Florida Spending Analysis Tool Training

1. MyFloridaMarketPlace Analysis Tool Training

2. Agenda • Introduction • Analysis Data loads • Creating Analytical Reports • Exporting Reports • Explore Reports • Customizing the Dashboard • Common Performance-related Issues • Questions and Answers

3. Introduction – What is Analysis? Analysis – reporting tool that provides insight into the State of Florida’s spending patterns • How much is the State of Florida spending? • Who is spending it and with whom? • What goods and services is the State of Florida buying? Information needed to analyze spending data can come from several sources • Purchase Orders • Invoices • Requisitions • Master Agreements

4. Introduction – Analysis 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

5. Introduction – Analysis 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: Ordered Date Hierarchy 1: Calendar Level 1: Calendar Year (2006, 2007…) Level 2: Calendar Quarter (Q1, Q2…) Level 3: Month Level 4: Day Hierarchy 2: Fiscal Level 1: Fiscal Year (2006, 2007…) Level 2: Fiscal Quarter (Q1, Q2…) Level 3: Month Level 4: Day

6. Introduction – Analysis Reporting Concepts Dimension: Encumbrance Hierarchies: Encumbered Status and Encumbrance ID

7. Introduction – Analysis Reporting Concepts Data field – actual data value from a fact that is always a numerical value. Analysis 2.0 Field Guide is available on the Toolkit to aid in the selection of your data fields

8. Introduction- 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 • - 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 Data fields and line-level details

9. Introduction – Pivot Table Concept Column field Page field Row field Data field 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

10. Analysis Data Loads Incremental data loads from Buyer • Run daily after 6:00 PM • Analysis data is always 2 days behind Buyer • Decreased system performance during data loads

11. Creating Analytical Reports Step 1: From the Home Screen, click “My Dashboard.” If you do not have this option please contact your System Administrator

12. Creating Analytical Reports Step 2: On the Analysis Tool Home Screen click “Create Analytical Reports”

13. Creating Analytical Reports Step 3: Choose your data fields 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.

14. Creating Analytical Reports Step 4: Add the chosen data fields into your table. Click each data field you would like to include and then choose “Add to report”. It will then populate in the pivot table This box defaults to unchecked. You should leave this box unchecked in order to increase your system performance

15. 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 and choosing add to row/column/page field The fields that you choose for your row/column/page can be moved around once you run the report and when you export it

16. Creating Analytical Reports Step 6: Refining Data To access the fields you have chosen for your row or column, click Customize. The Ordered Date and your page fields will automatically populate

17. Creating Analytical Reports Step 7: Refining your customized fields. Click Show for each field you would like displayed and then click done. It will bring you back to the Refine Data screen to make your clarifications. These fields allow you to specify a specific agency, PUI, minority designation, etc. that you want to include in your report.

18. Creating Analytical Reports Step 8: Refining your customized fields. Like in Buyer, Select Others… in order to see additional options. This would be the way to specify and further filter your report

19. Creating Analytical Reports Step 9: Enter a date range. Limiting the dates and other data reduces the amount of data displayed in the pivot table and therefore increases report performance. After Refining your Data, click Done

20. Creating Analytical Reports Step 10: This is what the final report looks like. You can go back and change anything by clicking the Edit button

21. Creating Analytical Reports To save this report, click Save… Anywhere that you see arrows in Analysis, click for additional options

22. Creating Analytical Reports-Saving a Report Step 11: Save your report to your Personal, Public, or Favorite Reports folders • Clicking Save will default to your Personal Folders • Click Save As… , then click Select Folder to save reports to your Favorite Reports or your Public Folders

23. Creating Analytical Reports- Saving a Report • Click the Select button next to the folder you would like to save your report in • To access your saved report, click Explore Reports from your Dashboard

24. Choosing your fields In order to best determine what fields would be most appropriate, you must start with a clear purpose of your report and what data it needs to contain. You must also try to think of what fields in Buyer answer the question you are asking. For example, the Legislature has asked you to provide how much state contract spend you have done on advertising for FY 07/08: What fields in Buyer give you that information? • Commodity Codes-you could search using Radio Advertising, TV Advertising, etc. commodity codes The Legislature asks you to provide how much State Contract IT Consulting spend your agency has done in FY 08/09 to date? What fields in Buyer give you that information? • Commodity Codes- IT Consulting Commodity Codes • Method of Procurement- A-STC w/o RFQ, B-STC w/RFQ • State Contract ID- IT Consulting STC Number (this isn’t always completed by the customer as it is not a required field)

