myfloridamarketplace secure reports training office 2007
TRANSCRIPT
MyFloridaMarketPlace
Secure Reports TrainingOffice 2007
Page - 2
Agenda
Introduction
Key Points
Accessing Secure Reports
MFMP Reports Job Aid
Exploring the Secure Reports
Pivot Tables
Report Requests
Questions and Answers
Page - 3
Introduction What are Secure Reports
“Secure Reports” are reports that are generated from data collected through MFMP Buyer to support report requests relevant to: Purchasing Finance & Accounting System Administration
The secure reports are run on a regular schedule based on the report parameters. (Daily, Weekly, Monthly, & Quarterly, etc.)
These Operational reports are intended to assist you in performing your daily tasks
Secure reports are accessed through a secure website http://myfloridamarketplace.com/reports (also available on the Buyer Toolkit)
Secure reports are available for all customers with password authorization To receive the user name and password, please contact
Page - 4
IntroductionReporting Initiative
The DMS MyFloridaMarketPlace Team has begun an Operational Reporting Initiative to: Conduct research on the current reporting tools Identify any shortcomings of the current state of reporting Identify reporting alternatives with a the goal to identify and
implement the optimal reporting tools for all MFMP customers Educate customers on the current reporting tools available
Reporting tools that exist: Secure Reports
- are designed with an emphasis on Finance & Accounting Analysis
- currently contains primarily Purchasing data or information Buyer System Searches
- can be used by customers at all levels of the system
Page - 5
Agenda
Introduction
Key Points
Accessing Secure Reports
MFMP Reports Job Aid
Exploring the Secure Reports
Pivot Tables
Report Requests
Questions and Answers
Page - 6
Key Points
This site is secure, therefore, you will need a user name and password
The All Open Orders, All Received Orders, and All Outstanding Encumbrance Reports have each been separated into three additional reports based on the following Current Fiscal Year Previous Fiscal Year Historical
The Secure Reports are in a .csv (comma separated value) format, which will require the use of Win Zip or other zip file utility software. Also called comma delimited format
Once exported, the files can be saved in Excel (.xls) or Access (.mbd) format
Just like any Excel spreadsheet, this information can be manipulated to fit your reporting needs by utilizing: Macros Column order Pivot tables Charts Other
Page - 7
Agenda
Introduction
Key Points
Accessing Secure Reports
MFMP Reports Job Aid
Exploring the Secure Reports
Pivot Tables
Report Requests
Questions and Answers
Page - 8
Accessing the Secure Reports
To access the Secure Reports website, type http://myfloridamarketplace.com/reports
Page - 9
Accessing the Secure Reports
Select your Agency by clicking on the appropriate
PUI
Page - 10
Accessing the Secure Reports
Enter your User name and Password in the login box
Page - 11
Accessing the 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* Includes current fiscal year, previous fiscal year, and historic fiscal year
You will be able to access this listing of reports which is available to all agencies.
Page - 12
Accessing Secure Reports
Click on your desired report to download.
Note: this requires WinZip or other compatible software
Page - 13
Agenda
Introduction
Key Points
Accessing Secure Reports
MFMP Reports Job Aid
Exploring the Secure Reports
Pivot Tables
Report Requests
Questions and Answers
Page - 14
MFMP Reports Job Aid
The Reports Job Aid was created to assist you with the various reports available and their suggested audience
This job aid provides:
A listing of the more common reports Key information about each report
- reports’ intended purpose- included fields- frequency that the reports are updated (daily, weekly, bi-
weekly, monthly, and quarterly, etc.)- the section that will benefit the most- appendix containing
• how to format reports in Excel• how to create pivot tables
Page - 15
MFMP Reports Job Aid
The Reports job aid is located on the MFMP website in the Buyer Toolkitunder Job Aids, http://myfloridamarketplace.com/toolkit
Page - 16
MFMP Reports Job Aid
Page - 17
Agenda
Introduction
Key Points
Accessing Secure Reports
MFMP Reports Job Aid
Exploring the Secure Reports
Pivot Tables
Report Requests
Questions and Answers
Page - 18
Exploring Secure Reports
Reports you may find useful include:
IR Last Approver
Agency Compliance Monthly
PRs in Submitted Status
Users and Groups
FLAIR Voucher
Page - 19
Exploring Secure Reports: IR with Last Approver Report
IR with Last Approver report is primarily used by Finance & Accounting to monitor the status and activity of IRs to ensure prompt payment processing
Displays all “pending” IRs (Reconciling and Approving) for your agency
Excludes IRs pending FLAIR Integration Excludes IRs in Paid status Updated daily, Monday through Friday at 3:30am
Helpful Points IR’s that failed Central FLAIR will list the approving invoice
manager by name and will remain in the Approving status until resolved
Allows customers to monitor Transaction Dates and correct if necessary
Allows customers to view all IRs and where they are in the approval flow
Aids in meeting Prompt Payment Compliance by viewing the pending invoices
Allows invoices to be tracked and prioritized
Page - 20
Exploring Secure Reports
Page - 21
Exploring Secure Reports: Agency Compliance Monthly Report
Agency Compliance Monthly Report is primarily used by Finance & Accounting and shows the number of days each of the transactions take to process in MFMP, from Transaction Date to FLAIR Pre-validation date
Can be sorted by Supplier, Organizational Code, Site Code, Compliance etc.
