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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?

• What approach will be used to create “generic” contacts for those suppliers w/o known contact?

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

make it “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


Prepare the import

Option 2: Create Master Data through UI

Go to Setup Master Data Tab

Master Data e.g. Locations

Click New

Add the required location


Prepare the import

Contract documents & Master Agreement .csv

Collect contract documents:

Collect all contract documents from

different locations

Scans (tif, pdf, txt)

MS Word documents (.doc)

This example contains 3 sample contracts

ABC_Contract_0001

ABC_Amendment_0001a

ABC_Price_list_0001b

Download Master Agreement Template

Click Setup Document Setup (Tab)

Agreements Contract Data and Importer


Prepare the import

Master Agreement import file

Preparing the .csv import file will be

the most important and labor intensive

part

Enter all fields in the MA template

into .csv file

BEST PRACTICE:

Mandatory fields are dependent on the

MA-document type (e.g. Standard MA

type vs. IT Hardware MA type).

If you are uncertain about the

mandatory fields, create a sample MA

through the application and check the

different tabs for mandatory entries

Fields with Asterisks or pre-populated

data are mandatory

If you are importing contract files, make

sure to insert the file names into the

FILE_NAME field


Prepare the import

How to get to Contract Importer

Enter the Setup area to access the Contract Importer*

Go to Document Setup

Under Agreements, you can find “Contract Data and Document Importer”

* Make sure the security profile is set correctly and the user has access to the Contract Importer


To start the contract import process, press

In the Wizard mode, you can pick from the following options

Upload Contract Documents and map to existing Master Agreements

Upload Master Agreement Data and Contract Documents together

Upload Master Agreement Data

BEST PRACTICE: Run the import in a simulation mode

Prepare the import

Select Type of Import


Select Location of Files for Import

Upload via FTP Server (1/3)

Contract import via FTP Server

Insert FTP path of contract

documents

Insert FTP user credentials

Upload can be either a single ZIP

archive or a FTP directory

Insert FILE_NAME to map the

contract document to the MA

BEST PRACTICE:

This option is recommended for high

contract volumes

* NOTE: For OnDemand customers, SAP will provide the FTP location where contracts get loaded to in order to be imported to CLM



Upload from local computer (2/3)

Contract import via ZIP format from Local Computer

Search for the ZIP file with contracts on your local desktop

Insert the zip file

Insert FILE_NAME to map the contract document to the MA


Manual contract file upload

Contract files get mapped to

the MA manually

Upload is done one by one

This option is recommended

for small amounts of contracts


Upload files manually (3/3)


Execute the import

Select CSV File for Import (1/3)

Decide on Contract Import option

Preparation of Master Agreement template

Execute the import


Execute the import

Contract Importer: Preview CSV File (2/3)

MA to be

imported

Contract

files to be

imported

CSV file

settings


Execute the Import

Process import (3/3)

Importing

Process the import


Execute the import

Verify: Contract Import success

If everything was set correctly, you should be finishing a complete

successful Contract Import


DOs and DON’Ts

Create files in “indexable” i.e OCR enabled format and take advantage of Global Search capabilities

Import in batches of 500 contracts max.

Run simulation imports in staging environment

Work with your clients to receive the master agreement data in “clean” format (i.e. supplier, location)

Once contract load reaches 1000+ contracts, consider to use import via FTP

Make sure all your Master Data is loaded

Ensure that email alerts on contract document type are turned off before starting contract import

Ensure that all file names are 40 characters or less (including extension)

Be sure to give the contract document display name a meaningful value (e.g., “Original Contract”, “Amendment 1”)

Don’t upload ZIP files with more than 50 MB

Don’t leave testing for the last minute

If possible, don’t make the first import in the Production environment

DO

’s

DO

N’T

’s


Downloads and Links

SAP CLM Contract importer Blog:

Part 1: http://www.sdn.sap.com/irj/scn/weblogs?blog=/pub/wlg/23152

Part 2: http://www.sdn.sap.com/irj/scn/weblogs?blog=/pub/wlg/24218

SAP eLearning videos:

