Excel Migration Strategy: A Practical Tool Selection and Transition Guide

Source: Dev.to

Realistic Migration Scenarios

Step 1 – Current State Diagnosis

First, we need to measure how dependent our team is on Excel.

Excel Dependency Index (EDI)

# How dependent is our team on Excel?
edi_factors = {
    "Excel files": 47,               # count
    "Weekly updates": 120,           # times
    "Related people": 15,            # people
    "Macros/VBA": True,              # exists
    "External integrations": 5,       # count
    "Usage period (months)": 36
}

# EDI score calculation (example)
score = (edi_factors["Excel files"] * 2) + \
        (edi_factors["Weekly updates"] * 3) + \
        (edi_factors["Related people"] * 2) + \
        (10 if edi_factors["Macros/VBA"] else 0) + \
        (edi_factors["External integrations"] * 1) + \
        (edi_factors["Usage period (months)"] * 0.5)

# Result interpretation
#  100 points: Red    – careful strategy needed

Actual measurement from a game‑development company: EDI = 451 points (Red)
The team ran a 6‑month gradual migration.

Step 2 – Partial Migration Strategy

“Big Bang fails.”
Trying to change everything at once always fails. All successful cases I’ve seen followed this order:

Failed Migration Cases

Case 1 – The “Everyone Participate” Trap

Fintech startup

Lesson: Start with a pilot group, not the whole company.

Case 2 – “Excessive Customization”

Manufacturing company

They tried to copy hundreds of Excel formulas and macros into the new tool verbatim. After 6 months of development the system was slower than Excel and was eventually scrapped.

Lesson: Improve the process first; tools come second.

Tool‑Specific Migration Guides

Migrating to Jira

When it’s suitable

• Development team already uses Jira.
• You’re adopting Agile/Scrum.
• Issue tracking is the main purpose.

Migration script example

import pandas as pd
from jira import JIRA

# Read Excel data
df = pd.read_excel('project_tasks.xlsx')

# Connect to Jira
jira = JIRA(
    'https://your-domain.atlassian.net',
    basic_auth=('email@example.com', 'api_token')
)

# Bulk migration
for _, row in df.iterrows():
    issue_dict = {
        'project': {'key': 'PROJ'},
        'summary': row['Task Name'],
        'description': row['Description'],
        'issuetype': {'name': 'Task'},
        'assignee': {'name': row['Assignee']},
        'duedate': row['Due Date'].strftime('%Y-%m-%d')
    }
    jira.create_issue(fields=issue_dict)
    print(f"Created: {row['Task Name']}")

Migrating to Plexo (WBS‑focused)

When it’s suitable

• WBS structure is critical.
• You need hierarchical task management.
• Real‑time collaboration is important.

Plexo Advantages

• Excel import support – direct CSV/Excel import.
• Automatic WBS generation – detects hierarchy by indentation.
• Real‑time sync – multiple users edit simultaneously.

Migration process (pseudo‑code)

// 1. Organize Excel data
const excel_structure = {
  '1. Project Planning': {
    '1.1 Requirements Analysis': '3 days',
    '1.2 Technical Review': '2 days',
  },
  '2. Development': {
    '2.1 Backend': {
      '2.1.1 API Design': '2 days',
      '2.1.2 Implementation': '5 days',
    },
  },
};

// 2. Import to Plexo
// - Drag‑and‑drop the Excel file.
// - Plexo auto‑generates the WBS hierarchy.
// - Map assignees and schedules as needed.

Overcoming Resistance

Team Members Who Say “Excel Is Convenient”

There will always be senior PMs who have used Excel for decades and VBA macro masters.

Persuasion strategy

1. Show a small success first – “Just try this one feature.”
2. Solve a single pain point – the most inconvenient one.
3. Provide a parallel‑operation period – “You can keep using Excel for 3 months.”
4. Emphasize the Excel‑export feature – “You can export to Excel anytime.”
   Provides psychological security.

Persuading Management

ROI calculation example

# Daily waste (minutes) per person
daily_waste = {
    "Version conflict resolution": 30,
    "Manual update": 20,
    "Finding data": 15,
    "Formatting": 10
}

# Convert to monthly cost
hours_per_month = sum(daily_waste.values()) / 60 * 20   # 20 work days
team_members = 15
hourly_labor_cost = 50000  # KRW

monthly_cost = hours_per_month * team_members * hourly_labor_cost
print(f"Monthly waste cost: {monthly_cost:,.0f} KRW")
# Result: 18,750,000 KRW per month

Tool‑adoption cost (example)

tool_cost = 5_000_000   # KRW – one‑time license
training_cost = 2_000_000
total_first_year = tool_cost + training_cost + (monthly_cost * 12)

print(f"First‑year cost of staying in Excel: {monthly_cost * 12:,.0f} KRW")
print(f"First‑year cost after migration: {total_first_year:,.0f} KRW")

The numbers usually show a clear break‑even within 6‑12 months.

Final Takeaway

• Diagnose your Excel dependency (EDI).
• Start small with read‑only dashboards and pilot groups.
• Migrate gradually—don’t attempt a Big Bang.
• Choose the right tool (Jira, Plexo, …) and use the provided scripts.
• Address people’s fears with parallel operation, easy export, and quick wins.

By following a measured, data‑driven approach, you can turn “Excel hell” into a streamlined, collaborative workflow without the chaos of a sudden switch. 🚀

# 15 people × 30,000 KRW/month
tool_cost = 15 * 30000
print(f"Tool cost: {tool_cost:,.0f} KRW")
# Result: 450,000 KRW per month

print(f"ROI: {monthly_cost/tool_cost:.1f}x")
# Result: 41.7x

Migration Checklist

Preparation Phase

• Create current Excel file inventory
• Identify key users
• Map dependencies
• Establish backup plan

Pilot Phase

• Select pilot group (3‑5 people)
• Start with 1 project
• Collect daily feedback
• Solve problems immediately

Expansion Phase

• Phased expansion plan
• Prepare training materials
• Develop champions
• Share success stories

Stabilization Phase

• Monitor Excel dependency
• Continuous improvement
• New team member onboarding process
• Prevent going back

Tool Selection Guide by Team Size

Small Team (1‑10 people)

1st Choice: Plexo Free

• Start free
• WBS specialized
• Low learning curve

2nd Choice: Notion

• Flexible structure
• Strong documentation

Medium Team (11‑50 people)

1st Choice: Plexo Professional

• Unlimited projects
• Advanced WBS features
• Real‑time collaboration

2nd Choice: Asana / Monday

• Various views
• Rich integration features

Large Team (50+ people)

1st Choice: Jira + Confluence

• Scalability
• Detailed permission management

2nd Choice: Plexo Business

• WBS‑focused large projects
• Dedicated support

Practical Tips: Hidden Costs

Costs easily missed when migrating:

• Training time – Minimum 8 hours per person
• Productivity drop – 30 % decrease in the first month
• Data cleanup – 40 % of total time
• Process redesign – 2× more than expected

Total hidden cost = Tool cost × 3

Conclusion: Excel Isn’t Bad, But…

Excel is a great tool, but it’s not a project‑management tool.
You can turn a screw with a hammer, but if you have a screwdriver, you should use the screwdriver.

Keys to Successful Migration

• Slowly, but steadily
• People first, tools next
• Quick small successes
• Safety net to go back

Escaping Excel hell is a marathon, not a sprint.

Need to migrate from Excel to a professional WBS tool? Check out Plexo.