mfmp 3.0 reporting webinar

MFMP 3.0 Reporting Webinar

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Agenda

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical• Demonstration in MFMP 3.0

• Review

• Resources

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Reporting Options

Three Reporting Options• System searches

– Customer created for MFMP transactions

• Secure reports– MFMP created operational reports located on a secure

site

• Analysis– Customer created ad hoc reporting tool for purchase

orders, contracts, invoices and more

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Agenda

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical• Demonstration in MFMP 3.0

• Review

• Resources

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System Searches

System Search Basics• System searches are simple to execute• Any customer with MFMP 3.0 access can

create system searches• Query group enables customers to see

transactions enterprise-wide• Use a minimum of three search filters

– Date range– PUI (Purchasing Unit Identifier)– Other

• Save System Searches you use frequently• You can export search results to Excel

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System SearchesSystem Search Basics• Click Search on the menu bar

– Click the drop-down arrow to view all– Click on the type of search to create

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System SearchesSystem Search Basics• Enter a minimum of three search filters

– Date range– PUI (Purchasing Unit Identifier)– Other, e.g., requisition number, order number, invoice number

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System SearchesExport System Search results

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• Save Search– Enter search name– Click ok

System SearchesExport System Search results

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System SearchesExport System Search results

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Add new tabs to your Dashboard •Step 1

– Click ‘Configure Tabs’– Select ‘Add New Tab’

System Searches

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Add new tabs to your Dashboard (continued)

System Searches

• Step 2 Enter a Tab name (e.g., ‘Saved

Searches) Click ‘OK’

• Step 3 Click ‘Saved

Search’

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Add new tabs to your Dashboard (continued)• Step 4

Select ‘Saved Searches’ you want to see on your new tab

System Searches

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Add new tabs to your Dashboard (continued) • Step 5

Arrange the searches on your screen

System Searches

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Agenda

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical• Demonstration in MFMP 3.0

• Review

• Resources

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Secure Reports

Secure Reports Basics

• Secure reports generate from MFMP data

• Operational reports assist daily activities

• Reports are in an .csv format and require a zip file utility software

• Secure reports run regularly based on the report parameters (daily, weekly, monthly, and quarterly, etc.)

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Secure Reports

• Secure Reports Password: MyFloridaMarketPlace@dms.MyFlorida.com

• Secure Reports website: http://dms-purchasing-ftp.state.fl.us/xx00/

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Secure Reports

Agency Compliance Monthly Report IRs With Last Approver

Agency Compliance Report Quarterly User Report

All Open Orders Report Outstanding Encumbrance Report

All Open Orders with Delay Purchase Until

POs Without IRs

All Outstanding Encumbrances Report PR Audit by Commodity Code

All Received Orders Report PRs in Submitted Status

Bill To Information Report Requisition to Purchase Order Cycle Time Details Report

DO Payment History Ship To Information

FLAIR Voucher Summary Report Vendor Spend Report

Header Level Information All Open Orders Report

Users and Groups Report

IR Exception Report IR Exception Report

Secure Reports List (as of April 20, 2012)

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Secure Reports

Secure Report Website•Click on your agency PUI•Enter your username and password

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Secure Reports

Secure Reports List from website

•On Web page double-click the desired report name and click ‘save.’ •Save the report to an easily accessible location.

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Secure Reports

The MFMP Team uses 7-Zip, a free utility tool to open zipped files, including the MFMP Secure Reports.

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Secure ReportsSecure Reports Job Aid•Reports available to all agencies

•Key information about each report, including:– Intended report purpose

– Included fields

– Frequency that the reports are updated (daily, weekly, bi-weekly, monthly, and quarterly, etc.)

