MyFloridaMarketPlace Roundtable June 3, 2003

1. MyFloridaMarketPlace MyFloridaMarketPlace Roundtable June 3, 2003

2. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Requisitioning Demo (Part I) • P-card Policy • Resolution of Pending Issues / New Items • Next Meeting Location / Time

3. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Requisitioning Demo (Part I) • P-card Policy • Resolution of Pending Issues / New Items • Next Meeting Location / Time

4. MyFloridaMarketPlace System Overview MyFloridaMarketPlace supports a number of different functions including: • Vendor Registration – Allows vendors to register and maintain their vendor information in the system. The vendor may also register for CMBE certification within the Vendor Registration System • Requisitioning – Online creation of requisition from an online catalog or contract. Approvals are Supports submitting electronic quotes to vendors and allowing vendors to respond to the quote online. • Contract tracking – Online tracking of contracts including available balance, contract term, contract pricing, etc.

5. MyFloridaMarketPlace System Overview (cont.) • Invoice reconciliation – Online matching of invoice, purchase order, receipt, and/or contract. The discrepancies will be identified and routed to the agency for review • Reporting – Customized reporting capabilities providing the agencies with spend visibility, contract compliance, etc. • Bidding – Online submission of solicitations to vendors. Vendors will respond to their bids online and the agency may evaluate the responses online as well.

6. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Requisitioning Demo (Part I) • P-card Policy • Resolution of Pending Issues / New Items • Next Meeting Location / Time

7. Policy for P-card Usage within MyFloridaMarketPlace Background • The statewide purchasing card program was implemented to streamline processes, improve management reporting, and reduce the cost of making small dollar purchases. • Per Administrative Rule 60A-1.002, agencies are recommended to use the state purchasing card for all procurements, especially for purchases below $2,500. Overview • With the implementation of MyFloridaMarketPlace, users may create a requisition with the payment method of p-card before or after the transaction is completed. This will provide the State with increased visibility to the spend in order to identify strategic sourcing opportunities. • Circumstances will exist in which a p-card transaction will occur directly with the vendor without a transaction being completed in MyFloridaMarketPlace.

8. P-card Usage Outside of MyFloridaMarketPlace Purchases in the following categories may be completed on the purchasing card outside of MyFloridaMarketPlace and will not require registration through MyFloridaMarketPlace: • If the transaction can only be consummated through the use of the purchasing card, i.e., the vendor will not accept a purchase order • Examples: Subscriptions and conferences* • Travel related expenditures • Examples: Rental cars, Airline tickets, and Hotels* • If the requestor is away from the office and needs to complete a purchase • Examples: Park ranger needs to have a plumber repair a leak; Maintenance requires a new part immediately to complete a repair • Emergency purchases • Examples: Purchase that is critical to the agency’s mission Note: The complete list of items that may be consummated through the use of the p-card will be provided at a later date per 60A-1.030 p.3(b).

9. P-card Usage Within MyFloridaMarketPlace For those purchases completed within MyFloridaMarketPlace, the following process will apply: • The requestor will complete a requisition within MyFloridaMarketPlace and decide whether to include the p-card number on the requisition and whether to transmit the PO to the vendor electronically. • The requisition will be submitted for approval. Approval requirements will be based on the agency-specific workflow. The requisition process may be completed after-the-fact if necessary. • If the requestor elects to transmit the PO to the vendor, the PO will be sent to the vendor upon approval by all approvers. • The requestor may complete the receiving report within MyFloridaMarketPlace for the p-card purchase, if desired. • In the event the vendor submits an invoice to the State for a purchase completed via p-card, the system will automatically reject an invoice associated with a purchase order with a p-card payment mechanism.

10. Concerns regarding P-card Purchases in MyFloridaMarketPlace • “… I don’t want to electronically send a copy of the PO to the vendor; I want to pick up the item at the store.” • Requestors may decide whether to electronically transmit a PO to the vendor or not when paying with a p-card. • “… I don’t want to include my p-card number on PO due to security concerns.” “… I don’t want to provide my p-card number to the vendor until the goods have been received.” • The p-card number will no longer be a required field. The p-card number may be provided to the vendor at a later date. • “… the requisition approval process will take too long. I need the items now.” • The requisition approval process can be defined in such as manner as number of approvals may be significantly reduced. This will be defined during the agency-specific workflow discussions. • The requisition may be completed after-the-fact for purchases that need to completed immediately.

11. Concerns regarding P-card Purchases in MyFloridaMarketPlace • “… I am concerned that vendor will charge the card twice if they receive a PO with the card number and then I go to the store to pick the item up” • The electronic transmission of the PO to the vendor is not required and the requisition would be completed for spend tracking purposes. • The p-card number and expiration date are not required to be included on the requisition and may be provided to the vendor over the phone or upon goods pick-up. • In the event that a vendor submits an invoice for a purchase order completed via p-card, the invoice will be automatically rejected when it is received in MyFloridaMarketPlace therefore reducing the chance of double payment.

12. Concerns regarding P-card Purchases in MyFloridaMarketPlace • “… a large number of our agency’s p-card purchases are completed out in the field for items required immediately and at Mom-and-Pop shops. Requiring them to complete a requisition in MyFloridaMarketPlace and requiring the vendor to be registered is not realistic.” • Purchases completed when the requestor is out of the office are not required to be completed within MyFloridaMarketPlace and the vendor is not required to be registered within MyFloridaMarketPlace. The agency may register the vendor directly in SPURS in order to complete the p-card payment. • “… I can get a better price from the vendor if I buy on-line and pay with the p-card.” • MyFloridaMarketPlace supports the capability of gathering quotes and electing to pay with the p-card, therefore, allowing the user to receive the best price at the time of purchase. This will also provide the State visibility into the purchase.

13. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Requisitioning Demo (Part I) • P-card Policy • Resolution of Pending Issues / New Items • Next Meeting Location / Time

14. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Requisitioning Demo (Part I) • P-card Policy • Resolution of Pending Issues / New Items • Next Meeting Location / Time

15. Next Meeting: Time / Location • June 10th • 9:00 a.m. – 11:00 a.m. • Carr Building, Room 170