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Your Contract Management Data Template

SAP Ariba Contracts

Contract Management Attributes (20) Contract Management Activities (14) Extraction Guides (2)

Your Contract Management Data Template

This template provides a comprehensive guide to collecting the necessary data for analyzing your contract management process. It outlines the essential attributes to collect, the key activities to track, and practical guidance for extracting this information from your source systems. Use this resource to streamline your data preparation and kickstart your process mining journey.

Recommended attributes to collect
Key contract management activities to track
Practical extraction guidance

New to event logs? Learn how to create a process mining event log.

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Contract Management Attributes

These are the essential data fields recommended for your event log to ensure comprehensive analysis of your contract management process.

3 Required 6 Recommended 11 Optional

	Name	Description
	Activity ActivityName	The name of the specific business process step or event that occurred.
Description This attribute describes the task or milestone that was completed at a specific point in time, such as 'Contract Drafted' or 'Legal Review Started'. The sequence of these activities forms the basis of the process map. Analyzing activities is crucial for understanding what work is being done, how frequently different steps occur, and in what order. It allows for the identification of common process paths, deviations, and rework loops, like repeated 'Contract Revised' activities. Why it matters It defines the steps in the process, allowing for the visualization of the process flow and the identification of bottlenecks and rework. Where to get Typically derived from task status changes, audit logs, or event tables within the SAP Ariba Contracts module. Examples Internal Review StartedContract ExecutedAmendment InitiatedContract Closed
	Contract ID ContractId	The unique identifier for each contract workspace, serving as the primary case identifier.
Description This attribute serves as the primary case identifier, linking all activities and events throughout the contract's lifecycle. It allows for the reconstruction of the end-to-end journey for each individual contract, from creation to closure. In process mining, every event with the same Contract ID is considered part of the same process instance. This is fundamental for analyzing process variants, calculating cycle times, and identifying bottlenecks specific to individual contracts or contract types. Why it matters It is the essential key for tracking a contract's complete journey, enabling all case-level analysis and process flow visualization. Where to get This is a core identifier in SAP Ariba Contracts, typically found in all contract-related tables and views as the Contract Workspace ID. Examples CW2023-00123CW-MSA-45892CW2024-FIN-001CW19876
	Event Timestamp EventTime	The precise date and time when an activity or event occurred.
Description This timestamp marks the start of each activity in the contract management process. It is a critical component for all time-based analysis, including calculating cycle times, durations, and waiting times between steps. By ordering events based on this timestamp, process mining tools can accurately reconstruct the sequence of activities for each contract. This enables the analysis of process performance over time and the identification of time-related bottlenecks, such as delays in the legal review stage. Why it matters This attribute is fundamental for calculating all time-based metrics, such as cycle times and waiting times, and for correctly ordering process events. Where to get Found in event logs, audit trails, or status change history tables alongside the activity information in SAP Ariba Contracts. Examples 2023-04-15T10:22:05Z2023-05-01T14:00:12Z2023-05-20T09:30:00Z
	Contract Type ContractType	The classification of the contract, such as MSA, NDA, or SOW.
Description This attribute categorizes contracts based on their legal or business purpose. Common types include Master Service Agreement (MSA), Non-Disclosure Agreement (NDA), or Statement of Work (SOW). Analyzing the process by contract type is essential for understanding process variations. Different types of contracts often have different approval paths, SLAs, and complexity levels. For example, an NDA might have a very simple, fast-tracked process, while an MSA may require multiple levels of legal and financial review. This attribute is a key filter for dashboards to compare cycle times and compliance rates across different contract categories. Why it matters It allows for the segmentation of analysis, revealing how different types of contracts impact process flow, complexity, and duration. Where to get This is a standard classification field available in the contract workspace details in SAP Ariba Contracts. Examples Master Services AgreementNon-Disclosure AgreementStatement of WorkSales Agreement
	Contract Value ContractAmount	The total monetary value of the contract.
Description This attribute represents the financial value of the contract agreement. It is a key metric for understanding the business impact and risk associated with each contract. In analysis, contract value can be used to prioritize high-value contracts for closer monitoring or to identify trends in business volume. The 'Executed Contract Value Trend' dashboard uses this attribute to aggregate the value of contracts signed over time, providing insight into business performance. It is also valuable for root cause analysis to see if high-value contracts follow a different, perhaps slower, process. Why it matters It quantifies the financial impact of contracts, enabling value-based analysis, prioritization, and business performance tracking. Where to get Consult SAP Ariba Contracts documentation. This is a standard field on the contract workspace, often labeled 'Amount' or 'Contract Value'. Examples 150000.0025000.501200000.00
	Department Department	The business department that initiated or owns the contract.
Description This attribute specifies the organizational department, such as Sales, IT, or Procurement, that is responsible for the contract. It provides an essential business context for analyzing the process. Segmenting the process analysis by department helps identify department-specific behaviors, bottlenecks, or compliance issues. For example, it can reveal if the contract approval process is significantly slower for the Sales department compared to others, prompting a targeted investigation into their specific practices. Why it matters It allows for process segmentation by business area, helping to identify department-specific bottlenecks and performance variations. Where to get Typically found in the contract header or workspace details in SAP Ariba Contracts. It may be linked to the contract owner's user profile. Examples SalesInformation TechnologyProcurementLegal