Contract imports

Master Data import

Sample contracts and .CSV files:

Sample contract load:

Sample .CSV file:

Sample project plan:

Sample project plan:

Can be imported into

SAP Sourcing Projects

http://www.sdn.sap.com/irj/scn/weblogs?blog=/pub/wlg/23152

http://www.sdn.sap.com/irj/scn/weblogs?blog=/pub/wlg/24218


Webcast Feedback

Questions and Answers (1/4)

1. Does the FTP option support ftps:// or sftp:// as well ?

No, this option is not supported yet.

2. What version is being shown on the slides?

Version 7.0

3. Recently some new fields in our Master Agreement Template have been created which are not

appearing in our bulk upload template. How can these new fields be added into the workbook

so that this additional master data can be uploaded into CLM?

Fields can be added to the template if they are single extension fields. The column header is the

attribute ID defined in the extension attribute

4. Is integration/import of data from Documentum tool possible?

For a one-time load tooling is required to extract the data and documents from Documentum and put

that into the format which is understood by CLM (this has been done by at least one customer). If it is

planned to integrate to Documentum, this requires custom development.

5. If for legacy contracts, there is an active outline agreement in SAP ERP, how can that existing

OA can be linked to the uploaded contract?

This is generally possible but requires custom development.


Webcast Feedback


6. Can clauses be imported to the clause library, or does they have to be manually created?

On-Premise customers have the ability to import clauses into the clause library using the clause and

content importers. This is not available for On-Demand customers because access to the Application

Server is required, thus On-Demand customers have to create clauses manually

7. From which version onwards is this functionality available in CLM?

This functionality is available from 7.0 onwards (Wave 7 for OnDemand)


Version 7.0

9. Can the project plan be imported in SAP Sourcing?

The project plan for the contract import project is available as a CSV-file and can be imported into the

SAP Sourcing Projects module. The file can be requested via email to [email protected]

10. Can complex pricing and line item rebates be imported via Contract Importer?

Yes (is planned to be available in Wave 9 / 9.0).

11. The Contracts Workbook, it has three tabs, Contracts, Sub Agreements and contract line items.

I wanted to check that in this case contract = master agreement?

Please use the templates which are available in the Contract and Document Importer

mailto:[email protected]


Webcast Feedback


12. If a customer has this already created the importer in E-Sourcing 5.1, can the custom jar be de-

comissioned once upgraded to SAP Sourcing 7.0?

Yes, in fact it is not supported in 7.0 - as the new functionality replaces that custom jar


Version 7.0

14. Can contracts be imported from CLM to SRM now ?

This functionality will be available in 9.0 / Wave 9.

15. What about master agreement IDs? Is it not recommended to use a different structure in the IDs

of the imported the master agreements than in the IDs of the ones created manually in order to

avoid issues with the numbering table?

IDs can be imported and/or they can be generated by the numbering table. It is more based on what the

numbering actually is.

16. Currently, using the E-Sourcing 5.1 importer. Attachments are sent to the ''Attachments'' section

rather than the ''Contract Documents'' tab in a Master Agreement. Is this functionality the same

in SAP Sourcing 7.0? Do we have the option to specify where they are located (attachments

button, or Contract Docs tab)

In the template the option for attachment is available. Alternatively, the files may be loaded as contract

documents.


Webcast Feedback


17. In the upcoming version SAP Sourcing 9.0 – there is a planned feature for hierarchies. Is this

supported with the Contract Importer so that upon import, the hierarchy is established?

Yes, this is planned to be supported.

18. When will the integration of CLM to SRM be available ?

This feature will be available upon the release of SAP Sourcing 9.0.

19. Do you see organizations creating only Master agreements in CLM and have the line item details

in Operational Contract in SRM and/or ECC?

Yes, this has been done by customers.

20. Do we have comparison of functionalities in CLM that are made available in On-premises vs.

Cloud?

