myfloridamarketplace mfmp reporting august 17, 2010 fwc training

MyFloridaMarketPlace

MFMP ReportingAugust 17, 2010

FWC Training

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Reporting Options

Buyer System Searches – General Reporting

MFMP Secure Reports – Operational Reporting

Analysis Basic Concepts Analytical Reporting Analysis 3.0

Exporting Reports

Wrap-Up

Contact Us

Agenda

FWC Training 8/17/10 Page - 2

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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 Options


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Reporting Options




Exporting Reports

Wrap-Up

Contact Us

Agenda


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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 Excel A maximum of 750 records The current page (exports only 40 records)

System Searches


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Search results return based on filters applied

Grouping search results assists in reviewing and organizing data

System Searches


Export and sort the data in Excel for further analysis

System Searches


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Reporting Options




Exporting Reports

Wrap-Up

Contact Us

Agenda


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 authorization Contact [email protected].

Reports open in Excel, requiring the use of WinZip or other zip file utility software.

Secure Reports


The DMS secure reports website provides information How to access the reports How to create report

requests How to obtain a password How to access training

Choose the appropriate agency PUI

Enter your agency’s username and password

Secure Reports


IRs With Last Approver Payments Completed in FLAIR

POs Without IRs Purchase Orders by Org Code and Budget Entity

Invoice Reconciliation Report DO Payment History

All Received Orders Report All Open Orders with Hold Until Date

All Open Orders Report Invoice Attachments by Commodity Code

Header Level Information All Open Orders Report Invoice eForm Attachments by Commodity Code

FLAIR Voucher Summary Report PR Audit by Commodity Code

IR Exception Report Bill To Information Report

All Outstanding Encumbrances Report Ship To Information

Outstanding Encumbrance Report Agency Master Agreement

PRs in Submitted Status Spend Details Report

MyFloridaMarketPlace User Report Agency Compliance Monthly Report

Buyer User Group Report Requisition to Purchase Order Cycle Time Details Report

Users and Groups Report Agency Compliance Report

Advance Payment Not Paid Punchout Catalog NonCatalog Orders

Minimally, these reports are available to all agencies:

Secure Reports


This job aid provides:

A listing of all reports that are open to all agencies

Key information about each report, including:

Reports’ intended purpose Included fields Frequency 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 Aid


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 website

Report Requests


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Reporting Options




Exporting Reports

Wrap-Up

Contact Us

Agenda


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Analysis Fundamentals: What is Analysis?

Analysis is a reporting tool that provides insight into the State of Florida’s 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 agreements

• Registered vendor data (from VIP)• FLAIR payment data• FLAIR encumbrance data

Analysis Fundamentals: What is Analysis?

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Analysis Fundamentals: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

Analysis Fundamentals: Reporting Concepts

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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: Encumbered

Hierarchy 1: Encumbered Status

Hierarchy 2: Encumbrance ID

Dimension: Ordered Date

Hierarchy 1: Calendar

Hierarchy 2: Fiscal


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Page 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.


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Facts: 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.


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Data 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.


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Dimension: Encumbrance

Hierarchies: Encumbered Status and Encumbrance ID

Dimension: An additional detail about the fact table

Hierarchy: Additional structure about the selected dimension


Clicking this icon will provide you additional details about the data element

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Analysis Fundamentals:Pivot Table Concept

Pivot table: Spreadsheet-like structure consisting of page fields, row fields, column fields, and data fields.

All dimensions can be added to the pivot table’s page, row, or column fields. (Clicking ‘Available Hierarchies’ shows all available 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

Analysis Fundamentals: Pivot Table Concept

Analysis Fundamentals:Pivot Table Concept

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Page field

Row fields

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

Analysis Fundamentals: Pivot Table Concept

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Analysis Fundamentals:Scheduled Data Loads

Analysis is a separate database which is uploaded with information from Buyer, VIP, and FLAIR

Daily: Buyer and VIP data loads

Weekly: FLAIR Encumbrance data loads

Monthly: FLAIR Payment data loads

Analysis includes data from FY 08/09 to date

Data loads are typically run after 6 p.m. Eastern time

Decreased system performance during data loads

Data loads are typically run outside of business hours, so customer impact of any system performance / slowness is minimized

Analysis Fundamentals: Scheduled Data Loads

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Reporting Options




Exporting Reports

Wrap-Up

Contact Us

Agenda


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Analysis Fundamentals:Creating Analytical Reports

Step 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

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Step 2: On the Analysis Dashboard (i.e., your home screen), Click ‘Analytical Report.’


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Step 3: Choose your data fields (which are dependent on the ‘Fact’ selected from the ‘Facts’ drop down box).

Create an appropriate title

Enter a description

Select the appropriate Fact for the data you need for your report. Each fact will give you a different list of data field choices.



Step 4: Add the chosen data fields into your table.Tip: You can also drag and drop fields into your report.

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Click each data field you would like to include and then choose ‘Add to report.’ It will then populate in the pivot table.



