MFMP 3.0 Reporting Workshop
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1 MFMP 3.0 Reporting Workshop
2 Agenda MFMP Reporting Options System Searches General Secure Reports Operational Analysis Analytical Exporting Reports Wrap-Up Resources 2
3 Reporting Options MyFloridaMarketPlace (MFMP) offers three basic reporting options: System searches Created within MFMP for Buyer transactions Secure reports Operational reports located on a secure site Analysis Ad hoc reporting tool for purchase orders, contracts, invoices and more 3
4 Agenda MFMP Reporting Options System Searches General Secure Reports Operational Analysis Analytical Exporting Reports Wrap-Up Resources 4
5 System Searches System searches are simple searches Any customer with MFMP 3.0 access can create system searches Query group enables you to see transactions enterprise-wide Use a minimum of three search filters Date range PUI Other 5
6 System Searches Search using: Custom filters Labels My Saved Searches Public Searches Save System Searches you use frequently You can export search results to Excel 6
7 System Searches 7
8 System Searches MFMP 3.0 Labels Access Labels through the My Labels link Use Labels to tag or categorize requisitions, receipts, invoices, invoice reconciliations, etc. You can apply multiple labels to one transaction Remove or update Labels as needed 8
9 System Searches Export System Search results 9
10 System Searches Add new tabs to your Dashboard Step 1 Click Configure Tabs Select Add New Tab 10
11 System Searches Step 2 Enter in a Tab name (e.g., Saved Searches) Click OK 11
12 System Searches Step 3 Click Saved Search from the Add Content box 12
13 System Searches Step 4 Select Saved Searches you want to see on your new tab 13
14 System Searches Step 5 to add additional searches to this tab Click Configure Tabs Select Add Content 14
15 Agenda MFMP Reporting Options System Searches General Secure Reports Operational Analysis Analytical Exporting Reports Wrap-Up Resources 15
16 Secure Reports Secure reports generate from MFMP 3.0 data Operational reports assist daily activities Reports are in.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 Access Secure Reports: Secure Reports Password: 17
18 Secure Reports Click on your agency PUI Enter your username and password 18
19 Secure Reports Advance Payment Not Paid Agency Compliance Monthly Report Agency Compliance Report Quarterly All Open Orders Report All Open Orders with Delay Purchase Until All Outstanding Encumbrances Report All Received Orders Report Bill To Information Report DO Payment History FLAIR Voucher Summary Report Header Level Information All Open Orders Report Invoice Attachments by Commodity Code Invoice eform Attachments by Commodity Code Invoice Reconciliation Report Advance Payment Not Paid IR Exception Report IRs With Last Approver User Report Outstanding Encumbrance Report Payments Completed in FLAIR POs Without IRs PR Audit by Commodity Code PRs in Submitted Status Punchout Catalog NonCatalog Orders Purchase Orders by Org Code and Budget Entity Requisition to Purchase Order Cycle Time Details Report Ship To Information Vendor Spend Report Users and Groups Report IR Exception Report 19
20 Secure Reports Job Aid Lists reports open to all agencies Key information about each report, including: Reports intended purpose Included fields Frequency that the reports are updated (daily, weekly, biweekly, monthly, and quarterly, etc.) Intended audience Find the secure reports job aid at 20
21 Secure Reports Report Requests Complete the MFMP Report Request form form to the MFMP Customer Service Desk Report Requests are quarterly Operational Data Updates (ODU) 21
22 Agenda MFMP Reporting Options System Searches General Secure Reports Operational Analysis Analytical Exporting Reports Wrap-Up Resources 22
23 Analysis Analysis Fundamentals A custom reporting tool 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: Purchase orders Invoices Contracts / master agreements Registered vendor data (from VIP) FLAIR payment data FLAIR encumbrance data 23
24 Analysis Analysis Fundamentals Fact Basic transaction data you are investigating Data field Measurable numerical data value Dimensions Details about the fact Fact Data Field Dimension Purchase Order PO Spend Ordered Date Supplier Agency Name 24
25 Analysis Analysis Fundamentals Divide Dimensions further Hierarchies let you specify how you want data presented Encumbered Encumbered Status Encumbrance ID Ordered Date Calendar Fiscal 25
26 Analysis Wizard feature assists with report creation steps 26
27 Analysis Facts Transaction data you are analyzing i.e., your base data source 27
28 Analysis Analysis Fundamentals: Reporting Concepts Click Add to Report to select data fields 28
29 Analysis Analysis Fundamentals: Reporting Concepts Select the additional detail you need 29
30 Analysis Analysis Fundamentals: Reporting Concepts Your report displays as an Excel Pivot table 30
31 Analysis Analysis Fundamentals: Reporting Concepts Apply additional filters; click the drop down arrow Page field Column Field Row field Data field 31
