MyFloridaMarketPlace Secure Reports Training Office 2007

Page - 2 Agenda  Introduction  Key Points  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Requests  Questions and Answers

Page - 3 Introduction What are Secure Reports  “Secure Reports” are reports that are generated from data collected through MFMP Buyer to support report requests relevant to:  Purchasing  Finance & Accounting  System Administration  The secure reports are run on a regular schedule based on the report parameters. (Daily, Weekly, Monthly, & Quarterly, etc.)  These Operational reports are intended to assist you in performing your daily tasks  Secure reports are accessed through a secure website (also available on the Buyer Toolkit) Toolkit  Secure reports are available for all customers with password authorization  To receive the user name and password, please contact

Page - 4 Introduction Reporting Initiative  The DMS MyFloridaMarketPlace Team has begun an Operational Reporting Initiative to:  Conduct research on the current reporting tools  Identify any shortcomings of the current state of reporting  Identify reporting alternatives with a the goal to identify and implement the optimal reporting tools for all MFMP customers  Educate customers on the current reporting tools available  Reporting tools that exist:  Secure Reports  are designed with an emphasis on Finance & Accounting  Analysis  currently contains primarily Purchasing data or information  Buyer System Searches  can be used by customers at all levels of the system

Page - 5 Agenda  Introduction  Key Points  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Requests  Questions and Answers

Page - 6 Key Points  This site is secure, therefore, you will need a user name and password  The All Open Orders, All Received Orders, and All Outstanding Encumbrance Reports have each been separated into three additional reports based on the following  Current Fiscal Year  Previous Fiscal Year  Historical  The Secure Reports are in a.csv (comma separated value) format, which will require the use of Win Zip or other zip file utility software. Also called comma delimited format  Once exported, the files can be saved in Excel (.xls) or Access (.mbd) format  Just like any Excel spreadsheet, this information can be manipulated to fit your reporting needs by utilizing:  Macros  Column order  Pivot tables  Charts  Other

Page - 7 Agenda  Introduction  Key Points  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Requests  Questions and Answers

Page - 8 Accessing the Secure Reports To access the Secure Reports website, type

Page - 9 Accessing the Secure Reports Select your Agency by clicking on the appropriate PUI

Page - 10 Accessing the Secure Reports Enter your User name and Password in the login box

Page - 11 Accessing the Secure Reports 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 Report *All Open Orders with Hold Until Date All Open Orders Report *Invoice 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 Report *Ship 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 Paid * Includes current fiscal year, previous fiscal year, and historic fiscal year You will be able to access this listing of reports which is available to all agencies.

Page - 12 Accessing Secure Reports Click on your desired report to download. Note: this requires WinZip or other compatible software

Page - 13 Agenda  Introduction  Key Points  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Requests  Questions and Answers

Page - 14 MFMP Reports Job Aid  The Reports Job Aid was created to assist you with the various reports available and their suggested audience  This job aid provides:  A listing of the more common reports  Key information about each report  reports’ intended purpose  included fields  frequency that the reports are updated (daily, weekly, bi- weekly, monthly, and quarterly, etc.)  the section that will benefit the most  appendix containing how to format reports in Excel how to create pivot tables

Page - 15 MFMP Reports Job Aid The Reports job aid is located on the MFMP website in the Buyer Toolkit under Job Aids,

Page - 16 MFMP Reports Job Aid

Page - 17 Agenda  Introduction  Key Points  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Requests  Questions and Answers

Page - 18 Exploring Secure Reports  Reports you may find useful include:  IR Last Approver  Agency Compliance Monthly  PR s in Submitted Status  Users and Groups  FLAIR Voucher

Page - 19 Exploring Secure Reports: IR with Last Approver Report  IR with Last Approver report is primarily used by Finance & Accounting to monitor the status and activity of IRs to ensure prompt payment processing  Displays all “pending” IRs (Reconciling and Approving) for your agency  Excludes IRs pending FLAIR Integration  Excludes IRs in Paid status  Updated daily, Monday through Friday at 3:30am  Helpful Points  IR’s that failed Central FLAIR will list the approving invoice manager by name and will remain in the Approving status until resolved  Allows customers to monitor Transaction Dates and correct if necessary  Allows customers to view all IRs and where they are in the approval flow  Aids in meeting Prompt Payment Compliance by viewing the pending invoices  Allows invoices to be tracked and prioritized