– Intended audience

•Secure reports job: http://dms.MyFlorida.com/mfmp_reporting

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Secure Reports

Report Requests•Complete the MFMP Report Request form

– MFMP Buyer Toolkit, Forms page

– http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_forms

•E-mail completed form to the MFMP Customer Service Desk BuyerHelp@MyFloridaMarketPlace.com

•MyFloridaMarketPlace processes report requests as quarterly Operational Data Updates (ODU)

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Agenda

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical• Demonstration in MFMP 3.0

• Review

• Resources

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MFMP AnalysisWelcome to MFMP Analysis • Access Analysis https://analysis.myfloridamarketplace.com/Sourcing/Main• Analysis access is associated with your user profile

– MFMP updates Analysis passwords twice a day

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MFMP AnalysisReporting Concepts • Dashboard is your home page in Analysis

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Introduction to Analysis•Data Update Frequency

Separate Data Updates

• Daily: Buyer and Vendor Information Portal (VIP) data updates

• Weekly: FLAIR Encumbrance data updates

• Monthly: FLAIR Payment data updates

•Data Update Time After 6 p.m. Eastern time

•Includes data from Fiscal Year 2008-09 to present

MFMP Analysis

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MFMP AnalysisFundamentals

•Custom reporting tool

– How much are we spending?– Where are we spending it?– What products and services are we buying?

• Information needed to analyze spending data can come from several sources within MFMP Analysis:

Purchase orders Invoices Contracts / Master Agreements

Registered vendor data (from VIP)

FLAIR payment dataFLAIR encumbrance data

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MFMP Analysis

Fundamentals•Fact – Basic transaction data you are investigating•Available Measure – Data Field or Measurable numerical data value•Dimensions /Hierarchy – Details about the fact

Fact Available Measure Hierarchy / Dimension

Invoice PO Spend Ordered Date

PO Count Supplier

Agency Name

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MFMP Analysis

Fundamentals•Dimension/Hierarchies let you specify how you want to present data Dimensions Hierarchy

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MFMP AnalysisFundamentals• ‘Wizard’-like functions assist with report creation steps

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MFMP AnalysisFundamentals•Title and Description describe the report•Fact is the transaction data you are analyzing, i.e., your base ‘data source’

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MFMP AnalysisFundamentals•Available Measures are data fields for the report Fact

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Fundamentals•Next select the additional detail you need

MFMP Analysis

35Data field

MFMP AnalysisFundamentals•Apply additional filters; click the drop down arrow

Column Field

Row field

Page field

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MFMP AnalysisReporting Concepts•Prepackaged Reports

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MFMP AnalysisReporting Concepts•Prepackaged reports display the most recent data

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MFMP AnalysisReporting Concepts•Public Folder / Agency Subdirectories

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Reporting Concepts•List of agency folders MFMP customers can access

MFMP Analysis

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Reporting Concepts•Access an agency report

MFMP Analysis

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MFMP AnalysisReporting Concepts•Search for reports using keywords

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Reporting Concepts• Saving Reports to Personal Workspace

MFMP Analysis

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MFMP AnalysisReporting Concepts• Saving Reports to Public Reports

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MFMP AnalysisReporting Concepts• Change the parameters

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MFMP AnalysisReporting Concepts

• Export to Excel (.xls or.xlsx) or a .csv file• Export provides a snapshot• Export truncates to 250 characters per cell• Excel 2003 has export limitations of 64,000 rows • Customers may need computer administrator rights

from their agencies to export to Excel

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Reporting Concepts• Export

MFMP Analysis

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MFMP AnalysisReporting Concepts• Excel auto-generates some additional features

Agency Name PUI Number PO Count PO Spend (USD)Agency for Health Care Administration

6800 1598.99962 11688202.82

Agency for Persons with Disabilities6701 108.9999 1733533.0296710 28.99998 68683.013336712 18.99998 29589.326713 21.99997 16896.546714 39.99996 87809.95186715 25.99998 122961.986720 37.99998 74993.836723 91.99991 189359.426727 73.99996 4078876728 354.99992 1198977.7916730 28.99998 29557.36732 780.99967 5958390.5546735 47 84359.036750 21.99998 87243.9456755 12.99999 20750.416756 225.99992 491020.396760 15.99999 129194.996765 13.99998 56956.576770 69.99992 119833.84

Agency for Workforce Innovation7500 669.99916 86434557.01

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MFMP AnalysisReporting Concepts• Configure Export to export additional details

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MFMP Analysis

Customize and build your report

details

Reporting Concepts

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MFMP AnalysisReporting Concepts• Dimension Fields

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MFMP Analysis

Export details summary

• Exports take a snapshot of data Saving the report saves only the parameters

Data changes as the source data changes

• Change orders, cancel orders, etc

• Understand Excel export limitations

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Creating Reports• Select Source Data

MFMP Analysis

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Creating Reports•Select Hierarchy / Dimensions

