working with kpis and the kpi library

PUBLIC2022-05

Working with KPIs and the KPI librarySAP Ariba Supplier Information and Performance ManagementSAP Ariba Supplier Lifecycle and Performance

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Content

Working with KPIs and the KPI library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

About KPIs and the KPI library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4Master KPIs and the KPI library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5KPI best practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5KPI limitations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Groups with Sourcing Library access rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Related links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

How to create a KPI library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

How to create sections to organize KPIs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

How to add a survey or report-based KPI to the KPI library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Adding a content-based KPI to the KPI library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

How to add KPIs From the KPI library to scorecards or surveys. . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

How to add KPIs directly to scorecards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

How to move a master KPI that is used in a scorecard or content library document. . . . . . . . . . . . 13

How to copy individual KPIs from a section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

How to delete a master KPI used in a published document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

2 PUBLICWorking with KPIs and the KPI library

Content

Working with KPIs and the KPI library

This guide is for SAP Ariba users seeking an understanding of how to manage Key Performance Indicators (KPIs) for supplier performance.

Buyers use Supplier Performance Management (SPM) projects to run periodic performance reviews that use KPIs to measure supplier performance.

This guide applies to:

● SAP Ariba Supplier Information and Performance Management (classic and new architecture)● SAP Ariba Supplier Lifecycle and Performance

Related guides

Configuring supplier performance management reviews

Running supplier performance management reviews

Supplier management setup and administration guide

Managing suppliers and supplier lifecycles

Quick reference to SAP Ariba Supplier Management solutions features

Working with KPIs and the KPI libraryWorking with KPIs and the KPI library PUBLIC 3

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About KPIs and the KPI library

Key performance indicators (KPIs) are ways of measuring suppliers. A KPI is a container for data from surveys, reports, or other sources. To include data from surveys and reports data in a scorecard, you:

● map survey and report data to KPIs● add the KPIs to scorecards

KPI scores are based on the weights assigned to them, and are based on the survey scores, report data, or other values they are based on.

The following diagram shows an example of survey answers, KPIs, and scorecards. Survey values are mapped to KPIs and the KPIs are added to scorecards.

For question Q1, the average score for the responses from participants 1 through n, is mapped to KPI1. The value for KPI1 is added to the scorecard. In the scorecard, a weight and target can be assigned for the KP1 value.

For question Q2, the maximum of the numeric answer values for participants 1 through n is mapped to KPI2. The value for KPI2 is also added to the scorecard.



You can create KPIs based on the following kinds of information:

● Content such as questions or requirements. You can also have KPIs that contain other KPIs.● Survey data.● Transactional data from reports. You must be a member of either the Commodity Manager or the Supplier/

Customer Manager group to access reports.

Master KPIs and the KPI library

All KPIs that you create, instead of copying from an existing KPI, are master KPIs. Ariba recommends that you create a KPI library folder to store master KPIs in the Sourcing Library so that they are easy to find and manage.

There are two ways to create a KPI:

● by navigating to the Sourcing Library (and optionally, a KPI library folder in the Sourcing Library)● from within an individual scorecard; this is referred to as an ad hoc KPI

All KPIs, regardless of the method used to create it, are stored in the Sourcing Library and are available in other scorecards. To restrict access to KPIs, you can set access controls on the folders used to store KPIs.

SAP Ariba recommends that you create standard master KPIs in the KPI library to use in your scorecards in templates and projects. Using master KPIs from the KPI library in scorecards and surveys ensures planning and consistency in your supplier reviews, and allows you to measure the data derived from the survey responses. Creating KPIs directly in the KPI Library allows you to see what KPIs are already in use, so that you do not duplicate existing KPIs. After you add master KPIs to the KPI library, you can use them in scorecard and survey templates in SPM project templates.

When you use a master KPI in scorecards for multiple suppliers, your reports display data for that KPI across all of those suppliers.

KPI best practices

KPI limitations exist to ensure data integrity between your scorecards and SPM reports. Understanding how to work with KPIs in the KPI library and scorecards can help you minimize the number of KPI limitations you encounter.

KPI best practices include:

● Creating your KPIs in the KPI library, not in scorecards or scorecard templates.● Copying existing KPI hierarchies from the KPI library into SPM templates.● Changing KPI hierarchies used in scorecards by first making the change in the original document in the KPI

library.● Do not define KPI hierarchies that are more than two levels deep.

Working with KPIs and the KPI libraryAbout KPIs and the KPI library PUBLIC 5

KPI limitationsThere are limitations associated with working with KPIs in scorecards. These limitations include:

● You cannot add KPIs to a regular (non-KPI) scorecard sections. You cannot add regular scorecard sections to KPI sections.

● After a master KPI is used in a scorecard or content library document, you cannot move that KPI to a location that changes its original position in the KPI hierarchy.

