Configure Coupa for Apptio

This document will provide instructions to configure Coupa to enable integration between Apptio and Coupa.

The audience for this document is the Coupa administrator, who will be changing the settings in Coupa.

Technology Business Management (TBM) provides technology leaders with standards and validated best practices to communicate the cost, quality, and value of IT investments to their business partners. Apptio is the industry creator and leader of TBM with its own proprietary Apptio TBM taxonomy (ATUM).

Apptio ’s suite of solutions fuels digital transformation by translating technology costs across the entire IT portfolio (including on-premises systems, vendors, projects, and cloud systems) into a holistic, business-centric view. Customers leverage this view to set future targets, measure business results and drive investment decisions.

By integrating Coupa with Apptio , together, they support process improvements that impact an organization’s bottom line according to TBM standards.

Integration overview

There are different levels of integration that can be achieved. They are the following:

• Pull in existing Coupa data into Apptio without any change
• Configure the Apptio TBM taxonomy (IT tower and cost pool) in Coupa
• Display the Apptio TBM taxonomy to users at the time of submitting a requisition

To bring in the Coupa data into Apptio directly, Apptio ’s Coupa Datalink (Classic) Connector is used to pull the Coupa data directly into Apptio . Afterward, the data is integrated into Apptio ’s Costing Stnadard and Vendor Insights products. The Coupa Datalink (Classic) Connector will use OAuth to authenticate to Coupa and retrieve the Coupa data using Coupa’s Rest API.

Below are the steps to configure Coupa for different levels of integration:

• Retrieve Coupa data into Apptio using the Coupa Datalink (Classic) Connector. This involves creating credentials used by the Apptio Coupa Datalink (Classic) Connector to pull the data from Coupa.
• Get IT Tower and Cost Pool details from Coupa users to make the data available in Apptio . This involves creating custom fields for users to select the IT Tower and Cost Pool details while creating Coupa objects (ex: requisitions, invoices, etc.).
• View TBM Taxonomy from Coupa. This involves creating a policy that will be displayed for certain types of expenses.

The IT Tower and Cost Pool details can either be configured by adding the details via custom fields on the Coupa Item objects directly, or by assigning the Tower and Cost pools to the Coupa commodity tree so that they default from all items generically. Deciding the best approach should be discussed during the implementation workshop.

Retrieved Coupa data

Vendor Insights needs the following list of data from the system:

• Suppliers
• Contracts
• Requisitions
• Purchase Order
• Invoices

Instructions

Task 1: Create credentials

To configure Apptio ’s Coupa Datalink (Classic) Connector to pull Coupa data into Apptio , follow the steps in Coupa Connector Guide .

Task 2: Create IT Tower and Cost Pool custom fields

In Apptio , in order to know which vendors and costs are associated with which IT tower and cost pools in the Apptio ’s TBM taxonomy (ATUM), the data is retrieved from Coupa when the user selects the appropriate value while creating a requisition or an invoice.

The values can be configured so that they default from the item directly, or from the Coupa commodity generically. A decision will need to be taken from the implementation team on which method to use:

1. [COMMODITIES] Defaulting from the Commodity Tree will ensure consistency across the whole Coupa procurement platform and will ensure that the IT tower and cost pools default from every item in all of the users’ requisitions.
   This will also allow punchout commodities to default from the selection from punchout catalogs. However, this may require some thought from the implementation team on mapping UNSPSC codes to the Coupa Commodity tree.
   Please refer to the success page: Coupa Success Portal .
2. [ITEMS] Defaulting from each item in Coupa will ensure that each item will be defined with the exact IT tower and cost pools. This will require that ALL items will have to be mapped. If an item is not mapped, it will have to be manually amended in Coupa before the requisition is complete.

For the user to select the IT tower and cost pool, the following needs to be set up in Coupa:

• The lookup list for IT towers and cost pools
• The lookup values for IT towers and cost pools lookup lists
• The custom fields for IT towers and cost pools in the following Coupa objects:
  • Either, Items if [ITEMS] is to be configured, or Commodities if [COMMODITIES] is to be configured
  • Requisitions
  • Purchase Orders
  • Invoices
• The default IT tower and cost pool values for items

Task 2.1: Create lookups

Custom fields will look up the values from lookup lists. Therefore, one lookup list is needed for each custom field and as a result, the following lookup lists are needed:

• Apptio cost pools
• Apptio towers

This list of cost pools and towers has two levels so that the user can select the specific sub-cost pool and sub-tower for the purchased item.

