myfloridamarketplace mfmp reporting august 17, 2010 fwc training

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  • MyFloridaMarketPlaceMFMP ReportingAugust 17, 2010FWC Training

  • Page - *Reporting Options

    Buyer System Searches General Reporting

    MFMP Secure Reports Operational Reporting

    AnalysisBasic ConceptsAnalytical ReportingAnalysis 3.0

    Exporting Reports

    Wrap-Up

    Contact Us

    AgendaFWC Training 8/17/10Page - *

  • Page - *

    MyFloridaMarketPlace (MFMP) offers three basic reporting options:

    System searches Created within MFMP for Buyer transactions based on the standard search options or custom searches which can be created and saved.

    Secure reports Operational reports that are designed with an emphasis on Finance and Accounting (F&A) data.

    Analysis An analytical reporting tool which enables the customer to create custom on demand reports based on desired criteria.

    Reporting OptionsFWC Training 8/17/10Page - *

  • Page - *Reporting Options

    Buyer System Searches General Reporting

    MFMP Secure Reports Operational Reporting

    AnalysisBasic ConceptsAnalytical ReportingAnalysis 3.0

    Exporting Reports

    Wrap-Up

    Contact Us

    AgendaFWC Training 8/17/10Page - *

  • Page - *

    System searches are simple searches that can be created by any customer within MFMP.

    Customers are encouraged to use a minimum of two search filters if not utilizing the requisition, purchase order (PO), or invoice reconciliation (IR) number.

    To see transactions other than their own, customers must have the Query group.

    System search results can be exported to ExcelA maximum of 750 records The current page (exports only 40 records)

    System SearchesFWC Training 8/17/10Page - *

  • Page - *Search results return based on filters applied

    Grouping search results assists in reviewing and organizing data

    System SearchesFWC Training 8/17/10Page - *

  • Export and sort the data in Excel for further analysisSystem SearchesFWC Training 8/17/10Page - *

  • Page - *Reporting Options

    Buyer System Searches General Reporting

    MFMP Secure Reports Operational Reporting

    AnalysisBasic ConceptsAnalytical ReportingAnalysis 3.0

    Exporting Reports

    Wrap-Up

    Contact Us

    AgendaFWC Training 8/17/10Page - *

  • Secure reports are operational reports that assist in performing daily tasks.

    These reports are generated from data collected through MFMP Buyer.

    Secure reports run regularly based on the report parameters (daily, weekly, monthly, & quarterly, etc.) Secure reports are accessed through a secure website available at http://dms-purchasing-ftp.state.fl.us/xx00/. Secure reports are available for all customers with password authorizationContact [email protected]

    Reports open in Excel, requiring the use of WinZip or other zip file utility software.Secure ReportsFWC Training 8/17/10Page - *

  • The DMS secure reports website provides informationHow to access the reportsHow to create report requestsHow to obtain a passwordHow to access trainingChoose the appropriate agency PUI

    Enter your agencys username and passwordSecure ReportsFWC Training 8/17/10Page - *

  • Minimally, these reports are available to all agencies: Secure ReportsFWC Training 8/17/10Page - *

    IRs With Last Approver Payments Completed in FLAIRPOs Without IRs Purchase Orders by Org Code and Budget EntityInvoice Reconciliation Report DO Payment HistoryAll Received Orders Report All Open Orders with Hold Until DateAll Open Orders Report Invoice Attachments by Commodity CodeHeader Level Information All Open Orders Report Invoice eForm Attachments by Commodity CodeFLAIR Voucher Summary Report PR Audit by Commodity CodeIR Exception Report Bill To Information ReportAll Outstanding Encumbrances Report Ship To InformationOutstanding Encumbrance Report Agency Master AgreementPRs in Submitted Status Spend Details ReportMyFloridaMarketPlace User Report Agency Compliance Monthly ReportBuyer User Group ReportRequisition to Purchase Order Cycle Time Details ReportUsers and Groups ReportAgency Compliance Report Advance Payment Not PaidPunchout Catalog NonCatalog Orders

  • This job aid provides:

    A listing of all reports that are open to all agencies

    Key information about each report, including:

    Reports intended purposeIncluded fieldsFrequency that the reports are updated (daily, weekly, bi-weekly, monthly, and quarterly, etc.)The intended audience

    The secure reports job aid is located at http://dms.MyFlorida.com/mfmp_reporting

    Secure Reports Job AidFWC Training 8/17/10Page - *

  • If you have a business need for a report that does not already exist, request one using the report request process below:

    Complete the Report Request form, located on the buyer toolkit under MFMP Forms

    E-mail completed form to the MFMP customer service desk (CSD) [email protected] for review

