Skip to main content

 

 

Coupa Success Portal

Bespoke Reports

Overview

CLMA ships with predefined standard reports. The standard reports are built using a business intelligence tool called Tibco Jaspersoft. Additional bespoke reports can be created using Tibco Jaspersoft.

The reports use data from the Contract Template interview answerset, exarianswers database, and the Activity Manager dataset, Activiti database. Out-of-the-box (OOTB) the standard reports are connected to normalised reporting tables built around the Universal Contract Model (UCM). The normalised tables are populated using a predefined “Extract, Transform, Load” (ETL) process that points to the out-of-the-box Contract Summary template (/files/Demonstration/Contracts/Contract-Summary-CM.xml). 

The reports (including bespoke reports) can be accessed using the “My Reports” dashlet on a user’s home dashboard. Please note, the “My Reports” dashlet is not enabled by default on a new customer instance. However, users can configure their dashboard individually. Please see the User Guide in the CLMA documents section for more information on dashboard configuration. 

The reports are broken down into four categories available via a drop-down list: Charts, Dashboard, Reports and Tables. When a user selects which category to view, the system will automatically load the list of reports in the second drop-down list. A user can select a report in the second drop-down list and the system will automatically load the information. The “Reports” drop-down list combines the respective chart(s) and table into one view for the end user.

Reports can be exported to PDF, Excel, DOCX, RTF, ODT and PPTX via the My Reports dashlet. Most commonly, users will export to Excel or PDF.

Reporting administrators can also access and schedule reports to the Jasper Repository or to SFTP via the Jasper Repository application (https://{Domain}.exaricontracts.com/exarica). Please note, reporting schedules allow the export of CSV format.

Scoping Questions

  • Do you have any existing reporting requirements?
  • What are your current reporting pain points?
  • Do you have a reporting tool you already use?
  • Can the customer’s requirement be achievable through the Advanced Contract Search?
  • Can the customer’s requirements be achievable through OOTB reporting?

Design Options

  • Encourage customers to use the Contracts Advanced Search tool in place of custom reports. This tool will utilize the UCM properties, rather than variable names. It does not have a dependency on ETL maintenance or authoring variable name usage. It does not have a dependency on Jasper, which will be sunset in future releases.
  • When designing bespoke reports, consider whether users need to be able to run the report on demand, or whether having it delivered according to a specified schedule (e.g. daily). As Jasper will be sunset in future releases, the recommendation is to avoid using the Reporting dashlet entirely, in favour of having reports generated and distributed according to a schedule.
  • Additionally, Jasper Studio is a developer tool and requires foundationally knowledge of relational databases and the exarianswers schema. This is not a feature any user can use, so do bear this in mind when designing the roles/governance model to maintain bespoke reports. Also, there may be security considerations to work through to get access set up properly.

Considerations

  • Data for reporting is not automatically available. Please refer to Data for Reporting and for more information.
  • The primary data set available for custom reports is the exarianswers database, the template interview answer set. The Alfresco activiti database is also available in case reports for workflow tasks and processes need to be built. To create a report using data from both data sets requires foundational knowledge of relational databases as well as the exarianswers schema.
  • Bespoke reports require a custom ETL process, Jasper Studio desktop tool and database administration activities to expose the customer’s custom data. These tools are not readily available to the customer or partner and therefore will be dependent on Coupa Professional Services. As such, bespoke reports should be avoided if possible. The Advanced Contract Search should be the primary reporting feature until the successor feature to Jasper reporting is released.
  • Although Jasper Repository has some ad hoc reporting capabilities it also has many limitations including a caching issue where data does not quickly update and has performance considerations. Jasper Repository should only be used to create/design reports that will then make them available in the reports dashlet. Or for scheduling reports to SFTP/email. It is not recommended that “regular” users get access to the Jasper Repository.
  • The security applied to standard reports is based on site membership (Sites > Site Members). The security logic is applied within the report definition itself. Any custom permissioning outside of using the standard Site Members approach will not apply to the standard reports, i.e. Manage Site Permissions, Contract Permissions, explicitly changing users and groups on a specific contract record or transaction. Similarly, if bespoke reports are created, the security logic will need to be applied within the report, else all data will be available when a user runs the report.
  • If bespoke reports are required, consider a focused approach with the customer. Put a limit on the number of bespoke reports to be built. 
  • If the requirement is a table type of report, advise the customer to use the Advanced Contract Search instead.
  • If the customer is looking for a historical report on changes on template variable values, this can be achieved by a bespoke report. However, the history tables in the exarianswers database are large and should be used with caution. An audit of the report by Coupa should be performed prior to release to the customer.
  • If the customer is looking to build a dashboard for KPIs or their leadership, a custom report can be built. However, it may be a better conversation to see if the customer has a data warehouse that we can provide data to. This will allow the customer to maintain changes to the template variables internally and be able to maintain custom dashboards and reports within their own tool. This approach, however, would require Coupa to expose the datasource to the customer’s data warehouse (via SFTP or other types of secure connections)
  • The bespoke reports will use the exarianswers database which will utilize the template variable names. There could be discrepancies between values in the Advanced Contract Search vs. a Jasper report.

Things to avoid

  • Do not suggest bespoke reports as an option without referring to the SOW. This may need to be a change order.
  • If bespoke reports are in scope, custom ETL development might also be required. Time and effort to build ETL artifacts needs to be taken into account.
  • Do not offer the use of Jasper or custom report building within CLMA until all other options have been evaluated.
  • Avoid an endless custom report list. Make it clear what you will deliver. Do not leave it open ended.
  • Was this article helpful?