Spreadsheets have long been a staple tool for businesses across industries, valued for their simplicity and accessibility. However, their widespread use can mask significant risks, often referred to as “Spreadsheet Risk”. This risk emerges from errors in data entry, formula inaccuracies, and the lack of robust controls, which can lead to costly consequences if not addressed proactively. In fact, research shows that up to 90% of spreadsheets contain errors that affect results, jeopardizing data integrity. Additionally, Spreadsheets struggle with large volumes of data and complex data structures, which has the ability to significantly hinder business growth.
For companies operating in the Bulk Commodity Sector, spreadsheet risk is particularly critical. The sector’s reliance on timely and accurate data from various systems within the supply chain makes operational efficiency and informed decision-making indispensable. Yet, the limitations of spreadsheets—such as fragmented data and manual processes—can hinder these efforts, exposing businesses to inefficiencies and financial vulnerabilities.
This article examines the challenges of relying on spreadsheets for critical decision-making in bulk commodities. It also outlines strategic alternatives that companies can adopt to achieve world-class efficiency in their management systems and mitigate operational risks effectively. By transitioning to advanced solutions, firms can unlock greater scalability, accuracy, and agility in their operations while safeguarding profitability.
Spreadsheet risk is a significant concern for businesses, particularly those in data-intensive sectors like the bulk commodity industry. While spreadsheets are useful for basic tasks, their limitations become apparent when used for complex data management and analysis.
Using spreadsheets for tasks like complex data analysis gives a wide opening to error. Additionally , using multiple spreadsheets leads to a higher risk of data breaches.
Spreadsheets are popular due to their ease of use and accessibility. Whilst spreadsheets are excellent for basic tasks, they can be limited for more complex operations and are prone to errors if not managed properly.
Here is a list of some of the common issues with using spreadsheets:
Human error – Manual data entry leads to errors. I’ve seen this issue countless times in large data sets that require careful handling. Even seemingly tiny financial mistakes can be very costly to businesses.
Data Breaches – Spreadsheets are easy to copy, share, and lose track of. This can create an unwanted risk of data breaches and unauthorized access.
Not scalable – Spreadsheets have limits, which quickly cause problems. Large datasets and complex formulas lead to failures. This particularly impacts large businesses with numerous calculations daily.
Data Integrity – When spreadsheets extract data from different data silos, discrepancies can arise due to differences in granularity, making it difficult to match data from multiple sources accurately.
Slow Work – Sharing data via spreadsheets creates bottlenecks, slows workflows, and wastes employee hours on redundant tasks.
Version Problems – Keeping the up-to-date version is challenging and there is a good chance of people using older spreadsheet with incorrect information.
Wasted Time – Keeping spreadsheets updated with large amounts of data can divert employee time from vital tasks.
The Bulk Commodities sector faces particularly acute spreadsheet risks dues to its high-volume transactions, volatile markets, complex supply chains and disparate data sources. Here are some of the specific challenges in Bulk Commodities:
Contract Management
Logistics Coordination
Regulatory Compliance
Financial Reconciliation
Supply Chain Transparency
Decision Latency
For commodity-focused businesses operating at scale, implementing world-class software systems designed for the Bulk Commodity market delivers both immediate operational efficiencies and strategic advantages that spreadsheets cannot provide in today’s complex and fast-moving bulk commodity markets.
Implementing Specialist Bulk Commodity software has a number of practical business benefits such as:
For commodity-focused businesses operating at scale, implementing specialist bulk commodity software delivers both immediate operational efficiencies and strategic advantages that spreadsheets cannot provide in today’s complex and fast-moving bulk markets.
Luckily there is a solution to eliminate Spreadsheet Risk in the Bulk Commodity Sector and that is deploy the world-leading Supply Chain Integrated Autonomous Rail (SCIAR) Application.
SCIAR is a cloud-based Software as a Service (SaaS) application designed to manage the logistics process from customer contact to site execution & loading through to final reconciliation & vessel dispatch.
