Understanding Reports

SAP Ariba Prepackaged Reports

• Out-of-the-box reports organized into folders by category
• Filters can exclude data including users, regions, date ranges, etc.
• Includes reports specifically for contracts
• Reports can be saved, exported to excel, and pinned to a dashboard
• Reports can be scheduled to run repeatedly and can be sent to non-Ariba users via email

To view the prepackaged reports, click the Manage → Prepackaged Reports from the dashboard. The prepackaged reports are grouped into categories including:

• Contract Workspace Analysis
• Sales Contract Workspace Analysis
• Project Analysis (All Project Types)
• Supplier and Customer
• Sourcing Project Analysis

Contract Workspace (Internal) Analysis

• Active Internal Contract Workspaces by Owner
• Average Internal Contract Workspace Duration by Start Date

Contract Workspace (Procurement) Analysis

• Late Contracts Workspaces by Owner and Due Date
• Active Contract Workspaces to Expire in the next 3 months

Contract Workspace (Sales) Analysis

• Active Sales Contract Workspaces by Effective Date
• Sales Contract Request with Estimated Close Dates in the next 3 months

Contract Task Analysis

• Late Tasks by Project Owner
• Average Duration of Task by Type and by Task Due Date

To see the actual reports within a folder, click the name of the report and select Open. The information above lists the reports in the Contract Workspace Analysis folder.

To read the description of any report, mouse over the report title. When you click the link for a report, an Action pop up menu appears with the following options:

• Spreadsheet-like structure of rows and columns displaying spend objects, measures and dimensions
• Supports different ways of viewing data:
  • Drill-down to the next level
  • Expand the view
  • Hide some data to reveal other data
• Basis for different types of graphs

After refining the data, click View Report. The system will then display your report results on 3 tabs: Pivot table, Chart, and Dashboard.

The default view is Pivot table. When you create an analytical report, you arrange spend objects, measures and dimensions into a pivot table. Pivot tables allow you to operate on the data to view it in different ways.

The pivot table is the basis for graphs in the form of charts that are often the desired end product of analytical reporting. The pivot table summarizes the number of late contract workspaces by owner.

The labels and column headings on a pivot table are the basic controls for changing your view of the data. They are pop-up menus you can use to move a field or to investigate the data using a basic operation.

Charts are the graphical representations of the data that is contained in the analytical report.

SAP Ariba Contracts offers different chart formats:

• Pie
• Donut
• Bar
• Column
• Line
• Area
• Combination

Chart is often the preferred way to present the data as it is easier to look at and understand than a spreadsheet or tabular data.

To see the charting options available for each chart type, refer to the Help within the system. In addition to providing a better way to view the data, the chart views also offer the same controls that are available in the Pivot table view. Remember that changes you make to the display of data on any of the three views will be applied to all the views. More sophisticated charting can be done by exporting data to Microsoft Excel and creating and modifying charts directly in Excel.

You can add reports to any tab of your SAP Ariba solution dashboard as charts, or summarized tables so that you can monitor the status of business processes and quickly notice changes to data.

Add the current report to your dashboard:

1. On the report pivot table, click the Dashboard tab.
2. Click the Add to Dashboard button in either the Current Chart or Pivot Table area to add the report to your dashboard as a chart or table.

The report displays on the Home tab of your SAP Ariba solution dashboard by default. You can drag and drop it to other locations on the Home tab or to other tabs.

Personal Workspace

• When you store a report in your personal workspace, only you have access to that report
• Other users do not have access to your personal workspace

Public Reports

• When you store a report in the Public Reports folder, the report available to other reporting users
• You must have permission to publish reports in order to save reports to this folder

Other Projects

• Reports can be stored in projects like contract workspaces and knowledge projects
• Knowledge projects allow you to share reports with a limited set of users by setting Access Control on the project

All folders in the Public Reports folder are visible to other users. By default, there is no access control set on individual reports, making them visible to all users. However, there are ways to restrict access.

When you store a report in a project, only those who have access to the folder within the project where the report is stored can see it. The project owner controls access to the project and the project folders.

To save a report, click the Save button from the pivot table view. The Save Report page will appear. Enter a unique name for the report and save it to your Personal Workspace.

You can also save reports to the Public Report folder. The Public Reports folder provides a convenient way of sharing reports with other users. Users with proper system permissions can save reports to public folders, where other users can see and copy them. Users can also place reports in public folders, but restrict access to them.

There are two ways to save a report to the Public Reports folder:

1. Run the report and save it directly to the Public Reports folder.
   • Run the report as you normally would. Make any changes you desire, such as refining the data, or slicing and dicing within the results.
   • From the Pivot table tab of the report, click Save….
   • On the next screen click Save As… to save the report in a new location.
   • Provide a report name and set Current Project to Public Reports.
   • Optionally select a subfolder. If you do not select a subfolder, the report will reside at the top level of the Public Reports folder.

   • Click Save.

2. Make a copy of your report in your Personal Workspace folder.
   • Click the name of your report within your Personal Workspace and select Copy, as shown above.
   • Provide a report name and set Current Project to Public Reports.
   • Optionally select a subfolder. If you do not select a subfolder, the report will reside at the top level of the Public Reports folder.
   • Click OK.

The report is immediately available to other users, they can view and run your report. They can save your report to their own personal workspace or a project. They cannot modify your report, but they can make a copy of it and modify the copy.