mfmp reporting manual · the fundamental reporting concepts section discusses that user defined...

MFMP Reporting

Manual

Last Updated: December 2016

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Table of Contents MFMP SYSTEM OVERVIEW ................................................................................................................................. 4

What is MyFloridaMarketPlace (MFMP)? .......................................................................................................... 4

MFMP Application .............................................................................................................................................. 4

MFMP Reporting Options .................................................................................................................................. 4

General/Transactional Reporting ....................................................................................................................... 4

Operational Data Reporting ............................................................................................................................... 4

Analytical/Customized Reporting ....................................................................................................................... 4

MFMP ANALYSIS OVERVIEW ............................................................................................................................... 5

What is MFMP Analysis? .................................................................................................................................... 5

Access ................................................................................................................................................................. 5

Navigating through MFMP Analysis ................................................................................................................... 5

Dashboard .......................................................................................................................................................... 5

Drop Down Boxes ............................................................................................................................................... 5

Calendar Icon ..................................................................................................................................................... 5

Required Fields / Error Messages ....................................................................................................................... 6

Login ................................................................................................................................................................... 6

Logout ................................................................................................................................................................ 6

Data Update Channels and Frequencies ............................................................................................................ 6

FUNDAMENTAL REPORTING CONCEPTS .............................................................................................................. 7

Report Structure ................................................................................................................................................. 7

Pivot Tables ........................................................................................................................................................ 7

Viewing and Manipulating Data in the Pivot Table ........................................................................................... 8

Navigating the Pivot Table ................................................................................................................................. 9

Report Display Settings .................................................................................................................................... 10

Aggregate / Detail View ................................................................................................................................... 12

Pivot Table Tabs ............................................................................................................................................... 12

Pivot Layout ...................................................................................................................................................... 12

Actions Button .................................................................................................................................................. 13

PREPACKAGED REPORTS ................................................................................................................................... 14

Accessing Prepackage Reports ......................................................................................................................... 14

ANALYTICAL REPORTS ...................................................................................................................................... 15

Select a Report’s Source Data .......................................................................................................................... 15

Structure the Pivot Table .................................................................................................................................. 16

Refine the Data ................................................................................................................................................ 18

MULTI-FACT REPORTS ...................................................................................................................................... 20

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Creating Multi-Fact Reports ............................................................................................................................. 20

COMPOUND REPORTS ...................................................................................................................................... 22

Creating Compound Reports ............................................................................................................................ 22

Configure Content ............................................................................................................................................ 22

Create a Summarized View .............................................................................................................................. 23

Configure Filters ............................................................................................................................................... 24

Map Fields ........................................................................................................................................................ 25

Refine Data and Running the Report ............................................................................................................... 26

ACCESSING AND MANAGING FOLDERS .............................................................................................................. 28

Public Reports ................................................................................................................................................... 28

Accessing Public Reports .................................................................................................................................. 28

Public Report Portlets ....................................................................................................................................... 28

Personal Workspace ......................................................................................................................................... 29

Accessing the Personal Workspace .................................................................................................................. 29

Managing Folders and Reports ........................................................................................................................ 29

Saving Reports .................................................................................................................................................. 29

Searching for Reports ....................................................................................................................................... 30

Saving Searches ................................................................................................................................................ 31

Modifying Saved Searches ............................................................................................................................... 31

Moving Folders & Reports ................................................................................................................................ 32

Copying Reports ............................................................................................................................................... 33

EXPORTING REPORTS ....................................................................................................................................... 34

Choosing the Export Format ............................................................................................................................ 34

Configure Exports ............................................................................................................................................. 34

SCHEDULING REPORTS & EMAIL NOTIFICATIONS ............................................................................................... 36

REPORTING APPENDIXES .................................................................................................................................. 38

Prepackaged Reports ....................................................................................................................................... 38

Individual Reports ............................................................................................................................................ 38

Dashboard Reports .......................................................................................................................................... 38

User Defined Fields ........................................................................................................................................... 39

Creating a Parameterized Report..................................................................................................................... 42

Analysis Fields Glossary .................................................................................................................................... 43

Data Field Descriptions .................................................................................................................................... 56

Pivot Table Menu Quick Reference .................................................................................................................. 60

GLOSSARY ........................................................................................................................................................ 63

RESOURCES ...................................................................................................................................................... 66

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MFMP System Overview What is MyFloridaMarketPlace (MFMP)? Established in 2003, MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system. MFMP offers a full source-to-payment process, starting with the electronic quote or solicitation, moving to the contract or purchase order creation, then receipt of the goods or acceptance of the services, and ending with the invoice reconciliation and vendor payment. Transactions in MFMP are automated, which provides validation of information and integration with the Florida Accounting Information Resource (FLAIR). Both Purchasing and Finance and Accounting (F&A) customers benefit from the reduction in error rates and source-to-payment cycle times achieved through processing in MFMP.

MFMP Applications MyFloridaMarketPlace is composed of five different systems. The first four are integrated, while the Vendor Bid System is a stand-alone application.

• Buyer - is the application state agencies use to work with registered vendors to issue purchase orders (PO) to receive goods and process invoices.

• Analysis - is an analytical reporting application that combines data for MFMP purchase order, contracts, vendors, and invoices and FLAIR payment records.

• Sourcing - is an electronic notification, bidding, and quoting application used for State Term Contracts and agency eQuotes.

• Vendor Information Portal (VIP) - is the system in which vendors register to do business with the state, pay their transaction fees, and elect to participate in bidding opportunities.

• Vendor Bid System (VBS) - is the official online repository for upcoming grants, competitive solicitations, single source, public meetings, and agency decisions.

MFMP Reporting Options General/Transactional Reporting The Buyer Application gives agency customers the ability to create system searches for MFMP transactions. For steps on how to create a System Search, view the MFMP Buyer Manual.

Operational Data Reporting MFMP provides agency customers with various reports that contain operational data. These reports are located on a secure site and may be used to assist in the maintenance of customer accounts, shipping and billing addresses, tracking orders, and reconciling invoices. If agency customers need information that is not available from a current reporting option, they can request a new report. For more information about MFMP Secure Reports, please view the MFMP Secure Reports Job Aid.

Analytical/Customized Reporting MFMP Analysis is the MFMP reporting application that agencies use for insight into spending patterns such as how much the state is spending, from which vendors their agency is purchasing, or what products and services are they are buying. To generate reports, customers must have the Analysis group in MFMP Buyer to access the Analysis application. This manual will focus on this type of reporting.

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_university/manuals_and_job_aids

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/manuals_and_job_aids

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MFMP Analysis Overview What is MFMP Analysis? The Analysis application provides insight into the State of Florida’s spending patterns and gives customers the

power to base buying decisions on spend data gained from customizable reports. Analysis improves customers’ ability to see spending patterns and identify how much they spend, where they spend it, and on what products and services. Analysis cycle time reports also provide insight into agency approval processes, allow agencies to identify potential bottlenecks, and make process improvements.

In MFMP Analysis, managers can create analytical reports and graphs, such as pie charts, bar charts, and pivot tables. They enable customers to investigate spending patterns and identify opportunities to improve cycle times.

Agency Customers can manipulate their reports in many ways to reveal or hide data or view it at different levels. They can export data to Excel, save reports on their dashboard for instant viewing, share them with other customers, have the schedule reports and much more. The number of different reports customers can create in MFMP Analysis is nearly limitless because they have full selection of the data elements available to add to their reports.

Access For MFMP Analysis access, customers should contact their agency system administrator. The MFMP customer service desk (CSD) can identify agency system administrators, if necessary.

Navigating through MFMP Analysis There are several tools available to help agency customers navigate through MFMP.

Dashboard The home screen, better known as the Dashboard, organizes the tasks and information that customers use frequently. It is also a starting point for creating, searching, and managing reports.

The portlets provide access to pre-defined content, and MFMP highlights certain reports within the last 1-2 years such as PO by Commodity Code and Invoices by Agency. These portlets can be rearranged or removed to fit customers’ desires.

Drop Down Boxes Drop down boxes throughout MFMP include the last five selections a customer used. If a desired selection is not listed as one of the last five, customers can select ‘Search for more.’ This allows customers to search for and select additional options.

Calendar Icon The calendar icon aids with entering dates:

• Double arrows move forward / backward by year

• Single arrow moves forward / backward by month

• Add Dates manually using the following formats:

o M/D/YY or M/DD/YY

o MM/D/YY or MM/DD/YY

o M/D/YYYY or M/DD/YYYY

o MM/D/YYYY or MM/DD/YYYY

https://analysis.myfloridamarketplace.com/

mailto:[email protected]


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Required Fields / Error Messages Asterisks (*) identify required fields in MFMP. If customers do not complete a required field, a red asterisk displays along with an error message. Once all required fields are completed and error messages are resolved, customers can complete their transaction. MFMP displays detailed error messages at the top of the screen, including the number of errors. That number reduces as the customer clears the system errors. Customers can roll their mouse over the highlighted error for more information; use the next button in the error message to move between errors.

Login

• Enter https://Analysis.MyFloridaMarketPlace.com in the internet browser.

• Enter assigned username (obtained from the System Administrator).

• Enter assigned password.

• Click Login.

Logout To log out, click the Logout option (located on menu bar across top of page). Clicking the X at the top of the Internet browser is not advised since this action does not end the MFMP session.

Data Update Channels and Frequencies The data in MFMP Analysis is available from fiscal year 2008 – 2009 and comes from several sources, including MFMP purchase orders, invoices, contracts, VIP vendor data, FLAIR payments and encumbrance data. Data from MFMP applications is loaded into Analysis in the following schedule:

• Buyer and VIP data - Daily

• FLAIR Encumbrance - Weekly

• FLAIR Payment information - Monthly (Saturday following the fifth business day of the month)

Tip: Type the words Today, Tomorrow, and Yesterday into the date area and MFMP will recognize the date.

Tip: MFMP sessions expire after 30 minutes of inactivity. After 29 minutes, a warning pop-up will appear with a 60-second countdown. To continue working in MFMP, select Cancel Logout to keep the session open or select Logout to end the session.

https://analysis.myfloridamarketplace.com/

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Fundamental Reporting Concepts MFMP Analysis reports are comprised of different types of data. Every report can display data from these sources on a pivot table. Reports created with the Analysis application can be manipulated to view different scenarios for selected data.

