MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace User Meeting January 10, 2007

Agenda • Welcome / Introduction • MyFloridaMarketPlace General Updates • Office Consumables Master Agreement Update • Focus Group Update- Next Catalog Focus Group is on January 23rd • Overview of MFMP Quality Improvement Plan • MFMP 2.0 Upgrade Status • Next Meeting Time / Location

MFMP General Updates:Office Consumables Master Agreement Office Consumables Master Agreement (currently MA 6001) • State Purchasing had decided to extend the current Master Agreement through the end of January, and a communication was sent to users at the end of December with this update. The new effective date will be February 1, 2007 • During the weeks of 1/15 and 1/22, communications will be sent to agencies to provide notice of the upcoming MA, a report that shows pending transactions against the current MA, and any suggested actions that should be taken prior to the change • As part of these communications, users will be encouraged to move all current “in process” orders to ‘Ordered’ status prior to the end date of the MA • If the transactions are not in ‘Ordered’ status by the date that the new MA is effective, the orders will need to be recreated

MFMP General Updates:Office Consumables Master Agreement • Requisitions that have not been fully approved are withdrawn automatically by the system and must be re-submitted and associated with the new MA number in order to be processed correctly • Requisitions that are in submitted status are moved to ‘Composing’ status and an auto-withdrawn statement is added to the requisition history • Requisitions in ‘Composing’ status are withdrawn automatically by the system • ‘Rejected’ requisitions are placed in ‘Composing’ status and must be associated with the new MA number and resubmitted in order to be processed correctly • As a reminder, there is the ability to still invoice against POs tied to a closed MA

MFMP Quality Improvement Plan:Overview MFMP Quality Improvement Plan • The MFMP team has developed a quality improvement plan that addresses all key project areas. These have been summarized into seven categories as outlined on the following pages. • The development of the plan was initiated in reaction to the following issues: • General lack of customer satisfaction with the MyFloridaMarketPlace application • Frustration with the lack of user identified change requests being implemented • Concerns over a repeat of the system performance issues that we experienced in May • Waning agency adoption of certain components of the system, particularly invoicing • Numerous specific initiatives have been identified to address the key issues, while maintaining focus on the core operations that are essential to the project.

MFMP Quality Improvement Plan:Overview Seven Overall Areas of Focus • Customer Service • System Performance Management • Invoicing Business Process Improvement • Procurement Business Process Improvement • Reporting • Agency Productivity Measurement Program • Other State Initiatives

MFMP Quality Improvement Plan:Initiatives Customer Service Focus • The team is committed to a reinvigorated focus on overall customer service. That will entail constant analysis of our daily interactions with our customers plus a tangible action plan that will deliver results over the next year. • Development of Guiding Principles for Change Review Board (January 2007 – May 2007) • Continuous Improvement Program, including Customer Service Desk and more focused mechanisms for user feedback (ongoing) • Enhanced Online User Support Materials (July 2007- December 2007) System Performance Management • A high priority is ongoing management of the application to facilitate maximum throughput while maintaining acceptable end user online response time. • Ariba Buyer Upgrade (July 2006 – April 2007) • Capacity Planning (ongoing) • Performance Monitoring and Tuning (ongoing) • Payment Reconciliation with FLAIR- Confirm interface between systems is working appropriately (implement by January 2007)

MFMP Quality Improvement Plan:Initiatives Invoicing Business Process Improvement • The combination of the system response time and security issues in May have led to several of the larger agencies modifying their usage of the invoicing module within MFMP. It is a project objective to facilitate improved productivity with this portion of the system so that the user experience is better. • eInvoicing Adoption Campaign – Encouraging more vendors to submit invoices electronically will decrease agency workload, increase order accuracy and avoid negative impact to the online response time. (September 2006 – June 2007) • Agency process evaluation through training (October 2006 – March 2007) • Enterprise process evaluation (November 2006 – December 2007) • Various user change requests (ongoing) • Change Requests included as part of the upgrade • CR #3 (Amount Remaining and IR Payment History on Purchase Order) • CR #25 (PO /MA # required on the Invoice eForm) • Additional change requests are planned for after the upgrade, and will be reprioritized by the CRB

MFMP Quality Improvement Plan:Initiatives Procurement Business Process Improvement • While the procurement capabilities have been consistently leveraged across state agencies, there are still opportunities for improvement to support more effective spending by the State. • Catalog Improvement Initiative – A review of the electronic catalogs that have been established to support State Term Contracts will be conducted and steps will be taken to optimize both the catalogs available and the agency utilization of them. (ongoing) • eQuote Adoption Campaign– Encouraging more agency users and vendors to leverage the online quoting capabilities of eQuote will help the State save money and have more auditable support for competitive procurements. (July 2007 – November 2007) • Master Agreement Adoption Campaign– Encouraging more agencies to establish master agreements for contracts will provide better spend visibility and more consistent contract compliance, which both lead to dollar savings. (July 2007 – November 2007) • Various user change requests (ongoing) • Change Requests included as part of the upgrade • CR #6 - Hold Until flexibility on purchase orders • CR #27 - Ability to correct Receiving Reports • CR #28- Workflow Regeneration • Additional change requests are planned for after the upgrade, and will be reprioritized by the CRB

