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From Excel to Rails: A Path to Enlightened Internal Software

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and this is where the the the the the the the end of the day the all right uh tell everyone
welcome to from Excel's a path to enlightened internal software that when I was a gave the title of this talk to the people running the conference it was called and the path to enlightened internal software but it's only has 2 characters to long so that's why is there a path by film probably more accurately reflects my ambitions and so that my
name is nick revel I'm a directive engineering accidents and situates is online starring service for men's and women's clothing um we are a people fill a style profile with as we our and use a combination of data science and human styling send them by clothing uh 5 Isaac the in a box they tried everything you like a home key whether like Twitter what they don't like and so the reason we're here on this because we build an awful lot of uh rails software our customer-facing software already on rails but we also do a lot internal software so everything that runs all off 5 warehouses and used by our stylists everything she's by all the bias that by a of all the closer we sell were also the sponsors here at and so you can come in have frequency is in the exhibition hall we have some really amazing socks and I'm sure all enjoy and Cobra coughing and we do have T-shirts we ran out we should have more teachers for tomorrow so please come and get teachers from us the and until 2 is about jobs
so I'm gives told you about their internal software this as I'm sure you tell as a candid photograph of a colleague of mine in our office don't worry about the watermarks on the picture there is called shadow trends of something out of and and he's very excited about tells of where we created for mystery the goal for us we write internal software and I've been writing and internal software that is not consumer-facing software for most of my career when I 1st started writing it uh being developed I was actually working with a technology that problem was no as head of Colosio and have a fire pro database backend which is kind terrified and with then we upgraded to PHP in my sequel which is great and then finally and minds onto rails and by spend most of my career writing and what you might call expert use software that and and most of that that should be an internal software but when I 1st started uh as a developer I was you know Michael people hours the reading or blogs among books entire find out about industry of 1 thing I red was Joel on
Software Services Joel Spolsky you and now is most famous I guess for uh being the founder Trello and stack overflow the back then he was mostly known as a blogger and of of this book Joan software that became this book and retreating is in the so obvious stuff you read in that the at this picture of Joel Spolsky here are a few actually do Google Image Search Joel Spolsky you'll see lots of pictures of him looking like the very pleasant human being actually is by chose this 1 way was like a homicidal dan ackroyd for because this is the purposes of our analysis size reading on is 1 article and I was so I I was writing this and that internal software and I was really enjoy my job I've got of the value of it and and I read this article that by Spolsky about the finite world of software we identify these 5 a different kind of types of software that people can uh and of writing and he identified them as shrink-wrapped which in in those areas he was free replicas of come on a CD and now something you would buy and are still and embedded software games throw away and then the last 1 here don't was internal software and there he will be like don't all of internal software and I was like really upset by this and it's like somebody really admire being when you fake friends the cool kids school in Italy the death Lappalainen you like a command of the style of that so this establishment like 11 years I you remember it's not right this presentation and so I will use this presentation is a chance to completely repeat repudiates everything he said about internal software based on 1 sentence so the 1st
thing he said was in internal software usability is a lower priority this is definitely false and the better then the more usable the software is the write year I'm going to fuse my the gives me for that usability is a low priority and if you write more usable software as your employees the people who work on a software more happy and and therefore less likely to leave the company in our solidarity anything that makes sense state but it's also going to contribute to how they feel about their job they did it also means they can be more officials meeting these higher less people the and because a limited number of people need to use the software well that's true clearly and no internal software is gonna have a users as a successful consumer and facing piece of software but the difference really is that any that Intel software might be used by people all day every day of the spies a huge part the job messages all the software rewrites so you need to make sure uh it works well for the they don't have any choice in the matter yeah principles single word somewhere else we write software for our own warehouse employees who packed boxes and receive all the goods that we have and those warehouses we have 5 of member country they're all located next the warehouses but will dissimilar jobs and if they want only if they don't like what the doing those that don't work from and someone else and and people to say that their software we want right them is 1 of the reasons why they like working for us and finally that they wouldn't have to deal with it and enforce guys also not true because they have on the sulfur on the computers they have a Google spreadsheet so xl and if they show this offers and doing a good job for them know create their own software to solve their problems and and that causes a lot of problems for the company a large uh further down the road so cell is
