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Purchasing Directors’ Meeting July 17, 2008

Purchasing Directors’ Meeting July 17, 2008. Purchasing Directors’ Meeting July 17, 2008. Agenda Gilmore Services Bureau A Bureau B Training and Certification MFMP Reminder About Next Meeting Date. Purchasing Directors’ Meeting July 17, 2008. Agenda Gilmore Services Bureau A

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Purchasing Directors’ Meeting July 17, 2008

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  1. Purchasing Directors’ Meeting July 17, 2008

  2. Purchasing Directors’ MeetingJuly 17, 2008 • Agenda • Gilmore Services • Bureau A • Bureau B • Training and Certification • MFMP • Reminder About Next Meeting Date

  3. Purchasing Directors’ MeetingJuly 17, 2008 • Agenda • Gilmore Services • Bureau A • Bureau B • Training and Certification • MFMP • Reminder About Next Meeting Date

  4. Gilmore Services………. Time is Money

  5. COMPANY DATA 53 Year old Pensacola based, privately held, 3rd generation family owned, diversified business services company Company offering concentrates on a complimentary core of document/data/ information management services 45 employees serving 1,700 customers committed to a long held company policy which demands that the customer is ALWAYS right. Custom tailored services and schedules to meet virtually any need.

  6. DOCUMENT SHREDDING • Point to point GPS tracking • NAID AAA Certified • 314+ tons/day capacity • Detailed billing • Certified Destruction • Video monitoring • Off-Site Service • On-Site Service • Bulk or monthly • Mobile Fleet • 100% recycled

  7. Gilmore Difference Gilmore Shred-it CSR  NAID Certified X On-site X XX Off-site X Plant based operations X X Magnetic media X CD/Tapes X Years in business 53 12 3 Vehicle count 25 7 1 Personnel 45 15 2 Shredding capacity (tons/day) 314 168 36 Shredding speed (lbs/hr) 7K 2K 3K Multiple sized containers X X

  8. Why NAID Certification? NAID was founded to stop intentional fraudulent disposal of confidential materials by shredding service operators. NAID was also founded to stop unintentional fraud.

  9. Questions to ask your time based fees shred service provider. Why only have one service person working? Why not offer off-site services? Why not have multiple sized containers to choose from? Why do you use trucks one fourth the speed of the industry standard? Are you NAID certified?

  10. What Gilmore customers have to say

  11. Purchasing Directors’ MeetingJuly 17, 2008 • Agenda • Gilmore Services • Bureau A • Bureau B • Training and Certification • MFMP • Reminder About Next Meeting Date

  12. Bureau A Contract Updates • New Contracts: • Recycling Services for End of Life Electronics, effective July 22 • Ice Machines, effective July 30 • Contract Expirations: • Food Service Operations: June 30 • Solicitations in Development: • Ammunition • Mark Lovell, 487-2304 • Floor Maintenance Machines • Mina Barekat, 488-1985

  13. Bureau A Activity Updates • Energy & Transportation Team: • Aviation fuel project update • Motor vehicles update • Ethanol (E-10) solicitation results • Furnishings & Institutional Supplies Team: • Carpet: amending contract to remove RFQ requirement • MRO & Law Enforcement Team: • Body armor updates • Finalizing MRO data analysis • SPAs & Special Projects Team: • Investigating document storage category • Analyzing sales on paging services (expires 9/12) • Researching standard “green” language • Amended the HIRE contract to add Smith’s Detection

  14. Purchasing Directors’ MeetingJuly 17, 2008 • Agenda • Gilmore Services • Bureau A • Bureau B • Training and Certification • MFMP • Reminder About Next Meeting Date

  15. Bureau B Contract Updates • New Contracts: • None to report • Contract Expirations: • Old IT Hardware, July 31st (Printers temporarily to ACS) • Computer Software Training – Extension • Solicitations in Development: • Supplements to PCs and laptops (ruggedized and Mac-OS) • Mark Foss, 488-1086 • Software Phase 1 (Mainframe) • Lori Potts, 487-4196 • Computer Assisted Legal Research • Ommet Mbiza, 488-7804 • Gift Card • Michael Bailey, 487-0417

  16. Bureau B Activity Updates • Technology & Telecommunications Team: • Telephony ITN in final stages of negotiations • IT Hardware Network Infrastructure in final stages of negotiations • Survey for AV contract replacement is out • RFI for mainframe software providers is out • Office Supplies & Equipment, Avis, Pharmaceuticals Team: • Office Depot audit has been provided to the DMS IG Office • DHL zip code tool online for service reduction • Meadwestvaco punchout to go live without inside delivery as a catalog item • Travel Services suspended due to airline market conditions • Special Services, Property Insurance, PRIDE and RESPECT Team: • Misc. Property to renew Aug. 8th • RESPECT desk calendars minor price increase • PRIDE is proposing digital imaging services (scanning, microfiche conversion, document destruction). Is there any interest?

  17. Purchasing Directors’ MeetingJuly 17, 2008 • Agenda • Gilmore Services • Bureau A • Bureau B • Training and Certification • MFMP • Reminder About Next Meeting Date

  18. Training & CertificationJuly 17, 2008 • Legislative Funding Budget - $250,000 • Florida Certified Contract Negotiators (FCCN) • Project Management Professionals (PMP) • PMP Professional Development Units (PDU) • Training • Project Leadership, Management & Communications • Business Process Analysis, Innovation & Redesign • Project Management for Contracting Professionals

  19. Purchasing Directors’ MeetingJuly 17, 2008 • Agenda • Gilmore Services • Bureau A • Bureau B • Training and Certification • MFMP • Reminder About Next Meeting Date

  20. AgendaMyFloridaMarketPlace • The SPURS Sunset • Review: Prioritized Change Requests • Reporting and Survey • Agency Training & Request for Facilities

  21. MyFloridaMarketPlaceThe SPURS Sunset • Close Out Old Purchase Orders • Reduce SPURS Access • Vendor Add Functionality

  22. Close Out Old Purchase Orders

  23. Reduce SPURS Access • We have identified many with SPURS access that have not accessed SPURS in one or more years, some as many as 15 years. • We intend to reduce access to those that really need it. • We will communicate with agencies about mid-July with a list of SPURS accesses we intend to close out.

