myfloridamarketplace analysis tool training. page - 2 agenda introduction analysis data loads ...
TRANSCRIPT
MyFloridaMarketPlace
Analysis Tool Training
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Agenda
Introduction
Analysis Data loads
Creating Analytical Reports
Exporting Reports
Explore Reports
Customizing the Dashboard
Common Performance-related Issues
Questions and Answers
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Introduction – What is Analysis?
Analysis – reporting tool that provides insight into the State of Florida’s spending patterns
How much is the State of Florida spending?
Who is spending it and with whom?
What goods and services is the State of Florida buying?
Information needed to analyze spending data can come from several sources
Purchase Orders
Invoices
Requisitions
Master Agreements
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Introduction – Analysis Reporting Concepts
Fact – basic transaction data you are investigating
Data field – numerical data value that can be measured
Dimensions – details about the fact
Fact: Purchase Order
Data field: PO Spend (USD)
Dimensions:
Ordered Date
Supplier
Agency Name
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Introduction – Analysis Reporting Concepts
Dimensions can be further divided into levels
Hierarchies impose a structure on the levels of data within a dimension or in other words further specifies how you want it presented
Dimension: Ordered Date
Hierarchy 1: Calendar
Level 1: Calendar Year (2006, 2007…)
Level 2: Calendar Quarter (Q1, Q2…)
Level 3: Month
Level 4: Day
Hierarchy 2: Fiscal
Level 1: Fiscal Year (2006, 2007…)
Level 2: Fiscal Quarter (Q1, Q2…)
Level 3: Month
Level 4: Day
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Introduction – Analysis Reporting Concepts
Dimension: Encumbrance
Hierarchies: Encumbered Status and Encumbrance ID
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Introduction – Analysis Reporting Concepts
Data field – actual data value from a fact that is always a numerical value.
Analysis 2.0 Field Guide is available on the Toolkit to aid in the selection of your data fields
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Introduction- Pivot Table Concept
Pivot table – spreadsheet-like structure consisting of page fields, row fields, column fields, and data fields
Data fields and line-level details
All dimensions can be added to the pivot table’s page, row, or column fields
-- Page fields – filter other fields
-- Column fields (max. of 2) – similar to columns on a spreadsheet
-- Row fields (max. of 2) – similar to rows on a spreadsheet
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Introduction – Pivot Table Concept
Page field
Row field
Column field
You can drill down into your data by clicking on the row or column headings on a pivot table. Any filters that are applied to the pivot table as you drill down into the data are displayed in Applied Filters. You can also use the Field Browser to drag page fields to the pivot table
Data field
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Analysis Data Loads
Incremental data loads from Buyer
Run daily after 6:00 PM
Analysis data is always 2 days behind Buyer
Decreased system performance during data loads
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Creating Analytical Reports
Step 1: From the Home Screen, click “My Dashboard.” If you do not have this option please contact your System Administrator
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Creating Analytical Reports
Step 2: On the Analysis Tool Home Screen click “Create Analytical Reports”
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Creating Analytical Reports
Step 3: Choose your data fields
Select the appropriate Fact for the data you need for your report. Each fact will give you a different list of data field choices.
Enter a description
Create an appropriate title
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Creating Analytical Reports
Step 4: Add the chosen data fields into your table.
Click each data field you would like to include and then choose “Add to report”. It will then populate in the pivot table
This box defaults to unchecked. You should leave this box unchecked in order to increase your system performance
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Creating Analytical Reports
Step 5: Set up your Pivot Table.
Choose the fields that will be the row, column, and page fields by clicking the field and choosing add to row/column/page field
The fields that you choose for your row/column/page can be moved around once you run the report and when you export it
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Creating Analytical Reports
Step 6: Refining Data
To access the fields you have chosen for your row or column, click Customize. The Ordered Date and your page fields will automatically populate
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Creating Analytical Reports
Step 7: Refining your customized fields.
Click Show for each field you would like displayed and then click done. It will bring you back to the Refine Data screen to make your clarifications. These fields allow you to specify a specific agency, PUI, minority designation, etc. that you want to include in your report.
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Creating Analytical Reports
Step 8: Refining your customized fields.
Like in Buyer, Select Others… in order to see additional options. This would be the way to specify and further filter your report
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Creating Analytical Reports
Step 9: Enter a date range. Limiting the dates and other data reduces the amount of data displayed in the pivot table and therefore increases report performance. After Refining your Data, click Done
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Creating Analytical Reports
Step 10: This is what the final report looks like. You can go back and change anything by clicking the Edit button
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Creating Analytical Reports
To save this report, click Save…
Anywhere that you see arrows in Analysis, click for additional options
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Creating Analytical Reports-Saving a Report
•Clicking Save will default to your Personal Folders
•Click Save As… , then click Select Folder to save reports to your Favorite Reports or your Public Folders
Step 11: Save your report to your Personal, Public, or Favorite Reports folders
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Creating Analytical Reports- Saving a Report
•Click the Select button next to the folder you would like to save your report in
•To access your saved report, click Explore Reports from your Dashboard
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Choosing your fields
In order to best determine what fields would be most appropriate, you must start with a clear purpose of your report and what data it needs to contain. You must also try to think of what fields in Buyer answer the question you are asking.
