MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

Agenda • Welcome / Introduction • MyFloridaMarketPlace Project Update • MFMP 2.0 Upgrade / Change Review Board (CRB) Update • Overview of Benefits and Enhancements • Upgrade Overview and Timeline • Initiatives being completed as part of the upgrade • Group and Role structure overview • Training and Communication • Aspire Update • New Reports (Review of MyFloridaMarketPlace Job Aid) • Focus Group Updates • Reporting Focus Group • Catalog Focus Group • Creation of new Master Agreement for Office Depot (currently MA 6001) • Next Meeting Time / Location

MFMP 2.0 Upgrade:Overview of Benefits/Enhancements • Catalog Enhancements: • Select multiple catalog items and enter the desired ordered quantity before adding to requisition • Additional Keyword Search Options: • Use of ‘And’ or ‘Or’ operator • Exact Phrase • Exclude Words • Catalog Favorites: • Add to Favorites from catalog search results screen • Catalog items added to your Favorites display a ‘star’ icon • Create Favorites groups • Enhanced Login Option • Go-to menu options (e.g. Home, Status, Approve Requests, Catalog, etc) • Session Timeout Warning • Allow users to extend their session or continue with session timeout • Leverage system to create reports in Excel • Export system search results (max. 500 rows) • Export requisition line items

MFMP 2.0 Upgrade:Overview of Benefits/Enhancements User interface consolidation resulting in fewer process steps

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

MFMP 2.0 Upgrade:Role of the CRB / Design Approval Teams • The Change Review Board (CRB) is an integral part of the upgrade process providing direction and feedback • Regular meetings are conducted to address design questions, prioritize change requests, and to validate team assumptions for development • Design Approval Teams have been created for each change request that is being implemented as part of MFMP 2.0 • The Design Approval Team is involved in design review, testing and a post implementation survey of the system enhancement. Specifically, the team will: • Review, provide input to, and approve designs • Conduct user acceptance testing after development is complete • Complete a system enhancement survey after the implementation of the change request

MFMP 2.0 Upgrade:Overview of Benefits/Enhancements • Change Requests (CRs) included as part of the upgrade: • CR 3: Payment History (Current amount remaining displayed for purchase order with IR history page) • CR 6: Ability to Edit Requisitions with a ‘Hold Until Date’ in FLAIR integration • CR 25: Invoice eForm validation • CR 27: Ability to correct receiving report via ‘negative receipting’ • CR 28: Modification to Workflow Regeneration

MFMP 2.0 Upgrade:Overview of Benefits/Enhancements • CR 3: Payment History (Current amount remaining displayed for purchase order with IR history page ) • A new field will be added to the purchase order (PO) to indicate the outstanding PO balance. This will be a monetary display and will be non editable • The initial value of this field is the total of the PO. When an IR against a PO goes to “Paid” status, the total of the non-disputed lines will be subtracted from the outstanding balance. This balance will be reflected as a header level amount of the PO, not a line item level amount • Additionally a new field/table will be added to the PO to hold a list of all IRs created against a given purchase order (including previous versions of the PO) • The list of IRs will be displayed in a table format on the PO header with links to the individual IRs. The table will display the IR number (with a link to the actual IR), paid date (warrant date), and IR total amount

MFMP 2.0 Upgrade:Overview of Benefits/Enhancements • CR 6: Ability to Edit Requisitions with a ‘Hold Until Date’ in FLAIR integration • Requisitions that have a ‘hold until’ date (e.g., July 1st) and are submitted prior to that hold until date will now be accessible for updates • This functionality will be available prior to year end (i.e., prior to July, 2007), even if a decision is made to shift the go-live date of the MFMP 2.0 Upgrade

MFMP 2.0 Upgrade:Overview of Benefits/Enhancements • CR 25: Invoice eForm validation • When an agency user creates an Invoice eForm, new validation will be added to ensure that an active purchase order (PO) or open/closed master agreement (MA) is tied to the Invoice eForm • If a user tries to submit an Invoice eForm without referencing a PO or MA, an error message will be displayed preventing the eForm from being submitted • This change request will impact any existing Invoice eForms in a ‘Composing’ status that do not have a valid active PO or MA associated with them. These eForms will not be able to be submitted until a valid PO or MA is entered • This change does not impact users ability to link an invoice eform form to a closed MA

