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Management Paper – Commercial Spreadsheet Review

Management Paper – Commercial Spreadsheet Review. Simon Murphy simon.murphy@codematic.net Developer – Codematic Ltd. Spreadsheet background. Up to 200 Mb size Up to 1 Million formulas 1-10,000 unique formulas 5-10,000 lines of VBA £1M to 100’s of Billions in values

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Management Paper – Commercial Spreadsheet Review

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  1. Management Paper – Commercial Spreadsheet Review Simon Murphy simon.murphy@codematic.net Developer – Codematic Ltd

  2. Spreadsheet background • Up to 200 Mb size • Up to 1 Million formulas • 1-10,000 unique formulas • 5-10,000 lines of VBA • £1M to 100’s of Billions in values • Often linked to other technologies such as OLAP, ADO, COM or .net etc. • Finance, Banking and Sales and Marketing areas

  3. Agenda • Introduction • Scope of Review • Stages of Review • Spreadsheet in context • File Review • Workbook Review • Sheet Summary • Inter Sheet Interactions • Cell/Block level Relationships • Summary • Conclusion • Any Questions?

  4. Introduction - Spreadsheet Quote Program Manager to Steering Committee: “We can build this system in – a large consolidation software package –, it will take 2 developers 6 months and cost half a million. Or 1 developer can do it in Excel in 10 weeks for 30 thousand.”

  5. Introduction - Spreadsheet Definition • 2006 - Organisational • Spreadsheet – the product of one or more people following some sort of process to a deadline. • 2005 - Technical • Spreadsheet – powerful and flexible, single end user, analysis and presentation tool, optimised for speed of initial development.

  6. Scope of Review • The review is pre-sales (i.e. ‘free’) • The aim of the review is to estimate the time to repair, enhance, or migrate the spreadsheet. • Totally NOT any sort of audit. • Target time is 2-4 hours. • Explicit assumption the spreadsheet is fit for purpose currently. • Assumes no useful documentation.

  7. Spreadsheet in Context • What is it used for? • How important is it? • How connected is it? • Is network access required?

  8. File Review • Virus scan • Workbook file properties • Remove protection

  9. Workbook Review - 1 • Open with VBA disabled • Check any VBA code (and XLMs) for security issues

  10. Workbook Review – 2 • Review summary metrics

  11. Workbook Review - 3 • Run XLAnalyst for brief summary • High score may make review harder

  12. Workbook Review - 4 • Glance at unique formulas

  13. Sheet Summary • Once sentence summary (if possible) of what the sheet does. • Added to navigation sheet

  14. Inter Sheet Interactions • Data flows • Left hand are pure children/source sheets • Right hand side are unconnected (by basic formulas)

  15. Inter Sheet Interactions

  16. Inter Sheet Interactions

  17. Inter Sheet Interactions

  18. Cell/Block level Relationships • Review named ranges • (Free tool - Google for NameManager)

  19. Cell/Block level Relationships • Quick value type overview

  20. Cell/Block level Relationships • Review the actual formulas for shapes • Finally work though a few formulas

  21. Cell/Block level Relationships • Real world flows

  22. Cell/Block level Relationships • Real world flows

  23. Some Fun Formulas • =IF(AND(AND(AND(AND('s29'!AK50=0,'s29'!AK51=0,'s29'!AK54=0,'s29'!AK55=0)))),"N","") • =IF(AND($E$45="a",AF9>0),AK45,IF($E$45="M",AK45/12*$E$9/30,IF(AND($E$45="Q",AF9>0),IF(AK50=12,AK45/4,IF(AK50=11,AK45*3/11,IF(AK50=10,AK45*2/10,0))),AK45*0))) • =IF(AND(I89<>0,I88=0,SUM($U$88:U88)=0),1,IF(OR(ISERROR(I89),NOT(ISNUMBER(I89))),"Error",0)) • =+B49*(0.173076923076923) • =+E27*SUM(D5/G5) • =SUM('PayEx'!$U5*'PayEx (Annual) '!$J$5)*(100%+'% Increase in x'!CH7) • =G43*1000/G83

  24. Last one • =E111+E118+E119+E120+E121+E122+E123+E124+E125+E185+E186+E187+E188+E189+E190+E191+E216+E217+E218+E219+E220+E222+E223+E227+E233+E234+E240+E241+E246+E468+E469+E470+E471+E472+E475+E533+E534+E535+E536+E537+E540+E579+E580+E581-E257-E252

  25. Summary • Brief overview of one commercial review process • Aim to drill into a spreadsheet one level at a time • Target is to make changes to a live spreadsheet without introducing new errors

  26. Conclusion • Using a few basic tools and a structured approach it is possible to gain a reasonable understanding of a spreadsheet within commercially viable timescales.

  27. Questions? • simon.murphy@codematic.net • Spreadsheet consulting, reviewing, maintaining, rescuing, migrating, add-in development etc. • Websites • www.codematic.net • www.xlanalyst.co.uk

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