MyFloridaMarketPlace. Reporting and Analysis Training

Transcription

1 MyFloridaMarketPlace Reporting and Analysis Training

2 Agenda MFMP Reporting Options System Searches General Secure Reports Operational MFMP Analysis Analytical Demonstration in MFMP Review Resources Practical Exercises 2

3 Three Reporting Options: System searches Customer created searches for MFMP transactions. Secure reports MFMP operational reports located on a secure site. Analysis Reporting Options A reporting application allowing customers to create reports for purchase orders, contracts, invoices and more. 3

4 Agenda MFMP Reporting Options System Searches General Secure Reports Operational MFMP Analysis Analytical Demonstration in MFMP Review Resources Practical Exercises 4

5 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

6 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

7 System Search Basics Enter a minimum of three search filters Date range PUI (Purchasing Unit Identifier) System Searches Other, e.g., requisition number, order number, invoice number 7

8 System Searches Export System Search results 8

9 System Searches Export System Search results Save Search Enter search name Click ok 9

10 System Searches Export System Search results 10

11 Add new tabs to your Dashboard System Searches Step 1 Click "Configure Tabs" Select "Add New Tab" 11

12 Add new tabs to your Dashboard (continued) System Searches Step 2 - Enter a Tab name (e.g., Saved Searches) - Click "OK" Step 3 - Click "Saved Search" 12

13 Add new tabs to your Dashboard (continued) Step 4 - Select "Saved Searches" you want to see on your new tab System Searches 13

14 Add new tabs to your Dashboard (continued) Step 5 - Arrange the searches on your screen System Searches 14

15 Agenda MFMP Reporting Options System Searches General Secure Reports Operational MFMP Analysis Analytical Demonstration in MFMP Review Resources Practical Exercises 15

16 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

17 Secure Reports Secure Reports Password: MyFlorida.com Secure Reports website: 17

18 Secure Reports Secure Reports List Agency Compliance Monthly Agency Compliance Report Quarterly All Open Orders Current FY All Open Orders with Delay Purchase Until All Outstanding Encumbrances Current FY All Received Orders Current FY Bill To Information DO Payment History FLAIR Voucher Report HL All Open Orders IR Exception Report IRs With Last Approver User Report Outstanding Encumbrance Report POs Without IRs PR Audit by Commodity Code PRs in Submitted Status Requisition to Purchase Order Cycle Time Details Report Ship To Information Vendor Spend Report Users and Groups Report IR Exception Report 18

19 Secure Reports Secure Report Website Click on your agency PUI Enter your username and password 19

20 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

21 Secure Reports The MFMP Team uses 7-Zip, a free utility tool to open zipped files, including the MFMP Secure Reports. 21

22 Secure Reports Job Aid Reports available to all agencies Key information about each report, including: Intended report purpose Included fields Secure Reports Frequency that the reports are updated (daily, weekly, bi-weekly, monthly, and quarterly, etc.) Intended audience Secure reports job: 22

23 Secure Reports Report Requests Complete the MFMP Report Request form MFMP Buyer Toolkit, Forms page marketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_forms completed form to the MFMP Customer Service Desk MyFloridaMarketPlace processes report requests as quarterly Operational Data Updates (ODU) 23

24 Agenda MFMP Reporting Options System Searches General Secure Reports Operational MFMP Analysis Analytical Demonstration in MFMP Review Resources Practical Exercises 24

25 Welcome to MFMP Analysis Access Analysis Analysis access is associated with your user profile MFMP updates Analysis passwords twice a day MFMP Analysis 25

26 MFMP Analysis Reporting Concepts Dashboard is your home page in Analysis 26

27 MFMP Analysis 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 to present 27

28 MFMP 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 - Contracts / Master Agreements -Registered vendor data (from VIP) -FLAIR payment data -FLAIR encumbrance data 28