	Event End Time EventEndTime	The timestamp indicating when an activity was completed.
Description This attribute captures the completion time of an activity. While StartTime marks the beginning, EndTime marks the conclusion, making it possible to accurately measure the duration of activities that are not instantaneous. In analysis, the difference between EndTime and StartTime provides the processing time for an activity. This is essential for detailed bottleneck analysis, helping to distinguish between time spent actively working on a task versus waiting time between tasks. For example, it allows precise measurement of the 'Legal Review' activity duration. Why it matters It enables the precise calculation of activity processing times, which is crucial for identifying bottlenecks and measuring resource efficiency. Where to get Consult SAP Ariba Contracts documentation. This may be available in audit logs or task completion records. Examples 2023-04-16T11:45:10Z2023-05-03T17:21:09Z2023-05-20T10:05:00Z
	Legal Counsel LegalCounsel	The assigned legal team member responsible for reviewing the contract.
Description This attribute specifically identifies the lawyer or legal professional assigned to the contract's legal review tasks. This is often a more specific role than the general user who performs other activities. This attribute is essential for the 'Legal Review Workload & Efficiency' dashboard. It allows for tracking the number of contracts assigned to each counsel, their average review time, and the overall throughput of the legal department. This helps in balancing workloads, identifying high-performing individuals or practices, and optimizing the allocation of legal resources. Why it matters It enables detailed analysis of the legal review stage, helping to manage legal team workload, identify bottlenecks, and improve efficiency. Where to get Consult SAP Ariba Contracts documentation. This may be captured in task assignment details or as a specific role within the approval flow. Examples s.jonesm.riverad.chen
	User UserName	The name or ID of the user who performed the activity.
Description This attribute identifies the individual responsible for completing a specific task or activity in the contract lifecycle. This could be the contract owner, a legal reviewer, or an approver. Analyzing by user helps in understanding workload distribution, individual performance, and identifying opportunities for targeted training. For example, in a Legal Review Workload dashboard, this attribute is used to see how many contracts each legal counsel is handling and their average review time. Why it matters It provides visibility into workload distribution and user performance, enabling resource management and efficiency analysis. Where to get Found in audit trail or event log tables in SAP Ariba Contracts, often associated with a 'Changed By' or 'User ID' field. Examples john.doejane.smithlegal_team_member_1
	Activity Duration ActivityProcessingTime	The duration of time spent on an activity, calculated from its start and end times.
Description This attribute measures the actual time spent on a specific activity, calculated as the difference between the EventEndTime and EventTime. It represents the active working time for a task. This is a fundamental metric for performance analysis. It is used in bottleneck analysis dashboards to pinpoint exactly which steps are consuming the most time, such as a lengthy legal review or negotiation. It also feeds into KPIs like 'Average Legal Review Cycle Time' and helps differentiate between processing time and waiting time, providing a more accurate view of process efficiency. Why it matters It precisely measures how long each process step takes, which is critical for identifying bottlenecks and analyzing resource efficiency. Where to get This is a calculated attribute, derived by subtracting the EventTime from the EventEndTime during data transformation. Examples P1DT2H23M5SP3DT1H36MPT45M
	Contract Expiration Date ContractExpirationDate	The date when the contract is set to expire.
Description This attribute stores the official expiration date of the executed contract. It is a critical piece of data for managing the contract's lifecycle post-execution. This date is the foundation for the 'Contract Obligation and Renewal Status' dashboard. It is used to trigger alerts for upcoming renewals or expirations, ensuring that contracts do not lapse unintentionally. Analyzing this data helps organizations proactively manage their contract portfolio, mitigate risks associated with expired agreements, and capitalize on renewal opportunities. Why it matters It is critical for proactive lifecycle management, enabling timely renewals, preventing unintended lapses, and managing obligations. Where to get This is a standard field in the contract workspace, typically found in the header or term details section in SAP Ariba Contracts. Examples 2025-12-31T23:59:59Z2024-08-15T23:59:59Z2026-06-30T23:59:59Z
	Contract Status ContractStatus	The current overall status of the contract in its lifecycle.
Description This attribute indicates the current high-level state of the contract, such as 'Draft', 'In Review', 'Executed', 'Expired', or 'Terminated'. This differs from the activity, which is a single event, while the status represents the state over a period of time. This attribute is crucial for dashboards like 'Contract Obligation and Renewal Status', providing a snapshot of the current contract portfolio. It helps in identifying stalled contracts and managing lifecycle events like renewals and expirations. Analyzing transitions between statuses can also reveal bottlenecks or inefficiencies in the process. Why it matters It provides a high-level view of a contract's current state, which is vital for portfolio management, status tracking, and lifecycle analysis. Where to get This is a primary status field on the contract workspace header in SAP Ariba Contracts. Examples DraftIn ApprovalExecutedExpired
	Counterparty Name CounterpartyName	The name of the external party, such as a supplier or customer, to the contract.
Description This attribute identifies the other party involved in the contract. It could be a vendor, a client, or a partner. This information adds crucial business context to the contract management process. Analyzing by counterparty can help identify patterns related to specific partners. For instance, negotiations with certain counterparties may consistently take longer, indicating a need for standardized templates or pre-negotiated terms. It can also be used to assess relationship health and supplier performance across the contract portfolio. Why it matters It enables analysis of process performance based on the external party, helping to identify negotiation difficulties and manage supplier relationships. Where to get This information is typically stored in the supplier or customer information section of the contract workspace in SAP Ariba Contracts. Examples Acme CorporationGlobal Tech Inc.Innovate Solutions LLC
