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MFMP 3.0 Reporting Webinar. Agenda. MFMP Reporting Options System Searches – General Secure Reports – Operational MFMP Analysis – Analytical Demonstration in MFMP 3.0 Review Resources. Reporting Options. Three Reporting Options System searches Customer created for MFMP transactions - PowerPoint PPT Presentation

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  • MFMP 3.0 Reporting Webinar

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    AgendaMFMP Reporting OptionsSystem Searches GeneralSecure Reports OperationalMFMP Analysis AnalyticalDemonstration in MFMP 3.0ReviewResources

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    Reporting OptionsThree Reporting OptionsSystem searchesCustomer created for MFMP transactionsSecure reportsMFMP created operational reports located on a secure siteAnalysisCustomer created ad hoc reporting tool for purchase orders, contracts, invoices and more

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    AgendaMFMP Reporting OptionsSystem Searches GeneralSecure Reports OperationalMFMP Analysis AnalyticalDemonstration in MFMP 3.0ReviewResources

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    System SearchesSystem Search BasicsSystem searches are simple to executeAny customer with MFMP 3.0 access can create system searchesQuery group enables customers to see transactions enterprise-wideUse a minimum of three search filtersDate rangePUI (Purchasing Unit Identifier)Other Save System Searches you use frequentlyYou can export search results to Excel

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    System SearchesSystem Search BasicsClick Search on the menu barClick the drop-down arrow to view allClick on the type of search to create

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    System SearchesSystem Search BasicsEnter a minimum of three search filtersDate rangePUI (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 SearchEnter search nameClick okSystem 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 TabsSelect Add New TabSystem Searches

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    Add new tabs to your Dashboard (continued) System Searches Step 2Enter a Tab name (e.g., Saved Searches)Click OKStep 3Click Saved Search

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    Add new tabs to your Dashboard (continued)Step 4Select Saved Searches you want to see on your new tabSystem Searches

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    Add new tabs to your Dashboard (continued) Step 5Arrange the searches on your screenSystem Searches

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    AgendaMFMP Reporting OptionsSystem Searches GeneralSecure Reports OperationalMFMP Analysis AnalyticalDemonstration in MFMP 3.0ReviewResources

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    Secure ReportsSecure Reports BasicsSecure reports generate from MFMP dataOperational reports assist daily activitiesReports are in an .csv format and require a zip file utility softwareSecure reports run regularly based on the report parameters (daily, weekly, monthly, and quarterly, etc.)

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    Secure ReportsSecure Reports Password: [email protected] Reports website: http://dms-purchasing-ftp.state.fl.us/xx00/

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    Secure ReportsSecure Reports List (as of April 20, 2012)

    Agency Compliance Monthly Report IRs With Last Approver Agency Compliance Report QuarterlyUser 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

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    Secure ReportsSecure Report WebsiteClick on your agency PUIEnter your username and password

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    Secure ReportsSecure Reports List from websiteOn Web page double-click the desired report name and click save. Save the report to an easily accessible location.

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    Secure ReportsThe 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 AidReports available to all agenciesKey information about each report, including:Intended report purposeIncluded fieldsFrequency that the reports are updated (daily, weekly, bi-weekly, monthly, and quarterly, etc.)Intended audienceSecure reports job: http://dms.MyFlorida.com/mfmp_reporting

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    Secure ReportsReport RequestsComplete the MFMP Report Request formMFMP Buyer Toolkit, Forms pagehttp://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 [email protected] MyFloridaMarketPlace processes report requests as quarterly Operational Data Updates (ODU)

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    AgendaMFMP Reporting OptionsSystem Searches GeneralSecure Reports OperationalMFMP Analysis AnalyticalDemonstration in MFMP 3.0ReviewResources

