SAP Sourcing _CLM Contract Imports

SAP Sourcing / CLM Webcast Series

Contract Imports

January 2012

2011 SAP AG. All rights reserved. 2

SAP Sourcing / CLM 2012 Webcast Series

Goal

Spread the knowledge about SAP Sourcing

Build and leverage the SAP Sourcing community

Audience

SAP Consulting and Field Services

Partner Consulting

SAP Sourcing Customers

Provided by

SAP Sourcing Center of Excellence

SAP Sourcing Product Management


Contract Management


Contract Imports

General purpose

Why do customers need to import

contracts ?

Contract repository for all legacy contracts

Single system for all contracts

Contract visibility

How can I use this functionality ?

Built-in functionality to upload in bulk

Master Agreement data and Contract

Document files

Contracts can be searched via Global

Search functionality


Contract import

How to go about it ?

Kick off

Training/Education

Business and

technical staff

required

Create Plan*

Define Scope

Prepare Import

Execute Import

Verify Import

BUILDING A CONTRACT REPOSITORY

* Sample detailed project plan available in Appendix

Scope of contract

load

Define set of

Master and

Config Data

Collect contract

documents

Prepare CSV

files with data

Different ways to

upload contract

documents

Single file(s)

upload

Create ZIP file

and upload

Make files

available on FTP

Server

Go to Setup

Document

Setup

Follow Wizard:

Select type of

import

Selection

location of files

Verify successful

upload of all

contract files


Define Scope

Checklist before starting contract import (1/2)

How many contracts will be loaded?

Will they all be done at once or in multiple waves?

Number of contracts

Where is the contract data now?

Is it easily accessible?

Location

How will the contract data that is available be transformed into the data formats required by CLM?

Data format

Which contract image files will be loaded? Just the agreement? Other supporting documents? Drawings? Price lists?

Contract image file

How will the contract image files be collected?

Can the contract image files be easily associated with the contract data?

File collection


Define Scope

Checklist before starting contract import (2/2)

Is the supplier data cleansed?

If not, will any effort be made to cleanse supplier data?

Data cleansing

CLM requires a supplier contact for contracts. Do such contacts exist and how can they be mapped?

Supplier contacts

There are many master and configuration data references that can be made on the contract

e.g.: User Accounts (for Owners and Collaborators), Product Category, External Category, Location, Plant, Payment Terms, IncoTerms, Purchasing Orgs, etc.

Master and Configuration data

Will contract line items be loaded? Where will the line item data come from

Have any extensions been made to the contract data that also requires loading?

Line items and Extensions

How will the contract image files be made available to the application? ZIP file upload? FTP?

Will the legacy contracts be integrated with an SAP backend? A non-SAP backend?

File upload and backends


Define scope

Common practice: Scope of contract import

Document load

Contract Data and documents will be loaded

Master and configuration data

Only minimal data will be loaded for these contracts

e.g.: Currency, category, company, and organizational unit

Line items*

Line items will not be loaded

Data cleansing

Only minimal supplier and data cleansing

Supplier contacts**

Create generic supplier contacts in CLM

* in case of ERP integration, add least one line item needs to be added

** unique User-ID and unique email address required


Collect contract documents

BEST PRACTICE: Gather contracts as OCR

Legacy contracts are often scanned like a photocopy in

different file formats

As a consequence, the contract content is not searchable

BEST PRACTICE: Scan contract data in OCR format and

indexable

In order to take full advantage of the GLOBAL SEARCH

functionality within SAP CLM, contracts should be

scanned as OCR


Prepare the import

Master and Configuration Data

Make sure that all Master Data which

will be associated to your contracts is

available in CLM

Option 1: Import via CSV

Option 2: Manually create through UI

(NOTE: this option is recommended

at low volumes)


Prepare the import

Option 1: Import via CSV

Obtain the Master Data which should be associated with contract load (available in

Enterprise Workbooks)

Go to Reference Guide (top right section) Index

View the sample Enterprise Deployment Workbook

e.g. if your contracts have different locations,

go to LOCATIONS tab

Remove the locations which are not required and add

the locations you need

Save the tab as .CSV file

Import the Master Data

Go to Setup System Administration Tab

Import and Export Tools (Section) Import Data

Upload the saved file

Save the tab as .CSV file

SAP Sourcing _CLM Contract Imports

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Transcript of SAP Sourcing _CLM Contract Imports