Reviewing Project Management

Project Manager is an area of the Ariba Administrator menu that allows administrators to work with and manage projects in the site.

• This area has several functions that include:
  • Manage Keywords
  • Mass Edit/Delete Projects
  • Mass Edit/Delete Status
  • Project Email Templates
  • Import Legacy Contracts *
  • Signature Providers *

* Import Legacy Contracts and Signature Providers are specific for SAP Ariba Contracts.

The Project Manager area within the Administration menu allows administrators to work with projects at the site level, rather than on an individual project basis. You can also use the Manage Keywords area to set up related knowledge in Knowledge projects as well as use the Mass Edit feature to edit or delete multiple projects at once.

Project Email Templates give the administrator the ability to customize messages that are used in project templates as well as for tasks inside of projects.

This course will cover the following areas within Project Manager:

• Manage Keywords
• Mass Edit/Delete and Status
• Project Email Templates
• Replace User in All Projects

• Special type of project that is used as a repository for the documents and information that you want to provide as related knowledge
• Focus is on containing and organizing documents
  • May not have phases
  • May not include tasks
• Creation process same as other projects with a different template

Since the functionality of a knowledge project is different from that of a normal project they are missing some of the main ingredients that we have seen in other types of projects.

In some situations, it is useful to have tasks in a knowledge project if you would like to have knowledge documents reviewed before publishing them, but this is not required.

• One of the most important features that supports the sharing of knowledge in SAP Ariba
• Section of the user interface devoted to displaying links to helpful information
• Dynamic display of the most relevant links is achieved through knowledge matching
• The links displayed in the related knowledge area relate to documents that are contained in Knowledge Projects

The links that are displayed are generated dynamically based on what is being viewed in the user interface, whether it is a particular phase of a project, or a specific document.

When the project is being viewed, the system looks at the current phase of the project and displays the knowledge links that are appropriate for that particular project and phase. This matching is done using keywords.

Because space is limited, only four projects and six published documents are displayed in the Related Knowledge area. Since there is no limit to the number of documents or projects you can list as Related Knowledge for a specific area of a project, additional documents are shown on a separate page, accessed by clicking Search Knowledge. The Search Knowledge link takes you to a pre-populated Document Search. The More... link brings up a pull down menu containing additional related knowledge projects and documents.

The most relevant information appears at the top of the Related Knowledge area. For example, if your project pertains to China, knowledge specific to China appears at the top, followed by knowledge for APAC, and then generic knowledge.

• Knowledge project matching
  • Regions
  • Department
  • Commodity
• Knowledge document matching
  • Knowledge project documents publish keyword(s)
  • Project phases subscribe to keyword(s)
• Keywords available to users are controlled by the administrator

Matching using keywords is a Subscribe-Publish relationship. When documents are created in knowledge projects, they have an additional option on the edit screen that allows the owner to publish keywords. These keywords are from a standard list that is set up at the system level. Project phases can subscribe to keywords. This can be preconfigured in a template, or done manually by the project owner by editing a project phase. When a project phase is subscribed to a keyword, all documents that have published that keyword are displayed as links in the knowledge area of the navigation panel when that project phase is active.

The system uses email templates to create email notification messages sent by the system.

• Users who are members of groups with the Project Email Templates Administrator role can customize these templates. These groups include:
  • Project Email Templates Administrator
  • Contract Administrator
  • Project Administrator
  • Customer Administrator
• Users can:
  • Modify the subject and body of email notification messages
  • Format text, and create different versions of email templates according to project type
  • Add email template tokens, which are references or placeholders for information that is provided by the system when the email generated from the template is sent
  • Provide translated text for the email subject or text

Any user in any of the above groups will have access to modify existing project email templates. The types of emails that are included here are email notifications sent for different types of tasks as well as other emails that are sent from projects, such as expiration notifications or project state updates.

The project email templates are organized by Project Type:

• All Applicable Types
• SPM/SQM Projects
• Supplier Workspace
• Sourcing Project
• Sourcing Request
• Contract Workspace

You will see a Project Type for each project type you have created a custom notification for. For example, there is the notification template Task - Sent to a task owner when a reviewer/approver is assigned or when a user is assigned as the owner of a To Do task. You may want the email notification from sourcing projects to contain one message while a To Do task from a Contract Workspace may have different text as part of the notification. SAP Ariba allows you to set a template for different project types so you can convey different messages to the recipients of tasks from different types of workspaces.

