BPC Advanced Webinar Series
Generic (All Upstream Solutions)
Managing Users and Monitoring Licenses
October 9, 2013
© 2012 Ariba, Inc. All rights reserved.
BPC Advanced Webinar Series
Managing Users and Monitoring Licenses
Presented by:
Ariba’s Best Practice Center (BPC)
Today’s Presenter:
April Miller
Sr. Consultant, Best Practice Center
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© 2012 Ariba, Inc. All rights reserved.
Managing Users and Monitoring Licenses
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There are 2 license types, generally determined and counted by the system groups associated with
users
Users: Sourcing Agent, Contract Manager, SPM Agent, Commodity Manager, Project Administrator,
Sourcing Approver, etc.
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Team members: Contract Approver, Customization Administrator, Internal User, Senior Analyst,
Template Creator, etc.
Note: Some System Groups (e.g. Customer Administrator) count as a license in each licensed solution
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Certain Project Team Roles can create “Implied” licenses. For example, making an Internal User
a Contract Administrator (project owner) on the Teams tab creates a User License
For further information about your licensing, please refer to your Order Form. Also, your
Account Executive can discuss this with you.
© 2012 Ariba, Inc. All rights reserved.
Managing Users and Monitoring Licenses
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For System Functionality, users are assigned to one or more Global Groups in Administration. These control basic rights to perform actions in the system (e.g., Create Workspace).
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Additional functionality options might include:
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Contract Agent - Members of this group can create contract requests and contract workspaces. Members can create knowledge projects and view
draft documents.
Contract Manager - Members of this group can create contract requests and contract workspaces. Members can read documents marked as
classified and can read all Draft Restricted documents. Members of this group can also create knowledge projects.
Internal User - Members of this group can create contract requests.
Supplier/Customer Manager – adds, edits suppliers or customers
Template Creator – creates, edits and manages templates
Customer User Administrator – creates and manages users and user logins
Senior Analyst – creates custom reports and runs custom and pre-packaged reports
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NOTE: Permissions associated with Global Groups will be inherited for any project teams that a user is assigned to. For example, Contract Administrator global group allows
Project Owner rights to that person for all projects that the person is a team member of.
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Membership in a project group allows users to perform certain tasks at a project level, not a global level. If you want to give a large group of people access to a project, set the
access control rather than adding them as team members. Add people as team members if you have a small group of people who need to receive notifications and participate in the
project.
© 2012 Ariba, Inc. All rights reserved.
Managing Users and Monitoring Licenses
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Let's take a look at the Group Description Matrix in order to see what groups your users
need to do their jobs and what groups occupy a user license verse a team member license
…..
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Let’s also take a look at how to assign users system groups and create custom groups.
We should also talk about how you can make custom groups child groups of system
groups and inherit the permissions.
© 2012 Ariba, Inc. All rights reserved.
Managing Users and Monitoring Licenses
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Roles:
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Roles are "keyrings" - collections of Permissions - which are assigned to Groups. For example, the
role Internal User can Create Contract Procurement Requests, Own and Complete both Request and
Workspace tasks and View Draft Documents.
Roles are typically assigned to Project Groups on the Teams tab of the template by the Template
Owner
Project Owner is a default role. The user that starts (creates) the project is the Project Owner.
The Project Owner (or those with the Project Owner role) can assign a Role to a Project Group
created on the Teams Tab of their project.
In On Demand, you can't create new roles.
© 2012 Ariba, Inc. All rights reserved.
Access Control
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Access rights are controlled on three levels:
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System Permission Functionality: Ability to perform system actions, such as “Create Contract
Workspace”, “Create Contract Request” or “Reporting”.
Role Permission Functionality: Ability to perform actions in projects to which a user has Access, such
as edit attributes, view and edit documents, start and complete tasks.
Access Control (Visibility): Ability to access objects - Projects or Documents - that have been started
by others. There are a number of Visibility settings the most common of which is “Private to Team
Members”
A person with a system level permission (such as edit project) will have that permission
as soon as they are added to a project, regardless of their project level role
© 2012 Ariba, Inc. All rights reserved.
Access Control
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Examples of Access Control
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Private to Team Members - Any team members on the Teams tab, regardless of which Project
Group they belong to, can view the object.