Page - 20 Exploring Secure Reports

Page - 21 Exploring Secure Reports: Agency Compliance Monthly Report  Agency Compliance Monthly Report is primarily used by Finance & Accounting and shows the number of days each of the transactions take to process in MFMP, from Transaction Date to FLAIR Pre- validation date  Can be sorted by Supplier, Organizational Code, Site Code, Compliance etc.  Updated monthly, first day of the month at 2:00am  Helpful Points  Aids in meeting Prompt Payment Compliance by viewing the invoice processing times  Information from this report is used for your Agency Benchmarking Activity (ABA)

Page - 22 Exploring Secure Reports

Page - 23 Exploring Secure Reports: PRs in Submitted Status Report  PRs in Submitted Status Report is primarily used by Purchasing and Budget and allows you to review all PRs before a Direct Order has been issued  Displays all PRs, (service and commodities orders) currently in Submitted status for your agency  Updated daily, Sunday through Saturday at 9:30 pm  Helpful Points  Assists Budget by displaying intended PR obligation by organizational code before the money is committed through a Direct Order  Can be used by Purchasing to track and monitor requisitions by PUI, Agency, Requester, etc.

Page - 24 Exploring Secure Reports

Page - 25 Exploring Secure Reports: Users and Groups Report  Users and Groups Report is primarily used by System Administrators to assist with user account maintenance for their respective agency  Displays all active and inactive users  Excludes deleted users  Includes Roles and Groups  Includes all profile information including Ship To, Bill To etc.  Updated weekly, Mondays at 2:15am  Helpful Points  This data is easily reviewed using a pivot table

Page - 26 Exploring Secure Reports

Page - 27 Exploring Secure Reports: FLAIR Voucher Report  FLAIR Voucher Report is used primarily by Finance and Accounting to assemble vouchers  Displays all transactions that passed Departmental FLAIR the previous day for the entire Department  Displays all “audited” transactions that were approved by DFS the previous day  Updated daily, Tuesday through Saturday at 4:30am  Helpful Points  Allows you to know exactly which invoices and/or line items are included on each voucher

Page - 28 Exploring Secure Reports

Page - 29 Agenda  Introduction  Key Points  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Requests  Questions and Answers

Page - 30 Pivot Tables  What are pivot tables?  Pivot tables are an Excel feature that uses the spreadsheet data to compile reports and give specific results  Pivot table properties enable you to create the report you need in a separate worksheet (tab) within an Excel file  Typical row/column spreadsheet format with additional dimension of page fields which allows you to filter data  Why are pivot tables helpful?  Automatically creates subtotals and summary data  Customizable: Drag-and-drop method for easy pivot table building  You can create multiple pivot tables for any given spreadsheet  Allows you to easily identify trends and patterns by creating charts and graphs

Page - 31 Pivot Tables For this example, we will use the FLAIR Voucher Report to determine how many IR’s were approved by Departmental FLAIR and DFS yesterday for DMS

Page - 32 Pivot Tables In the Toolbar, click “Insert”, then click “PivotTable”.

Page - 33 Pivot Tables All cells in the spreadsheet will be selected as a group because all data will be available for the pivot table. Leave selections unchanged and click “Next”.

Page - 34 Pivot Tables The PivotTable Field List will be used to populate the pivot table by clicking and dragging

Page - 35 Pivot Tables Click-and-drag “Grouping Character” from the PivotTable List to the “Row Labels” box. It will automatically populate the pivot table on the left.

Page - 36 Pivot Tables Click-and-drag “Invoice #” from the PivotTable List to the “Row Labels” box. It will automatically populate the pivot table on the left.

Page - 37 Pivot Tables Click-and-drag “IR #” from the PivotTable List to the “Values” box. This pivot table tells us how many IR’s were approved by Departmental FLAIR and DFS yesterday for DMS, arranged by grouping character and invoice number. The grand total is 24.

Page - 38 Agenda  Introduction  Key Points  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Requests  Questions and Answers

Page - 39 Report Requests  If you have a business need for a report that does not exist, you can request the report using 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, you will be notified to review and approve (Note: Reports may take up to 45 days to be generated)  Upon approval, it will be posted to the Secure website

Page - 40 Agenda  Introduction  Key Points  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Requests  Questions and Answers

Page - 41 Share what you’ve learned – help your agency by passing the knowledge you’ve learned with others We’re here to help! Please let us know if you have any specific questions or concerns about a process you are trying to complete Please contact the Customer Service Desk at or at  Process Improvement: Kasey Bickley: Anne Rabon: Contact Us