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Coupa Success Portal

Creating an Engagement

Engagements are potential relationships that have not yet been accepted as a working business relationship. A supplier of an engagement is referred to as a Candidate Supplier. Engagements can be used in support of the Request For Proposal (RFP) or Request For Information (RFI) process to track attributes about the project, identify and set-up candidate suppliers, and run risk and compliance programs to:

  • Collect data about each of the candidate suppliers
  • Determine due diligence for suppliers
  • Validate compliance with policies
  • Measure the suppliers
  • Compare suppliers being considered for the project

Once the candidate supplier(s) is chosen, a project can be awarded to that supplier in the application. The relationship is automatically created and all elements related to the relationship and supplier, including UDFs, information management programs, and risk profiles are activated.

The creation and use of an engagement requires licensing of the Engagements module. To activate this module, please contact Coupa.

Viewing engagements

The “Engagements” tab displays all engagements in grid form.
The following columns are displayed by default in the default:

  • Engagement Name
  • Engagement Manager
  • Status
  • Delete

The following additional columns can be added to the grid:

  • Engagement Number
  • Category
  • Subcategory
  • Geography
  • Classification
  • Contract Number
  • Start Date
  • Expiration Date
  • Contract Amount
  • At Risk Fee
  • Risk Rating
  • Coupa Category Family
  • Coupa Category
  • Coupa Subcategory
  • UDFs configured as “Display in Grid”

To view an engagement record, go to Engagements and click the name of an engagement.

RA - Engagement.png

Creating an engagement

To create an engagement, the following required (*) fields must be completed:

REQUIRED FIELD

FIELD DEFINITION

Name

Name of the engagement or project

Engagement Manager

Customer company employee who is “owner” of the relationship or contract

Start Effective Date

Start Date of the contract period of performance

Classification

Select from dropdown list: these values are configurable

Category

Select from dropdown list: these values are configurable

Coupa Category Family

Select closest match from dropdown list

Organization Units

Select one or more Org Units from available values

The following/all other values in the engagement form are optional:

OPTIONAL FIELD

FIELD DEFINITION

Engagement Request Life Cycle

Indicator of the process stage in which the engagement is categorized

Status

Indicator of whether the engagement is active and available to the Risk Assess workflow

Engagement Number

Reference key that uniquely identifies the engagement record in the application

Description

Brief explanation of the engagement purpose

Contract Number

Reference number assigned to the contract upon engagement creation

Contract Amount

Total (or annual) dollar value assigned to the contract

Contract

File attachment containing the contract document

At Risk Fee

Dollar amount used to calculate performance-based compensation for a supplier or relationship based on the final score of a performance program assessment. At risk fees are the variable portion of the supplier’s compensation that can be earned (if the supplier performs according to expectations)

Expiration Date

Expiry date of contact performance period

Risk Rating

Assessment of overall risk assigned to the engagement

Subcategory

Services sub-classification for this engagement

Coupa Subcategory

 

Coupa Category

Classification that provides mapping from the Coupa Subcategory to generic Coupa categories seen by all customers

Geography

Region definition where the contract will be utilized (for example, the contract may be available globally or may only be applicable to a single State or geographic region)

Engagement Access

Customer and supplier access to a relationship (Set Engagement Access to “Manager Only,” “All,” or “Nothing” as the default. “Nothing” will require the user to specify an option. Unless an option is specified, it will not be possible to save the new Engagement)

Available Groups for Engagement Access

Any user group defined for the customer can be granted permission to view the engagement record

Selected Groups for Engagement Access

User groups to whom access rights to view the engagement record are granted

To create an engagement, follow the steps below.

1. Click the Engagements tab. The Engagements page will display.

RA - Engagement Overview.png

2. Click the Create New button.

RA - Engagement Create New.png

3. Complete all required fields and any optional fields.

RA - New Engagement.png

4. Click the Save button to save the new engagement record. Or, click the Cancel button to discard changes.

RA - Save button.png 

Awarding an engagement

To award an engagement to one or more candidate suppliers, follow the steps below.

  1. Click the Engagements tab
  2. Select your engagement
  3. Click the Award button to award the Candidate Supplier. Or, click the Cancel button to discard changes.

Editing an engagement

To edit an engagement, follow the steps below.

  1. Click the Engagements tab
  2. Select your engagement
  3. Click the Edit button on the top right corner of the page
  4. Make your changes and click Save. Or, click the Cancel button to discard changes.

Selections for dropdown lists are customizable and can be created via the Admin tab > Configuration Data Management section > Setup Data Management link. (e.g., Setup Data Types: Classification, RiskRating, Geography)

Administrator privileges are required to create new setup data. Please refer to the Administration-Configuration Data Management – Setup Data Management help content for detailed instructions on creating setup data.

  • Engagement records can also be created by importing the data via spreadsheets. Please refer to the Integration-Engagement Import help content for detailed instructions on importing engagement records.
  • It is a common error to try to save the engagement record without completing the second page of the wizard. Be sure to click the Next button to navigate to the next wizard page.
  • In order for values populated in Engagement UDFs to be carried forward into the Relationship upon award, an exact copy of the UDFs needs to be created for the relationship. The Engagement UDFs must be populated before the Engagement is awarded.
    • If a UDF with the same name is defined and active on the Candidate Supplier object and on the Engagement object, then the application will copy the UDF value from the candidate supplier to the awarded relationship.
    • If an inactive UDF with the same name is defined but inactive on the Candidate Supplier object and defined and active on the Engagement object, then the value from the Engagement is the value copied to the awarded relationship. Attachments are not carried forward into the relationship upon award.
    •  User Defined Objects: For UDO records to be copied from the Engagement to the Relationship, the UDO must be defined on both the Engagement and Relationship records.
    • Team Members: Any team members will be copied to the Relationship record.
  • The Draft status when creating Engagements is being deprecated in the New UI. The applicable statuses for engagements are: Active and Inactive.

Engagement Objects

Engagement objects allow the user to capture additional information about the engagement or project for which they are qualifying candidate suppliers. Engagement objects are displayed in the bottom section of the Engagement Management page. A link at the top of the page displays for each of the objects that exist, and shows the number of instances of each specific object.

Engagement objects are associations to the engagement record. There may be zero, one, or more object associations for any engagement.

NOTE: In the Retro UI, all associated objects are displayed by default. In the new UI, associations are only displayed if there are instances of the associated object populated on the supplier.

Breadcrumbs for existing associations appear at the top of the Engagement record.

RA - Engagement Breadcrumbs.png

To add a new association to an engagement record, follow the steps below.

1. Click the Add Detail button on the specific Engagements page.

RA - Engagement Add Detail.png

2. Select the association to create from the Add Detail dropdown list.

Screen Shot 2019-08-13 at 9.52.36 AM.png

3. Complete the detail form’s required fields and any preferred optional fields.

RA - Engagement Attachment.png

4. Click the Save button to save the association. Or, click the Cancel button to discard changes.

RA - Save button.png 

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