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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 AnalysisData Update FrequencySeparate Data UpdatesDaily: Buyer and Vendor Information Portal (VIP) data updatesWeekly: FLAIR Encumbrance data updatesMonthly: FLAIR Payment data updatesData Update TimeAfter 6 p.m. Eastern timeIncludes data from Fiscal Year 2008-09 to presentMFMP Analysis

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    MFMP AnalysisFundamentalsCustom reporting toolHow 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 AgreementsRegistered vendor data (from VIP)FLAIR payment dataFLAIR encumbrance data

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    MFMP AnalysisFundamentalsFact Basic transaction data you are investigatingAvailable Measure Data Field or Measurable numerical data valueDimensions /Hierarchy Details about the fact

    FactAvailable MeasureHierarchy / DimensionInvoicePO SpendOrdered DatePO CountSupplierAgency Name

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    MFMP AnalysisFundamentalsDimension/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 AnalysisFundamentalsTitle and Description describe the reportFact is the transaction data you are analyzing, i.e., your base data source

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    MFMP AnalysisFundamentalsAvailable Measures are data fields for the report Fact

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    FundamentalsNext select the additional detail you needMFMP Analysis

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    Data fieldMFMP AnalysisFundamentalsApply additional filters; click the drop down arrow

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    MFMP AnalysisReporting ConceptsPrepackaged Reports

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    MFMP AnalysisReporting ConceptsPrepackaged reports display the most recent data

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    MFMP AnalysisReporting ConceptsPublic Folder / Agency Subdirectories

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    Reporting ConceptsList of agency folders MFMP customers can accessMFMP Analysis

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    Reporting ConceptsAccess an agency reportMFMP Analysis

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    MFMP AnalysisReporting ConceptsSearch for reports using keywords

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    Reporting Concepts Saving Reports to Personal WorkspaceMFMP 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 ConceptsExport to Excel (.xls or.xlsx) or a .csv fileExport provides a snapshotExport truncates to 250 characters per cellExcel 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 ExportMFMP Analysis

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    MFMP AnalysisReporting Concepts Excel auto-generates some additional features

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    MFMP AnalysisReporting Concepts Configure Export to export additional details

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    MFMP AnalysisCustomize and build your report detailsReporting Concepts

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    MFMP AnalysisReporting Concepts Dimension Fields

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    MFMP AnalysisExport details summaryExports take a snapshot of dataSaving the report saves only the parametersData changes as the source data changesChange orders, cancel orders, etcUnderstand Excel export limitations

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    Creating Reports Select Source DataMFMP Analysis

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    Creating ReportsSelect Hierarchy / DimensionsMFMP Analysis

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    Creating Reports Refine data to provide a timeline for your reportMFMP Analysis

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    Creating Reports Refine data to provide a timeline for your reportMFMP Analysis

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    MFMP AnalysisCreating Reports Analysis report

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    AgendaMFMP Reporting OptionsSystem Searches GeneralSecure Reports OperationalMFMP Analysis AnalyticalDemonstration in MFMP 3.0ReviewResources

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    Demonstration in MFMP 3.0Training EnvironmentAnalysis Report

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    AgendaMFMP Reporting OptionsSystem Searches GeneralSecure Reports OperationalMFMP Analysis AnalyticalDemonstration in MFMP 3.0ReviewResources

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    ReviewAfter this presentation you should understand how to:Conduct system searchesLocate operational reports on the Secure Report websiteCreate an analytical report in MFMP Analysis

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    ReviewWhat 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 orderedSubmitted, not completely approvedRejectedYou could use:MFMP 3.0 System Searches (recommended)Secure ReportsPRs_in_Submitted_StatusAll_Open_Orders_Current_FYAnalysis

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    ReviewWhat 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 ReportsIR_Last_Approver ReportThis will allow you to monitor the Invoice Reconciliations, viewing who they are with and how long they have been there

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    ReviewWhat 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

    FactAvailable MeasureHierarchy / DimensionWhere to PlacePurchase OrderPO SpendCalendar YearColumn FieldCommodity CodePage FieldAgency NamePage FieldCommon VendorRow FieldPUIRow Field