    When the report is generated, the requesting agency receives a notification to review and approve the file

    Upon approval, it is posted to the DMS secure reports websiteReport RequestsFWC Training 8/17/10Page - *

  • Page - *Reporting Options

    Buyer System Searches General Reporting

    MFMP Secure Reports Operational Reporting

    AnalysisBasic ConceptsAnalytical ReportingAnalysis 3.0

    Exporting Reports

    Wrap-Up

    Contact Us

    AgendaFWC Training 8/17/10Page - *

  • Page - *Analysis Fundamentals: What is Analysis?Analysis is a reporting tool that provides insight into the State of Floridas spending patterns:How much are we spending?Who are we spending it with?On what products and services?

    Information needed to analyze spending data can come from several sources: Purchase orders Invoices Contracts / master agreementsRegistered vendor data (from VIP)FLAIR payment dataFLAIR encumbrance dataAnalysis Fundamentals: What is Analysis?

  • Page - *Analysis Fundamentals:Reporting ConceptsFact Basic transaction data you are investigatingData field Numerical data value that can be measuredDimensions Details about the fact

    Fact: Purchase order Data field: PO spend (USD)Dimensions: Ordered dateSupplierAgency nameAnalysis Fundamentals: Reporting Concepts

  • Page - *Analysis Fundamentals:Reporting ConceptsDimensions 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: EncumberedHierarchy 1: Encumbered StatusHierarchy 2: Encumbrance IDDimension: Ordered DateHierarchy 1: CalendarHierarchy 2: FiscalAnalysis Fundamentals: Reporting Concepts

  • Page - *Analysis Fundamentals:Reporting ConceptsPage Layout: Analysis provides a wizard feature to assist with navigating through the steps of creating a report.

    The navigation pane on the left-hand side of the screen allows you to see what step you are on as you create an Analytical Report.The Next button advances you through the steps in the report creation process.Analysis Fundamentals: Reporting Concepts

  • Page - *Analysis Fundamentals:Reporting ConceptsFacts: The transaction data that you are analyzing i.e., your base data source.

    The Facts Drop Down Box provides you with the starting point of selecting the base data you would like to analyze.

    Analysis 3.0 includes additional fact tables which expands your reporting capabilities.Analysis Fundamentals: Reporting Concepts

  • Page - *Analysis Fundamentals:Reporting ConceptsData field: Actual data value from a fact that is always a numerical value.

    Data fields are added to the report by clicking the Add to Report link next to the field in the Pre-defined field list.Analysis Fundamentals: Reporting Concepts

  • Page - *Analysis Fundamentals:Reporting ConceptsDimension: EncumbranceHierarchies: Encumbered Status and Encumbrance IDDimension: An additional detail about the fact tableHierarchy: Additional structure about the selected dimension

    Analysis Fundamentals: Reporting ConceptsClicking this icon will provide you additional details about the data element

  • Page - *Analysis Fundamentals:Pivot Table ConceptPivot table: Spreadsheet-like structure consisting of page fields, row fields, column fields, and data fields.

    All dimensions can be added to the pivot tables page, row, or column fields. (Clicking Available Hierarchies shows all available fields)Page fields filter other fieldsColumn fields (max. of 2) similar to columns on a spreadsheetRow fields (max. of 2) similar to rows on a spreadsheetAnalysis Fundamentals: Pivot Table Concept

  • Analysis Fundamentals:Pivot Table ConceptPage - *Page fieldRow fieldsColumn fieldYou 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 fieldAnalysis Fundamentals: Pivot Table Concept

  • Page - *Analysis Fundamentals:Scheduled Data LoadsAnalysis is a separate database which is uploaded with information from Buyer, VIP, and FLAIRDaily: Buyer and VIP data loadsWeekly: FLAIR Encumbrance data loadsMonthly: FLAIR Payment data loads

    Analysis includes data from FY 08/09 to dateData loads are typically run after 6 p.m. Eastern timeDecreased system performance during data loads Data loads are typically run outside of business hours, so customer impact of any system performance / slowness is minimizedAnalysis Fundamentals: Scheduled Data Loads

  • Page - *Reporting Options

    Buyer System Searches General Reporting

    MFMP Secure Reports Operational Reporting

    AnalysisBasic ConceptsAnalytical ReportingAnalysis 3.0

    Exporting Reports

    Wrap-Up

    Contact Us

    AgendaFWC Training 8/17/10Page - *

  • Page - *Analysis Fundamentals:Creating Analytical ReportsStep 1: Navigate to Analysis 3.0, and log in using your Buyer username and password. Analysis access is associated with your user profile, so please contact your agency System Administrator to request access to the tool. Note: Username and password are the same

    Fundamentals: Creating Analytical Reports

  • Page - *Analysis Fundamentals:Creating Analytical ReportsStep 2: On the Analysis Dashboard (i.e., your home screen), Click Analytical Report.

