Contract Expiration Notification report

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◆ Applies to: Vendor Insights on TBM Studio 12.8 and later (v107)

With IT growth comes an increasing number of vendor contracts, pre-negotiated expenditures, contract renewals, and contract expirations. Vendor contracts require constant attention to prevent accidental auto-renewal and unexpected price increases. In addition, it's difficult to keep stakeholders informed about expiring contracts so they can make informed decisions about renewals and negotiations. The Contract Expiration Notification report in Vendor Insights is designed to provide such information and make contract management easier.

NOTE : The Contract Expiration Notification report can be attached to email alerts that are generated before contracts expire, based on user-defined threshold settings. For more information, see Alerts for vendor contract expiration .

This report is designed for roles, such as listed below, who decides whether to let contracts expire, renegotiate terms, and provide feedback as stakeholders:

  • Contract Owners
  • Vendor Managers
  • Applications Owners
  • Services Owners

Use cases

  • What contracts are expiring, and when?
  • How can I know what contracts need attention without having to check the contract expiration report daily?
  • A contract has been renewed or allowed to expire. Does it require follow-up?
  • How can I make sure that all stakeholders are aware of contract changes?
  • What are my critical contracts, and what services do they support?

Display the Contract Expiration Notification report

The Contract Expiration Notification report can be opened from an email generated when a contract expiration threshold is met. You can also navigate to the report in Vendor Insights :

In the Application menu, select Vendor Insights .

  1. Navigate to Report Collections > Contracts .
  2. From the bar at the top of the page, select Contract Expiration Notification .
  3. Optionally, filter the report using the options at the top of the report.
  4. To export or email your data, select Export ( ) at the top right of the page and select an export format.
  5. To create an alert to notify you if a contract is expiring, select Alert ( ) on the top right of the page. To learn more, see Create alerts for expiring vendor contracts .
  6. Select any item in the Contract Title column of the table to open the Contract Detail report for that contract. See Contract Detail report .

The report contains the following elements:

(1) Report collection

This report collection provides the details you need to analyze your vendor portfolio spending across vendor type and time:

(2) Slicers

The following global filters are available in this report collection:

  • Vendor Manager - Filter by a specific person so you can see the impact of vendors managed by that person.
  • Normalized Vendor Name - Filter by a specific vendor.

(3) Filters

Use the following local filters to limit the contracts displayed in the Contract Expiration Details table:

  • Automatic Renewal - Filter the Auto Renew column for contracts set to automatically renew (set to Yes ) versus contracts that will not automatically renew (set to No ). Remove the filter to display all contracts.
  • Contract Criticality - Filter the Contract Criticality column for contracts tagged with different levels of contract criticality (as Mission Critical, Business Essential, Discretionary, or Strategic). Remove the filter to display all contracts regardless of criticality.
  • Contract Owner - Filter the Contract Owner column for contracts per owner. Remove the filter to display all contracts regardless of owner.
  • Vendor Type - Filter the Vendor Type column for contracts based on vendor type (such as whether the contract is from a vendor with a preferred versus strategic vendor type). Remove the filter to display all contracts regardless of vendor type.

(3) by Expiration Date

Use this tab to view contract data based on contract end date. The contracts are sorted by the contract expiration date, listing the ones expiring today first. The table provides a quick view of the most critical information about contracts, including the end date, owner, days remaining to expiration, notify days, and the contract amount.

For more information about a specific contract, click the Contract Title column to open the Contract Detail report .

(4) by Vendor Name

This view displays the same data as the Expiration Date tab except that clicking this tab moves the Vendor Name column to the left-most column and sorts by the Vendor Name ascending.

(5) Alerts icon

Click this icon to open the Threshold Alerts page, which lists all of your alerts and their status. On that page, you can click any alert to open the Threshold Setting page and edit the thresholds. For more information about setting alerts, see Create alerts for expiring vendor contracts .