MyFloridaMarketPlace MFMP Reporting State Purchasing Buyer Conference March 11, 2010

Page - 2  Reporting Options  Buyer System Searches – General Reporting  MFMP Secure Reports – Operational Reporting  Analysis - Analytical Reporting  Analysis Updates  Wrap-Up  Contact Us Agenda 6/29/2016

Page - 3  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 6/29/2016

Page - 4  Reporting Options  Buyer System Searches – General Reporting  MFMP Secure Reports – Operational Reporting  Analysis - Analytical Reporting  Analysis Updates  Wrap-Up  Contact Us Agenda 6/29/2016

Page - 5  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 Purchase Requisition, Order, or Invoice Reconciliation number  To see transactions other than their own, customers must have the Query group  System Search results can be exported to Excel  A maximum of 750 records  The current page which will export only 40 records System Searches 6/29/2016

Page - 6  Searches will return the results based on filters applied  Grouping search results assists in reviewing and organizing data System Searches 6/29/2016

 The data can be exported into Excel and sorted for further analysis System Searches 6/29/2016

Page - 8  Reporting Options  Buyer System Searches – General Reporting  MFMP Secure Reports – Operational Reporting  Analysis - Analytical Reporting  Analysis Updates  Wrap-Up  Contact Us Agenda 6/29/2016

 Secure Reports are operational reports that are intended to assist you in performing your daily tasks  These reports are generated from data collected through MFMP Buyer  Secure Reports run on a regular schedule based on the report parameters (daily, weekly, monthly, & quarterly, etc.)  Secure Reports are accessed through a secure Web site available on the buyer toolkit under MFMP Reportinghttp://dms.myflorida.com/buyertoolkit  Secure Reports are available for all customers with password authorization  Contact  Reports open in Excel, requiring the use of WinZip or other zip file utility software Secure Reports 6/29/2016

 The Secure Reports Web site 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 6/29/2016

IRs With Last ApproverPayments Completed in FLAIR POs Without IRsPurchase Orders by Org Code and Budget Entity Invoice Reconciliation ReportDO Payment History All Received Orders ReportAll Open Orders with Hold Until Date All Open Orders ReportInvoice Attachments by Commodity Code Header Level Information All Open Orders ReportInvoice eForm Attachments by Commodity Code FLAIR Voucher Summary ReportPR Audit by Commodity Code IR Exception ReportBill To Information Report All Outstanding Encumbrances ReportShip To Information Outstanding Encumbrance ReportAgency Master Agreement PRs in Submitted StatusSpend Details Report MyFloridaMarketPlace User ReportAgency Compliance Monthly Report Buyer User Group ReportRequisition to Purchase Order Cycle Time Details Report Users and Groups ReportAgency Compliance Report Advance Payment Not PaidPunchout Catalog NonCatalog Orders The listing of reports available to all agencies will include at a minimum, the following reports: Secure Reports 6/29/2016

 The 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  Secure Reports job aid is located on the MFMP Web site on the Buyer Toolkit under MFMP Reporting, Secure Reports job aid 6/29/2016

 If there is a need for a new report, use the report request process below:  Complete the ‘Report Request Form’, located on the buyer toolkit under MFMP Forms  completed form to the Buyer Help Desk where it is logged and reviewed  When the report has been generated, the requesting agency will be notified to review and approve  Upon approval, it is posted to the Secure Reports Web site Report Requests 6/29/2016

Page - 14  Reporting Options  Buyer System Searches – General Reporting  MFMP Secure Reports – Operational Reporting  Analysis - Analytical Reporting  Analysis Updates  Wrap-Up  Contact Us Agenda 6/29/2016

 Analysis – reporting tool that provides insight into the State of Florida’s spending patterns  How much is the State of Florida spending?  Who is the state spending it with?  What goods and services is the state buying?  Information needed to analyze spending data can come from several sources  Purchase Orders  Invoices  Request Analysis 6/29/2016