	Is Rework IsRework	A flag indicating if an activity is a rework or repetition of a previous step.
Description This boolean attribute is set to true if an activity, such as 'Contract Revised', occurs more than once within the same contract case. It helps to explicitly identify and quantify rework loops in the process. This flag is crucial for calculating the 'Contract Rework Rate' KPI and for visualizing rework in the process map. By filtering on this attribute, analysts can quickly isolate contracts that required significant revision, investigate the root causes, and measure the impact of rework on overall cycle times. It highlights inefficiencies in the drafting and negotiation phases of the process. Why it matters It quantifies rework, making it easy to measure process inefficiencies, analyze their root causes, and track improvements over time. Where to get This is a derived attribute, calculated during data transformation by detecting repeated activities within the same case. Examples truefalse
	Last Data Update LastDataUpdate	The timestamp indicating when the data for this event was last refreshed or extracted.
Description This attribute records the date and time of the last data pull from the source system. It is not the time the event occurred, but rather when the record was loaded into the process mining platform. This information is vital for data governance and for understanding the freshness of the analysis. It helps users know if they are looking at the most current data and is essential for managing incremental data loads. Why it matters It ensures users understand the recency of the data, which is critical for accurate and timely process analysis and monitoring. Where to get This timestamp is generated and added during the data ingestion process into the process mining tool. Examples 2024-05-21T02:00:00Z2024-05-22T02:00:00Z
	Region Region	The geographical region associated with the contract or counterparty.
Description This attribute defines the geographic area, such as North America, EMEA, or APAC, to which the contract applies. This is often determined by the location of the counterparty or the business unit owning the contract. Segmenting the process by region allows for the identification of regional differences in performance, compliance, and process behavior. For example, analysis might show that contract cycle times in the APAC region are longer due to specific regulatory review steps. This insight helps tailor process improvements and resource allocation to regional needs. Why it matters It enables geographical analysis to identify regional variations in process performance, cycle times, and compliance. Where to get Consult SAP Ariba Contracts documentation. This may be a field on the contract workspace or derived from the counterparty's address. Examples North AmericaEMEAAPACLATAM
	SLA Adherence Status SlaAdherenceStatus	Indicates whether a review activity was completed within its defined SLA.
Description This attribute categorizes review activities as 'Met', 'Breached', or 'N/A' based on their completion time relative to the 'SLA for Review'. It is calculated by comparing the 'ActivityProcessingTime' to the target SLA duration. This provides a clear and immediate assessment of performance against service level agreements. It is the core metric for the 'Internal and Legal Review SLA Adherence' KPI and dashboard. By visualizing this status, managers can quickly see the percentage of compliant reviews and drill down into breaches to understand the causes. Why it matters It directly measures performance against service targets, enabling clear monitoring of SLA compliance and quick identification of breaches. Where to get This is a derived attribute, calculated during data transformation by comparing ActivityProcessingTime with SlaForReview. Examples MetBreachedN/A
	SLA for Review SlaForReview	The target duration or deadline for completing a review activity.
Description This attribute defines the agreed-upon service level agreement (SLA) for specific review tasks, such as 'Internal Review' or 'Legal Review'. It represents the target time within which the review should be completed. This attribute is essential for the 'Internal and Legal Review SLA Adherence' dashboard and KPI. By comparing the actual time spent in review against this target, organizations can measure compliance with internal service levels. This helps in identifying systemic delays, holding teams accountable, and ensuring the review process does not become a major bottleneck. Why it matters It sets the performance target for review activities, enabling the measurement of SLA compliance and the identification of delays. Where to get Consult SAP Ariba Contracts documentation. This might be configured within the approval workflow rules or templates. Examples P3DP5DP10D
	Source System SourceSystem	The system of record from which the data originates.
Description This attribute identifies the source system where the event data was generated. For this process, it will consistently be 'SAP Ariba Contracts'. Including this attribute is a best practice for data governance and traceability. It becomes particularly important when merging data from multiple systems, ensuring clarity on data provenance and helping to troubleshoot data quality issues. Why it matters It provides crucial context about data origin, ensuring traceability and enabling multi-system analysis. Where to get This is typically a static value added during the data extraction and transformation process to label the dataset's origin. Examples SAP Ariba Contracts
	Total Contract Cycle Time TotalContractCycleTime	The total time elapsed from the creation of the contract workspace to its final execution.
Description This calculated attribute measures the complete end-to-end duration for a single contract. It is typically calculated as the time difference between the first and the last activity, often 'Contract Workspace Created' and 'Contract Executed'. This is a primary key performance indicator, 'End-to-End Contract Cycle Time'. It provides a high-level measure of the overall efficiency of the contract management process. It is used in dashboards to track performance over time and to compare cycle times across different contract types, departments, or regions, helping to identify major areas for improvement. Why it matters It provides the ultimate measure of process speed and efficiency, summarizing the performance of the entire contract lifecycle in a single metric. Where to get This is a calculated metric computed at the case level within the process mining tool or during data transformation. Examples P35DP12DT5HP90D

