Procurement Team Performance Dashboard

  • Release version: Xanadu
  • Updated August 1, 2024
  • 3 minutes to read
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    Summary of Procurement Team Performance Dashboard

    The Procurement Team Performance Dashboard enables ServiceNow customers to visually analyze their procurement team's effectiveness in sourcing requests, purchase requisitions, negotiated savings, and negotiation outcomes over a selected timeframe. This dashboard is accessible upon installation of the Performance Analytics for Sourcing and Procurement Operations application, providing detailed insights to enhance procurement operations.

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    Key Features

    • User Roles:
      • Procurement Specialist Manager: Access to overall organizational performance and manager-specific dashboards.
      • Procurement Administrator: Ability to view and configure dashboard widgets.
    • Performance Indicators: Monitor key metrics such as total negotiations, closed purchase requisitions, negotiated savings, average cycle times for sourcing requests and purchase requisitions, and negotiation outcomes.
    • Breakdowns: Performance data segmented by assigned personnel for negotiations, purchase requisitions, and sourcing requests.
    • Configurable Reporting Periods: Year-to-date (YTD) metrics default to January start but can be adjusted as needed.

    Reports and Visualizations

    • Average Sourcing Request Cycle Time: Bar and line chart displaying the average duration from creation to closure of sourcing requests over the past five months, with benchmarking capabilities against target cycle times.
    • Sourcing Request Cycle Time - Last Month: List view showing average cycle times and open request counts by buyer for the previous month.
    • Average Purchase Requisition Cycle Time: Bar and line chart showing average cycle times for purchase requisitions over the past four months, including target comparisons.
    • Purchase Requisition Cycle Time - Last Month: List view providing average cycle times and open requisition counts by buyer for the previous month.
    • Negotiated Savings by Buyer - YTD: List of year-to-date negotiated savings totals across closed purchase lines, segmented by buyer.
    • Negotiation Outcomes by Buyer - YTD: List of buyers with their year-to-date negotiation outcomes, covering various negotiation states and types such as cost avoidance and contract terms.

    Practical Benefits

    This dashboard empowers procurement managers and specialists to track team performance efficiently, identify bottlenecks in sourcing and purchasing cycles, and measure financial impacts through negotiated savings. The ability to drill down into individual buyer performance and adjust timeframes provides actionable insights to optimize procurement processes and improve negotiation strategies.

    Visually analyze how your team is performing on sourcing requests, purchase requisitions, negotiated savings, and negotiation outcomes, over a given period of time, with the help of the Procurement Team Performance Dashboard.

    Note:
    This dashboard is available only if you install the Performance Analytics for Sourcing and Procurement Operations application.

    End user and roles

    End user and goal Required role
    Procurement Specialist Manager: View your organization's overall performance. This role has the same access as a procurement specialist, except that they have access to the manager dashboards. sn_shop.procurement_specialist_manager
    Procurement Administrator: View and make configuration changes to the widgets. sn_shop.procurement_administrator

    Indicators

    • Number of Total Cost Avoidance Negotiations
    • Number of Total Negotiations
    • Number of Closed Purchase Requisitions - Monthly
    • Number of All Purchase Requisition - Monthly
    • Purchase Line Total Negotiated Savings
    • Purchase Requisition - Avg Cycle Time (Days) - Monthly
    • Number of Closed Sourcing Requests - Monthly
    • Purchase Line Negotiated Savings
    • Number of Total Contract Terms Negotiations
    • Number of Total Negotiation Unsuccessful
    • Sourcing Request - Avg Cycle Time (Days) - Monthly
    • Number of All Sourcing Request - Monthly
    • Parent Line Negotiated Savings
    • Number of Total Standard Savings Negotiations

    Breakdowns

    • Negotiation - AssignedTo
    • PurchaseRequisition - AssignedTo
    • SourcingRequest - AssignedTo

    Reports

    Note:
    By default, YTD is configured to start from January. However, this can be configured to start from any month if need be.

    For a detailed analysis on each component, select the respective widget or chart.

    Title Type Description
    Average Sourcing Request Cycle Time Bar with line

    View the average time from when a sourcing request is created to when its state is Closed Complete or Closed No Decision.

    The report pulls all the sourcing requests across the organization that went into Closed Complete or Closed No Decision state for the last five months, and takes the cycle time from when they were opened. This data is retrieved from the Duration field on the sourcing request.

    You can set a target cycle time that serves as a benchmark for the organization, and easily visualize how current cycle times compare against it.
    Sourcing Request Cycle Time - Last Month List

    View the average cycle time for sourcing requests by buyer across the organization.

    You can also view the number of open sourcing requests that were assigned to the buyer as of last month, which were either closed last month or open throughout the duration of the month.
    Average Purchase Requisition Cycle Time Bar with line

    View the average purchase requisition cycle time from when a purchase requisition is created to when its state is Closed Complete, Closed Rejected, or Closed Canceled.

    The report pulls all the purchase requisitions across the organization that went into Closed Complete, Closed Rejected, or Closed Canceled status for the last four months, and takes the cycle time from when they were opened. This data is retrieved from the Duration field on the purchase requisition.

    You can set a target cycle time that serves as a benchmark for the organization, and easily visualize how current cycle times compare against it.
    Purchase Requisition Cycle Time - Last Month List

    View the average cycle time for purchase requisitions by buyer across the organization.

    You can also view the number of open purchase requisitions that were assigned to the buyer as of last month, which were either closed last month or open throughout the duration of the month.
    Negotiated Savings by Buyer - YTD List View the sum of the year-to-date negotiated savings across all closed complete purchase lines across the organization.
    Negotiation Outcomes by Buyer - YTD List

    View the list of buyers across the organization along with their corresponding year-to-date negotiation outcomes, where the corresponding negotiation state is either Closed Complete or Closed Canceled.

    Some of the possible negotiation outcomes are contract renewal, quote, RFx, and so on. Negotiation types can be cost avoidance, standard savings, contract terms negotiations, or unsuccessful negotiations.

    For information on how to work with dashboards in configurable workspaces, see Dashboards in Platform Analytics.

    For information on how to work with widgets and data visualizations in configurable workspaces, see Data visualizations in Platform Analytics.