Information project report

1. What is the project report?

2. How do I access the report?

3. Key Information at a Glance

4. Frequently Asked Questions

1. What is the project report?

The projectreport offers an in-depth overview of all projects:

Update Frequency: Every Thursday at 00:07 AM
Zeitraum: Projects with end date from 5 years ago onwards
Inhalt:
- All Projects (excluding test projects)
- All Tenders (Gewerke) innerhalb der Projekte
- All tenders (service types) within projects
- Status und progress of all all projects

Important: The project report shows ALL projects, not just booked. This allowed in-depth analysis.

2. How do I access the report?

Navigate to tab "Analytics" in MICE Portal.
Here you will find a list of moretabs like "KPI Overview", "Savings" as well as "Reports". Click on "Reports".

If you don't have access to "Analytics" in the navigation bar, your user group is missing the permission to access it.

3. Key Information at a Glance

The project report is split in multiple categories. Below you will find the most important fields:

Project information
Base-data to identify projects:

Field in report	Definition	Beispiel
Project number	Unique Project number	2600000
title	Title for project	All-hands 2026
Stauts	Project status	active, booked or cancelled
Number of people	Amount of participants	150
City	City/Location for project	Berlin
Project link	Direct link to project	-

Our tip: With "project number" you have a clear identifier for projects - even if the name occurs multiple times.

Financial Information
Undestand financial aspects of negotiatons:

Field in report	Definition
Total of authorized offers	Amount of all booked offers
Total of cheapest offer	Amount of the cheapest offers
Total of most expensive offer	Amount of the most expensive offers
Sum lodging	Number of lodging services
Sum conference	Number of conference services
Invoice sum	Total amount of all invoices

Our tip: Comparision between "cheapest" and "most expensive" offer shows saving potential saving - or reasons for higher prices (e.g. better service, location).

Important Dates
These dates help you analyse booking behavior:

Field in report	Definition
Created on	When the project was created
Start date	Event start date
End date	Event end date
First offer	When the first offer was created
First booking created at	When the first booking was created
Booking date	Date of booking confirmation
Cancellation date	When the project was cancelled
Free cancellation date	Free cancellation possible until
Offer validity	Offer valid until this date

Supplier information:

Field in report	Definition
Hotel	Name of the hotel/provider
City	City of the supplier
Postcode	Postal code
Country	Country of the supplier
Chain	Hotel chain (if applicable)
Active partner	Framework agreement hotel: Yes/No
Contract state	Contracted, Preferred partner oder None
Has pre negotiated rates	Pre-negotiated rates: Yes/No
Certified supplier	Certification available: Yes/No
Foreign suppliers	Suppliers abroad: Yes/No

People & Companies
Who participated in the negotiation?

Field in report	Definition
Creator	Person who created the project
Creator E-Mail	Email address of the creator
User group	Creator's user group
Creator company	Company of the creator
Company	Company of the project
Manager	Project manager
Manager E-Mail	Email of the project manager
Company city	City of the company

Contract state verstehen

Field in report	Definition
Contract state	Yes = framework No = free market Partially= mixed unknown = status not defined

Our tip: Contract state allowed you to check wether you took advantage of pre-negotiated rated or if offers came from the free market.

Invoice & Cancellation

Field in report	Definition
Invoice Address	Name on invoice address
Number of invoices	Count of invoices
Invoice state	paid, unpaid, not found
Cancellation	Reason for cancellation
Deposit terms	Deposit requirements

Our tip: Analyising the cancellation reason helps to identify improvement potential.

4. Frequently Asked Questions

How often is the report updated?
Every Thursday at 00:07 AM.

Which projects are included?
All projects with end date from 5 years ago onwards, except trial projects.

What does contract state mean?
Shows whether offers come from framework agreement partners (Yes), free market (No), or mixed (Partially).

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