Lyquidity Solutions releases Find Combinations add-in for spreadsheet users in finance and audit teams

Help to easily track down combinations of numbers in spreadsheets with free add-in

New York, London: Lyquidity Solutions innovators in enterprise spreadsheet management and developers of ComplyXL, announce the availability of the Find Combinations add-in.  This add-in will work standalone or in conjunction with ComplyXL and helps to extend the enterprise spreadsheet controls provided by ComplyXL.

ComplyXL provides the key framework used by organizations for version and audit controls as well as continuous monitoring of critical spreadsheets with instant notification of changes.  The Find Combinations utility gives the added ability to analyze the information within the spreadsheets and is available for free general download from the Lyquidity website, simply log in and download.

Said Steve Bruckner, lead software designer “Imagine you are an auditor or cash accountant and need to reconcile, say, bank statement cash balances back to payment or receipt batches.  In a huge spreadsheet finding a discrepancy between two numbers can be an overwhelming task but using Lyquidity’s Find Combinations enables you to analyze ranges of numbers to find the total to a selected value, saving valuable time.  Not surprisingly, it’s been popular with the audit firms.“  A video which shows how the software is used can be viewed at http://www.lyquidity.com/findcombinations

Key benefits of Find Combinations include the ability to:

-       Enter or select a target value. Combinations of cell values will be computed and tested against this number for a match

-       Specify or select a maximum group size of combinations to try

-       See the addresses of the cells which total to the target value

-       Select a range of values, with the ability to select multiple areas

-       Find the combination of values in a specified cell range that total to a given value

The group size value allows you to control the maximum size of groups that will be tested. For example, although you are looking for combinations of numbers in a list of 100 values, you may know that the number of values to be added together never exceeds, say, 5. You can then specify 5 as the maximum group size and then no groups of 6 or higher will be tested.

This is important, especially in large lists, because the number of potential combinations can be vast. There are 627 combinations of 2, 3, 4 and 5 numbers in a list 10. There are 2,369,885 combinations of the same groups in a list of 50 numbers and 7,937,339 combinations in a list of 100. On a 1.8Mz laptop working through these 7+ million numbers takes about 5 minutes.

Lyquidity has full presentations showing all aspects of ComplyXL and well as Find Combinations.  These give users a deeper understanding of the software and how it can be used and deployed.  Full presentations are available at www.lyquidity.com/demonstrations

About Lyquidity Solutions

Lyquidity Solutions is a privately held, leading worldwide spreadsheet management software company providing corporations with compliance tools to ensure corporate governance.  With technology for full spreadsheet control and management Lyquidity provides solutions to organizations across market sectors from banks and insurance through to airlines, consultants and healthcare, mining spanning all continents.

For more information, please visit our main website at www.lyquidity.com

US inquiries please call 1-800 401 0289, and for European enquiries please call: +44 (0)207 043 2777 or email info@lyquidity.com Media contacts should be addressed to sarah.seddon@lyquidity.com. Excel and SharePoint are trademarks of Microsoft Inc.

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Thought you’d be interested to see another customer comment on ComplyXL

American International Re-insurance Company

part of American International Group – AIG

“ComplyXL is a very useful tool in the Sarbanes Oxley toolbox. It has significantly reduced the amount of time spent testing and reviewing changes to the business units key spreadsheets. Using the weekly email report of changes from the system and the ability to design a report to compare spreadsheets between specific periods it has also given auditors both internal and external the comfort that any significant change will be detected and recorded”.

Nicola Bird, AVP Compliance & Controls

www.lyquidity.com/quotes

Segro selects ComplyXL to speed up the spreadsheet reporting process across Europe

Segro (SGRO) is Europe’s leading property investment and development company providing business space across Europe, and is one of the largest REITs in the world.  With headquarters in the UK, Segro has locations across Europe in Belgium, the Czech Republic, France, Germany, Hungary, Italy, the Netherlands, Poland and Spain.

