MyFloridaMarketPlace Reporting 101 WorkshopReporting 101 Workshop •MFMP Reporting Options...

MyFloridaMarketPlace

Reporting 101Workshop

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical

• Review

• Resources

Agenda

• System searches

– Customer created searches for MFMP transactions

• Secure reports

– MFMP operational reports located on a secure site

• MFMP Analysis

– A reporting application allowing customers to create reports for purchase orders, contracts, invoices and more

Reporting Options

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical

• Review

• Resources

Agenda

System Search Basics

• System searches are simple to execute

• Any customer with MFMP access can create system searches

• Query group enables customers to see transactions enterprise-wide

• Use a minimum of three search filters for example:

– Date range

– PUI (Purchasing Unit Identifier)

– Other

• Save System Searches you use frequently

• You can export search results to Excel

System Search Basics

Click Search on the menu bar

• Click the drop-down arrows to view all available search types

• Click on the type of search to create a search

Enter a minimum of three search filters:

– Date range

– PUI (Purchasing Unit Identifier)

– Other, e.g., requisition number, order number, invoice number

Add additional search criteria

System Search Filters

Saving System Searches

Click ‘Save Search’ to save the search, the search parameters, and save time in the future

Export System Searches

Click the ‘Table Options’ icon to export search results to Microsoft Excel

Add System Searches Tabs

Add new tabs to your Dashboard

• Step 1:– Click "Configure Tabs“ from the Home Tab– Select "Add New Tab"

Add System Searches Tabs (Cont.)

• Step 2- Enter a Tab name (e.g., Saved

Search)- Click "OK"

• Step 3- Click "Saved

Search"

Adding Search Tabs

• Step 4- Select the "Saved Searches" you want to see on your new tab- Click “Done”

Adding Search Tabs

• Step 5- Arrange the searches on your screen

Demo and Practical Exercise

Practical Exercise #1

• I will now demonstrate creating a System Search in the MFMP Buyer Training Environment

• Complete the ‘System Search’ section of the Practical Exercise in the Training Environment

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical

• Review

• Resources

Agenda

Secure Reports Basics

• Secure reports generate from MFMP data

• Operational reports that assist with daily activities

• Reports are in an .csv format and require zip file utility

software

• Secure reports run regularly based on the report

parameters (daily, weekly, monthly, and quarterly, etc.)

Log into Secure Reports

• For username and password credentials, please see your system administrator

• Click on your agency OLO

• Enter your username and password

Secure Reports website

Secure Reports List

• Double-click the desired report name and click "save"

• Save the report to an easily accessible location

• You will need access to a zip utility to open these files

• Reports available to all agencies

• Key information about each report, including:

– Intended report purpose

– Included fields

– Frequency that the reports are updated (daily, weekly, bi-

weekly, monthly, and quarterly, etc.)

– Intended audience

• Secure reports job aid:

http://www.dms.myflorida.com/mfmp/jobaids

Secure Reports Job Aid

Report Requests

• Complete the MFMP Report Request form

− MFMP Agency Customer Forms

− Email completed form to the MFMP Customer Service Desk

• MFMP processes report requests as an Operational Data Update

Secure Report Assessment

Practical Exercise #2

• Take a few minutes to complete the Secure Reports Assessment, located within the Practical Exercise handout

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical

• Review

• Resources

Agenda

MFMP Analysis Basics

MFMP Analysis is a custom reporting application

• Data Update Frequency

- Separate Data Updates

• Daily: Buyer and Vendor Information Portal (VIP)

• Weekly: FLAIR Encumbrance

• Monthly: FLAIR Payment

• Data Update Time

-After 6 p.m. Eastern time

• Includes data from Fiscal Year 2008-09 to present

Analysis Fundamentals

• Custom reporting application

– How much are we spending?

–Where are we spending it?

–What products and services are we buying?

• Information needed to analyze spending data can come

from several sources within MFMP Analysis:

- Purchase orders

- Invoices

- Contract/Master Agreement

-Registered vendor data (VIP)

-FLAIR payment data

-FLAIR encumbrance data

MFMP Analysis Fundamentals

MFMP Analysis reports are based on:

• Fact – Basic transaction data that you are investigating

• Available Measures – Data Field or Measurable numerical data value

• Dimensions / Hierarchy – Details about the fact

Fact Available Measures Dimension / Hierarchy

Invoice PO Spend Ordered Date

PO Count Supplier

Agency Name

Analysis Fundamentals

Dimension/Hierarchies let you specify how you want to present data

Dimensions Hierarchy

• Encumbered Status

• Encumbrance IDEncumbered

• Calendar

• FiscalOrdered Date

Log into MFMP Analysis

MFMP Analysis access is associated with your user profile from Buyer– MFMP updates Analysis passwords every day, every hour from 7 a.m. – 7 p.m.