a kind of a model piece of software and seems yeah by most businesses also small businesses including start-ups run on excel effect Citrix when it was founded are Katrina lake that basically created the whole business using a combination of XL and Google spreadsheets and to use it to uh run the business of very small scale than work out would processes were for running a business is about a tiny change right real software and she had a great idea of what she needed him into the building the right thing the 1st time not perfect of course but it pretty much the right thing 1st time also big because businesses also use excel and also chemist stone to realize the margin stitch fixed a lot people that come from other retail companies that places like Macy's and Nordstrom that still use Excel's logic to run their merchandise business and these are companies you I think Macy's has a revenue like 10 17 billion years in the using Excel plan you know the whole business which is kind of crazy so why is it so popular well the big reason is uh Joel Spolsky worked on version 6 of excel at in which he will tell you repeatedly if you read anything he writes and very important also no expertise is required really need to learn how to use excel that he did it to be a software developed to use Excel and you have been a lot of ownership of control over the processes that we were trying to of model with your with your Excel spreadsheet issued a flexible and such a great for prototyping things I think that the example I gave you by our founder that's Excel is great for just trying things out and there being low overhead in changing parts of the system creating yeah and most important if you what people use excel or people who excel power uses 1 of a support features is it has both vertical and horizontal scrolling which is mind-blowing how much the user at hand all nice to people and as such the feature you need to we building suffered to replace X so you have to work out how we can replace what they're doing with others the horizontal stroke the surface so
greater than widely build internal software at all the major reasons version control people share copies of spread important spreadsheets of e-mail in different ways and with multiple copies of the same spreadsheet you know which is the right measure which is the real source of trees within a spreadsheet people copy and paste states all over the place because if you wanna refer to the same user data multiple places is really difficult to do that in Excel without just copy and paste and then you don't know which is the right data there are really validations you can count for and in excel but really to have validation as we know is real developers is 3 difficult so even the data that initially goes in the village in 1 place you don't know if it's the correct data and is not scalable and Excel on the Mac hazard to and road limit of a million rows which you know is Frank of series of successful business is not data and also if you want multiple to use same but you have to like ask people high spreadsheet our using and it's kind of a nightmare and was 1 of the bad thing about the which use it makes nonsense like this look professional uh so although you might say the same about king it's also about now so an internal software souls all those problems that affect cell you have a single source of truth with a relational database you can just have 1 record for everything you care about having just that yeah haven't referred to in different parts of the system you also have obligations both at the database level under the at level to make sure that the data going into your system makes sense and is totally scalable you know million Rose for a post this uh databases nothing even if you do reach a limit of some my poster as a lot of well known established uh solutions to the problem scale and a finer thing oneself software is bad in excel I think is that it allows users to the people who for running the business trust focus on their jobs which is making decisions and not just building spreadsheets sort to being like a kind of manual macro monkey which what people do you know about their jobs now you can build a little
software with lots of different frameworks and loss technologies like as a cover is why rails is basically good for it's uh Ruby is great for writing a readable and maintainable code and we substitute for all software on top of that we've rails if you follow the conventions of rails means you can write a lot of good quality software very quickly which especially in early days of of business and starts up is really important have a lot of things to cover you wanna make sure you get rid of all those Excel spreadsheets as a rails really really gives you the ability to do that with code is maintainable that it's if you get if you follow the conventions is on board new developers because they know where to look at least for all the key uh pieces of code the 1 about so ontology just now the the case
