Analyzing Data Module 4

Objectives In this module, users will be able to: Understand hierarchies in SpendVis reports Understand data Change report settings and display options Search and export data

Understanding Hierarchies SpendVis tool is built on a hierarchical logic Hierarchies are an organized structure of levels of data in a dimension Some commonly used hierarchies within SpendVis include: Commodity Supplier Company Site Dates Users can either drill down into a hierarchy or change the starting level for reporting Year Quarter Month Day

Understanding Hierarchies An example of a hierarchy is the Ariba Classification Taxonomy (ACT)

Understanding Hierarchies While in a report, users can click on any measure and adjust the field settings for that report Users can show the data as a value, a percentage or both, as well as change the format of the numbers in the report

Understanding Data Data fed into SpendVis reports are from 3 different sources of ERP System: PMM Ariba SAP If data origin is PMM, certain fields in SpendVis reports, including: Contract ID, Contract Description, PO #, etc. are shown as “Unclassified” If a transaction falls under a Direct Pay Code, certain fields in SpendVis reports, including: Contract ID, Contract Description, PO #, etc. are shown as “Unclassified” If data fields were left blank at data entry, those fields are shown as either blank or “Unclassified” in SpendVis reports

Understanding Data PO Document Type, PO#, Contract# Origin (SAP, PMM, Ariba) PO Document Type PO # Contract # SAP Standard Purchase Order (NB) - A purchase order issued by the Procurement Department to procure non-contract items (goods and related services) for an Agency/Department. 41xxxxxxxx Contract Release (CR) - A purchase order issued against a master contract by an Agency/Department. 42xxxxxxxx Board Contract (BC) - A contract prepared by an Agency/Department and signed by the Board. 43xxxxxxxx Same as PO# Field Purchase (FP) - A purchase order issued by an Agency/Department to procure small dollar items (goods) for < $5k. 37xxxxxxxx - 38xxxxxxxx Service Agreement (SA) - A contract established by an Agency/Department for professional services. 44xxxxxxxx

Understanding Data PO Document Type, PO#, Contract#   Origin (SAP, PMM, Ariba) PO Document Type PO # Contract # SAP Priority Purchase (PP) – A requisition created after user obtains a Priority PO issued from Procurement. To be used only for emergency or off-hour purchases. 45xxxxxxxx Generic Requisition (ZGR) - When departments anticipate their request will result in a contract or affect an existing contract, they are required to submit a Generic Requisition (ZGR) to Procurement. 41xxxxxxxx 55xxxxxxxx Master Contract (WK) - A term contract for goods and related services + non-professional services established by the Procurement Department for the County. Ariba EPxxx C#

Understanding Field Settings Users can also set alerts that will display messages and highlight data in colors of their choice

Understanding Display Options By clicking the “Edit” link next to display options within the report, users can: Limit the number of items displayed in the report Group non-essential data into one bucket to reduce the amount of detail that users have to view in a pivot table (this will show as the “Others” bucket on a report) Minimum and maximum rows to display on a report Determines what data detail to show Determines what data detail to show

System Demonstration In this demonstration, you will see how to: Explore Hierarchies, Field Settings and Display Options Select an hierarchical field and drill down into it Adjust the field settings Adjust the display options

Searching for data Users often want to be able to search for one or more specific suppliers in the entire report, this is possible by using the “Select Others” function in a report To do this, click on the field label either in the report or on the page field and click on “Select Others” This will open the search window and allow users to search for the selected field for the desired value(s)

Searching for data Once here, users can search by: Text Fields begins with, ends with, contains, equals Numeric Fields equals, is less than, is greater than, is between Boolean Fields yes, no Users can also click the “+” button next to the search box to paste a list to search against

Searching for data Users will need to check the box or boxes next to the items that they want to include/exclude For the filter to work, users must click either the “Include” or “Exclude” button at the bottom of the search screen prior to clicking “OK” The tabs at the top of the search box will tell how many items users have included or excluded Users can click on the tabs to remove any items

Searching for data When performing a search, the following wildcards can be used: , (comma) can be used to search for multiple fields (i.e. Inc, Inc., will return all values that include both Inc or Inc.) _ (underscore) can be used as a substitute for a single character. (i.e. "ab_d" would search for any word with ab plus some other letter (only one) + followed by letter d.) % (percentage sign) can be used as a substitute for multiple characters. (i.e. "ab%d", would find any word with ab plus any other letters (not just one) + followed by letter d.

Searching for data When in the search screen, users can also modify the search to add a secondary value to search Click the “Search Options” link in the upper right hand corner of the search screen Add an additional search filter by selecting one of the data fields that is on the report For this screen, users can also select the option to search across all levels if the field searching on is hierarchical

Searching for data If users think that they might need to use a search filter again in the future, they can save the search Click the “Save” button in the upper right hand corner of the search screen Title the saved search, and provide a description Users can make the saved search public To access the saved search in the future, select “Select Search Filter” instead of “Select Others”

Exporting Data One of the most common actions taken by users is to export the data in a report Users can do this by exporting to an Excel template or to a comma separated value (csv) file The simplest way to export data is to click the “Export” button This will export the data in whatever format it was previously exported in (if this is the first time data has been exported it will be defaulted to the Excel template) This will only export the current pivot table contents

Exporting Data Users can also select to change the contents of the export, or the format of the export by navigating to Actions > Configure Export

Exporting Data Here users are able to: Toggle between using an Excel template or exporting to a csv file Select a different Excel template to use Select to export the current pivot table contents or to develop a custom data set to export

System Demonstration In this demonstration, you will see how to: Run report by Account Search for certain account name See how report filters out results Export data

End of Module 4 Module 4 Thank You!