Spreadsheet Awesomeness

Excel spreadsheets provide a fantastic way to display information. You can sort on a column. You can filter on a column. You can chart the data. You can make crazy awesome Pivot Tables. You can connect data sources to the spreadsheet, so it updates with new data automatically. You can even create an application out of a spreadsheet. I have even heard of a company that ran operations from a spreadsheet that was updated nightly.

You can even print spreadsheets, capturing a view at a point in time. You can carry them to meetings and everyone can talk about items on the spreadsheet, “Line 5 lists the design decisions.” I bet you have been in meetings where spreadsheets are used as a central discussion point.  “Hey wait. That is not what I have on line 5,” and someone realizes they have a different version. Then someone will ask, “What version of the spreadsheet are you looking at?”

Have you been there? This is one of the biggest issue with using spreadsheets, everyone can have a different version. So while spreadsheets have their awesomeness, you must be aware of possible issues when you use them. If you work a lot with spreadsheets you likely have a method for versioning.

A Better Way

There is a better way. As with so many things developed by Microsoft, the path leads to SharePoint. SharePoint provides a way for teams to collaborate on projects and related information, such as spreadsheet information. If information is in a spreadsheet, it can often be housed instead in a SharePoint List. This makes the data visible to all on the project. This makes the data easy for multi-user updating. Away goes the risk of versioning. Those on the project can subscribe to the list and get notification when there are changes. If needed, the data in the list can be exported to an Excel spreadsheet.

On large projects a shared repository of information is critical. SharePoint provides one method of making information accessible to everyone on a project and easy to maintain. When possible, exchange your use of spreadsheets for a List.

Lists Are Addicting

Lists can be used for many things. Below are a few ways a List can be used.

• Action Items
• Backlog of Work
• Definitions of Done
• Ideas List
• Issues & Risks
• Progress on Work
• Project Status
• Requirement Traceability
• Task Assignments
• Team Contacts

In addition to just being a List, items can be displayed on a web page, quantified, categorized, sorted and filtered. Lists can be reported on. There are so many things you can do with a List. Lists can track changes. Everyone can see the same List.

I will print and take a List with me to the grocery store and check items off my List. My wife has even gotten in on this and she makes me a Honey-Do List.  I have to warn you. Use of Lists is addicting.

My name is Greg. I am a List addict.

The easiest way to move styles from one Word document to another is through the use of the default Word template, Normal.dotm or the Normal template. When the Normal.dotm file is used Word will Automatically Update Document Styles in the document where you want the styles applied. If you do not use the Normal template, well let’s say less than stellar results have been reported across the Internet. To put it another way, it does not work.

Getting to the Organizer

The easiest way to move styles from one document to the Normal.docm template is via the Organizer. Getting to the Organizer is a feat unto itself, unless you have the Developer tab in your ribbon. Steps to put the Developer tab in your ribbon:

1. Launch Word 2013 and open the document containing the styles you like. The styles you want to copy over to another document.
2. Click File, Options to display the Word Options window.
3. Click Customize Ribbon, then under Main Tabs check Developer.
4. Click OK to save your selection and now the Developer tab is available.

Now where is the Organizer? On the Developer tab, click Document Template, then at the lower left of the Templates and Add-ins window is the Organizer button. Yeah, click the Organizer… button.

Make a Copy of the Normal Template

Make a copy of your Normal.dotm file in the same directory where it currently exists, naming it something such as Normal – Copy.dotm. Normal.dotm is located at C:\Users\Yourname\AppData\Roaming\Microsoft\Templates

If you do not see the AppData folder, File Explorer is hiding it from you. Microsoft’s way of keeping you safe from yourself. If you know Yourname on the computer you are using, you can use the path above replacing Yourname with your name on the computer.