study of how we went transferred from Excel to uh rails app um message but I think 1 of the things I found fascinating about doing this process we do all the time was new processes to replace a bazillion chemically creates the retreat the Excel spreadsheets people come up with the processes that surround them as like as like a prototype of what ultimately trying to build so you've actually your business partners your building software for 40 done a lot the work for you and not a lot of things you can do with Xl 1 of the things that we uh encounter a lot of people using itself to store the effects of a large number of the rows tabular data the warranty searching grouping and aggregation and this is the case for budgets so by sheets just to give a
brief overview of buying teams will go out and plan and on a monthly basis what the gonna by let's say like 3 or 4 months in the head and they will have a line on the spreadsheet for every single thing they're going to buy it may have placed already with the vendor they may not place already but elicited they would list analysis for from 6 months ago they would list announced that every single thing they're going to buy now you and say you got things like a purchase order number whether it's a new or read by that who the vendor is when you're starting to ship that thing also very understandable data and a spreadsheet isn't too bad think this is fine we can manage this but course the real special doesn't look like that yeah she looks
like this it and also in all the colors book also actually does the Malagasy
looks like this and because without a 10 times longer than the thing I showed you and it doesn't even realize
that I like this because the 10 teams all of whom have their own spreadsheets trying to to do the same thing all the time and and this is just for 1 month to every month a new set these gets generated and is constantly being worked on by multiple people so obviously there's tons of problems with this the sort of the senior management the company wants to build to see aggregation of an aggregation of the states over the whole business world you try and aggregated over all those 10 spreadsheets that's pretty difficult and there's a lot of manual work there's a lot of repeated data in the spreadsheet and so there's tons of copying and pasting going on which means is every time a copy and paste us a chance to get it wrong and I have an incorrect data we also have a sister that we've already built for creating purchase orders that takes exactly this data and put into our system and we send off to ended flows through to receiving all right rest of the possible process but have a copy this data into our system to that generate a purchase order again the chance to make a mistake and also that the buying teams of what compare let's say July the issue's July last year will comparing spreadsheets over time that separate spreadsheet is already difficult but the process evolves over time and so the spreadsheet from a year ago when even look like this is actually a look by something else so just get the columns to align is about but problem that that you also also attacks as part
of a spreadsheet for example this is reference data these are the allowed values in certain columns now that's great to know that this is reinforced so it's just it's just reference is not a valid is that there is a constraint on you answer this time shows targets as a
planning teams partners in merchandising that's uh want to would give the buying guidance for how much the 2 by short-sleeved or long-sleeve different colors and sizes and abiding after here these targets and so they have a summary tables which shows what the long-sleeved short sleep and so on adding up from the main spreadsheet comparing against targets only that some she uh she looks like this and is 1 of those for every
single spreadsheet and a different because uh they're different targets the for that Danny and forbid genes verses buying tops so it gets very very complicated that the so
what we do about this into some internal software for the 1st thing is to look at every so this like a prototype is to look at what they have built on what they're trying to achieve and the 1st thing you you can't see about this thing and not what if you remove division of the Loews was a columns is that this is like a predi normalized view of data so everything is flattened out everything is on 1 road the lowest possible road it makes it easy for the team do filtering and searching and that kind of thing the firm but we need to do is actually take this and work out what the normalized version of the data sets and because 1 of the big from so this is the Chinese 1 view of the data which is what the subject's alpha do many many different things so 1st we suppose apart and grand normalized you the dates and he did this just kind of by talking to your business boss also by looking at the data itself so for example here you see this purchase order numbers repeated up upon every red and then here we've got the state the date repeated in the same way enunciated confirm with the people who entered the data but you can can work out later this is a purchase order level piece of information if you look at the 3 piece the data those on the same rosy differ so that's it if that's not a purchase order level piece of information that is that some of the levels of what we're going to call the bottom line which represents the lowest possible level here and then at a higher level we have the vendor name being repeated war over what's lots approaches were so that's obviously differ from the purchase order so just taking this very small example we can end up with this is
