5 reasons why spreadsheets will make your audits difficult.

It is known that using spreadsheets generates multiple benefits in many business tasks. But that doesn’t mean that they are always the best solution or tool.

In this occasion, we will talk about the use of spreadsheets when carrying out audits, and how this tool, so useful for some tasks, can be a great enemy for an auditor.

As we have mentioned several times, to last through time, companies need to be competitive in the market and continuously improve. Carrying out audits is the key to detecting errors, incidents and possible improvements in a company’s processes and procedures.

 

Sometimes, the use of spreadsheets becomes uncontrollable, and makes it difficult to control data and report information. That is why we will name 5 reasons why the use of spreadsheets in the carried out of audits can be detrimental to the company, and what would be the best option to avoid problems in the future.

  1. You have to be careful with the versions of a document.

One of the biggest disadvantages of using spreadsheets is the different versions of the file that can exist.

When it contains key information, it’s necessary to be very careful. It wouldn’t be a surprise if a document is handled by employees from different areas and hierarchical levels. Many times without consulting or verifying a new hire or someone accessing one of these spreadsheets may not know if it is correct, out of date, or a discarded draft.

It all becomes more complex when files are linked with other files, and it is not possible to know if the final result has o hasn´t included all the necessary data correctly.

If the document is modified, it is necessary that it be re-sent with the updated information. If you work with the cloud you have to keep in mind to save the latest version or update it and of course, always have a good internet connection.

These types of inconveniences can be avoid.

Full Audits, for example, is a software that allows the entire team to be integrated into the same platform, synchronizing the audit and quality team with the rest of the company; thus ruling out communication and data collection errors. Everything that is generated and worked on is integrated in one place, in a single reliable tool that is updated in real time as the team completes its work.

2. Security measures are not the best.

 

Files created in spreadsheets are usually processed without security measures, so it is possible for them to be altered both intentionally and inadvertently. A small mistake can change absolutely everything in the result. This makes it uncertain whether the results displayed by the template are correct or reliable.

 

In this case, with Full Audits, the administrator user of our tool will be in charge of giving and limiting access to the rest of the users to the particularly desired areas.

3. It is not always possible to have a record of the changes.

If a spreadsheet is shared by many users, it’s very likely that it won’t be known who last accessed or modified it, when they did it, or what changes they made. We also have to consider that users have nowhere to record what they do in the document. As we’ve already said, the review and recalculattion work is quite complex, even more so when there are sheets whose content depends on other files.

Softwares like FullAudits have come to change the scenery. Our tool allows you to create and manage incidents with the entire team. All data uploaded to the tool is immediately available. It contains communication channels so that all the parties involved are in contact, adding notes and multimedia files to each process. In addition, it contains a section called “Incident History” where all modifications made to the incident with the date of the change and the person responsible for it are saved.

4. Spreadsheets are not easy to use.

It’s no secret to anyone that spreadsheets are not easy to use.

If you don’t know about the tool, it will be very difficult for you to handle it. And the knowledge ranges from the most basic to the most advanced. It is very likely that in a spreadsheet there are errors in the formulas, creating inaccurate results. This makes it difficult for all users involved in the process to work with it.

FullAudits can be used from any device: a PC, Tablet or cell phone, and it is an intuitive application that does not require prior training to use it.

5. Spreadsheets slow down automation.

Automation is always a great ally for companies that want to progress.

As we’ve said in the previous item, if the person who wants to carry out the audit does not have the necessary knowledge to use spreadsheets, they will not be able to easily read and analyze the information in them. Therefore, you will not be able to obtain the necessary information to detect and correct errors, or to improve processes.

Full Audits, on the other hand, is an efficient tool that does most of the work for you. Once the process is done, the app will make an automated report, saving time and resources.

At the same time, the automation of a company’s processes makes everything more fluid and faster, and when it comes to meeting stipulated times for solving problems, spreadsheets are left behind. Our software allows to control time and resources, the creation of Checklists make audits extremely organized, where it is possible to prioritize tasks according to needs and urgencies.

And if you have any questions when using our tool, we have 24-hour Global Assistance. On our website you can find the Support section, where you will find our Checklist Library to download, in addition to frequently asked questions.

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FAQs Full Audits

Full Audits has two platforms, the WEB allows the User to perform complex configurations  such as configuring users, stores organization, customizing forms, executing desktop audits, viewing reports and analytics. The MOBILE platform is separated to be able to work OFFLINE, allowing Users to continue working even without having a Wi-Fi signal or mobile connection.

Yes. We have a YouTube channel with the explanation of each of the sections of the App and its possible uses. https://www.youtube.com/channel/UCKY959rrtOIZQ5jBAxoCJJA

The same access information is used for both platforms. To access the WEB platform you must enter www.fullaudits.com and click on “Login”, where you will load your username and password. To access the Mobile platform you must download it from Google Play: https://play.google.com/store/apps/details?id=com.fullaudits.app&hl=es_419&gl=US.

At Full Audits we take the security and confidentiality of information as a very important issue. First of all, the Client always has the possibility to download the information to his computer. If you require information in database format to be able to migrate to another system, it will be delivered within a period of between 1 to 30 days from the request in the database format used by Full Audits. In the event that the Client does not make a request for information, the information will be deleted from our servers within a period of 90 days.

Our service is in the Cloud. The information is stored in Google Cloud (United States), recognized worldwide for its Quality and Security in the service (They have global clients such as Spotify, Snapchat, HSBC, SonyMusic, Mercado Libre, Almundo, Philips, Coca-Cola, among others), Google Cloud has ISO 27001 certification, among other certifications that can be verified at this link: https://cloud.google.com/security/compliance/

Recommended hardware: The system can be used through: Computers (desktop or laptop): You need internet access through the following browsers: Google Chrome (v33 or higher), Mozilla Firefox (v29 or higher), Internet Explorer (v12 or higher) or Safari (v7.1 or higher) Smartphones and Tablets (Android – IOS version in development): Android version 6.0 or higher. 2Gb RAM memory or higher, 1.4GHz processor or higher. 4-inch screen or higher.

At this moment we only have the Android version available. We are working on delivering a new version for iOS as soon as possible.

Yes. It can be used on any Android device.

You can use the Mobile APP since it works OFFLINE. Connection is needed only to upload a completed inspection. To use the WEB APP you need an internet connection since it works in a browser.

You will be able to attach images, take photos and edit them, record videos, attach files (PDF, Excel, Word, etc).

Forms or Checklists are templates that you can create and configure to measure in the “Forms / Checklists” section. The Audits will be executed based on those pre-loaded forms.

The platform will allow you to create questionnaires and custom forms, configuring the types of response for each item or question. You will be able to load as many forms as you want and of all kinds of Norm that adapts to our Forms format.

Yes. With the Super Administrator User from the Users section you can set up Teams and configure access permissions, being able to restrict or limit the information that each User can create, view and / or edit.

English, Spanish and Portuguese.

We have a Business Intelligence module. You will be able to analyze statistical data of all the information that you generate in the System, both Audits and Incidents (Non-compliants), filtering by dates, users, statuses and more. You can export the reports to spreadsheets, excel, CVS.

Yes. By extracting CSV files.

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