Customer Roundtable (CRT) and Change Review Board (CRB) Meeting Tuesday, May 18, 2010 1:00 pm EDT

Customer Roundtable (CRT) and Change Review Board (CRB) Meeting Tuesday, May 18, 20101:00 pm EDT (888) 808-6959; 9766076#

Today’s Agenda • We’re meeting with the CRT for the first half of the meeting • Year End activities • Upgrade news • Then switching gears to discuss CRB items • Current CRs • Contingency Budget

Agenda Agenda • CRT: 2010 Year End Activities • CRT: Analysis Upgrade Update • CRT: Denied Requisitions • Break • CRB: Previous Top Five Priorities • CRB: Audit Change Requests / Additional Changes • CRB: Contingency Budget Review / Buyer Upgrade Hours • CRB: Next Steps / Wrap-Up

Year End: Review • The past two years, MFMP was taken down on July 1st to complete the “Certified Forward” and “Delay Purchase Until” process • Customers are notified of the systems availability through e-mail communications • Following the June 30th/July 1st Year End processing activities, the CSD worked through the purchase orders that required intervention (resends required because of inaccurate vendor data, etc) • There were 263 transactions requiring manual intervention as opposed to 387 the previous year • All of these transactions were handled by noon on Wednesday, July 2nd whereas these exception transactions required approximately a week to handle in years past • Overall, the 2009 Year End processing finished within 39 hours (the fastest Year End close ever) • These reductions in time assisted in a successful year end process • We plan to repeat the process again this year, taking MFMP down on Thursday, July 1, 2010

Year End: Certified Forward • On July 1, 2010, (early a.m.), MFMP will be receiving the file update from FLAIR as to which encumbered requisitions should be marked with a Certified Forward Indicator • This process will only mark encumbered requisitions • Unencumbered requisitions will need to be marked manually by initiating a change order • Change Orders can be completed on requisitions in “Received” status

Year End: Certified Forward Manual Process Overview

Year End: Payables Process Overview

Year End: Reducing/Releasing Encumbrances There are four ways to reduce / release encumbrances in MFMP: • Change Orders can be submitted to reduce the quantity/amount of your order, reducing the encumbered amount • Final Payment Indicator can be checked when approving an IR for encumbered payments to un-encumber the remaining balance, this check box is located on the line level detail of the IR • Release Encumbrance eForm can be used to release all the remaining funds associated on an order • Release Encumbrance Request Form can be submitted to the Customer Service Desk to release the encumbrance, however, you will need to supply the REF (Release Encumbrance eForm) number

Year End: Release Encumbrance eForm Process Overview

Year End: Disbursement Transaction Override • During disbursement processing, the disbursement transaction type may be changed from encumbered to unencumbered disbursement, or unencumbered to encumbered disbursement by checking or unchecking the ‘Encumber Funds’ checkbox • Customers assigned the “Invoicing” group will have the ability to override the disbursement type • The ‘Encumber Funds’ checkbox is at the split accounting level and must be updated for each split accounting line (Note: All transactions must be the same type) • If the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance eForm to release the remaining encumbrance amount

Year End: Reports and Resources • Agencies can access MFMP reports posted to the DMS website • http://dms-purchasing-ftp.state.fl.us/xx00/ • http://dms.myflorida.com/mfmp_reporting • Job aids are also available on the buyer toolkit • Year End job aid • Year End Purchasing / F&A Tips & Tricks • Reporting job aid • http://dms.myflorida.com/mfmp_jobaids

Year End: Suggested Reports IRs With Last Approver • Primarily used by Finance & Accounting to monitor the status and activity of IRs to ensure prompt payment processing • Lists Invoice Reconciliations (IRs) in Reconciling and Approving status • This includes IRs generated from the Ariba Supplier Network (ASN) (Purchasing Unit Indicator (PUI): 9999) and IRs that failed Central FLAIR • IRs that failed Central FLAIR will list the approving invoice manager by name and will remain in Approving status until resolved • This excludes IRs that list FLAIR Integration as the active approver and does not list IRs in Paid status • Customers whose queue the IR is currently active will be listed • This also includes IRs routed to the Invoice Administrator. This only applies to ASN invoices

Year End: Suggested Reports Invoice Reconciliation Report • Will assist Finance and Accounting in determining outstanding invoices by budget to determine what action needs to be taken when budgets change • Lists all non-ASN IRs in an Approving, Reconciling or Rejecting status POs Without IRs • Is primarily used by Finance & Accounting to identify Orders where IRs were not created through MyFloridaMarketPlace • Lists Commodity POs in a Receiving or Received status • Service POs in Ordered Status All Received Orders Report • Is primarily used by Finance and Accounting to identify purchase orders containing commodities to determine if invoices have been received and processed • Lists Orders in a Received status

Year End: Suggested Reports All Open Orders Report • Is primarily used by Finance and Accounting to identify all “Open” POs to determine if invoices have been received and processed. This is also used by Purchasing personnel to determine if the purchase order needs to be changed, canceled or closed for future receiving • Lists POs in Ordering, Ordered and Receiving status All Orders Report • Is the same as the All Open Orders Report but includes Orders in Received status PRs in Submitted Status • Displays intended PR obligation by organizational code before the money is committed through a direct order. Managers are able to review spending plans before the agency is committed to an expenditure • List the latest version of a PR in a Submitted status

Analysis Upgrade • CR42 integrates accounting information for Purchase Orders and Invoice Reconciliations in Analysis • In process of being implemented for Analysis • MFMP is also upgrading the Analysis Platform • With this upgrade, we are adding additional information into the database, creating a more robust reporting tool • Enhancements include: • - CR 93: FLAIR Encumbrance Data • - CR 96: Contract (MA) Data • - CR 98: Invoice Data • - CR 99: PO Data • - CR 95: FLAIR History Payment Data • - CR 103: VIP Vendor Data

Analysis Upgrade Training • Current go-live date: Late July 2010 • We’ll be offering WebEx training sessions • Nine sessions over three weeks • July 12-30, Monday/Wednesday/Friday • Registration coming early June • http://dms.myflorida.com/mfmp_upgrades

Denied Requisitions • Denied Requisitions can impact Finance & Accounting • A change order is completed on a 1 line requisition to add a second line to the order, the order is approved and sent to FLAIR and FLAIR then denies the requisition • The line to be added to the requisition has created an encumbrance line • In order for MFMP to remove the added line from FLAIR, the requestor will need to withdraw the requisition • MFMP Requisition Process to FLAIR • Add any new TR 60s • Process TR 61s

Break • We’re taking a brief 15-minute break • We’ll resume with the CRB portion of today’s meeting

Recap: Top Five Change Requests • At the beginning of the last CRB meeting, these were the top five CRs:

Updated: Top Five Change Requests • The group opted to swap CR 86 for CR 114 (formerly 260014) Green/Recycled Reporting Note: This is now a statutory change per House Bill 7243 and must be implemented before September 30, 2011. This ROM estimate was not included in previous hours.

Additional CRs Note: This is now a statutory change per House Bill 7243 and must be implemented before September 30, 2011. This ROM estimate was not included in previous hours.

Recap: Total CR Hours Requested vs. Budgeted

DMS Recommendations Based on the 750 hours available and considering anticipated statutory changes and return on investment, DMS recommends the following:

Wrap-Up Wrap-Up! • Next Steps: Discussion • Questions / Comments?

Wrap-Up Contact Us

Customer Roundtable (CRT) and Change Review Board (CRB) Meeting Tuesday, May 18, 2010 1:00 pm EDT