MFMP 2.0 Upgrade:Overview of Benefits/Enhancements • CR 27: Ability to correct receiving report via ‘negative receipting’ • Users will have the ability to enter a negative amount in the “Accepted” field on the receipt in order to correct a quantity error from a previous receipt • If a user over receives on a previous receipt, they will have the option to create an additional receipt for a negative amount (the amount that was over received) and the number accepted will be updated to the correct amount on the purchase order. • The 24 hour editing period is no longer applicable and receipts can be completed as necessary. • Please see example below. • Purchase order is for a quantity of 20 • User originally creates a receiving report for 15, but actually only physically received 10 • User creates a new receipt for a quantity of -5 • Purchase order number accepted is updated from 15 to 10

MFMP 2.0 Upgrade:Overview of Benefits/Enhancements • CR 28: Modification to Workflow Regeneration • The following represent the changes being made to the regeneration rules: • Adding a line item • If the line item added has a commodity code that requires a commodity specific approver or a cross agency approver the workflow will be regenerated • If the line item added does not require commodity specific or cross agency approvers the workflow will not be regenerated unless the change affects the overall dollar amount as outlined below • Deleting a line item • If a line item is deleted the workflow will not be regenerated • Changing the total dollar amount • The dollar amount percentage threshold will be increased from 5% to 10% • Changing the commodity code on a line item • If the commodity code is changed on a line item to a commodity code that does require a commodity specific approver or a cross agency approver the workflow will be regenerated • If the commodity code is changed on a line item to a commodity code that does not require a commodity specific approver or a cross agency approver the workflow will not be regenerated

MFMP 2.0 Upgrade: Additional Initiatives • Standardize Role/Permissions • Standardize Workflows • Deliver effective Training about changes available in MFMP 2.0 • Effectively communicate upgrade activities through the Change Review Board and other forms of communication

Groups Group is a collection of permissions Assign one group v. many roles Designed groups: Analysis, Contract Manager, Purchasing, Requester, Approver, Reporting, Receiving and Invoicing Roles Roles allow additional functionality Reduce the number of roles For example: Requester-No eQuote, Requester eQuote, Requester-No eQuote-No Accounting Edit and Requester-eQuote-No Accounting Edit MFMP 2.0 UpgradeGroup and Role Structure

Ariba 8.2.2 Groups, Roles and Permissions:Definition Ariba 8.2.2 has an increased ability to manage users within it’s structure. There exists the ability to better organize users into their business functions. Group Groups are a collection of Roles and Permission that can apply to the majority of users within an organization. Roles Roles provide structure to a specific business function and group permissions for that function. Permissions Permission control the lowest level access to system functions, notifications or operations.

MFMP 2.0 UpgradeGroup and Role Structure Central Receiver Role Requester Group • Edit • Search • Change • Create eQuote Role Accounting Edit Role

MFMP 2.0 Upgrade: Training and Communication December January February March April / beyond User Group Meeting User Group Update** User Group Meeting User Group Meeting CRB meeting(s) CRB meeting(s) CRB meeting(s) CRB meeting(s) Go/No-Go Checkpoint Go/No-Go Checkpoint Go/No-Go Checkpoint “What’s New” Sessions Agency Upgrade Review Sessions Online training updates Availability of Updated Training Environment ** UG update will be accomplished by conference call or email distribution

MFMP 2.0 Upgrade: Training and Communication • Current training objectives are: • System Administrator Training • Agency Upgrade Sessions (Purchasing and F&A Training) • “What’s New” with MFMP 2.0

Aspire Update • To date, the team has continued to work with the Aspire team on testing activities and to confirm pieces of functionality for the interface • We are planning to meet with the Aspire team within the next two weeks to discuss the impact of the announced uncertainty regarding their schedule

