Ariba Knowledge Nuggets - Reporting in Contract Management
Reporting — Access to Your Contract InformationReporting 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.Facts represent the basic transactions you are investigating when you run a report. Facts can be contracts,contract requests, and others. The data you want to examine in the report—suppliers, contract projects,commodities, contract amounts, and so on—are elements of those facts. Information about a business tendsto fall naturally into dimensions such as commodities (or products), cost departments or centers (businessunits), suppliers, and time. Supplier and commodity are just two examples of dimensions in contractworkspaces:Fact: Procurement Contract Workspace Dimensions: • Effective Date (Time) • Supplier • Contract • Commodity • Organization (Department) Project (Project Information)Dimensions can stretch across multiple facts. For example, both Contract Clause and Procurement ContractWorkspace have time and project information dimensions. A dimension can contain different levels of data.Those levels are organized in a top-down structure called a hierarchy, which progresses from general tospecific information. For example, the lowest level in the Commodity hierarchy in the Commodity dimensionmight be the actual commodity item; the next level might be the class of product, then the product family, withthe highest level being product segment.Dimension: CommodityHierarchy: CommoditySegment: Information Technology Broadcasting and TelecommunicationsFamily: Computers and PeripheralsClass: Peripheral DevicesCommodity: TrackballIn a report, you can display a high-level summary using the top level of the hierarchy, or you can expand thereport view to display detailed information from the lower levels of the hierarchy.
Viewing and Manipulating Data in the Pivot TableYou use row fields, column fields, page fields, detail fields, and data fields to examine different aspects of re-port data. Your ability to use fields on a pivot table is determined by the kind of report you are viewing and theAriba Spend Management solution your company has purchased.Page fields Row fields Data fields Column fields• You use row and column fields on the pivot table as the basic controls for changing your view of data. For example, if you click 2007 and choose Drill Down By: Quarter, the pivot table displays only data for the quarters of 2007. If you instead click Estimated Close Date, the data menu for the Estimated Close Date hierarchy, and choose Expand Next Level: Quarter, the pivot displays data for all of the quarters in 2007. Clicking Estimated Close Date again and choosing Collapse This Level: Quarter returns you to totals for 2007. You can continue to display data for different time periods using the Estimated Close Date menu.• You use the Field Browser to filter current data on the pivot table, or drag page fields to the pivot table to show other aspects of the data.NETWORK WITH OTHER ARIBA CUSTOMERS AND FIND OUT HOW THEY ARE USING THEIR CONTRACT MANAGEMENT SOLUTION, SHARE BEST PRACTICES AND ASK QUESTIONS! ****If you are not a member of the Customer Success Group on Ariba Exchange….now is the perfect time to join. If you are already registered on Exchange, justclick on Customer Success group to join. If you are not on Exchange, go to exchange.ariba.com to join andstart reaping all the benefits of the Ariba community.****
Reporting and Analysis for Ariba Contract ManagementWhen analyzing your company’s contracts, you might typically ask the following questions: • How is my company using contracts? You might want to analyze contracts by commodity, supplier, or organization. Who are your suppliers and how many contracts do you have with them? Which parts of your company are creating those contracts? Is your company re-using standard clauses, or modifying them for each contract? Once you view your contract data, you can investigate further by asking: are there areas of overlap, and where can you consolidate? • What contract activity can I anticipate in the near future? You can analyze contracts by expiration or start date. What contracts are expiring in the next three or six months? What contracts are starting? Which parts of your company are responsible for these contracts? After viewing the data, you can delve into operational efficiency: are there any bottlenecks? What are they costing you? • Is my company’s spend compliant with contracts? You can analyze contract and non-contract spend by commodity, supplier, or organization. Do you have contract and non-contract spend for the same commodity, or with the same supplier? Are you buying some commodities without contracts? Which parts of your company are spending on contract and which parts aren’t? After comparing contract and non-contract spend, you can determine sourcing opportunities and areas for consolidation.Contract Workspace Analysis reports are designed Internal Contract Workspace Analysis reports areto give you visibility into your company’s procurement designed to give you visibility into your company’scontract activity by supplier, commodity, region, and internal contract workspace activity by deal stage,so forth, and to allow you to easily monitor owner, status, and so forth, and allow you to easilyprocurement contracts that are set to expire or start monitor internal contracts that are set to expire orsoon. Some Contract Workspace Analysis reports start soon. They are only available in Ariba Contractprovide information on how your company uses Management solutions that have the internal contractdifferent clauses in procurement contracts. Contract workspace feature enabled. Internal ContractWorkspace Analysis reports provide data on the Workspace Analysis reports provide data on theprocurement contract workspace project level, such sales contract workspace project level, such as theas the number of pending procurement contracts for a number of published internal contracts that are duesupplier that are due to start in the next six months, or to start in the next three months.on the clause level, such as the number ofprocurement contracts that use specific clauses.Sales Contract Workspace Analysis reports are The Project Analysis (All Project Types) anddesigned to give you visibility into your company’s Project Task Analysis folders contain reports thatsales contract request and workspace activity by deal can be run across all Ariba Spend Managementstage, owner, status, and so forth, and allow you to projects, including contract workspaces and contracteasily monitor sales contracts that are set to expire or requests.start soon. Sales Contract Workspace Analysis ———————————————————————-reports provide data on the sales contract request or To explore prepackaged reports:workspace project level, such as the number ofpublished sales contracts that are due to start in the 1. In the command bar, choose Manage > Prepackagednext three months, or the number of active sales Reports.contract requests in a specific deal stage for the 2. To see the variety of reports available, click thecurrent quarter. expand arrow by a folder or click the folder and choose Open. 3. Mouse over a report icon to see a brief description of the report.
