dms - myfloridamarketplace reporting and analysis training · create a report for your...
Post on 16-Feb-2021
4 Views
Preview:
TRANSCRIPT
-
MyFloridaMarketPlace
Reporting and Analysis Training
-
• MFMP Reporting Options
• System Searches – General
• Secure Reports – Operational
• MFMP Analysis – Analytical
• Demonstration in MFMP
• Review
• Resources
• Practical Exercises
Agenda
2
-
Three Reporting Options:
• System searches – Customer created searches for MFMP transactions.
• Secure reports – MFMP operational reports located on a secure site.
• Analysis – A reporting application allowing customers to create reports for
purchase orders, contracts, invoices and more.
Reporting Options
3
-
• MFMP Reporting Options
• System Searches – General
• Secure Reports – Operational
• MFMP Analysis – Analytical
• Demonstration in MFMP
• Review
• Resources
• Practical Exercises
Agenda
4
-
System Searches
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: – Date range
– PUI (Purchasing Unit Identifier)
– Other
• Save System Searches you use frequently.
• You can export search results to Excel.
5
-
System Searches
System Search Basics
Click Search on the menu bar – Click the drop-down arrow to view all
– Click on the type of search to create
6
-
System Search Basics Enter a minimum of three search filters
– Date range
– PUI (Purchasing Unit Identifier)
– Other, e.g., requisition number, order number, invoice number
System Searches
7
-
System Searches
Export System Search results
8
-
System Searches
Save Search – Enter search name
– Click ok
Export System Search results
9
-
System Searches
Export System Search results
10
-
System Searches
Add new tabs to your Dashboard • Step 1
– Click "Configure Tabs" – Select "Add New Tab"
11
-
System Searches
Add new tabs to your Dashboard (continued)
• Step 2 - Enter a Tab name (e.g., Saved Searches) - Click "OK"
• Step 3 - Click "Saved
Search"
12
-
System Searches
Add new tabs to your Dashboard (continued) • Step 4
- Select "Saved Searches" you want to see on your new tab
13
-
System Searches
Add new tabs to your Dashboard (continued) • Step 5
- Arrange the searches on your screen
14
-
• MFMP Reporting Options
• System Searches – General
• Secure Reports – Operational
• MFMP Analysis – Analytical
• Demonstration in MFMP
• Review
• Resources
• Practical Exercises
Agenda
15
-
Secure Reports
Secure Reports Basics
• Secure reports generate from MFMP data
• Operational reports assist daily activities
• Reports are in an .csv format and require a zip file utility software
• Secure reports run regularly based on the report parameters
(daily, weekly, monthly, and quarterly, etc.)
16
-
Secure Reports
• Secure Reports Password: MyFloridaMarketPlace@dms.MyFlorida.com
• Secure Reports website: http://dms-purchasing-ftp.state.fl.us/xx00/
17
mailto:MyFloridaMarketPlace@dms.MyFlorida.commailto:MyFloridaMarketPlace@dms.MyFlorida.comhttp://dms-purchasing-ftp.state.fl.us/xx00/http://dms-purchasing-ftp.state.fl.us/xx00/http://dms-purchasing-ftp.state.fl.us/xx00/http://dms-purchasing-ftp.state.fl.us/xx00/http://dms-purchasing-ftp.state.fl.us/xx00/
-
Secure Reports
Secure Reports List
18
Agency Compliance Monthly IRs With Last Approver
Agency Compliance Report Quarterly User Report
All Open Orders Current FY Outstanding Encumbrance Report
All Open Orders with Delay Purchase Until POs Without IRs
All Outstanding Encumbrances Current FY PR Audit by Commodity Code
All Received Orders Current FY PRs in Submitted Status
Bill To Information Requisition to Purchase Order Cycle Time Details Report
DO Payment History Ship To Information
FLAIR Voucher Report Vendor Spend Report
HL All Open Orders Users and Groups Report
IR Exception Report IR Exception Report
-
Secure Reports
Secure Report Website
• Click on your agency PUI
• Enter your username and password
19
-
Secure Reports
Secure Reports List from website
• On Web page double-click the desired report name and click "save."
• Save the report to an easily accessible location.
20
-
Secure Reports
The MFMP Team uses 7-Zip, a free utility tool to open zipped files, including the MFMP Secure Reports.
