MyFloridaMarketPlace

MyFloridaMarketPlace Agency Review Training, 2007

Agenda • Welcome / Introduction • What’s New in the MyFloridaMarketPlace Upgrade • Lunch • Agency Review • General Usage • Catalogs • Requisitioning • Approving • Receiving • F & A • (Contracts)

General Usage • Login Jump Screen allows you to navigate directly to a functional area. • A logout warning will be generated for accounts that remain idle, giving you the option to continue working or be logged out. • Email notifications can be managed by adjusting Preferences. • System Searches appear with some differences, but can still be customized and saved. Standard system searches are also available. There are new options for sorting results of System Searches. • Attachments: MyFloridaMarketPlace is designed to support the storage of necessary payment-related information such as purchase orders, contracts and invoices and supporting documentation in conformance with established guidelines. • Delegation of authority: Users should complete a Delegation of Authority when they are going to be on leave and/or out of the office and unable to obtain Internet access to ensure that approvals are completed promptly.

Login Changes You will sign on with your current user name and password The login screen has been changed as shown ‘Instead of going directly to the “Home” page, you can select “where” you want to go by clicking on your option in the drop down box

Logout Warning A new feature is that when your session has been idle, instead of immediately logging you out, the Logout Warning popup will appear with a countdown of 60 seconds. If you want to continue with your work in MFMP, click on the Cancel Logout and your session will remain open.

E-Mail Notifications To change the amount of e-mail notifications you may receive you can change your preferences. Click on your Preferences link.

E-Mail Notifications Click on your email notification preferences

E-Mail Notifications The notifications we want to affect are for receipts. Drill down in your edit preferences box and click on Receipt

E-Mail Notifications Ability to modify watcher preferences is a new feature Drill down to check Never Send on both the “When I need to approve a document” and “When my approval is overdue”

System Searches You can click the circled link to create a new search. Your saved searches are listed first. The standard system searches are listed here.

System Searches You can select multiple items by checking more than one selection. In this example, we’ve selected multiple PUIs.

System Searches Check this box to select all the options. In this case we wanted all the PUIs selected (see circled items above.)

System Searches Remember it is always best to use at least TWO search criteria; your results will be returned faster . Additional search filters can be added. For example Encumbrance #, Preparer, Approver, etc.

System Searches You can group results by status, date created, etc.

System Searches Grouping by status can assist in managing your workload or tallying the number of items in a particular status. Searches were grouped by status. You can expand the selection by clicking on the arrow.

System Searches You can opt to add or remove columns. In this screen, status has been removed. Just click the item you want added/removed A system search can be downloaded in EXCEL. A maximum of 500 records will be returned. You can choose to export the entire search or only the current page that is displayed.

System Searches The downloaded search will look similar to this.

System Searches For searches you do often, Save the Search. Click on the Save Search button.

Save Searches Title the search.

System Searches Your saved search is here. Anytime you want to run the search, simply click on the title or the Search button.

Scanning and Attachments • MyFloridaMarketPlace supports the storage of necessary payment-related information such as purchase orders, contracts and invoices and supporting documentation in conformance with established guidelines. • Attachments that include confidential information are not considered appropriate for uploading into MFMP, and if they are confidential, uploading them into MFMP may violate F.S. 119.071 as well as comparable federal regulations relating to confidentiality such as HIPAA. • It is the agency’s responsibility to redact this information prior to posting it to MyFloridaMarketPlace. Workflow approvals that are included in MyFloridaMarketPlace offer the opportunity for multiple users to identify and take action against a transaction that includes confidential information, including initiating the ‘Attachment Purge Request’ process (form and process is posted on the MyFloridaMarketPlace toolkit). Attachments on a MyFloridaMarketPlace transaction should be less than 4 megabytes in size • Recommended File Types For MyFloridaMarketPlace are.bmp – Bitmap Image.doc – MS Word.fdf – Adobe Acrobat Forms Document.csv – MS Excel Comma Separated Values File.rft – Rich Text Format.xls – MS Excel Worksheet.pcx – PCX Image Document.tif – TIF Image Document.wri – Write Document • Full details for the Scanning and Attachment Guidelines are posted on the toolkit

Delegation of Authority • As a reminder, users should complete a Delegation of Authority when they are going to be on leave and/or out of the office and unable to obtain Internet access. • The delegation authorization is completed by accessing Preferences, selecting Delegation of Authority and completing the required fields. • Delegation is to start at 12:00 a.m. on the date selected. • Be sure to give enough time so that if your supervisor is required to approve your request, they will be able to do so in advance of the intended start date of the delegation. • Delegation is extremely important to ensure Requisitions as well as Invoice Reconciliations are approved in a timely manner.

