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                    [post_content] => There are many reasons why your organization's SharePoint database doesn't have the clean and trustworthy data you need to run your business efficiently.

Most businesses realize the data and documents you store in SharePoint are extremely important. For example, SharePoint is probably your "system of record" for marketing data and customer data. It may even run the company's intranet (containing things like human resources policies, IT procedures, your team document libraries, etc). Project collaboration, issues tracking, and task management critical to operations may be in your SharePoint system.

Our customers turn to HingePoint because they struggle to keep pace and organize SharePoint. They may have even outsourced the development of SharePoint in the past, but it still isn't working as efficiently as the Microsoft commercials lead you to believe is possible.

4 Reasons Why You Might Not Have the SharePoint Data You Need

1. The Data Doesn't Exist

Management or associates may assume you have information about your processes and training, but in some cases, it literally may not exist yet. Nobody has created it and put it in SharePoint. This may sound obvious, but it's something to consider. For example, one of our customers wanted to know what projects everyone was working on. They did not understand why they could not see that level of detail. The reason? They didn’t have tools that were collecting that information. We integrated T-Sheets with SharePoint and now they have that data.

2. Dirty Data

Your SharePoint data may not be "clean". What is clean data? Clean data is properly organized, fully filled in, accurate, and searchable. SharePoint lists and syncing Excel Sheets into SharePoint may result in incomplete or inaccurate data. This is especially the case if employees don't fill it out accurately and/or you don't have a data management and data quality process in place.

3. Downstream Data

In some cases, you may be pulling in data from a downstream system such as a CRM (like Salesforce or Siebel), financial system (like Sage), or project management system. If the data isn't accurate or clean in that system, then you are importing dirty data from other systems into SharePoint.

4. SharePoint Graphics and Charts

SharePoint has great list views, teams’ sites, and tasks lists, but it doesn't have the best chart and graphic capabilities. So, you may have the data in SharePoint, but you just can't seem to find it if it's not visually presented on the screen. There are many ways to enhance SharePoint with BI (business intelligence) tools like Tableau. See examples in the screenshots below. HingePoint can show you how! [post_title] => 4 Reasons You Don't Have Clean SharePoint Data [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => 4-reasons-you-dont-have-clean-sharepoint-data [to_ping] => [pinged] => [post_modified] => 2019-09-27 13:14:23 [post_modified_gmt] => 2019-09-27 18:14:23 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/blog/sharepoint/sharepoint-online-and-office-365-ingredients-for-the-perfect-intranet-copy/ [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [1] => WP_Post Object ( [ID] => 12961 [post_author] => 3 [post_date] => 2017-07-17 11:30:02 [post_date_gmt] => 2017-07-17 16:30:02 [post_content] =>

Are spreadsheets good for managing data

Excel is great for what it does with data. You can even connect Excel to data visualization software like Power BI.

A lot of companies use Excel to create pivot tables, look at line-item lists and build graphs. But some businesses rely on it way too much. If you’re running large data sets or entire projects in Excel, then you might want to consider what you are missing with a tailored solution that can give you more accurate data more of the time.

Permissions

In Excel, anyone can update a spreadsheet who has access to it. It’s just a spreadsheet that someone updates by hand.

However, if you are using a database and a platform like SharePoint, only people with the proper permission can edit fields. Whereas in a spreadsheet, anyone who has the spreadsheet can edit whatever they want.

If you have all your financial data in Excel, why would you let someone who is not in accounting make official edits to financial data? There are no controls on the data in a spreadsheet.

Automation

If you are using Excel, chances are your data is not automated, which means data is not flowing from software that collects the data to the software that projects that data with visualization tools.

If a data transfer is not automated, then guess what? You are doing data entry and copy and pasting cells. Not only are you wasting extra time and resources, you risk making errors with your data.

Accuracy

Check out our story on why your data is not accurate.  Humans enter data into the Excel fields. With every human task, there are inevitably errors that will be made with data entry. Even a hidden decimal or hidden row can cause your entire excel sheet to be inaccurate.

With a data entry process or the right enterprise-level software, you can control what data you enter with checkboxes and dropdowns. This limits possible entries and errors.

Chapter Six:

How to Control Human Resource Employee Data

Quit the Spreadsheet

Use the tools large enterprises use, control your data with SharePoint

Managing Data with SharePoint Will Transform Your Business

Are you managing your entire company from a spreadsheet? How are you going to grow with those document management tools? Does your SharePoint work the way you want it to? If you properly implement SharePoint, it will transform your company's productivity. Employees will be more efficient, you'll have better access to your company's data, and you'll be able to better report on key metrics. HingePoint’s custom SharePoint solutions have helped many companies struggling with unorganized data and manual, multi-step processes. Those same customers have transitioned into a more organized, productive organization through automated workflows and easy-to-search information. [post_title] => 3 Reasons You Should Quit Managing Data with Spreadsheets [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => 3-reasons-quit-managing-data-spreadsheets [to_ping] => [pinged] => [post_modified] => 2018-02-21 00:08:13 [post_modified_gmt] => 2018-02-21 06:08:13 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=12961 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [2] => WP_Post Object ( [ID] => 12948 [post_author] => 3 [post_date] => 2017-07-12 07:05:54 [post_date_gmt] => 2017-07-12 12:05:54 [post_content] =>

Often when we launch or upgrade new software like SharePoint for our customers, what they are really after is clean data.