Required Recommended Optional

Contract Management Activities

These are the core process steps and critical milestones to capture in your event log for accurate contract management process discovery.

6 Recommended 8 Optional

	Activity	Description
	Contract Activated	Represents the point at which an executed contract becomes active and its obligations become effective. This is often triggered by a status change after execution, sometimes on a specified effective date.
Why it matters Signals the start of the post-execution management phase. It is the trigger for monitoring obligations and is crucial for the 'Obligation Adherence Rate' KPI. Where to get This is typically inferred from the Contract Workspace 'Status' field changing to 'Active'. This may happen automatically after execution or be a manual step. Capture Track the timestamp when the contract 'Status' field changes to 'Active'. Event type inferred
	Contract Closed	This is a terminal activity where the contract is formally closed in the system. This can occur after expiration, termination, or successful completion of all obligations.
Why it matters Marks the final end of the contract's lifecycle. It is a critical end event for measuring the full lifecycle duration and ensuring proper close-out procedures are followed. Where to get This is inferred from the Contract Workspace 'Status' field changing to 'Closed', 'Terminated', or 'Expired'. This can be an automatic or manual status change. Capture Track the timestamp when the contract 'Status' field changes to a terminal state. Event type inferred
	Contract Executed	The formal execution of the contract, when all required signatures have been obtained. This transitions the contract from an in-process document to a legally binding agreement.
Why it matters This is the primary success endpoint for the pre-signature process. It is fundamental for calculating 'End-to-End Contract Cycle Time' and 'Average Contract Approval Cycle Time'. Where to get This event is captured from the final completion status of the signature task in the Ariba workflow, especially when integrated with an e-signature tool. The Contract Workspace status also changes to 'Executed'. Capture Use the final signature task completion timestamp or the status change to 'Executed'. Event type explicit
	Contract Workspace Created	This activity marks the initiation of the contract management process. A Contract Workspace is created in SAP Ariba, serving as the central repository for all documents, tasks, and communications related to a specific contract.
Why it matters This is the primary start event for the end-to-end process. Analyzing the time from this activity to execution is crucial for measuring the overall contract lifecycle duration. Where to get This event is captured from the creation date of the Contract Workspace project object. It is a fundamental timestamp available in the contract header or project data. Capture Use the creation timestamp of the Contract Workspace object. Event type explicit
	Internal Approval Completed	Marks the successful completion of all required internal approval tasks for the contract. This signifies that the contract is ready for final signature, pending counterparty agreement.
Why it matters This is a critical milestone before execution. The time between this event and final execution highlights any delays in obtaining external signatures or finalizing the document. Where to get Captured from the completion timestamp of the final approval task in the Ariba workflow. The system logs when the entire approval flow is successfully concluded. Capture Use the completion timestamp of the overall approval flow task group. Event type explicit
	Legal Review Started	Indicates that the contract has been formally submitted to the legal department for review. This is often a distinct, mandatory task within the overall approval workflow.
Why it matters Legal review is frequently a major bottleneck. Measuring its duration is critical for the 'Average Legal Review Cycle Time' KPI and for optimizing legal resource allocation. Where to get This is captured from the start of a specific 'Legal Review' task in the Ariba workflow. The system logs the timestamp when the task is assigned or started. Capture Identify the start timestamp for tasks specifically assigned to the legal team or role. Event type explicit
	Amendment Initiated	This activity marks the beginning of a formal amendment to an active contract. This typically involves creating a new version or a sub-project linked to the original contract workspace.
Why it matters The frequency and timing of amendments provide insights into contract stability and changing business needs. It is key for the 'Amendment and Termination Trends' dashboard. Where to get This is an explicit action where a user initiates an 'Amendment' process on an existing contract, which is logged by the system. Capture Capture the creation event of a contract amendment workspace or task. Event type explicit
	Compliance Task Completed	Signifies the completion of a scheduled post-execution task, such as a compliance review or an obligation check. These tasks are set up to ensure ongoing governance.
Why it matters Tracking the completion of these tasks is essential for measuring the 'Obligation Adherence Rate' and ensuring the organization meets its contractual commitments. Where to get Captured from the completion timestamp of specific follow-up tasks or obligation-related tasks within the Contract Workspace. Capture Use the completion timestamp of post-execution tasks configured in the workspace. Event type explicit
	Contract Drafted	Represents the initial creation or upload of the primary contract document into the workspace. This is often the first major content-related action after the workspace is set up.
Why it matters Tracking this activity helps understand the time taken to prepare the initial draft. Delays at this stage can significantly impact the overall cycle time. Where to get This can be inferred from the creation timestamp of the first version of the main agreement document in the Contract Workspace's document folder. Capture Identify the timestamp of the first document version uploaded to the workspace. Event type inferred
	Contract Renewed	Indicates that an active contract has been successfully renewed. This process often results in the creation of a new contract workspace that succeeds the original one.
Why it matters Helps in analyzing contract retention and renewal efficiency. It's a key outcome in the contract lifecycle, indicating a continued business relationship. Where to get This can be captured when a new contract is created with a relationship link (e.g., 'renewal of') to the expiring contract. It is often an explicit user-driven action. Capture Identify the creation of a new contract linked as a renewal to an existing contract. Event type explicit
	Contract Revised	This activity occurs when a new version of the main contract document is created or uploaded. It typically happens in response to feedback from internal review, legal review, or counterparty negotiations.
Why it matters The frequency of revisions is a direct measure of rework. Tracking this activity is essential for calculating the 'Contract Rework Rate' and identifying opportunities to standardize language or processes. Where to get Inferred from the document management system within the Contract Workspace. Each time a new version of the main agreement document is saved, a timestamp is created. Capture Use the creation timestamps for document versions greater than one. Event type inferred
	Counterparty Approval Received	Indicates that the external party has formally agreed to the contract terms. This is typically captured through an integrated e-signature solution or a manual update upon receiving a signed document.
Why it matters This activity confirms mutual agreement and is the final step before the contract is considered legally executed. It is a key milestone for finalizing the agreement. Where to get This can be an explicit event from an e-signature tool like DocuSign, which logs a 'Completed' status. It could also be inferred from a manual status change to 'Signed by Counterparty'. Capture Capture the completion event from the integrated e-signature provider's logs. Event type explicit
	Internal Review Started	This activity signifies the start of the internal review and approval workflow for the contract draft. The document is routed to relevant stakeholders, such as finance or operations, for their feedback.
Why it matters Marks the beginning of a potential bottleneck. Analyzing the duration of this phase is key to identifying delays in the internal review process and supporting the 'Internal Review SLA Adherence' KPI. Where to get This event is typically logged when a review task is created and assigned within the SAP Ariba workflow engine. The task status changes to 'In Progress' or a similar state. Capture Capture the timestamp when a review task is initiated in the contract's approval workflow. Event type explicit
	Negotiation With Counterparty	Represents the phase where the contract is shared with the external party for negotiation and redlining. This activity might be captured by a manual status change within the workspace.
Why it matters Provides visibility into external negotiation cycles, which can be unpredictable. Measuring this phase helps quantify the 'Average Negotiation Cycles' and identify complex negotiations. Where to get This is often inferred when the workspace status is manually changed to a state like 'Negotiation' or 'With Supplier'. Alternatively, it could be inferred from when a document is sent to an external contact. Capture Track changes in the Contract Workspace status field to values indicating external review. Event type inferred

