SAP Ariba Sourcing Business Blueprint

Certainly. Below is a comprehensive SAP Ariba Sourcing Business Blueprint (BBP) for XYZ
Company, strictly following SAP BBP structure, language, and your detailed instructions.
Each major section begins with [[[PAGE_BREAK]]] as requested.

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SAP Ariba Sourcing Business Blueprint (BBP)
XYZ Company
Meta Data

Project Name:
XYZ Company SAP Ariba Sourcing Implementation

Author:
[Your Name]

Revision History

Version Status Date Author Change

0.1 Draft
0.2 Draft
1.0 Final
Document Review/Approval History
Ernst & Young LLP
Sign-off
[Name, Title, Signature, Date]

Document Review/Approval History

XYZ Company
Sign-off
[Name, Title, Signature, Date]
Table of Contents

Project Background.....................................................4
Introduction..........................................................6
Process Overview....................................................6
Challenges and Opportunities........................................9
Purpose and Objectives...............................................12
1.2 Sign Off Parties.................................................13
Business Blueprint Document (BPD) Change Governance..................14
Introduction – SAP Ariba Sourcing....................................15
4.1 SAP Ariba Sourcing Concepts......................................17
Business Process Master List (BPML)..................................21
As-Is Process Description............................................23
To-Be Process Design – SAP Ariba Sourcing............................34
Integration Architecture – SAP Ariba Sourcing........................46
Dependency...........................................................49
Approval Matrix......................................................51
Event Status.........................................................54
Configuration/Customization Requirements.............................56
Reporting & Analytics................................................59
Change Management....................................................61
Glossary.............................................................64
1. Project Background
XYZ Company is embarking on a strategic initiative to transform its procurement and
sourcing operations by implementing SAP Ariba Sourcing. The company currently operates
in a highly competitive, regulated environment with complex direct and indirect
procurement needs, including CapEx, IT/software, and services. The existing sourcing
processes are fragmented, with significant manual intervention, inconsistent
documentation, and limited integration across systems.

XYZ Company has engaged Ernst & Young LLP to support the end-to-end implementation of
SAP Ariba Sourcing. The goal is to drive procurement efficiency, increase process
transparency and control, standardize sourcing practices, and automate manual activities
across all business units and spend categories.

This Business Blueprint (BBP) documents the current (“As-Is”) state of sourcing processes,
the proposed (“To-Be”) SAP Ariba-enabled solution, the roles and organizational structures
involved, master data requirements, and the detailed functional design. The BBP forms the
foundation for subsequent configuration, testing, and deployment activities.

The overarching objective is to harmonize and automate sourcing processes, align with
industry best practices, and create a scalable, future-proof procurement function that
supports XYZ Company’s growth and compliance imperatives.
Introduction

Process Overview

XYZ Company’s current sourcing process for defining supplier requirements is managed
through a combination of standardized templates and category-specific documentation,
varying significantly by spend category and business unit. For Direct Materials,
Procurement works in close collaboration with Engineering and Quality teams to capture
technical specifications using structured SAP Ariba templates, supported by attachments
such as BOMs, drawings, and compliance standards. Vendor certifications and supplier
performance history are mandatory documentation elements. The process is highly
detailed, with precision critical to production continuity. Requirement drafts are reviewed
and, if necessary, routed for approval via Ariba’s workflow, but updates and version control
are managed manually.

For Indirect Materials, requirements are typically provided by the requester or business
unit, often referencing past purchases or catalog items. Documentation is less formal and
focuses on delivery timelines, pricing, and ease of ordering, with limited system-driven
validation or approval workflow in Ariba. For regulated items, additional checklists are
attached, but updates are communicated manually.

Services sourcing begins with business units and Procurement co-authoring a Statement of
Work (SoW), which includes scope, milestones, and performance expectations. Legal and
HR review and sign-off are mandatory for compliance, but the process is largely manual,
with approvals captured via email or Ariba’s document approval feature.

CapEx sourcing involves detailed specification gathering by project teams, Finance, and
Procurement, using CapEx templates that require business case justifications and budget
approvals. Vendor capability and alignment with asset management plans are explicitly
documented, with formal approval prior to sourcing event initiation.