For the most part, the OnDemand and OnPremise version are Functionally identical

21. SAP CLM 9.0 is planned to have an integration to SRM. What version of SRM will this integration

be compatible to?

SRM 7.00+

22. When will Service Infolines from ECC to help support Service Contracts be addressed in SAP

CLM, this is a pain area now, is there a workaround to handle Service Contracts involving

Service Masters (AC03) from ECC?

Simple Service contracts are supported since Wave 8 (i.e. will be available in SAP Sourcing 9.0 for On-

Premise). Complex contracts having a service master and/or service hierarchies will be supported using

the integration between SAP Sourcing and SRM (coming up in 9.0 / Wave 9)

Appendix


Sample project plan for Contract imports (1/6)

# Step Description

1 Kick Off Meeting Kick off meeting that includes all members of the team that will be preparing

and for the contract load. The meeting covers the goals and objectives of the

load as well as the overall timelines. Establish scope which may include

phases for the load

2 Preparation for Education / Training Preparation for the training involves creation of appropriate training materials,

preparation of the import file templates, and any other information needed for

the members to be properly enabled for their assigned tasks.

3 Education / Training Training and education for all members of the team. This includes how the

data should be collected and prepared for the load. The training also covers

the CLM import file specifications and techniques that will help the users

create the import files.

4 Preparation of Currencies Ensure that all required currencies are available in the system or have an

appropriate import file created for them.

5 Preparation of Units of Measure Ensure that all required UOMs are available in the system or have an

appropriate import file created for them

6 Preparation of Product Categories Ensure that all required Product Categories are available in the system or

have an appropriate import file created for them. If using an SAP-backend,

typically the Product Category is the Material Group.

7 Preparation of External Categories Ensure that all required External Categories are available in the system or

have an appropriate import file created for them (NOTE: External Categories

are often not used).

8 Preparation of Contract Phase Cfg. If importing the related attachments, at least one Contract Phase

Configuration must be setup and associated with the Contract Document

Types


# Step Description

9 Preparation of Companies Ensure that all required Companies are available in the system or have an


10 Preparation of Locations Ensure that all required Locations are available in the system or have an


11 Preparation of Organizational Units Ensure that all required Organizational Units are available in the system or

have an appropriate import file created for them

12 Preparation of Purchasing Orgs Ensure that all required Purchasing Orgs are available in the system or have

an appropriate import file created for them (NOTE: may not be necessary if

non-SAP backends).

13 Preparation of Purchasing Groups Ensure that all required Purchasing Groups are available in the system or

have an appropriate import file created for them (NOTE: may not be

necessary if non-SAP backends).

14 Preparation of IncoTerms Ensure that all required IncoTerms are available in the system or have an


15 Preparation of Transaction Types Ensure that all required Transaction Types are available in the system or have


non-SAP backends).

16 Preparation of Payment Terms Ensure that all required Payment Terms are available in the system or have an


17 Preparation of Company Codes Ensure that all required Company Codes are available in the system or have


non-SAP backends).



# Step Description

18 Preparation of Plants Ensure that all required Plants are available in the system or have an

appropriate import file created for them (NOTE: may not be necessary if non-

SAP backends).

19 Preparation of Master Agreement Types Ensure that all required Master Agreement Types are available in the system

or have an appropriate import file created for them

20 Preparation of Contract Document

Types

Ensure that all required Contract Document Types are available in the system

or have an appropriate import file created for them

21 Test imports of Master / Cfg Data Each import file that is created for the master and configuration data should be

tested. The testing should begin with just a few rows for data (< 5) to ensure

the basic format and structure of the file is correct. Eventually, it is best to load

all data that is in the import files to ensure there are no issues. Validation of

the results should be performed by selectively reviewing the imported data in

the user interface to ensure it is correct.

22 Preparation of Materials Prepare import file for all materials that will be referenced on contract line

items (NOTE: Materials are not required and often not use for legacy load).