Updated Report: IRs with Last Approver Report • This report is available on the DMS Reports Website: http://dms-purchasing-ftp.state.fl.us/xx00/ • IRs With Last Approver (now lists IRs generated from the ASN ) • This report is contained within the ‘IRs_With_Last_Approv’ zip and provides a listing of the invoice reconciliation (IR) requests in Reconciling and Approving status • This report will list IRs generated from the ASN (PUI: 9999) and IRs which have failed Central FLAIR. The IRs which has failed Central FLAIR will list the approving invoice manager by name and will remain in Approving status until resolved • This report will continue to exclude IRs which list FLAIR Integration as the active approver and does not list IRs in Rejected or Paid status • The user whose queue the IR is currently active is also listed. • The following data fields are contained within this report: IR, IR Status, IR Amount, IR Create Date, Number of Days since IR was Created, IR Submit Date, Number of Days since IR was Submitted, Last Modified Date, Number of Days since IR was Last Modified, Last/Current Approver, PUI, Agency, Requester PUI, Transaction Date, and Certified Forward Indicator • Date Range - This report is not restricted by any specified date range. • Run Time – Monday through Friday at 3:30 AM

New Report: Agency Compliance Quarterly Report • This report is available on the DMS Reports Website: http://dms-purchasing-ftp.state.fl.us/xx00/ • Agency Compliance Quarterly Report: • This report is contained within the ‘Agency_Compliance’ zip • Provides agencies their 20 day compliance percentage for transactions in MFMP (days are calculated as the difference between the Transaction Date and the FLAIR Pre-validation date) • The Transaction Date and FLAIR Pre-validation date are used to determine the number of days per transaction • The following data fields are contained within the report: Account Code, Object Code, Entity, PUI, FEIN, Supplier Name, IR Name, IR Status, Transaction Date, Comment, FLAIR Pre-validation Success Date, Agency Compliance, and IR Amount • Date Range – This report lists invoice reconciliations which meet the criteria for the current fiscal year that were generated from the previous quarter • Run Time – Mid-month for the first month within the following quarter

New Report: FLAIR Voucher Summary Report • This report is available on the DMS Reports Website: http://dms-purchasing-ftp.state.fl.us/xx00/ • FLAIR Voucher Summary Report • This report is contained in the ‘FLAIR_Voucher_Summary’ zip and provides a listing of all MFMP transactions at the Line Items Level that were successfully approved by Departmental FLAIR the previous day • This report can be used daily to assemble MFMP invoice vouchers received from FLAIR • The following data fields are contained on this report: PUI, IR#, Account Code, Vendor ID (FEIN), Vendor Name, Total IR Amount, Line#, Transaction Line Amount, Invoice#, OLO, Site Code, GAAFR Fund, GAAFR Fund Description, State Fund, State Fund Description, Fund ID, Fund ID Description. Budget Entity, Budget Entity Description, Internal Budget Indicator, Internal Budget Indicator Description, Category, Category Year, Certified Forward, Revolving Fund, Grouping Indicator, Transaction Type, Transaction Date, Org Code, Expansion Option, Expansion Option Version, Object Code, Contract Number, Sub Vendor, Secondary Document Number, Batch Property Indicator, and Grant Number • Date Range – This report lists vouchers approved the current day • Run Time – Tuesday through Saturday at 4:30 AM

Focus Group Updates • Reporting Focus Group • Awareness of current available reports (e.g., DMS website, Analysis, System Searches) • MFMP 2.0 upgrade will allow System Search results to be exported • Determine minimum set of Operational Reports • Enterprise Reporting Discussion • Catalog Focus Group (Targeted for mid-January) • Restructure of Postal catalog • Restructure of ‘Fleet’ catalog • Plan to have agency feedback as part of the ongoing process for creation / structure of catalogs

Office Consumables Master Agreement • A new Master Agreement (MA) is scheduled to be created with an effective date of December 31, 2006 • With the CRB approval and because this MA is highly used by Agencies in MyFloridaMarketPlace, the team will do regular renewals (at least annually) of this MA in order to help manage the number of items tied to a specific version of the MA. This should also assist with response time associated with users researching particular items (e.g., orders, receipts) tied to this contract • Communications will be sent to users 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

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

MyFloridaMarketPlace