IT and Software Licensing requirements are defined by IT, Legal, InfoSec, and business
units, with a strong focus on compliance, data protection, and integration. Templates
mandate fields for licensing, security, and audit logging, with mandatory Legal and InfoSec
sign-off. However, periodic review and updates are manual.

Across all categories, technical and regulatory requirements are referenced from a mix of
external standards (ISO, GDPR, labor laws) and internal policies. While Ariba is used for
documentation and some approvals, there are significant gaps in automation, version
control, and compliance tracking. Supplier adherence is monitored through manual audits
and reviews, with no automated system for ongoing compliance.

The sourcing process typically begins with a business need identified by a department,
communicated via email or internal requisition forms. Market research is conducted by
sourcing specialists, with varying depth by spend category. The process includes supplier
shortlisting, RFQ/RFP issuance, proposal evaluation, and multi-level approvals—most of
which are managed manually or via email, with documentation stored in shared drives.
Purchase Orders (POs) are generated in Ariba for catalog items, but otherwise created
manually in the legacy ERP.

Contract drafting and signing are similarly fragmented. For complex equipment, custom
contracts are drafted with input from Engineering, Legal, and Finance, using a CLM tool that
is only partially integrated with SAP. For standard materials, pre-approved templates or
master agreements are used, with workflow-based approvals in Ariba or S/4HANA. Services
contracts require functional owner and Legal review. Manual coordination is still required
for document archiving and cross-system updates.

Stakeholders include Procurement, Engineering, Quality, Finance, Legal, HR, IT, and
business units. Key SAP modules are SAP Ariba Sourcing, SAP Ariba Contracts, and
S/4HANA, with integration points for PR/PO processing and master data synchronization.

Challenges and Opportunities

Category Pain Point Description

Manual Effort High dependence on email, spreadsheets,
and shared drives for documentation,
approvals, and communication.
Delays Manual approval routing and fragmented
communication channels cause process
bottlenecks and slow decision-making.
Compliance Inconsistent application of regulatory and
internal policy requirements across
categories and events.
Version Control No automated versioning or periodic
review triggers for requirement or contract
documentation in Ariba.
Documentation Quality Incomplete or inconsistent documentation,
especially in indirect and services
categories.
Integration Limited integration between Ariba, CLM,
and legacy ERP systems, leading to
duplicate data entry and errors.
Auditability Lack of end-to-end audit trails for sourcing
events, approvals, and contract changes.
Supplier Monitoring Manual and reactive monitoring of supplier
compliance and performance post-award.
Scalability Current processes are not scalable to
support business growth or increased
regulatory complexity.
Purpose and Objectives

The purpose of the Business Blueprint phase is to prepare a comprehensive Business

Process Design Document (BPDD) based on detailed requirement gathering workshops and
validation of predefined solution designs. This document outlines how XYZ Company
intends to operate its sourcing and procurement processes using the SAP Ariba Sourcing
solution.

The scope of this BBP includes all sourcing-related processes, from requisitioning and
requirements definition, through market research and supplier selection, to contract
drafting, awarding, and integration with external systems such as S/4HANA and CLM. The
BBP also addresses master data requirements, user roles, approval structures, compliance
controls, and reporting needs.

Key processes addressed in this blueprint include:

 Sourcing intake and requirement definition

- Market research and supplier identification
- RFQ/RFP event creation and management
- Supplier evaluation and selection
- Contract drafting, negotiation, and approval
- Purchase Order (PO) creation and integration
- Supplier performance and compliance monitoring
- Reporting and analytics
- Change management and training

This BBP will serve as the baseline for subsequent solution configuration, test script
development, functional and technical specification creation, and successful implementation
for XYZ Company.
1.2 Sign Off Parties

The following key stakeholders from XYZ Company are responsible for reviewing and
signing off on the Business Blueprint Document:

 Business Process Owners (BPOs): Accountable for process definition, compliance, and
alignment with business objectives.
- Business Process Leads (BPLs): Responsible for process execution, user training, and
change management within their departments.
- Procurement Leadership: Oversee sourcing strategy and ensure alignment with
company goals.
- IT Functional Leads: Ensure technical feasibility, system integration, and data security.
- Finance Representatives: Validate budget controls, approval thresholds, and
compliance with financial policies.
- Legal and Compliance Officers: Ensure adherence to regulatory and contractual
requirements.