Agenda • Welcome / Introduction • What’s New in the MyFloridaMarketPlace Upgrade • Lunch • Agency Review • General Usage • Catalogs • Requisitioning • Approving • Receiving • F & A • (Contracts

Catalog Search Enhancements The ‘Non-Catalog’ tab is now the ‘Create Non-Catalog Item’ button. The ‘Add Items’ page defaults to display the ‘Keyword’ search and the ‘Browse Path’. Changes to the catalog browse path still allows you to select by contract category and sub-categories but also show you the number of contracts loaded that you can select from.

Catalog Search Enhancements Select additional fields from the ‘Options’ menu to display with the ‘Keywords’ search. This search allows for additional fields to be selected to initiate a catalog search. Contract ID = State Term Contract ID Favorites = catalog items you have “Added to your Favorites”.

Catalog Search Enhancements Catalog search has been initiated by clicking on the Audio-Visual link from the Catalog browse page, and then the 840700: Video Monitors/Receivers link.

Catalog Search Enhancements The catalog “tree” shows you all links initiated for this search. All items loaded as catalog items will populate on this page. For this example there are two catalog items.

Catalog Search Enhancements An item that a user may order repeatedly can be saved as a Favorite. Click on the Add to Favorites link. If no Favorites Group is already established, click Other…

Catalog Search Enhancements You may create a name that will assist you in finding the item(s) to create future requisitions. Once you have named your group, click Create Group. For this exercise we are creating the group at the same time we are searching for the item and adding the item to the group.

Catalog Search Enhancements The item you want to add is identified at the top. To add your selected item to your group, click the add item link.

Catalog Search Enhancements Favorites’ optional search fields lock once selected. You may unlock the field by clicking on the ‘Lock’ icon. Favorite groupscan be established at any time by conducting a search, clicking on Favorites and creating your group at that time. As items are found when searching, you can add the items to your group at that time. The item we wanted added to the Favorites Group of Audio Visual populates on this screen and is flagged with the star

Catalog Search Enhancements To add multiple lines to the shopping cart, click on the ‘Summary(multi)’ or ‘Details (multi)’ view. Check the checkbox next to the line items, indicate line item Quantity, and click ‘Add to Cart’ button.

Agenda • Welcome / Introduction • What’s New in the MyFloridaMarketPlace Upgrade • Lunch • Agency Review • General Usage • Catalogs • Requisitioning • Approving • Receiving • F & A • (Contracts)

General Comments – Purchasing Changes • Can “jump” directly to Create Requisition from the Login page • Requisitioning Steps reduced from 7-3 • Add Items step allows you to add items and edit individual line items at this level in addition to editing at the Checkout page • Change Request #3 – Payment History: While this is primarily a Finance & Accounting change, payment history (for all items paid through MFMP) is tracked on the Direct Order for all versions of the PR/MA • Change Request #6 - Delay Purchase Until: Effective with requisitions submitted with a Delay Purchase Until date of after 4/2/07 • Change Request #25 – PO/MA# on Invoice eForm: While this is primarily a Finance & Accounting change, many purchasing staff are the ones who initiate the INEF. • Change Request #27 – Negative Receiving: Effective with requisitions submitted after 4/2/07 and current orders in MFMP 1.0 • Change Request #28 – Workflow Regeneration: The business rules for workflow regeneration has been reduced • Releases against Master Agreements (Contracts) are now titled with an “R” for release, ex: MA6002-R6 is Release #6 against MA#6002

General Comments – Purchasing Changes • Purchase Order cancellations are created as versions, similarly to requisition change orders • All line item detail (including accounting information) can be reviewed on the checkout page • Hide Details and Show Details links allow you to expand and collapse your view of the line item details • Minimize/Maximize Page allows you to expand your screen to view more detail of your requisition • The line item detail of a requisition turns to a color of “peach” while in edit mode • Adding catalog items to your “Favorites” is an easier process and the items populate as a star on your requisition • Multiple catalog items and the quantity for each item can be selected during the Add Items function Tabs (Catalog, Non-Catalog, Favorites, Saved Searches, Master Agreements) no longer appear when selecting “Add Items” • Change orders now appear as Versions • Change order versioning no longer appears with the DO#

Best Practices - Purchasing • Explore catalogs (for loaded state term contracts) prior to initiating a requisition to verify if the catalog is loaded as a Line Item, Punch-out or Global Icon Catalog; • Click on the STC scroll to verify prices match the prices loaded within MFMP. • Notify your Purchasing Office of any discrepancies for resolution; • Routinely check the status of your requisition and the history • Document when the requisition went into Ordered status • Contact your vendor to ensure they receive the order • Notate when it was successfully sent to the vendor • Copy previous requisitions as needed for next year purchase orders. Edit and make changes as appropriate; • Initiate a receipt on your purchase order as soon as the product arrives, but no later than five (5) calendar days • Write the Receipt # on the Invoice to submit to your Finance & Accounting personnel