We want to keep track of important information that will make us smarter about our business. When we work with a new customer that wants to fix their SharePoint or Salesforce, we inevitably find that their data is not clean.

To get systems to work the way the customer wants them to, we must help clean this data up so their software will be able to do what they want it to do, which usually is show accurate data.

We often get the question, why isn’t my data clean in the first place?

There are factors that can contribute to data that is not clean.

1. Usually, the data architecture is wrong. In other words, the way the databases were set up and the way different kinds of data related to each other are wrong. In a database, there are different tables that relate to each other. And that is the subject of data architecture… what columns are on which tables and how they relate to each other? So if you don’t set it the tables and databases up correctly, then while drilling down on your data you will get problems in terms of categorization or classification.

Bottom line, tables, and databases need to be set up properly. If you do not know how to do this, you need to find a consultant or hire someone who understands how to set this up. It’s critical if you want to use data to maximize your business.

2. Permission Issues – Sometimes employees who should not are changing data. Someone had permissions that they were not supposed to have.

Make sure that only the people that need to have permission to edit data have the right settings to do so. Set appropriate security permissions for employees. For example, only accountants should have permission to edit accounting data. If you are using something like Excel to manage financial data, then it might be time for a better system.

3. Data Entry Problems– Redundant data entry is a major culprit to unclean data. If you need to enter data multiple times, then this multiplies potential human errors. Errors also occur when copying it from one place to another.

To prevent this, make sure data is automated as much as possible. Eliminate as much manual entry as you can. Let software and systems do that data transfer rather than people. Software can talk other software. Integration part.

4. Data Entered Wrong – The alternative is that the data was entered incorrectly the first time. Ideally, customers can use a system that guides people through the data entry process. You can use checkboxes and dropdowns with limited possible entries as guides to control what data goes where. Many software systems have controls on what you can enter.To prevent this, make sure data is automated as much as possible. Eliminate as much manual entry as you can. Let software and systems transfer data rather than people. Software can talk to other software.

Chapter Three

What is Data Mining?

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4 Reasons Why You Might Not Have the SharePoint Data You Need

1. The Data Doesn't Exist

Management or associates may assume you have information about your processes and training, but in some cases, it literally may not exist yet. Nobody has created it and put it in SharePoint. This may sound obvious, but it's something to consider. For example, one of our customers wanted to know what projects everyone was working on. They did not understand why they could not see that level of detail. The reason? They didn’t have tools that were collecting that information. We integrated T-Sheets with SharePoint and now they have that data.

2. Dirty Data

Your SharePoint data may not be "clean". What is clean data? Clean data is properly organized, fully filled in, accurate, and searchable. SharePoint lists and syncing Excel Sheets into SharePoint may result in incomplete or inaccurate data. This is especially the case if employees don't fill it out accurately and/or you don't have a data management and data quality process in place.

3. Downstream Data

In some cases, you may be pulling in data from a downstream system such as a CRM (like Salesforce or Siebel), financial system (like Sage), or project management system. If the data isn't accurate or clean in that system, then you are importing dirty data from other systems into SharePoint.

4. SharePoint Graphics and Charts

SharePoint has great list views, teams’ sites, and tasks lists, but it doesn't have the best chart and graphic capabilities. So, you may have the data in SharePoint, but you just can't seem to find it if it's not visually presented on the screen. There are many ways to enhance SharePoint with BI (business intelligence) tools like Tableau. See examples in the screenshots below. HingePoint can show you how! [post_title] => 4 Reasons You Don't Have Clean SharePoint Data [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => 4-reasons-you-dont-have-clean-sharepoint-data [to_ping] => [pinged] => [post_modified] => 2019-09-27 13:14:23 [post_modified_gmt] => 2019-09-27 18:14:23 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/blog/sharepoint/sharepoint-online-and-office-365-ingredients-for-the-perfect-intranet-copy/ [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [comment_count] => 0 [current_comment] => -1 [found_posts] => 3 [max_num_pages] => 1 [max_num_comment_pages] => 0 [is_single] => [is_preview] => [is_page] => [is_archive] => 1 [is_date] => [is_year] => [is_month] => [is_day] => [is_time] => [is_author] => [is_category] => [is_tag] => 1 [is_tax] => [is_search] => [is_feed] => [is_comment_feed] => [is_trackback] => [is_home] => [is_privacy_policy] => [is_404] => [is_embed] => [is_paged] => [is_admin] => [is_attachment] => [is_singular] => [is_robots] => [is_posts_page] => [is_post_type_archive] => [query_vars_hash:WP_Query:private] => 932b659dea333e4fccf536b0d9c86622 [query_vars_changed:WP_Query:private] => [thumbnails_cached] => [stopwords:WP_Query:private] => [compat_fields:WP_Query:private] => Array ( [0] => query_vars_hash [1] => query_vars_changed ) [compat_methods:WP_Query:private] => Array ( [0] => init_query_flags [1] => parse_tax_query ) )