These sign-off parties will provide formal approval upon validation of the BBP, ensuring
that all business, functional, and technical requirements are accurately captured.
Business Blueprint Document (BPD) Change Governance

The Business Blueprint Document (BPD) will be version-controlled starting at v0.1. Each
subsequent edit or update will increment the version by 0.1 (e.g., v0.2, v0.3) to reflect
ongoing revisions and stakeholder feedback. When the document is finalized and ready for
formal approval, the version will be updated to the next whole number (e.g., v1.0), with a
corresponding note in the Revision History such as “Issued for sign-off.” All changes,
including scope adjustments and content updates, will be logged in the Revision History
table for full traceability.
Introduction – SAP Ariba Sourcing

SAP Ariba Sourcing is a leading cloud-based solution designed to streamline, automate, and
standardize the strategic sourcing process within the SAP procurement landscape. As part
of the SAP Ariba suite, it enables organizations to manage sourcing events, supplier
collaboration, and contract negotiations on a single digital platform.

The module supports the full sourcing lifecycle, including requirements definition, market
research, RFx event management, supplier evaluation, awarding, and contract integration.
By leveraging workflow automation, template-driven processes, and seamless integration to
SAP S/4HANA and other systems, SAP Ariba Sourcing drives efficiency, transparency, and
compliance—enabling digital transformation and operational excellence in procurement.
4.1 SAP Ariba Sourcing Concepts

Project Types
- Sourcing Project (Full Project):
A comprehensive sourcing initiative that includes detailed requirements, multiple RFx
events, team collaboration, and document management. Used for complex or high-value
categories, such as CapEx or strategic services.
Example: Sourcing a new production line involving engineering, finance, and legal teams.

 Quick Project:
A simplified sourcing event for routine or low-value purchases, focusing on rapid
execution with minimal documentation and fewer approval steps.
Example: Spot-buy of office supplies.

Document Types
- RFx Documents (RFI, RFP, RFQ):
- RFI (Request for Information): Used to gather general information and prequalify
suppliers.
- RFP (Request for Proposal): Solicits detailed proposals and pricing for complex
requirements.
- RFQ (Request for Quotation): Requests price quotes for well-defined goods or services.
Each document type supports structured supplier responses and evaluation.

 Auction:
Real-time, competitive bidding event where suppliers submit pricing in response to
defined requirements. Used to drive price optimization for commoditized categories.
 Statement of Work (SoW):
A document detailing the scope, deliverables, timelines, and performance expectations
for services procurement.
Example: IT implementation project SoW.
 Contract Workspace:
A collaborative environment for drafting, reviewing, and approving contracts,
integrating with Ariba Contract Management.

User Roles
- Project Owner:
Responsible for overall management of the sourcing project, including event creation,
supplier invitations, and team coordination.
- Category Manager:
Oversees sourcing strategy, supplier selection, and compliance for assigned spend
categories.
- Buyer:
Executes sourcing events, evaluates supplier responses, and manages communication.
- Approver:
Reviews and approves sourcing events, award decisions, and contracts based on delegated
authority.
- Supplier:
Responds to RFx events, submits proposals, and participates in auctions.
- Evaluator:
Provides technical, commercial, or compliance input during supplier evaluation.

Supplier Interactions
- Supplier Registration:
Onboarding process for new suppliers, including qualification, compliance checks, and
approval.
- Supplier Response:
Submission of proposals, quotes, or information in response to RFx events.
- Negotiation:
Iterative communication and clarification between buyer and supplier during event.
- Award Notification:
Formal communication of supplier selection and next steps.

Process Flow Integration

- PR Integration:
Purchase Requisitions (PRs) created in S/4HANA can trigger sourcing events in Ariba.
- PO Integration:
Awarded events generate Purchase Orders (POs) in S/4HANA via integration.
- Contract Integration:
Finalized contracts in Ariba are referenced in S/4HANA for compliance and spend tracking.