Best Practices - Purchasing • Ensure invoices (link on shortcut menu) are reviewed and approved (submitted) upon receipt; • Only include attachments and comments that are necessary for the processing/ approval of your requisition; • Ensure no Confidential information is included • Obtain written scopes of services, rate sheets and quotes from vendors in advance of initiating your requisition • Ensure change orders are submitted to affect balances and other changes needed in a timely manner; • Use the PO Start Date field for the beginning date of your PO; • Use the PO End Date field for the expiration date of your PO; • Use the Need By Date field to communicate to the vendor the timeframe that the commodity needs to be delivered; • Coordinate with your Finance and Accounting personnel when establishing purchase orders and Master Agreements to ensure they are set up in the easiest way for F&A to pay

Creating a Requisition TITLE: Follow your Agency’s naming convention for the Title of your PR ON BEHALF OF: Defaults to the requester’s name but may be changed, as required, based on your agency’s procedures DELAY PURCHASE UNTIL: Leave blank unless necessary (ex: creating requisitions for the following fiscal year would have a Delay Purchase Until date of 7/1/XX). The Delay Purchase Until date can be manually entered or selected from the calendar box. A requisition may be withdrawn, and edited by the requester, at any time during the delay until timeframe while still in submitted status.

Creating a Requisition PO START DATE: Follow your agency’s procedures regarding entering a Start date. PO Start dates are generally entered when creating a blanket purchase order to cover a selected period of time. The date can be manually entered or selected from the calendar box. PO END DATE: Follow your agency’s procedures regarding entering an End date. PO End dates are generally entered when creating a blanket purchase order to cover a selected period of time. The date can be manually entered or selected from the calendar box. FISCAL YEAR: The system will default to the current fiscal year. There is no need to make changes unless you are creating a requisition for the following fiscal year. For those requisitions, click on your dropdown and select the appropriate fiscal year. PUI#: Defaults to requestor and is used by the system for requisition routing purposes.

Creating a Requisition Encumber Funds: The requisition will default to this box being checked. Leave checked if MFMP is to encumber the purchase order in FLAIR. PCard Order: Check this box if payment will be made by PCard. Only one box can be checked: Encumber Funds or PCard. Do Not Send Purchase Order to Vendor: This is generally checked when creating a “Confirming Purchase Order” or an “accounting only” change is being made to your PR. Follow your agency’s procedures regarding when to check this box.

Add Items - Catalog CATALOG: Equivalent of STC (State Term Contract). Click on the Options link, then Contract ID then enter the entire STC # and the return will bring up the selected contract, OR You can search for the catalog item by clicking on one of the category or sub-category links. Select other tools to assist you in searching for a STC.

Add Items - Catalog This screen represents the results from a search of Favorites: Audio Visual. Both items are to be purchased and are able to be selected, quantity chosen and added to your cart directly from this screen.

Add Items - Catalog Items from the catalog search and selection, which were “added to the cart” now appear as line items on your requisition.

Add Items – Global Icon Search for catalog Bookcases and Bookshelves These are the results from the catalog search for Book-cases/ Book-shelves The scroll represents this is a State Term Contract. Click on the scroll link and it will direct you to the DMS State Term Contract for your review (shown in the 2nd attachment). In this example, the search return brought back the global icon. Click on the link to obtain ordering instructions and authorized dealers (see the next slide)

Add Items – Global Icon Scroll down the page to obtain the additional information to place an order and authorized dealers to contact, etc.

Add Items - Catalog Results from clicking on the “Scroll” which takes you to the DMS website and this exact contract

Add Items (Non-Catalog) The Add items page defaults to the catalog page. With MFMP 2.0, there are no longer “tabs” to allow you to select the type of requisition you will be creating (formerly Catalog, Non-Catalog, Favorites, Saved Searches and Master Agreements). This example shows you how to create a non-catalog item requisition. NON-CATALOG: To create requisitions for purchases not loaded as a line item catalog and/or a punch-out catalog. Click the Create Non-Catalog Item box to begin a Non-Catalog Requisition

Add Items (Non-Catalog) All circled and editable items are to be completed to document your purchase. You will continue to complete your non-catalog item page as you do with MFMP 1.0. The only change to the Non-Catalog item page is that there is no longer an “Add Items” box to select for the item to populate onto your requisition. When complete with your non-catalog item, click “OK” and the item will populate as a line item on your requisition.

Add Items – Punch-out Office Depot has been entered as a Keyword Search. The results identify this catalog as a punch-out catalog. You will also be able to confirm these results if the selection returns with a Buy From Supplier selection. To punch-out directly to the vendor’s website, click on the Buy From Supplier selection “Punch-Out” requisitions are “catalog” requisitions that you “Punch-Out” directly to the supplier’s website to add items to populate your requisition. Currently there are three catalogs that are “Punch-Out”: Office Depot, Fisher-Scientific and Grainger.

Add Items – Punch-out You are at the Office Depot website for State of Florida purchases For this requisition, we are searching for pens. “Pen” was entered in the search field and search selected. Additional search options are shown

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