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MFMP 3.0 Reporting Webinar

Learn about the various reporting options available in MFMP 3.0, including system searches and secure reports. Discover how to create and save system searches, export search results, and add new tabs to your dashboard. Explore the basics of secure reports and how to access and save them. Finally, get an overview of MFMP Analysis and learn about the data update frequency and fundamentals.

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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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