Recommended Optional

Extraction Guides

How to get your data from SAP Ariba Contracts

Steps

Access Analytical Reporting: Log in to your SAP Ariba system. Navigate to the reporting section by clicking on the main menu, then selecting Analytical Reports or a similar path like Manage > Analytical Reports.
Create a New Report: Click on the Create button and select New Report. Choose to create a report with multiple facts.
Select Primary Fact: In the report builder, select Contract Workspace (Projects) as your primary data fact. This fact contains the core information about each contract case.
Join Additional Facts: To capture all required activities and attributes, join the following facts to the Contract Workspace (Projects) fact. Use the common Project Id or Contract Id field for the join condition:
- Approval History: To get details on approval tasks, including submissions, approvals, and denials.
- Task: For information on all workflow tasks, their start and end dates, and assignees.
- Document: To track document versions, which is crucial for identifying Contract Drafted and Contract Revised activities.
Define Report Fields (Pivoting Logic): The goal is to create a separate row for each business activity. Since the Ariba UI typically creates one row per contract, you must manually define calculated fields or export a wide table and transform it later. The recommended approach is to add columns for each potential event timestamp, for example:
- Workspace Creation Date from the Contract Workspace (Projects) fact.
- Main Document Create Date from the Document fact (filtered for the main agreement and first version).
- Legal Review Start Date from the Task fact (filtered for the specific legal review task).
- Execution Date from the Contract Workspace (Projects) fact.
- Continue adding a dedicated column for the timestamp of each of the 14 required activities.
Select Attribute Fields: Add all required and recommended attribute fields to the report, such as Contract Id, Project Owner (for UserName), Department, Amount (for ContractAmount), and Contract Type.
Apply Filters: Go to the Filters tab. Set a Time Created filter for the Contract Workspace (Projects) fact to limit the data extract to a manageable period, for example, the last 6-12 months. Add any other relevant filters like Project Type to include only contract workspaces.
Run and Export Data: Run the report. The output will be a wide table with one row per contract and many columns for different date events. Export this report to a CSV or Microsoft Excel file.
Transform the Data: The exported file is not an event log. You must transform it. Use a tool like Microsoft Excel Power Query, Python, or a dedicated ETL tool to unpivot the data. For each row in the exported file, create multiple rows in the new file, one for each date column you created in step 5. This process converts the wide format into the long event log format required by ProcessMind.
Format the Event Log: In the transformed file, ensure the columns are named exactly as required: ContractId, ActivityName, EventTime, EventEndTime, UserName, etc. Format the timestamp columns to a consistent format like YYYY-MM-DD HH:MI:SS. Save the final file as a CSV.
Upload to ProcessMind: The resulting CSV file is now ready to be uploaded into your process mining tool.

Configuration

Facts to Include: The report must join several data facts. Start with Contract Workspace (Projects) and join Approval History, Task, and Document facts to gather a complete history.
Date Range: For initial analysis, set a filter on the Time Created field of the Contract Workspace (Projects) fact for the last 6 to 12 months. For large volumes, consider exporting data in smaller quarterly or monthly batches.
Key Filters: It is critical to filter by Project Type to ensure you are only extracting contract workspaces and not other project types like sourcing projects. You may also want to filter by Department or Commodity to focus the analysis.
Data Granularity: Select fields that provide timestamps for specific events, such as task activation dates, approval dates, and document creation dates. Avoid using only the last modified date, as it lacks specific event context.
Prerequisites: Your user account in SAP Ariba needs permissions to create and run analytical reports. This is often assigned to roles like Analysis User or Reporting Administrator.
Performance Considerations: Joining multiple facts and exporting many fields over a long date range can cause the report to run very slowly or time out. Be patient and consider running the report during off-peak hours or in smaller batches.

a Sample Query config

-- This is a logical representation of the report configuration in the SAP Ariba Analytical Reporting UI.
-- The tool does not use a direct query language; you build this logic by selecting facts, fields, and filters.
-- The final step requires transforming the wide export file into this long format.

-- FACT: Contract Workspace (Projects) as c
-- JOIN: Approval History as a ON c."Project Id" = a."Project Id"
-- JOIN: Task as t ON c."Project Id" = t."Project Id"
-- JOIN: Document as d ON c."Project Id" = d."Project Id"

-- Each of the following SELECT blocks represents a set of rows for a specific activity.

