Contract Manager dashboards and reports

On Contract Spend

The On Contract Spend dashboard gathers information about the purchasing process and what was purchased using a contract price.

This list shows the reports on the dashboard:

  • On Contract Spend - Percent - a trend report that shows the percent on contract over a period of time
  • On Contract Spend - Value - a trend chart that shows the on contract value over a period of time.
  • Pct Total Spend - On Contract On Catalog - a trend chart that shows the percent on contract for on catalog types
  • Pct Total Spend - Off Contract Off Catalog - a trend chart that shows the percent on contract for non catalog types
  • High Spend On Contract Vendors - shows the on contract value per vendor

    This list shows the filters you can use to slice data:

    • Company
    • Date Range
    • Vendor Long Name
  • On Contract Spend - is an overview dashboard that shows these KPIs:
    • Percent Spend - On Contract
    • On Contract Value
    • On Contract Lines
    • Total Distribution Amount

    The dashboard is a detailed report that shows the item on contract, item long name, on contract value, on contract line count and on contract quantity.

    This list shows the filters you can use to slice data:

    • Company
    • Date Range
    • Vendor Long Name

Off Contract Spend

The Off Contract Spend dashboard analyzes the transactions where a contract should have defaulted to the transaction line, but failed to do so. The reports on the Off Contract Spend dashboard are based on the new subject area, called Invoice Distribution Detail.

This list shows the KPIs on the dashboard:

  • % Spend - Off Contract - shows the total percentage of spend that is Off Contract
  • Off Contract Value - shows the dollar value of the Off Contract Spend
  • Off Contract Lines - shows line count of Off Contract invoice lines
  • Total Distribution Amount - shows total spend amount during this time, for all spend types

This list shows the reports on the dashboard:

  • Off Contract Inventory, Non Stock, Specials and Services Spend - trend charts that show the trend of Off Contract spend amount by item type.
  • High Spend Off Contract Vendors - a tree map that shows spend by Vendor Off Contract. The size of the blocks represents the amount of Off Contract spend.
  • Off Contract Spend - a detail report that is summarized by item and sorted by the Off Contract value, high to low.

Click an item to redirect you to the Off Contract Lines dashboard.

Off Contract Lines

The Off Contract Lines dashboard is the destination when you select a summarized item line in Off Contract Spend on the Off Contract Spend dashboard.

This list shows the reports on the dashboard:

  • Contract Lines for an Item - shows the Contract Lines that should have been used.

    The report shows the existing contract lines for an item with vendor, contract group, contract, contract line, line state, UOM, item long name, vendor item, base cost, preferred contract flag, priority, effective, and expiration dates.

  • Off Contract Lines - shows the transaction lines with the costs and variance.

    The report shows the invoice lines for this item that did not use the contract cost with vendor long name, company, location, invoice date, invoice, buyer, PO date, PO, PO line, item long name, cost code, item type, quantity, entered unit cost, off contract value or cost * qty, base cost from contract that meets the dates and active status, contracted cost or base cost of that contract line * qty ordered, and overspend or the difference between off contract value and contracted cost.

Non Contract Spend

The Non Contract Spend dashboard and reports analyzes what was purchased without a contract or agreement for item pricing.

This dashboard contains summaries of level reports that show the items purchased without contracts. KPIs and widgets support the analysis. The items in the summary report are linked to the Non Contract Lines dashboard.

This list shows the KPIs on the dashboard:

  • % Spend - Non Contract - shows the total percentage of spend that is Non Contract or without any contract
  • Non Contract Value - shows the dollar value of Non Contracted Spend
  • Non Contract Lines - shows the line count of Non Contract invoice lines
  • Total Distribution Amount - shows the total spend amount during this time for all spend types

This list shows the reports on the dashboard:

  • Non Contract Inventory, Non Stock, Specials and Services Spend - trend charts that show the trend of non-contract spend amounts by item type.
  • High Spend Non Contract Vendors - shows spend by vendor without a contract. The size of the blocks represents the amount of non-contract spend in comparison to each other.
  • Non Contract Spend - shows a detail report summarized by item and sorted by the non-contract value, high to low.

Click an individual item to redirect you to the Non Contract Lines dashboard.

Non Contract Lines

The Non Contract Lines dashboard is the destination when you click a specific item summarized in non-contract spend on the Non Contract Spend dashboard. The dashboard is filtered by those applied in the originating dashboard. Non-contract lines is displayed for the item selected.

This list shows the KPIs on the dashboard:

  • Non Contract Spend - shows the value of spend that is Non Contract or without any contract
  • Non Contract Lines - shows the line count of Non Contract invoice lines
  • Non Contract Quantity - shows the number of items purchased without a contract
  • Average Unit Cost - shows the average value of the items displayed based on the filters applied. For example, you can see several of the same items purchased from different sources and would see the average cost for what is returned in the query for this item.