• Allows for one user to replace another in all instances in SAP Ariba
• Use for permanent change:
  • User leaves the company
  • User changes job
  • User changes name
• Use delegation functionality for temporary change

This function is here for administrators to update the system when users leave the company, change roles within the organization, or take over for another user. It can also be used to switch to a new User ID if a user’s name changes, in the case of marriage, for example.

Since User IDs cannot be edited or changed once created, any changes that need to be made must be done by creating a new user. Rather than sharing the previous user's login information with the new user, the documents and projects the previous user owned can be transferred to the new User ID with this function.

When performing a Replace User function, there are a few fields that you can select as to how the system should handle the replacement of users. Include History and Replace with Warning are two options presented to the administrator when creating a Replace User event. By setting Include History, you can control whether the user is replaced throughout the entire system, or only for projects and tasks that are currently active. Include History is intended for use when a user's ID has changed for administrative reasons. Replacing a user in only active projects and tasks is used when a user's responsibilities are being taken over by another user. If you select no for Replace with Warning, the system doesn't replace any users if it detects any error conditions. If you select Yes and the system detects an error condition, the system will continue and replace instances of the user where it's possible to do so.

Once you have made the selection for both of these options, you can then click the Add User button. After clicking Add User, the screen will automatically refresh to show you a From User and a To User field. Select the existing user who is being replaced for the From User and select the new user who will be inheriting all of the old users documents as the To User. Click Replace User. The system will then begin replacing all instances of User A with User B.

You can click the History tab to see the progress of the replace user and if there were any warnings or errors.

• Modify multiple projects at once:
  • Add, replace, or delete values from existing fields
  • Modify existing users or project groups
• Four-step process:
  1. Select Projects
  2. Select Fields
  3. Select Project Group Fields
  4. Review Edits
• Search for and edit one project type at a time

You cannot add a new team group in mass to workspaces where that team group doesn't already exist. If it's an SPM Project, Contract Workspace, or Supplier Workspace, you can use the Template Upgrade feature to add new groups. Template Upgrade isn't supported for Sourcing Project templates.

The Mass Edit Wizard will guide you through the Mass Edit process step by step. First, you will need to select the projects that will be included in the mass edit. You can use any of the search filters available to find the projects that should be included in the mass edit. When you find a project you want to include in the mass edit, check the box to the left of the project and click the Add button. Repeat this process as necessary until all of the projects to be edited have been included. Next, you can select project fields to edit. Project fields include things like Access Control and other header fields like Region and Commodity. You will find the field Project Owner here.

Note that this will not update the Project Team Project Owner group. This is for the Project Owner field on the overview of a project.

Depending on the field you select, various options may be shown for the Update Type. When you select Owner in the Project Fields step, the only update type is Replace as this field can only contain one value. Fields that allow for multiple values, like Region, will have the Update Types: Replace, Add, and Delete. If the Update Type is Add, you will not need to specify an old value. If it’s Replace or Delete, an old value will need to be provided so the system knows what to replace or delete.

The next step is to select Project Group Fields. This is the step where you can make modifications to the Team tab of projects. For example, if you need to add an auditing group to all workspaces for visibility, you can select an existing project group to add them too. For example, if your Contract Workspace has an Observers group, you can use mass edit to add an Audit Group to the Observers group on all Contract Workspaces. Note that you cannot add a brand new project group to contract workspaces using the Mass Edit tool. Since it’s a Mass Edit tool, it only allows for adding to or updating information that is already contained within the workspace. It cannot add any new information unless that information is a team member being added to a group that is already on the Team tab of the workspace.

Once all of the fields have been selected, you can move to the next step, Review Edits. This page will show you the fields you selected as well as the project group fields selected and what the modifications are going to be. Be sure to review this page thoroughly before submitting the Mass Edit. If there are any mistakes, the system will update workspaces with those mistakes and another mass edit may need to be performed to rectify the issue.

The system will prevent you from adding different project types to the same mass edit as different project types have different field layouts. For this reason, you can only mass edit one project type at a time.

• Delete multiple projects at once
• Two-step process:
  1. Select Projects
  2. Review Delete*
• Search for and delete one project type at a time

*Be sure to review this carefully as once projects are deleted, it cannot be undone.

Similar to Mass Edit, there is a Mass Delete Wizard that will help you through the process of selecting the projects for deletion and then submitting the task to delete the projects. Also with Mass Edit, Mass Delete is limited to one project type at time. You cannot delete Sourcing Projects and Contract Workspaces in the same Mass Delete operation.

