1. MyFloridaMarketPlace Reporting Training

2. Agenda  Secure Reports  Introduction to Secure Reports  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Request Page - 2  Introduction  System Searches  Analysis  Introduction to Analysis Concepts  Analysis Data loads  Creating Analytical Reports  Exporting Reports  Explore Reports  Customizing the Dashboard  Common Performance-related Issues  Questions  Contact Information

3. Page - 3 Introduction MFMP Reporting tools currently are:  Buyer System Searches can be used by customers to search for transactions completed through MFMP  Secure Reports are designed with an emphasis on Finance & Accounting  Analysis is an ad-hoc analytical reporting tool

4. Agenda  Secure Reports  Introduction to Secure Reports  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Request Page - 4  Introduction  System Searches  Analysis  Introduction to Analysis Concepts  Analysis Data loads  Creating Analytical Reports  Exporting Reports  Explore Reports  Customizing the Dashboard  Common Performance-related Issues  Questions  Contact Information

5. System Searches Page - 5 You can search by clicking on the Searches link from the Shortcut Menu

6. Page - 6 System Searches You can either create a new search or select one of the standard system searches In this example we are going to select to “Search for Requisitions”

7. System Searches Page - 7 If a prefix is displayed (in this example “PR” ) you’ll need to include it in your search criteria The number symbols are just a reminder to add in the entire PR# If you don’t know what the number is, then you will delete all entries in this field To view additional search fields click on this link

8. System Searches Page - 8 Place a checkmark next to a field you would like to search by or uncheck a field you do not wish to see

9. System Searches Page - 9 It is always best to use at least TWO search criteria; your results will be returned faster. You can change your search Category from this menu You must have the Query group to see transactions other than your own Click Search

10. System Searches Page - 10 Search results can be exported to Excel. A max of 750 records will return. You can choose to to export the entire search or only the current page (only 40 records will export). Results will export exactly as they are displayed on the screen NOTE: You must disable your pop-up blocker in order to export

11. Page - 11 System Searches The downloaded search will look similar to this (if grouped) and Excel’s auto filter will be activated

12. Page - 12 System Searches For searches you do often, Save the Search by clicking on the Save Search button.

13. System Searches Page - 13 Give your search an appropriate title Click “OK” to save the search All of the filters that you used when creating your search appear here and can be amended as needed Note: Saved searches only save the search parameters NOT the results.

14. System Searches Page - 14 Your saved search is here. Anytime you want to run the search, click the Search button. If you need to modify your search, click the link of your search name

15. Agenda  Secure Reports  Introduction to Secure Reports  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Request Page - 15  Introduction  System Searches  Analysis  Introduction to Analysis Concepts  Analysis Data loads  Creating Analytical Reports  Exporting Reports  Explore Reports  Customizing the Dashboard  Common Performance-related Issues  Questions  Contact Information

16. Page - 16 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

17. Page - 17 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

18. Page - 18 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 (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

19. Page - 19 Introduction – Analysis Reporting Concepts Dimension: Encumbrance Hierarchies: Encumbered Status and Encumbrance ID

20. Page - 20 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

21. Page - 21 Introduction- Pivot Table Concept Pivot table – spreadsheet-like structure 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

22. Page - 22 Introduction – Pivot Table Concept Page field Row field Column 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 Data field

23. Page - 23 Analysis Data Loads Data loads from Buyer- Analysis has a separate database which is uploaded with information from Buyer  Run daily after 6:00 PM  Analysis data is 2 days behind Buyer  Decreased system performance during data loads

24. Page - 24 Creating Analytical Reports Step 1: From the Home Screen, click “My Dashboard.” If you do not have this option please contact your System Administrator

25. Page - 25 Creating Analytical Reports Step 2: On the Analysis Tool Home Screen click “Create Analytical Reports”

26. Page - 26 Creating Analytical Reports Step 3: Choose your data fields Select the appropriate Fact for the data you need for your report. Each fact will give you a different list of data field choices. Enter a description Create an appropriate title

27. Page - 27 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

28. Page - 28 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

29. Page - 29 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

30. Page - 30 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.

31. Page - 31 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

32. Page - 32 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 the results will be returned faster. After Refining your Data, click Done

33. Page - 33 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

34. Page - 34 Creating Analytical Reports To save this report, click Save… Anywhere that you see arrows in Analysis, click for additional options

35. Page - 35 Creating Analytical Reports-Saving a Report 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 Step 11: Save your report to your Personal, Public, or Favorite Reports folders

36. Page - 36 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

37. Page - 37 Choosing your fields In order to best determine what fields would be most appropriate, you must start with a clear purpose for 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

38. Page - 38 Choosing your fields For example, a Vendor submits a public records request and 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)

39. Page - 39 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

40. Page - 40 Exporting Reports Step 1: To export a report open and run the report you want to export. From the Actions menu, choose Configure Export

41. Page - 41 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

42. Page - 42 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

43. Page - 43 Exporting Reports Step 4: The report will be exported to Excel and will appear on the Pivot tab

44. Page - 44 Explore Reports By clicking Explore Reports from your Dashboard, you will access your personal and public folders Click All Folders to access Public Folders

45. Page - 45 Explore Reports Accessing Public Folders From your Explore Reports screen, Click All folders to access Public Folders Click Public Folders

46. Page - 46 Explore Reports Public 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

47. Page - 47 Explore Reports Public 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

48. Page - 48 Explore Reports Saving 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

49. Page - 49 Explore Reports Editing a Copied Report Choose your Agency Name Enter your desired date range NOTE: “Most recent…” date field is used to schedule reports

50. Page - 50 Explore Reports Requisition Cycle Time Report

51. Page - 51 Analysis Dashboard The Analysis Dashboard provides links to different parts of the application, folders, and reports. Navigation panel (aka shortcut menu) contains links to your frequently- used reports and to parts of Analysis. This section provides a quick link back into Buyer.

