MyFloridaMarketPlace

MyFloridaMarketPlace MFMP Reporting August 17, 2010 FWC Training

Reporting Options Buyer System Searches – General Reporting MFMP Secure Reports – Operational Reporting Analysis Basic Concepts Analytical Reporting Analysis 3.0 Exporting Reports Wrap-Up Contact Us Agenda Page - 2

MyFloridaMarketPlace (MFMP) offers three basic reporting options: System searches – Created within MFMP for Buyer transactions based on the standard search options or custom searches which can be created and saved. Secure reports – Operational reports that are designed with an emphasis on Finance and Accounting (F&A) data. Analysis – An analytical reporting tool which enables the customer to create custom on demand reports based on desired criteria. Reporting Options Page - 3

System searches are simple searches that can be created by any customer within MFMP. Customers are encouraged to use a minimum of two search filters if not utilizing the requisition, purchase order (PO), or invoice reconciliation (IR) number. To see transactions other than their own, customersmusthave the Query group. System search results can be exported to Excel A maximum of 750 records The current page (exports only 40 records) System Searches Page - 5

Search results return based on filters applied System Searches • Grouping search results assists in reviewing and organizing data Page - 6

System Searches • Export and sort the data in Excel for further analysis

Secure Reports • Secure reports are operational reports that assist in performing daily tasks. • These reports are generated from data collected through MFMP Buyer. • Secure reports run regularly based on the report parameters (daily, weekly, monthly, & quarterly, etc.) • Secure reports are accessed through a secure website available at http://dms-purchasing-ftp.state.fl.us/xx00/. • Secure reports are available for all customers with password authorization • Contact MyFloridaMarketPlace@dms.MyFlorida.com. • Reports open in Excel, requiring the use of WinZip or other zip file utility software.

Secure Reports • The DMS secure reports website provides information • How to access the reports • How to create report requests • How to obtain a password • How to access training • Choose the appropriate agency PUI • Enter your agency’s username and password

Secure Reports Minimally, these reports are available to all agencies:

Secure Reports Job Aid • This job aid provides: • A listing of all reports that are open to all agencies • Key information about each report, including: • Reports’ intended purpose • Included fields • Frequency that the reports are updated (daily, weekly, bi-weekly, monthly, and quarterly, etc.) • The intended audience • The secure reports job aid is located at http://dms.MyFlorida.com/mfmp_reporting

Report Requests • If you have a business need for a report that does not already exist, request one using the report request process below: • Complete the Report Request form, located on the buyer toolkit under MFMP Forms • E-mail completed form to the MFMP customer service desk (CSD) BuyerHelp@MyFloridaMarketPlace.com for review • When the report is generated, the requesting agency receives a notification to review and approve the file • Upon approval, it is posted to the DMS secure reports website

Analysis Fundamentals: What is Analysis? Analysis Fundamentals: What is Analysis? • Analysis is a reporting tool that provides insight into the State of Florida’s spending patterns: • How much are we spending? • Who are we spending it with? • On what products and services? • Information needed to analyze spending data can come from several sources: • Registered vendor data (from VIP) • FLAIR payment data • FLAIR encumbrance data • Purchase orders • Invoices • Contracts / master agreements

Analysis Fundamentals:Reporting Concepts Analysis Fundamentals: Reporting Concepts Fact – Basic transaction data you are investigating Data field – Numerical data value that can be measured Dimensions – Details about the fact Fact: Purchase order Data field: PO spend (USD) Dimensions: Ordered date Supplier Agency name

Analysis Fundamentals:Reporting Concepts Analysis Fundamentals: Reporting Concepts Dimensions can be further divided into levels. Hierarchies impose a structure on the levels of data within a dimension or in other words further specifies how you want it presented. Dimension: Encumbered Hierarchy 1: Encumbered Status Hierarchy 2: Encumbrance ID • Dimension: Ordered Date Hierarchy 1: Calendar Hierarchy 2: Fiscal

Analysis Fundamentals:Reporting Concepts Analysis Fundamentals: Reporting Concepts Page Layout: Analysis provides a ‘wizard’ feature to assist with navigating through the steps of creating a report. The ‘Next’ button advances you through the steps in the report creation process. The navigation pane on the left-hand side of the screen allows you to see what step you are on as you create an Analytical Report.

Analysis Fundamentals:Reporting Concepts Analysis Fundamentals: Reporting Concepts Facts: The transaction data that you are analyzing i.e., your base ‘data source.’ The ‘Facts’ Drop Down Box provides you with the starting point of selecting the base data you would like to analyze. Analysis 3.0 includes additional fact tables which expands your reporting capabilities.