Report Structure The following concepts and terms as used in the MFMP Analysis application:

• Facts - Represent the basic transaction data that is being analyzed, such as Purchase Orders or Invoices.

• Measures – Or better known as Pre-defined measures, are the numeric data values from a fact, such as the number of lines in an invoice or an item’s unit price on a purchase order. Measures are always values that can be calculated, such as invoice amounts. At least one measure is required per report.

• Dimensions – Provide details within a single fact or multiple facts. For example, both purchase orders and invoices have Supplier and Commodity dimensions.

• Hierarchies – Different levels of data that are found within the dimensions. For example, within the Commodity dimension, the UNSPSC hierarchy has multiple data fields available.

• Data Fields – Provide data values and detailed information within the hierarchies. For example, within the UNSPSC hierarchy, the multiple data fields can be selected to examine different aspects of the report’s data.

• User Defined Fields – Measures generated from calculations based on data fields that contain numerical

values. These custom fields can be added to a report to display data that is not covered by a pre-defined

measure. To learn more on how to create a user defined field, view the User Defined Fields Appendix.

• Pivot Tables – Spreadsheet-like structure of row fields, column fields, page fields, and data fields. View the

Pivot Tables section below for more information.

Pivot Tables A pivot table is an Excel spreadsheet-like tool that is designed to summarize data. The table structure consists of rows and columns with an added layer of page and data fields. Page fields allow customers to filter report information in rows and columns by specific data fields such as agency or commodity code. Agency customers can utilize pivot tables to perform various tasks such as quickly summarizing large amounts of data or viewing all values that appear within a specific field.

• Fact: Contract

• Measure: Contract Count

• Dimension: Commodity

• Hierarchies:

o UNSPSC ▪ UNSPSC (L1)

▪ UNSPSC (L2)

▪ UNSPSC (L3)

Data Fields

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Viewing and Manipulating Data in the Pivot Table

• Row Fields – are a vertical representation of the data and they correspond to the rows in a traditional spreadsheet.

• Column Field – are a horizontal representation of the data and they correspond to the columns in a traditional spreadsheet.

• Data Fields – provide the data values and detailed information within the pivot table.

• Page Fields – act as filters on the other fields. For instance, if Invoice Type is selected as a page field, the report can show data for all invoice types or a subset of invoice types.

• Applied Filters – Displays the hierarchy filters that were applied to the report in the form of Breadcrumbs. A breadcrumb is the filtered information for rows, columns, or data values. When a customer drills down or collapses the data, the applied filters area shows the location of data in the hierarchies on the pivot table.

Breadcrumbs

Page Fields

Row Fields

Data Fields

Column Fields

Tip: Customers can return to any previous view of the data in a report by clicking the breadcrumbs in the Applied Filters area on the pivot table.

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Navigating the Pivot Table

• Drilling Down – Drilling down lets customers go from high-level data down to more detailed data for

specific rows, columns, and/or data values in a report. It filters out any data that does not fit into the area

of focus. Customers can drill down to more detailed levels within a hierarchy, if available, or by data fields

at the page level. For example, when viewing invoice data, a customer might drill down on a row in the

UNSPSC hierarchy from general to specific commodity categories, based on the desired level of the code.

• Rolling Up – Rolling up summarizes the data by moving up in the hierarchy of the data field. For example,

rolling up a time dimension hierarchy allows customers to roll data up from month, to quarter, to year,

which aggregates monthly totals into quarterly totals and finally into yearly totals.

• Filtering – Filtering reduce the amount of data displayed in the pivot table. Filtering different parameters

makes analyzing the pivot table much quicker.

• Skipping Levels – Allows customers to skip directly to the desired hierarchy level without having to go

through every level (rolling up the data). For example, a customer can skip directly from the year level to

the month level in a date hierarchy without first viewing quarters.

25000000:

Commercial and

Military and Private

Vehicles and their

Accessories and

Components

25100000: Motor

vehicles 25101501: Minibuses

25101500: Passenger

motor vehicles

Tip: When investigating data, customers can add any dimensions they want to investigate as page fields. This will give them the ability to begin with a summary report and then drill down into page field hierarchies to focus on a particular area.

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Report Display Settings

• Field Settings – Use the Format tab on the Field Settings menu to format the data within the measure(s)

selected in the report. The settings that are available will depend on the fields selected. Customers can

view the data as normal, % of row, % of column, running total of row, or running total of column.

Customers may change the Number Format to a percent or currency rather than the system default. Access

Field Settings by selecting the Detail View or Aggregate View drop down menu and select Field Settings.

Tip: Customers can only skip levels in hierarchies with fields that have multiple levels. For example, customers may skip levels in a UNSPSC hierarchy, because the data values associated with the hierarchy level can be included into the level above it. However, customers cannot skip level for hierarchies such as Requester or Agency Name because they only have one level within their dimension.


• Display Options – Use the Others Bucketing tab on the Display Options menu to limit the number of items

displayed in the pivot table. Items that do not meet the set criteria are subtotaled as Others. Access the

Display Options menu by clicking Edit next to Display Options in the Applied Filter section. o Number of Rows - Sets the minimum and maximum number of rows displayed on the report. By

default, the pivot table shows a minimum of 3 and a maximum of 8 rows. All report rows that

exceed the maximum number are grouped into a row named Others. Keep in mind that the pivot

table updates faster when it has fewer rows.

o 80-20 Rule - Shows the top spend items that compose the specified percentage of the total spend.

Remaining items are placed in Others. By default, the pivot table shows 100% of the items that

make up the total. For example, for a 60/40 ratio, the report display the items that make up the top

60% of the total and groups the remaining 40% of items in Others.

o Minimum Subtotal Percentage - Shows all items that contribute no less than the specified

percentage of total spend. Remaining items are placed in Others. For example, show only suppliers

which contribute at least 5% to total spend. Suppliers which do not contribute at least 5% to total

spend are placed under Others.

o Summary Row / Columns - To display total and variance columns on the pivot table, click the Show

total or variance columns on the pivot table at all times check box. Click to clear the check box to

hide these columns. To display subtotal rows on the pivot table, click the Show subtotal rows on the

pivot table at all times check box. Click to clear the check box to hide these rows. Setting any other

options on the Display Menu will override these settings.


Aggregate / Detail View

• Aggregate View – Use to view show significant trends by combining Individual pieces of data together into

hierarchy levels. The aggregate view provides the overall trends in data and customers may then drill down

into the different levels of the hierarchies to examine trends in specific areas.

• Detail View – Shows all of the individual pieces of data that form the Source Data (Available Measures) in a

pivot outline or grid. In the detail view, there is an option to displaying the report as a flat data table.

Pivot Table Tabs • Pivot Table – The default tab displays the report in a spreadsheet-like structure of row fields, column fields,

data fields, and page fields, referred to as a pivot table.

• Chart – Displays the current pivot table as a chart where customers have the option to modify the field settings for the chart values.

• Dashboard – Displays the report as a Chart or high level Pivot Table with the option to add either to the customer’s Dashboard. View the Dashboard section for more information about customizing Dashboards.

Pivot Layout

• Pivot Outline – Displays the pivot table without dividing lines and is useful for showing the hierarchical

relationship between different rows of the report and looking at high-level or combined values.

• Pivot Grid – Displays report data with grid lines to provide a clearer connection between individual rows

and their totals by displaying each hierarchy and level as a separate column and dividing different sections

of the table with lines.


Actions Button

• Edit in Wizard – Returns the customer to the Refine Data page to change the data fields selected on the

report.

• Save Changes – Gives the customers an option to save their current report to their Personal Workspace, or

publish it to a Public Reports folder so that others access it.

• Display Options – Please see Display Options for more information.

• Export Data – This option exports the report based on the format configured in the Configure Export

option; it defaults to an Excel export option. View the Exporting Reports section for more information.

• Configure Export – Use this option to configure the export format and settings of the report. View the

Exporting Reports section for more information.


Prepackaged Reports There are a number of reports available in the Prepackaged Reports folder that the MFMP team has developed for agencies to use in specific scenarios. They are designed to save agencies time developing their own customized reports. Analysis prepackaged reports are configured to pull data for all agencies. Agency Customers can open the reports, customize them as desired, and save them to their agency’s public folder or their own personal folder. Prepackaged are grouped into folders based on their topic. For example, the Invoice Summary Report is located with the Buyer Settlement Reports group. For a complete list of prepackaged reports, view the Prepackaged Reports Appendix.

MFMP recommends that customers explore the available prepackage reports before they invest time creating a

customized analytical report. If there is a report that provides some of the information that a customer is looking

for, they have the option to refine the report to meet their needs. To learn more about refining reports, view the

Pivot Table section. To learn how to save a prepackage report view Accessing and Managing Folders.

Accessing Prepackage Reports • On the menu bar, click Manage.

• Select Prepackaged Reports.

• Left-click on the report or folder and select Open.

o To see the variety of reports available within a specific folder, click the expand arrow by the folder or click the folder name and select Open from the drop down menu.


Analytical Reports An Analysis report arranges numerical data pulled from the Buyer application or a calculation using that data, in a

pivot table format (View the Pivot Table section to learn more about Pivot Table structure). Analysis reports are

designed to help analyze procurement activities. Reports can provide customers insight into agency spending or a

supplier’s performance.

There are three main steps to create an analytical report in MFMP Analysis:

• Select the report’s source data.

• Lay out the pivot table by placing data in different areas of the pivot table (row, column, or page fields).

• Refine the report data to limit amount of data displayed in the report.

Select a Report’s Source Data • On the menu bar, click Create, then select Analytical Report.

• Enter a title and optional description for the report. If a description is entered, it will appear below the report title in the folder where the report is saved.

• Choose a fact from the drop-down menu. The fact selected will determine what type of transactional information will be analysis and will determine the data fields that can be add to the report. For more

information, view the Analysis Field Glossary for a detailed list of the reporting facts and the data fields each contains.

• The application defaults the Currency to the US Dollar. Customers may not edit this field.

• Select the relevant available measures:

o Drag Pre-defined data fields from the list into the Data area of the pivot table on the right

or

o Create a User-defined field, for more information view the User Defined Field Appendix.

• Click Next.

