dms - myfloridamarketplace reporting and analysis training · create a report for your...

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






• Review

• Resources


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


9

System Searches


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






• Review

• Resources


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: [email protected]

• Secure Reports website: http://dms-purchasing-ftp.state.fl.us/xx00/

17

mailto:[email protected]:[email protected]://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

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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 [email protected]

• 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:[email protected]






• Review

• Resources


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

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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






• Review

• Resources


Agenda

57

Demonstration

58

Training Environment

Analysis Report






• Review

• Resources


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


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






• Review

• Resources


Agenda

64

Resources

65

• For questions or assistance, contact the MFMP Customer Service Desk at (866) 352-3776 or [email protected].

• 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:[email protected]://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






• Review

• Resources


Agenda

67

Practical Exercise 1

68

Create a report for the Legislature showing how much your agency spent on Advertising last fiscal year.


Where to Place

Purchase Order PO Spend Agency Page Field

Commodity Code Page Field

Vendor Row Field


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.


Where to Place

Purchase Order PO Spend Agency Page Field

Vendor Row Field


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.


Where to Place

Invoice Invoice Spend Agency Page Field

Vendor Row Field

ASN Invoice Column Field

dms - myfloridamarketplace reporting and analysis training · create a report for your...

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