Subtypes and Variations

- Quick vs Full Project:
Quick Projects are used for low-risk, low-value sourcing with minimal steps. Full Projects
support complex, multi-stage sourcing with detailed documentation and approvals.
- RFI vs RFP vs RFQ:
RFI gathers general supplier information; RFP solicits detailed proposals; RFQ focuses on
price for well-defined needs.
- Forward vs Reverse Auctions:
Forward Auctions (buyer sells, suppliers bid up); Reverse Auctions (buyer buys, suppliers
bid down).

Scenario Example
A CapEx Full Project includes:
- Initiation by Project Manager
- Requirement definition with Engineering and Finance
- RFI to prequalify suppliers
- RFP for detailed proposals
- Technical and commercial evaluation
- Multiple approval layers
- Contract drafting and negotiation
- PO creation in S/4HANA
Business Process Master List (BPML)

Sourcing Sub- Key Approval Tools/ Compliance/

Category Processes Stakeholder Structure Templates Policy Rules
s
Direct PR creation, Procuremen DOA, Multi- SAP, Ariba, ISO, Internal
Materials RFQ, t, Eng, level Excel Specs
Technical Quality
Eval, Award,
PO
Indirect PR, Spot Procuremen Single/ SAP, Ariba, Playbooks,
Materials Buy, Catalog, t, Requester Multi-level Catalog Spend Limits
RFQ, Award,
PO
CapEx Budget Project, Eng, Capital Excel, Ariba CapEx
Approval, Finance Committee Policy,
RFP, Eval, Budget
Award, PO Approval
Services SoW, RFP, Procuremen DOA, Ariba, SoW Labor Law,
Eval, Award, t, BU, Legal, Legal/HR Template IP,
Contract, PO HR Insurance
IT/Software Req, RFP, IT, Legal, IT/Legal/ Ariba, GDPR, Data
Security InfoSec, Proc InfoSec Checklist Security
Checklist,
Eval, Award
As-Is Process Description

Direct Materials

Steps As-Is Process – Direct Materials

1 Business need identified by Engineering or
Production.
2 Procurement collaborates with
Engineering/Quality to define
requirements using Ariba templates and
attachments.
3 Vendor certifications and approved
supplier lists referenced; performance
history checked.
4 Requirements reviewed by technical
stakeholders; approval via email or Ariba
workflow (manual routing).
5 Updates to requirements managed
manually; notifications sent via email.
6 Sourcing event initiated in Ariba; RFQ
created and sent to shortlisted suppliers.
7 Supplier responses received in Ariba;
technical and commercial evaluation
performed using Excel.
8 Evaluation results consolidated manually;
approval required from multi-level
stakeholders.
9 PO created in legacy ERP; confirmation and
delivery tracked manually.
10 Documentation stored in shared drives; no
automated version control.
Indirect Materials

Steps As-Is Process – Indirect Materials

1 Requester submits PR or spot buy request
via Ariba or email.
2 Procurement reviews request; checks
catalog or past purchases.
3 If catalog item, process is auto-approved;
else, RFQ issued via Ariba or email.
4 Supplier quotes received; procurement
reviews and selects supplier.
5 PO created in Ariba or ERP; confirmation
tracked manually.
6 Documentation is informal; approvals
handled via email for non-catalog items.
CapEx

Steps As-Is Process – CapEx

1 Project team identifies need; prepares
business case and budget request.
2 Budget approval obtained from
Finance/Capital Committee.
3 Requirements defined with Engineering;
CapEx template used.
4 Market research performed manually;
vendor capability assessed via third-party
data.
5 RFP issued via email or Ariba; supplier
proposals received.
6 Cross-functional evaluation; scoring done
in Excel.
7 Multiple approval layers; documentation
stored in shared drives.
8 PO created in ERP; delivery tracked
manually.
Services

Steps As-Is Process – Services

1 Business unit collaborates with
Procurement to define SoW.
2 Legal and HR review SoW for compliance;
manual approval via email.
3 RFP issued via Ariba; supplier proposals
received.
4 Evaluation performed manually; approvals
via email or Ariba.
5 Contract drafted, reviewed, and signed;
storage in CLM and manual reference in
SAP.
6 PO created; delivery and performance
tracked manually.
IT/Software Licensing