Tip: Before creating a new analytical report, customers should double check to see if there is a prepackaged report available that contains information they can use.

Tip: To create a report, agency customers must add at least one measure.


Structure the Pivot Table Agency customers will structure the layout of the pivot table by adding data fields as page fields, row fields, column

fields, and/or data.

In the report, the row fields appear on left of the report table and the column fields become the column headings

across the top of the pivot table. Page fields act as filters for report data. The data section reflects the data that

appears in the body of the report.

When creating a report, customers have the option to show detail fields in the data section of the report. Each fact

has a default set of detail fields; however, the customer can add or remove the default detail fields with other data

fields.

Tip: The more row, column, and detail fields added to the report, the longer it takes the report to retrieve data from the database. MFMP recommends that customers start with a few row and column fields and add more as needed or when exporting.


The system defaults to display all the data fields available under available hierarchies. Customers can view all

available data fields by selecting Available Fields from the drop down menu.

• To add row or column fields to the report, drag data fields from the list of available hierarchies to the Row Fields and Column Fields area of the pivot table, or click the field names and choose Add As: Row Field or Add As: Column Field.

• To add page fields to the report, drag fields from the list of available hierarchies to the Page Fields area of the pivot table, or click the field names and choose Add As: Page Field.

• To display detail fields in the report by default, click the Show detail fields in report check box; the report will open in detail view. To add detail fields, click carrot to display the current list of detail fields, then drag a field from the list of available hierarchies or available fields and drop it in the Detail Fields area.

• Click Next.


Refine the Data Customers must select the date range for which they want to view the data. Each fact has a preset date field by

which customers refine their report. This can be either a fixed or relative date range. If they use a relative date

range, the report automatically updates with data for dates relative to the current date every time the report is

opened.

• Specify the date range to refine report data:

o Relative date range: Customers will be able to set a range of dates that is automatically updated with new data whenever they view their analytical report.

▪ Time period: Select months, quarters, or years from the pull-down menu.

▪ Most Recent and Future time periods: Select the number of most recent and future time

periods to use in the filter from the pull down menu.

▪ Include current partial year: Clear the check box to remove current partial time period data

from the report.

o Fixed date range: Choose a specific fixed date range by manually entering the dates or use the calendar icon.

▪ Click the Automatically adjust the range to include complete months check box to optimize

performance of the report.

o Advance Options: Provides different date fields. The advance options available will differ depending on the report fact selected.

▪ Refine date using: Select an additional hierarchy to filter data from the pull-down menu.

▪ Date Type: Choose whether to filter the data by choosing Calendar or Fiscal from the drop

down menu.

▪ Click the Include data with dates not set (unclassified) check box to include all data in the

report, even if it is not associated with a date.


o Customers can choose specific details to add to the report by clicking the Customize this form link. For example, if the field Agency is added as a row field, it will appear as a Hidden Field. Customers could select the Show button to move it to the Form Fields section above. Any field within the form field section can be filtered prior to running the report. To filter this field, click the Done button and then selecting the desired filter for that field.

o Click Always show this customized form checkbox to always be prompted to use the Customized

Form when the parameterized form of this report is used. View the Parameterized Reports for more information.

o Click Done, and the customer will be redirected back to the Refine Data page to continue creating the report.

o To complete the report and see the pivot table click Run Report or Done.

o For instructions on how to save and export report results, view the Managing Folders and Reports

and Exporting Reports sections.


Multi-Fact Reports The process of creating a multi-fact report is similar to the one for creating an analytical report. Multi-fact reports

allow customers to compare relationships between data in different facts within a single report. Customers can also

create new user-defined fields based on data fields from different facts.

When two or more facts are compared, customers will be able to see the data fields within those facts; however,

customers can only compare data for facts that have dimensions in common. View a list of available Reporting Facts

in the Analysis Reporting Glossary.

The following diagram shows the intersection of two facts and their dimensions.

Creating Multi-Fact Reports • On the menu bar, select Analytical Report from the Create drop down menu.

• Enter a title and optional description.

• Choose Create multi-fact report from the Facts drop down menu.

• In the Source Data section, select the facts to compare. As facts or fields are added or removed, the field mappings on the lower half of the page will change to reflect the new selection(s).

PO Invoice

Encumbrance

Commodity

Supplier

PUI Number

Agency


• Review each fact’s field mappings by updating the Map To area within the Field Mapping section.

o For example, if you are creating a report on the Contract and Vendor Location facts, you can choose from the pull-down menus the fields you want to use for both in the Time dimension.

• When the mapping is complete, click Done.

• To complete the multi-fact report, follow the steps in Analytical Reports.


Compound Reports A compound report allows agency customers to view different charts and tables from different reports in one

compound report. In a compound report, customers might see the pie chart of one report, the line chart of a

second report, and the table view of a third report. In addition, compound reports can include summarized views,

which are table-view combinations of values extracted from reports.

Suppose management requested a report that contains an overview of purchase order and invoice spend by

commodity and supplier, off-contract spend and spend variance. This request can be fulfilled by adding different

analytical reports to a compound report. Compound report filters are designed to examine specific data across

different reports. For instance, using the example above, suppose management requested to see the purchase

order and invoice spend data for a specific agency. An agency filter can be to the report and then filtered to show

the requested agency.

Creating Compound Reports

Configure Content

As compound reports contain information from multiple analytical reports, the analytical reports that are going to

be utilized will need to be created prior to creating the compound report. Customers can use reports they have

saved to their Personal Workspace or they can select reports from Public Reports or Prepackaged Reports. To add

content to a compound report:

• On the menu bar, click Create and select Compound Report from the drop down menu.

• Enter a title and optional description. If a description is entered, it will appear below the report title in the folder where the report is saved.

• Click the radio button to add content to a specific area within the report: Left Column, Right Column, or Bottom.


• Click Add Content and choose the type of content that will be added to the report from the pull-down menu.

o Choose Chart/Table to add a chart or table from a saved analytical report or a prepackaged report. Search the folders to find the desired analytical report and choose how the report should appear: as a table or a chart (pie, bar, column, line, area, or radar).

o Choose Summarized View to use any combination of unique values from any analytical reports. View the Summarized View section to learn more.

• Repeat the previous step until the basic content is added.

• Use the controls to change the order in which content appears or to move it between areas.

o In order to work with content in a specific area, select the corresponding radio button: Left Column, Right Column, or Bottom.

o Click the side arrow (<<, >>) buttons to move selected content from one column to another.

o Click the up and down arrow buttons to move selected content up or down in a column and rearrange report order.

o Move content to the left column and click X to delete it.

o When the layout is complete, click Next.

Create a Summarized View

In Analysis, a summarized view pulls in single values or totals of values from previously created analytical reports.

The layout of a summarized view is a two-column table. Customers can combine values from any of their analytical

reports into a single summarized view. To create a summarized view:

• On the Configure Content page, click Add Content and choose Summarized View.

• Enter a title for the summarized view.

• Navigate the folders to locate the analytical reports that contain the fields to include in the summarized view and click the desired report.


• In the Data Fields area, select a data field to add it to the summarized view.

• In the Other Fields area, select a field and choose a level from the drop-down menu.

• Once the all of the fields have been added from an analytical report, adjust their positions and descriptive labels:

o Click X next to the field to delete it.

o Use the up and down arrows to move fields up or down.

o Edit the field’s descriptive label.

• If the design of the summarized view is correct, click OK to add it to the compound report.

• Click Next to configuring filters. If additional content needs to be added to the report and/or the layout

needed to be edited, view the Configure Content section.

Configure Filters Filters in a compound report behave like page fields in an analytical report. For example, if a filter is added to the

Supplier field, the compound report can be filtered so that it only displays data for specific suppliers.

• On the Configure Filters page, click the names of the fields to filter in the compound report. If a data field is selected as a filter, it will appear in the Filter Fields area. To remove a filter from a field, click the data field name.


• To specify whether to use calendar or fiscal dates to constrain data in the compound report’s Time dimension hierarchies, check the Specify time range constraint box and choose Calendar or Fiscal.

• Click Next.

Map Fields Map the compound report’s filter fields to data fields in each of the selected individual reports.

• Check the Apply Filter check box next to each individual report field to map to the compound report filter field.

• If the data field in the individual report has more than one hierarchy, choose a hierarchy to map the compound report filter field to from the drop-down menu.

• Click Next.

Tip: Only apply filters on fields that are in all of the analytical reports that make up the compound report. If a filter field is selected for the compound report that is not included in all selected analytical reports, it will have no effect.


Refine Data and Running the Report Refining constrains the data in the compound report using different ranges outside the parameters of the analytical

reports selected.

• To refine the date range of data displayed in the compound report, specify new date values as described in

the Refine Data section.

• To constrain any of the compound reports’ other filter fields, choose Select Others from the field’s drop-down menu, and then select the desired filter values.

Tip: In a compound report that contains reports on invoices and purchase orders, customers might want to map the dates to Invoice Date for invoice reports and Ordered Date for purchase order reports.


• To parameterize the compound report, click the Customize link. View the Parameterized Report section for more information.

• Click Run Report to create the compound report.


Accessing and Managing Folders Public Reports The Public Reports folder is a place where customers can store reports outside of their Personal Workspace so

other customers can access them. The Public Reports folder can contain any number of user-created subfolders.

Customers can use the Public Reports Folder as a way to share reports with other customers. To learn more on how

to manage Public Reports visit Managing Folders and Reports.

Accessing Public Reports • On the menu bar, click Manage.

• Select Public Reports.

• Click any report or folder in the Public Reports folder and choose Open to display its contents.

Public Report Portlets

• Quick Links – Provides a quick access list of reports and folders that customers frequently use or find useful. To add an item to Quick Links:

o Left click on the desired report or folder.

o Under Action, select Add to Quick Links.

o Follow the same steps to remove an item from Quick Links by selecting Remove from Quick Links.

• Agency Public Reports – Every State of Florida agency has their own Public Report folder. Any agency customer with Analysis access can access these folders and save reports to these folders.

Agency Specific

Public Report

Folders


Personal Workspace MFMP Analysis provides a Personal Workspace that gives all customers the ability to save their reports in one

convenient, private location for future reference. Reports that are saved to a customer’s Personal Workspace are

only visible to that customer. Visit Managing Folders and Reports to learn more on how to manage the Personal

Workspace.

