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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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agenda
Agenda
  • MFMP Reporting Options
  • System Searches – General
  • Secure Reports – Operational
  • MFMP Analysis – Analytical
  • Demonstration in MFMP 3.0
  • Review
  • Resources
reporting options
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
agenda1
Agenda
  • MFMP Reporting Options
  • System Searches – General
  • Secure Reports – Operational
  • MFMP Analysis – Analytical
  • Demonstration in MFMP 3.0
  • Review
  • Resources
system searches
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
system searches1
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
system searches2
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
system searches3
System Searches

Export System Search results

system searches4
System Searches

Export System Search results

  • Save Search
    • Enter search name
    • Click ok
system searches5
System Searches

Export System Search results

system searches6
System Searches
  • Add new tabs to your Dashboard
  • Step 1
    • Click ‘Configure Tabs’
    • Select ‘Add New Tab’
system searches7
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’
system searches8
System Searches
  • Add new tabs to your Dashboard (continued)
  • Step 4
    • Select ‘Saved Searches’ you want to see on your new tab
system searches9
System Searches
  • Add new tabs to your Dashboard (continued)
  • Step 5
    • Arrange the searches on your screen
agenda2
Agenda
  • MFMP Reporting Options
  • System Searches – General
  • Secure Reports – Operational
  • MFMP Analysis – Analytical
  • Demonstration in MFMP 3.0
  • Review
  • Resources
secure reports
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.)
secure reports1
Secure Reports
  • Secure Reports Password: MyFloridaMarketPlace@dms.MyFlorida.com
  • Secure Reports website: http://dms-purchasing-ftp.state.fl.us/xx00/
secure reports2
Secure Reports

Secure Reports List (as of April 20, 2012)

secure reports3
Secure Reports
  • Secure Report Website
  • Click on your agency PUI
  • Enter your username and password
secure reports4
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.
secure reports5
Secure Reports

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

secure reports6
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
secure reports7
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)
agenda3
Agenda
  • MFMP Reporting Options
  • System Searches – General
  • Secure Reports – Operational
  • MFMP Analysis – Analytical
  • Demonstration in MFMP 3.0
  • Review
  • Resources
mfmp analysis
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
mfmp analysis1
MFMP Analysis
  • Reporting Concepts
  • Dashboard is your home page in Analysis
mfmp analysis2
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
mfmp analysis3
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
mfmp analysis4
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
mfmp analysis5
MFMP Analysis
  • Fundamentals
  • Dimension/Hierarchies let you specify how you want to present data
  • Dimensions Hierarchy
mfmp analysis6
MFMP Analysis
  • Fundamentals
  • ‘Wizard’-like functions assist with report creation steps
mfmp analysis7
MFMP Analysis
  • Fundamentals
  • Title and Description describe the report
  • Fact is the transaction data you are analyzing, i.e., your base ‘data source’
mfmp analysis8
MFMP Analysis
  • Fundamentals
  • Available Measures are data fields for the report Fact
mfmp analysis9
MFMP Analysis
  • Fundamentals
  • Next select the additional detail you need
mfmp analysis10
MFMP Analysis
  • Fundamentals
  • Apply additional filters; click the drop down arrow

Column Field

Page field

Row field

Data field

mfmp analysis11
MFMP Analysis
  • Reporting Concepts
  • Prepackaged Reports
mfmp analysis12
MFMP Analysis
  • Reporting Concepts
  • Prepackaged reports display the most recent data
mfmp analysis13
MFMP Analysis
  • Reporting Concepts
  • Public Folder / Agency Subdirectories
mfmp analysis14
MFMP Analysis
  • Reporting Concepts
  • List of agency folders MFMP customers can access
mfmp analysis15
MFMP Analysis
  • Reporting Concepts
  • Access an agency report
mfmp analysis16
MFMP Analysis
  • Reporting Concepts
  • Search for reports using keywords
mfmp analysis17
MFMP Analysis
  • Reporting Concepts
  • Saving Reports to Personal Workspace
mfmp analysis18
MFMP Analysis
  • Reporting Concepts
  • Saving Reports to Public Reports
mfmp analysis19
MFMP Analysis
  • Reporting Concepts
  • Change the parameters
mfmp analysis20
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
mfmp analysis21
MFMP Analysis