With assets of £5.1 billion and 5 million sqm of business space, and an annual rental income of approximately £290 million Segro needed to find a way to manage and streamline the information and reporting of both financial and property information held in spreadsheets.

Issues

Segro was about to launch a new MRI finance group application so it was vital all data feeding in was controlled with changes approved and will a full audit trail of changes.  This information was both financial and property, and included such information as area, how much was let, how much was vacant etc.  With the information being checked manually the time taken was significant and had the potential for errors.

As the spreadsheets were being updated on a daily basis, with no real way to check the spreadsheets or control and changes except manually, it became imperative that spreadsheet controls were put in place in a non intrusive way that could be rolled out easily throughout Europe with minimal disruption.

Rob Healey, Service Delivery Manager for Europe was tasked with finding a solution that would link into the new initiative to analyze the information, both the financial and property details, held in spreadsheets across Europe, to be able to report on the changes all the way to cell level and then to send notifications to the owners of the spreadsheets that the document had changed, all in a fast and verifiable way.

The project was initiated in France with 45 users spread across 9 different countries in Europe.  These users included the Finance Accountants, Property Managers and Country Managers with the information feeding into the central store, the changed spreadsheets saved, with their full version history then analyzed every day.

Benefits of ComplyXL

“Once ComplyXL was installed, it saved us enormous amounts of time in the analysis of spreadsheet changes.  With the property information when it changes it causes a ripple effect, now with the changes being easy to track down and easy to see and approve, we have confidence in the information.  For instance in Germany we have 110 properties, so any changes to information in our spreadsheets, we can now easily filter and understand, we know and trust the quality of information” said Rob Healey.

He goes on to say “the support from Lyquidity has been tremendous, from the initial contact with the demonstration of ComplyXL, all the way through to loading license files, they have helped us at very short notice.  It’s always nice to get good service from a software vendor, as some just sell you the product and you have to struggle to get the right resource to help.  Lyquidity have been tremendous and I would recommend them”

For more information, please visit our website at http://www.lyquidity.com or to arrange a presentation contact sarah.hothersall@lyquidity.com  Price for a typical enterprise solution is $10,000

Ensuring spreadsheet compliance shouldn’t mean changing them

Spreadsheet compliance is a necessity, we all know it. With Sarbanes Oxley and tighter regulations now in place, all organizations need to be able to ensure compliance for spreadsheets and the information they contain, wherever and however often they are used.
Systems that track and monitor who accessed spreadsheets, what changes were made and when, etc go a long way to help, but why the need to change the spreadsheets in order to achieve this?

Well, it seems that systems for spreadsheet compliance built on the idea of a document repository have a huge flaw – the necessity to change spreadsheet dependencies.

We hadn’t fully understood when spreadsheet management providers talked about dependencies why it was such an issue, surely every spreadsheet compliance vendor would pick up these changes, so why the focus?

It then became clear once we talked to customers that these vendors needed customers to change dependencies in order for their software to work. This seems like madness – the whole point of software is to work with clients to ensure spreadsheet compliance and management – not make them change their spreadsheets; and surely changing spreadsheets on what can be a large scale must raise the possibility of introducing the very errors they are meant to prevent.

We at Lyquidity want to show you how we can help. We don’t expect you to change for us, the whole point of ComplyXL is that it is there to help you with reporting access and changes to spreadsheets, helping in audit trails for compliance, comparison views with the ability to ‘home in’ on which specific changes you are interested.

We also help to ensure that in the initial stages are as pain free as possible – we don’t get in the way of your day to day working. We can either provide the software on a remote, secure site; you get to test ComplyXL, whether its configuring it with the IT staff, or adding version control and managing spreadsheets for managers with us there to help, or straight to an in house install, which normally takes around an hour … and best of all in these tough economic times, the software costs around $10,000.  No additional support costs, no training costs.

We look forward to talking to you. Please contact us at http://www.lyquidity.com or if you would first like to see a little of what ComplyXL does, please visit our website at http://www.lyquidity.com/demonstrations and view our product walk throughs.

