Conversations from the Mirror42 Team

Why one should not use Excel to manage Key IT Controls

I was in a discussion yesterday, with a potential client, regarding managing and distributing Key IT Control data with Microsoft Excel. Here a my top reasons why one should not use Excel to manage Key IT Controls / Key Performance Indicators (KPIs).

1. Nature of Excel makes it easy “breakable”

Especially in a heterogenous organization, when sharing Excel files with many people, calculation might break, potentially creating information “garbage”.

2. It is difficult (if not imposible) to personalize information for each stakeholder

In most cases information for each stakeholder will differ, therefore this information should be personalized to keep it simple. Try doing that in Excel.

3. Size of files might impose (system) limits

I have seen KPI Excel sheets grow at a client into multi GB files, making it almost impossible to open let alone maintain it. And try sending a 1 GB file via email.

4. Distribution by email is a potential information security risk

Once information has been sent via email potential risks of forwarding files outside the organization are more likely.

5. It is almost impossible to gather and consolidate information in a highly heterogenous organization

Typically when using Excel, spreadsheets are sent throughout the organization to collect information. Once all information has been collected, these sheets are consolidated for upper management. This is a labour intensive task with many opportunities to create (again) information “garbage”.

 

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