Accessing the Personal Workspace

• On the menu bar, click Manage.

• Select Personal Workspace.

Managing Folders and Reports Report folders in Analysis provide a way to organize frequently used reports. Customers should utilize the Public

Reports folder if they want to share reports with other customers. All folders and reports in the Public Reports

folder are visible to other customers. Customers cannot edit another user’s report in public folders. Customers can

use their Personal Workspace to save their personal reports in one convenient, private location. Reports that are

saved to a customer’s Personal Workspace are only visible to that customer.

Saving Reports Agency Customers can save reports to their workspace for their own use or publish it to the Public Reports folder so

that other customers can access it. Customers must save any changes that they make to prepackaged reports under

a different report name.

• On the report’s pivot table, click Save.

• If prompted, click Save to save any edits to the report under the current name, or click Save As to save the edited report under a different name.

• To save a new version of the report, enter a name in the Report Name text box.

• To save changes to a report that is on the dashboard, click the Update dashboard to use this version check box.

• Choose a folder location from the Current Project drop-down menu.

o When saving a report to the Personal Workspace, choose Personal Workspace.

o When publishing a report to a public folder, choose Public Reports.

Tip: Whenever a customer views their Personal Workspace, a link will appear in the Recently Viewed area on their Dashboard.


o When the destination folder is not on the Current Project drop-down menu, choose Other, to navigate to the desired folder, and click Select.

• If there are subfolders in the destination folder, use the expand arrows to display the folder contents and click the radio button next to the folder to select the location.

• Click Save.

Searching for Reports Agency Customers can search for reports and save those searches for future use. Search results only display the

documents customers have permission to view. Analysis only displays a maximum of 100 search results.

• On the menu bar, click Search.

• Select Analytical Report or Excel Template.

• Enter title or keyword search terms.

• Click Search Options to continue refining the search by document or other attributes. For example, customers can search by keywords in a report or template description, or by document owner.

• Click Search.


Saving Searches Agency customers can save the searches they use frequently. The saved searches are stored in the customers’

Personal Workspace and they can also accessing them by clicking the View All Saved Searches link on the Search

page.

• Perform the desired search.

• Click Save Search.

• Enter a name for the saved search.

• Click OK.

Modifying Saved Searches

• Open saved search through the Personal Workspace or by viewing My Saved Searches.

• Modify the search by performing one of the following steps:

o To modify an existing search, click Refine.

▪ Edit the search criteria, and click Save Current Search.

o To create a new search based on the current search, click Refine.

▪ Edit any search criteria that needs to be changed and click Save As New Search.

Tip: If a search term returns more than 100 results, customers can choose to refine their search or they can select the Ignore max results limit option located in the advanced area of the Search Options menu.

Tip: Customers should give their saved search a name that reflects the search criteria. This will help them locate the save search the next time they want to use it.


▪ Enter a name for the new search.

▪ Click OK.

• Customers can also delete a saved search by opening it and clicking Delete.

Moving Folders & Reports A folder or report can only be moved within its parent Public Folder or Personal Workspace folder. For example,

customers can move a folder or report from one place to another in their Personal Workspace, but they cannot

move it to a Public Folder.

• Click the folder or document that needs to be moved and select Move from the drop-down menu.

• Click the radio button next to the destination folder. To display the contents of a folder in the list of destination folders, click the expand arrow to its left.

• Click OK to move the folder or document to the selected destination.

Tip: Whenever a modified search criteria is saved as a new search, the original saved search remains unchanged.


Copying Reports A report can be copied to any other folder. For example, customers can copy a public report to their Personal

Workspace, or publish a report by copying it from their Personal Workspace to a public folder.

• Click the report or document that needs to be copied and choose Copy from the drop-down menu.

• Enter the title for the copied report in the Title text box.

• Choose a destination from the Current Project drop-down menu.

• Select the destination folder. To display the contents of a folder in the list of destination folders, click the expand arrow to its left.

• Click OK.

• Click Done.


Exporting Reports Customers can configure the export settings of the report before beginning the export. They can change the

format, choose a specific template, and specify the exact data they want to export. The MFMP Analysis report can

be exported in two formats:

Choosing the Export Format Microsoft Excel – In order to export an Analysis report from MFMP, customers must have Active X software

enabled on their computer. In addition, the officially supported versions of Excel are Excel 2000, 2003, or 2007.

Comma Separated Values (CSV) – Use the CSV option if the file needs to be opened with an application other than

Excel or if the customer does not have Active X enabled on their computer. This is the MFMP recommended export

format. The CSV file includes one header row that defines the columns in the file, and the rows have cells delimited

by commas.

Configure Exports • Open the report that needs to be exported.

• Click Actions and choose Configure Export.

• Click the radio button next to the format Comma-separated value (CSV) format.

• Select Current pivot table contents to export all of the data in the current pivot table or select Custom to add specific data fields to the report before exporting.

o Select the data that needs to be include in the report:

▪ Click Export aggregate data to include rolled-up, aggregated measures picked as the basis of the analytical report. These options depend on the fact selected on the report.

▪ Click Export detail data to include individual lines that make up the rolled-up aggregated measures, which are displayed in the report as detail fields.


• Choose the hierarchy levels that need to be included in the export.

• Choose to include detail fields with individual line items by selecting different Dimension Fields. (This is optional)

• Click Export Data to export the data in the pivot table.

• View and manipulate the report in a spreadsheet application, or format the report for presentation.

Tip: If information is needed from more than one Fact, more fields can be added to the report by creating a Multi-fact Report.


Scheduling Reports & Email Notifications In Analysis, customers can schedule a report to run in the background once or in regular intervals. The report will

run at its schedule time even if they are not logged into the application and they will receive an email notification

when the report has run. Keep in mind that scheduled reports are a snapshot of the report data at the time they

are run.

Customers may receive their results via email as an attached .zip file or they can log into Analysis and view the

results. If they select to receive their results via email, they will need access to a zip utility such as WinZip or 7-Zip.

To create or edit a background report schedule:

• In the folder view, click the report and select Run in Background.

• If prompted, save any changes to the report.

• Select the schedule for the report:

o To deactivate a current report schedule, select None.

o To run the report once immediately, select Run once as soon as possible.

o To run the report once at a specific time, select Run once on and select a date and time.

o To run the report multiple times on a regular schedule, select Run once for each period of and select the date, time, and frequency.

Tip: Due to data limitations, customers should make sure that they are working with a version of the report that displays the data they want to see in the scheduled results.


• Choose how long to store the results:

o If the report is scheduled to run once, choose a number of days from the Number of days to keep the stored results drop-down menu.

o If the report is scheduled to run multiple times, choose a number of report versions to keep from the Number of runs to keep drop-down menu.

• Click the Attach report results check box, to receive report results as a ZIP attachment within the email notification.

• Click Save to save the schedule settings.

To review the results in Analysis:

• In the folder view, click the report scheduled and select View Stored Results.

• A list of all stored results for a specific report will be available. Customers have the option to open the results as a pivot table in Analysis, download the results as a .csv file, or delete the results.

• Click Done to exit the screen.


Reporting Appendixes Prepackaged Reports Individual Reports

• Invoice Reconciliation Cycle Time – Provides the total number of approvals used to approve an invoice reconciliation for the most recent month. The data is sorted and/or filtered by the following field(s): Approver Type, Approver (User), Day Range, Agency Name, and Date IR Approved.

• Master Agreement Request Cycle Time – Provides the total number of approvals used to approve a master agreement request for the most recent month. That data is sorted and/or filtered by the following field(s): Approver (User), Day Range, Agency Name, and Date MAR Approved.

• Requisition Cycle Time – Provides the total number of approvals used to approve a requisition for the most recent month. The data is sorted and/or filtered by the following field(s): Approver Type, Approver (User), Day Range, Agency Name, and Date Requisition Approved.

• Vendor Count – Provides the total number of active vendors and vendor locations for the most recent 4 quarters. The data is sorted and/or filtered by the following field(s): Minority Designation, Date Registered, Location Status, and Status.

• PO Count and Spend – Provides the total dollar amount and total number of orders for the most recent 4 quarters. The data is sorted and/or filtered by the following field(s): Agency Name and Date Ordered.

• Invoice Count and Spend - Provides the total dollar amount and total number of invoice reconciliations with a paid status for the most recent 4 quarters. The data is sorted and/or filtered by the following field(s): Agency Name, Date Invoice Paid, and Invoice Status.

• Contract Count – Provides the total number of contracts for the most recent 4 quarters. The data is sorted and/or filtered by the following field(s): Agency Name, Company Name, Contract Form, and Date Effective (Fiscal Year).

• FLAIR Payments – Provides the total dollar amount of FLAIR payments for the most recent 4 quarters. The data is sorted and/or filtered by the following field(s): Agency Name, FLAIR Supplier Name, and Date Warrant Issued (Fiscal Year).

• FLAIR Encumbrance – Provides the total dollar amount of FLAIR encumbrance for the most recent 4 quarters. The data is sorted and/or filtered by the following field(s): Agency Name, Company Name, and Date Encumbered (Fiscal Year).

Dashboard Reports

• MFMP Invoices by Agency (1-2 years) – Provides the total number of invoice reconciliations for the most recent 2 years. The data is sorted and/or filtered by the following field(s): Agency Name and Date Warrant Issued.

• FL Purchase Orders by Commodity Code (1-2 years) – Provides the total dollar amount and total number of orders for the most recent 2 years. The data is sorted and/or filtered by the following field(s): Commodity Code and Date Ordered.

• FLAIR Payments by Agency (last 2 FY quarters) – Provides the total dollar amount of FLAIR payments for the most recent 2 quarters. The data is sorted and/or filtered by the following field(s): Agency Name and Date Warrant Issued (Fiscal Year).


• MFMP Purchase Orders by Vendor (1-2 years) – Provides the total dollar amount and total number of orders for the most recent 2 years. The data is sorted and/or filtered by the following field(s): 1099 Name and Date Ordered.

• MFMP Vendor Registrations by State (last 4 years) – Provides the total number of vendors for the most recent 4 years. The data is sorted and/or filtered by the following field(s): PO State and Date Registered.

