21 Reasons Not to use Spreadsheets

Spreadsheets are fantastic for what they were designed for, they are exceptionally flexible and very powerful, however, they were never designed to be management or workflow systems or databases. 

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Spreadsheets are Great, BUT

Spreadsheets can give environment departments huge problems if you insist on using them to manage the requirements of your environmental permits. Just as accountancy software ss heavily used for financial data, the same should apply to environmental data, which is, after all, environmental accounting.

So while it is great what we can accomplish with spreadsheets when asked why to use environmental data management systems (EDMS) instead of Excel spreadsheets, we have many reasons to offer: This is a comprehensive list of reasons why your environmental reporting should move away from spreadsheets to a dedicated environmental data management system.

Reason 1 - Know Your Obligations

The obligations and conditions set out in environmental permits determine a large part of any environmental department’s monitoring requirements.  They detail what must be done, and when it has to be reported and forms the basis for the management plan.  Conditions should be linked through to every part of the plan that it forms, something spreadsheets are largely incapable of.

Reason 2 - Risk Reduction

An automated system once set up will help plan, manage and alert, greatly reducing the risks normally associated with human error.

Reason 3 - Time Saving

Your time and your employees’ time can be better spent looking after the environment, don’t waste it on tinkering with spreadsheets.

Reason 4 - Planning

Creating and maintaining a monitoring plan in accordance with the requirements of your environmental permit is often highly complex.  Planning, managing, and tracking who and what should be sampling or measuring which parameters, where and when often for hundreds of sampling locations – and then knowing if it has all been done or not is very tricky, and a task which all good EDMSs will fully automate.

Reason 5 - Regulator Confidence

When you get audited, you’ll start out on the right foot with the auditor by using commercially accepted software, especially if it has been quality certified by a regulator as fit for purpose, for example, the UK Environment Agency’s MCERTS scheme.  There is no certification available for spreadsheets.

Reason 6 - Security

While password and some other protections can be put on spreadsheets – there is usually no role-based access to certain functions or specific data sets.  

Reason 7 - Auditability

There are no histories of data edits (audit trails) on spreadsheets.  Mistakes (or even deliberate edits) can often not be seen or tracked

Reason 8 - Scalability

An EDMS is designed to grow with your requirements. If you insist on creating your own spreadsheets, you’ll soon have a data ‘house of cards’ that can collapse under its own weight as it grows (it will never get smaller)

Reason 9 - Accuracy

Spreadsheets and spreadsheet formulas are only as accurate as the person doing the entries. It is easy to lock major mistakes in place and difficult to discover them.

Reason 10 - Uniformity

Uniform naming conventions are often unenforced in spreadsheets, leading to inconsistency and a lot of work collating multiple sheets or workbooks together.

It’s easy to download from your EDMS software to a spreadsheet, but going in the other direction usually takes a lot of matching up of fields, which introduces more opportunities for errors.

Reason 11 - Integration

EDMSs are designed to hold all key environmental data together in one place, such as air, surface water, groundwater, noise, dust, and weather.  This helps with consistency, access, and collation of data sets to co-interpret or report.

Reason 12 - Accessability

SaaS (software as a service) packages allow you to seamlessly access your data from virtually any device and location.  Most systems will have handheld apps for managing field sampling with offline capability.

You’ll likely have several people who need access to your EDMS simultaneously. This is easy with commercial software, far more difficult with a home-grown spreadsheet system.

Reason 13 - Familiarity & Standardisation

You may be working with a consultant. Many consultants prefer to use one of the major EDMS packages. New employees will often have experience using an EDMS.  They will be able to automatically use the system. If they fuss with spreadsheets, it will eat up more time, be less reliable and cost you more.

Reason 14 - Validation

Spreadsheets have little, or more usually no validation, sophisticated or otherwise. 

An EDMS is designed to automate the entire process of harvesting data from emails, loggers, folders and many other places and to automatically calculate and validate against the requirements of your permit, alerting immediately where a potential problem or even a breach occurs so that action can be taken.  Manually doing this in a spreadsheet is very time consuming and unreliable.

Reason 15 - Interpretation

Spreadsheets do tables and graphs well, however, a richer interpretation such as maps or contour plots with ease, even placing readings on the very latest satellite imagery which can sometimes be only days old.

Reason 16 - Cut & Dice not Copy & Paste

Most EDMSs will have querying and filtering tools to help find the data you need quickly and easily.  With spreadsheets you will need to copy and paste then re-order, compounding the data problem.

Reason 17 - Reporting

Spreadsheets don’t do nicely formatted reports, nor send them out automatically.

You need good up-to-the-minute reports to follow your key performance indicators (KPIs). EDMS software comes with multiple reports built in, with the ability to have custom regulatory and other reports plugged in. Trying to create these yourself would be a nightmare.

Reason 18 - A system designed for you, to match your needs

An EDMS is populated and customised to your requirements by a professional implementation consultant.

Reason 19 - Support

Commercial EDMS systems have full support teams behind them and can help with day-to-day support, training, customisation, and development, with regular meetings to check on progress with systems and projects.  They can even take on the entire management of systems, e.g. to cover maternity or sick leave.  Spreadsheets have none of this.

Reason 20 - Tricky Values

The 'greater' value or ‘less than detection’ limit values need managing.  They need reporting as if they are text values but managed as if they are a number of statistics, calculations, and analysis.  A well designed EDMS will handle these values automatically and effectively allowing for both reporting and analysis.

Reason 21 - Improve Your Environment

Last but not least is that of course, the whole point of environmental permits is to help ensure the best possible environmental management.  An EDMS helps to ensure all is done, to warn of emerging problems, and providing easy to use interpretation tools. Don’t try this with spreadsheets, you could risk damaging the environment because of it.

 

 

 

About MonitorPro EHS System

MonitorPro was the first EHS software system to receive the prestigious MCERTS accreditation from the UK's environmental agency and is used by over 1,000 users in 40 countries worldwide.  Learn more about the benefits of MonitorPro Environmental Software for your organisation.

 

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