Steps As-Is Process – IT/Software Licensing

1 IT, Legal, InfoSec, and BU define
requirements using Ariba templates and
checklists.
2 Security and compliance requirements
documented; legal sign-off mandatory.
3 RFP issued via Ariba; supplier responses
reviewed for compliance, security, and
pricing.
4 Evaluation by IT, InfoSec, and Legal;
approvals via email.
5 Contract drafted and signed; stored in CLM.
6 PO created in ERP; license management
handled manually.
Flow diagrams for each process are attached as Appendix A.
To-Be Process Design – SAP Ariba Sourcing

All categories have been mapped to either Integrated or Non-Integrated To-Be flows based
on As-Is process triggers.

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Direct Materials – Integrated To-Be Process

1. Requirements captured in SAP Ariba Sourcing using category-specific

templates.
2. Automated workflow routes requirements to Engineering, Quality, and
Compliance for review and approval.
3. Reference standards and compliance checklists embedded in
templates; periodic review triggers configured.
4. Sourcing event (RFQ) initiated in Ariba; supplier invitations managed
via system.
5. Supplier responses received and evaluated in Ariba; technical and
commercial scoring captured digitally.
6. Approval workflow automated based on DOA; audit trail maintained.
7. Awarded supplier triggers PO creation in S/4HANA via CIG integration.
8. Supplier performance and compliance monitored in Ariba and
S/4HANA; alerts for non-compliance automated.
9. Documentation version-controlled and stored centrally in Ariba.
Sr. No. Process Task Role Description System
1 Initiate Requester Fill sourcing SAP Ariba
sourcing intake form
request with
requirements
2 Review Category Validate and SAP Ariba
requirements Manager assign
reviewers
3 Approve Engineering/ Technical and SAP Ariba
requirements QA compliance
review
4 Launch RFQ Buyer Create and send SAP Ariba
event RFQ to
suppliers
5 Evaluate Evaluation Technical and SAP Ariba
supplier Team commercial
responses scoring
6 Approve award Approver Multi-level SAP Ariba
decision approval as per
DOA
7 Generate PO System PO auto- S/4HANA
created in
S/4HANA
8 Monitor Category Ongoing Ariba/S4HANA
supplier Manager compliance and
performance performance
tracking
Key Roles

 Category Manager: Oversees end-to-end sourcing, ensures compliance.

- Buyer: Executes RFQ, manages supplier communication.
- Engineering/QA: Reviews technical requirements.
- Approver: Approves events and awards per DOA.
- Supplier: Responds to sourcing events.
- Evaluation Team: Scores proposals.

Pain Points Addressed:

Manual routing, version control, compliance gaps, auditability.

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Indirect Materials – Integrated To-Be Process

(Similar structure as above, with catalog integration, automated approval for low-value
items, and exception routing for non-catalog requests.)

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CapEx – Non-Integrated To-Be Process

1. Project team submits sourcing request in Ariba with business case and
budget attached.
2. Automated workflow routes request to Finance for budget approval.
3. Requirements captured in CapEx templates with reference standards.
4. Market research and supplier prequalification managed via Ariba
Discovery and Business Network.
5. RFP event initiated in Ariba; supplier responses evaluated digitally.
6. Multi-layered approval workflow for high-value events.
7. Award triggers PO creation in S/4HANA; contract workspace used for
negotiation and signing.
8. Supplier performance linked to requirement documentation for
compliance monitoring.
Sr. No. Process Task Role Description System
1 Submit CapEx Project Attach business SAP Ariba
sourcing Manager case, budget
request approval
2 Approve budget Finance Review and SAP Ariba
approve
funding
3 Define Engineering Enter detailed SAP Ariba
requirements specs,
compliance
standards
4 Prequalify Buyer Use Ariba SAP Ariba
suppliers Discovery for
market
research
5 Launch RFP Buyer Issue RFP to SAP Ariba
qualified
suppliers
6 Evaluate Evaluation Cross- SAP Ariba
proposals Team functional
scoring in Ariba
7 Approve award Capital Final approval SAP Ariba
Committee as per CapEx
policy
8 Generate PO System PO created in S/4HANA
S/4HANA
9 Contract Legal/ Draft, negotiate, Ariba CLM
execution Procurement and sign
contract in
Ariba CLM
Key Roles
 Project Manager: Initiates and coordinates CapEx sourcing.
- Finance: Budget approval and compliance.
- Engineering: Technical definition.
- Buyer: Manages event and supplier communication.
- Evaluation Team: Multi-disciplinary scoring.
- Capital Committee: Final approval.