MFMP Analysis

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Creating Reports• Refine data to provide a timeline for your report

MFMP Analysis

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Creating Reports• Refine data to provide a timeline for your report

MFMP Analysis

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MFMP AnalysisCreating Reports• Analysis report

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Agenda

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical• Demonstration in MFMP 3.0

• Review

• Resources

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Demonstration in MFMP 3.0

Training Environment

•Analysis Report

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Agenda

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical• Demonstration in MFMP 3.0

• Review

• Resources

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Review

After this presentation you should understand how to:•Conduct system searches•Locate operational reports on the Secure Report website•Create an analytical report in MFMP Analysis

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Review

What reporting tool would you use?• Your supervisor is interested in your workload for

the month and wants to know how many requisitions that have been: – Completely ordered– Submitted, not completely approved– Rejected

• You could use: MFMP 3.0 System Searches (recommended) Secure Reports

• PRs_in_Submitted_Status• All_Open_Orders_Current_FY

Analysis

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Review

What reporting tool would you use?

•Your Accounting Supervisor requires you to monitor invoices that did not meet the 20-day Prompt Payment Compliance.

•You could use:–Secure Reports

• IR_Last_Approver Report• This will allow you to monitor the Invoice Reconciliations,

viewing who they are with and how long they have been there

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Review

Fact Available Measure

Hierarchy / Dimension

Where to Place

Purchase Order

PO Spend Calendar Year Column Field

Commodity Code

Page Field

Agency Name Page Field

Common Vendor

Row Field

PUI Row Field

What reporting tool would you use?• Your Bureau Chief is interested in the amount of

purchases for promotional items for the last six months of last fiscal year and the first six months of this fiscal year.

• You could use:– Analysis

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Agenda

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical

• Review

• Resources

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Resources

• For questions or assistance, contact the MFMP customer service desk at (866) 352-3776 or BuyerHelp@MyFloridaMarketPlace.com

• Online resources at http://www.MyFloridaMarketPlace.com include MFMP 3.0 and System Administrator manuals, training information and more

• To search for vendors:– MarketView:

http://www.myflorida.com/apps/spurs/spurs.main_menu_form

• No username or password required– VIP Admin: https://vendor.MyFloridaMarketPlace.com

• Username and password: ‘publicuser’

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Resources

• Register for MFMP training at: http://dms.MyFlorida.com/mfmp_buyer_training.

• MFMP exclusive training “tours” allow you access to the same basic information other courses provide, at your convenience. http://dms.MyFlorida.com/mfmp_tours

• Training environments (formerly called the “Sandbox) allow you to practice what you learn– The username is the same as your regular login– The password is “train30”– Analysis

• https://trn-analysis.myfloridamarketplace.com/Sourcing/Main

– MFMP 3.0 Training Environment• https://trn-buyer.myfloridamarketplace.com/Buyer/Main

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ResourcesContact MyFloridaMarketPlace

Program ManagerDanielle Kosberg

(850) 766-0772Danielle.Kosberg@dms.MyFlorida.com

Purchasing Process Analyst and Vendor ManagerEric Swanson

(850) 445-3894Eric.Swanson@dms.MyFlorida.com

Finance and Accounting Process AnalystAnne Rabon

(850) 294-0739Anne.Rabon@dms.MyFlorida.com

Sourcing Business AnalystLinda McDonald

(850) 363-0628Linda.McDonald@dms.MyFlorida.com

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Practical Exercise # 1

• Create a report for the Legislature showing how much

your agency spent on Advertising last fiscal year.

Fact Available Measure

Hierarchy / Dimension

Where to Place

Purchase Order

PO Spend Agency Page Field

Commodity Code

Page Field

Vendor Row Field

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Practical Exercise # 2

• Create a report for the purchasing director displaying PO spend, PO number, and description for the top five vendors for the last two fiscal years.

Fact Available Measure

Hierarchy / Dimension

Where to Place

Purchase Order

PO Spend Agency Page Field

Vendor Row Field

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Practical Exercise # 3

• Create a report for your administrative director showing the top five vendors whose invoices, electronic and regular, your agency processed in MFMP last fiscal year.

Fact Available Measure

Hierarchy / Dimension

Where to Place

Invoice Invoice Spend Agency Page Field

Vendor Row Field

ASN Invoice Column Field

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Welcome to MFMP 3.0!