Detailed steps :

1. Navigate to Lookups (Setup > Company Setup > Lookups > Create).
2. Create Lookup Apptio Cost Pools (set Level 1 and Level 2).

   Field	Value
   Name	Apptio Cost Pools
   Description	Cost sub-pools for IT
   Active	Check
   Content Groups	Everyone
   Level 1 Name	Apptio Cost Pool
   Level 2 Name	Apptio Cost Sub-Pool

3. Create Lookup Apptio Tower (set Level 1 and Level 2).
   
   

   Field	Value
   Name	Apptio Towers
   Description	Sub-towers for IT
   Active	Check
   Content Groups	Everyone
   Level 1 Name	Apptio Tower
   Level 2 Name	Apptio Sub-Tower

Task 2.2: Load Lookup values

The values for the Apptio Cost Pools and Apptio Towers Lookup lists need to be uploaded into Coupa. The Apptio Cost Pools list must contain the hierarchy of possible cost pools and cost sub-pools values. The Apptio Towers list must contain the hierarchy of possible Towers and Sub-Tower values.

The values that will be uploaded should be the values used in your Apptio instance, which usually is the ATUM taxonomy. To get a copy of the standard ATUM taxonomy list to upload, reach out to the Apptio . The individual with access to configure Apptio can then export the list of IT towers and cost pools from Apptio from the following tables:

There may be a different version of the ATUM taxonomy that is being used and therefore it is important to retrieve the same version that is being employed to configure Apptio .

This exported list needs to be formatted into the Coupa’s lookup value format.

In order to enforce users to provide the Apptio Cost Pools and Apptio Tower values for all newly purchased items, the custom fields for cost pools and towers will be required fields. This may not make sense for items that are not related to technology spend, such as markers or chairs. Therefore, another option, such as Non-Tech Spend, should be added to the lookup value list so that the user can select this value.

Detailed steps :

1. Navigate to Lookup Values (Setup > Company Setup > Lookup Values > Load from file ).
2. Load Apptio Cost Pool data using the standard Coupa Lookup Value format (Choose File > Start Upload).

   Field	Value
   Lookup	Apptio Cost Pools
   Parent	[Cost Pool parent value]
   Name	[Cost Pool or Cost Sub-Pool name]

3. Load Apptio Tower data using the standard Coupa Lookup Value format (Choose File > Start Upload).
   
   

   Field	Value
   Lookup	Apptio Towers
   Parent	[IT Tower parent value]
   Name	[IT Tower or IT Sub-Tower name]

Task 2.3: Add custom fields

For users to select the Apptio Cost Pools and Apptio Towers values while submitting a new Coupa object, custom fields need to be added to the existing Coupa objects.

Add these custom fields to the following Coupa objects if [ITEMS] if to be configured:

Add these custom fields to the following Coupa objects if [COMMODITIES] if to be configured:

Create a content group specifically called APPTIO . This content group should be assigned to Apptio Power Users or IT Commodity Approvers to ensure that these users can see and edit the Sub-Tower and Cost Sub-Pool values. The intention is that regular end users do not need to see these fields as they are mapped from the default values either from the [ITEMS] or [COMMODITIES].

Detailed steps :

1. Navigate to Custom Fields (Setup > Company Setup > Custom Fields).
2. For [ITEMS] , add custom fields to the Item object in the Items section.
   1. Add a custom field for Apptio Cost Sub-Pool .
   2. Add a custom field for Apptio Sub-Tower .

   Field	Value - for cost pools	Value - for IT towers
   Prompt	Apptio Cost Sub-Pool	Apptio Sub-Tower
   Field Name	apptio_cost_sub_pool	apptio_sub_tower
   Type	Lookup	Lookup
   Who can see this custom field?	APPTIO	APPTIO
   Lookup	Apptio Cost Pools	Apptio Towers
   Active	Check	Check
   Editable	Check	Check
   Show in Catalog	Check	Check
   Required	Check	Check

3. For [COMMODITIES] , add custom fields to Commodities object.
   1. Add a custom field for Apptio Cost Sub-Pool .
   2. Add a custom field for Apptio Sub-Tower .