    Fundamentals: Creating Analytical Reports

  • Page - *Analysis Fundamentals:Creating Analytical ReportsStep 3: Choose your data fields (which are dependent on the Fact selected from the Facts drop down box).Create an appropriate titleEnter a descriptionSelect the appropriate Fact for the data you need for your report. Each fact will give you a different list of data field choices.Fundamentals: Creating Analytical Reports

  • Analysis Fundamentals:Creating Analytical ReportsStep 4: Add the chosen data fields into your table. Tip: You can also drag and drop fields into your report.

    Page - *Click each data field you would like to include and then choose Add to report. It will then populate in the pivot table.Fundamentals: Creating Analytical Reports

  • Analysis Fundamentals:Creating Analytical ReportsStep 5: Set up your pivot table.

    Page - *Choose the fields that will be the row, column, and page fields by clicking the field under the Available Hierarchies area and choosing to add as a row/column/page field.Tip: The fields that you choose for your row/column/page can be moved around once you run the report and when you export it.Fundamentals: Creating Analytical Reports

  • Analysis Fundamentals:Creating Analytical ReportsStep 6: Refine data to provide a timeline for your report.

    Fundamentals: Creating Analytical ReportsPage - *Refining data provides you with the ability to adjust items such as the date range prior to running the report.Click the Customize this form link to refine fields on your row or column.

  • Page - *Analysis Fundamentals:Creating Analytical ReportsStep 7: This is what the final report looks like. From here, you can take actions such as editing, saving, or exporting the report.

    Fundamentals: Creating Analytical Reports

  • Page - *Analysis Fundamentals:Creating Analytical ReportsClicking Save will default to saving the report to your Personal Workspace. Fundamentals: Creating Analytical Reports

  • Page - *Analysis Fundamentals:Creating Analytical ReportsYou also have the option to save a report to a Public Report folder and tie the report to an Agency Folder.Fundamentals: Creating Analytical Reports

  • In order to best determine what fields would be most appropriate, start with a clear purpose for a report and what data it should contain.Consider what fields in Buyer answer the intended questionExample #1, the Legislature asked to be provided the amount an agency spent on advertising for FY 09/10:What fields in Buyer give that information? Commodity codes search using radio advertising, TV advertising, etc.

    Choosing Analysis FieldsFWC Training 8/17/10Page - *

  • Example #2: A vendor submits a public records request and asks how much state term contract (STC) IT Consulting spend was conducted by an agency in FY 09/10?What fields in Buyer provide that information? Commodity codes- IT Consulting commodity codes Method of procurementA-STC w/o RFQB-STC w/RFQ State term contract ID- IT Consulting STC number Isnt always completed by the customer and is not a required field

    Choosing Analysis FieldsFWC Training 8/17/10Page - *

  • Analysis reports can be exported to Microsoft Excel or to a csv file Exporting data is the only way to take a snapshot of the exact data in a report as of the particular day it is run

    Excel export limitations Maximum of 64,000 rows of data (anything in excess must be exported as a .csv file and uploaded in Access) 250 characters per cell Customer must have administrator rights on their desktop to export to Excel

    Exporting Analysis ReportsFWC Training 8/17/10Page - *

  • Page - *Reporting Options

    Buyer System Searches General Reporting

    MFMP Secure Reports Operational Reporting

    AnalysisBasic ConceptsAnalytical ReportingAnalysis 3.0

    Exporting Reports

    Wrap-Up

    Contact Us

    AgendaFWC Training 8/17/10Page - *

  • Whats New (and Improved!) in Analysis 3.0?Page - *Addition of FLAIR Encumbrance and Payment Data: This expands available data to include both MFMP and FLAIR information, which assists agencies in reconciling obligated funds (encumbrances). Additionally, agencies will have improved visibility into all areas of spend including payments not processed through MFMP.

    Additional accounting information for Purchase Orders and Invoice Reconciliations in Analysis (as a result of Change Request 42 which is being implemented as part of the Analysis upgrade).

    Improved Contract Data: This enhancement includes additional contract information from MFMP, enabling agencies to improve contract spend reporting.

    Improved Invoice Data: Additional FLAIR payment information related to invoice reconciliations will now be included in Analysis. This will assist agencies in their reconciliation efforts.

    Whats New (and Improved) in Analysis 3.0?

