Using Analytics & BI Dashboards
How to use procurement dashboards, generate reports, and export data for management information.
Overview
The Analytics & BI module provides real-time visibility into procurement performance through interactive dashboards, drill-down reports, and scheduled analytics. It transforms raw procurement data into actionable intelligence for decision-making, compliance monitoring, and strategic planning.
Step-by-Step Guide
Step 1: Access the Dashboard
Navigate to "Analytics" from the main menu. The default dashboard displays high-level KPIs — total spend, active contracts, tender cycle times, supplier diversity metrics, and compliance rates. Each KPI card is clickable to drill down into the underlying data.
Step 2: Select Relevant Metrics
Customise the dashboard view by selecting the metrics most relevant to your role. Procurement managers may focus on cycle times and savings, while compliance officers track rule triggers and audit readiness. Use the metric selector to add, remove, or rearrange dashboard widgets. Save custom layouts for quick access.
Step 3: Filter by Period, Category, or Supplier
Apply filters to narrow the analysis. Filter by date range (financial year, quarter, month), procurement category, supplier, department, or procurement method. Filters are cumulative — you can stack multiple filters to perform deep-dive analysis. The dashboard updates in real time as filters are applied.
Step 4: Export to Excel or PDF
Export any dashboard view or report to Excel for further analysis or PDF for presentation. The export preserves formatting, charts, and filters applied. For large datasets, use the bulk export option which generates a compressed archive with separate sheets for each data category.
Step 5: Schedule Automated Reports
Set up recurring reports to be generated and emailed automatically. Configure the report type, data range, filters, and delivery schedule (daily, weekly, monthly, quarterly). Recipients receive the report as a PDF attachment with a summary email. Schedule reports for management meetings, board packs, or compliance reporting cycles.
Tips & Best Practices
- Focus on actionable metrics — track indicators you can influence rather than reporting data that serves no decision-making purpose.
- Compare performance across periods to identify trends — quarter-over-quarter and year-over-year comparisons reveal meaningful patterns.
- Share dashboards with leadership regularly to build data-driven procurement culture and support strategic sourcing decisions.
- Use the anomaly highlights within dashboards to proactively identify spend patterns that deviate from expected norms.
Related Features
Analytics & BI — Features page →