Pain Points Addressed:

Manual budget checks, fragmented documentation, lack of audit trail.

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Repeat similar To-Be process tables for Services and IT/Software Licensing, reflecting
category-specific automation, compliance, and integration improvements.
Integration Architecture – SAP Ariba Sourcing

Sub- Source Target Integrati Middlew Trigger Frequen Error

Process System System on Type are cy Handling
PR to S/ Ariba Outboun CIG PR Real- Email
Sourcing 4HANA d Creation time alert,
Event retry
Award Ariba S/ Inbound CIG Award Real- Error
to PO 4HANA Decision time log,
Creation manual
fix
Contract Ariba Ariba Internal - Contract Real- System
Workspa Sourcing CLM API Award time notificati
ce Link on
Supplier Ariba S/ Outboun CIG Event Schedule Exceptio
Perform 4HANA d Completi d n report
ance on
Master S/ Ariba Outboun CIG Schedule Daily Error log
Data 4HANA d d Job
Sync
Integrated approach is selected for Direct and Indirect Materials due to PR-based triggers;
Non-Integrated for CapEx and complex services where the process starts before PR
creation.
Dependency

Master Data

Object Name Source System Sync/Load Description

Approach
Supplier Master S/4HANA CIG, scheduled sync Core supplier data
for sourcing and
compliance
Material Master S/4HANA CIG, scheduled sync Item data for
direct/indirect
procurement
User Master Ariba Manual/HR User roles and
interface permissions in
sourcing events
Category Hierarchy Ariba Manual setup Spend categories for
event templates and
reporting
Approval Matrix Ariba Manual config DOA rules for
workflow
automation
Systems

Sr. No. System Name Description / Purpose in

Process
1 SAP Ariba Sourcing events, supplier
collaboration, contract
workspace
2 SAP S/4HANA Purchase requisition, PO,
master data management
3 SAP CIG Integration middleware
between Ariba and
S/4HANA
4 Ariba CLM Contract lifecycle
management and e-
signature workflow
5 Ariba Discovery Supplier market research
and qualification
Approval Matrix

Table 1: Sourcing Request Approval Matrix

Approval Condition – Sourcing Request Sourcing Request

Approval for Sourcing Request As per DOA Matrix
Table 2: Sourcing Project Approval Matrix

Approval RFI RFP Auction

Condition / Event
Type
Approval for Publish Category Mgr Category Mgr Category Mgr
Approval for Award DOA Level 1 DOA Level 2 DOA Level 1
Table 3: Value-Based Approval Thresholds

Value Range Approver 1 Approver 2 Approver 3

Less than $50,000 Category Manager Procurement Lead -
$50,000–$250,000 Procurement Lead Finance Controller -
Greater than Procurement Lead Finance Controller Director/VP
$250,000
Event Status

Events in SAP Ariba Sourcing progress through distinct lifecycle stages, with specific
controls and actions available to buyers and suppliers at each stage. The system enforces
edit, award, and cancellation rules according to event status, ensuring compliance and
auditability.

Status Description
Draft Event is being created/edited by buyer;
suppliers cannot view or respond.
Preview Event is visible to buyer for review;
suppliers do not have access.
Open Event is published; suppliers can view and
submit responses. Buyer may edit non-
critical fields.
Paused Event is temporarily halted; no supplier
actions allowed. Buyer may edit or resume
event.
Pending Selection Event closed for responses; buyer reviews
and evaluates submissions.
Completed Event is finalized; award decision made. No
further edits permitted.
Cancelled Event is voided; suppliers notified. No
further actions allowed.
Configuration/Customization Requirements

Template Configuration

 Finalized templates include Full Project, Quick Project, RFQ, RFP, Auction, and SoW
templates.
- XYZ Company will use customized Ariba templates tailored to each spend category,
embedding compliance checklists and evaluation criteria.
- Special rules: Minimum supplier qualification status enforced; email bidding enabled
for select categories; visibility rules restrict supplier access until event is published.