  • Whats New (and Improved!) in Analysis 3.0?Page - *Improved Visibility to Green Spend: Additional purchase order information related to MyGreenFlorida spend will assist agencies in meeting green and recycled reporting requirements and visibility.

    Additional VIP Vendor Data in Analysis: Additional Vendor Information Portal (VIP) vendor information in Analysis will allow agencies to analyze vendor data such as spend by minority status or vendor location.

    Updated Dashboard and Report Scheduling: There is an updated Analysis dashboard (or desktop) where customers can create a customized view of Analysis and easily search for published reports. Report scheduling also allows customers to see favorite reports refreshed on a daily basis.

    Enhanced System Reports (a.k.a. Prepackaged Reports): Available to all Analysis customers, these reports include reporting templates that provide users with a starting point for organizing and analyzing their agency data.Whats New (and Improved) in Analysis 3.0?

  • Whats New in Analysis 3.0?Analysis 3.0 is a separate website (i.e., there will not be an automatic sign-in from the Buyer application as there is today).

    The separate sign-in will only be temporary, and will be resolved as the remainder of the Buyer system is upgraded to the new Ariba platform (also referred to as Ariba 9r1).

    This link will be available as part of go-live on July 26th!https://analysis.myfloridamarketplace.com/Sourcing/MainLink to Analysis 3.0:Whats New in Analysis 3.0?Page - *

  • Page - *Analysis DashboardThe Analysis Dashboard is your home page in Analysis. It allows you to create direct links to your favorite reports, including charts and pivot tables you need to refer to oftenand it is refreshed daily!Analysis Dashboard

  • New Reports in Analysis 3.0Once you are on the Prepackaged Reports page, you can view the report templates.Page - *New Reports in Analysis 3.0

  • Page - *When you Open a report, it will run displaying the most current information. You have the option to change the report parameters by clicking Edit. New Reports in Analysis 3.0

  • Public Folder / Agency Subdirectoriesin Analysis 3.0To navigate to the Public Reports, and related agency folders, click the link under the Manage area on the Dashboard.Page - *Public Folders / Agency Subdirectories

  • Public Folder / Agency Subdirectoriesin Analysis 3.0After clicking on Public Reports, you can view the list of agency folders. Reports from these folders can be accessed and used as a starting point as well for customizing your agencys reports. Simply launch the report and Save As a new report in your personal workplace or agency folder.Page - *Public Folders / Agency Subdirectories

  • Page - *Analysis DashboardClick Search from your toolbar:Analysis 3.0 also includes a Search feature to help you locate reports by keyword, title, etc.This could be helpful if you are looking for a starting point for your own report.maybe leveraging another agencys report format.or just doing some research!Analysis Search

  • Page - *Reporting Options

    Buyer System Searches General Reporting

    MFMP Secure Reports Operational Reporting

    AnalysisBasic ConceptsAnalytical ReportingAnalysis 3.0

    Exporting Reports

    Wrap-Up

    Contact Us

    AgendaFWC Training 8/17/10Page - *

  • Page - *Exporting ReportsAnalysis reports can be exported to Microsoft Excel or to a CSV file (2003 or 2007)You can use Excel or another spreadsheet application for further investigation and presentation of the dataExporting data allows you to customize the format of the report, including moving, deleting, or adding additional rows and columnsAfter running a report, click the Export button to send the report data to ExcelExporting Reports

  • Page - *Exporting ReportsWhile the export is taking place, you will see a screen that shows the status of the export process. Exporting Reports

  • Page - *Exporting ReportsThe report will be exported to Excel. You can click on the Pivot tab to view the report. The export also provides you with auto-generated pie charts, bar charts, and the source data so that you can customize the presentation of the spreadsheet for your reporting purposes.Exporting Reports

  • Page - *Considerations for Exporting ReportsExporting your data is the only way to take a snapshot of the exact data in your report as of the particular day you run the report .When you save a report, you are only saving the parameters of the report.Data in Analysis changes as the data in Buyer, FLAIR and VIP changes.Change orders, cancel orders, etc can affect your data.Excel export limitationsBased on the version of Excel you have, there will be a limit on the amount of data you can export (For example, if you have Excel 2003 installed on your computer, you have a maximum of 64,000 rows of data that can be exported; anything in excess must exported as a .csv file) You must have administrator rights on your desktop to export to Excel.Considerations for Exporting Reports