23 Test imports of Materials Test the import of the materials file to ensure it loads successfully. Start with

just a few rows of data (< 5) then proceed to test the full import. Validate the

data by checking the material object in the CLM user interface.

24 Preparation of Line Items Prepare import file for all contract line items that will be loaded. The contract

line items must refer back to the containing Master or Sub Agreement. Ensure

these references are correct by coordinating with the person creating the

agreement import files (NOTE: It is not a requirement to load line items and

they are often not loaded).



# Step Description

25 Preparation of Suppliers Prepare import file for all suppliers that will be required for all contracts.

Ensure that any parent / child relationships are included in the import files.

Also ensure that any attributes (e.g., business classification information) have

been set in the import files. Ensure the EXTERNAL_ID column is properly

populated and communicated to the team creating the contract import files as

this is the field that is referenced in the contract import files.

26 Preparation of Supplier Contacts Prepare import file for all supplier contacts that will be referenced by all

contracts. This may include creating "generic" contacts for suppliers where

there is no known contact.

27 Test imports of Suppliers / Contacts Begin by doing a test of just a few suppliers in the created import file. Ensure

that the data is populating in the correct fields by checking the user interface

for the import suppliers.

28 Preparation of Master Agreements /

CDs

Prepare the import file for the master agreements. This includes populating all

of the CLM required data as well as any data specifically required. Additionally,

if contract image files are being upload, the file specification (FILE_NAME

column) needs to be provided. Coordination with the person collecting the

contract image files is also necessary to ensure that the ZIP files correspond

to the contents of the master agreement CSV. That is, if a ZIP file for contract

images is for 10 master agreements, a separate CSV for those 10 master

agreements is required. The import should be done in bundles such as this to

conform with the recommended ZIP file size of 50MB.

If the data being collected is global in nature and contains international

characters, the metadata files should be created as Unicode files.



# Step Description

29 Preparation of Sub Agreements / CDs Prepare the import file for the sub agreements. This includes populating all of

the CLM required data as well as any data specifically required for this

implementation. Additionally, if contract image files are being upload, the file

specification (FILE_NAME column) needs to be provided. Coordination with

the person collecting the contract image files is also necessary to ensure that

the ZIP files correspond to the contents of the sub agreement CSV. That is, if

a ZIP file for contract images is for 10 sub agreements, a separate CSV for

those 10 master agreements is required. The import should be done in

bundles such as this to conform with the recommended ZIP file size of 50MB.

The sub agreement import file must also have a reference to the parent

master agreement.

30 Collection of Contract Image Files All contract image files that are being imported should be collected, ideally on

a single file server using a separate directory for each agreement that is being

loaded. Separating the files into unique sub-directories helps ensure that

duplicate file names do not overwrite one another. File name lengths should

be kept to 40 characters or less and only include Roman alphabet

characters (some symbols such as - and _ are also fine)

31 Preparation of Import ZIP files If the contract import process is using the ZIP file upload procedure, then ZIP

files need to be created. In general, CLM supports upload ZIP files that are 50

MB or less. As a result, it is best to organize the ZIP files and agreement

import CSV files in bundles where the ZIP is within that size specification.

32 Preparation of FTP processing If the contract import process is using FTP to make the files available for the

upload process, this task is to ensure the FTP procedures are complete and

tested. Additional coordination with SAP Hosting is required for Hosted or

OnDemand CLM solutions.



# Step Description

33 Preparation of other import files Any other import files that are required also need tasks. This is a placeholder

task to create those files. Those might be required, for example, if any

extension collections are being imported onto the agreements.

34 Test Thorough testing of the finalized contract import files should be performed.

Start with a small number of contracts (< 5) to validate the files and procedure.

Testing should validate that the data loads correctly, appears correct in the

user interface, and that no extraneous emails are generated out of the system

during the load.

35 Develop procedure for production load Prepare the procedure for performing the full load of master and configuration

data along with contract data into the production system.


Thank You!

Contact information:

SAP Sourcing / CLM Center of Excellence

245 First Street, 16th Floor

02142 Cambridge, MA


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