32 Analysis Data Load Frequency Separate Data Loads Daily: Buyer and VIP data loads Weekly: FLAIR Encumbrance data loads Monthly: FLAIR Payment data loads Occur after 6 p.m. Eastern time Occur outside of business hours Include data from Fiscal Year 08/09 to date 32
33 Analysis Dashboard 33
34 Analysis Prepackaged Reports 34
35 Analysis Most current data displays each time you open report 35
36 Analysis Public Folder / Agency Subdirectories 36
37 Analysis Public Folder / Agency Subdirectories 37
38 Analysis Leverage other reports 38
39 Analysis Fundamentals: Creating Reports Access Analysis Analysis access is associated with your user profile MFMP updates Analysis passwords twice a day 39
40 Analysis Fundamentals: Creating Reports Click Analytical Report 40
41 Analysis Fundamentals: Creating Reports Choose data fields 41
42 Analysis Fundamentals: Creating Reports Refine data to provide a timeline for your report 42
43 Analysis Fundamentals: Creating Reports Analysis report 43
44 Analysis Fundamentals: Creating Reports Save Report 44
45 Analysis Fundamentals: Creating Reports Public Reports 45
46 Analysis Choosing Analysis Fields Report Purpose Data to Present Example #1, the Legislature wants to know the amount an agency spent on advertising for Fiscal Year 09/10. Commodity codes search using radio advertising, TV advertising, etc. 46
47 Analysis Choosing Analysis Fields Example #2, a vendor submits a public records request and asks how much state term contract (STC) IT Consulting spend an agency had in Fiscal Year 09/10. Commodity codes - IT Consulting commodity codes Method of procurement A-STC w/o RFQ B-STC w/rfq State term contract ID/ IT Consulting STC number 47
48 Analysis Exporting Analysis Reports Export to Excel or to a.csv file Exporting data takes a snapshot of the exact data in a report as of the particular day it is run Excel 2003 has export limitations of 64,000 rows You can export anything above that as a.csv file 250 characters per cell Customers need administrator rights for their computer from their agency to export to Excel 48
49 Analysis Click Export to export report as shown 49
50 Analysis Click the Pivot tab to view the report Provides auto-generated pie charts, bar charts, and source data Agency Name PUI Number PO Count PO Spend (USD) Agency for Health Care Administration Agency for Persons with Disabilities Agency for Workforce Innovation
51 Analysis Click Actions Click Configure Export 51
52 Analysis Customize and build your report details 52
53 Analysis Dimension Fields 53
54 Analysis Exporting takes a snapshot of data Saving the report saves only the parameters Data changes as the source data changes Change orders, cancel orders, etc Excel export limitations 54
55 Agenda MFMP Reporting Options System Searches General Secure Reports Operational Analysis Analytical Exporting Reports Wrap-Up Resources 55
56 Wrap-Up What reporting tool would you use? Example #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 You could use: Buyer System Searches (recommended) Secure Reports PRs_in_Submitted_Status All_Orders_Current_FY Cycle time 56
57 Wrap-Up Example #2 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 57
58 Wrap-Up Example #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. You could use: Analysis Use the purchase order fact PO spend Calendar year Column field Commodity code Page field Agency name Page field Common vendor Row field PUI Row field Allows you to report on the commodity code for promotional items during the specific time needed 58
59 Wrap-Up Example #4 A vendor submits a public records request and asks you to provide how much state contract IT Consulting spend your agency has done in FY 09/10? What fields in MFMP 3.0 could you use to get that information? Commodity codes- IT Consulting commodity codes Method of procurement (MOP) A- STC w/o RFQ B-STC w/rfq State Contract ID IT Consulting STC number (Not a required field and the customer does not always complete it in MFMP.) 59
60 Wrap Up When would you use Analysis? Example #1 You need to provide a list of all vendors your agency has issued purchase orders to in the last year including the minority code designation. What fields in MFMP 3.0 could you use to get that information? Supplier Name Minority Designation 60
61 Agenda MFMP Reporting Options System Searches General Secure Reports Operational Analysis Analytical Exporting Reports Wrap-Up Resources 61
62 Resources For questions or assistance, contact the MFMP customer service desk at (866) or Online resources at include MFMP 3.0 and System Administrator manuals, training information and more Access Secure Reports Access Analysis 62
63 Resources Register for MFMP trainings at: Webinar training right from your computer. Register at MFMP exclusive training tours allow you access to the same basic information other courses provide, at your convenience. Training Environment (formerly called the Sandbox ) allows you to practice what you have learned. Username is your regular login username Password is train
64 Thank you 64
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