Copy Styles to the Normal Template

On the left side of Styles tab in the Organizer is a list of customized styles in your open document (probably based off of Normal.dotm originally). On the right side of the Styles tab in the Organizer is a list of customized styles in the Normal template, Normal.dotm.
Select all of the styles on the left side and click the Copy button. If you are warned about overwriting existing styles, it is OK to do so. You did make a backup copy of Normal.dotm, right?

Attach the Updated Normal Template

Now to get these styles you just moved into the other document, follow the steps in my other blog post, Hey Microsoft! Word Up With CSS.

LAME-O

I sure wish Microsoft would take a page from the CSS how to book on web page styling. Here I am reviewing a gargantuan pile of Word documents with multiple authors who for some reason felt the need to improve the styling. All of these documents are to be presented to a customer, but they are not cohesive at all. Turn this over to the customer and they will think LAME-O.

That is right, LAME-O. My term for, “Are you seriously handing this off as a piece of professional work when it looks like $#&!.?”

Word Fail

Ah, but Word styles will be able to handle this. Merely update the template on each and wah-la.  Perhaps you have tried this route? It is all over the web. Just change the template and check automatically update document styles. Why it looks so easy, you would think this was written in a Microsoft training guide, like back when Microsoft created useful documentation on their products. Yet, this does not work! The new styles are not applied. Can you believe it? This too is all over the web. What is one to do?

The Solution

For this I reached back far in the depths of my Word knowledgebase, stored deep within my brain. What if I just modify the Normal template? Messing with Normal ran all sorts of update risks in the past, this might just work. Well it does work!!! Attaching a Normal.dotm template will Automatically update document styles. Where is this on the web? Only here in this blog post.

Part A. Modify Normal.dotm with the Styles as you want them:

1. Make a copy of your Normal.dotm file in the same directory where it currently exists, naming it something such as Normal – Copy.dotm. Normal.dotm is located at C:\Users\Yourname\AppData\Roaming\Microsoft\Templates
2. Launch Word
3. Open the Normal.dotm file using the File, Open feature of Word
4. Modify the Styles as you want them
5. Save

Part B. Open the file where you want the styles and apply the updated Normal.dotm:

1. Open the file where you want the styles applied.
2. Click File, Options
3. Click Add-Ins
4. Change the Manage selection to Templates and click Go…
5. Click Attach (This defaults to the Normal.dotm directory) and select the Normal.dotm file, then click Open
6. Check the Automatically update document styles
7. Click OK

The styles as you modified them in Part A are applied.

 Word Up With CSS

I sure wish Microsoft would make updating Word styles as easy as it is for a web page, just change the cascading style sheet (CSS) and all is updated. Now if only those techies had applied Styles in the first place! Then there is the use of spacebar, spacebar, spacebar to line up text. Oh it is a tedious adventure to get it all corrected, but at least this stuff will not be LAME-O.

If you want an easy way to get Styles into the Normal template, such as copy all the styles in this one document into the Normal template, see my other blog post Word 2013 Copy Styles to the Normal Template

Where was the document Nazi?

The number one improvement to be made on government software projects is to keep the requirement team around that documented the requirements. This provides a number of benefits:

1. Saves time
2. Saves money
3. Provides accountability of requirements
4. Improves deliverables

If you work in a non-government business you may wonder at this.

The False Belief

Many government agencies are under a false belief that they need to remove the team that wrote the requirements in order to avoid bias in awarding contracts. One contracted company documents the requirements (The Requirement Company). Another contracted company is awarded the contract (The Development Company). This is done to prevent The Requirement Company from writing the requirements with bias to awarding the contract to a specific company, such as their own.

Avoiding bias in contract awarding can be maintained without removing The Requirement Company who documented the requirements. The benefits to keeping The Requirement Company are many.

Saves Time

It can take a lot of time to document software requirements. There are two groups who spend time on the initial requirements documentation, The Requirement Company and The Business. When The Requirement Company is let go from the project, because the documentation is done, the contract is put out for bid and awarded to The Development Company.

