How agencies move recurring work off spreadsheets
Agencies usually replace a spreadsheet-run process in four steps: write down how the work actually moves today (who fills in which file, who approves, where it is emailed), decide which records the new system must keep, load the existing workbook as the starting data, and run the new system alongside the spreadsheet for one cycle before retiring the file. Below, each step is shown in a live demo you can try, for capital improvement plans, employee records and training.
Why spreadsheet-run processes break down
- Copies of the file are emailed around, and nobody is sure which version is current.
- Approvals happen in email or on paper, so there is no record of who approved what, and when.
- A formula is overwritten and the totals stop adding up, without anyone noticing.
- One person knows how the file works, and the process stops when they are away.
Which processes to move first
| Process | What it often runs on today | What the system adds | Live demo |
|---|---|---|---|
| ProcessCapital improvement plan | What it often runs on todayA multi-year workbook of programs, projects and funding sources | What the system addsProjects planned and funded by source across prior actuals, the adopted year and five proposed years; spending tracked against the adopted amount; budget transfers requested in the system; the standard reports exported to Excel | Live demoCapital Projects Budget |
| ProcessEmployee records | What it often runs on todayPersonnel files, and spreadsheets of assignments and contacts | What the system addsOne page per employee with assignment, addresses, contacts, driving, promotions, relatives, trainings and personnel records; changes saved with a comment; access by role | Live demoHuman Resources |
| ProcessTraining records | What it often runs on todayA course spreadsheet and paper sign-in sheets | What the system addsCourses with retrain periods, a training calendar, sign-in sheets and certificates printed from the schedule, and a report of who is due to retrain | Live demoTraining |
How to move a process off a spreadsheet, step by step
- Map the work as it moves today: who fills in which file, who checks it, who approves it, and where it is emailed.
- Decide which records the system must keep and who may change each one.
- Load the existing workbook as the starting data, so staff begin from figures they recognise.
- Run the system alongside the spreadsheet for one cycle, compare the results, then retire the file.
Spreadsheet vs system: what changes for staff
| Aspect | Spreadsheet | System |
|---|---|---|
| AspectCurrent version | SpreadsheetWhichever copy was emailed last | SystemOne record everyone opens |
| AspectAccess | SpreadsheetAnyone with the file can change any cell | SystemEach role sees and changes only what it is allowed to |
| AspectChecks on entry | SpreadsheetA cell accepts whatever is typed | SystemEntries are checked when saved, such as a ten-digit phone number or a required training date |
| AspectReports | SpreadsheetRebuilt by hand each cycle | SystemProduced from the records, and exported to Excel where staff still need a workbook |
| AspectWho is due next | SpreadsheetFound by sorting and filtering | SystemListed by the system, such as employees due to retrain, with those overdue marked |
Evaluate before you procure
Open the live demo of the process you run and check it against your own work before writing a requirement.
See it working
Last reviewed October 22, 2026 by the CivicWorks founder.