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    AgendaMFMP Reporting OptionsSystem Searches GeneralSecure Reports OperationalMFMP Analysis AnalyticalReviewResources

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    ResourcesFor questions or assistance, contact the MFMP customer service desk at (866) 352-3776 or [email protected] resources at http://www.MyFloridaMarketPlace.com include MFMP 3.0 and System Administrator manuals, training information and moreTo search for vendors:MarketView: http://www.myflorida.com/apps/spurs/spurs.main_menu_form No username or password requiredVIP Admin: https://vendor.MyFloridaMarketPlace.comUsername and password: publicuser

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    ResourcesRegister 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_toursTraining environments (formerly called the Sandbox) allow you to practice what you learnThe username is the same as your regular loginThe password is train30Analysis https://trn-analysis.myfloridamarketplace.com/Sourcing/Main MFMP 3.0 Training Environmenthttps://trn-buyer.myfloridamarketplace.com/Buyer/Main

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    ResourcesContact MyFloridaMarketPlace

    Program ManagerDanielle Kosberg(850) [email protected] Purchasing Process Analyst and Vendor ManagerEric Swanson(850) [email protected] Finance and Accounting Process AnalystAnne Rabon(850) [email protected] Sourcing Business AnalystLinda McDonald(850) [email protected]

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    Practical Exercise # 1Create a report for the Legislature showing how much your agency spent on Advertising last fiscal year.

    FactAvailable MeasureHierarchy / DimensionWhere to PlacePurchase OrderPO SpendAgencyPage FieldCommodity CodePage FieldVendorRow Field

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    Practical Exercise # 2Create a report for the purchasing director displaying PO spend, PO number, and description for the top five vendors for the last two fiscal years.

    FactAvailable MeasureHierarchy / DimensionWhere to PlacePurchase OrderPO SpendAgencyPage FieldVendorRow Field

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    Practical Exercise # 3Create a report for your administrative director showing the top five vendors whose invoices, electronic and regular, your agency processed in MFMP last fiscal year.

    FactAvailable MeasureHierarchy / DimensionWhere to PlaceInvoiceInvoice SpendAgencyPage FieldVendorRow FieldASN InvoiceColumn Field

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    Welcome to MFMP 3.0!

    Welcome to the MFMP 3.0 Reporting Webinar!

    Notes: This presentation will be the same for Workshops, Seminars, Webinars and Recorded Trainings with the difference placed on the last slides, the practical exercises.

    *This training covers reporting options, system searches, Secure Reports and Analysis. We will create an Analysis report in our training environment, review our information, and go over a few resources to assist you along your way.

    Training Environment Link: https://trn-analysis.myfloridamarketplace.com/Sourcing/Main *MyFloridaMarketPlace offers three reporting options. The first option is a System Search. You create system searches for all types of transactions created in MFMP. You can create a search based on many types of information. You can search for a requisition with the PR number, the vendor name or the requester. You can search for an invoice using the vendor name, invoice number, date processed or any combination. You can find any type of transaction using a combination of search criteria. The important thing to remember about system searches is that you should narrow your results to a particular time, otherwise the system searches all the way back to 2003. You can save any search you execute. When you save a search, you are saving the filters or parameters of the search, not the actual data. To save your data, export your search results into a Microsoft Excel file and save on your computer.

    The second reporting option we discuss today is the Secure reports. Secure reports are MFMP created comma separated value, or .csv files of specific information, mainly used as daily operational reports. Customers need a zip utility to open these files. We recommend checking with your IT team to determine what zip utility your agency uses.

    The final reporting option we discuss today is Analysis. You can create custom reports to meet your specific needs with Analysis. The Analysis reports allow you to select data components and build your report based on the criteria of information you wish to analyze.

    The majority of this training focuses on Analysis as it is the more robust reporting tool.