• Used to review the progress of a mass edit or mass delete operation that has been submitted and the status of previous mass edits within the site
• Provides details on errors and warnings
• Status of edit or deletion

Click on Mass Edit Status to see the list. It will provide the start time, complete time, and status. The amount of time a mass edit takes to complete will depend on the number of projects you have included in the mass edit operation. You can click the Refresh Status button to ensure the screen is showing the most accurate status, especially if you are waiting to confirm the changes.

• When implementing SAP Ariba, users will start to create new contracts within the contract repository
• You can separately import older contracts into the system via a bulk load process
• This allows you to search and report on contract attributes including:
  • Contract metadata like name, ID, owner, supplier, contract amount, effective and expiration dates
  • Documents associated with the contract
  • Team members (groups or users) associated with the contract
• Automated reminders work with legacy contracts as well

Preparation

• Create a bulk load template. The best practice is for this template to have no tasks.
• Acquire the contract repository template from SAP Ariba Connect.

Populate .xls

• Start with a subset of the contracts you need to load, potentially just 10 workspaces. This will make initial troubleshooting easier.
• As you become more comfortable, you can load more contracts at a time.

• Master agreements must be listed before their sub-agreements.

Convert to .csv

• Create separate .csv files for:
  • Contracts
  • ContractDocuments
  • ContractTeams
  • ImportProjectsParameters
• Place each .csv in a folder along with the corresponding documents.
• The .csv file name must match the tab name.

Upload .zip

• Zip the four .csv files and any documents referenced by them into a single .zip file.
• You can include documents in the .zip which are not referenced by ContractDocuments, but the .zip must remain under 100 MB.
• Upload the .zip using the Import Legacy Contracts workspace.

• Start in small batches and review each load for completeness.
• Do not use bulk load for mass editing, only to add new contracts to the system.
• Only letters, number, hyphens and underscores are acceptable to reference in the file and all other characters (),.!@#$%^&*?/|\ etc. must be removed.
• When loading master and sub-agreements:
  • Place Master Agreements before Sub Agreements, otherwise you will receive an error.
  • A Sub Agreement can be loaded by itself in a later .zip file, as long as the master was loaded previously.
  • You can have a Sub Agreement to a Sub Agreement as long as the parent Sub Agreement is loaded first.

• Legacy contract load is dependent on master data like users and departments, so the legacy contract load should be done after the initial master data load in your site.
• On the Contracts tab used for loading, if the heading Department exists, it must be changed to Client.
• On the Contracts tab used for loading, if the heading Base Language exists, it must be changed to BaseLanguage.
• Multiple documents can be uploaded to the same workspace. They just need the proper Contract ID on the ContractDocuments tab.
• If a load fails at some point in the middle, the workspaces up to that point are loaded and do not need to be reloaded. If you reload a workspace or document you have already loaded, the version number of the workspace or document will be incremented.
• Log → View Details will give you a description of the successful run or describe any errors.

• Signature tasks enable you to collect electronic signatures from internal and external signers for a document in an SAP Ariba Contracts workspace.
  • An electronically-signed contract can designate a specific version as the official, agreed upon version, understood by all parties to be the version in effect.
  • After a document has been electronically signed, no one can modify the document without invalidating the electronic signature, and must be re-signed by all required signers if modified.
• Once the signature task is submitted in the Contract Workspace:
  • If you are using DocuSign, you are transferred to the DocuSign website.
  • If you are using Adobe Document Cloud eSign Services, a new browser window opens to the Adobe Document Cloud eSign Services website.
• At the DocuSign or Adobe Document Cloud eSign Services website, you can specify where signers will place their signatures or initials.

• Setup requires the customer purchase a separate license for either Adobe Document Cloud eSign Services or Docusign.
  • Customer Engagement Executives (CEEs) can help acquire DocuSign entitlements, as SAP Ariba is a reseller.
• Credentials are entered within Project Manager → Signature Providers.

1. Log in to SAP Ariba Contracts and click Manage → Administration → Project Manager → Signature Providers navigate to the DocuSign area of the page and enter the alpha-numeric ID in the Account ID (GUID) text field.
2. Upon clicking on the Grant Consent option, the Admin user is redirected to the DocuSign login page.
3. The DocuSign consent page for SAP Ariba is displayed. Click Accept.

Admin consent is a pre-requisite step for users to submit signature tasks in SAP Ariba Contracts. If a user tries to submit a signature task for a contract without the admin user consent for OAuth, the following error is displayed: "Admin consent is required".

When the OAuth authentication method is enabled by the Admin, any user that initiates a Signature Task in SAP Ariba (via the Contracts Workspace or NDA Contracts) for the first time will be redirected to the DocuSign consent page.