EXCEL (Spreadsheets) vs FORMULATOR

 

Many feel that they can manage materials and formula development, small production operations and even inventory using customized EXCEL spread sheets.  The development of a spread sheet provides calculation tools only to the level of the developer and user.  On an individual level this can fill short term needs, but in the long run a data base, tied to calculation and functional variables provides the best option for most organizations beyond the individual user.   The risk in using a spread sheet for formulation development and management include:

 

1. No database underpins the system; therefore information can be lost or altered uncontrollably.
2. All data is susceptible to ad hoc changes in calculation, as well as content.
3. Every formula is a unique series of raw materials which must be entered individually each time a formula is created, no relationship between formulas, thus the use of a formula within a formula (as an intermediate) is almost impossible to manage.
4. Tying functions such as quantities of scale, QC tests to output of tests, formulas to regulatory rules, repeatable instructions to function, etc. become an individualized development each time a new formula is created.
5. Certificates of analysis, product data sheets, and other critical documents are difficult to create, due to the proliferation of spreadsheet layouts and programming requirements.  In any event, document distribution is problematic in a spreadsheet environment.
6. Requires all users have Windows, file management, and Excel skills, and presumes they follow documented standards as a group.
7. Data entry is highly susceptible to errors and creative user thought processes.
8. There is no easy way to monitor access or modifications.
9. No real archive or CFR11 data logging compliance, and long term data logging is not possible.
10. Integration possibilities are limited to your most untrained user's capabilities.
11. No error checking or compliance rules can be enforced.
12. Batch creation, batch auditing, results data capture and multiple quality control cycles cannot be achieved without significant custom programming.
13. Future development is limited by personnel skill sets and internal compliance.  Everyone is on their own, hard to share functions since each develops on their own at their own pace.
14. No development by others growing the tools and functions.  If you loose a key person who will support?? 
15. No real protection, archive or backup.  No easy way to monitor who sees what and who can do what.  No HELP in functionality with no directions how to use.  No training and support.

 

“In reality spreadsheets are a very dangerous set of tools for the lab and production if the data is the heart of your technology and operations.  The risk of loosing this information is high in a spreadsheet environment.  In the final analysis although spread sheets have a low software cost, they require more work (and cost) to develop, manage and control.”

 

There are advantages in spreadsheets in doing a review of captured data, creating one time analysis and as a transfer of information.  FORMULATOR provides data transfer to EXCEL and the ability to write to the Windows clipboard with project data and other historical data where it is of benefit to our users.  Custom data transfers to and from EXCEL can also be created by our Development Staff based on specific client requirements.