User Defined Fields Overview

The Fundamental Reporting Concepts section discusses that User Defined Fields are measures generated from

calculations based on other fields that contain numerical values. These custom fields can be added to a report to

display data that is not covered by a pre-defined measure. Customers cannot create a user-defined field with data

that cannot be calculated mathematically. The following values cannot be added to a User Defined Field formula:

• Data that returns a Boolean value (Yes/No)

• Data that returns a status value (Approved/Not Approved)

• Data that returns a text value (Names of suppliers)

Example: A customers wants to create a purchase order report that includes the average spend per purchase order.

Since average purchase order spend is not a pre-defined measure, the customer can create an User-defined field

for Average PO Spend with a custom formula that divides PO Spend by PO Count (PO Spend/PO Count).

Steps

To create a user-defined custom formula field: • On the Source Data page, click Create User-defined Field.

• On the Definitions tab, enter a name and optional description for the formula field.

Tip: Counts of non-numeric data such as the number of suppliers can be added to create a User Defined Field.


• Choose Custom Formula from the Function Name pull-down menu to display the formula editor.

• Add a pre-defined data field or count function to the formula:

o To add a pre-defined data field, click Add to Formula in the fields’ row.

o To add a count function, choose the dimension to count data in from the Dimension pull-down menu.

o Click Add to Formula to choose values from the Hierarchy and Level pull-down menus to get a count of data in a hierarchy or hierarchy level of the dimension, rather than of the whole dimension.

• Add a mathematical operator to the formula by clicking the operator buttons (+, -, *, /, (, )) below the Formula list.

• Continue adding fields, functions, and operators until the formula is created for the user-defined field.

• Click Validate to verify that the formula is valid. If the formula is not valid, locate the source of the error, click Clear and add the corrected version of the formula.

• Click OK to add the custom formula field to the report.

Tip: The name entered will appear on the field’s menu on the report pivot table, and if the name is added as a column field, it will appear as a column heading.


Common Performance – FAQ I ran a report and it did not come up immediately.

The response time is a function of the size of data being queried, the power of the hardware, and the speed of the

connection. Large, difficult queries on the database will always take longer than pre-run, stored queries. To

minimize report running time:

• Schedule the report to run in the background and come back to it later.

• Revise the query to filter the data to a smaller (but representative) set. It is not always necessary to see all the detail fields such as dates, suppliers, or commodities. Filtering the data will make the query run much quicker.

• Revise the report to use less detailed dimensions/levels in the pivot table.

I ran a report and it timed out. Analysis reports time out after 180 seconds; if the report times out, it is a sign that the customer is trying to run a

demanding query. Additionally, if a query will yield a result of more than 10,000 lines of data, it will be stopped to

preserve processing power for the rest of the organization.

To keep a report from timing out:

• Schedule the report to run in the background and come back to it later.

• Revise the query to filter the data to a smaller (but representative) set. It is not always necessary to see all the detail fields such as dates, suppliers, or commodities. Filtering the data will make the query run much quicker.

• Revise the query to use less detailed dimensions/levels in the pivot table.

I ran a report and all of my data did not display.

Analysis reports have a display limit of 201 lines in a pivot table. This allows most pivot tables to display all their

rows quickly, while cutting off the occasional long pivot table. For nested dimensions on a pivot table, this might

result in a little summary and a great deal of detail being invisible. To tailor a report’s display:

• Re-think the goal of the query:

o Is there a need for both a summary and detail on the same report?

o Is there a need to look at all 200 lines in detail? If not, consider another view of the data.

• Export the report to MS Excel, where the limit is higher. The pivot table’s abort parameter allows only 10,000 rows to be returned.

• Revise the query to use less detailed dimensions/levels in the pivot table.


Creating a Parameterized Report A parameterized report is an analytical report that a customer can pre-configure using parameters for specific

values, levels, or data. A parameterized report can be used for the following reasons:

• For beginners or infrequent customers.

• To present certain parts of data to specific customers.

• When a report contains data fields that would make it run slow if it were running on the entire data set.

Parameterized reports can be set up to run on default settings or to ask the customer to choose values and settings

on the Refine Data page before running the report.

Step to parameterize a report:

• Select the report and choose Open.

• On the report pivot table, click Edit.

• On the Refine Data page, click the Customize link.

• To require customers to refine data whenever they open the report, click the Always show this customized form check box.

• For each data field, decide how the customer of the report must interact with it:

o Click the Required check box to require the customer to select one or more levels or values from this field. They will only be allowed to work with the hierarchy levels or values selected.

o From the Selection Type pull-down menu, choose whether the customer can look for items across all levels of a hierarchy, or restrict the initial choice to the top level of the hierarchy.

o If the report contains more than one data field, use the up and down arrows to control their positions on the Refine Data page.

o Click X (Hide) next to a data field to hide it, moving it to the Hidden Fields area of the page. When a field is hidden, the customer cannot alter its settings. Click Show to show a hidden data field.

• Click Done to save changes.

• If prompted, refine the data in the report be selecting values on the Refine Data page. This page will appear only if the report is set up to require customer input.

• Click Save to save the parameterized report.

Tip: To create a parameterized version of a prepackaged report, or a report another customer has published in the Public Reports folder, a personal copy of the report must be saved before it can be edited.


Analysis Fields Glossary When agency customers create reports, they decide what information they are looking for and choose the facts

that will provide it. This section provides a full list of Facts, Measures, Dimensions, Hierarchies, and Available Data

Fields. Please view Fundamental Reporting Concepts for high-level descriptions.

FACT: Contract Measures/Dimensions:

• Contract Count – Total number of Contracts in the report’s time period

Hierarchies: • Agency - The agency associated with the order

• Commodity – The Commodity Code associated to a Commodity Level contract type

• Contract – The contract

• Date Effective – The date that the contract terms become effective

• Date Expires – The date that the contract terms expire

• Requester – The customer that requested the contract

• Supplier – The supplier associated with the contract

Data Fields:

• Agency Name

• Entity ID

• Commodity Code

• Commodity Type

• UNSPSC (L1)

• UNSPSC (L2)

• UNSPSC (L3)

• UNSPSC

• Contract Available Amount

• Contract Encumbrance Number

• Contract Exempt Reason

• Contract Exempt Status

• Contract ID

• Contract Name

• Contract Status

• Maximum Amount

• Minimum Amount

• State Contract ID

• Master Agreement ID

• Fiscal Month

• Fiscal Quarter

• Fiscal Year

• Month

• Quarter

• Year

• User Name

• 1099 Name

• Company Name

• FEIN

• Main Contact Email

• Main Contact Name

• Minority Designation

• SDVBE

• Status

• Supplier Exemption Reason

• Supplier Exemption Status

• Woman Owned


FACT: FLAIR Encumbrance Measures/Dimensions:

• Encumbrance Amount (USD) – Total dollar amount of FLAIR encumbrances for reporting period and filters

• Encumbrance Count – Total number of FLAIR encumbrance for reporting period and filters

Hierarchies:

• Accounting Category – The category associated to the encumbrance

• Accounting Expansion Option – The expansion associated to the encumbrance

• Accounting Object Code – The object code associated to the encumbrance

• Accounting Other Cost Accumulator – The other cost accumulator associated to the encumbrance

• Accounting State Program Standard – The state program standard associated to the encumbrance

• Agency – The agency associated to the encumbrance

• Certified Forward Indicator – Indicates whether or not the encumbrance funds should be released for the current fiscal year and certified for the next fiscal year

• Date Encumbered – The date of the FLAIR encumbrance

• Encumbrance – The FLAIR encumbrance id information

• Supplier – The vendor associated with the encumbrance

• Supplier Location – The vendor location associated with the encumbrance

Data Fields: • Category Description

• Category Name

• Category Year

• Expansion Option

• Object Code Description

• Object Code Name

• Other Cost Accumulator Description

• Other Cost Accumulator Name

• State Program Standard Description

• State Program Standard Name

• Agency Name

• Entity ID

• Certified Forward Indicator

• Fiscal Month

• Fiscal Quarter

• Fiscal Year

• Month

• Quarter

• Year

• Encumbered Status

• Location Sequence Number

• 1099 Name

• Company Name

• FEIN




• SDVBE

• Status



• Woman Owned

• Supplier FEIN

• Billing Entity Email

• FEIN

• Legacy ID

• Location Name

• Location Status

• PO Address Line 1


• PO City

• PO Country

• PO County

• PO Email

• PO State

• PO Zip Code

• Remit Address Line 1


• Remit City

• Remit Country

• Remit County

• Remit State

• Remit Zip Code

• Sequence Number

• Tax Id Type

FACT: FLAIR Payment

Measures/Dimensions:

• Payment Amount – Total dollar amount of FLAIR payments for reporting period and filters


• Payment Count – Total number of FLAIR payments for reporting period and filters

Hierarchies:

• Account Object Code – The object code associated to the payment

• Agency – The agency associated with the payment

• Agency Voucher Number – The agency specific number assigned by FLAIR for payments

• Date Payment Posted – The date that the payment was posted in FLAIR

• Date Warrant Issued – The date that the warrant was issued

• Supplier – The vendor associated with the payment

• Supplier Location – The vendor location associated with the payment

• Voucher Type – The type of payment voucher assigned by FLAIR

• Warrant – The value assigned by FLAIR for warrants

Data Fields: • Object Code Description


• Entity ID

• Fiscal Month

• Fiscal Quarter

• Fiscal Year

• Month

• Quarter

• Year

• FLAIR Supplier Name

• Invoice Number

• 1099 Name

• Company Name

• FEIN




• SDVBE

• Status



• Woman Owned


• FEIN

• Legacy ID

• Location Name

• Location Status



• PO City

• PO Country

• PO County

• PO Email

• PO State

• PO Zip Code



• Remit City

• Remit Country

• Remit County

• Remit State

• Remit Zip Code

• Sequence Number

• Voucher Type

• Warrant


FACT: Invoice Measures/Dimensions:

• Invoice Count – Total number of Invoice Reconciliations in the report time period

• Invoice Quantity – Total quantity of items invoiced during the report time period

• Invoice Spend – Total dollar amount of Invoice Reconciliations in report time period

• Line Count – Total number of Invoice Reconciliation line items in the report time period

• PO Amount – Total dollar amount of Purchase Orders or Master Agreements associated with the Invoice Reconciliations in the report time period (if any)