Updated monthly, first day of the month at 2:00am
Helpful Points Aids in meeting Prompt Payment Compliance by viewing
the invoice processing times Information from this report is used for your Agency
Benchmarking Activity (ABA)
Page - 22
Exploring Secure Reports
Page - 23
Exploring Secure Reports: PRs in Submitted Status Report
PRs in Submitted Status Report is primarily used by Purchasing and Budget and allows you to review all PRs before a Direct Order has been issued
Displays all PRs, (service and commodities orders) currently in Submitted status for your agency
Updated daily, Sunday through Saturday at 9:30 pm
Helpful Points Assists Budget by displaying intended PR obligation by
organizational code before the money is committed through a Direct Order
Can be used by Purchasing to track and monitor requisitions by PUI, Agency, Requester, etc.
Page - 24
Exploring Secure Reports
Page - 25
Exploring Secure Reports: Users and Groups Report
Users and Groups Report is primarily used by System Administrators
to assist with user account maintenance for their respective agency Displays all active and inactive users Excludes deleted users Includes Roles and Groups Includes all profile information including Ship To, Bill To etc. Updated weekly, Mondays at 2:15am
Helpful Points This data is easily reviewed using a pivot table
Page - 26
Exploring Secure Reports
Page - 27
Exploring Secure Reports: FLAIR Voucher Report
FLAIR Voucher Report is used primarily by Finance and Accounting to assemble vouchers
Displays all transactions that passed Departmental FLAIR the previous day for the entire Department
Displays all “audited” transactions that were approved by DFS the previous day
Updated daily, Tuesday through Saturday at 4:30am
Helpful Points Allows you to know exactly which invoices and/or line items
are included on each voucher
Page - 28
Exploring Secure Reports
Page - 29
Agenda
Introduction
Key Points
Accessing Secure Reports
MFMP Reports Job Aid
Exploring the Secure Reports
Pivot Tables
Report Requests
Questions and Answers
Page - 30
Pivot Tables
What are pivot tables? Pivot tables are an Excel feature that uses the spreadsheet
data to compile reports and give specific results Pivot table properties enable you to create the report you
need in a separate worksheet (tab) within an Excel file Typical row/column spreadsheet format with additional
dimension of page fields which allows you to filter data Why are pivot tables helpful?
Automatically creates subtotals and summary data Customizable: Drag-and-drop method for easy pivot table
building You can create multiple pivot tables for any given
spreadsheet Allows you to easily identify trends and patterns by creating
charts and graphs
Page - 31
Pivot Tables
For this example, we will use the FLAIR Voucher Report to determine how many IR’s were approved by Departmental FLAIR and DFS yesterday for DMS
Page - 32
Pivot Tables
In the Toolbar, click “Insert”, then click “PivotTable”.
Page - 33
Pivot Tables
All cells in the spreadsheet will be selected as a group because all data will be available for the pivot table. Leave selections unchanged and click “Next”.
Page - 34
Pivot Tables
The PivotTable Field List will be used to populate the pivot table by clicking and dragging
Page - 35
Pivot Tables
Click-and-drag “Grouping Character” from the PivotTable List to the “Row Labels” box. It will automatically populate the pivot table on the left.
Page - 36
Pivot Tables
Click-and-drag “Invoice #” from the PivotTable List to the “Row Labels” box. It will automatically populate the pivot table on the left.
Page - 37
Pivot Tables
• Click-and-drag “IR #” from the PivotTable List to the “Values” box.
• This pivot table tells us how many IR’s were approved by Departmental FLAIR and DFS yesterday for DMS, arranged by grouping character and invoice number.
• The grand total is 24.
Page - 38
Agenda
Introduction
Key Points
Accessing Secure Reports
MFMP Reports Job Aid
Exploring the Secure Reports
Pivot Tables
Report Requests
Questions and Answers
Page - 39
Report Requests
If you have a business need for a report that does not exist, you can request the report 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 Buyer Help Desk [email protected], where it is logged and reviewed
When the report has been generated, you will be notified to review and approve (Note: Reports may take up to 45 days to be generated)
Upon approval, it will be posted to the Secure website
Page - 40
Agenda
Introduction
Key Points
Accessing Secure Reports
MFMP Reports Job Aid
Exploring the Secure Reports
Pivot Tables
Report Requests
Questions and Answers
Page - 41Page - 41
Share what you’ve learned – help your agency by passing the knowledge you’ve learned with others
We’re here to help! Please let us know if you have any specific questions or concerns about a process you are trying to complete
Please contact the Customer Service Desk at 1-866-352-3776 or at [email protected]
Process Improvement:
• Kasey Bickley: [email protected]
• Anne Rabon: [email protected]
Contact Us