Private to Internal Users - Internal users (given as a System Permission) can view the object.
Owner Only – Only the Project Owner can view the object. This includes not only the direct
owner who initially created the project, but also all users in the Project Owner project group.
• Private to Team Members
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© 2012 Ariba, Inc. All rights reserved.
is the most commonly used.
Project Owner vs Project Team Members
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Project Owner can edit and add anything to Project except:
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Project Team Members can:
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Change a required task inherited from the template to an optional task.
Edit project groups with the template field Can owner edit this Project Group set to No.
Delete objects inherited from the template.
add project documents and tasks
view project attributes
view project items (documents and tasks) if they meet access control requirements view project items (documents and tasks) if they meet access
control requirements.
Project Team Members cannot:
Edit project attributes.
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Edit or view a document if they are not the document owner or do not meet access requirements.
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Edit or submit tasks if they are not the task owner.
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Create tasks for a document if they are not the document owner.
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Add or edit project groups.
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View the project history (the History tab).
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Copy or delete the project.
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Delete message board entries or announcements.
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Create message board labels.
 Ariba,
Change
contract
state (applicable to Ariba Contract Management projects).
© 2012
Inc. Allthe
rights
reserved.
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Team Tab Best Practices
Set up the Templates with groups and roles needed. Contract Template Team tab example:
Team Name
Project Editor
Role
Contract Administrator
(User License)
Description
Same permissions as the Project Owner
Can edit draft and can amend
Full document access
Observer Team Member
(Team License)
Can view workspace, work on tasks
Document access controlled if not member
of Document Access as well.
Document Access
Classified Access
(Team License)
Can view and work on documents where the
document or folder was set to Classified.
Project Owner
Project Owner
(User License)
Has all permissions and gets all notices
(according to Dashboard Preferences)
Full document access
(who can edit)
Project Observer
(who can view)
(who can see confidential documents)
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© 2012 Ariba, Inc. All rights reserved.
Access Control and User License Tracking
Let's take a look at how to set up access control ….
Let’s take a look at some reports you can run to track your user license usage ….
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© 2012 Ariba, Inc. All rights reserved.
Wrap-Up
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Questions and answers will be posted on Ariba Exchange by close-ofbusiness today
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Help us improve this offering
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You’ll be prompted at the conclusion of the webinar
10-question multiple-choice survey
Please join us for our next sessions:
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http://exchange.ariba.com
October 15, 2013 1:00 pm ET Utilizing Ariba Discovery to Connect with New
Suppliers
October 23, 2013 2:00 pm ET Contract Template Admin – Overview, Documents,
and Teams
October 29, 2013 1:00 pm ET Standard Sourcing Templates 101
© 2012 Ariba, Inc. All rights reserved.
Follow Up on Ariba Exchange
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To sign up for Ariba Exchange:
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Go to http://exchange.ariba.com/welcome
Click on the “Register” link, and enter your email address to begin the quick and
easy registration process.
Access the Community on the left-hand side of the screen for the product you are
interested in to see what other customers are saying, and to ask questions and
interact.
Use to tag of “BPC_Webinar” in any of your posts. We will do the same with
any follow up, making it easy for you to use the search term “BPC_Webinar.”
© 2012 Ariba, Inc. All rights reserved.
The BPC and Your Company
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Subscribers to Ariba’s Best Practice Center gain access to experts consultants like your presenter
today and get strategic advice and guidance on getting the most out of your Ariba solutions when
you need it.
Customers Subscribing to the BPC can access additional Advanced Webinar Recordings via
Exchange. Topics include:
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Administrative Features: Enumerations and Mass Edit
Administrative Features: User Management, Data Imports and Exports
Contracts: Preparing the Main Agreement: Document Preparation, Cleansing and Styles
Contracts: The Contract Request Process
Sourcing: Matrix Pricing
Sourcing: Custom Offline Response Sheet
Many more topics on the way!
© 2012 Ariba, Inc. All rights reserved.
The BPC and Your Company
For more information on how the BPC could have an impact at your
company, contact your Customer Engagement Manager.
If you are currently a BPC subscriber, ask your BPC Representative
or your Customer Engagement Manager about how to access these
recordings.
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© 2012 Ariba, Inc. All rights reserved.
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