MFMP Quality Improvement Plan:Initiatives Reporting • A primary output of the MFMP system is data visibility regarding the State’s purchasing and invoice processing patterns. While high level trending analysis is supported through the Ariba Analysis reporting tool, there is not a comparable front end for operational reporting. Over 100 custom reports have been developed with basic data extracts to fill this gap. • Ariba Analysis Upgrade – Since the Analysis reporting data is fed directly from the Buyer application, the upgrade of the two modules will have to be coordinated. Analysis will be updated two weeks after Buyer (December 2006 – April 2007) • Enhanced Operational Reporting capability (January 2007 – TBD)

MFMP Quality Improvement Plan:Initiatives Agency Productivity Measurement Program • While numerous individual operational metrics have been captured across the enterprise within MFMP, a benefit of having all of the agencies within the same system is the ability to provide objective evaluation of procure to pay productivity among the agencies. Having this comparison allows for the identification of best practices, so that they can be leveraged across all agencies for high performance across the State. • Define and Implement Agency Scorecard – A scorecard will be created to compare results against key performance indicators for all agencies. The measures will provide insight on overall procure to pay productivity for a particular agency, while analyzing one agency’s progress against the others. (ongoing)

MFMP Quality Improvement Plan:Initiatives Other State Initiatives • There are a number of significant initiatives that, while not necessarily being completed to meet the key objectives of the project plan, require resources and focus. These initiatives are important to the State of Florida. • Aspire Interface Implementation (December 2004 – TBD) • Change Requests (ongoing) • Audit Activities (ongoing)

MFMP 2.0 Upgrade Status:Status of MFMP 2.0 Change Requests • CR 3 – Payment History • Development complete • System Testing in progress • CR 3 – Amendment 1 – Update PO Balance eForm • Design complete • Development in progress • CR 6 – Hold Until date • Development complete • System Testing in progress • CR 25 – DO/MA on Invoice eForm • Development complete • System Testing in progress • CR 27 – Negative Receipting • Development complete • System Testing in progress • CR 28 – Workflow Regeneration • Development Complete • Unit Testing in progress

MFMP 2.0 Upgrade Status Technical Infrastructure Plan Test Deploy Design Build Train * Bold indicates CRB participation was or may be requested

MFMP Upgrade Status:MFMP 2.0 Training • Summary • Agency Specific Training (February and March 2007) • “What’s New” in MFMP 2.0 • Purchasing Refresher Training • F/A Refresher Training • System Administrator Training • General Requester Training • Generalized training on differences with MFMP 2.0 for requesters • Training Dates • System Admin Training: 2/12/07 – 2/16/07 • Agency Training: 2/12/07 – 3/16/07 • General Requester Training: 3/19/07 – 3/29/07 • Current activities • Training Assessment Survey • Developing and coordinating training 23 days until Training begins

MFMP Upgrade Status:User Acceptance Testing (UAT) • Summary • CRB membership designated agencies for UAT (2 seats per agency) • UAT participation considered mandatory for CRB membership • UAT dates 2/20/07 – 2/23/07 • Current activities • Selection & verification of business cases/ scripts • Preparation of the UAT test environment • Confirming logistics – test location, time, resources • Validation of UAT entry/exit criteria (when can we start?/when are we complete and successful?) 28 days until UAT begins

MFMP Upgrade Status:MFMP 2.0 Reports Assessment • Current DMS Reports Website (SUN 81 Reports) analysis complete • All Reports on the DMS Reports Website were reviewed • Recommendations for migration to 2.0 made • Agencies were polled for current reports on the DMS Reports Website • Analysis will be upgraded as part of MFMP 2.0 • Enterprise Reporting requirements analysis begin in January ‘07

MFMP Upgrade Status:Key MFMP 2.0 Dates • For the implementation of MFMP 2.0, we will need to have MyFloridaMarketPlace down for the entire day of March 30th • Analysis will be down for a two week period after MFMP 2.0 goes live and is targeted to be available again on April 16th • System Administrators will be asked not to make any updates involving ODU requests after February 10th, but normal new user activation, role assignments may continue. Data mapping of agency specific existing security structure will be re-distributed to System Administrators on March 16th with confirmation required by March 23rd • Operational Data Update (ODU) (i.e. workflow changes, change of address) will need to be submitted by February 10th to be included in MFMP 2.0. ODUs will resume on the regular schedule in April • Report Requests for new reports are currently on hold, and will resume in April, 2007 11 weeks until MFMP 2.0

MyFloridaMarketPlace