Analysis Fundamentals:Reporting Concepts Analysis Fundamentals: Reporting Concepts Data field: Actual data value from a fact that is always a numerical value. Data fields are added to the report by clicking the ‘Add to Report’ link next to the field in the ‘Pre-defined’ field list.

Analysis Fundamentals:Reporting Concepts Analysis Fundamentals: Reporting Concepts Dimension: An additional detail about the fact table Hierarchy: Additional structure about the selected dimension Dimension: Encumbrance Hierarchies: Encumbered Status and Encumbrance ID Clicking this icon will provide you additional details about the data element

Analysis Fundamentals:Pivot Table Concept Analysis Fundamentals: Pivot Table Concept Pivot table: Spreadsheet-like structure consisting of page fields, row fields, column fields, and data fields. • All dimensions can be added to the pivot table’s page, row, or column fields. (Clicking ‘Available Hierarchies’ shows all available fields) • Page fields – filter other fields • Column fields (max. of 2) – similar to columns on a spreadsheet • Row fields (max. of 2) – similar to rows on a spreadsheet

Analysis Fundamentals:Pivot Table Concept Analysis Fundamentals: Pivot Table Concept Column field Data field Page field Row fields You can drill down into your data by clicking on the row or column headings on a pivot table. Any filters that are applied to the pivot table as you drill down into the data are displayed in Applied Filters. You can also use the Field Browser to drag page fields to the pivot table.

Analysis Fundamentals:Scheduled Data Loads Analysis Fundamentals: Scheduled Data Loads • Analysis is a separate database which is uploaded with information from Buyer, VIP, and FLAIR • Daily: Buyer and VIP data loads • Weekly: FLAIR Encumbrance data loads • Monthly: FLAIR Payment data loads • Analysis includes data from FY 08/09 to date • Data loads are typically run after 6 p.m. Eastern time • Decreased system performance during data loads • Data loads are typically run outside of business hours, so customer impact of any system performance / slowness is minimized

Analysis Fundamentals:Creating Analytical Reports Fundamentals: Creating Analytical Reports Step 1: Navigate to Analysis 3.0, and log in using your Buyer username and password. Analysis access is associated with your user profile, so please contact your agency System Administrator to request access to the tool.Note: Username and password are the same

Analysis Fundamentals:Creating Analytical Reports Fundamentals: Creating Analytical Reports Step 2: On the Analysis Dashboard (i.e., your home screen), Click ‘Analytical Report.’

Analysis Fundamentals:Creating Analytical Reports Fundamentals: Creating Analytical Reports Step 3: Choose your data fields (which are dependent on the ‘Fact’ selected from the ‘Facts’ drop down box). Create an appropriate title Enter a description Select the appropriate Fact for the data you need for your report. Each fact will give you a different list of data field choices.

Analysis Fundamentals:Creating Analytical Reports Fundamentals: Creating Analytical Reports Step 4: Add the chosen data fields into your table.Tip: You can also drag and drop fields into your report. Click each data field you would like to include and then choose ‘Add to report.’ It will then populate in the pivot table.

Analysis Fundamentals:Creating Analytical Reports Fundamentals: Creating Analytical Reports Step 5: Set up your pivot table. Choose the fields that will be the row, column, and page fields by clicking the field under the ‘Available Hierarchies’ area and choosing to add as a row/column/page field. Tip: The fields that you choose for your row/column/page can be moved around once you run the report and when you export it.

Analysis Fundamentals:Creating Analytical Reports Fundamentals: Creating Analytical Reports Step 6: Refine data to provide a timeline for your report. Refining data provides you with the ability to adjust items such as the date range prior to running the report. Click the ‘Customize this form’ link to refine fields on your row or column.

Analysis Fundamentals:Creating Analytical Reports Fundamentals: Creating Analytical Reports Step 7: This is what the final report looks like. From here, you can take actions such as editing, saving, or exporting the report.

Analysis Fundamentals:Creating Analytical Reports Fundamentals: Creating Analytical Reports Clicking ‘Save’ will default to saving the report to your ‘Personal Workspace.’

Analysis Fundamentals:Creating Analytical Reports Fundamentals: Creating Analytical Reports You also have the option to save a report to a ‘Public Report’ folder and tie the report to an ‘Agency Folder.’

Choosing Analysis Fields In order to best determine what fields would be most appropriate, start with a clear purpose for a report and what data it should contain. • Consider what fields in Buyer answer the intended question Example #1, the Legislature asked to be provided the amount an agency spent on advertising for FY 09/10: • What fields in Buyer give that information? • Commodity codes – search using radio advertising, TV advertising, etc.