Hierarchies:

• Accounting Budget Entity – The Split Accounting Budget Entity

• Accounting Category – The Split Accounting Category

• Accounting Code – The Split Accounting Account Code

• Accounting Contract – The Split Accounting Contract

• Accounting Expansion Option – The Split Accounting Expansion Option

• Accounting Grant – The Split Accounting Grant

• Accounting Object Code – The Split Accounting Object Code

• Accounting Organization Code – The Split Accounting Organization Code

• Accounting Other Cost Accumulator -– The Split Accounting Other Cost Accumulator

• Accounting Project ID – The Split Accounting Project Id

• Accounting State Program Standard – The Split Accounting State Program Standard

• Agency – The name of the agency associated with the invoice reconciliation

• Agency Voucher Number – The number assigned by FLAIR for invoice reconciliation

• ASN Invoice – Indicates whether or not the invoice reconciliation was created via the ASN

• Commodity – The commodity code associated with the invoice reconciliation line item

• Contract – The contract associated with the invoice reconciliation line item

• Date Invoice Approved – The date that the invoice reconciliation was approved

• Date Invoice Created – The date that the invoice reconciliation was created

• Date Invoice Paid – The date that the invoice reconciliation was paid

• Date Supplier Invoiced – The date that the invoice reconciliation was invoiced by the supplier

• Date Warrant Issued – The date that the warrant was issued

• Encumbrance – Encumbrance

• Exemption – The reason that the invoice reconciliation is exempt from transaction fees (information is at the split accounting level)

• Invoice Status – The status of the invoice reconciliation (ex. Reconciling, Approving, Paid, and Rejected)


• Invoice Type – Type of approvable that the invoice reconciliation was created against (ex. Purchase Order, Contract, Others)

• Line Item Contract ID – The Contract Id from the invoice reconciliation line item's associated purchase order line item or contract

• Paid In FLAIR – Indicates whether or not the invoice reconciliation has been paid in FLAIR

• PUI – The PUI associated with the invoice reconciliation

• Requester -– The name of requester or originator of corresponding purchase order

• Statewide Document Number – The number assigned by FLAIR for invoice reconciliations

• Supplier – The vendor associated with the invoice reconciliation

• Supplier Location -– The vendor location associated with the invoice reconciliation line item

• Unit Of Measure – The Unit of Measure associated with the line items ordered

• Warrant – The number associated with the warrant provided by FLAIR


Data Fields:

• Budget Entity

• Category Description

• Category Name

• Category Year

• Account Code


• Category Name

• Category Year


• Grant Description

• Grant Name

• Grant Year



• Organization Code Description

• Organization Code Name



• Project ID Description

• Project ID Name



• Agency Name

• Entity ID

• Agency Voucher Number

• ASN Invoice

• Commodity Code

• Commodity Type

• UNSPSC (L1)

• UNSPSC (L2)

• UNSPSC (L3)

• UNSPSC





• Contract Form

• Contract ID

• Contract Name

• Contract Status

• Contract Type


• Maximum Amount

• Minimum Amount


• Date

• Fiscal Month

• Fiscal Quarter

• Fiscal Year

• Month

• Quarter

• Year

• Description


• Encumbered ID

• Encumbered Line ID

• Exemption Reason

• Exemption Status

• Exemption Type

• FLAIR Invoice Number

• Amount Range

• Range Maximum Value

• Range Minimum Value

• Invoice Eform Name

• Invoice Status

• Invoice Type

• Line Description

• Line Item Contract ID

• Line Status

• Paid In FLAIR

• Payable Line Number

• Payable Number

• PO Description

• PO Line Number

• PO Number

• PO-to-Invoice Interval

• PUI Number

• User

• User Name

• Statewide Document Number

• 1099 Name

• Company Name

• FEIN




• SDVBE

• Status



• Woman Owned

• Supplier Invoice Number


• FEIN

• Legacy ID

• Location Name

• Location Status



• PO City

• PO Country

• PO County

• PO Email

• PO State

• PO Zip Code



• Remit City

• Remit Country

• Remit County

• Remit State

• Remit Zip Code

• Sequence Number

• Unit Of Measure

• Warrant Number

• Warrant Type


FACT: Invoice Reconciliation Cycle Time Measures/Dimensions:

• Days to Approve – Total number of days that it took for the invoice reconciliation to be approved

• Days to Approve by User – Total number of days for an approver to approve the invoice reconciliation

• Number of Approvals – Total number of approvals used to approve the invoice reconciliation

• Number of Approvers – Total number of approvers that approved the invoice reconciliation

Hierarchies:

• Agency – The agency associated with the invoice reconciliation

• Approver – The customer that created the invoice reconciliation approval

• Approver Type – The type of approver

• Date Approval Activated – The date the invoice reconciliation approval was created

• Date IR Approved – The date the invoice reconciliation was approved

• Date User Approved – The date the invoice reconciliation was approved by a user

• Day Range – The total day range for the invoice reconciliation approval

• Invoice Status – The status of the invoice reconciliation (ex. Reconciling, Approving, Paid, and Rejected)

• PUI – The PUI associated with the invoice reconciliation

Data Fields:

• Agency Name

• Entity ID

• User Name

• Approver Type

• Approver Role

• Fiscal Month

• Fiscal Quarter

• Fiscal Year

• Month

• Quarter

• Year

• Date

• Day Range



• Invoice Status

• Percentage of Total Approval Time

• PUI Number


FACT: MAR Cycle Time Measures/Dimensions:





Hierarchies:

• Agency – The agency associated with the master agreement request

• Approver – The customer that created the master agreement request approval

• Approver Type – The approver type

• Blanket Purchase Order – Indicates whether or not a master agreement request is a blanket purchase order

• Contract – The master agreement associated with the master agreement request

• Contract Procurement Method – The method of procurement associated with the master agreement request

• Date Approval Activated – The date the master agreement request approval was created

• Date MAR Approved – The date the master agreement request was approved

• Date User Approved – The date the master agreement request was approved by a user

• Day Range – The total day range for the master agreement request approval

• PUI – The PUI associated with the master agreement request

Data Fields: • Agency Name

• Entity ID

• User Name

• Approver Type

• Approver Role

• Blanket Purchase Order





• Contract Form

• Contract Id

• Contract Name

• Contract Status

• Contract Type


• Maximum Amount

• Minimum Amount


• Method of Procurement

• Fiscal Month

• Fiscal Quarter

• Fiscal Year

• Month

• Quarter

• Year

• Date

• Day Range




• PUI Number


FACT: Purchase Orders Measures/Dimensions:

• Amount Received Less Invoiced (USD) – The difference between total dollar amount received and the dollar amount invoiced (assumes reconciled invoice lines)

• Invoiced Amount (USD) – Total dollar amount invoiced against orders (assumes reconciled invoice lines)

• Line Count – Total number of line items on orders in report time period

• PO Count – Total number of orders in report time period

• PO Quantity – Total quantity of items invoiced during the report time period

• PO Spend (USD) – Total dollar amount of orders in report time period

• Quantity Invoiced – Total quantity of items invoiced for orders (assumed reconciled invoice lines)

• Quantity Received – Total quantity of items received

• Quantity Received Less Invoiced – The difference between total quantity of items received and total quantity of items invoiced (assumes reconciled invoice lines)

• Received Amount (USD) – Total dollar amount received for orders

• Rejected Amount (USD) – Total dollar amount rejected for orders

• Unit Price (USD) – Total dollar amount divided by total quantity

Hierarchies:

• Accounting Budget Entity – The Split Accounting Budget Entity

• Accounting Category – The Split Accounting Category Name and Description

• Accounting Code – The Split Accounting Account Code

• Accounting Contract -– The Split Accounting Contract Name and Description

• Accounting Expansion Option – The Split Accounting Expansion Option

• Accounting Grant – The Split Accounting Grant Name and Description

• Accounting Object Code – The Split Accounting Object Code Name and Description

• Accounting Organization Code – The Split Accounting Organization Code Name and Description

• Accounting Other Cost Accumulator – The Split Accounting Other Cost Accumulator Name and Description

• Accounting Project ID – The Split Accounting Project Id Name and Description

• Accounting State Program Standard – The Split Accounting State Program - Standard Name and Description

• Agency – The agency associated with the order

• Amount Range – The total dollar amount range for the order

• Commodity – The commodity code associated with the line items ordered

• Contract – The contract associated with the order line item

• Date Delayed Until – The Delay Purchase Until date specified on the order


• Date Needed By – The date that the items were needed by

• Date Order – The date that the items were ordered

• Date Received – The date that the items ordered were received

• Encumbrance – The encumbrance associated with the order line item

• Exemption – The reason that the order is exempt from transaction fees

• Line Item Contract ID – The Contract ID from the purchase order line item

• Line Type – Indicates if items on the orders are Catalog or Non-Catalog

• Method of Procurement – The line item method of procurement

• MyGreenFlorida – The Green Certification for items on the order

• Pcard Indicator – Indicates if items on the order are PCard card purchases (False or True)

• PO End Date – The End Date specified on the order

• PO Start Date – The Start Date specified on the order

• PUI – The PUI associated with orders

• Receiver – The customer that received the order

• Recycled Materials Indicator – Indicates if items on orders contain recycled materials (Y or N)

• Requester – The customer that placed the order

• Supplier – The vendor associated with the order

• Supplier Location – The vendor location that is associated with the order

• Unit Of Measure – The Unit of Measure associated with the line items ordered


Data Fields:

• Budget Entity


• Category Name

• Category Year

• Account Code


• Category Name

• Category Year


• Grant Description

• Grant Name

• Grant Year



• Organization Code Description

• Organization Code Name



• Project ID Description

• Project ID Name



• Agency Name

• Entity ID

• Amount Range



• Commodity Code

• Commodity Type

• UNSPSC (L1)

• UNSPSC (L2)

• UNSPSC (L3)

