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MFMP 3.0 Reporting Webinar

MFMP 3.0 Reporting Webinar. Agenda. MFMP Reporting Options System Searches – General Secure Reports – Operational MFMP Analysis – Analytical Demonstration in MFMP 3.0 Review Resources. Reporting Options. Three Reporting Options System searches Customer created for MFMP transactions

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MFMP 3.0 Reporting Webinar

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  1. MFMP 3.0 Reporting Webinar

  2. Agenda • MFMP Reporting Options • System Searches – General • Secure Reports – Operational • MFMP Analysis – Analytical • Demonstration in MFMP 3.0 • Review • Resources

  3. Reporting Options Three Reporting Options • System searches • Customer created for MFMP transactions • Secure reports • MFMP created operational reports located on a secure site • Analysis • Customer created ad hoc reporting tool for purchase orders, contracts, invoices and more

  4. Agenda • MFMP Reporting Options • System Searches – General • Secure Reports – Operational • MFMP Analysis – Analytical • Demonstration in MFMP 3.0 • Review • Resources

  5. System Searches System Search Basics • System searches are simple to execute • Any customer with MFMP 3.0 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

  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

  7. System Searches 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

  8. System Searches Export System Search results

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

  10. System Searches Export System Search results

  11. System Searches • Add new tabs to your Dashboard • Step 1 • Click ‘Configure Tabs’ • Select ‘Add New Tab’

  12. 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’

  13. System Searches • Add new tabs to your Dashboard (continued) • Step 4 • Select ‘Saved Searches’ you want to see on your new tab

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

  15. Agenda • MFMP Reporting Options • System Searches – General • Secure Reports – Operational • MFMP Analysis – Analytical • Demonstration in MFMP 3.0 • Review • Resources

  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.)

  17. Secure Reports • Secure Reports Password: MyFloridaMarketPlace@dms.MyFlorida.com • Secure Reports website: http://dms-purchasing-ftp.state.fl.us/xx00/

  18. Secure Reports Secure Reports List (as of April 20, 2012)

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

  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.

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

  22. 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

  23. 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)

  24. Agenda • MFMP Reporting Options • System Searches – General • Secure Reports – Operational • MFMP Analysis – Analytical • Demonstration in MFMP 3.0 • Review • Resources

  25. MFMP Analysis • Welcome to MFMP Analysis • Access Analysishttps://analysis.myfloridamarketplace.com/Sourcing/Main • Analysis access is associated with your user profile • MFMP updates Analysis passwords twice a day

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

  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 2008-09 to present

  28. MFMP Analysis • Fundamentals • 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 within MFMP Analysis: • Registered vendor data (from VIP) • FLAIR payment data • FLAIR encumbrance data • Purchase orders • Invoices • Contracts / Master Agreements

  29. MFMP Analysis Fundamentals • Fact – Basic transaction data you are investigating • Available Measure – Data Field or Measurable numerical data value • Dimensions /Hierarchy – Details about the fact

  30. MFMP Analysis • Fundamentals • Dimension/Hierarchies let you specify how you want to present data • Dimensions Hierarchy

  31. MFMP Analysis • Fundamentals • ‘Wizard’-like functions assist with report creation steps

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

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

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

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

  36. MFMP Analysis • Reporting Concepts • Prepackaged Reports

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

  38. MFMP Analysis • Reporting Concepts • Public Folder / Agency Subdirectories

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

  40. MFMP Analysis • Reporting Concepts • Access an agency report

  41. MFMP Analysis • Reporting Concepts • Search for reports using keywords

  42. MFMP Analysis • Reporting Concepts • Saving Reports to Personal Workspace

  43. MFMP Analysis • Reporting Concepts • Saving Reports to Public Reports

  44. MFMP Analysis • Reporting Concepts • Change the parameters

  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

  46. MFMP Analysis Reporting Concepts • Export

  47. MFMP Analysis • Reporting Concepts • Excel auto-generates some additional features

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

  49. MFMP Analysis Reporting Concepts Customize and build your report details

  50. MFMP Analysis • Reporting Concepts • Dimension Fields

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