Monday, March 31, 2008

Déjà vu All Over Again

In recent years, developers have introduced new tools for the end-user in the form of: (1) user-defined special sorts, (2) filters to limit viewed or reported data, (3) recorded procedural steps, (4) difficult calculation routines; or, (5) a combination of these processes. 

In addition to saving time, they reduce the chance of errors and, possibly, eliminate supporting spreadsheets.  Kudos to the developers for these features!

Having said that, these tools present a big problem.  I am amazed at the number of these user-developed tools that a typical work site can acquire in just of couple of years.  Why is that?  Here are a few scenarios that may be the reason:

• The tool was written by someone no longer there, and nobody knows how to use it. 

• The tool is so complicated that nobody can determine how it works.  This usually happens because of the above.

• The list of tools is so long, that it takes forever to find.  It is quicker to do the task without it.

• Nobody remembers writing a tool for the task, so they write a new one.

• No naming-standards are in place for identifying these tools, so no one knows what “Amy’s Fixer-Upper” really does, so they write the same tool under a different name, like “Bruno’s Bonus.”

Most software used to create these tools is not self-documenting unless you are a programming geek.  Using a word-processor or other text editor doesn’t link the documentation to the actual tool.  Will this ever end?

Neither software developers, nor end-users are anxious to address this issue.  The solution won’t bring developers any more revenue, and end-users just don’t have the time.  So, users keep rewriting the same tool, over and over again, because it’s easier. 

As Yogi Berra so eloquently put it, “This is like Déjà vu all over again.”

Wednesday, March 26, 2008

Will Things Ever Change?

While helping a local municipality get back on their feet after a recent disaster that destroyed most of their records and computer systems, I was amazed by the number of spreadsheets that they used to support their financial system.

Their financial system uses “Buckets” (see blog article “Can the Buckets!”), and their fiscal year-end is right in the middle of all of the summer-time projects.  Or, these projects extend beyond 12 months.  Because of this, the only way they were able maintain a complete accounting of these projects is by using spreadsheets.  LOTS of spreadsheets!  They also confessed that the accuracy of these reports was inconsistent and unreliable.  They spent many fruitless hours trying to reconcile.

To make matters worse, they didn’t have a set procedure on how information was to be posted.  At first, data was entered into the GL, and then the data was transferred to the appropriate spreadsheet from GL reports.  Later, they made the initial entry into the spreadsheet, and then posted it to the appropriate account in the GL from the spreadsheet report.  Phew!  I’m tired just thinking about it.

Of course, mistakes and transpositions were made using both methods.  Reconciling was next to impossible because they couldn’t be sure which posting method was used, or what baseline numbers were correct.

It’s the same old problem.  When will we get software that really addresses the needs of running a business? 

Will things ever change?

Wednesday, March 05, 2008

All Burned Up!

Another type of terrorism has raised its ugly head in the community where I live.  A nut case broke into the property owners’ association administration building, and set fire to the interior of the building totally destroying most of the files.

There was heavy smoke and water damage, even to areas that escaped the fire.  Office staff assumed that the computer equipment and phone system were OK and unwittingly attempted to power these units up!  It was a tragic mistake.

Whether you suffer from flood, fire, tornado, earthquake, etc., use caution when powering up any electronic equipment after such events.  A pre-defined disaster procedure must be followed before any attempts are made to power up.  The internal components need to be inspected, cleaned, dried, and reseated.  External wiring needs to be inspected and tested.  This applies to computers, network devices, telephone switches, and any other electronic devices.  These need careful inspection to minimize damage.  If you power up without these procedures, you can fry it all.

At the property owners’ association the most drastic damage was to the development’s critical building and planning records.  Hard copy reports, plans, and most documentation will be next to impossible to replace.  Before such a tragedy occurs, important documents should either be scanned into digital media and/or stored in a secure, fire resistant facility whenever possible.  Additionally, copies of key documents should be maintained at an off-site location, just like data back-ups of all computer files.

Needless to say, our community was not prepared for this.  A disaster plan should have been in force that included electronic recovery, and it should have been adhered to.  Our community will suffer a costly and time-intensive effort, but an important lesson was learned.  Could something have been done to prevent this from happening?  Maybe, but I doubt it; we’re just too trusting in this country.  You just never know.

I urge you to review your disaster plan regarding electronic equipment and data protection, and modify it to reflect changes in your business.  Don’t forget your hard copy documents that can’t be replaced.  Then, train staff routinely just like you do with any emergency drill.

Don’t let your records get all burned up!