VisiCalc: The Best-Selling Software for Microcomputers
MANAGEMENT
USING MICROCOMPUTERS
Microcomputers, once considered too small to be effective tools for the fire service, are now making inroads into fire departments across the country. Microcomputers are proving to be a time-saving and efficient method of determining average response times, balancing budgets, keeping records, calculating hydrant flows and much more.
Computer applications for the fire service are limited only by the imagination. Even hypothetical questions (If the personnel budget goes up only 6 percent instead of the predicted 10 percent, but fuel costs doubled, what would be left over for the equipment budget?) can now be answered by a department’s computer with a software package called VisiCalc.
Predicted budget increases and decreases are entered into the budget format, which provides baseline figures. VisiCalc, which can be used in most microcomputers, then calculates and recalculates the budget information to provide an answer in approximately three minutes.
By simply changing one figure on the program, VisiCalc can calculate the “What ifs …” of assessed evaluation projections, the effects of inflation, wage and price increases, and more. Various proposals are generated in minutes, not hours or days.
VisiCalc enables the user to see on the CRT screen both the input data and the program parameters simultaneously, as opposed to programs requiring the user to conceptualize the inputs and the program being formed.
Exceptionally easy to use, VisiCalc itself teaches the user how to operate the program.
Creating the format or the design is probably the most difficult for the VisiCalc novice. A format is the basic outline, which includes all the required information and formulas.
Planning the format can save a great deal of time. Sometimes planning is simply adapting a form that is currently being used manually, but frequently a need will dictate a unique format. When this occurs, VisiCalc’s many built-in functions and the capability to use complex mathematical formulas in any “cell” (entry) position) allows for the creation of very complex formats to solve these problems, saving hours of calculation and recalculation.
A few general guidelines are important to remember when using the program:
- The electronic spreadsheet presented when the system is first turned on is divided into rows and columns. The columns are lettered left to right for a maximum of 54 columns. The rows are numbered top to bottom from 1 to 254. Only a portion of this spreadsheet is visible on the computer monitor at a time because the spreadsheet is scrolled left and right or up and down. This grid defines thousands of cells which can be used to set up charts, tables and records.
- Although VisiCalc has thousands of individual cells, the computer system might not be able to use all of these cells because of memory limitations. Also, VisiCalc uses about 30K of memory, which might make it necessary to build a format for a shortterm report and another format that brings this information together in a summary report. Memory might be exceeded if an entire month’s information was on one format. In that case, it is necessary to have a weekly format, with the weekly totals saved under Data Interchange Format (DIF) and recalled into the monthly format for monthly, quarterly, and/or yearly reports.
- Plan your format. Determine what information is to be entered, if there are any tables to be used, what is to be calculated, and if all the information or just a portion of it will be in the report. It is helpful when planning a spreadsheet design to group variables, constants and the output in separate areas of the spreadsheet. This allows inputting data without other miscellaneous data being included.
- Save the format as it is built, and when it is finished be sure to back it up (make a duplicate for safety). The format represents much time and effort and it is very frustrating to have to redo all this work. It cannot be repeated often enough: back up your work (formats and data) and keep duplicate disks in a safe place.
What began as a tool to solve a fire department’s bookkeeping problem has spearheaded new ways of making the department more efficient. Members are constantly finding new uses for their microcomputer.
Since it is important for a fire district or department to know where it stands financially, a monthly budget report can be used to illustrate this. This type of report is frequently calculated manually each month with paper and pencil and calculator to know if the budget is being followed or if an area is out of line and needs to be watched and expenses cut. (See the first Chart.) The amount budgeted, current month expenses and income, total amount spent during the year, the percent of budget spent and dollar amount available to be spent can be shown for each individual account. The blank cells under expenses and income will have data input each month. Everything else will be calculated by the program using the formulas which are entered as shown below:
G8:(F8/C8)
H8:(C8-F8)
C14:SUM (C8…C12)
The first formula is a shorthand indication that the figure in column G, row 8 equals the amount in F8 divided by the amount in C8. The total in C14 is the sum of the amounts in C8 through C12.
This monthly report is a very simple example of the use of VisiCalc and in no way shows its full potential.
Recently in our district, there was a question of providing better paramedic service and estimating the response time if the advanced life support (ALS) units were moved following the completion of a major road improvement. Using VisiCalc, current response times to various locations were entered and the average time and speed to these zones were calculated. Then, with the new mileage figures the road department gave us, the response time after the changes take place was calculated in order to decide where best to locate the ALS units.
The data gathering and calculation of hydrant flow tests can be another timeconsuming exercise. When VisiCalc is used, the mathematical portion is considerably less trouble. Once the readings of the actual hydrant flowing are obtained, it is a simple matter to enter them and have the calculations done by the computer. This example illustrates another VisiCalc feature, manual recalculation, which allows the user to enter all data before any calculations are done. The mathematics involved in the flow tests are rather detailed, and if the entire spreadsheet is recalculated after each entry (which usually occurs), a great deal of time is wasted waiting for this to be accomplished. Having VisiCalc perform one calculation after all data entered reduces the overall time by considerable amount.
VisiCalc printouts. At top, the user has preprogrammed most of the budget calculations so that when the month’s expenses and income alone are added, all the other totals are found automatically (middle). Hydrant tests are charted in a similar automatic way resulting in available flow calculations.
Washington State Fire Service Training in conjunction with participating departments conducts recruit fire fighter academies periodically for fire fighters around the state. At graduation exercises, awards are given for valedictorian, most inspirational and best company. The mathematics required to determine these winners is also relegated to VisiCalc. Each Friday the weekly test grades are entered on the format and VisiCalc automatically determines which recruit, as well as which company, has the highest average. This may sound like a small task but if you consider 50 exams and an average of 28 students per class, the math, although simple, is time-consuming. With this software, after entering the test scores each week, the new standings are known in a few seconds.
It is possible to create a complete payroll calculation format in which the only data entry required is the number of hours each employee worked in a given period. “Lookup” tables are created for federal withholding tax and for state and local taxes. The lookup function with each calculation goes to the table and looks up the value of the withholding for each employee based on his base salary, marital status and number of dependents. Formulas are added for Social Security and for employee contributions to such benefits as health and accident insurance and pension plans. Once these are entered for the first employee, they can be replicated for additional employees. Also, year-to-date totals can be included, as well as totals needed for completing quarterly tax forms. The checks will not be written but gross pay, deductions withheld and net pay for each employee can be generated.
This article has only scratched the surface of VisiCalc applications and capabilities. There are numerous books which deal in depth with using the program in business — some of which can be adapted to the fire service. The $200 to $300 cost of the program is easily justified when compared to time saved through its multiple uses. The more you use VisiCalc, the more complex formats and uses will be discovered.