• UNSPSC




• Contract Form

• Contract ID

• Contract Name

• Contract Status

• Contract Type


• Maximum Amount

• Minimum Amount


• Date

• Fiscal Month

• Fiscal Quarter

• Fiscal Year

• Month

• Quarter

• Year

• Description


• Encumbered ID

• Encumbered Line ID

• Exemption Reason

• Exemption Status

• Exemption Type

• Line Item Contract ID

• Line Type

• Method of Procurement

• MFMP Estimated FLAIR Amount

• Certification

• Certification Type

• Pcard Indicator

• PUI Number

• Receiver

• Recycled Materials Indicator

• User

• User Name

• 1099 Name

• Company Name

• FEIN




• SDVBE

• Status



• Woman Owned


• FEIN

• Legacy ID

• Location Name

• Location Status



• PO City

• PO Country

• PO County

• PO Email

• PO State

• PO Zip Code



• Remit City

• Remit Country

• Remit County

• Remit State

• Remit Zip Code

• Sequence Number

• Unit Of Measure


FACT: Requisition Cycle Time Measures/Dimensions:





Hierarchies:

• Agency – The agency associated with the requisition

• Approver – The customer that created the requisition approval

• Approver Type – The approver type

• Date Approval Activated – The date the requisition approval was created

• Date Requisition Approved – The date the requisition was approved

• Date User Approved – The date the requisition was approved by a user

• Day Range – The total day range for the requisition approval

• Delay Purchase Until Date Used – Indicates whether or not a requisition has a delay purchase until date

• PUI – The PUI associated with the requisition

Data Fields:

• Agency Name

• Entity ID

• User Name

• Approver Type

• Approver Role

• Fiscal Month

• Fiscal Quarter

• Fiscal Year

• Month

• Quarter

• Year

• Date

• Day Range



• Delay Purchase Until Date Used


• PUI Number


FACT: Vendor Location Measures/Dimensions:

• Vendor Count – Total number of vendors in report time period

• Vendor Location Count – Total number of vendor locations in report time period

Hierarchies:

• Commodity - A collection of Florida commodity codes associated with vendors

• Date Location Updated - The date that the vendor location was last updated

• Date Registered - The date that the vendor completed the registration

• Date Registration Updated - The date that the vendor registration was last updated

• Supplier - The vendor associated with the vendor registration

• Supplier Location - The location associated with the vendor

Data Fields:

• Commodity Code

• Commodity Type

• UNSPSC (L1)

• UNSPSC (L2)

• UNSPSC (L3)

• UNSPSC

• Date

• Fiscal Month

• Fiscal Quarter

• Fiscal Year

• Month

• Quarter

• Year

• 1099 Name

• Company Name

• FEIN




• SDVBE

• Status



• Woman Owned


• FEIN

• Legacy ID

• Location Name

• Location Status



• PO City

• PO Country

• PO County

• PO Email

• PO State

• PO Zip Code



• Remit City

• Remit Country

• Remit County

• Remit State

• Remit Zip Code

• Sequence Number


Data Field Descriptions A full list of available data fields and description.

Data Field Description

1099 Name The 1099 name associated with the vendor

Account Code The account code associated with the approvable

Agency Name The agency associated with the approvable

Agency Voucher Number The agency voucher number associated with the approvable

Amount Range The total dollar amount range for the approvable

Approver Role The approver's role within the approval flow

Approver Type The type of approver associated with the approvable

ASN Invoice Indicates whether or not the invoice reconciliation was created via the ASN

Billing Entity Email The FEIN/Legacy ID of the vendor associated with the approvable

Blanket Purchase Order Indicates whether or not a master agreement request is a blanket purchase order

Budget Entity The budget entity associated with the approvable

Category Description The description of the category associated with the approvable

Category Name The category associated with the approvable

Category Year The category year associated with the approvable

Certification The Green Certification Standard

Certification Type The Green Certification Type

Certified Forward Indicator Indicates whether or not the encumbrance funds should be released for the current fiscal year and certified for the next fiscal year

Commodity Code The commodity code associated with the approvable

Commodity Type Determines whether the commodity code is a service or good

Company Name The company name of the vendor

Contract Available Amount The available amount for the contract

Contract Encumbrance Number The contract encumbrance number associated with the contract

Contract Exempt Reason The reason that the contract is exempt

Contract Exempt Status The exempt status for the contract

Contract Form The form type for the contract(Agency Term, State Term, Interagency Term or Alternate Contract Source)

Contract ID The Contract ID entered by agency customer

Contract Name The description for the contract

Contract Status The status of the contract

Contract Type The type of contract (Supplier Level, Commodity Level, Item Level)

Date The date associated with the selected Fact (MM/DD/YYYY)

Day Range The total day range for the approval (# days)

Delay Purchase Until Date Used Indicates whether or not a requisition has a delay purchase unit date

Description The line item description for an invoice reconciliation or purchase order

Encumbered ID The split accounting Encumbrance ID

Encumbered Line ID The split accounting Encumbrance Line ID

Encumbered Status The split accounting encumbered status (Yes or No)


Entity ID The entity id associated with the agency

Exemption Reason The reason that the approvable is exempt from transaction fees

Exemption Status The exempt status for the approvable

Exemption Type Indicates exemption is Supplier, Contract, or Transaction Exemption

Expansion Option The expansion option associated with the approvable

FEIN The Tax ID, FEIN, or Legacy ID of the vendor (Supplier or Supplier Location)

Fiscal Month The fiscal month associated with the selected Fact (FYM#)

Fiscal Quarter The fiscal quarter associated with the selected Fact (FYQ#)

Fiscal Year The fiscal year associated with the selected Fact (FY####)

FLAIR Invoice Number The invoice number tracked in FLAIR

FLAIR Supplier Name The name of the Supplier associated with the payment in FLAIR

Grant Description The description of the grant associated with the approvable

Grant Name The grant associated with the approvable

Grant Year The grant year associated with the approvable

Invoice Number The system generated Invoice ID associated with the FLAIR Payment

Invoice Status The status of the invoice reconciliation (ex. Reconciling, Approving, Paid, and Rejected)

Invoice Type Type of approvable that the invoice reconciliation was created against (ex. Purchase Order, Contract, Others)

Legacy II The Tax Id Type, FEIN, and Sequence number of the vendor location that is associated with the approvable

Line Description The line item product description

Line Item Contract ID Line Item Contract ID

Line Status The status of the invoice reconciliation line item (ex. Disputed, Reconciled, etc.)

Line Type Indicates if items on the orders are Catalog or Non-Catalog

Location Name The name of the supplier location

Location Sequence Number The sequence number of the vendor location associated with the encumbrance

Location Status The vendor location status

Main Contact Email The email of the vendor's main contact

Main Contact Name The name of the vendor's main contact

Master Agreement ID The system generated Master Agreement ID (or MFMP Contract ID) with the version number

Maximum Amount The maximum amount required for the contract

Method of Procurement The line item method of procurement

MFMP Estimated FLAIR Amount The calculated amount MFMP tracks for FLAIR encumbrance balances on an order

Minimum Amount The minimum amount required for the contract

Minority Designation The vendor's minority designation

Month The calendar month associated with the selected Fact (MMM)

Object Code Description The description of the object code associated with the approvable

Object Code Name The object code associated with the approvable

Organization Code Description The description of the organization code associated with the approvable

Organization Code Name The organization code associated with the approvable

Other Cost Accumulator Description The description of the other cost accumulator associated with the approvable


Other Cost Accumulator Name The other cost accumulator associated with the approvable

Paid In FLAIR Indicates whether or not the invoice reconciliation has been paid in FLAIR

Payable Line Number The line number recorded for disbursements against a payable

Payable Number The number recorded for disbursements against a payable

PCard Indicator Indicates if items on the order are PCard card purchases (False or True)

Percentage of Total Approval Time The percentage of total time the approval took out of the approval time for an invoice reconciliation, master agreement request, or requisition

PO Address Line 1 Purchase Order Address Line 1

PO Address Line 2 Purchase Order Address Line 2

PO City Purchase Order City

PO Country Purchase Order Country

PO Description The description of the purchase order associated with the invoice reconciliation

PO Email The vendor’s email associated with the purchase order

PO Line Number The line number of the purchase order associated with the invoice reconciliation line number

PO Number The purchase order associated with the invoice reconciliation

PO State Purchase Order State

PO Zip Code Purchase Order Zip Code

PO-to-Invoice Interval The time interval from the creation of the purchase order to the creation of the invoice reconciliation

Project ID Description The description of the project ID associated with the approvable

Project ID Name The project ID associated with the approvable

PUI Number The PUI associated with the approvable

Quarter The calendar quarter associated with the selected Fact (Q#)

Range Maximum Value Total maximum day range for the approvable

Range Minimum Value Total minimum day range for the approvable

Receiver The customer that received the order

Recycled Materials Indicator Indicates if items on orders contain recycled materials (Y or N)

Remit Address Line 1 Remit Address Line 1

Remit Address Line 2 Remit Address Line 2

Remit City The remit city that is associated with the order

Remit Country The remit country that is associated with the order

Remit State The remit state that is associated with the order

Remit Zip Code The remit zip code that is associated with the order

SDVBE The vendor's SDVBE status (Non SDVBE, SDVBE Certified, & SDVBE Non-Certified)

Sequence Number The sequence number of the vendor location

State Contract ID The State Term Contract ID associated with the selected Fact

State Program Standard Description The description of the state program standard associated with the approvable

State Program Standard Name The state program standard associated with the approvable

Statewide Document Number The number assigned by FLAIR for invoice reconciliations

Status The status associated with the selected Fact

Supplier Exemption Reason The reason the supplier is exempt from transaction fees (Non Profit, Government Entity, Reluctant Vendor)


Supplier Exemption Status The exemption status of the supplier

Supplier FEIN The FEIN of the vendor associated with the encumbrance

Supplier Invoice Number The invoice number provided by the supplier

Tax ID Type The Tax ID type of the vendor associated with the encumbrance

Unit Of Measure The Unit of Measure associated with the line items ordered

UNSPSC The commodity code associated with the line items ordered

UNSPSC (L1) The segment level commodity code associated with the line items ordered

UNSPSC (L2) The family level commodity code associated with the line items ordered

UNSPSC (L3) The class level commodity code associated with the line items ordered

User The name of the customer associated with the selected Fact

User Name The login of the customer associated with the selected Fact

Voucher Type The type of payment voucher assigned by FLAIR

Warrant Number The number assigned by FLAIR for warrants

Warrant Type The type of warrant assigned by FLAIR

Woman Owned The Woman-Owned status of the supplier (Non Woman-Owned, Woman-Owned Certified, & Woman-Owned Non-Certified)

Year The calendar year associated with the selected Fact (YYYY)


Pivot Table Menu Quick Reference Data Menus

Data menus are used to modify the display of the data for the data field or fields that define the report. In prepackaged reports, data menus are labeled as “Data.” In custom reports, there is a data menu for each data field used to create the report.

