Secretary of State

1. Team Georgia Marketplace™ Secretary of State User Kick Off Mar 01, 2011

2. At the end of this webinar, you will be able to: Describe Team Georgia Marketplace™ Discuss the value of Team Georgia Marketplace™ to SOS Discuss the SOS transition process to Team Georgia Marketplace™ Identify who to contact with questions or comments Purpose This is a session dedicated to providing you information about the Secretary of State transition to Team Georgia Marketplace™. The Go Live date for SOS is Tue, May 3. You will also have an opportunity to address questions at the end of the presentation using the “Questions” feature on your Citrix webinar interface toolbox.

3. What is Team Georgia Marketplace™? SOS Leadership Support What is in it for me? What will change? What will be different? Timeline Training and Support Closing Comments Q & A Agenda This is the series of topics we intend to address in order to accomplish our stated goals…

4. Core Functionality An integrated family of PeopleSoft procurement modules P-Card Reconciliation And Approval eProcurement Online Catalogs eSupplier Self Service Portal 4 Strategic Sourcing Contract Management

5. Each user to approach Team Georgia Marketplace™ with a positive attitude, with an open mind, and a desire to improve our internal processes Each user make it a priority to attend all assigned training Each user to ask questions during the learning process Each supervisor to understand it will take users time to become comfortable and proficient using these new modules Secretary of State Leadership Support The Secretary of State leadership team is dedicated to the implementation of Team Georgia Marketplace™ to improve overall operations and business practices. SOS leadership expects…

6. The ability to browse through online catalogs and purchase items online, just like if you were buying music or booking airline tickets. The ability to check on the status of requisitions from any PC The ability to work with vendors online The opportunity to use a globally recognized set of modules based on industry best practices. This is a chance to grow your skills and competencies. Secretary of State What’s in it for You? The implementation of a new computer program or system is a challenge because you are used to doing things a certain way. After May 3, you will perform the same purchasing tasks but in a new way, using a different set of tools. Team Georgia Marketplace™ will offer you… 6

7. The SOS team charged with leading the transition process will work out the specific details prior to training. The expected changes you will encounter include… The manual procurement process will go away Requests and approvals will be completed using the ePro module The notification feature will create more emails, mostly for approvers Buyers will create RFPs and RFQs online using Strategic Sourcing Contracts will be created, revised, and managed online using Supplier Contracts At first, Team Georgia Marketplace™ may not seem faster or easier but the users who have been using it for as much as 18 months say the more you use it, the easier it becomes. Changes you can expect…

8. The Secretary of State has been collaborating with the Department of Administrative Services (DOAS) to prepare for this project. Here is an overview of the project timeline… SOS project team orientation -------------------- Jan 24 – Jan 25 Determine user roles ------------------------------- Jan 25 – Feb 04 Super User training --------------------------------- Feb 21 – Feb 24 User training ----------------------------------------- Mar 21 – Apr 22 Go Live ------------------------------------------------ May 3 Go Live Webinar ------------------------------------ May 4 SOS Transition Timeline

9. The SOS team is helping the Department of Administrative Services (DOAS) prepare your training to include determining the role (or functions) you will have in Team Georgia Marketplace™. Your role will determine the training you require. Here are Team Georgia Marketplace™ roles and training guidelines: P-Card reconciler –----- 90 min (online) Requestor –-------------- half day Approver –---------------- half day Requestor/Approver –- one day Buyer –-------------------- two days Contract Admin –-------- one day SOS Transition Process: Training

10. You will be provided training registration soon if you have not received it already. The registration information will be based on your assigned Team Georgia Marketplace™ role or roles. When you provide your training registration, you will be asked to select several class options for a given class. This information will be collected by your SoS team to generate a master training schedule. Once the master schedule is complete you will be notified of the class session, or sessions, you will need to attend. Team Georgia Marketplace™ training will be scheduled Monday through Thursday each week. Most morning sessions will begin at 8:30 am and most afternoon sessions will be begin at 1:00 pm. SOS Transition Process: Training

11. Once you have been trained, you will be given access to the user lab that will allow you to practice and review the modules you will use prior to Go Live. The SOS transition team has been learning how to use the Team Georgia Marketplace™ modules since early March. This group, called super users, will be available to you in the event you have questions about what to do or how to do it after Go Live. If you have system questions, you will be able to contact the Procurement help desk as well at 404-657-6000 or via email at procurementhelp@doas.ga.gov. Training and Support

12. Closing Comments • Change is not easy • The SOS leadership recognizes you have been accustomed to doing certain procurement tasks in one familiar way for quite some time and it will take some time for you to learn a new way. • Help us continuously improve • Please be patient but also be willing to let us know what is working and what is not working so we can make adjustments to our business processes to ensure we create the best process for SOS. • This is important • The SOS leadership understands you are all responsible for a variety of projects and tasks but we ask in the midst of all you do, you find time to participate in assigned Team Georgia Marketplace™ training. It is important for us to get this project done in a timely manner and we need your help to do that successfully.

13. Open Discussion • What are your questions? • What are your concerns? • What are your suggestions? www.statepurchasing.doas.georgia.gov

14. You should now be able to: Describe Team Georgia Marketplace™ Discuss the value of Team Georgia Marketplace™ to SOS Discuss the SOS transition process to Team Georgia Marketplace™ Identify who to contact with questions or comments Purpose This session has been designed to provide you information about the Secretary of State transition to Team Georgia Marketplace™. The Go Live date for SOS is Tue, May 3.

15. Thank you for the time you have invested in learning more about this project. Your continued support and participation will determine our success! Sakina Strozier Purchasing Officer sstrozier@SOS.ga.gov 404-656-2828