Using ComplyXL for forecasting in spreadsheets

We had an interesting conversation yesterday with a client who has been using ComplyXL for managing and controlling their spreadsheets for a while now.  Because of the way we sell, once ComplyXL is installed we don’t often hear from the users, if there is a question it normally comes from the IT department.  The plus side is that the software does what it needs to, the down side is we don’t speak to users as much as we’d like. 

Anyway, some the customer is expanding where ComplyXL is to be used so they asked us to run through everything with the new users – no problem.  At the end of the conference they mentioned an interesting use of ComplyXL – keeping track of forecasts. 

They have all the forecast informaiton in a spreadsheet.  Once they close out the forecast they save it as a version in ComplyXL.  This then happens every time they re-forecasting.  By doing forecasting this way, they have the ability to compare different versions, drill down to key information, see who changed the forecast, what was changed, and the reason given. 

Yet another great way to use ComplyXL whilst managing spreadsheets.  If you’d like information about ComplyXL or if you’d like to discuss how we can help, just email us at info@lyquidity.com

Criteria for successful spreadsheet management and how it compares with points raised by Deloitte

I recently came across a document produced by Deloitte in Feb 08 regarding the issues surrounding spreadsheet use in organizations.  It concisely identifies areas of concern and controls that should be put in place to help mitigate these problems.

I was really heartened because as I read I knew the solutions:

• versions of spreadsheets, who is changing them, what’s the most recent version?
• who can change the information in spreadsheets?
• unauthorized access
• who has the authority to change the spreadsheet
• is it backed up

For me to be able to say that ComplyXL handles all of these issues is great.  It proves that ComplyXL addresses the business issues all organizations need to comply with.

• ComplyXL tracks changes to spreadsheets (even hidden cells, macros, arrays),
• provides a framework as to what actions users can carry out on which spreadsheets (just review changes, compare spreadsheets, add versions),
• provides reporting as to which is the latest version, who saved it, why, has it been approved, who has rights to the spreadsheet, what are those rights
• if the spreadsheet be deleted by accident, users can restored it from ComplyXL.

So, even though in this paper Deloitte says that business processes are important to ensure this happens, knowing that users can deploy ComplyXL to make these processes work has got to be good.

Another point made is for a spreadsheet inventory and a baseline for the spreadsheets.  Using ComplyXL organizations can find all spreadsheets and have a baseline version added automatically.  From this point, users can then decide if they want to track changes to the spreadsheet.  Much quicker than attempting to do this manually.

Anyway, it was good to read and see how we address the issues.

The importance of applying development processes to the management of spreadsheets

Spreadsheets are not the point of risk, users are.   The challenge is to implement processes to provide an environment in which spreadsheet errors are less likely or that will identify errors early.  That is, treat the use of spreadsheets as you would the any other business activity and implement processes around their use which is likely to result in better spreadsheet use. 

 

That’s what ComplyXL aims to provide. 

 

 

The process in this case is recording changes and providing managers and compliance staff with an environment in which the instances of changes can be tracked and evaluated and, if necessary, corrected or rejected. Change control is an important aspect of most business processes but not common around the use of spreadsheets.

 

Change control is not the only important process that ought to exist around the use of spreadsheets and there’s much to be learned from the processes around software development to help those responsible for the use of spreadsheets manage risk.  The most fundamental are documentation, design, version control and testing.  There are others. 

 

Requirements gathering for example is important but its difficult to determine if requirements are correct.  However correct or not, let’s at least ensure the spreadsheet created  meets the expressed requirement, calculates correctly and is maintainable.  Of these, I will contend that the most important is testing, testing, testing.  I don’t just mean putting some numbers into a sheet and seeing if it calculates an expected number.  I mean rigorous repeatable, ideally automated, testing that exercises the corner cases and edges of model created.

 

The problem with the “remediation” approach is that its ephemeral.  You fix a spreadsheet today but without an adequate process there’s nothing to prevent errors being re-introduced.