29 Fundamentals MFMP Analysis 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 29

30 Fundamentals Dimension/Hierarchies let you specify how you want to present data Dimensions Hierarchy MFMP Analysis Encumbered Encumbered Status Encumbrance ID Ordered Date Calendar Fiscal 30

31 Fundamentals "Wizard" like functions assist with report creation steps MFMP Analysis 31

32 MFMP Analysis Fundamentals Title and Description describe the report Fact is the transaction data you are analyzing, i.e., your base "data source" 32

33 Fundamentals Available Measures are data fields for the report Fact MFMP Analysis 33

34 MFMP Analysis Fundamentals Next select the additional detail you need 34

35 Fundamentals Apply additional filters; click the drop down arrow MFMP Analysis Page field Column Field Row field Data field 35

36 MFMP Analysis Reporting Concepts Prepackaged Reports 36

37 Reporting Concepts Prepackaged reports display the most recent data MFMP Analysis 37

38 MFMP Analysis Reporting Concepts Public Folder / Agency Subdirectories 38

39 Reporting Concepts List of agency folders MFMP customers can access MFMP Analysis 39

40 MFMP Analysis Reporting Concepts Access an agency report 40

41 MFMP Analysis Reporting Concepts Search for reports using keywords 41

42 MFMP Analysis Reporting Concepts Saving Reports to Personal Workspace 42

43 MFMP Analysis Reporting Concepts Saving Reports to Public Reports 43

44 MFMP Analysis Reporting Concepts Change the parameters 44

45 MFMP Analysis 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 45

46 MFMP Analysis Reporting Concepts Export 46

47 MFMP Analysis Reporting Concepts Excel auto-generates some additional features Agency Name PUI Number PO Count PO Spend (USD) Agency for Health Care Administration Agency for Persons with Disabilities Agency for Workforce Innovation

48 MFMP Analysis Reporting Concepts Configure Export to export additional details 48

49 MFMP Analysis Reporting Concepts 49

50 MFMP Analysis Reporting Concepts Dimension Fields 50

51 MFMP Analysis 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 51

52 MFMP Analysis Creating Reports Select Source Data 52

53 MFMP Analysis Creating Reports Select Hierarchy / Dimensions 53

54 MFMP Analysis Creating Reports Refine data to provide a timeline for your report 54

55 MFMP Analysis Creating Reports Refine data to provide a timeline for your report 55

56 Creating Reports Analysis report MFMP Analysis 56

57 Agenda MFMP Reporting Options System Searches General Secure Reports Operational MFMP Analysis Analytical Demonstration in MFMP Review Resources Practical Exercises 57

58 Demonstration Training Environment Analysis Report 58

59 Agenda MFMP Reporting Options System Searches General Secure Reports Operational MFMP Analysis Analytical Demonstration in MFMP Review Resources Practical Exercises 59

60 After this presentation you should understand how to: Conduct system searches Analysis Review Locate operational reports on the Secure Report website Create an analytical report in MFMP Analysis 60

61 Analysis Review 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 61

62 What reporting application would you use? Analysis Review 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 62

63 Analysis Review 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 Agency Name Common Vendor PUI Page Field Page Field Row Field Row Field 63

64 Agenda MFMP Reporting Options System Searches General Secure Reports Operational MFMP Analysis Analytical Demonstration in MFMP Review Resources Practical Exercises 64

65 Resources For questions or assistance, contact the MFMP Customer Service Desk at (866) or Online resources at include MFMP and System Administrator manuals, training information and more. To search for vendors: VIP Admin: Username and password: "publicuser" 65

66 Resources Register for MFMP training at: Training environments allow you to practice what you learn The username is the same as your regular login The password is train30 Analysis MFMP Training Environment 66

67 Agenda MFMP Reporting Options System Searches General Secure Reports Operational MFMP Analysis Analytical Demonstration in MFMP Review Resources Practical Exercises 67

68 Practical Exercise 1 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 Vendor Page Field Row Field 68

69 Practical Exercise 2 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 69

70 Practical Exercise 3 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 ASN Invoice Row Field Column Field 70