SAP Ariba integration with ServiceNow SAM pro

[avi45]

HI everyone,

We are planning to integrate SAP Ariba with ServiceNow SAM pro and we are using Zurich version. can you please some share the step to step method to perform the integration.

Regards,

Avinash

[Tanushree Maiti]

Hi @avi45 

Follow ServiceNow Documentation: Integrating with SAP Ariba 

Integrating your Software Asset Management application with the SAP Ariba application enables you to track your software subscriptions and reclaim unused licenses.

Procedure

1. Log in to SAP Ariba portal with your admin credentials.
2. On the home page, expand the Manage drop-down list.
   
3. Select Prepackaged Reports.
   Tip:

   If you don’t find this menu item directly under the Manage drop-down list, select More... and then select Prepackaged Reports from the Reports section.
4. Download the Sourcing - User Names and Permissions, Contract Usage Reports, and Number of Users Creating Projects reports.
   1. On the Prepackaged Reports page, search for and select System and Benchmark Usage Reports and then select Open.
   2. On the System and Benchmark Usage Reports page, select System Usage Reports and then select Open.
      The list of System Usage reports is displayed, where you can find Contract Usage Reports and Sourcing Usage Reports.
   3. Save and export the Sourcing - User Names and Permissions report.
      1. On the System Usage Reports page, expand the Sourcing Usage Reports drop-down list.

         The Sourcing-User and Permissions report is displayed.

      2. Scroll down and select Sourcing-User Names and Permissions and then select Open.

         The Sourcing - User Names and Permissions report gets displayed.

      3. Select Save....

         As the Sourcing - User Names and Permissions report is a default report, you must not edit it.

      4. On the Save Report page, select the Current Project field as Personal Workspace.
         Important:

         To change the file name when saving the report, provide the name in the format Sourcing-User Names and Permissions. You might include prefixes or suffixes as needed.
      5. Select Save.
      6. Export the saved report to your system in .csv format by selecting Export.
   4. Save and export the Contract Usage Reports.
      1. On the System Usage Reports page, search for and select All Contract Workspaces and then select Open.
      2. On the All Contract Workspaces page, filter the report according to your requirements by selecting Edit.

         You can select a date range for the report you want to generate.

      3. Add a field or a hierarchy from the General Contract Workspace list in the report by selecting the Pivot Layout step.

         For example, if you want to add the User Type field data to Detail Fields, select and hold (or right-click) it and then select Detail Field. You can add your required data to either Row Fields, Column Fields, or Detail Fields.

      4. After your required fields are added, select Next.
         Important:

         If the All Owners - User ID field isn't included in the report, you must add it.
      5. Select Done.
         In the Pivot table tab, the Detail View section displays the fields you have added in a tabular format.

         Tip:

         If you can’t see the fields that you selected, verify that you have selected the Detail View format.
      6. Select Save....
      7. On the Save Report page, select the Current Project field as Personal Workspace.
         Important:

         To change the file name when saving the report, provide the name in the format Contract Usage Reports. You might include prefixes or suffixes as needed.
      8. Select Save.
      9. Export the saved report to your system in .csv format by selecting Export.
   5. Save and export the Number of Users Creating Projects report.
      1. On the System Usage Reports page, expand the Sourcing Usage Reports drop-down list and then select Open.

         The System Usage Reports are displayed.

      2. Expand Sourcing Usage Reports and scroll down.

         You can view Number of Users Creating Projects.

      3. Select Number of Users Creating Projects and then select Open.
      4. On the Number of Users Creating Projects page, filter the report according to your requirements by selecting Edit.

         You can select a date range for the report you want to generate.

      5. Add a field or a hierarchy from the Sourcing Project list in the report by selecting the Pivot Layout step.

         For example, if you want to add the Start Date field data, select and hold (or right-click) it and then select Row Field. You can add your required data to either Row Fields, Column Fields, or Detail Fields.

      6. After your required fields are added, select Next.
         Important:

         If the All Owners - User ID field isn't included in the report, you must add it.
      7. Select Done.
         In the Pivot table tab, the Detail View section displays the fields you have added in a tabular format.

         Tip:

         If you can’t see the fields that you selected, verify that you have selected the Detail View format.
      8. Select Save....
      9. On the Save Report page, select the Current Project field as Personal Workspace.
         Important:

         To change the file name when saving the report, provide the name in the format Number of Users Creating Projects. You might include prefixes or suffixes as needed.
      10. Select Save.
      11. Export the saved report to your system in .csv format by selecting Export.
5. Save and export the SPM Project Report.
   1. On the Prepackaged Reports page, search for and select Supplier Performance Management Reports and then select Open.
   2. On the Supplier Performance Management Reports page, select SPM Project Report and then select Open.
   3. Select a date range for which you want the report and select View Report.
      Tip:

      If you can’t see the fields that you selected, verify that you have selected the Detail View format.
   4. Filter the report according to your requirements by selecting Edit.
   5. Add a field or a hierarchy from the SPM Project list in the report by selecting the Pivot Layout step.
      For example, if you want the Calendar data in Column Fields, select and hold (or right-click) it and then select Column Field. You can add your required data to Row Fields, Column Fields, or Detail Fields.
   6. After your required fields are added, select Next.
      Important:

      If the All Owners - User ID field isn't included in the report, you must add it.
   7. Select Done.
      In the Pivot table tab, the Detail View section displays the fields you have added in a tabular format.