SELECT c."Contract Id" AS ContractId, 'Contract Workspace Created' AS ActivityName, c."Time Created" AS EventTime, NULL AS EventEndTime, c."Project Owner" AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Contract Drafted' AS ActivityName, d."Time Created" AS EventTime, NULL AS EventEndTime, d."Created By" AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c JOIN "Document" AS d ON c."Project Id" = d."Project Id" WHERE d."Is Main Agreement" = TRUE AND d.Version = 1
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Internal Review Started' AS ActivityName, t."Activated Date" AS EventTime, t."Completed Date" AS EventEndTime, t.Assignee AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c JOIN "Task" AS t ON c."Project Id" = t."Project Id" WHERE t."Task Name" LIKE '%Internal Review%'
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Legal Review Started' AS ActivityName, t."Activated Date" AS EventTime, t."Completed Date" AS EventEndTime, t.Assignee AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c JOIN "Task" AS t ON c."Project Id" = t."Project Id" WHERE t."Task Name" LIKE '%Legal Review%'
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Contract Revised' AS ActivityName, d."Time Created" AS EventTime, NULL AS EventEndTime, d."Created By" AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c JOIN "Document" AS d ON c."Project Id" = d."Project Id" WHERE d."Is Main Agreement" = TRUE AND d.Version > 1
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Negotiation With Counterparty' AS ActivityName, t."Activated Date" AS EventTime, t."Completed Date" AS EventEndTime, t.Assignee AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c JOIN "Task" AS t ON c."Project Id" = t."Project Id" WHERE t."Task Name" LIKE '%Negotiation%'
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Internal Approval Completed' AS ActivityName, a."Time Completed" AS EventTime, NULL AS EventEndTime, a."Approver" AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c JOIN "Approval History" AS a ON c."Project Id" = a."Project Id" WHERE a."Approval Task Name" LIKE '%Internal Approval Flow%' AND a.Status = 'Approved' AND a."Is Last Approver" = TRUE
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Counterparty Approval Received' AS ActivityName, t."Completed Date" AS EventTime, NULL AS EventEndTime, t.Assignee AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c JOIN "Task" AS t ON c."Project Id" = t."Project Id" WHERE t."Task Name" LIKE '%Counterparty Signature%'
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Contract Executed' AS ActivityName, c."Executed Date" AS EventTime, NULL AS EventEndTime, c."Project Owner" AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c WHERE c."Executed Date" IS NOT NULL
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Contract Activated' AS ActivityName, c."Activated Date" AS EventTime, NULL AS EventEndTime, c."Project Owner" AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c WHERE c."Activated Date" IS NOT NULL
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Compliance Task Completed' AS ActivityName, t."Completed Date" AS EventTime, NULL AS EventEndTime, t.Assignee AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c JOIN "Task" AS t ON c."Project Id" = t."Project Id" WHERE t."Task Name" LIKE '%Compliance%'
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Amendment Initiated' AS ActivityName, c."Time Created" AS EventTime, NULL AS EventEndTime, c."Project Owner" AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c WHERE c."Is Amendment" = TRUE
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Contract Renewed' AS ActivityName, c."Time Created" AS EventTime, NULL AS EventEndTime, c."Project Owner" AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c WHERE c."Is Renewal" = TRUE
UNION ALL
SELECT c."Contract Id" AS ContractId, 'Contract Closed' AS ActivityName, c."Completed Date" AS EventTime, NULL AS EventEndTime, c."Project Owner" AS UserName, c.Department, c.Amount AS ContractAmount, c."Contract Type Name" AS ContractType, c."Legal Contact" AS LegalCounsel FROM "Contract Workspace (Projects)" AS c WHERE c.Status = 'Completed'

Steps

Prerequisite: Register an Application in SAP Ariba Developer Portal. Before you can extract data, you must register a new application in the SAP Ariba Developer Portal. This process will provide you with an Application Key, an OAuth Client ID, and an OAuth Client Secret. Ensure the application is granted the necessary permissions to access the Contract Workspaces API.
Set Up Your Python Environment. Install Python 3 on your machine. Then, install the required libraries for making API requests and handling data. Open a terminal or command prompt and run: pip install requests pandas.
Configure the Python Script. Copy the provided Python script into a file, for example, ariba_extraction.py. Open the file and update the placeholder values in the configuration section at the top. You will need to provide your Ariba Realm, API Key, OAuth Client ID, and Client Secret. You also need to set the desired date range for the extraction.
Understand the Authentication Flow. The script first calls the SAP Ariba API authentication endpoint using your credentials to obtain a temporary access token. This token is required for all subsequent data requests and is automatically included in the headers of API calls made by the script.
Execute the Script to Fetch Contract Workspaces. Run the script from your terminal: python ariba_extraction.py. The script will begin by fetching a list of all contract workspaces that were updated within your specified date range. It handles pagination automatically to retrieve all relevant records.
Fetch Detailed Workspace Data. For each contract workspace identified in the previous step, the script makes a detailed follow-up API call. This call retrieves associated objects like tasks, documents, team members, and the workspace's historical status changes, which are essential for constructing the event log.
Transform API Responses into Events. The core logic of the script iterates through the detailed JSON response for each contract. It intelligently maps different data points, such as the workspace creation date, task status changes, document version uploads, and contract status fields (contractStatus), to the specific activity names required for the event log.
Structure and Enrich the Event Log. As events are identified, they are added to a pandas DataFrame. The script populates the required columns (ContractId, ActivityName, EventTime) and the recommended columns (UserName, ContractAmount, ContractType, etc.) by extracting the relevant values from the API data.
Export the Final Event Log. Once all contract workspaces have been processed, the script saves the complete event log as a CSV file named ariba_contract_management_event_log.csv in the same directory. This file is formatted and ready for upload into ProcessMind.

Configuration

API Credentials: You must obtain the following from the SAP Ariba Developer Portal:
- API_KEY: The application key generated for your registered application.
- CLIENT_ID: The OAuth client ID, a base64 encoded string.
- CLIENT_SECRET: The OAuth client secret.
Realm: Your company's specific SAP Ariba realm name (e.g., 'mycompany-T'). This directs the API calls to the correct data center.
Date Range Filters: It is critical to set the UPDATED_DATE_FROM and UPDATED_DATE_TO parameters to limit the scope of the extraction. A recommended starting range is the last 3-6 months to ensure manageable data volumes and script execution time.
Workspace Filters: The script can be modified to include additional filters in the fetch_workspaces function's API call. You can filter on fields like contractStatus (e.g., 'Active', 'Executed') or projectType to target specific contract types.
Prerequisites: Access requires an active SAP Ariba Contracts subscription with the API feature enabled. You also need a user account with sufficient permissions to register applications on the developer portal and view contract workspace data.

