Ariba Knowledge Nuggets - Contract Management: Creating an Analytical Report

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Ariba Knowledge Nuggets - Contract Management: Creating an Analytical Report

  1. 1. September 26, 2011 Ariba Knowledge NuggetsContract Management — Creating Analytical ReportsReporting and Analysis gives you access to complex business information from multiple sources, includingcontract projects and matching invoices. Reports display data from these sources on a pivot table, which youcan manipulate to see different scenarios for the data. Pivot tables allow you to filter, slice, and drill down intothe information as needed to see broad patterns and relationships, summary information, and detail at thesame time. In this AKN, we will walk through the steps to create an Ariba Analytical Report in your ContractManagement Solution; however, the concept and steps can be applied across any solution that containsreporting functionality.Important to note:• Permission: The ability to create an analytical report is associated most closely with the Senior Analyst System Group.• Reports can be placed on the dashboard so that those without permission can review the results of a report created by someone else.• Reports can be hidden from others by saving it in a personal workspace or by setting up visibility for a report or the folder it’s in.• Facts/Fact Tables: Groups of ‘fields’ (header fields or attributes on a workspace, for example). These are generally related to the different areas of the system, i.e. Contract Workspace (Procurement), Project Task, Business Contact• Dimensions: fields. These are called Dimensions because the values of these fields are used to build pivots and for drill down. Example: Gender can be Male, Female or Unknown (the dimensions of gender)• Measures: Numerical fields• Hierarchies: are the expansion of a field within a complex structure. Example: UNSPSC commodities have 4 levels of definition with each level being more exact: ♦ Information Technology – Computers and Peripherals » Peripheral Devices • Trackball• The user can enter any value within the hierarchy which represents the true value of the dimension but the value exists most fully within its structure. In Analysis, any level might be important for either roll-up or drill-down.
  2. 2. Reporting Concepts Pivot Tables Data CubesCommodity Page Year Column Geography Data • Each dimension forms a side of the cube. Slicing through the cube focuses analysis on specifics, for example, analyzing data for the year 2003 Commodities Lights File Cabinets Desks 2004 2003 Chairs 2002 2001 Year E W N S Geography
  3. 3. Reporting Concepts Pivot Tables• Slicing focuses on one aspect of business information: for example, the sales for 3 commodities in all regions for the year 2003. 2003 Lights File Cabinets Desks 2003 Chairs E W N S• Dicing focuses on one cell of the cube: for example, what was the sales figure for File Cabinets in the northern region in 2003? 2003 Lights File Cabinets Desks orth Chairs E W N S
  4. 4. Reporting Concepts Pivot TablesIn Ariba reports, cubes of data are represented by a pivot table. Any dimension in a cube canbe represented by a page field, row field, or column field. The page fields act as filters on theother fields.“I want to see how many suppliers participated in events for metal stampings in Singapore lastyear.” If I want to make suppliers the page field, I can view events for metal stampings in APAC by supplier. Commodity could be the row field and region could be the column field. I can flip commodity and region (or rotate all 3) to get a different view of the same data.Creating the Analytical ReportThree steps: • Select the report’s source data by choosing the fact or facts you want to investigate and the data fields that provide the information you want to build your report around. • Lay out the pivot table by placing data in different areas of the pivot table (row, column, or page fields) and deciding whether you want the report to open in detail or aggregate view • Refine the report data to limit amount of data displayed in the report.Next….Run the report
  5. 5. Name your report, provide an optional Description. You can have up to 3 data sources (facts) joined in a report. The “joins” are predetermined by Ariba.A Fact Table is your The Main Fact is the first level source data – a of the data sources. In this collection of fields case, selecting Workspace over Task means that the Workspace “drives” the selection of the Project Tasks to be included. You may choose to include workspaces that have no tasks or only use workspaces that have tasks
  6. 6. Each report must have at least 1 measure. Measures will always be on the right side of the final report. There are default detail fields based on the Fact Table ChosenFields are organ-ized by Fact The Pivot Layout screen consists of 2 parts: a list of available fields and a layout for the pivot table. There is a default list of Detail Fields based on the selection of the Main Fact. Click on the field name to get the field menu and click Remove to take care of unneeded fields.
  7. 7. Each report must have at least 1 measure. Measures will always be on the right side of the final report. There are default detail fields based on the Fact Table ChosenFields are organ-ized by Fact The Pivot Layout screen consists of 2 parts: a list of available fields and a layout for the pivot table. There is a default list of Detail Fields based on the selection of the Main Fact. Click on the field name to get the field menu and click Remove to take care of unneeded fields.
  8. 8. The left side of the Pivot Layout Screen is a list of all of the available fields organized by fact.Different fields may havedifferent selection choices.Dates, for example, allow you tochoose the actual date orconvert to your fiscal year ordisplay just the month or year. To add to the layout, click on the field name and select the pivot location. On the left side of the screen is the list of available fields Some fields have a hierarchical structure, such as Region or Commodity. Click on Available Fields to get the full structure of the hierarchy. Some fields only show up in one list or the other and sometimes both. Be sure to check both lists to find fields. Commodity actually entered in the UI, regardless of the level. Level 1, 2,3 for the commodity, regardless of the level entered.
  9. 9. To move a field from the List of Fields tothe Pivot Layout, either drag and drop orclick on the field name link and select thepivot layout section To move a field to another section or to return the field to the List of Fields, either drag and drop or click on a field name and select the action. The right side of the screen displays the planned layout of the report. Add fields to Rows, Columns, Page and Detail Row Field: a “Group by” for row values. Column Field : a “Group by” for column values. Detail Field: Additional field data that is displayed when looking at the “detail” view. Data Field: is the measure (measures) selected on the Source Data screen. Page Field: is a field that can both refine the data set (act as a filter) and count results without actually being a part of the report display. Each field is preceded by a “fact” abbreviation so that the fact “source” is clear
  10. 10. Refine Data is used to filter data so as not to include the entire fact population. Generally, use a relative date range so that the report can be used repetitively and pick up new data. However, note that a fixed date range can always be used, if appropriate.Most reports have a basicfilter for dates. You canchange the configurationby checking the AdvancedOptions and selecting adifferent date, such asExpiration Date Page fields can be used as filters. Frequently a single value can be selected right from the refine data screen. However, multiple “Includes” or “Excludes” can be set up by clicking Select Others.
  11. 11. Sometimes, additional filters may be needed for fields that are detail fields. Click Customize this form to access other available fields.Select the field(s) to show.Additional fields may beavailable after running thereport
  12. 12. When ready, click Run Report. Configure the new field similarly to contract status The report displays in “Aggregate View” showing 191 total contracts, with the OwnersYou could see what Chart results on the left and the contractare produced or add the chart or expiration years across the top.basic report to your dashboard 33 will expire in 2012. Applied Filters show the “refine data configuration
  13. 13. Click the Pivot Table tab to return.To see the Details, ClickAggregate View arrow andselect Show Detail View
  14. 14. You could now make changes to yourreport to improve readability: makeProject Name and Effective Dates Rowfields, set Effective Date displays as adate field rather than a year. You could now Edit, Save or Export to Excel

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