    *Lets look at the most common way to locate information in MyFloridaMarketPlace and that is through a System Search.*Any MFMP 3.0 customer can quickly create system searches. To see transactions other than your own, you need the Query group.

    We recommend you use a minimum of three search filters to get the best results such as the date range, your PUI, or purchasing unit identifier and your specific data field.

    For example, use this quarter for the date, PUI7200, and the item you are looking for such as an order, requisition or a receipt.

    You can save frequently used searches. Saving searches saves you time by predefining the parameters of your search.You can even create a new tab for the saved searches that you run often. We will review this process in the next couple of slides.

    To save the data from your search, export the search results to Microsoft Excel. MFMP exports a maximum of 750 records at a time.*Click Search on the menu bar at the top. This displays a list of system searches. If the type of search you want to create is listed, click the title. If not, click the drop-down arrow to view all. The view all list shown above in the box is in alphabetic order to assist you in finding the type of search you want.*Once you determine the type of search you want to create, enter your search filters. You need to add at least three filters, including a date range, your PUI and any other piece of information you have such as your requisition number, order number, invoice number.

    With your search criteria entered, click Search.

    Types of searches to avoid are by title and encumbrance number.**This is a search for a requisition. If you decide you want a different type of search, you can change from this screen. Click the drop-down arrow beside requisition type and select the new type of search.

    For this search, we entered the date filter of last month and the PUI of the requester and the requester name.

    If this is a search you have to do often, save the search parameters by clicking Save Search.*Enter a Search Name. This displays in the save search box. Click OK.

    Next time you click on this saved search it will pull these same parameters based on the filters entered. In this example, this saved search will always pull requisitions created last month by Cliff Chroust the requester in this example. The month updates to always pull last month.*If you want to export your System Search results, click on the Table Options menu and select Export to Excel. This exports to Excel and you can manipulate the data for further analysis. Not only can you save your frequently used searches, you can add them to a new tab on your dashboard to view the results quickly. Be sure the report you add here has a minimum of three search criteria selected to maximize the results.

    Add a new tab and a saved search to your dashboard in four easy steps.

    First,On your Dashboard, click Configure TabsClick Add New Tab

    *Next, enter the name of your new tab, then select the radio button for Display add document types on the tab.

    Click Ok

    After adding the tab, select Saved Search from the Add Content box.*You will see a list of your saved searches. Select the appropriate Saved Search to add to your newly created tab.

    Repeat this process to add additional saved searches to this tab. When you are through, click done.

    *The new tab, displays your saved search. Arrange the searches by dragging them and dropping them. This allows the customer to customize the view of the data.

    The Saved Search information refreshes each time you log in.

    Accessing the Saved Searches from this new tab, saves you a couple of steps in the Search process. The searches are pre-populated and do not require configuration. Saved searches also gives ready access to saved searches by displaying the current results.

    You can export these reports. Click on the report and it brings up the Analysis report layout. Click on Export or Actions then Configure Export to add additional data to you export.*Now, lets look at Secure Reports, which are MFMP generated Operational reports.

    **MyFloridaMarketPlace Secure Reports generate from MyFloridaMarketPlace data to support Purchasing, Finance and Accounting, and System Administration. These operational reports are designed to assist with daily tasks and agency business activity in MFMP.

    The reports are available in an .csv (comma separated value) format, which require the use of Win Zip or other zip file utility software in order to access the report. Once you have "unzipped" the report, you can save it in Excel (.xlsx) or Access (.mbd) format.

    MFMP updates these secure reports on a regular schedule - daily, weekly, monthly, or quarterly based on the parameters of the Report Request.

    Each agency has a unique username and password. Secure reports are available for all customers with password authorization.

    *To get a username and password, e-mail the DMS MyFloridaMarketPlace team at [email protected]

    Access the Secure reports from the MyFloridaMarketPlace Buyer Toolkit or from the website listed here.

