Microsoft Excel is King for SAP Operations Teams

Recently, I joined Linh Nguyen and Shanthi Sivasubramaniam on Linh’s Talking Tech podcast to discuss the changing world of SAP operations, the end of Solution Manager, and what this means for many whose careers have been dedicated to it.

I’m not sure how it came up, but at one point, we spoke about the ubiquitous use of spreadsheets by SAP operations teams. Surprisingly, the trusty Excel spreadsheet is still used to manage, track, and ‘control’ a wide range of operational tasks. 

The Ubiquity of Excel in SAP Operations

Excel appears everywhere in SAP operations, popping up all over the place. Here are several examples: by no means an exhaustive list.

• Runbook and checklist for pre-copy and post-copy system refresh tasks.
• A tool to analyse user, role, and authorisation data for filtering, reporting, and general reporting overviews.
• A “Master Control Sheet";  used for Security Note tracking, patching status reporting, and risk classification.
• USMM/SLAW exports and analysis, simulation of license scenarios, and calculation of indirect access.
• Track transport requests, releases, emergency changes, and approvals.
• SM36/SM37 job inventory exports, critical job tracking, and interface mapping.
• Mapping test scripts, testing, and changes to test requirements

Why Excel Continues to Persist in SAP Operations

SAP's native operational tooling isn’t well-known for its cross-transactional integration or its transparency. Excel fills in the gaps; it becomes the de facto coordination layer. It has been the go-to solution for decades.

And for good reasons. Excel is…

1. Inexpensive
2. Fast
3. Flexible
4. Ubiquitous, and
5. Everyone knows how to use it.

Over time, Excel has become the shadow workflow layer sitting on top of SAP. It has become the control plane everyone relies on, the risk register everyone refers to, the audit trail everyone goes back to, and the orchestration engine that stitches it all together.

And that’s where operational risk hides.

The Risks of Relying on Excel for Critical Operations

Excel has served as a great stopgap; however, it should never have been the long-term solution it has been.

For example:

• There is little to no transparency between users.
• The information is static and quickly outdated.
• Everything in Excel is manual; there is very little automation.
• Human errors are unavoidable; things will be missed or overlooked.
• It is insecure; sensitive data is at risk

Excel relies on individuals, manual collaboration, and data manipulation. It consumes significant time for already stretched SMEs. This presents several serious risks and limitations.

An alternative approach is needed.

Beyond Excel: Tools That Replace the Spreadsheet Layer

For years, third-party automation platforms have been available. They fill gaps that Excel was never designed to handle. These tools provide the structure, transparency, and reliability that SAP operational teams require.

Unlike Excel, these platforms offer collaboration by default. They have built‑in control frameworks and real-time visibility across teams and processes. They enforce workflows, track changes, centralise operational knowledge, and automate repetitive tasks.

SAP third-party tools deliver capabilities such as:

• Automated workflow orchestration
• Audit-ready activity tracking
• Real-time data integration
• Role-based access control
• Scalability and stability
• Standardisation and repeatability

These platforms represent more than just tooling; they can become a critical operational backbone, replacing the layers of spreadsheets with a transparent, governed, and automated system of record.

Excel will always have its place. But for managing the critical work that keeps SAP operations running, specialised tools now offer a far better path forward.

Next Steps

Excel has played an important role in SAP operations for decades. But as SAP environments have grown more complex, the limitations of spreadsheet-driven operations require a different approach.

Modern third-party automation tools reduce the risk that quietly accumulates inside Excel files and the significant overhead required to maintain them.

Moving forward…

1. Identify an operational area currently relying heavily on spreadsheets. E.g. Job scheduling, transport request management, testing
2. Conduct a search for third-party tools that automate the same. There will be three or four that cover your area.
3. Fine-tune the need based on the capabilities of the tools identified.
4. From then on, it’s a matter of proceeding through your standard evaluation and selection process.

Alternatively, contact us, and we can guide you through the process.

About Leg Up Software

Leg Up Software is an expert in SAP IT operational and infrastructure software automation solutions.

We understand the landscape of SAP operations and infrastructure automation solutions and have already done the legwork to identify the best available solutions.

We have excellent relationships with many software vendors, including the Looply development vendor, Arch and can negotiate an evaluation process that best suits your circumstances and budget.

Why not set up a time to start the conversation by putting something on our calendar?

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