MyFloridaMarketPlace Roundtable September 17, 2003

1. MyFloridaMarketPlace Roundtable September 17, 2003

2. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • FLAIR Integration Update • Policies, Process, and Procedures Guide • Break • Sourcing Toolkit Overview • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

3. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • FLAIR Integration Update • Policies, Process, and Procedures Guide • Break • Sourcing Toolkit Overview • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

4. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • FLAIR Integration Update • Policies, Process, and Procedures Guide • Break • Sourcing Toolkit Overview • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

5. Development Guide Overview Purpose of Guide: The purpose of this document is to provide guidance regarding the development of agency-specific processes, policies, and procedures pertaining to use of MyFloridaMarketPlace. This document only contains guidelines to assist you in identifying areas to think about. It is up to each agency to determine whether it will, and the extent to which it will define and document its agency-specific policies, processes, and procedures related to MyFloridaMarketPlace. Scope of Guide: This guide defines overall purchasing processes and key steps within them. It then identifies needed policies, processes, and procedures in relation to these process steps. This guide only references purchasing processes related to MyFloridaMarketPlace. This guide does not cover areas that are defined as part of an agency’s workflow through work with your agency liaison.

6. Purchasing Process Requisitioning / Generating P.O. Receiving Invoicing Key Steps: Key Steps: Key Steps: • Identify Need • Create Requisition/ Select Vendor • Approve Requisition • Requisition Becomes Purchase Order (PO) & sent to vendor • (Note: Applies to Commodities Only) • Receive E-Mail Prompt • Physically Receive Items • Receive Items in MyFloridaMarket Place • Status Changed to Received • Vendor Submits Invoice - Electronic or Paper (if paper, create electronic invoice by entering data into e-form and tying to PO or contract) • Automatic 3-Way Match (for commodities)/2-Way Match (for services) • Exceptions Sent to Exception Handler for Resolution • Invoice Manager Approval • State Comptroller Approval • Payment request sent to FLAIR for warrant

7. Other Purchasing / MyFloridaMarketPlace Processes / Functions System Admin / User Set-up & Maintenance Contracts Sourcing Key Steps: Key Functions: Key Steps: • Identify Need & Gather Technical Specs • Create Solicitation • Identify & Prepare Target Vendors • Launch Solicitation • Receive Vendor Bids • Evaluate Vendor Bids • Negotiate With Top Few Vendors (ITNs only) • Select Vendor • Award Contract • User Role Changes • Password Maintenance • Transition Maintenance • User set-up • Create Master Agreement Request (MAR) • Approve Master Agreement Request • Update Master Agreement access as Needed

8. Requisitioning / Generating P.O. Receiving Invoicing Requisitioning/Generating P.O.-- Key Steps: (Note: Items in italics are system only functions) Approve Requisition Turn into PO and Send to Vendor Create Requisition / Select Vendor Identify Need • Determine commodity or service need • Define technical specs (if needed) • Approvals based on Agency workflow • Approve or deny requisition • Add comments if needed • Submit approval • If encumbered, FLAIR integration approval • If unencumbered, PO goes directly to vendor • PO automatically generated upon requisition approval • PO automatically sent to registered vendor via fax or e-mail • Status changed from Submitted to Ordered • Create/add title • Select vendor & add items &/or service description (for non-catalog items) • Tag commodity code • Input quantity & price • Add special conditions (if needed) • Complete accounting information • Complete shipping information • Add other needed comments (internal and/or to vendor) • Attached needed documentation • Submit requisition • Status changed from Composing to Submitted • To Select Vendor: • Review Catalogs, State Term Contacts (STCs) & SNAPS Agreements • Look for vendors registered in MyFloridaMarket Place • Collect quotes • Choose vendor

9. Policy, Process & Procedures to Consider Overall Procurement • If conducting a phased roll-out, how and by whom will requisitions be handled in MyFloridaMarketPlace before and while additional users are in training? • Define/confirm when a competitive procurement should be done • How will P-Cards be used? • Use P-card memo from State Purchasing as a guide for defining agency guidelines on P-Card usage within and outside of MyFloridaMarketPlace • P-Card transactions entered in the system take on the same approval flow as requisitions in MyFloridaMarketPlace • Determine whether or not to input P-Card transactions into MyFloridaMarketPlace

10. Requisitioning / Generating P.O. Requisitioning/Generating P.O. Receiving Invoicing Step Policies, Processes & Procedures to Consider • Create/add title -- define naming convention • Item/Service Description -- define description conventions • Item/Service Description -- determine if Special Conditions should be included here or in line item comments • Decide who is responsible for selecting/adding the comments that go to the vendor • Define requirements for supporting documentation to be attached • Define method to get paper documentation into the system Create Requisition • Must use registered vendor; if need to use reluctant vendor, what is the internal process for getting appropriate approvals and submitting to the Help Desk? • For items under $2,500 -- are multiple quotes needed? If so, how many? (Purchases over $2,500 are required by rule to get at least 2 quotes) • How to use e-quote capability versus current method; if don’t use e-quote, how to get quote information into MyFloridaMarketPlace Select Vendor • Denials/Approvals -- what can be changed by Approvers with a message to the requester versus sending denied requisition back to requester for revision? (System will automatically re-generate approval chain when certain fields/items are changed) • Who will confirm accounting information? Approve Requisition