Step 5: Set up your pivot table.

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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.



Step 6: Refine data to provide a timeline for your report.


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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.

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Step 7: This is what the final report looks like. From here, you can take actions such as editing, saving, or exporting the report.


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Clicking ‘Save’ will default to saving the report to your ‘Personal Workspace.’


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You also have the option to save a report to a ‘Public Report’ folder and tie the report to an ‘Agency Folder.’


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 question

Example #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 Fields


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 procurement

A-STC w/o RFQ

B-STC w/RFQ

State term contract ID- IT Consulting STC number

Isn’t always completed by the customer and is not a required field

Choosing Analysis Fields


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 Reports


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Reporting Options




Exporting Reports

Wrap-Up

Contact Us

Agenda


What’s New (and Improved!) in Analysis 3.0?

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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.

What’s New (and Improved) in Analysis 3.0?

What’s New (and Improved!) in Analysis 3.0?

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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.

What’s New (and Improved) in Analysis 3.0?

What’s 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/Main

Link to Analysis 3.0:

What’s New in Analysis 3.0?

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Analysis Dashboard

The 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 often…and it is refreshed daily!

Analysis Dashboard

New Reports in Analysis 3.0

Once you are on the ‘Prepackaged Reports’ page, you can view the report templates.

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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.


Public Folder / Agency Subdirectoriesin Analysis 3.0

To navigate to the ‘Public Reports,’ and related agency folders, click the link under the ‘Manage’ area on the Dashboard.

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Public Folders / Agency Subdirectories

Public Folder / Agency Subdirectoriesin Analysis 3.0

After 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 agency’s reports. Simply launch the report and ‘Save As’ a new report in your personal workplace or agency folder.

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Public Folders / Agency Subdirectories

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Analysis Dashboard

Click 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 agency’s report format….or just doing some research!

Analysis Search

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Reporting Options




Exporting Reports

Wrap-Up

Contact Us

Agenda


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Exporting Reports

Analysis 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 data

Exporting data allows you to customize the format of the report, including moving, deleting, or adding additional rows and columns

After running a report, click the ‘Export’ button to send the report data to Excel

Exporting Reports

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Exporting Reports

While the export is taking place, you will see a screen that shows the status of the export process.

Exporting Reports

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Exporting Reports

The 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.

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

6800 1598.99962 11688202.82

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

Agency for Workforce Innovation7500 669.99916 86434557.01

Exporting Reports

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Considerations for Exporting Reports

Exporting your data is the only way to take a snapshot of the exact data in your report as of the particular day you run the report .

When you save a report, you are only saving the parameters of the report.

Data in Analysis changes as the data in Buyer, FLAIR and VIP changes.

Change orders, cancel orders, etc can affect your data.

Excel export limitations

Based 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

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Additional Considerations when Running Reports / Exporting Data

“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 your Internet connection

Wait out the query

Run the query in the background

Filter the data by changing your report parameters

“I run a report and it times out”

Run the query in the background

Filter the data by changing your report parameters

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 to view the remaining rows

Additional Considerations for Exporting Reports

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Reporting Options




Exporting Reports

Wrap-Up

Contact Us

Agenda


What reporting tool would you use:

Example #1 Your supervisor is interested in your workload for the month

and would like to know how many requisitions that have been: Completely ordered Have been submitted, not completely approved Rejected

You could use: Buyer System Searches (Recommended) Secure Reports

PRs_in_Submitted_Status All_Orders_Current_FY Cycle time

Wrap-Up: Examples


Example #2 Your 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 Reports

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

viewing who they are with and how long they have been there Agency Benchmarking Activity (ABA) Prompt Payment Compliance

report http://dms.MyFlorida.com/mfmp_ABA

Wrap-Up: Examples


Example #3 Your Bureau Chief is interested in the amount of purchases for

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

You could use: Analysis

Use the purchase order fact• PO spend

o Calendar year – Column fieldo Commodity code – Page fieldo Agency name – Page fieldo Common vendor – Row fieldo PUI – Row field

This allows you to report on the commodity code for promotional items during the specific time needed

Wrap-Up: Examples


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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 codes You could search using Radio Advertising, TV Advertising, etc. commodity

codes

Wrap Up: When Would I Use Analysis?

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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 ID•IT Consulting STC number (this isn’t always completed by the customer as

it is not a required field)


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

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Resources

DMS Division of State Purchasing http://dms.MyFlorida.com/contracts [email protected] (850) 488-8440

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

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

DMS STC http://dms.MyFlorida.com/contracts

FWC Training 8/17/2010

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Reporting Options




Exporting Reports

Wrap-Up

Contact Us

Agenda

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

Contact Us

Team Member E-mail Phone Number

Communications Analyst

[email protected] (850) 294-3080

F&A Process Analyst [email protected] (850) 294-0739

Operations Manager [email protected] (850) 766-7670

Purchasing Process Analyst


Vendor Management Analyst


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Thank you for your participation today!

Questions?