25. Exporting Reports • Analysis reports can be exported to Microsoft Excel or to a CSV file • Customer can use Excel or another spreadsheet application for further investigation and presentation of the data • Exporting your data is the only way to take a snapshot of the exact data in your report as of the particular day you run the report Excel export limitations • Max of 64,000 rows of data (anything in excess must be done in Access) • 250 characters per cell • Customer must have administrator rights on their desktop to export to Excel

26. Exporting Reports Step 1: To export a report open and run the report you want to export. From the Actions menu, choose Configure Export

27. Exporting Reports Step 2: Choose the format for the export: Excel 2000 Template or CSV. Choose Custom to choose the specific data fields to export If you had your Pivot Table set up the way you wanted it you would choose Current Pivot Table Contents

28. Exporting Reports Step 3: Select the data to include in the export. You can choose line level details for export at this point. Click Export Data

29. Exporting Reports Step 4: The report will be exported to Excel and will appear on the Pivot tab

30. Explore Reports By clicking Explore Reports from your Dashboard, you will access your personal and public folders Click All Folders to access Public Folders

31. Explore ReportsAccessing Public Folders • From your Explore Reports screen, Click All folders to access Public Folders • Click Public Folders

32. Explore ReportsPublic Folders Each customer with Analysis access has a public folder which is open to all Analysis customers • Click on the name of the customer whose folder you would like to access • Names are in alphabetical order by first name

33. Explore ReportsPublic Folders • Cycle Time Reports are found under MFMP Public Reports • We recommend that you save a copy of any public report you access to your folders to edit and/or run

34. Explore ReportsSaving copied report • Once you select a folder you will be brought back to Public Folders • To access your copied report, like any saved report, click Explore Reports from your Dashboard

35. Explore ReportsEditing a Copied Report • Choose your Agency Name • Enter your desired date range • NOTE: “Most recent…” date field is used to schedule reports

36. Explore ReportsRequisition Cycle Time Report

37. Analysis Dashboard The Analysis Dashboard provides links to different parts of the application, folders, and reports. This section provides a quick link back into Buyer. Navigation panel (aka shortcut menu) contains links to your frequently-used reports and to parts of Analysis.

38. Customizing the Dashboard Step 1: The Dashboard can be customized by adding tabs and items. Click the Customize button on the dashboard to do both

39. Customizing the Dashboard: Adding New Tabs Step 2: Click the Options button and choose Add New Tab

40. Customizing the Dashboard: Adding Items Step 2: Adding Items on your dashboard can help you better organize the content. Click the item you would like to add These are the items you can add to the dashboard. For example, we will add Recently Run Reports.

41. Customizing the Dashboard: Adding Items Step 3: The item that you chose has been added onto the right-hand side of your screen In order to rearrange what side (left or right) it appears on, click options

42. Customizing the Dashboard: Rearrange the Dashboard Step 4: Click Options and choose Rearrange Dashboard in order to further customize your Analysis Home Screen

43. Customizing the Dashboard: Rearrange the Dashboard Step 5: Move content from one column to the other with the middle arrows. Customize your Navigation Panel through the arrows or Add Content When you are done rearranging, click Done to take you back to your Analysis Home Screen

44. Customized Dashboard Our Recently Run Reports are now on the left hand side of our screen

45. Common Performance-related Issues “I run a report and it doesn’t come up immediately” • System response time is dependent on the size of the data being queried and the speed of the customer’s internet connection • Wait out the query • Run the query in the background • Filter the data “I run a report and it times out” • Report query times out at 180 seconds or if more than 5,000 lines of data is returned • Run the query in the background • Filter the data • Export the data “I run a report and not all the data is displayed” • Max of 201 rows for pivot table display • Export the data

46. Questions???

47. Contact Us Share what you’ve learned – help your agency by passing the knowledge you’ve learned with others. Contact the MFMP team with any questions you have. • CSD (BuyerHelp): 1-866-352-3776 BuyerHelp@myfloridamarketplace.com Process Improvement: • Kasey Bickley: kasey.bickley@dms.myflorida.com • Anne Rabon: anne.rabon@dms.myflorida.com