    The DMS MyFloridaMarketPlace secure reports website provides information aboutHow to access the reportsHow to create report requestsHow to get a passwordHow to access training

    MFMP creates most reports as All Agency Reports. This means that if you submit a report request, the DMS MFMP team reviews the request and determines if the report would be beneficial to all agencies. Here we see a condensed list of the reports that are available to All Agencies.

    Information only:List updated 4-20-12**Scroll down the main page and click on your agency PUI, Purchasing Unit Identifier.

    Enter your username and password.

    A list of the Secure Report file names for your agency display.

    The MFMP team uses 7-Zip as the zip utility to open zipped files, so the following process may vary slightly depending on the zip utility your agency uses.

    Double-click on the desired report name and click save.

    Save the report to an easily accessible location, for instance, the computers desktop.*From the saved location, right-click on the report and select Open Archive. This opens a window similar to the one on this screen.

    Double click the file name and the report will open. At this point you can save the .csv file as an Excel file (.xls or .xlsx)**The Secure Reports Job Aid lists reports available to All Agencies. The list is in alphabetic order, based on the name of the report. The Job Aid includes information about each reports intended purpose, the fields it includes, report frequency, and the intended audience.*If you need a report and the information is not available from a current reporting option, you can request a new report. Report Requests are for new reports created where the information is not available through a system search, and existing Secure Report or in Analysis. Complete the Report Request form located under the MFMP Forms page on the MFMP Toolkit. E-mail the form to the customer service desk. When MFMP creates the report, MFMP posts it to the Secure Reports website. MFMP completes these requests on a quarterly basis.

    For more information about Report Requests, see the MFMP 3.0 Manual and for more information about the ODU Process, see the System Administrator Manual.Now, lets discuss MFMP Analysis, our analytical reporting tool.

    **Log in to Analysis 3.0, using the Web address on the screen and your MFMP Buyer username and password. Analysis access is associated with your user profile, so please contact your agency System Administrator to request access to the tool. MFMP updates Analysis passwords two times a day, during the 12 p.m. and the 6 p.m. hours. If you update your password before noon, you can use your new password beginning that afternoon.If you update your password between noon and 6 PM, you can use your new password the next day.

    *The Analysis Dashboard is your home page. It allows you to create direct links to your favorite reports, including charts and pivot tables you refer to often. MyFloridaMarketPlace deploys the Home Page with standard reports for all agencies. You can customize these reports or remove them and add custom reports to the dashboard.

    *Analysis uses a separate database uploaded with information from Buyer, Vendor Information Portal, VIP, and FLAIR.Data loads are typically run outside of business hours, so customer impact of any system performance / slowness is minimized.

    Analysis includes data from Fiscal Year 2008-09 to present.

    *Analysis is the MFMP reporting tool that agencies use for insight into spending patterns such as how much are we spending, where are we spending and what products and services are we buying.

    Analysis uses several sources of information including purchase orders, invoices, contracts, vendor registration or VIP data, and FLAIR payment and encumbrance information. *MFMP Analysis builds reports based on three things: Facts, Data fields, and Dimensions. Facts are the basic transactional data you are investigating like the purchase order you are investigating. Available Measures or Data fields are numerical fields within that fact that can be measured like the purchase order spend or invoice count. Dimensions are details about the facts like the order date, supplier name or the agency name.

    The most common Available Measures include Spend and Count. Select count only if you want to know how many orders, invoices etc. Use spend to pull all other data elements.*You can further divide dimensions divided into Hierarchies. The Hierarchy provides levels of the dimension. An example is:A Dimension is Encumbered. You can break this down further. Do you want to see the Encumbrance Status and/or the Encumbrance ID? Another example is the dimension Ordered Date. Do you want to see this based on the calendar year or the fiscal year?

    *Analysis provides a wizard-like function to guide you through the steps of creating a report.

    The navigation pane on the left-hand side of the screen allows you to see what step you are on as you create your report.

    The Next button advances you through the steps in the process.