  24. Vendor Add FunctionalityDepartment of Financial Services • Department of Financial Services is considering adding the vendor add functionality to the statewide vendor file for agencies. • New edits will be included in the functionality to improve the state’s 1099 reporting process. • MFMP may need to incorporate the new edits into their vendor registration process. JAD session will determine impacts.

  25. AgendaMyFloridaMarketPlace • The SPURS Sunset • Review: Prioritized Change Requests • Reporting and Survey • Agency Training & Request for Facilities

  26. Change Request Hour Estimate CR 37 Mass Edit Purchasing Codes Done CR 40 IR Remove Accounting Validation on Rejected IRs 200 CR 36 Make the Encumbrance number and the DO number the same 376 CR 42 Add accounting details to Analysis 496 Review Prioritized Change Requests Estimate Analysis

  27. Review: Prioritized CRs • CR 37: Mass Edit Purchasing Codes (Buyer Code) - Completed • CR 46: Method of Procurement Updates – Completed • Please note that the team did modify the initial design which stated that the Method of Procurement (MOP) would not carry over on copied requisitions.  • The design was changed to allow the MOP to carry over on copied requisitions.  • The addition of the MOPs were implemented with CR 37. • Combining these changes resulted in a cost savings of approximately 24 “change request” hours. • These new codes were available May 29, 2008, in MFMP. • We are taking a fresh look!

  28. AgendaMyFloridaMarketPlace • The SPURS Sunset • Review: Prioritized Change Requests • Reporting and Survey • Agency Training & Request for Facilities

  29. Reporting and Survey • Reporting tools that exist: • Secure Website Reports • Analysis • Customized Agency Reports (Report Requests) • Online (System) Searches • Focus: to search for a single, optimal reporting solution for all buyer customers (comprised of several tools) • Purchasing • F&A • End Users

  30. Reporting and Survey Research completed to determine where we are: • Project Charter • Gap Analysis • Reporting Survey • Alternative Analysis

  31. Reporting and Survey • Project Charter • Purpose: to identify a single, optimal reporting solution for all buyer customers (purchasing, F&A, end users) • Approach: • to conduct research on current reporting environment • to identify current reporting “gaps” • to identify reporting alternatives/solutions

  32. Reporting and Survey • Gap Analysis • Purpose: to communicate functional and training requirements that are currently not resident in the MFMP reporting environment • Areas must be addressed in the optimal reporting environment • 17 gaps identified • Gaps are categorized by severity: • High • Medium • Low

  33. Reporting and Survey • Gap Analysis, cont. • Identified gaps include: • Lack of agency awareness of reporting tools available (recommend: provide reporting training) • Reporting job aid out-of-date (recommend: update it! And create any supporting guide cards) • Lack of customer proficiency with using CSV files (recommend: create tutorials for obtaining CSV data, manipulating CSV data, etc.) • DMS/MFMP lack of true understanding of reporting needs from buyer customers (recommend: reporting survey!)

  34. Reporting and Survey • Reporting Survey • We intend to conduct a customer survey, focus on reporting, in order to: • Measure the degree of customer use of and needs for reporting tools • Measure frequency of use of reporting services by MFMP customers • Use this information to improve these services (identify what we can and cannot accomplish) • Help identify specific needs to be addressed in the reporting training • Intended audience: those employees who should have working knowledge of these reports: • Purchasing • F&A • End users • Intended rollout: August 2008

  35. Reporting and Survey • Alternative Analysis • Identified some alternative tools to best meet reporting needs, including: • SPSS • enhancement of current state • enhancement of SPURSView • FIS • The customer survey will drive our review of what training is needed, what functional improvements are needed and what tools, if any, will be selected.

  36. AgendaMyFloridaMarketPlace • The SPURS Sunset • Review: Prioritized Change Requests • Reporting and Survey • Agency Training & Request for Facilities

  37. Agency Training & Request for Facilities • The DMS MFMP Team created training sessions that were conducted in May and June, 2008. • MFMP Training sessions included: • New Requester (2 days) 5 sessions • Invoicing (1 day) 3 sessions • Analysis (1 day) 2 sessions • The classes were filled within the first week of registration and the average attendance was 80%.

  38. Agency Training & Request for Facilities • The team is now planning next fiscal year’s training activities. We have sent requests to several agencies requesting to use facilities at these statewide locations: • Tampa – 08/08 • Ft. Lauderdale – 10/08 • Jacksonville – 11/08 • Orlando – 01/09 • Pensacola – 03/09 • Ft. Myers – 04/09 • Miami – 05/09 • Facilities need to have 10-15 computer stations (one for each participant) in addition to an instructor station with an LCD projector. • Facilities must also allow state employees from various agencies to participate.

  39. Agency Training & Request for Facilities • Local training will continue monthly in Tallahassee beginning August 2008. • New registrations for all locations will be posted to the toolkit soon and a communication will be sent out. Thank You

  40. Purchasing Directors’ MeetingJuly 17, 2008 • Agenda • Gilmore Services • Bureau A • Bureau B • Training and Certification • MFMP • Reminder About Next Meeting Date

  41. Purchasing Directors’ MeetingJuly 17, 2008 Next Meeting August 21, 2008 2:00 – 4:00 p.m.

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