Reporting and Analysis gives you access to complex business information from multiple sources, including contract projects and matching invoices. Reports display data from these sources on a pivot table, which you can manipulate to see different scenarios for the data. Pivot tables allow you to filter, slice, and drill down into the information as needed to see broad patterns and relationships, summary information, and detail at the same 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 tends to fall naturally into dimensions such as commodities (or products), cost departments or centers (business units), suppliers, and time. Supplier and commodity are just two examples of dimensions in contract workspaces:
Procurement Contract Workspace Dimensions:
- Effective Date (Time)
- Organization (Department)
Project (Project Information)
Dimensions can stretch across multiple facts. For example, both Contract Clause and Procurement Contract Workspace 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 to specific information. For example, the lowest level in the Commodity hierarchy in the Commodity dimension might be the actual commodity item; the next level might be the class of product, then the product family, with the highest level being product segment.
Segment: Information Technology Broadcasting and Telecommunications
Family: Computers and Peripherals
Class: Peripheral Devices
In a report, you can display a high-level summary using the top level of the hierarchy, or you can expand the report view to display detailed information from the lower levels of the hierarchy.
Viewing and Manipulating Data in the Pivot Table
You use row fields, column fields, page fields, detail fields, and data fields to examine different aspects of report data. Your ability to use fields on a pivot table is determined by the kind of report you are viewing and the Ariba Spend Management solution your company has purchased.
- 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.
Reporting and Analysis for Ariba Contract Management
When 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.
Beverly Dunn is a Customer Success Manager with Ariba. All customers are invited to join the private Customer Success group on Ariba Exchange, where you can access the Customer Success Spotlights, Lunch 'n Learn Webinar calendar and replays, and the Ariba Knowledge Nuggets.