The report for the dashboard is Non Contract Lines - shows the invoice lines for the selected item by item long name, non-contract quantity, non-contract value, vendor long name, invoice date, company, invoice, purchase order, requester, req number, cost code, item type

Performance - Metrics

The Performance dashboard is a scorecard based on the SMMI Perfect Order metrics that is used to measure how a vendor performs.

This list shows the reports on the dashboard:

  • Perfect Order Metric - is a chart that has a column that corresponds with each column in the Performance Period Over Period report on the dashboard. Each column represents the summary value for that column over the periods in the report.

    The metrics in the chart can be sliced by:

    • Date Range
    • Vendor
    • Company
    • Buyer Name

    You can remove specific columns on the chart by clicking the corresponding colored bubble in the legend.

  • Performance Period over Period - is a detailed look at a vendor's performance in a variety of criteria, period over period, with an overall summary score which is reflected in the Perfect Order Metrics chart.

    The goal is to see all processes run smoothly over and over again and evaluate how smoothly things run on the average. These criteria provide decision support for vendor negotiations. We give each criteria a score from 0 to 100% based on the count of activities in a category each period. These become the metrics against which we measure performance. Each metric is considered a KPI which is used to analyze ordering, receiving, invoicing, and payment processes for an individual vendor.

    The criteria the metrics are based on are:

    • POs that are transmitted via EDI
    • Orders that are received on time
    • Orders delivered at the correct location
    • Undamaged orders
    • Completed shipping
    • Electronic Invoice
    • Electronic Payment
    • Payment on Time
    • Payment in Full
    • Value of orders that are On Contract
    • PO Lines that are On Contract

The Perfect Order metrics create KPIs which are used to analyze ordering, receiving, invoicing, and payment processes for an individual vendor. These KPIs provide decision support for vendor negotiations.

This list shows the KPIs on the dashboard:

  • Percent POs Transmitted EDI
  • Percent Received on Time
  • Percent Delivered to Correct Location
  • Percent Shipped Complete
  • Percent Order Value on Contract
  • Percent Invoiced Electronically
  • Percent Paid on Time
  • Percent Paid Electronically
  • Percent Without Cost Messages
  • Percent Paid in Full
  • On Contract Value
  • Off Contract Value
  • Non Contract Value
  • Total Distribution Amount

Performance - Actuals

The Actuals report combines data from both Purchasing and Payables processes.

The measurements are based on the Perfect Order principles and these reports show the actual amount or the values of the percentages on the Performance - Metrics dashboard. A single vendor can be selected to highlight their activity and performance across the system, leaving the Vendor filter empty showing performance for all vendors.

Invoice Amount by Contracted Spend Type shows the total distribution amount for this vendor sliced by spend category detail. All spend categories such as on/off/non-contract invoice debits, credits, tax type debits and credits, expense debits, and credits are included. This report drills across to the PO Distribution report which shows the account string for the spend distributions here.

Lines by Contracted Spend Type is a line/trend chart showing the number of invoice lines for that vendor by contracted spend type over the date range selected. Data in the chart can be sliced by these filters:

  • Date Range
  • Vendor
  • Contract
  • Item
  • Spend Category Detail
  • Company
  • Contract Group
  • Contract Type

Compliance

The Compliance dashboard has detailed information that supports the Performance dashboard.

Although based on the Perfect Order principles, these are the actuals or the value element of the measurement. A single vendor is selected to highlight their activity and performance across the system.

The Compliance report combines data from these subject areas:

  • Requisitions
  • Purchasing
  • Receiving
  • Invoicing and Payments

This list shows the measurements in the report:

  • Invoice Amount this Period
  • Off Contract Spend
  • On Contract Spend
  • Non Contract Spend
  • On Contract Line Count
  • Off Contract Line Count
  • Non Contract Line Count
  • Invoice Count
  • Paid Amount
  • Payment Count
  • Paid on Item
  • Paid Electronically
  • Void Payments
  • Rush Payments
  • Open Invoices
  • Open Invoice Amount
  • Average Days to Pay
  • PO Count
  • PO Line Count
  • Receipt Count
  • PO Lines Received
  • PO Lines Unreceived
  • PO Lines Over Received
  • Lines Shipped Complete
  • Lines Not Shipped Complete
  • Open PO Count
  • Open PO Line Count
  • Open Purchase Amount
  • Return Count
  • Vendor Return Value
  • Return Credit Received
  • Return Loss Cost
  • Cost Messages
  • Quantity Messages
  • Buyer Messages

This list shows the reports on the dashboard:

  • Expiring Contracts - shows the contracts for the selected vendor by expiration date, first to last. The report contains the contract, effective and expiration dates, contract status, and contract type.
  • Invoice Amount by Contracted Send Type - shows the total distribution amount for this vendor sliced by spend category detail. All spend categories such as on/off/non-contract invoice debits, credits, tax type debits and credits, expense debits and credits.
  • Lines by Contracted Spend Type - a line/ trend chart that shows the number of invoice lines for that vendor by contracted spend type over the date range selected.