Active Internal Contract Workspaces Active internal contracts by the effective date of the contract. Slice and dice byBy Effective Date owner, amount, and region. This report shows internal contract workspace project counts and contract amounts for project types by effective date in aggregate view. Drill down or filter data further by project type, commodity category, start date, expiration date, organization, management owner, user owner, process, region, state, contract status, and related ID. By default, the report only shows data for internal contract workspaces in the active state.Active Internal Contract Workspaces Active internal contract workspaces by owner. Slice and dice contracts by region,by Internal Owner / or by Status amount and status. This report shows internal contract workspace project counts and contract amounts for user owners and project names by start year in aggregate view. Drill down or filter data further by user owner, project name, start date, commodity, on time/late status, organization, management owner, region, state, and contract status. By default, the report only shows data for internal contract workspaces in the active state.Internal Contract Workspaces to All internal contract workspaces with expiration dates in the next three months.Expire in Next Three Months This report shows internal contract workspace project counts for each of the next three expiration months by due date in aggregate view. Drill down or filter data further by project type, expiration date, due date, organization, user owner, management owner, process, status, commodity, and region.Average Internal Contract Workspace Duration of internal contract projects from start date to completion by days. ThisDuration by Start Date report shows internal contract workspace duration and project counts for project types and project names by start year in aggregate view. Drill down or filter data further by project type, project name, start date, commodity, end date, on time/ late status, organization, management owner, user owner, region, state, and contract status. By default, the report only shows data for internal contract workspaces.Active Contract Requests by The number of active procurement contract requests for each commodity.Commodity This report displays procurement contract request project counts for top-level commodities and individual request names by start date in aggregate view. Drill down or filter by commodity, project name, start date, contract status, on time/late, organization, management owner, region, state, and project type; by default, the report is filtered on active procurement contract workspace requests.Active Contract Requests by Owner / The number of active procurement contract requests owned by each user andSupplier / their amounts. This report displays procurement contract request project counts and contract amounts for each user and individual request names by start date in aggregate view. Drill down or filter by owner, procurement contract request project name, start date, commodity, on time/late, organization, management owner, region, state, status, related ID, and supplier; by default, the report is filtered on active procurement contract requests.
Active Contract Workspaces by The number of active procurement contract workspaces for each commodity, orCommodity / Effective Date / Owner effective date, or owner, or region, or status or by supplier./ Region / Status / SupplierContract Clause Usage The contract clauses that are used the most and the least in your organization’s procurement contract workspaces. This report displays contract clause counts for each procurement contract workspace name in aggregate view.Contract Clause Usage Modifications The contract clauses that your organization uses in modified form versus standard template clauses in procurement contracts. This report displays contract clause counts for each procurement contract workspace name by modified status in aggregate view.Contract Workspaces to Expire in The contract workspaces that are due to expire in the next six months.Next 3, 6 or 12 Months This report displays contract workspace project counts and amounts for each of the next three, six, or twelve months by due date in aggregate view.Contract Workspaces to Start in Next The procurement contract workspaces that are due to start in the next three3 Months months.Late Contract Workspaces by Owner The procurement contract workspaces that are past their due date and theirAnd Due Date owners. This report displays procurement contract workspace project counts for each owner by due date in aggregate view.All Contract Workspaces This report displays all contract project (workspace and request) counts and amounts by project name, contract ID, start date, test project status, top-level commodity category, region, status, state, project owner, and task owner in detail view.Procurement Contract Requests This report displays procurement contract request counts and contract amounts by project name, contract ID, start date, test project status, top-level commodity category, region, status, state, project owner, and task owner in detail view.Active Projects by Owner / Status Active projects of every type for each owner, status.User Names and Permissions This report displays user counts by user ID, user, active status, last login date, Create Internal Contract Workspace Ability, Create Sales Contract Workspace Ability, Create Procurement Contract Workspace Ability, Create Sales Contract Request Ability, Create Sourcing Project Ability, Create SPM Project Ability, and Create Supplier Project Ability in detail view. This is just a partial list of all the prepackaged reports available to you based on your Contract Management solution. For a more complete list, consult the reporting guide in your Help and Support Tab of your Ariba application.