11. Requisitioning / Generating P.O. Requisitioning/Generating P.O. (cont’d) Receiving Invoicing Additional Policies, Processes & Procedures to Consider Topic Area • Confirm how to purchase agency-specific items that may not be straightforward for various reasons (e.g., fuel - price variations) • Clearly define the steps that users must follow to purchase different types of items -- standard and unique Purchasing Agency-Specific or Unique Items • What is the internal process for withdrawing requisitions (from Submitted status), including required notifications (The system does not send any notifications to approvers upon withdrawal)? • What process, approvals, and notifications are required to cancel a PO/DO that has already been sent to a vendor (Ordered status)? • Define internal process for notifying approvers of canceled orders (MyFloridaMarketPlace does not systematically route cancelled orders to approvers prior to cancellation) Handling Withdrawn & Canceled Requisitions

12. Additional Resources For Additional Assistance: Contact Vincent Ackerman at 850-487-9847; ackermv@dms.state.fl.us Refer to the Communication Tool Kit which contains example documents from other agencies

13. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • FLAIR Integration Update • Policies, Process, and Procedures Guide • Break • Sourcing Toolkit Overview • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

14. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • FLAIR Integration Update • Policies, Process, and Procedures Guide • Break • Sourcing Toolkit Overview • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

15. Contents MyFloridaMarketPlace Event Sourcing tool Kit Introduction Design Build Run Close Appendix

16. Introduction Overview This Sourcing Event Tool Kit has been developed to help Purchasing Analysts conduct sourcing events using the MyFloridaMarketPlace Sourcing tool and contains the following: • PowerPoint presentation that describes the entire sourcing process (main section of this document) • Sourcing Event Check List (Appendix A) • Sourcing Event Job Aid (Appendix B) • Helpful links to the various resources such as the Buyer and Vendor links, training material, documentation on advanced functionality of the MyFloridaMarketPlace Sourcing tool (Appendix C) • List of Agency Sourcing Liaisons and their contact information (Appendix D) • Sample email communications, event content and calendar of events (Appendix E) • Training User IDs and passwords (Appendix F) • Key questions to help Purchasing Analysts identify event timeline and template configuration settings (Appendix G) • List of system-generated emails (Appendix H) • HTML Quick Reference Guide (Appendix I) • WinZip Instruction Guide (Appendix J) • Connection Speed Table (Appendix K)

17. Introduction First Steps Prior to conducting events in the MyFloridaMarketPlace Sourcing tool, it is strongly recommended that Purchasing Analysts do the following: • Attend 1.5-day instructor-led training • Review the On-Demand online Sourcing training (see Appendix C for link) • Contact your Agency’s Sourcing Liaison for general instructions and requirements to conduct a Sourcing event using MyFloridaMarketPlace (see Appendix D for list of Agency Sourcing Liaisons) • Review the Sourcing Event Tool Kit (main section of this document) • Review the Sourcing Event Check List (Appendix A) for the recommended process to conduct a Sourcing event using the MyFloridaMarketPlace Sourcing tool • Look at samples of past events provided on MyFloridaMarketPlace training environment (see Appendix C) • Utilize MyFloridaMarketPlace Sourcing training environment to practice and test alternate designs and configurations for your Sourcing event • Utilize the Buyers link on MyFloridaMarketPlace (see Appendix C), which provides additional information, training and communication on various issues

18. Introduction MyFloridaMarketPlace Event Sourcing Process Diagram A four-stage process has been developed to help Purchasing Analysts develop and launch effective solicitations within MyFloridaMarketPlace Sourcing tool that result in identifying the best-fit vendor(s) for the State’s business needs. Design Build Run Close Identify Vendors Select Template Invite & Launch Award Decision Key Worksteps Develop Content Preview & Train Build Event Posting Determine Calendar Open Bid Period Close Event Test Event The above diagram will appear in the top right hand corner of each slide throughout this Tool Kit to help you understand where you are in the process. The applicable stage and workstep will be highlighted in green Updating Live event

19. Update on DMS Lessons Learned

20. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • FLAIR Integration Update • Policies, Process, and Procedures Guide • Break • Sourcing Toolkit Overview • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

21. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • FLAIR Integration Update • Policies, Process, and Procedures Guide • Break • Sourcing Toolkit Overview • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

22. Next Meeting: Time / Location • October 8th • 9:00 a.m. – 11:00 a.m. • Carr Building, Room 170