 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 Concepts 6/29/2016

 Dimensions can be further divided into levels  Hierarchies impose a structure on the levels of data within a dimension, or specifies how you want it presented Dimension: Ordered Date Hierarchy 1: Calendar Level 1: Calendar Year (2008, 2009…) Level 2: Calendar Quarter (Q1, Q2…) Level 3: Month Level 4: Day Hierarchy 2: Fiscal Level 1: Fiscal Year (2008, 2009…) Level 2: Fiscal Quarter (Q1, Q2…) Level 3: Month Level 4: Day Analysis Concepts 6/29/2016

Dimension: Encumbrance Hierarchies: Encumbered Status and Encumbrance ID Analysis Concepts 6/29/2016

Data field – actual data value from a fact that is always a numerical value Analysis 2.0 Field Guide is available on the buyer toolkit to aid in the selection of data fields Analysis Concepts 6/29/2016

 Analysis uses pivot tables to organize the data  Pivot tables provide spreadsheet-like organization consisting of page fields, row fields, column fields, and data fields Data fields and line- level details 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 Analysis Concepts 6/29/2016

Page field Row field Column field Drill down into 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 Data field Analysis Concepts 6/29/2016

 Data loads from Buyer- Analysis has a separate database which is uploaded with information from Buyer  Run daily after 6 PM  Analysis data loads occur no more than two days behind Buyer  Click dropdowns for additional options  Each customer with Analysis access has a public folder which is open to all Analysis customers Analysis Data Loads 6/29/2016

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 08/09:  What fields in Buyer give that information?  Commodity Codes – search using radio advertising, TV advertising, etc. Choosing Analysis Fields 6/29/2016

Example #2, a vendor submits a public records request and asks how much State Term Contract IT Consulting spend was conducted by an agency in FY 08/09? 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 Choosing Analysis Fields 6/29/2016

 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 Exporting Analysis Reports 6/29/2016

Page - 26  Reporting Options  Buyer System Searches – General Reporting  MFMP Secure Reports – Operational Reporting  Analysis - Analytical Reporting  Analysis Upgrade  Wrap-Up  Contact Us Agenda 6/29/2016

 CR42 integrates accounting information for Purchase Orders and Invoice Reconciliations in Analysis  In process of being implemented for Analysis  MFMP is also in the process of upgrading the Analysis Platform  With this upgrade, we are looking at adding additional information into the database to create a more robust reporting tool  Some of the enhancements include: -CR 93: FLAIR Encumbrance Data - CR 96: Contract (MA) Data - CR 98: Invoice Data -CR 99: PO Data -CR 95: FLAIR History Payment Data -CR 103: VIP Vendor Data Analysis Upgrade 6/29/2016

Page - 28  Reporting Options  Buyer System Searches – General Reporting  MFMP Secure Reports – Operational Reporting  Analysis - Analytical Reporting  Analysis Upgrade  Wrap-Up  Contact Us Agenda 6/29/2016

 What reporting tool would you use: Example #1  Your supervisor is interested in your workload for the month and would like to know how many requisitions that have been:  Completely ordered  Have been submitted, not completely approved  Rejected  You could use:  Buyer System Searches (Recommended)  Secure Reports  PRs_in_Submitted_Status  All_Orders_Current_FY Wrap-Up 6/29/2016

Example #2  Your Accounting Supervisor requires you to monitor invoices to ensure they do not appear on the 20-day Prompt Payment Compliance report. 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 Wrap-Up 6/29/2016

Example #3  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  Utilize the Purchase Order Fact PO Spend Fiscal Year – Column Field Commodity Code – Page Field Agency Name – Page Field Common Vendor – Row Field  This allows you to report on the commodity code for promotional items during the specific time needed Wrap-Up 6/29/2016

Page - 32  Reporting Options  Buyer System Searches – General Reporting  MFMP Secure Reports – Operational Reporting  Analysis - Analytical Reporting  Analysis Upgrade  Wrap-Up  Contact Us Agenda 6/29/2016

Contact the MFMP CSD at or Contact Us Team Member Phone Number Communications Analyst F&A Process Operations Purchasing Process Analyst Vendor Management Analyst /29/2016

Page - 34 Thank you for your participation today! Questions? 6/29/2016