 

It’s not just remediation.  A perfectly valid spreadsheet can provide useless answers if the model it implements is inappropriate to the situation.  The model might be valid and applicable but its presentation maybe misleading.   Using software to detect actual computational errors is very hard to do with any serious validity.  However the important kinds of “error” cannot be detected by computers because they require a knowledge of the business context that is not available to software.  Our approach with ComplyXL is to record all changes and alert managers and compliance staff to instances of change.

 

If you’d like to find out more about ComplyXL, please contact us as info@lyquidity.com

 

Manager approval process for changes to spreadsheets

One of the key reasons companies use spreadsheets is because they are flexible and quick to give results, so tying up your spreadsheets whilst waiting for changes to be approved doesn’t make sense.  Why affect business processes and the very flexibility Excel brings?  Well, because particularly now so much critical information is held in spreadsheets, it’s important that changes are approved.

 

So, how do you ensure that the changes to spreadsheets are expected and agreed? By using ComplyXL managers can ensure the changes are monitored and if necessary can be rolled back with its Manager Approval Process or MAP.  Users can still use and change spreadsheets, (if they have been given permission), but managers are quickly able to see the last version they ‘approved’ and to compare the changes made since then.  When they are happy they can approve the changes. 

 

In this way the spreadsheets still have flexibility but managers still retain control.  Spreadsheets waiting for approval can be easily found using ComplyXL’s reporting tools.  If you are the one signing off changes it’s importants to know you are in control.

 

Using multiple spreadsheet repositories and the issues faced

Ok, so some organizations for various reasons have more than one repository for their spreadsheets.  It could be that there are physically different office or factory locations, or that in order to increase the layers of separation – and therefore protection – different repositories are used. 

So the issue arrises as to how to manage and control the spreadsheets.  If you as a manager are going to put your name to information in your spreadsheets, you really want to feel comfortable that you are aware of any changes that have been made to them, especially if the spreadsheets hold ‘mission critical’ information.  Once you multiple the spreadsheets by different repositories, it’s easy to start getting nervous. 

Once option is to use a system such as ComplyXL which is capable of monitoring spreadhsset use, access and changes across the different repositories.  The added bonus is that you can either access a listing of spreadsheets you are responsible for, and report on what was the last version you approved, or when was it last changed, and so on, then ‘drill’ into the information all the way to cell level.  Or another way to pro actively monitor your data is to choose to be notified either immediately via IM or email (or both) or hourly if changes have been made to your spreadsheets.  The benefits are that even if you are away from the office you are still in charge.

As the rules regarding information access are tightened, there’s something comforting in knowing that you are in charge.

ComplyXL helps organizations set spreadsheet retention policies to manage compliance

Provides ediscovery, reporting and corporate wide spreadsheet compliance.

www.lyquidity.com providers of ComplyXL for enterprise spreadsheet compliance and risk management today announce a new way to ensure corporate retention policies are met.

ComplyXL, the innovative solutions for enterprises to manage and control the information held in spreadsheets, now addresses the need for corporation to set retention policies for information held in spreadsheets. With ComplyXL, spreadsheets can now be included in the corporate retention policies, and can be applied across divisions and business units.

ComplyXL also addresses other key areas of information retention, such as:

- an index of spreadsheets
- the locations where these spreadsheets are held
- the ability to search for active and inactive spreadsheets
- classification of spreadsheets, whether critical, medium or low risk
- determine retention periods
- continuous monitor of spreadsheets

Sandy Marshall, Product Manager for ComplyXL comments “ComplyXL ensures that this retention process is on-going and once set, doesn’t require any further user input. This is part of a wider process that ComplyXL helps with such as the analysis of spreadsheet use in an organization, with clear and easy ways to report detailed aspects of spreadsheet use, who changed the spreadsheet, what changed, when, are there any hidden cells, broken links, error formulas, has the latest version beeen approved and so on. In this way we aim to help our customers streamline the ability to control and manage the risks that can be associated with spreadsheets”.