    *The title becomes the report name if you save the report.The description provides an explanation of the report for others to view.

    The Fact is the data source you want to analyze. The Facts Drop Down Box is lists the Facts you can choose from which include Contract, Purchase Order, Invoice, Vendor location and several cycle time transactional data elements.

    *The Available Measures are the data fields for the report Fact. These fields change as the Fact changes.

    To add the Available Measure you want to the report, click on it and choose, Add to Report.

    The most common Available Measures include count and spend.

    *Now that you have your basic data element and the available measure, we can further define the information we want to see in our report. In Analysis, you build your report much like an Excel pivot table. A pivot table is structured like a spreadsheet with page fields, row fields, column fields and data area. To learn more about using pivot tables, search the internet for tutorials.

    Add dimensions to the Page, Row or the Column fields by dragging and dropping or clicking on the dimension and selecting the area of the report you want to add it to. You can add only two items to the Row and Column field while building your report however, you can place an unlimited number of dimensions on the page field.

    If you do not know where to place an option, place it on the Page field.

    On the screen the words Available Hierarchies toggles when you click it to display all available fields which lists additional options. *This slide shows us a report we executed. On the left, the hierarchy filters you selected for the Page field display. In the middle you see the hierarchy you placed on the Row and to the right top you have the column field. The right bottom displays the actual data results.

    You can drill down into your data by clicking on the row or column headings on the report pivot table. Analysis displays filters that you apply to the pivot table as you drill down into the data in Applied Filters section.

    If you want additional filters on the row or column, click on the filter and drag and drop it on the row or column as desired.

    In a few more slides, I will demonstrate how this works.*The MyFloridaMarketPlace technical team has prepared some Prepackaged reports for agencies to use as a starting point for their reports. You can open these reports and amend them to pull data for your agency. Save those to your personal or public folder for future use.

    To access the Prepackaged reports, select the Prepackaged reports link from your MFMP Analysis Dashboard.When you Open any saved or Prepackaged report, it displays the most current information based on the report parameters. To update these parameters click Edit. This takes you back to the Pivot Layout and you can add or remove options.

    **The Public Reports option displays folders for each agency. Use Public Reports to save reports to that you want to make public, for others to access. Anyone can access any agencys public report.

    We will see an example in the next slide or two.*After clicking on Public Reports, you see the list of agency folders. You can access these folders and use the reports within as a starting point for your report. Change any other relevant data to meet your needs. Click Done to run the new report. Then click Save As to save the new report in your personal workplace or your agencys Public Report folder. Be sure to click the radio button beside your agency to place the report in the appropriate folder.*For example, you may pull a DMS report for Purchase Order spend for last fiscal year if it has most of the data elements you are looking for. Open the report, click Edit, then change the agency from DMS to your agency.

    Other customers cannot amend your reports. When they make changes, Analysis prompts them to save the report. Analysis prevents customers from overwriting a report name by requiring a unique name for each report in the folder.

    *Analysis 3.0 also includes a Search feature to help you locate reports by keyword or title.This can be helpful if you are looking for a starting point for your own reportmaybe leveraging another agencys report formator just doing some research!

    Click on Search and enter a keyword. Scan through the results until you find a report that may work. Open the report and edit it to your agency. Change other parameters as needed.

    *The Report name defaults to the original title you used in the beginning. You can update that now before you click save again.

    The current project defaults to your Personal Workspace. If you save the report to your Personal Workspace you are the only one who can view it. Whenever you log into MFMP Analysis, you can find your Personal Workspace on the Manage box.

    The next slide shows how you can share your report.

    Remember when you save a report, you are saving only the parameters of the report. Information in Analysis changes as the information in MyFloridaMarketPlace 3.0 changes. Change orders, cancel orders, etc can affect your data. If you are looking for point-in-time data , you should export a the report and save it by date, so you can refer to the data at that time.To share your report with others or other MFMP Analysis customers, change the Current project to Public Reports and select your agency.