21
-
Secure Reports
Secure Reports Job Aid
• 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: http://dms.MyFlorida.com/mfmp_reporting
22
http://dms.myflorida.com/mfmp_reporting
-
Secure Reports
Report Requests
• Complete the MFMP Report Request form
− MFMP Buyer Toolkit, Forms page
− http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_forms
• E-mail completed form to the MFMP Customer Service
Desk BuyerHelp@MyFloridaMarketPlace.com
• MyFloridaMarketPlace processes report requests as
quarterly Operational Data Updates (ODU)
23
http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_formshttp://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_formsmailto:BuyerHelp@MyFloridaMarketPlace.com
-
• MFMP Reporting Options
• System Searches – General
• Secure Reports – Operational
• MFMP Analysis – Analytical
• Demonstration in MFMP
• Review
• Resources
• Practical Exercises
Agenda
24
-
MFMP Analysis
Welcome to MFMP Analysis • Access Analysis https://analysis.myfloridamarketplace.com/Sourcing/Main • Analysis access is associated with your user profile
– MFMP updates Analysis passwords twice a day
25
https://analysis.myfloridamarketplace.com/Sourcing/Main
-
MFMP Analysis
26
Reporting Concepts Dashboard is your home page in Analysis
-
MFMP Analysis
27
Introduction to Analysis
• Data Update Frequency
- Separate Data Updates
• Daily: Buyer and Vendor Information Portal (VIP) data updates
• Weekly: FLAIR Encumbrance data updates
• Monthly: FLAIR Payment data updates
• Data Update Time
- After 6 p.m. Eastern time
• Includes data from Fiscal Year 2008-09 to present
-
MFMP Analysis
28
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
- Contracts / Master Agreements
-Registered vendor data (from VIP)
-FLAIR payment data
-FLAIR encumbrance data
-
MFMP Analysis
29
Fundamentals
• Fact – Basic transaction data you are investigating • Available Measure – Data Field or Measurable numerical data
value • Dimensions /Hierarchy – Details about the fact
Fact Available Measure Hierarchy / Dimension
Invoice PO Spend Ordered Date
PO Count Supplier
Agency Name
-
MFMP Analysis
30
Fundamentals
Dimension/Hierarchies let you specify how you want to present data
Dimensions Hierarchy
• Encumbered Status
• Encumbrance ID Encumbered
• Calendar
• Fiscal Ordered Date
-
MFMP Analysis
31
Fundamentals
"Wizard" like functions assist with report creation steps
-
MFMP Analysis
32
Fundamentals • Title and Description describe the report
• Fact is the transaction data you are analyzing, i.e., your base
"data source"
-
MFMP Analysis
33
Fundamentals Available Measures are data fields for the report Fact
-
MFMP Analysis
34
Fundamentals Next select the additional detail you need
-
MFMP Analysis
35
Fundamentals Apply additional filters; click the drop down arrow
Column Field
Row field
Page field
Data field
-
MFMP Analysis
36
Reporting Concepts Prepackaged Reports
-
MFMP Analysis
37
Reporting Concepts Prepackaged reports display the most recent data
-
MFMP Analysis
38
Reporting Concepts Public Folder / Agency Subdirectories
-
MFMP Analysis
39
Reporting Concepts List of agency folders MFMP customers can access
-
MFMP Analysis
40
Reporting Concepts Access an agency report
-
MFMP Analysis
41
Reporting Concepts Search for reports using keywords
-
MFMP Analysis
42
Reporting Concepts Saving Reports to Personal Workspace
-
MFMP Analysis
43
Reporting Concepts Saving Reports to Public Reports
-
MFMP Analysis
44
Reporting Concepts Change the parameters
-
MFMP Analysis
45
Reporting Concepts
• Export to Excel (.xls or.xlsx) or a .csv file
• Export provides a snapshot
• Export truncates to 250 characters per cell
• Excel 2003 has export limitations of 64,000 rows
• Customers may need computer administrator rights from their agencies to export to Excel
-
MFMP Analysis
46
Reporting Concepts Export
-
MFMP Analysis
47
Reporting Concepts Excel auto-generates some additional features
Agency Name PUI Number PO Count PO Spend (USD)
Agency for Health Care Administration
6800 1598.99962 11688202.82
Agency for Persons with Disabilities
6701 108.9999 1733533.029
6710 28.99998 68683.01333
6712 18.99998 29589.32
6713 21.99997 16896.54
6714 39.99996 87809.9518
6715 25.99998 122961.98
6720 37.99998 74993.83
6723 91.99991 189359.42
6727 73.99996 407887
6728 354.99992 1198977.791
6730 28.99998 29557.3
6732 780.99967 5958390.554
6735 47 84359.03
6750 21.99998 87243.945
6755 12.99999 20750.41
6756 225.99992 491020.39
6760 15.99999 129194.99