This enhancement is designed to help reduce the cost and time taken to audit and comply with legislation and is part of ComplyXL Enterprise. For more information about ComplyXL and how it can help control and manage spreadsheets within your organization, please visit our website at http://www.lyquidity.com or contact sarah.hothersall@lyquidity.com to arrange a presentation.

Pricing is also shown on the website at http://www.lyquidity.com/pricing Enterprise solutions available for under $10,000.

About Lyquidity Solutions

Lyquidity Solutions is a privately held, leading international spreadsheet management software company providing corporations worldwide with compliance tools to ensure corporation governance. With technology for full spreadsheet control and management, Lyquidity provides solutions to organizations across market sectors from bank and finance through to airlines, consultants, healthcare and mining throughout the world.

US inquiries please call 1-800 401 0289, and for European enquiries please call +44 (0)207 043 2777 or email info@lyquidity.com Media contacts should be addressed to sarah.seddon@lyquidity.com Excel and SharePoint are trademarks of Microsoft Inc.

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Make is easy to access spreadsheet information from your desktop

Lyquidity Solutions, the company I work for, and developers of ComplyXL which provides enterprise spreadsheet compliance and risk management announce a faster way to ensure immediate access to critical spreadsheet management information.

With the new ComplyXL enhancement, enterprises can now manage and control the information held in spreadsheets, as ComplyXL continuously monitors and reports on the activity within critical spreadsheets as a desktop utility. Managers can see and be notified immediately from the ComplyXL system tray when critical spreadsheets have been changed, wherever they are, which acts as an additional safeguard, protecting data.

The ComplyXL system tray utility is instantly available with one click and acts as a continuous monitor so managers can be confident they are immediately aware of changes to spreadsheets, who changed them, what changed and why. ComplyXL can be scheduled to check for changes at whatever interval the manager chooses, whether every minute, through to every four hours, with a note popping up as soon as changes are made. This system tray capability also provides the added benefits of:

- Managers can view critical spreadsheets in a way that has been previously chosen, so they can quickly access the information about spreadsheets in a view that is familiar

- Managers can also control what will happen when a workbook is selected. The ComplyXL system tray utility can create an email containing a reference to the selected file or have it open the original spreadsheet in Excel so that Managers can choose what further actions, if any, to take.
and probably most crucially

- Collaboration by different areas of the business can be controlled in a way that doesn’t interfere with the user experience. Managers can send a web link to users not on the local network so they are able to download, change and upload a set of spreadsheet changes as a once-only action and without having ComplyXL installed locally. This helps organizations with numerous offices upload changes in a clearly defined way which complements their business processes, such as monthly figures needed by head office. As standard, these changes can go through the Manager Approval Process in a secure, traceable controlled way.

Said Sandy Marshall, Product Manager for ComplyXL “at a time when access to information and an understanding of what is happening to data is vital, ComplyXL provides a real level of reassurance, with full audit trails of changes all the way to cell level. ComplyXL is proving itself as a key tool for corporations who need to show spreadsheets are managed within a compliance framework. The new ComplyXL system tray utility helps our customers who have offices in remote locations transfer spreadsheet information in the same controlled way, wherever the information comes from. By allowing the link to upload the information as a once only action with a time limit, organizations can pull the information they need in the same controlled way as if ComplyXL were installed locally”.

These enhancements are incorporated into ComplyXL Enterprise, with a typical install cost of around $10,000 and including

- Works with SharePoint
- Web server access to managed spreadsheets
- Audit trail of changes through to cell level
- The ability to save reports for Sarbanes Oxley reporting
- Systems tray utility to allow users to instantly access and be notified of key spreadsheet changes
- Spreadsheet discovery
- No need to change dependencies in spreadsheets in order to manage them
- Clear pricing, with training costs and upgrades included in the maintenance
- Quick deployment

For more information or to arrange a presentation, please visit our website at http://www.lyquidity.com or contact us at info@lyquidity.com

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