We often hear that project organizations use Excels for resource management. In most cases the reason for this practice is the
frustration on existing system’s clumsy resourcing functionalities. Usually
resourcing isn’t one of the base functionalities in large scale ERP systems. As a
result, many organisations end up using Excel even though it’s not the most
flexible tool for this purpose. I have
compiled 5 most essential reasons why I recommend to use some other tool for resourcing.
allocation information is difficult to share in Excel. In worst scenario there
are dozens of different versions and no one knows what is the most recent and
picture is missing because all the teams and project managers often use
uniquely different documents. It might
look that people have free capacity but in reality they are loaded in multiple
projects at the same time. By noticing over- and underload situations in
advance many projects can be rescued and at the same time personnel’s
well-being can be increased.
and cost data is often missing from Excel spreadsheets and because of this there is no overview whether the project is successful or not. Transparency in the organisation will suffer and
there is not enough information for the decision-making.
when the number of people is increasing in the organisation the usability of Excel will be
troublesome. This will make the work for the resourcing manager harder and in
worst case will diminish effective working hours. With proper tool resourcing is fast and easy.
isn’t a reporting tool, which is why the reporting features cannot be assumed
to be polished to an end. However, from the decision-making perspective
reporting should be up-to-date. This way it is possible to see to the history
and to create predictive reports to the future. In a good resourcing tool project data will be attached to the planned allocations and realization hours and this way reports will add value to a decision-making.
If Excel is still the most important tool for resourcing in
your organisation, I encourage you to consider alternative solutions. It might
be that the project management is so much smoother in the future when the
resource allocations are done with a proper tool.