MyFloridaMarketPlace Analysis 2.0 Functional Overview December 18 - December 19, 2007

Page - 2 Agenda  Introduction  Pivot Table Concept  Analysis Data loads  Creating Analytical Reports  Exporting Reports  Customizing the Dashboard  Increasing Report Performance  Common Performance-related Issues  Open Analysis SIRs  Training Materials

Page - 3 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

Page - 4 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

Page - 5 Introduction – Analysis Reporting Concepts Dimensions can be further divided into levels Hierarchies impose a structure on the levels of data within a dimension Dimension: Ordered Date Hierarchy 1: Calendar Level 1: Calendar Year (2006, 2007…) Level 2: Calendar Quarter (Q1, Q2…) Level 3: Month Level 4: Day Hierarchy 2: Fiscal Level 1: Fiscal Year (2006, 2007…) Level 2: Fiscal Quarter (Q1, Q2…) Level 3: Month Level 4: Day

Page - 6 Introduction – Analysis Reporting Concepts Dimension: Ordered Date Hierarchies: Fiscal and Calendar

Page - 7 Introduction – Analysis Reporting Concepts Data field – actual data value from a fact that is always a numerical value.

Page - 8 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. -- Page fields – filter other fields -- Column fields – similar to columns on a spreadsheet -- Row fields – similar to rows on a spreadsheet

Page - 9 Introduction – Analysis Reporting Concepts 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. Page field Row field Data field Column field

Page - 10 Analysis Data Loads Incremental data loads  Run daily after 6:00 PM  Analysis data is always 2 days behind  Decreased system performance during data loads

Page - 11 Creating Analytical Reports Step 1: On the Source Data page select the fact you want to investigate and the data fields associated with that data.

Page - 12 Creating Analytical Reports Step 2: On the Pivot Layout page lay out the pivot table by placing hierarchies into different areas of the pivot table (row, column, or page).

Page - 13 Creating Analytical Reports Step 3: On the Refine Data page refine the amount of data to investigate in the report. Click Done to view the report.

Page - 14 Creating Analytical Reports Step 4: The report will display with the layout that was chosen.

Page - 15 Exporting Reports Analysis reports can be exported to Microsoft Excel or to a CSV file User can use Excel or another spreadsheet application for further investigation and presentation of the data. Excel export limitations  Max of 64,000 rows of data  250 characters per cell  User must be logged in as an administrator on their desktop to export to Excel

Page - 16 Exporting Reports Step 1: To export a report open and run the report you want to export. From the Actions menu, choose Configure Export.

Page - 17 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.

Page - 18 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.

Page - 19 Exporting Reports Step 4: The data will be exported to Excel and will appear in the Data sheet.

Page - 20 Analysis Dashboard The Analysis Dashboard provides links to different parts of the application, folders, and reports. Navigation panel contains links to your frequently-used reports and to parts of Analysis.

Page - 21 Customizing the Dashboard Step 1: The Dashboard can be customized by adding tabs and items. Click the Customize button on the dashboard. You can customize the content that appears in the left and right columns.

Page - 22 Customizing the Dashboard: Adding New Tabs Step 2: Click the Options button and choose Add New Tab.

Page - 23 Customizing the Dashboard: Adding Items Step 1: Adding Items to the tabs on your dashboard can help you better organize the content. Click the tab and then click the Customize button on the dashboard.

Page - 24 Customizing the Dashboard: Adding Items Step 2: The Add Content list will appear on the right of your dashboard showing what items can be added. These are the items you can add to the dashboard.

Page - 25 Customizing the Dashboard: Adding Items Step 3: Drag and drop the item you want to add onto the current tab. When you start to drag an item, a blue dashed line appears and moves as you position the item in the column; the item will be added below the line.

Page - 26 Customizing the Dashboard: Adding Items Step 4: On the next screen navigate to the item that you want to add and select it.

Page - 27 Customizing the Dashboard: Adding Items Step 5: Click Done to return to the dashboard.

Page - 28 Increasing Reporting Performance Drilling down – add dimensions as page fields and drill down to focus on a particular area

Page - 29 Increasing Reporting Performance Filtering – limit the dates and other data to reduce the amount of data displayed in the pivot table

Page - 30 Increasing Reporting Performance Running query in background – run a query in the background as you continue working

Page - 31 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 user’s internet connection  Wait out the query  Run the query in the background  Filter the data “I run a report and it times out”  Report query times out at 180 seconds or if more than 5,000 lines of data is returned  Run the query in the background  Filter the data  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

Page - 32 Open Analysis SIRs SIR 721: No results are returned in a report if there are no fields on the row or column of the pivot table Workaround: A user can manually set a fixed date range instead of specifying “Most recent X and future Y complete…”.

Page - 33 Open Analysis SIRs SIR 722: “Amount Received Less Invoiced” value is incorrect on Purchase Order reports Workaround: A user can manually do the calculations to get the total amount received less the total amount invoiced.

Page - 34 Open Analysis SIRs SIR 728: Analysis Purchase Order excel export not summing PO and PO line counts correctly In this report, Analysis shows Line Count = 32 and PO Count = 15. Excel shows Line Count = 30 and PO Count = 11.

Page - 35 Open Analysis SIRs SIR 768: Data exported from Analysis may contain incorrect quantity on the purchase order line item

Page - 36 Training Materials Binder Contents  Analysis Basic User Guide – same information as presentation, more detailed  Analysis Advanced User Guide – includes information on creating alerts, multi-fact reports, compound reports, and summarized views  Open Analysis SIRs  Analysis Field Guide – a living document that contains information about the fields displayed in Analysis  Presentation

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