were intended to be a personal productivity tool used, for example, for prototyping models, creating ad hoc reports and performing one-off analyses using simple models and storing small amounts of data. They were not built for collaborative, repetitive enterprise-wide tasks, and this is the root cause of most of the issues that organizations encounter when they use them in such business processes. Software vendors and IT departments have been trying – mainly in vain – to get users to switch from spreadsheets to a variety of dedicated applications. They’ve failed to make much of a dent because, although these applications have substantial advantages over spreadsheets when used in repetitive collaborative enterprise tasks, these advantages are mainly realized after the model, process or report is put to use in the “production” phase (to borrow an IT term). To date most dedicated applications have been far more difficult than spreadsheets for the average business user to use in the design and test phases. To convince people to switch to their dedicated application, a vendor must offer an alternative that lets users model, create reports, collect data and create dedicated data stores as easily as they can do it in a desktop spreadsheet. Spreadsheets are seductive for most business users because, even with a minimum amount of training and experience, it’s possible to create a useful model, do analysis and create reports. Individuals can immediately translate what they know about their business or how to present their ideas into a form and format that makes sense to them. They can update and modify it whenever they wish, and the change will occur instantly. For these business users ease of use and control trump putting up with the issues that routinely occur when spreadsheets are used in collaborative enterprise processes. Moreover, it’s hard to persuade “spreadsheet jockeys” who have strong command of spreadsheet features and functions that they should start over and learn how to use a new application. Those who have spent their careers working with spreadsheets often find it difficult to work with formal applications because those applications work in ways that aren’t intuitive. Personally these diehards may resist because not having control over analyses and data would diminish their standing in the organization. Nevertheless, there are compelling reasons for vendors to keep trying to devise dedicated software that an average business user would find as easy and intuitive as a desktop spreadsheet in the design, test and update phases. Such an application would eliminate the single most important obstacle that keeps organizations from switching. The disadvantages of using spreadsheets are clear and measurable. One of the most significant is that spreadsheets can waste large amounts of time when used inappropriately. After more than a few people become involved and a file is used and reused, issues begin to mount such as errors in data or formulas, broken links and inconsistencies. Changes to even moderately complex models are time-consuming. Soon, much of the time spent with the file is devoted to finding the sources of errors and discrepancies and fixing the mistakes. Our research confirms this. When it comes to important spreadsheets that people use over and over again to collaborate with colleagues, on average people spend about 12 hours per month consolidating, modifying and correcting the spreadsheets. That’s about a day and a half per month – or five to 10 percent of their time – just maintaining these spreadsheets. Business applications vendors started to address business users’ reluctance to use their software more than a decade ago when they began to use Microsoft Excel as the user interface (UI). This provides a familiar environment for those who mainly need to enter data or want to do some “sandbox” modeling and analysis. Since the software behind the UI is a program that uses some sort of database, companies avoid the issues that almost arise when spreadsheets are used in enterprise applications. There also are products that address some of the inherent issues with such as the difficulty of consolidating data from multiple individual spreadsheets as well as keeping data consistent. Visualization software, a relatively new category, greatly simplifies the process of collecting data from one or more enterprise data sources and creating reports and dashboards. As the enterprise software applications business evolves to meet the needs of a new generation of users, as I mentioned recently, it’s imperative that vendors find a way to provide users with software that is a real alternative to desktop spreadsheets. By this I mean enterprise software that provides business users with the same ability to model, create reports and work with data the way they do in a desktop spreadsheet as well as update and modify these by themselves without any IT resources. At the same time, this software has to eliminate all of the problems that are inevitable when spreadsheets are used. Only at that point will a dedicated application become a real alternative to using a spreadsheet for a key business process. Regards, Robert Kugel – SVP Research
Our recently published Office of Finance benchmark research assesses a broad set of functions and capabilities of finance organizations. We asked research participants to identify the most important issues for a finance department to address in a dozen functional areas: accounting, budgeting, cost accounting, customer profitability management, external financial reporting, financial analysis, financial governance and internal audit, management accounting, product profitability management, strategic and long-range planning, tax management and treasury and cash management. Among the key findings is this: Not using the most capable software is an underlying cause, often unrecognized, of process, analytics and data issues.
Process design, analytics use and data availability and quality were the three most frequently cited issues, each selected by slightly less than half of participants. Software was the least frequently named issue, chosen by just 24 percent. That software was the least cited factor either means that most companies have this aspect of their business nailed down or – more likely – that they are focused on the symptoms and do not recognize the root causes of many of their process, analytics and data issues.
The lack of concern about software in finance departments points to a problem we have observed in our research for a decade. There is a connection between the technology that a company uses to support its processes and the issues that arise when it uses ineffective technology. Persistence in using such tools to execute finance processes is an ongoing barrier to improving the performance of finance departments. For example, companies often handle the mundane chore of accounting reconciliations with desktop spreadsheets. When electronic spreadsheets were introduced decades ago they offered a major improvement in the time required to perform processes. Today, however, dedicated software can perform the process even faster and more cleanly. Our research shows that companies that use software designed to automate their reconciliations process can close faster than those that have manual, spreadsheet-driven processes: More than twice as many that use automation (57%) can close their books in six or fewer days as those that do not (27%). Other research we have done consistently points to reliance on desktop spreadsheets as a root cause of process, analytics and data issues.
Software can have a profound impact on how well a company carries out essential processes. We find that the best-performing finance organizations adopt a total quality management approach to finance and accounting. As in a manufacturing operation, the objective in any finance department process should be to design quality into the process (for example by addressing root causes of errors in calculations and classification) and to ensure consistent execution of that process. Yet spreadsheets often are a source of errors: More than one-third (35%) of research participants said they have found data errors in the most important spreadsheet they use. The inappropriate use of spreadsheets instead of a dedicated application is often the source of problems that result in unnecessary work for the finance organization to correct them. Such glitches also affect other departments, operations and even customer-facing roles such as billing and credit. Inconsistent execution can even nullify the benefits of a well-designed process, but software with built-in workflow can eliminate the root causes of issues that arise when processes are managed with spreadsheets and email.
One of the most important roles that a finance department has is providing the rest of the company with analysis and perspective on business results to enable them to understand “the why behind the what.” Here, too, using the appropriate software can be a critical factor. Desktop spreadsheets are fine for relatively simple ad hoc analyses. However, because they are two-dimensional grids, desktop spreadsheets have a limited ability to manipulate data in multiple dimensions such as by business unit, product family, currency, geography and time. Moreover, creating periodic reports in spreadsheets consumes valuable time that would be better spent focused on addressing other, more valuable tasks. Self-service reporting, which I have advocated, and using the reporting capabilities of enterprise software are two alternatives. Replacing desktop spreadsheets with more capable software can address analytics issues.
The results of our research show that many finance executives and managers are unaware of the negative impacts of using inadequate software, especially the misuse of desktop spreadsheets. People “know” that desktop spreadsheets are the wrong choice; there is overwhelming evidence of their shortcomings. Yet they continue to be the default choice to support many repetitive, enterprise-wide processes because their convenience and familiarity have trumped their shortcomings. Until recently the alternatives were not sufficiently better to convince people to change their habits. That is no longer the case.
There are many compelling reasons for finance and accounting departments to increase end-to-end process automation by substituting dedicated applications and controlled data flows for spreadsheets. Ultimately this is a management issue. Finance executives must periodically evaluate the applications they use and determine whether there are better alternatives. They should routinely triage the desktop spreadsheets commonly used and replace them with more efficient and fully capable automated systems.