For example, the Legislature has asked you to provide how much state contract spend you have done on advertising for FY 07/08:
What fields in Buyer give you that information?Commodity Codes-you could search using Radio Advertising, TV
Advertising, etc. commodity codes
The Legislature asks you to provide how much State Contract IT Consulting spend your agency has done in FY 08/09 to date?
What fields in Buyer give you that information?Commodity Codes- IT Consulting Commodity CodesMethod of Procurement- A-STC w/o RFQ, B-STC w/RFQState Contract ID- IT Consulting STC Number (this isn’t always
completed by the customer as it is not a required field)
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Exporting Reports
Analysis reports can be exported to Microsoft Excel or to a CSV file
Customer can use Excel or another spreadsheet application for further investigation and presentation of the data
Exporting your data is the only way to take a snapshot of the exact data in your report as of the particular day you run the report
Excel export limitations
Max of 64,000 rows of data (anything in excess must be done in Access)
250 characters per cell
Customer must have administrator rights on their desktop to export to Excel
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Exporting Reports
Step 1: To export a report open and run the report you want to export. From the Actions menu, choose Configure Export
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Exporting Reports
Step 2: Choose the format for the export: Excel 2000 Template or CSV. Choose Custom to choose the specific data fields to export
If you had your Pivot Table set up the way you wanted it you would choose Current Pivot Table Contents
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Exporting Reports
Step 3: Select the data to include in the export. You can choose line level details for export at this point. Click Export Data
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Exporting Reports
Step 4: The report will be exported to Excel and will appear on the Pivot tab
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Explore Reports
By clicking Explore Reports from your Dashboard, you will access your personal and public folders
Click All Folders to access Public Folders
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Explore ReportsAccessing Public Folders
•From your Explore Reports screen, Click All folders to access Public Folders
•Click Public Folders
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Explore ReportsPublic Folders
Each customer with Analysis access has a public folder which is open to all Analysis customers
•Click on the name of the customer whose folder you would like to access
•Names are in alphabetical order by first name
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Explore ReportsPublic Folders
•Cycle Time Reports are found under MFMP Public Reports
•We recommend that you save a copy of any public report you access to your folders to edit and/or run
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Explore ReportsSaving copied report
•Once you select a folder you will be brought back to Public Folders
•To access your copied report, like any saved report, click Explore Reports from your Dashboard
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Explore ReportsEditing a Copied Report
•Choose your Agency Name
•Enter your desired date range
•NOTE: “Most recent…” date field is used to schedule reports
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Explore ReportsRequisition Cycle Time Report
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Analysis Dashboard
The Analysis Dashboard provides links to different parts of the application, folders, and reports.
Navigation panel (aka shortcut menu) contains links to your frequently-used reports and to parts of Analysis.
This section provides a quick link back into Buyer.
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Customizing the Dashboard
Step 1: The Dashboard can be customized by adding tabs and items. Click the Customize button on the dashboard to do both
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Customizing the Dashboard: Adding New Tabs
Step 2: Click the Options button and choose Add New Tab
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Customizing the Dashboard: Adding Items
Step 2: Adding Items on your dashboard can help you better organize the content. Click the item you would like to add
These are the items you can add to the dashboard. For example, we will add Recently Run Reports.
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Customizing the Dashboard: Adding Items
Step 3: The item that you chose has been added onto the right-hand side of your screen
In order to rearrange what side (left or right) it appears on, click options
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Customizing the Dashboard: Rearrange the Dashboard
Step 4: Click Options and choose Rearrange Dashboard in order to further customize your Analysis Home Screen
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Customizing the Dashboard: Rearrange the Dashboard
Step 5: Move content from one column to the other with the middle arrows. Customize your Navigation Panel through the arrows or Add Content
When you are done rearranging, click Done to take you back to your Analysis Home Screen
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Customized Dashboard
Our Recently Run Reports are now on the left hand side of our screen
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Common Performance-related Issues
“I run a report and it doesn’t come up immediately”
System response time is dependent on the size of the data being queried and the speed of the customer’s internet connection
Wait out the query
Run the query in the background
Filter the data
“I run a report and it times out”
Report query times out at 180 seconds or if more than 5,000 lines of data is returned
Run the query in the background
Filter the data
Export the data
“I run a report and not all the data is displayed”
Max of 201 rows for pivot table display
Export the data
Questions???
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Share what you’ve learned – help your agency by passing the knowledge you’ve learned with others.
Contact the MFMP team with any questions you have.
CSD (BuyerHelp): 1-866-352-3776 [email protected]
Process Improvement:
Kasey Bickley: [email protected]
Anne Rabon: [email protected]
Contact Us