  • Page - *Additional Considerations when Running Reports / Exporting DataI run a report and it doesnt come up immediatelySystem response time is dependent on the size of the data being queried and the speed of your Internet connectionWait out the queryRun the query in the backgroundFilter the data by changing your report parametersI run a report and it times outRun the query in the backgroundFilter the data by changing your report parametersExport the dataI run a report and not all the data is displayedMax of 201 rows for pivot table displayExport the data to view the remaining rowsAdditional Considerations for Exporting Reports

  • Page - *Reporting Options

    Buyer System Searches General Reporting

    MFMP Secure Reports Operational Reporting

    AnalysisBasic ConceptsAnalytical ReportingAnalysis 3.0

    Exporting Reports

    Wrap-Up

    Contact Us

    AgendaFWC Training 8/17/10Page - *

  • What reporting tool would you use:Example #1Your supervisor is interested in your workload for the month and would like to know how many requisitions that have been: Completely orderedHave been submitted, not completely approvedRejectedYou could use:Buyer System Searches (Recommended)Secure ReportsPRs_in_Submitted_StatusAll_Orders_Current_FYCycle time

    Wrap-Up: ExamplesFWC Training 8/17/10Page - *

  • Example #2Your Accounting Supervisor requires you to monitor invoices to ensure they do not appear on the 20-day Prompt Payment Compliance report. You could use:Secure ReportsIR_Last_Approver ReportThis will allow you to monitor the Invoice Reconciliations, viewing who they are with and how long they have been thereAgency Benchmarking Activity (ABA) Prompt Payment Compliance reporthttp://dms.MyFlorida.com/mfmp_ABA

    Wrap-Up: ExamplesFWC Training 8/17/10Page - *

  • Example #3Your Bureau Chief is interested in the amount of purchases for promotional items for the last six months of last fiscal year and the first six months of this fiscal year.You could use:AnalysisUse the purchase order factPO spendCalendar year Column fieldCommodity code Page fieldAgency name Page fieldCommon vendor Row fieldPUI Row fieldThis allows you to report on the commodity code for promotional items during the specific time needed

    Wrap-Up: ExamplesFWC Training 8/17/10Page - *

  • Page - *Scenarios / When Would I Use Analysis?In order to best determine what fields would be most appropriate, you must start with a clear purpose for 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.Example #1: The Legislature has asked you to provide how much spend you have done on advertising for FY 09/10?

    What fields in Buyer give you that information?Consider using commodity codesYou could search using Radio Advertising, TV Advertising, etc. commodity codesWrap Up: When Would I Use Analysis?

  • Page - *Scenarios / When Would I Use Analysis?Example #2: A vendor submits a public records request and asks you to provide how much state contract IT Consulting spend your agency has done in FY 09/10?

    What fields in Buyer give you that information?

    Commodity codes- IT Consulting commodity codes

    Method of procurement (MOP)A- STC w/o RFQ B-STC w/RFQ

    State Contract IDIT Consulting STC number (this isnt always completed by the customer as it is not a required field)Wrap Up: When Would I Use Analysis?

  • Example #3: You are asked for a list of all the vendors your agency has issued purchase orders to in the last year including the minority code designation.

    What fields in Buyer give you that information?

    Supplier Name

    Minority Designation

    Page - *Wrap Up: When Would I Use Analysis?

  • Page - *ResourcesDMS Division of State Purchasinghttp://dms.MyFlorida.com/[email protected] (850) 488-8440

    MyFloridaMarketPlace (MFMP)www.dms.MyFlorida.com/mfmpwww.dms.MyFlorida.com/buyertoolkit [email protected]

    DMS secure report websitehttp://dms-purchasing-ftp.state.fl.us/xx00/

    DMS STChttp://dms.MyFlorida.com/contracts FWC Training 8/17/2010

  • Page - *Reporting Options

    Buyer System Searches General Reporting

    MFMP Secure Reports Operational Reporting

    AnalysisBasic ConceptsAnalytical ReportingAnalysis 3.0

    Exporting Reports

    Wrap-Up

    Contact Us

    AgendaPage - *

  • Contact the MFMP CSD at 1-866-352-3776 or [email protected] UsPage - *

    Team MemberE-mailPhone NumberCommunications [email protected](850) 294-3080F&A Process [email protected] (850) 294-0739Operations [email protected] (850) 766-7670Purchasing Process [email protected] (850) 294-0494Vendor Management Analyst [email protected] (850) 445-3894

  • Page - *Thank you for your participation today!Questions?FWC Training 8/17/10Page - *

    *************************Go over the difference in Minority Designation and Woman-Owned Status.*Go over the difference in Minority Designation and Woman-Owned Status.*When you save a report, you are only saving the parameters of the report. Info in Analysis changes as the info in Buyer changes. Change orders, cancel orders, etc can affect your data.****************