● You cannot copy individual master KPIs that belong to a section from the KPI library to an SPM template or scorecard.

● You cannot delete a master KPI if a copy of it is in use in a published scorecard or survey document.

Groups with Sourcing Library access rightsKPIs are stored in the Sourcing Library and you must be a member of one or more of the following groups to access the Sourcing Library:

● Commodity Manager● Internal User● Junior Sourcing Agent● Sourcing Agent● Sourcing Approver● Sourcing Manager● SPM Agent● Supplier/Customer Agent● Supplier/Customer User Agent● Supplier/Customer Manager● Translator

Related links● How to create a KPI library [page 7]● How to create sections to organize KPIs [page 8]● How to add a survey or report-based KPI to the KPI library [page 9]● Adding a content-based KPI to the KPI library [page 10]● How to add KPIs From the KPI library to scorecards or surveys [page 11]● How to add KPIs directly to scorecards [page 12]● How to move a master KPI that is used in a scorecard or content library document [page 13]● How to copy individual KPIs from a section [page 14]● How to delete a master KPI used in a published document [page 16]



How to create a KPI library

Prerequisites

You must have Sourcing Library access rights.

Procedure

1. On the command bar, click Manage Sourcing Library .

2. Choose Actions Create Folder .3. Enter a useful name, such as KPI Library, and an optional description.

4. (Optional) Add access control restrictions.5. Click Create.

Related Information

List of Groups with Sourcing Library Access Rights [page 6]

Working with KPIs and the KPI libraryHow to create a KPI library PUBLIC 7

How to create sections to organize KPIs

Prerequisites


Context

You can create master KPIs at the lowest level in a scorecard or the KPI library, but you will probably find it convenient to group like KPIs into KPI sections. When you add KPIs to a KPI section, you can group the KPIs and get an overall score for that group. For example, you might have a KPI section called Quality, and KPIs in that section that deal with On time delivery, Number of intact pallets, or Complete bill of lading available with each shipment to help you evaluate various aspects of the overall KPI (Quality) for a particular supplier.

NoteYou cannot copy the individual master KPIs in a section into a scorecard or survey. Do not group KPIs in a section unless you will use them all together.

Procedure

1. In a scorecard or the KPI library, choose This KPI will contain supporting data (KPIs, questions, and/or requirements).

2. Enter the KPI section name and description.3. Specify whether the KPI section will be visible to the supplier.4. Click Done.

Related Information



How to create sections to organize KPIs

How to add a survey or report-based KPI to the KPI library

Prerequisites


Procedure

1. On the dashboard, click Manage Sourcing Library .2. Click the KPI library folder and choose Open.

3. Choose Action Content Document .4. Enter the KPI title and description.5. Click Create.

6. Choose Add KPI .7. Reenter the KPI title and description.8. Choose This KPI will be based on Survey or Report Data.9. Perform one of the following actions:

○ To create a survey-based KPI, for KPI Source, choose Survey.○ To create a report-based KPI, for KPI Source, choose Report. For Report Metric, click Select, navigate to

the report you want, and click it. Click the data field whose metrics you want to use to calculate the KPI.10. Choose the value type for the survey or report metric.11. For Acceptable Values, choose Any Value, or choose Limited Range and enter an upper and lower range limit.12. (Optional) Attach reference documents such as files from your desktop or content from the Sourcing Library.13. Specify whether or not you want the KPI to be visible to suppliers on their own scorecards.14. Click Done.15. Enter a value in the KPI’s Value field.16. Click Done.

Related Information


Working with KPIs and the KPI libraryHow to add a survey or report-based KPI to the KPI library PUBLIC 9

Adding a content-based KPI to the KPI library

Prerequisites


Context

Content-based KPIs can contain questions and requirements. They can also be used as containers for other KPIs when organizing KPI into sections.

You can add a KPI containing a question directly to a supplier performance management (SPM) scorecards. However, in most cases, you will want to add questions to a survey instead of a scorecard so you can use survey features such as timing rules and participant invitations.

Procedure

1. On the Ariba Spend Management command bar, click Manage Sourcing Library .2. Click the KPI library folder and choose Open.

3. Choose Action Content Document .4. Enter the KPI title and description.5. Click Create.

6. Choose Add KPI .7. Reenter the KPI title and description.8. Choose This KPI will contain supporting data (KPIs, questions, and/or Requirements).9. Specify whether or not you want the KPI to be visible to suppliers on their own scorecards.10. Click Done.11. Click the KPI name and add content.12. Click Done.

Related Information

List of Groups with Sourcing Library Access Rights [page 6]Adding KPIs From the KPI Library to Scorecards or Surveys [page 11]


Adding a content-based KPI to the KPI library

How to add KPIs From the KPI library to scorecards or surveys

Prerequisites


Context

You add KPIs from the KPI library to scorecards or surveys by copying a master KPI from the KPI library. You can rename the copy. It retains association with the master KPI. Data from all copies of a master KPI are aggregated under the master KPI in analytical reports.

