MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace User Meeting February 8, 2006

Agenda • Welcome / Introduction • MyFloridaMarketPlace Activities • Focus Group Updates • User Satisfaction Survey • Vendor Performance Tracking (VPT) Update • General Discussion Time

MyFloridaMarketPlace Activities • Change Request Process • Additional Focus Groups • Discussion of usefulness of Email messages regarding receipts • SIR 164 Update – IRs Stuck in Approving Status • 5,179 IRs were successfully updated • 404 Remaining and currently being worked

MyFloridaMarketPlace Activities SIR Update Continued: • SIR 236 – IR not pulling all accounting information from the MA • SIR 251 – Sending the ERP ID to FLAIR instead of the Contract Encumbrance Number • SIR 233 – Supplier invoice date is off by 1 day • SIR 271 – Special characters in Account Description field on the User Interface • SIR 127 – Adding an approver to an ASN invoice • SIR 105 - Restriction on adding Invoice Admin Role • SIR 145 – FOB Code not getting set properly on creation of the Invoice/IR • SIR 239 – Negative amounts can be entered on the MA Maximum Commitment field • SIR 241 – Punchout catalog site overriding agency blanket purchase MA with the State Term Contract • SIR 128 – Dollar amount restoration on Restore Contract eForm • SIR 139 - Agency Term MA incorrectly overriding State Term MA on catalog items • SIR 143 - PR search by vendor does not return vendor

Focus Group UpdatesMaster Agreements • 2 Meetings Held (December and January) • Defined Issues and Priorities as a Group Presentation Link - http://dms.myflorida.com/dms/content/view/full/10237 • Distributed DOT MA Flowchart for Process Review and Support Materials

Focus Group UpdatesInvoice Reconciliation • 2 Meetings Held (December and January) • Defined Issues and Priorities as a Group Presentation Link -http://dms.myflorida.com/dms/content/view/full/10236 • Prompt Payment Update • Report Analysis & Discussion

User Satisfaction Survey • Distributed in December 2005 • Response rate was 63% (Number of Respondents = 125), representing a 16%increase from 2004! • The Overall Satisfaction Rate increased from 71.5% to 75.2% • Decline in navigation • Action Plan Generated • System Performance • Catalogs/Punchouts • Improved Communications

Vendor Performance Tracking (VPT) • Monitoring application for rating vendor performance on a per transaction level • VPT Surveys will be generated for the following transactions: • All State Term Contracts (STC) • All State Purchasing Agreements (SPA) • All Agency Term Contracts (Release Required and Invoice Only) • All other transactions equal to or above $2,500 (including governmental entities)

VPT Email Notifications • Email notification will be sent to the Requestor or MA Contact associated with the transactions: • Purchase Orders/Release Order - user listed in the ‘On Behalf Of’ field • Master Agreements - user listed in the ‘Contact’ field • Contains link directing Requestor or MA Contact to access VPT to complete survey • Receive one email per day for all “new” pending surveys

Sample Email Notification

VPT Surveys – Buyers • Surveys pre-populated with transaction-specific information • Vendor rated across four categories with scoring range from 1 to 5: • Performance to Specifications – e.g. compliance to contract specs • Delivery – e.g. on-time delivery • Invoicing – e.g. accurate billing • Customer Service – e.g. prompt/courteous customer service • Comments may be entered for a survey • If entered, vendors may view comments relating to their ratings • Completion of VPT survey is optional • Vendors’ performance tracked and displayed in Ariba Buyer • Vendor Location Chooser – Ratings

VPT Surveys – Additional Information • Vendors can access VPT to view survey responses for their company only • Monthly listing of vendors and their performance scores will be provided • Scores across the four categories • Requestor and MA Contact names and comments will not be provided to the general public • Survey scores will be discarded after 5 years (consistent with record retention requirements) • Current DMS State Term Contract survey tool (Survey Monkey) will continue to be available for non-MyFloridaMarketPlace requestors to provide vendor performance feedback

VPT Surveys – Additional Information • For More Info on Vendor Performance Tracking, go to links below for the related areas: • (Buyer FAQ’s)http://dms.myflorida.com/dms/purchasing/myfloridamarketplace/buyers/myfloridamarketplace_VPT_frequently_asked_questions • (Vendor FAQ’s)http://dms.myflorida.com/dms/purchasing/myfloridamarketplace/vendors/vendor_training/VPT_frequently_asked_questions

MyFloridaMarketPlace