SCIAR has automated the touch points involved in the Bulk Commodity Logistics chain & integrated them into a single platform. This allows users to not only manage the end-to-end logistics process but also to receive real-time alerts when there are anomalies in the systems that require immediate attention.
In addition, SCIAR has built-in reporting capabilities that provide a comprehensive audit trail of your logistics operation as well as comply with Australian Government mandatory Scope 3 carbon emissions reporting requirements.
SCIAR has a number of high-level business benefits that remove Spreadsheet Risk:
| Feature | Spreadsheets | SCIAR |
|---|---|---|
| Data Accuracy | Prone to human errors | Higher accuracy due to automated data integrations to external "systems of truth" & Validation checks within SCIAR |
| Real-time Updates | Limited access to current data which causes disruption in the decision making process | Real-time updates across the entire logistics chain allowing for up-to-the-minute decision to be made across the whole logistics chain. |
| Scalability | Limited ability to handle large datasets | Built to scale and handle millions of data points |
| Collaboration | Difficult for cross-functional collaboration | Centralizes operational data for seamless team collaboration |
| Integration | Limited integration with other systems | Seamlessly integrates with other operational systems |
| Industry-specific Functions | Lacks specialized logistics features | Includes suite of tools for Bulk Commodity Management i.e. Planning, Scheduling, Carbon Reporting & Compliance |
| Automation | Requires manual data entry and updates | Automates majority of logistics processes |
| Data Analysis | Limited analytical capabilities | Advanced analytics and decision-support capabilities |
| Time Efficiency | Time-consuming for complex operations | Saves time through automation and streamlined processes |
| Cost | Initially cost-effective | May require investment but offers long-term efficiency |
| ROI over time | Poor due to having to continually revise spreadsheets when systems in the supply chain are upgraded or enhanced features need to be developed. | High as SCIAR development team include all new features & upgrade as part of the yearly subscription package. |
| intellectual Property | Poor as you are leveraging the skillset of the internal team only. | High as leveraging your internal expertise, SCIAR engineering expertise and the wider SCIAR customer ecosystem who have all contributed to the development of SCIAR. |
Bulk commodity companies operate in an environment where margins depend on precise coordination across complex supply chains, real-time market responsiveness, and meticulous management of high-volume transactions. Spreadsheets, while familiar, create significant operational vulnerabilities that directly impact profitability. Manual processes introduce costly errors in pricing calculations, demurrage assessments, and quality adjustments – errors that can quickly compound into millions in lost revenue across high-value shipments.
Purpose-built commodity management systems such as SCIAR deliver transformational advantages by integrating previously siloed operations. SCIAR synchronizes data across the supply chain, providing a single source of truth that eliminates reconciliation discrepancies and decision latency. Real-time visibility enables operations teams to optimize asset utilization, and executives to assess enterprise-wide exposure with confidence.
The competitive landscape in bulk commodities increasingly favors organizations with superior information management capabilities. Leading companies are achieving measurable advantages through accelerated month-end financial close, optimized vessel and rail scheduling, and enhanced counterparty management. These efficiency gains translate directly to improved EBITDA performance without requiring additional physical assets or market expansion – simply by eliminating the hidden costs of spreadsheet risk.
Would you like to eliminate Spreadsheet Risk? Then free to reach out to our team at SCIAR Systems and Schedule a Call to investigate how we might be able to assist.
Nick Ogle has have over 30 years of experience in Enterprise IT, spanning roles from engineering, sales to marketing across Australia, the USA, and APJ for various IT vendors. Nick has also founded his own consulting businesses.
Nick is passionate about entrepreneurship and software innovation that drives positive change. Currently, he is the Sales & Marketing Manager at SCIAR Systems, a Newcastle-based SAAS startup, where he is helping commercialize their groundbreaking Bulk Commodity Logistics and ESG software solutions.
Nick is well credentialed to talk about issues in Enterprise IT issues such as spreadsheet risk due to his extensive experience in dealing with clients who have experienced significant issues with the proliferation of spreadsheets for Enterprise Reporting.
For more information on Nick and to find articles that have been written on the IT sector in the past, then feel free to look at his LinkedIn profile.