52. Page - 52 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

53. Page - 53 Customizing the Dashboard: Adding New Tabs Step 2: Click the Options button and choose Add New Tab

54. Page - 54 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.

55. Page - 55 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

56. Page - 56 Customizing the Dashboard: Rearrange the Dashboard Step 4: Click Options and choose Rearrange Dashboard in order to further customize your Analysis Home Screen

57. Page - 57 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

58. Page - 58 Customized Dashboard Our Recently Run Reports are now on the left hand side of our screen

59. Page - 59 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 by changing your report parameters “I run a report and it times out”  Report query times out at 180 seconds or if more than 5,000 lines of data are returned  Run the query in the background  Filter the data by changing your report parameters  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

60. Agenda  Secure Reports  Introduction to Secure Reports  Accessing Secure Reports  MFMP Reports Job Aid  Exploring the Secure Reports  Pivot Tables  Report Request Page - 60  Introduction  System Searches  Analysis  Introduction to Analysis Concepts  Analysis Data loads  Creating Analytical Reports  Exporting Reports  Explore Reports  Customizing the Dashboard  Common Performance-related Issues  Questions  Contact Information

61. Page - 61 Introduction What are Secure Reports  MFMP Secure Reports are generated from MFMP Buyer data to support Purchasing, Finance & Accounting, and System Administration  These operational reports are designed to assist with daily tasks and agency business activity in MFMP  To access the Secure Reports site, you must have authorization  To receive the user name and password needed to access these reports, please contact myfloridamarketplace@dms.myflorida.com

62. Page - 62 Introduction What are Secure Reports  “Secure Reports” are reports that are generated from data collected through MFMP Buyer  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 available on the Buyer Toolkit under MFMP Reporting Buyer Toolkit  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.

63. Page - 63 Accessing the Secure Reports Secure Reports Homepage

64. Page - 64 Accessing the Secure Reports Select your agency by clicking on the appropriate PUI

65. Page - 65 Accessing the Secure Reports Enter your User name and Password in the login box

66. Page - 66 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 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 You will be able to access this listing of reports which is available to all agencies.

67. Page - 67 Accessing Secure Reports Click on your desired report to download. Note: this requires WinZip or other compatible software

68. Page - 68 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 all reports that are open to all agencies  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

69. Page - 69 MFMP Reports Job Aid The Reports job aid is located on the MFMP website in the Buyer Toolkit under MFMP Reporting, http://dms.myflorida.com/buyertoolkithttp://dms.myflorida.com/buyertoolkit

70. Page - 70 MFMP Reports Job Aid

71. Page - 71 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  Punchout Catalog /Non Catalog Report

72. Page - 72 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  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 you to monitor Transaction Dates and correct if necessary  Allows you 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

73. Page - 73 Exploring Secure Reports

74. Page - 74 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  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)

75. Page - 75 Exploring Secure Reports

76. Page - 76 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  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.

77. Page - 77 Exploring Secure Reports

78. Page - 78 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  Helpful Points  This data is easily reviewed using a pivot table

79. Page - 79 Exploring Secure Reports

80. Page - 80 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  Helpful Points  Allows you to know exactly which invoices and/or line items are included on each voucher

81. Page - 81 Exploring Secure Reports

82. Page - 82 Exploring Secure Reports: Punchout Catalon Non Catalog Orders  Punchout Catalog Non Catalog Orders Report is used by Finance and Accounting and Purchasing to monitor Catalog purchases'  Displays purchase information for current State Contract Punchout Catalog Vendors when purchased as non- catalog  Displays Office Depot purchases made as non catalog only  Updated monthly on the first  Helpful Points  Most Punch out vendors eInvoice. This report can be monitored to maximize this option for F&A

83. Exploring Secure Reports: Punchout Catalon Non Catalog Orders Page - 83

84. Page - 84 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

85. Page - 85 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

86. Page - 86 Pivot Tables In the Toolbar, click “Insert”, then click “PivotTable”.

87. Page - 87 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”.

88. Page - 88 Pivot Tables The PivotTable Field List will be used to populate the pivot table by clicking and dragging

89. Page - 89 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.

90. Page - 90 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.

91. Page - 91 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.

92. Page - 92 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  E-mail completed form to the Buyer Help Desk buyerhelp@myfloridamarketplace.com, where it is logged and reviewed buyerhelp@myfloridamarketplace.com  When the report has been generated, you will be notified to review and approve (Note: Reports can take up to 45 days.)  Upon approval, it will be posted to the Secure website

93. Questions???

94. Contact Us Page - 94 Kasey Bickley, CPPB, FCCM Purchasing Process Analyst Kasey.Bickley@dms.myflorida.com (850) 294-0494 Anne Rabon, LSSG F&A Process Analyst Anne.Rabon@dms.myflorida.com (850) 294-0739 Eric SwansonVendor Management Analyst Eric.Swanson@dms.myflorida.com (850) 487-9981 Amy Smyth Zeigler, M.S., PMP Communications Analyst Amy.Smyth@dms.myflorida.com (850) 294-3080 Rachael Lieblick, PMP, FCCM Operations Manager Rachael.Lieblick@dms.myflorida.com (850) 414-6735 Thank you for your attendance. We’re here to help. Contact the Customer Service Desk at 1-866-352-3776 or BuyerHelp@myfloridamarketplace.com or the MFMP Team with any questions that you may have.BuyerHelp@myfloridamarketplace.com