    Scroll down to your agency and place a radio button beside your agency name.

    Click SaveYour report is now in a public location for others to access. This location is where you will access the report in the future. **To refine the parameters of a report, click Edit. This takes you back to the Refine Data tab of the report. You can update the filters or change the date. If you need to add or remove hierarchies or dimensions, click previous to go back to the Pivot Layout.

    Once you make all your changes, click Done to run the report again.*The only way to get your data out of Analysis is to export it. Exporting data allows you to customize the format of the report, including moving, deleting, or adding additional rows and columns. Exporting data takes a snapshot of the data in the report, as of the day you run the report.

    When you click on Export, Analysis exports your data to an Excel file. The data extract is bound by the restrictions of Excel. Excel 2003 has a limitation of 64,000 rows and Excel 2007 is limited to 1 million rows. For Excel 2003 customers, If your data exceeds this limitation or if you have any problems exporting to Excel, click on Actions and Configure your export to a .csv file.

    To determine what version of Excel you have, you can right-click on the Excel icon on your desktop and select properties and the version will display.

    We will talk more about configuring your export in a few slides.Click Export to get your report in the standard Excel format.**The Excel export has multiple tabs. The data tab contains all the raw data with the report parameters and filters at the top. Excel auto-generates a bar chart, pivot table, pie chart, and chart table for the information on the data tab.

    MyFloridaMarketPlace recommends you use the Pivot tab to view or change the way the data is arranged on the report.

    *If you want to obtain additional detail information for your report such as the purchase order number and line number, the invoice or the description, or if you are unable to export to Excel, then Configure your export.

    Under Actions click Configure Export.*Select the radio button for Comma-separated value (CSV) format under Export File Format. This allows Analysis to export to a .csv file. You can then save the file as an Excel file. Exporting reports to a .csv formats allows for reports greater than 64,000 rows be exported. This benefits Excel 2003 customers. Some agencies have strict configuration standards for computers. These standards can prevent MFMP Analysis from loading some needed software components that allow the Excel (.xls for 2003 or .xlsx for 2007) export

    To see additional data fields you can choose for your export, click Custom under Data Set.

    Next, select the radio button for Export Detail data. Place a check in any of these fields, such as description or PO number, that you want to export. *For additional detailed information, scroll down to the Dimension fields. Click the arrow beside the field you want to include and place a check in the specific criteria. This information is considered detail information.

    You can elect to display some of this information on your actual report that displays in Analysis, however, if you are exporting it, simply configure the report to provide it to you as part of the export.*Exporting your data is the only way to take a snapshot of the exact data in your report as of the particular day you run the report .When you save a report, you are only saving the parameters of the report.Data in Analysis changes as the data in Buyer, FLAIR and VIP changes.Change orders, cancel orders, etc can affect your data.The Excel export feature has limitations based on the version of Excel on your computer.For example, if you have Excel 2003 installed on your computer, you have a maximum of 64,000 rows of data that you can export; anything in excess must exported as a csv file.You must have administrator rights on your desktop to export to Excel for the first time. If you are not an administrator on your computer, contact your IT department.*Now that we discussed the basics, lets create a report together.

    On the Analysis home page, under Create, click Analytical Report.

    Enter the Title and Description. If you save the report later, the Title becomes the name of the Saved report.The Description field is optional but provides additional information for others viewing your report.

    Select the Fact or the base data you want to analyze. For this report select Purchase Order.

    Next, you need to add Available Measures to the report by clicking the Pre-defined measure and click Add to Report. The Available Measure most often used for the Purchase Order Fact is PO Spend and PO Count. Click each of these and click add to report.

    The only time you need to use the count option is if you want Analysis to count the number of purchase orders for your data.

    *Now that you have your basic data element and the available measure, we can further define the information we want to see in our report.

    Add dimensions to the Page, Row or the Column fields by dragging and dropping or clicking on the dimension and selecting the area of the report you want to add it to.