Choosing Analysis Fields Example #2: A vendor submits a public records request and asks how much state term contract (STC) IT Consulting spend was conducted by an agency in FY 09/10? What fields in Buyer provide that information? • 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 • Isn’t always completed by the customer and is not a required field

Exporting Analysis Reports • Analysis reports can be exported to Microsoft Excel or to a csv file • Exporting data is the only way to take a snapshot of the exact data in a report as of the particular day it is run Excel export limitations • Maximum of 64,000 rows of data (anything in excess must be exported as a .csv file and uploaded in Access) • 250 characters per cell • Customer must have administrator rights on their desktop to export to Excel

What’s New (and Improved!) in Analysis 3.0? What’s New (and Improved) in Analysis 3.0? • Addition of FLAIR Encumbrance and Payment Data:This expands available data to include both MFMP and FLAIR information, which assists agencies in reconciling obligated funds (encumbrances). Additionally, agencies will have improved visibility into all areas of spend including payments not processed through MFMP. • Additional accounting information for Purchase Orders and Invoice Reconciliationsin Analysis (as a result of “Change Request 42” which is being implemented as part of the Analysis upgrade). • Improved Contract Data:This enhancement includes additional contract information from MFMP, enabling agencies to improve contract spend reporting. • Improved Invoice Data: Additional FLAIR payment information related to invoice reconciliations will now be included in Analysis. This will assist agencies in their reconciliation efforts.

What’s New (and Improved!) in Analysis 3.0? What’s New (and Improved) in Analysis 3.0? • Improved Visibility to “Green” Spend: Additional purchase order information related to ‘MyGreenFlorida’ spend will assist agencies in meeting green and recycled reporting requirements and visibility. • Additional VIP Vendor Data in Analysis: Additional Vendor Information Portal (VIP) vendor information in Analysis will allow agencies to analyze vendor data such as spend by minority status or vendor location. • Updated Dashboard and Report Scheduling: There is an updated Analysis ‘dashboard’ (or desktop) where customers can create a customized view of Analysis and easily search for published reports. Report scheduling also allows customers to see favorite reports refreshed on a daily basis. • Enhanced System Reports (a.k.a. “Prepackaged Reports”): Available to all Analysis customers, these reports include reporting templates that provide users with a starting point for organizing and analyzing their agency data.

What’s New in Analysis 3.0? What’s New in Analysis 3.0? • Analysis 3.0 is a separate website (i.e., there will not be an automatic sign-in from the ‘Buyer’ application as there is today). • The “separate sign-in” will only be temporary, and will be resolved as the remainder of the Buyer system is upgraded to the new Ariba platform (also referred to as “Ariba 9r1”). • This link will be available as part of “go-live” on July 26th! Link to Analysis 3.0: https://analysis.myfloridamarketplace.com/Sourcing/Main

Analysis Dashboard Analysis Dashboard The Analysis Dashboard is your home page in Analysis. It allows you to create direct links to your favorite reports, including charts and pivot tables you need to refer to often…and it is refreshed daily!

New Reports in Analysis 3.0 New Reports in Analysis 3.0 Once you are on the ‘Prepackaged Reports’ page, you can view the report templates.

New Reports in Analysis 3.0 When you Open a report, it will run displaying the most current information. You have the option to change the report parameters by clicking Edit.

Public Folder / Agency Subdirectoriesin Analysis 3.0 Public Folders / Agency Subdirectories To navigate to the ‘Public Reports,’ and related agency folders, click the link under the ‘Manage’ area on the Dashboard.

Public Folder / Agency Subdirectoriesin Analysis 3.0 Public Folders / Agency Subdirectories After clicking on ‘Public Reports,’ you can view the list of agency folders. Reports from these folders can be accessed and used as a starting point as well for customizing your agency’s reports. Simply launch the report and ‘Save As’ a new report in your personal workplace or agency folder.

Analysis Dashboard Analysis Search Click Search from your toolbar: Analysis 3.0 also includes a “Search” feature to help you locate reports by keyword, title, etc. This could be helpful if you are looking for a “starting point” for your own report….maybe leveraging another agency’s report format….or just doing some research!

Exporting Reports Exporting Reports • Analysis reports can be exported to Microsoft Excel or to a CSV file (2003 or 2007) • You can use Excel or another spreadsheet application for further investigation and presentation of the data • Exporting data allows you to customize the format of the report, including moving, deleting, or adding additional rows and columns After running a report, click the ‘Export’ button to send the report data to Excel

Exporting Reports Exporting Reports While the export is taking place, you will see a screen that shows the status of the export process.

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