the structure legacy of 1 vendor which of multiple purchase orders and each purchase order has multiple by lines um and so all these correspond to tables in a database and Active Record models of that so you can start constructing what your Rails opposite you can look like but in reality of course is much more complicated than this but it works you can still build this out from especially in the same way and there's a
bunch of other stuff that we can get real student present problems we can solve if we look back at the spreadsheets if I want we like to do is go watch our users using the spreadsheets and seeing what they're doing and identifying the times when we are most sad seeing do what they're doing because sometimes they do like they build a pivot table takes place 17 different keystrokes or they just copy and pasting that the same data again and again and again you thing I'd needs to solve its laws all have a heart attack and by see often that's really where you got a lot of value in a short time that's a walker rails difference that you can ensure the uniqueness of the purchase order number we know looking at this also talking to the bias the purchase order was already or always unique margin Trifaldín foresaw across 10 different spreadsheets flexible whole job it is to go through strength check no purchase order was reuse well we can do that easily using a PostgreSQL uh and that rails nominations that you can constrain value so In this column because the value to either be read by refresh for new is also very easy but impose present rails to enforce those values and is always going to the field at everything we have a single source of truth there we have 1 vendor record and if you need to change the address about finding a change in 1 place and populates throughout the rest of the system me all this stuff was wasn't very obvious stuff you know about realms but this so there is just incredibly difficult to do in Excel that you can derive values out the Excel has formulas uh and so this a pretty powerful and but again you got 10 spreadsheets and suggest the definition say of this month field here leadership role which is derived from the ship dates you have chains and 10 different places and also the formula that was in a spreadsheet for a year ago is no longer valid the at 1 time would they start sorry from missing was popping up at this it they so kind of has a notion of data types sensors have formats things were not really is something not when it comes to like Boolean values here in in here in the sheet is just a yes no wiring and doesn't mean anything to the sheet itself be divided Boolean feel actually derive business value and logic from that field as funny 1 of more powerful things actually especially when you're building of uh in the in the database thinking about how he or she displayless information is you can combine the visual information with semantic meaning and whining by that is these these rows of different uh colors uh the colors mean something to the bias and they told me once what that those colors mean I have forgotten American financial acetyl again I also have to that was if you do this in rails you could actually say on your view you could say let's say green means the vendors and sent the vendors and sense older you can actually encode that your business logic and then just say for any road where this is true show is green and so the business logic is encoded in a in the actual visual display and this is consistent over all every time you display the information and also any to any developer looking to understand why its cult cult agree it so
flash very exciting and what we actually to do what to created is normalized database between each of forgive power uh bias leaders to search easily across this normalized database of I'm just going to go to do that in Excel is that if you have a very complex relational database and you also want to build a search and K. over 2 right findings let's say edges that month value we had there which used derived it wasn't a actual stored values derived is really difficult to do in a sequel query that will allow you to do that search in a simple and efficient way so we now need to do and as I mentioned earlier we go back to the original fall nicely is we indeed normalized the normalized all that data in this case we put into ElasticSearch that just a little example here we have you know why the class we basically have a bunch of uh methods that are derived values all the related information and we don't have the balls to hash is flattened everything out and we load into ElasticSearch and and allows people then to search over those of you know in almost a number of rows so this is what we end up with this is
our by sheet and this this is the to where build for them so you can see the law similarity to the acceleration all columns to the data and we've got we've most add photos of the nice thing to do difficult easy to do rails um but again as sensibly tabular format and of course this is the whole view of the of the by she
