MyFloridaMarketPlace

1. MyFloridaMarketPlace Design Overview February 19, 2004

2. Change Request #160 – Modify Requester’s Ability to Cancel a Requisition • State of Florida agencies have asked that systematic controls be placed on the ability of a requisition requester to cancel a purchase order of their creation. Currently, a requester has the authority to cancel a purchase order that they initiated, without any required approval in MyFloridaMarketPlace. • Some of the agencies have requested that requesters no longer be given the ability to cancel orders all together. Other State agencies have asked that their requesters be permitted to cancel orders under a given dollar threshold (e.g. $2,500). Some agencies delegate the authority of managing purchases under this threshold directly to the requester, and do not require approval from an authority. • To accommodate the needs of all agencies, a workflow rule will be built so that each agency may designate a dollar threshold at which approval is required before a requisition is canceled by a requester. This rule will fire each time a requester clicks the ‘cancel’ button on a requisition. Before the order is cancelled in MyFloridaMarketPlace (and sent to the vendor), the rule will match the total amount of the order to the set dollar threshold for all users in that requester’s PUI (e.g. If a DMS requester cancels a requisition, the rule will find the designated threshold for the PUI ‘7200’). The rule will add a single approver to approve the cancelled order. Each PUI will be allowed to designate which role they would like to receive the approval request. • If the dollar amount for the cancelled order is below the requester’s PUI, the requester will not require approval before the order is cancelled. If the dollar threshold is above their PUI, the designated role that an agency has assigned for approval for the PUI will be required to approve the cancellation prior to the status changing in MyFloridaMarketPlace and the cancellation notice being sent to the vendor.

3. Change Request 85 – Change Order Accounting Change/Don’t Send to Vendor • In order to complete a change encumbrance, a user needs to complete a change order in MFMP which includes completing the entire original workflow. Once approved another order is sent to the vendor. Agencies have indicated that they will often need to complete a change encumbrance but will only change accounting fields. They would like to have the ability in this scenario to not regenerate the entire workflow or send a new purchase order to the vendor when these accounting options are changed. To accomplish this, a new edit rule will be created to keep the requisition workflow from being created if the change order only includes changes to the requisition’s accounting. In addition, a checkbox will be added to the header of the requisition that will keep Purchase Orders from being sent to the vendor when checked.

4. Change Request #129 – Line Item Level Contract Encumbrance Number • The Encumbrance # field on a Master Agreement is currently captured at the header level. Agencies have requested to be able to record the encumbrance at the line item as well. This functionality would be needed in the case of an agency, where they may have a contract with a vendor that has multiple line items that are encumbered from different accounts. The hope is that this will improve the reconciliation process and eliminate many potential account discrepancies. • The original design for this requirement stemmed from agencies needing to encumber blanket POs. Since Blanket POs were not line item agreements, it was determined that the header level was the best position for encumbrance. In addition, the live agencies at the time did not perform any contract-level encumbrance. • This change request would allow the agencies to enter a contract encumbrance number either at the header or the line item level, as suits their needs. They would have the option to enter the contract encumbrance number in the line-item description or on a split accounting, if necessary. Entering the contract encumbrance number on the split accounting page would allow the users to encumber a single line item across multiple funds.

5. Change Request #122 – Increase FLAIR Access Level for Invoice Managers • This change request originated from the Department of Health so as the Invoice managers will be logged in based on their individual FLAIR Access Level rather than having to log in at a default level L1 all the time. Currently, when IBI (middle ware) logs into FLAIR; while emulating thru the FLAIR screens, to carry out a 70, 51 or 53 transaction it tries to log-in with the invoice managers FLAIR user id/password as if the Invoice manager had L1 access. IBI enters only the first two digits of the Org code of the invoice manager when logging into FLAIR. However, this approach needs to be changed so that the Invoice Managers can be logged in based on their individual access levels as not all agencies have their invoice managers with a L1 access. This requires making a change in MyFloridaMarketPlace and IBI so that IBI enters the Invoice managers Org code up to their Org level when logging into FLAIR.

6. Change Request #124 – Advance Payment Indicator Functionality • The original intent of the Advance Payment indicator was to visibly identify to the State Comptroller that this purchase was an advance payment situation and that it is acceptable that the goods are being paid prior to the receipt and acceptance of the goods. A common example of this is the purchase of software licenses where the vendor will not provide the license number until payment has been received. • The agencies have requested that additional functionality be added to the advance payment indicator to assist them in notifying the F&A group of an advance payment situation. Currently, the agencies are manually adding another approver to the requisition approval chain or printing out a copy of the requisition or PO and sending it to the F&A group. This is a cumbersome process that does not ensure that the F&A group is notified of the advance payment purchase. In some situations, the vendor requires that the purchase order be submitted in conjunction with the payment, rather than on the final approval. The agencies have requested that a notification be sent to the F&A group if the Advance Payment indicator is checked. This notification will let the appropriate party know that this is an advance payment situation and they should initiate the payment process for this purchase order. In order to accommodate this request, MyFloridaMarketPlace will be modified to trigger an email notification to a selected user once the requisition has been fully approved by all approvers and, if encumbered, successfully encumbered in FLAIR. This will ensure that a payment is not initiated prior to the successful encumbrance of the funds, complete approval of the requisition, and creation of the PO.

7. Change Request #108 – Make quantity and Price editable for partially received line items. • Instances have been identified where Agencies will create a Purchase Order (typically a Blanket Order) and partially receive a line item (order 10 and only received 5) and choose not to close the order. There are occasions when the Agency will need to create a change order against this partially received line item and change the quantity of goods or the price of the goods ordered, but currently these fields are not editable. Agencies have requested that this functionality be added to MyFloridaMarketPlace. An example is when an Agency purchases 5000 gallons of fuel on one line item. The Agency then receives 2500 gallons of fuel and realizes that they will only need a total of 4000 gallons of fuel. This functionality would allow them to create a change order against this partially received line item and change the quantity for the actual amount needed.