Reporting Concepts

  • Export
mfmp analysis22
MFMP Analysis
  • Reporting Concepts
  • Excel auto-generates some additional features
mfmp analysis23
MFMP Analysis
  • Reporting Concepts
  • Configure Export to export additional details
mfmp analysis24
MFMP Analysis

Reporting Concepts

Customize and build your report details

mfmp analysis25
MFMP Analysis
  • Reporting Concepts
  • Dimension Fields
mfmp analysis26
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
mfmp analysis27
MFMP Analysis

Creating Reports

  • Select Source Data
mfmp analysis28
MFMP Analysis
  • Creating Reports
  • Select Hierarchy / Dimensions
mfmp analysis29
MFMP Analysis

Creating Reports

  • Refine data to provide a timeline for your report
mfmp analysis30
MFMP Analysis

Creating Reports

  • Refine data to provide a timeline for your report
mfmp analysis31
MFMP Analysis

Creating Reports

  • Analysis report
agenda4
Agenda
  • MFMP Reporting Options
  • System Searches – General
  • Secure Reports – Operational
  • MFMP Analysis – Analytical
  • Demonstration in MFMP 3.0
  • Review
  • Resources
demonstration in mfmp 3 0
Demonstration in MFMP 3.0

Training Environment

  • Analysis Report
agenda5
Agenda
  • MFMP Reporting Options
  • System Searches – General
  • Secure Reports – Operational
  • MFMP Analysis – Analytical
  • Demonstration in MFMP 3.0
  • Review
  • Resources
review
Review

After this presentation you should understand how to:

  • Conduct system searches
  • Locate operational reports on the Secure Report website
  • Create an analytical report in MFMP Analysis
review1
Review

What reporting tool 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 3.0 System Searches (recommended)
    • Secure Reports
      • PRs_in_Submitted_Status
      • All_Open_Orders_Current_FY
    • Analysis
review2
Review

What reporting tool would you use?

  • 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
review3
Review

What reporting tool 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
agenda6
Agenda
  • MFMP Reporting Options
  • System Searches – General
  • Secure Reports – Operational
  • MFMP Analysis – Analytical
  • Review
  • Resources
resources
Resources
  • For questions or assistance, contact the MFMP customer service desk at (866) 352-3776 or BuyerHelp@MyFloridaMarketPlace.com
  • Online resources at http://www.MyFloridaMarketPlace.cominclude MFMP 3.0 and System Administrator manuals, training information and more
  • To search for vendors:
    • MarketView: http://www.myflorida.com/apps/spurs/spurs.main_menu_form
      • No username or password required
    • VIP Admin: https://vendor.MyFloridaMarketPlace.com
      • Username and password: ‘publicuser’
resources1
Resources
  • Register for MFMP training at: http://dms.MyFlorida.com/mfmp_buyer_training.
  • MFMP exclusive training “tours” allow you access to the same basic information other courses provide, at your convenience. http://dms.MyFlorida.com/mfmp_tours
  • Training environments (formerly called the “Sandbox) allow you to practice what you learn
    • The username is the same as your regular login
    • The password is “train30”
    • Analysis
      • https://trn-analysis.myfloridamarketplace.com/Sourcing/Main
    • MFMP 3.0 Training Environment
      • https://trn-buyer.myfloridamarketplace.com/Buyer/Main
resources2
Resources

Contact MyFloridaMarketPlace

practical exercise 1
Practical Exercise # 1
  • Create a report for the Legislature showing how much your agency spent on Advertising last fiscal year.
practical exercise 2
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.
practical exercise 3
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.