Procedure

1. In the context of scorecard or survey template in the Documents tab of the SPM template, choose AddContent From Library .

2. Expand the KPI library folder.3. Select the KPIs you want to use.4. Click Copy.5. Rename the KPI copy and add values as needed.

Results

The KPI’s attributes include the name and location of the master KPI from which it was copied.

Related Information


Working with KPIs and the KPI libraryHow to add KPIs From the KPI library to scorecards or surveys PUBLIC 11

How to add KPIs directly to scorecards

Prerequisites


Context

If you need to add additional KPIs to your scorecard, SAP Ariba recommends that you add existing KPIs from the KPI library. These KPIs are generally created as part of program planning, and are intended to standardize supplier performance measurement. However, you can create ‘ad hoc’ KPIs and add them to the scorecard. These ad hoc KPIs are master KPIs and are also stored in the KPI library for others to use.

After you have created an ad-hoc KPI in an individual scorecard and saved it in the KPI library, you are returned to the scorecard you were originally editing (where the new KPI has been automatically added).

Procedure

1. On the scorecard’s Documents tab, choose Add KPI , at the bottom of the Scorecard Details area.2. Navigate to the folder in the Sourcing Library where you want to store the KPI. SAP Ariba recommends that you

save all KPIs in a KPI library folder.3. Select the content document where you want to save the KPI and click Select.4. Enter a title and a description for the KPI, and follow all subsequent steps for creating either a content-based

KPI or a survey- or report-based KPI.

Related Information

List of Groups with Sourcing Library Access Rights [page 6]Adding a Survey or Report-Based KPI to the KPI Library [page 9]Adding a Content-Based KPI to the KPI Library [page 10]


How to add KPIs directly to scorecards

How to move a master KPI that is used in a scorecard or content library document

Prerequisites


Context

After a master KPI is used in a scorecard or content library document, you cannot move that KPI to a location that changes its original position in the KPI hierarchy. KPIs originally used in a KPI section must remain in that section; KPIs originally used stand-alone must remain stand-alone.

If you want a master KPI in another location, you can use the following workaround, which creates a copy of the master KPI.

Procedure

1. Return to the original KPI library document in which you originally created the KPI hierarchy.2. Copy the KPI you want to move to the new location. This actually creates a new master KPI, so it is

recommended that you rename this KPI so you will not confuse it with the original KPI.

3. Edit the SPM template containing the KPI and choose Add Content from Library to copy the new master KPI to its new location.

4. Delete the original (now obsolete) KPI from its original location in the hierarchy in the KPI library.5. Make the same changes in each project created from the template you modified in step 3.

Related Information


Working with KPIs and the KPI libraryHow to move a master KPI that is used in a scorecard or content library document PUBLIC 13

How to copy individual KPIs from a section

Prerequisites


Context

You cannot copy individual master KPIs that belong to a section from the KPI library to an SPM template or scorecard, but you can copy entire sections or individual master KPIs that are not contained in sections. KPIs in a section are linked to the parent section, and you must maintain that link in any operation you perform on the KPI by preserving the KPI’s hierarchy.

You can use the following workaround to create individual KPIs from KPIs in a section. This workaround exports the KPIs to an Excel file, then imports the KPIs back into the KPI library.

Procedure

1. In the KPI library, open the content document that contains the sections and individual master KPIs you want to copy.

2. Choose Excel Import Upload a File from Desktop .3. For the data to import, make sure that Content is checked.4. Click Click here to open your Sourcing Library Document in an Excel Spreadsheet.5. Save the file to your local machine and give it a name that includes the name of the content document. For

example, if you opened KPI 1, name the file KPI 1 - No Sections.xls.

6. Click Done.7. Open the file, delete all rows of type KPI Section and KPI ID, and save your changes.

8. In the KPI library, choose Actions Create Content Document .9. Enter a descriptive title; for example, KPI 1 - No Sections.10. Click Create.

11. Choose Excel Import Upload a File from Desktop .12. For Step 5, click Browse.13. Navigate to the edited Excel file and click Open.14. Click Import.15. Click Done.


How to copy individual KPIs from a section

Results

The Excel import creates independent master KPIs for each of the KPIs that were previously in sections. You can then copy those individual KPIs into scorecards.

Related Information


Working with KPIs and the KPI libraryHow to copy individual KPIs from a section PUBLIC 15

How to delete a master KPI used in a published document

Prerequisites


Context

You cannot delete a master KPI if a copy of it is in use in a published scorecard or survey document. However, you can delete the KPI if you:

Procedure

1. Search all scorecards for copies of the master KPI you want to delete and delete the copies.2. Delete the master KPI from the KPI library.

Related Information



How to delete a master KPI used in a published document

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