Report Creation

The Dashboard is your home page in MFMP Analysis• Click ‘Analytical Report’ on the Common Actions menu

to begin report creation

Analysis Wizard

Assist with report creation steps

Select Fact

• Use the menu bar to navigate the steps required for

report creation

• The title and description fields describe the report

• Fact is the transaction data you are analyzing, i.e., your

base “data source”

Select Available Measures

Available Measures are data fields dependent on

the selected Fact. Add fields using:• Drop down menu and clicking ‘Add to Report’ or

• Drag and drop the measure(s) to the data section of

the report

Define Report Layout

Add more detail to your report by adding

additional dimensions• Add up to two dimensions to the Row/Column Fields

• Add unlimited dimensions to the Page Field

• View additional dimensions using ‘All Available Fields’

menu

Filters

Apply additional filters; click the drop down arrow

Column Field

Row field

Page field

Data field

Refine Data

Refine your data by selecting specific values for

each field selected• View additional fields by clicking the Customize link

Prepackaged Reports

• Agencies can utilize Prepacked Reports as a starting point for their reports

• Prepacked Reports can be modified and will display the most recent data

Public Reports

Public Reports contains a list of agency folders that MFMP customers can access

• Access your agency’s folder to view all of your agency’s public reports

• Agency customers can save reports to their Agency’s Public Reports folder or their personal workspace

• Any agency customer can access any agency’s public reports

Reporting Concepts

List of agency folders MFMP customers can access

Reporting Concepts

Access an agency report

Search for a Report

Search for reports using keywords or by the title of the saved report

Editing a Report

To edit a Report:

• Open the Report

• Edit the fields and/or add dimensions

• Click “Done” to run report

Saving a Report

MFMP customers have a personal workspace where they save reports that no one else can view

• Select “Personal Workspace” from the Current Project drop down menu to save private reports

• Customers can also save reports to their agency folder in Public Reports where it is visible to everyone

Export Reports

• Export as a .csv file

• Export provides a snapshot as of the day you ran and saved the report

• Different versions of Excel have export row limitations

• Customers may need computer administrator rights from their agencies to export to Excel

Configure Export

Configure your Export to:• Export additional details• Export in a different format (example, .csv)

Configure Export (Cont.)

Configuring the export gives several options:

• Export File Format

– .CSV

• Data Set: Use to add additional data fields/measures to report

Configure Export (Cont.)

Dimension Fields: Add additional dimensions/hierarchies to report

• Click the arrow next to the dimension and select the desired hierarchies

Exporting Summary

• Exports take a snapshot of data

- Saving the report saves only the parameters

-Data changes as the source data changes

• Change orders, cancel orders, etc

• Understand Excel export limitations

Demo and Practical Exercise

Practical Exercise #3

• I will now demonstrate creating an Analysis Report

• Complete the ‘Analysis Report’ section of the Practical Exercise in MFMP Analysis: https://analysis.myfloridamarketplace.com

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical

• Review

• Resources

Agenda

Analysis Review

After this presentation you should understand how to:

• Conduct system searches for general searches

• Locate operational reports on the Secure Report website

• Create an analytical report in MFMP Analysis

✓✓

✓

Analysis Review – Question 1

Your supervisor is interested in your workload for the month and wants to know how many requisitions that have been:

– Completely ordered

– Submitted, not completely approved

– Rejected

Which reporting application(s) would you use?

You could use:- MFMP System Searches

- Secure Reports• PRs_in_Submitted_Status

• All_Open_Orders_Current_FY

- MFMP Analysis

Analysis Review – Question 2

Your Accounting Supervisor requires you to monitor invoices to assure they do not remain with one approver for more than 5 daysWhich reporting application(s) would you use?

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

Analysis Review – Question 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 for your PUIWhich reporting application(s) would you use?

You could use: MFMP Analysis

Fact AvailableMeasure

Hierarchy / Dimension

Where to Place

Purchase Order PO Spend Calendar Year Column Field

Commodity Code Page Field

Agency Name Page Field

Common Vendor Row Field

PUI Row Field

Analysis Review – Question 4

Your Accounting Supervisor requires you to monitor invoices that did not meet the 20-day Prompt Payment Compliance

Which reporting application(s) would you use?

• 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

• MFMP Reporting Options

• System Searches – General

• Secure Reports – Operational

• MFMP Analysis – Analytical

• Review

• Resources

Agenda

Resources

• For questions or assistance, contact the MFMP Customer Service Desk at (866) 352-3776 or BuyerHelp@MyFloridaMarketPlace.com

• Online resources at http://www.dms.myflorida.com/mfmp/jobaids include MFMP manuals, job aids, online trainings, and more

• To search for vendors:

– VIP Admin: https://vendor.MyFloridaMarketPlace.com• Username and password: "publicuser"

Resources

• Register for MFMP training at: http://www.dms.myflorida.com/mfmp_university

• Training environments allow you to practice what you learn

– The username is the same as your regular login

– The password is “train30”

– Analysis • https://trn-analysis.myfloridamarketplace.com/Sourcing/Main

– MFMP Buyer Training Environment• https://trn-buyer.myfloridamarketplace.com/Buyer/Main