      Tip:

      If you can’t see the fields that you selected, verify that you have selected the Detail View format.
   8. Select Save....
   9. On the Save Report page, select the Current Project field as Personal Workspace.
      Important:

      To change the file name when saving the report, provide the name in the format SPM Project Report. You might include prefixes or suffixes as needed.
   10. Select Save.
   11. Export the saved report to your system in .csv format by selecting Export.

Create an SAP Ariba integration profile

Create an SAP Ariba integration profile to track software subscriptions and optimize licensing for your SAP Ariba applications.

Before you begin

The Software Asset Management - SaaS License Management plugin (sn_sam_saas_int) must be installed from the ServiceNow Store.

For publishing the integration profile, change the application scope to Global.

ServiceNow Role required: sam_integrator

About this task

If you’re using Software Asset Workspace, the option to create the SAP Ariba integration profile in Core UI is inactive.

Procedure

1. Navigate to the integration profile.Interface ActionCore UISoftware Asset Workspace

   Navigate to All > Software Asset > SaaS License > Direct Integration Profiles. Select New. Select SAP Ariba Integration Profile.

   Navigate to License operations > User Subscriptions > Direct integration profiles. Select New. Select SAP Ariba from the drop-down list. Select Continue.

2. On the form, fill in the fields.
   Integration Profile formField Description

   Display name	Name of the integration profile. For example, Ariba Integration.
   Status	Status of the integration profile. If you have not published the integration profile, this field is automatically set to Draft. If you have already published the integration profile, this field is automatically set to Published.
   Profile type	Type of integration profile. This field is automatically set to Ariba Subscription.

3. View the required user roles or API permissions to minimize security risks and optimize SaaS licenses.

   In the Download Subscription Subflow section, verify that the Subflow field is set toSAP Ariba Download Subscriptions. The Download subscriptions check box is selected by default and you can't clear it.

4. Select Save.
5. After the integration profile is saved, upload the attachments by selecting the Attach icon .
6. On the Attachments pane, drag or select the files in the .csv format that you want to upload one by one or together.
   Important:

   Upload the SAP Ariba reports regularly to view the most recent data.
   After the files are uploaded successfully, the Subscription Stagings [samp_subscription_staging] table gets populated with the uploaded data.
7. Select Publish.
   After the integration profile is published, the files attached to the profile are deleted automatically.

What to do next

After the integration connects, your ServiceNow instance automatically creates software models, reclamation rules, and software subscriptions that are refreshed daily.

After creating an integration profile, view information about the profile in the Software Asset Workspace by navigating to License operations > User subscription > Direct integration profiles. You can select an integration profile to view the following related lists. If all of the following related lists aren't visible for an integration profile in the default view, you can select the custom integration view from the Details tab:

• Software Models
• Unrecognized Subscription Identifiers
• Scheduled Jobs
• Scheduled Job Results
• Software Subscriptions
• Subscription Identifier Exclusion Rule
• Subscription User Exclusion Rule

After creating an integration profile, you can define subscription exclusion rules to keep certain subscriptions from license cost calculations. For more information, see Subscription exclusions for SaaS and SSO applications.

If you want to set up multiple integration profiles with unique connections, create child aliases to manage different configurations and settings for each integration profile. For more information, see Create a child alias to set up multiple integration profiles.

Review all automatically generated reclamation rules to reclaim user subscriptions. For more information, see Review a software reclamation rule.

Create software entitlements for the automatically generated software models to track used software against owned software.

• For more information on creating software entitlements in the Software Asset Management Core UI, see Create entitlements in Software Asset Management classic.
• For more information on creating software entitlements in the Software Asset Workspace, see Create entitlements in workspace.
• For more information on creating software entitlements using the Software Asset Management Playbook, see Create entitlements using the guided walk-through.

Reconciliation also runs on your subscriptions as a scheduled job or on-demand. You can view your reconciliation results in the License Workbench (Software Asset Management classic application) or the License usage view (Software Asset Workspace). Use these results to determine your license compliance position and to remediate any non-compliance.

• For more information on running reconciliation in the Software Asset Management classic application, see Run software reconciliation in Software Asset Management classic.
• For more information on running reconciliation in the Software Asset Workspace, see Run software reconciliation in the workspace.