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Coupa Success Portal

Standard Reports

Overview

CLMA ships with predefined standard reports. The standard reports are built using a business intelligence tool called 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 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 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 refer to the User Guide in the CLMA documentation section for more information on dashboard configuration. 

The standard 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?

Design Options

  • Encourage customers to use the Contracts Advanced Search tool in place of the standard 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.
  • Review key standard reports with the customer. Focus on reports that are relevant to all customers, i.e. Active Contracts, Expired Contracts, Expiring Contracts, Deal Status Breakdown and Negotiator Workload reports, and any reports relevant to your implementation. If the customer is interested in using that report, please reference the “” spreadsheet to understand variable name dependencies. Point out that some of this data can also be achieved in the Contracts Advanced Search tool.

Considerations

  • 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. 
  • The standard reports only report on the UCM variables that have been mapped to the normalised reporting tables. The ETL uses Variable Names, not Alfresco Metadata relations. The template logic needs to match the Contract-Summary-CM.xml exactly. Any modifications by a Power Author may result in customer data not making it to the reporting tables.
  • The standard reports point to  the contract summary template (/files/Demonstration/Contracts/Contract-Summary-CM.xml). Any customer template that is located in a different path must be configured in the ETL prior to migration or go live in order for customer data to populate in the reporting database and as a result in the standard reports.
  • The standard reports have several variable name dependencies. It is critical that the Solution Architect review which standard reports a customer is interested in and ensure all dependent variables are being used consistently within the contract templates.

Things to avoid

  • Do not suggest that Coupa can modify a standard report. Even a small change such as adding a column can be complex. The standard reports have many dependencies. Any custom requests to the standard reports will be considered bespoke and be built independently.
  • Do not suggest that the reports will work out-of-the-box with a customer’s template. Be honest that the standard reports have many dependencies. If the customer is interested in using a standard report, Coupa/Partner will ensure dependencies are met during template development and ETL configuration.
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