   3. Field	Value - for cost pools	Value - for IT towers
      Prompt	Apptio Cost Sub-Pool	Apptio Sub-Tower
      Field Name	apptio_cost_sub_pool	apptio_sub_tower
      Type	Lookup	Lookup
      Who can see this custom field?	APPTIO	APPTIO
      Lookup	Apptio Cost Pools	Apptio Towers
      Active	Check	Check
      Editable	Check	Check
      Required	Check	Check

4. Add custom fields to the Requisition object in the Items section.
   1. Add a custom field for Apptio Cost Sub-Pool .
   2. Add a custom field for Apptio Sub-Tower .

      Field	Value - for cost pools	Value - for IT towers
      Prompt	Apptio Cost Sub-Pool	Apptio Sub-Tower
      Field Name	apptio_cost_sub_pool	apptio_sub_tower
      Type	Lookup	Lookup
      Who can see this custom field?	APPTIO	APPTIO
      Lookup	Apptio Cost Pools	Apptio Towers
      Defaults From [ITEMS]	Item: Apptio Cost Sub-Pool	Item: Apptio Sub-Tower
      Defaults From [COMMODITIES]	Commodity: Apptio Cost Sub-Pool	Commodity: Apptio Sub-Tower
      Active	Check	Check
      Editable	Check	Check
      Required	Check	Check

      NOTE : Ensure that the Defaults From is from the Item: … for [ITEMS] configuration or Commodities: … for the [COMMODITIES] configuration.

5. Add custom fields to the Purchase Orders object, in the Lines section.
   1. Add a custom field for Apptio Cost Sub-Pool .
   2. Add a custom field for Apptio Sub-Tower .
6. Add custom fields to the Invoices object in the Lines section.

   Field	Value - for cost pools	Value - for IT towers
   Prompt	Apptio Cost Sub-Pool	Apptio Sub-Tower
   Field Name	apptio_cost_sub_pool	apptio_sub_tower
   Type	Lookup	Lookup
   Who can see this custom field?	APPTIO	APPTIO
   Lookup	Apptio Cost Pools	Apptio Towers
   Defaults From	requisition line: Apptio Cost Sub-Pool	requisition line: Apptio Sub-Tower
   Active	Check	Check
   Editable	Check	Check
   Required	Check	Check

   1. Add a custom field for Apptio Cost Sub-Pool .
   2. Add a custom field for Apptio Sub-Tower .

Task 2.4: Link items to default Apptio cost pools & towers

NOTE : This is only required if the [ITEMS] configuration is followed where each item will require Apptio cost pool & Apptio sub-towers assigning against them.

When a user selects an item to purchase, providing a default value for the Apptio Cost Pool and Apptio Tower values makes it easier for the user while submitting a requisition or an invoice. Link items to default Apptio Cost Pool and Apptio Tower values so that the default value will appear while creating a new requisition like below.

Detailed steps :

1. Navigate to Lookup Values (Setup > Suppliers > Items > Load from file).
2. Update existing items to include Apptio Cost Pools and Apptio Towers values.
   • Apptio Cost Sub-Pool
   • Apptio Sub-Tower

Task 2.5: Create a custom view in Requisition

To view all requisitions and their associated Apptio tower and Apptio cost pool, create a new custom view.

Detailed steps :

1. Navigate to Custom Fields (Requisitions > Requisitions Lines > View > Create View).
2. Create a new view and click Save .

Task 3: Create a TBM Taxonomy policy

To allow the user to view the Apptio TBM Taxonomy as a policy while creating a new requisition that includes technology spend, create a new policy to display Apptio ’s TBM Taxonomy.

Detailed steps :

1. Navigate to Policies (Setup > Procurement > Buying Policies > Create).
2. Create a new policy for Apptio TBM Taxonomy and save.

Further design considerations

As all the custom fields have a content group of APPTIO, the customer during implementation will need to decide which Power Users or IT Commodity Approvers can see/edit the APPTIO specific requisitions.

These users should have the content group APPTIO assigned to them.

There should also be an approval step to ensure that these Power User(s) can edit and amend the requisition in question as part of the Approval step. Go to Setup -> Groups to add a new approver.

Add the APPTIO approvers to this approval group by editing their user profiles.

Create Approval steps for Requisition and Invoice (if required) to ensure that the Apptio user group approves the Apptio -related IT spend.

An example Approval step could look like:

When a requisition is submitted with Apptio -related spend, the Apptio user group will be added for approval:

NOTE : These design considerations should be discussed with the customer to ensure that their approval policies align with the approach. This is a recommendation on how this process could work.