a Sample Query python

import requests
import pandas as pd
import base64
from datetime import datetime, timedelta

class=class="hl-string">"hl-comment"># --- CONFIGURATION --- #
class=class="hl-string">"hl-comment"># Replace with your SAP Ariba realm and API credentials
REALM = class="hl-string">'[Your Ariba Realm]'
API_KEY = class="hl-string">'[Your Application Key]'
class=class="hl-string">"hl-comment"># The OAUTH_CLIENT_ID is your Application Key and a hyphen, base64 encoded.
class=class="hl-string">"hl-comment"># Example: class="hl-string">'yourappkey:' -> class="hl-string">'eW91cmFwcGtleTo='
OAUTH_CLIENT_ID = class="hl-string">'[Your Base64 Encoded OAuth Client ID]'
OAUTH_CLIENT_SECRET = class="hl-string">'[Your OAuth Client Secret]'

class=class="hl-string">"hl-comment"># --- FILTERS --- #
class=class="hl-string">"hl-comment"># Set the date range for contracts to extract (based on last modified date)
UPDATED_DATE_TO = datetime.now().strftime(class="hl-string">'%Y-%m-%dT%H:%M:%SZ')
UPDATED_DATE_FROM = (datetime.now() - timedelta(days=180)).strftime(class="hl-string">'%Y-%m-%dT%H:%M:%SZ')

class=class="hl-string">"hl-comment"># API Endpoints
AUTH_URL = fclass="hl-string">'https://api.ariba.com/v2/oauth/token'
BASE_API_URL = fclass="hl-string">'https://{REALM}.api.ariba.com/api/contracts/v1/workspaces'

class=class="hl-string">"hl-comment"># --- AUTHENTICATION --- #
def get_access_token():
    class="hl-string">"""Authenticates with Ariba API to get an access token."""
    auth_header = {class="hl-string">'Authorization': fclass="hl-string">'Basic {OAUTH_CLIENT_ID}'}
    payload = {
        class="hl-string">'grant_type': class="hl-string">'client_credentials',
        class="hl-string">'client_secret': OAUTH_CLIENT_SECRET
    }
    try:
        response = requests.post(AUTH_URL, headers=auth_header, data=payload)
        response.raise_for_status()
        return response.json().get(class="hl-string">'access_token')
    except requests.exceptions.RequestException as e:
        print(fclass="hl-string">"Error getting access token: {e}")
        return None

class=class="hl-string">"hl-comment"># --- DATA FETCHING --- #
def fetch_paginated_data(url, headers, params):
    class="hl-string">"""Fetches data from a paginated Ariba API endpoint."""
    all_records = []
    page = 0
    while True:
        params[class="hl-string">'page'] = page
        response = requests.get(url, headers=headers, params=params)
        response.raise_for_status()
        data = response.json()
        all_records.extend(data)
        if len(data) == 0: class=class="hl-string">"hl-comment"># Assuming empty list means last page
            break
        page += 1
    return all_records

class=class="hl-string">"hl-comment"># --- EVENT DERIVATION LOGIC --- #
def derive_events_from_workspace(workspace_details):
    class="hl-string">"""Derives multiple event log rows from a single workspace's detailed data."""
    events = []
    case_id = workspace_details.get(class="hl-string">'contractId')
    if not case_id:
        return []

    class=class="hl-string">"hl-comment"># Helper function to create a standard event dictionary
    def create_event(activity, timestamp, user=class="hl-string">'System'):
        return {
            class="hl-string">'ContractId': case_id,
            class="hl-string">'ActivityName': activity,
            class="hl-string">'EventTime': timestamp,
            class="hl-string">'EventEndTime': None, class=class="hl-string">"hl-comment"># Populate if available
            class="hl-string">'UserName': user,
            class="hl-string">'Department': workspace_details.get(class="hl-string">'custom', {}).get(class="hl-string">'Department', None),
            class="hl-string">'ContractAmount': workspace_details.get(class="hl-string">'amount', {}).get(class="hl-string">'amount', None),
            class="hl-string">'ContractType': workspace_details.get(class="hl-string">'contractType', {}).get(class="hl-string">'name', None),
            class="hl-string">'LegalCounsel': next((member.get(class="hl-string">'name') for member in workspace_details.get(class="hl-string">'team', []) if member.get(class="hl-string">'role') == class="hl-string">'Legal Counsel'), None)
        }

    class=class="hl-string">"hl-comment"># 1. Contract Workspace Created
    if workspace_details.get(class="hl-string">'createDate'):
        events.append(create_event(class="hl-string">'Contract Workspace Created', workspace_details[class="hl-string">'createDate']))

    class=class="hl-string">"hl-comment"># 2. Contract Drafted & 5. Contract Revised
    if workspace_details.get(class="hl-string">'documents'):
        main_doc_versions = sorted([v for doc in workspace_details[class="hl-string">'documents'] if doc.get(class="hl-string">'isMainAgreement') for v in doc.get(class="hl-string">'versions', [])], key=lambda x: x[class="hl-string">'createDate'])
        if main_doc_versions:
            events.append(create_event(class="hl-string">'Contract Drafted', main_doc_versions[0][class="hl-string">'createDate'], main_doc_versions[0].get(class="hl-string">'createdBy')))
            for version in main_doc_versions[1:]:
                events.append(create_event(class="hl-string">'Contract Revised', version[class="hl-string">'createDate'], version.get(class="hl-string">'createdBy')))

    class=class="hl-string">"hl-comment"># 3, 4, 7, 11. Task-based activities
    if workspace_details.get(class="hl-string">'tasks'):
        for task in workspace_details[class="hl-string">'tasks']:
            task_name = task.get(class="hl-string">'name', class="hl-string">'').lower()
            if class="hl-string">'internal review' in task_name and task.get(class="hl-string">'startDate'):
                events.append(create_event(class="hl-string">'Internal Review Started', task[class="hl-string">'startDate'], task.get(class="hl-string">'owner')))
            if class="hl-string">'legal review' in task_name and task.get(class="hl-string">'startDate'):
                events.append(create_event(class="hl-string">'Legal Review Started', task[class="hl-string">'startDate'], task.get(class="hl-string">'owner')))
            if class="hl-string">'internal approval' in task_name and task.get(class="hl-string">'completionDate'):
                events.append(create_event(class="hl-string">'Internal Approval Completed', task[class="hl-string">'completionDate'], task.get(class="hl-string">'owner')))
            if class="hl-string">'compliance' in task_name and task.get(class="hl-string">'completionDate'):
                events.append(create_event(class="hl-string">'Compliance Task Completed', task[class="hl-string">'completionDate'], task.get(class="hl-string">'owner')))