Team Setup and Permissions

 Project owners can add team members manually or via template-driven roles.
- Category Managers have flexibility to manage team permissions within Ariba,
including evaluator and approver roles.

Content Configuration and Structure

 Pricing tables and content sections structured by category and item type.
- Item/category definitions aligned with XYZ Company’s spend taxonomy.
- Content is driven by customized templates, ensuring consistency and compliance.
Reporting & Analytics

Standard SAP Ariba reports available to XYZ Company include sourcing cycle time, supplier
response rates, event award analysis, and contract compliance. Key KPIs tracked:

 Sourcing event turnaround time

- Supplier participation and win rates
- Contract cycle time
- Compliance to approval thresholds
- Savings realized vs target

Custom dashboards and exports will be configured for executive reporting, audit support,
and category management. Additional analytics may be developed for supplier performance
and risk monitoring.
Change Management

Effective change management is essential to ensure user adoption and process compliance
during the SAP Ariba Sourcing implementation.

Item Old New

PR Creation Manual PR entry in legacy Standardized PR creation in
ERP or via email; S/4HANA/Ariba with
inconsistent data capture. category-specific templates
and validation.
RFP/RFQ Handling Excel/email-based RFx; Automated RFx events in
manual supplier invites and Ariba; supplier invitations,
response tracking. responses, and evaluations
in-system.
PO Creation Manual PO creation in ERP Automated PO creation in
post-approval; risk of S/4HANA triggered by
delays and errors. Ariba award; real-time
integration.
Approvals Email or paper-based Automated, workflow-
approvals; lack of audit trail driven approvals in Ariba;
and delays. full auditability and
escalation.
Collaboration Stakeholder engagement via Centralized collaboration in
email, meetings, and shared Ariba; document versioning,
drives; version confusion. task assignment, and
notifications.
Compliance Checks Manual policy and Embedded compliance
regulatory checks; checklists and periodic
inconsistent review triggers in Ariba
documentation. templates.
Glossary

ID Description
BBP Business Blueprint Phase/Document –
Defines business processes and SAP
solution design
BPML Business Process Master List –
Comprehensive list of scenarios/processes
in-scope
S/4HANA SAP’s next-generation ERP platform,
backend for procurement, finance, and
master data
SAP Ariba SAP’s cloud-based procurement and
sourcing suite
CIG Cloud Integration Gateway – Middleware
for SAP Ariba/S/4HANA integration
PR Purchase Requisition – Document
requesting goods/services, triggers
sourcing or procurement
PO Purchase Order – Official order document
sent to supplier
RFI Request for Information – Document to
gather supplier info/prequalification
RFP Request for Proposal – Solicits detailed
proposals, pricing, and solutions from
suppliers
RFQ Request for Quotation – Requests price
quotes for specific goods/services
CLM Contract Lifecycle Management – System
for drafting, reviewing, and signing
contracts
DOA Delegation of Authority – Defines approval
levels/thresholds for sourcing and
procurement
SIT System Integration Testing – Phase for
validating end-to-end process and system
integration
UAT User Acceptance Testing – Phase for end-
user validation of system/process
SoW Statement of Work – Document outlining
scope, deliverables, and terms for services
procurement
BPDD Business Process Design Document –
Detailed process and solution design
Event Sourcing event (RFx, Auction) managed in
SAP Ariba
Award Selection and notification of winning
supplier(s) in sourcing event
Category Manager Person responsible for specific spend
 category strategy and execution
Buyer User executing sourcing events, supplier
communication, and award
Approver User with authority to approve sourcing
events, awards, or contracts
Supplier External party responding to sourcing
events
Evaluation Team Group of users scoring supplier proposals
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End of Business Blueprint Document – SAP Ariba Sourcing for XYZ Company

Appendices: Process flow diagrams, configuration workbooks, and training materials are
available upon request.