    If you do not know where to place an option, place it on the Page field. For our report we will place Method of Procurement on the Page field and add Agency Name and PUI number to the row field. (Remember, we can only add two dimensions to the row and column field while we are building the report.)*The Refine Data step is where you set up the date range and/or any filters prior to running the report.

    If you placed on the Page field, a dimension you want to filter, click the dropdown and click on select others. Enter the information you are looking for, place a check beside it and click ok.

    If you place a dimension on the row or column of the Pivot Layout to use as a filter, select those filters by clicking the link, Customize this form. *When you click the Customize this form, you get this screen. Click beside the dimension you wish to show, click show, then click done.

    This takes you back to the previous page where you select the filters by selecting others in the dropdown and populating it.

    Once you select all of your filters, click Done to run the report.*The final report displays as shown here. The hierarchies/dimensions you placed on the page filter, display on the left side of the report. The row filter displays in the center of the report.

    At this point, you can move the Method of Procurement down to the Row field by clicking on it and dragging it to the new location before or after Agency Name or PUI number. Look for a solid blue line that indicates the drop location.

    Now you can edit, save, or export the report.

    When you get your report set up the way you want, save the parameters for future use. *Lets create an Analysis report in the training environment to demonstrate what we discussed today.

    **Lets discuss what reporting tool you would use for this example.

    Your supervisor wants you to report the number of requisitions you create each month that are in ordered status, submitted but not yet ordered and those that are rejected.

    You can use the search option in MFMP 3.0. You can also use several of the available Secure Reports. Remember, the Secure Reports display information for your entire agency. You will have to filter this to find the requisitions.

    *Another reporting example is, your supervisor asks you to monitor all invoices to assure they do not sit with one approver too long, exceeding 20 days. You can monitor the IR Last Approver report. This report shows all IRs for your agency that are in approving status, who they are with, and how long they have been there.

    *MFMP Analysis allows you to report on the commodity code for promotional items during the specific time needed by selecting the criteria on this page.

    *Contact the MyFloridaMarketplace customer service desk at (866) 352-3776 or at the e-mail address noted here.

    The MFMP Buyer Toolkit includes many resources, such as the MFMP 3.0 Manual. The manual provides step-by-step instructions for the many processes in MyFloridaMarketPlace.

    Many customers need assistance searching for vendors. Use the links listed here for MarketView and Vendor Information Portal to search vendors.

    *You can register online for additional MFMP training, using the link provided here.

    Access the MFMP Training Tours, recorded training sessions, through the link shown here.

    The Training Environment is lets you practice what you learn. Your username is the same as it is in the production environment and the password is train30.

    **Now it is your turn to apply what we discussed. The scenario is a request from the Legislature requesting the total your agency spent last fiscal year on advertising. You can get that information from MFMP Analysis by using Advertising commodity codes as your filter.

    Use the information above and create your report.

    518005: LEASE/RENTAL, ADVERTISING OR DISPLAYSPACE 900005: CONTRACTUAL LEASING, ADVERTISING OR DISPLAY SPACE 973040: ADVERTISING, PROMOTIONAL, PUBLICRELATIONS & ECONOMIC DEVELOPMENT S 973041: MAGAZINE ADVERTISING 973042: NEWSPAPER ADVERTISING 973043: RADIO ADVERTISING 973044: TELEVISION ADVERTISING*The scenario is a request from your purchasing director. The purchasing director wants to see the top five vendors you did business with for the last two fiscal years. The PO number and the PO Description are considered detail level information and can be obtained through your Configure Export option.

    Use the information above and create your report.

    *The scenario is a request from your administrative director. The admin director wants to see the top five vendors you processed invoices for last year and they want to know if those invoices were eInvoices or if staff had to input them manually. You can retrieve this information by using the ASN Invoice Dimension.

    Use the information above and create your report.

    *Weve got time to take some of your questions.*