    class=class="hl-string">"hl-comment"># 6, 8. Status-based manual activities
    class=class="hl-string">"hl-comment"># This requires interpreting status history, which can be complex. Simplified here.
    if workspace_details.get(class="hl-string">'statusHistory'):
        for status_change in workspace_details.get(class="hl-string">'statusHistory'):
            status = status_change.get(class="hl-string">'status', class="hl-string">'').lower()
            if class="hl-string">'negotiation' in status:
                events.append(create_event(class="hl-string">'Negotiation With Counterparty', status_change[class="hl-string">'date'], status_change.get(class="hl-string">'user')))
            if class="hl-string">'counterparty approval' in status:
                events.append(create_event(class="hl-string">'Counterparty Approval Received', status_change[class="hl-string">'date'], status_change.get(class="hl-string">'user')))

    class=class="hl-string">"hl-comment"># 9. Contract Executed
    if workspace_details.get(class="hl-string">'executionDate'):
        events.append(create_event(class="hl-string">'Contract Executed', workspace_details[class="hl-string">'executionDate']))

    class=class="hl-string">"hl-comment"># 10. Contract Activated
    if workspace_details.get(class="hl-string">'effectiveDate'):
        events.append(create_event(class="hl-string">'Contract Activated', workspace_details[class="hl-string">'effectiveDate']))

    class=class="hl-string">"hl-comment"># 12. Amendment Initiated
    if workspace_details.get(class="hl-string">'isAmendment'):
        events.append(create_event(class="hl-string">'Amendment Initiated', workspace_details[class="hl-string">'createDate']))

    class=class="hl-string">"hl-comment"># 13. Contract Renewed
    if workspace_details.get(class="hl-string">'renewalOfWorkspaceId'):
         events.append(create_event(class="hl-string">'Contract Renewed', workspace_details[class="hl-string">'createDate']))

    class=class="hl-string">"hl-comment"># 14. Contract Closed
    if workspace_details.get(class="hl-string">'closeDate'):
        events.append(create_event(class="hl-string">'Contract Closed', workspace_details[class="hl-string">'closeDate']))

    return events

class=class="hl-string">"hl-comment"># --- MAIN EXECUTION --- #
def main():
    class="hl-string">"""Main function to orchestrate the extraction process."""
    print(class="hl-string">"Attempting to get access token...")
    access_token = get_access_token()
    if not access_token:
        print(class="hl-string">"Failed to get access token. Exiting.")
        return

    print(class="hl-string">"Successfully obtained access token.")
    headers = {
        class="hl-string">'Authorization': fclass="hl-string">'Bearer {access_token}',
        class="hl-string">'apiKey': API_KEY
    }

    print(fclass="hl-string">"Fetching contract workspaces updated from {UPDATED_DATE_FROM} to {UPDATED_DATE_TO}...")
    workspace_params = {
        class="hl-string">'filters': fclass="hl-string">'updatedDateFrom={UPDATED_DATE_FROM}&updatedDateTo={UPDATED_DATE_TO}'
    }
    try:
        workspaces = fetch_paginated_data(BASE_API_URL, headers, workspace_params)
        print(fclass="hl-string">"Found {len(workspaces)} workspaces.")

        all_events = []
        for i, ws_summary in enumerate(workspaces):
            ws_id = ws_summary.get(class="hl-string">'contractId')
            print(fclass="hl-string">"Processing workspace {i+1}/{len(workspaces)}: {ws_id}")
            detail_url = fclass="hl-string">"{BASE_API_URL}/{ws_id}"
            class=class="hl-string">"hl-comment"># Add parameters to get full details
            detail_params = {class="hl-string">'include': class="hl-string">'tasks,documents,team,statusHistory'}
            try:
                ws_details_response = requests.get(detail_url, headers=headers, params=detail_params)
                ws_details_response.raise_for_status()
                ws_details = ws_details_response.json()
                
                events = derive_events_from_workspace(ws_details)
                all_events.extend(events)
            except requests.exceptions.RequestException as e:
                print(fclass="hl-string">"Could not fetch details for workspace {ws_id}: {e}")

        if not all_events:
            print(class="hl-string">"No events were generated. Check API responses and derivation logic.")
            return

        class=class="hl-string">"hl-comment"># Convert to DataFrame and save to CSV
        event_log_df = pd.DataFrame(all_events)
        event_log_df[class="hl-string">'EventTime'] = pd.to_datetime(event_log_df[class="hl-string">'EventTime'])
        event_log_df = event_log_df.sort_values(by=[class="hl-string">'ContractId', class="hl-string">'EventTime'])
        
        output_filename = class="hl-string">'ariba_contract_management_event_log.csv'
        event_log_df.to_csv(output_filename, index=False, date_format=class="hl-string">'%Y-%m-%d %H:%M:%S')
        print(fclass="hl-string">"Successfully created event log: {output_filename}")

    except requests.exceptions.RequestException as e:
        print(fclass="hl-string">"An error occurred during API request: {e}")

if __name__ == class="hl-string">'__main__':
    main()

Your Contract Management Data Template

Your Contract Management Data Template

Contract Management Attributes

Contract Management Activities

Extraction Guides

SAP Ariba Analytical Reporting UI Data Export

Steps

Configuration

a Sample Query config

Python Script using Ariba Contract Management API

Steps

Configuration

a Sample Query python

Ready to Get Started?

Unlock Efficiency in Contract Management, Start Your Trial Now

Your Contract Management Data Template

Your Contract Management Data Template

Contract Management Attributes

Contract Management Activities

Extraction Guides

SAP Ariba Analytical Reporting UI Data Export

Steps

Configuration

a Sample Query config

Python Script using Ariba Contract Management API

Steps

Configuration

a Sample Query python

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Ready to Get Started?

Unlock Efficiency in Contract Management, Start Your Trial Now