Move Field: Display the field’s data before or after the data of other fields on the pivot table Edit in Wizard: edit the hierarchies displayed in the report for the data field. Show: switch between detail and aggregate views for all of the data on the pivot table. Aggregate View: Provides high-level value of data Detail View: Provides a detailed view of all data

Page Field Menus

Page field menus are used to manipulate the field’s data on the pivot table Expand Next Level: expand the currently displayed rows or column to the next level of the hierarchy Select Level, Values: select specific values within the hierarchy Select Starting Level: drill down into specific levels of the hierarchy Move Field: display the field’s data before or after the date of other fields on the pivot table Show Field On: display page field data on the pivot table as rows or columns, or move it back to the Page tab of the Field Browser, which removes it from the pivot table


Column Field Menus

Column field menus manipulate the data in columns on the pivot table. Drill Down By: drill down into the column’s hierarchy (the choice displayed in bold), or drill down into a different dimension using data from the column as a starting point. Show/Hide: hide the column to remove irrelevant data from view, or show a previously hidden column.

Column Heading Menus

Column heading menus modify the display of data in columns. Show Total/Variance: display totals for the column field as totals or as variance, such as the difference between subtotals for two accounting years. Edit Field Settings: set alerts on column fields, or modify display options such as Others bucketing, showing or hiding total columns, and showing or hiding subtotal rows.

Row Field Menus

Row field menus manipulate the data in rows on the pivot table. Drill Down By: drill down into the row’s hierarchy, or drill down into a different dimension using data from the row as a starting point. Show/Hide: hide the row to remove irrelevant data from view, or show a previously hidden row.

Data Field Menus

Data field menus examine specific data values on the pivot table.

Drill Down By: drill down into the data value’s hierarchy, or drill down into a different dimension using the data value as a starting point.

Show Detail View: show the detail view for the data value to examine individual pieces of data


Detail Field Menus

Detail field menus manipulate detail field data, which is displayed on the column/rows in detail view. Expand Next Level: expand the currently displayed detail field to the next level of the hierarchy. Select Level, Values: drill down into specific levels of the hierarchy. Sort row fields: Sort rows in the detail field column in ascending or descending order. Move Field: display the field’s data to the left or right of the adjacent columns on the pivot table. Show Field On: display detail field data on the pivot table as plain columns, move it back to the Page tab of the Field Browser, which removes it from the pivot table, or remove it from the report entirely.

Field Browser

Field Browser filters and drills down the selected page fields. Each page field in the Field Browser has its own page field menu. Customers can also examine and select levels and values in the page field hierarchy in the Field Browser by clicking the arrow on the left side of the page field menu.

Reporting Manual | 63

Glossary • Agency – Any state offices, departments, divisions, and bureaus of the executive or cabinet branch of

state government. “Agency” does not include the university and college boards of trustees or the state universities or colleges. This is also known as the ‘OLO’ (Operating Level Organization) in FLAIR.

• Aggregate View – A pivot table view that shows trends by combining Individual pieces of data together into hierarchy levels. The aggregate view provides the overall trends in data and customers may drill down into different levels of the hierarchies to examine trends in specific areas.

• Analytical Report – A report that provides information and analysis to customers on data such as spending patterns and cycle times.

• Applied Filters – A display of the hierarchy filters that were applied to the report in the form of Breadcrumbs.

• Approvable – A transaction that requires approval from designated personnel in the MFMP system before customers take any further action.

• Ariba Network (AN) – The system vendors use to electronically receive Purchase Orders and submit eInvoices to agencies through MFMP.

• Breadcrumbs – Located within the Applied Filters area of a report, shows the drilled down filtered information for rows, columns, or data values.

• Column Fields – Horizontal representation of the data within a pivot table.

• Commodity Code – A system of numbers (with descriptions) designed to identify and list commodities or services by categories and classes in MFMP.

• Compound Reports – A report that allows customers to view different charts, tables, and summarized views from various reports at a single glance.

• Contract – A formal agreement set up electronically in MFMP.

• Dashboard – The MFMP home page that customers customize for their work needs.

• Data Fields – Data values and detailed information within the hierarchies.

• Detail View – A pivot table view that shows all of the individual pieces of data that form the Source Data (Available Measures) in a pivot outline or grid.

• Dimensions –Details within a single fact or multiple facts, such as Supplier or Commodity.

• Drilling Down – Lets customers go from high-level data down to more detailed data for specific rows, columns, and/or data values in a report. It filters out any data that does not fit into the area of focus.

• Encumbrance – The number associated to a request to reserve funds for a purchase in FLAIR, the state’s financial system. Customers can automatically mark a requisition to encumber funds through MyFloridaMarketPlace and FLAIR. Customers can pay MFMP or FLAIR encumbrances through MFMP.

• eProcurement – Applies eCommerce technology to streamline the purchasing process; integrates customer and vendor business processes.

• Facts – Basic transaction data that is being analyzed, such as Purchase Orders or Invoices.


• Filtering – Reduce the amount of data displayed in the pivot table, which makes analyzing the pivot table much quicker.

• Hierarchies – Different levels of data that are found within the dimensions.

• Invoice – A document, written or electronic, delivered to the ‘Bill To’ address indicated on the Purchase Order itemizing the goods and/or services the vendor provided, associated costs, and the total costs.

• Invoice Reconciliation (IR) – When customers submit an Invoice in MFMP or a vendor submits an electronic Invoice (eInvoice), MFMP creates Invoice Reconciliations (IR). IRs displays all exceptions (differences between the order, Invoice and receipt if applicable) that must be reconciled before the IR is approved for payment. IRs can be submitted to FLAIR for disbursement requests.

• Log Out Warning – When a customer’s session has been idle for 29 minutes, a Logout Warning popup, with a countdown of 60 seconds appears on the screen.

• Measures –Numeric data values from a fact, such as the number of lines in an invoice or an item’s unit price on a purchase order.

• Menu Bar – Provides direct access for the customer to open the home page, log out, preferences, tips, currency, and online help; located at the top of the screen.

• Method of Procurement (MOP) – Indicates the statutory authority a customer is using to make a purchase.

• Multi-Fact Report – A report that allow customers to compare relationships between data in different facts.

• MyFloridaMarketPlace (MFMP) – The State of Florida eProcurement program represented by four main applications: Buyer, Sourcing, Analysis, and the Vendor Information Portal (VIP).

• Page Fields – Act as filters on the other fields. If a customer selects Invoice Type as a page field, the report can show data for all invoice types or a subset of invoice types.

• Parameterized Report – An analytical report that a customer can pre-configure using parameters for specific values, levels, or data

• Personal Workspace – A private workspace within the Analysis application that gives customers the ability to save their reports in one location for future reference.

• Pivot Table – An Excel spreadsheet-like tool that is designed to summarize data. The table structure consists of rows and columns with an added layer of page and data fields.

• Prepackage Report – A group of MFMP pre-constructed reports designed to save agencies time from developing their own customized reports. Prepackaged reports are configured to pull data for all agencies.

• Public Reports – A public workspace within the Analysis application where customers can store reports that other customers can access.

• Purchase Order (PO) – Created when a requisition completes the approval process in MFMP. MyFloridaMarketPlace sends POs to the chosen supplier by fax, email, or through the vendor’s ASN (Ariba Suppliers’ Network) account (depending on the vendor’s preferred method). Encumbered orders generate an alphanumeric PO number and unencumbered orders generate a “PO” number.


• Purchasing Card (PCard) – A State of Florida bank card issued to state employees for the payment of commodities and services. Agencies identify requisitions they wish to pay with a PCard.

• Purchasing Unit Identifier (PUI) – Number that identifies a customer’s purchasing unit and defaults based on the requester’s profile. MFMP uses the PUI for transaction routing purposes.

• Receipt – Electronic receiving report the requester or On Behalf of completes when he or she receives the commodity on a Purchase Order. (Complete receipts in compliance with section 215.422, Florida Statutes.)

• Requisition (PR) – A request to identify a need to procure a commodity and/or service. Once the requisition completes the approval process, MFMP generates a PO and transmits it to the vendor.

• Rolling Up – Lets customers summarizes data by moving up in the hierarchy of the data field. For example, rolling up a time dimension hierarchy allows customers to roll data up from month, to quarter, to year, which aggregates monthly totals into quarterly totals and finally into yearly totals.

• Row Field – Vertical representation of the data within a pivot table.

• Skipping Levels – Allows customers to skip directly to the desired hierarchy level without having to go through every level. A customer can skip directly from the year level to the month level in a date hierarchy without first viewing quarters.

• User Defined Field – Custom measures generated from calculations based on data fields that contain numerical values.

• User Profile – Specific customer’s MFMP preferences and settings, in addition to roles and groups in the system.


Resources Customer Service Desk (CSD) Please contact the Customer Service Desk for assistance with MFMP. Hours: Monday – Friday, 8:00am to 6:00pm Phone: (866) 352-3776 Email: [email protected] Online: Customer Assistance Request (CAR) Form

MyFloridaMarketPlace Links For password resets use the password reset functionality or contact your agency’s System Administrator. MFMP Buyer MFMP Analysis MFMP Sourcing MFMP Website Meeting Materials MFMP Forms

MFMP Training Resources MFMP University Agency Training Registration MFMP U Online Training Course Catalog Manuals and Job Aids


https://vendor.myfloridamarketplace.com/vms-web/spring/customerassistancerequest?execution=e1s1

https://buyer.myfloridamarketplace.com/

http://analysis.myfloridamarketplace.com/

https://sourcing.myfloridamarketplace.com/Sourcing/Main?System&passwordadapter=PasswordAdapter1

http://www.myfloridamarketplace.com/

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/meeting_materials

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_forms

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/agency_customer_training_registration

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/agency_customer_training_registration/mfmp_u_online_training

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/course_catalog

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/manuals_and_job_aids

mfmp reporting manual · the fundamental reporting concepts section discusses that user defined...

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