The Development Company, as much as they believe they understand the documentation, will need to obtain validation and clarification on the requirements. Now The Business is again spending time doing what they already took the time to do once, explaining what is needed. This is a waste of time.

Saves Money

It takes time to document requirements and there is an associated cost. However, it is wiser to not spend time doing the same thing twice (Rapid JAD principle – Document Once). The government is now assuming unneeded cost because The Business is explaining the same requirement a second time, this cost is a loss in productivity. This cost is needed when first documenting the requirements, but having to do it a second time is a waste of productivity, thus a waste of money.

Save money by keeping The Requirement Company around who can answer questions posed by The Development Company. This allows The Business to stay productive with their primary focus on the business. This saves time. This saves money.

Provides Accountability of Requirements

Keeping The Requirement Company around means they will be accountable for the requirements. If The Requirement Company is let go from the project, then they are not present to be held accountable for:

• Missing requirements
• Vague requirements
• Poorly documented requirements

I have been on a number of projects where there are questions about the requirements and The Business cannot answer them! They say things such as, “I do not know what this requirement is either.”

The Requirement Company should be made an “active” project development leader. They have the vision for what is needed and should be there leading in development of that vision. The Requirement Company will have a vested interest in seeing The Development Company gets it right. The Requirement Company will be there to discuss, explain, or provide the business justification for any of the requirements. In this way The Requirement Company is accountable for the requirements. This is an “active” project development leader.

I have seen passive project development leaders from The Requirement Company where they are maintained on a project and refuse to answer questions about the requirements! Figuring out the requirements is the job of the Development Company they say. This is an excuse used by The Requirement Company for poorly documented requirements. This is the Requirement Company not wanting to be held accountable for the project requirements.

Improves Deliverables

Keeping The Requirement Company around improves deliverables because they have a vested interested in the success and happiness of The Business. They documented what is needed. They are there actively leading in the development. They want to see a successful software project. A successful project leads to happy customers and future business.

If The Requirement Company is gone and the software is not successful, they can blame The Development Company. They say, “We did our part. The Development Company bid on the project. If it is not correct, it is the fault of The Development Company.”  They can say this even if the requirements documentation had missing, vague, and poorly written requirements.

Summary

Good business relationships are valued. If The Requirement Company is maintained as an active leader, they need The Business to realize the benefits from the software and associate that success with their company. This will improve the delivered software system.

If you are in a position with a government agency where you are overseeing software development contracts, the number one thing to do that will help with the success of the project is keep The Requirement Company around and playing an active role in leading the software development. This is not in conflict with awarding of development contracts.

1. Microsoft Excel – This is very useful for manipulating data and creating charts. With database connectivity it is a crazy good tool.

2. HTML – This comes in handy for detail manipulation of CMS systems, such as WordPress and SharePoint.

Rapid JAD (Joint Application Design)—specific techniques and practices that accelerate solution discovery, design, and development and increase quality.
Using the familiar JAD workshop framework, Rapid JAD methods emphasize:

1. Advanced collaborative planning
2. Single-source documentation
3. High design visibility to produce actionable development specifications.

Using planning tools such as functional wireframes and process flows, with participants focus on clarifying the development objectives by defining the “definition of done.” Single-source documentation techniques that capture information at the time of discovery increase shared understanding, which reduces refactoring. Finally, creating shared access to a growing body of requirements documentation and system prototypes encourages and maintains customer engagement throughout the development lifecycle.

Rapid JAD techniques enable practitioners to discover sooner, and define more precisely, needed IT solutions for a given business application. Additionally, Rapid JAD practices increase client engagement, set the stage for productive training, and help to ensure rapid user adoption and optimal use of new system functionality.

Rapid JAD methodology  was developed by Erik Jul and Greg Swearingen

National punctuation Day occurs on September 24‽ Yes, it does.

Make it a point to learn something new such as use of the Interrobang symbol ‽ Interrobang is used  to end a sentence expressing surprise and question. Read more on Wikipedia http://en.wikipedia.org/wiki/Interrobang