this is all the divisive issues is wanting this is the blouses team for 1 month look at this and think that will widen pagination and I know we have uh co challenge to listen to be pointed and progeny along thing like come on machine progeny this is about this fact it is into what's with expert systems some of you why rules that you would have a fairly hard and fast applied expertise so in this case the people using the system know what data is in that pretty well and they just use command and search through in their browser to find the data they want is actually much more efficient as we there is uh a search tool we build for them but the end of using began hugely chunky data need to search through all the scroll through and find image want local this is really just the 1 by the whole system is just 1 by she and our system allows us to sort of slice and dice it however we want so if you wanna see like if there is 1 of the 3 months you can see that it's just a much longer list and it there's a bunch of stuff the rails latitude into solid using an Excel spreadsheet so for example that you can actually have actions that triggered from the view so you can create a purchase order you can duplicate collide source of you can't do in Excel and you could also combine your visual information semantic meaning so we have a fly here now that actually means something to the system of we can visually display is useful for the bias so we can display a flag means this is exclusive Citrix again this colors will be used by the bias inconsistently and the meaning would easily be lost I mentioned before by only having 1 theme and try to do lots of things if 1 of you well does not problem with this system because what you have the data and you can display is made ways you like so for example this is the same
information but we just below the picture this is useful for a particular meeting the bias of every month for they wanna show that manages this is what we're thinking of by exactly the same information very trivial to the uh the rails that you can print things to from raising
in the not stuck with like the 1 can best dimension you would use in an Excel spreadsheet just change the grouping so that by default system briefings by by the week but this is still Viktor's degree by color and what you don't know it's
very easy to then just have a visual representation of the data that you've you're outputting and this is the difference the colors the sort of uh how much of each color with buying a particular month and I'm sure it's obvious to all of you this to me this is for it went about 1 of the many inching things I've learned working a fashion company that I did not know before people are sad in winter they want grade clothes problem and
and then we come to the not the problem of
horizontal scrolling now we'll see what a horizontal scrolling in our system because that would be a terrible everyone wants to steal we've so but we realize of course with Excel unique horizontal scrolling usually have 1 layer you have to keep pushing things for them further out so we what we've done is we added a bunch of uh rollovers again very simple very well understood technology so that if I this but it
so possible amenities here that's like these indicator for relevant for data Pascal useful but obviously we Excel spreadsheet your local 1 particular color all the way down the relevance is very useful to have to like mouse mouse mouse over so we also depends
rollovers across the whole set of columns so the 1 look at what at what pace India the pricing information the purple that they could is pinnate and and he can use that to scroll down so we have layers of columns instead of just going horizontal yeah we had a big Summary tab in the Excel
spreadsheet will we did here instead was we had a summary talent here on the same page and clicking all over the place when you request I just loads through magical Ajax a I mean gene is he giving the same place if you want to jump all over the place all the time so what we ended up with is a it with this new act compared to you have a much greater consistency process a much but greater consistency of data and we scalability and as the company grows as is growing a lot right now we can handle alphas because it can can again because we have this system there is 1 thing that people always gonna
wanna have access to excel and to be of use excel because the things gonna wanna do you haven't programmed into the system and the system is never get is flexible to then you always need to do any system like this is you user to give a download button so they can export as CSV and create another hideous Excel spreadsheet
and when which was in fact
yeah so the question was what is our testing the like and because we have all these columns the test and not there's nothing particularly unusual about testing with elastic search is a little bit difficult to get set up a little bit awkward you have to create records in your database of the factory and then push them into ElasticSearch and then search and then work out what results going back and without reading Lisa slower tests rather than difficult task to right and there's nothing particularly unusual testing gives a great question so the question is there are certain things in excel that easier than rail for example editing lots of Rosa data once but well I think if there does a question asking the people doing it like is this you know how important is it to you and it is important that actually building to act so we have a feature where you can uh selects a large number of rows and Hindu multi of what's on a particular piece of data and but I think yeah it is a question how important it is to them really that's the question fundamental lies easier yes absolutely yes sorry I wasn't any difference but no I that yet they they could there be gasoline integral since he gave this to what I think add a lot more people and at the good facts also thinking whether person should human beings at Apple value like all we're doing is taking away the things they were doing that that they would be adding all value adjusting like monkey work kinetic and think about things things that the system a terrible out like it is this good nice than risk but as the job really is to choose those sorts of