6765 13.99998 56956.57
6770 69.99992 119833.84
Agency for Workforce Innovation
7500 669.99916 86434557.01
-
MFMP Analysis
48
Reporting Concepts Configure Export to export additional details
-
MFMP Analysis
49
Reporting Concepts
-
MFMP Analysis
50
Reporting Concepts Dimension Fields
-
MFMP Analysis
51
Export details 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
-
MFMP Analysis
52
Creating Reports Select Source Data
-
MFMP Analysis
53
Creating Reports Select Hierarchy / Dimensions
-
MFMP Analysis
54
Creating Reports Refine data to provide a timeline for your report
-
MFMP Analysis
55
Creating Reports Refine data to provide a timeline for your report
-
MFMP Analysis
56
Creating Reports Analysis report
-
• MFMP Reporting Options
• System Searches – General
• Secure Reports – Operational
• MFMP Analysis – Analytical
• Demonstration in MFMP
• Review
• Resources
• Practical Exercises
Agenda
57
-
Demonstration
58
Training Environment
Analysis Report
-
• MFMP Reporting Options
• System Searches – General
• Secure Reports – Operational
• MFMP Analysis – Analytical
• Demonstration in MFMP
• Review
• Resources
• Practical Exercises
Agenda
59
-
Analysis Review
60
After this presentation you should understand how to:
• Conduct system searches
• Locate operational reports on the Secure Report website
• Create an analytical report in MFMP Analysis
-
Analysis Review
61
What reporting application would you use? • 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
• You could use: - MFMP System Searches (recommended)
- Secure Reports
• PRs_in_Submitted_Status
• All_Open_Orders_Current_FY
- Analysis
-
Analysis Review
62
What reporting application would you use?
• Your Accounting Supervisor requires you to monitor invoices that did not meet the 20-day Prompt Payment Compliance.
• 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
63
What reporting application would you use? • 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
Fact Available Measure 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
-
• MFMP Reporting Options
• System Searches – General
• Secure Reports – Operational
• MFMP Analysis – Analytical
• Demonstration in MFMP
• Review
• Resources
• Practical Exercises
Agenda
64
-
Resources
65
• For questions or assistance, contact the MFMP Customer Service Desk at (866) 352-3776 or BuyerHelp@MyFloridaMarketPlace.com.
• Online resources at http://www.MyFloridaMarketPlace.com include MFMP and System Administrator manuals, training information and more.
• To search for vendors:
– VIP Admin: https://vendor.MyFloridaMarketPlace.com
• Username and password: "publicuser"
mailto:BuyerHelp@MyFloridaMarketPlace.comhttp://www.myfloridamarketplace.com/https://vendor.myfloridamarketplace.com/
-
Resources
66
• Register for MFMP training at: http://dms.MyFlorida.com/mfmp_buyer_training.
• 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 Training Environment • https://trn-buyer.myfloridamarketplace.com/Buyer/Main
http://dms.myflorida.com/mfmp_buyer_traininghttps://trn-analysis.myfloridamarketplace.com/Sourcing/Mainhttps://trn-analysis.myfloridamarketplace.com/Sourcing/Mainhttps://trn-analysis.myfloridamarketplace.com/Sourcing/Mainhttps://trn-buyer.myfloridamarketplace.com/Buyer/Mainhttps://trn-buyer.myfloridamarketplace.com/Buyer/Mainhttps://trn-buyer.myfloridamarketplace.com/Buyer/Main
-
• MFMP Reporting Options
• System Searches – General
• Secure Reports – Operational
• MFMP Analysis – Analytical
• Demonstration in MFMP
• Review
• Resources
• Practical Exercises
Agenda
67
-
Practical Exercise 1
68
Create a report for the Legislature showing how much your agency spent on Advertising last fiscal year.
Fact Available Measure Hierarchy / Dimension
Where to Place
Purchase Order PO Spend Agency Page Field
Commodity Code Page Field
Vendor Row Field
-
Practical Exercise 2
69
Create a report for the purchasing director displaying PO spend, PO number, and description for the top five vendors for the last two fiscal years.
Fact Available Measure Hierarchy / Dimension
Where to Place
Purchase Order PO Spend Agency Page Field
Vendor Row Field
-
Practical Exercise 3
70
Create a report for your administrative director showing the top five vendors whose invoices, electronic and regular, your agency processed in MFMP last fiscal year.
Fact Available Measure Hierarchy / Dimension
Where to Place
Invoice Invoice Spend Agency Page Field
Vendor Row Field
ASN Invoice Column Field
top related