things all to do with a vendor problem like a human relationship problems so they have a lot more time to spend on those things that are not just like doing you know pivot it the yeah so the question was is was a half given to adopt Dr. system that so what ways not hard because it's their job and you know the thing about internal software is this no conversion problem the polypoidal rather you solve it by giving people money and then they start using software because Father job and but there is a resistance from Africa they're fear is 1 of the rather than uh like because strong resistance to the distant like a and it was difficult was well and we'll go through several iterations or hang this vision using like yeah it's great the this thing is we have added the feature so you build the whole thing and then you know having like you know a few weeks or a month where you like making sure like for example uh this stuff about multi-line anything like that's really important we need to build otherwise the not feel like they getting any benefit because the benefit to then and I think that the what a linear systems that feel the benefit until a little bit later on Wikimedia thing and yes so it does take some sort of massaging of light in the the years I think the but the question ecoregions all libraries and no really I mean I just have to Elastic Search model only is very heavily which integral of internal genders and stuff to manage all these things and so actually the problem is a lot like the low-level ones that you use on any rails after that we use was nothing particular that stands out I don't think yeah I know I'll ask if my team would build answer question the suspect the yes the questions here extend with with any of the framers when I 1st joined actually did have active admin I think and yeah that those things are are not great it it because they give people to its power or if you don't have too much power you spend in overtime re-engineering everything to like limit these things and also describe the describe things like this is the system we do already crowd system does all morning is part a process of like moving inventory through our systems of so I Abernathy has very very limited is good if you just wanna builds and you have access to your data very early days you know and not a lot on all our people to go just do you PSQ well you know not to stop bringing strings is better than that but no it wouldn't use of I think very much and the fear among my among my my my my
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Datentyp
Softwareentwickler
Datenstruktur
Finite-Elemente-Methode
Eindeutigkeit
Einfache Genauigkeit
Physikalisches System
EINKAUF <Programm>
Office-Paket
Boolesche Algebra
Kantenfärbung
HMS <Fertigung>
Term
Relationale Datenbank
Sichtenkonzept
Datenhaltung
Klasse <Mathematik>
Abfrage
Zahlenbereich
Ähnlichkeitsgeometrie
Fortsetzung <Mathematik>
Marketinginformationssystem
Hochdruck
Gesetz <Physik>
Ranking
Computeranimation
Flash-Speicher
Datensatz
Digitale Photographie
Rechter Winkel
Ruhmasse
Attributierte Grammatik
Dateiformat
Information
Normalvektor
Tabelle <Informatik>
Leistung <Physik>
Browser
Stoß
Program Slicing
Gruppenoperation
Information
Computeranimation
Formale Semantik
Virtuelle Maschine
Fahne <Mathematik>
Visualisierung
Bildgebendes Verfahren
Expertensystem
Sichtenkonzept
Schlussregel
Mailing-Liste
Physikalisches System
Quellcode
Marketinginformationssystem
EINKAUF <Programm>
Quick-Sort
Gruppenoperation
Arithmetisches Mittel
Tabellenkalkulation
Verbandstheorie
Information
Kantenfärbung
Ordnung <Mathematik>
Subtraktion
Hausdorff-Dimension
Selbstrepräsentation
Physikalisches System
Quick-Sort
Computeranimation
Gradient
Programmfehler
Minimalgrad
Tabellenkalkulation
Gruppenkeim
Kantenfärbung
Default
Funktion <Mathematik>
Eindeutigkeit
Mixed Reality
Physikalisches System
Computeranimation
Freeware
Menge
Amenable Gruppe
Tabellenkalkulation
Information
Kantenfärbung
Indexberechnung
Bildschirmfenster
Pascal-Zahlendreieck
Computeranimation
Zeitrichtung
Prozess <Physik>
Tabellenkalkulation
Last
Polygonnetz
Mixed Reality
Jensen-Maß
Physikalisches System
Widerspruchsfreiheit
Computeranimation
Homepage
Resultante
Subtraktion
Bit
Umsetzung <Informatik>
Zahlenbereich
Kinematik
Computeranimation
Eins
Task
Multiplikation
Datensatz
Software
Prozess <Informatik>
Programmbibliothek
Inverser Limes
Vorlesung/Konferenz
Elastische Deformation
Maschinelles Sehen
Leistung <Physik>
Suchtheorie
Softwaretest
Fundamentalsatz der Algebra
Kategorie <Mathematik>
Datenhaltung
Gebäude <Mathematik>
Pivot-Operation
Systemverwaltung
Physikalisches System
Quick-Sort
Integral
Geschlecht <Mathematik>
Mereologie
Faktor <Algebra>
Lie-Gruppe
Zeichenkette

Metadaten

Formale Metadaten

Titel From Excel to Rails: A Path to Enlightened Internal Software
Serientitel RailsConf 2016
Teil 39
Anzahl der Teile 89
Autor Reavill, Nick
Lizenz CC-Namensnennung - Weitergabe unter gleichen Bedingungen 3.0 Unported:
Sie dürfen das Werk bzw. den Inhalt zu jedem legalen und nicht-kommerziellen Zweck nutzen, verändern und in unveränderter oder veränderter Form vervielfältigen, verbreiten und öffentlich zugänglich machen, sofern Sie den Namen des Autors/Rechteinhabers in der von ihm festgelegten Weise nennen und das Werk bzw. diesen Inhalt auch in veränderter Form nur unter den Bedingungen dieser Lizenz weitergeben.
DOI 10.5446/31515
Herausgeber Confreaks, LLC
Erscheinungsjahr 2016
Sprache Englisch

Inhaltliche Metadaten

Fachgebiet Informatik
Abstract Rails is the ideal framework for creating software to run successful new businesses.

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