MyFloridaMarketPlace

1. MyFloridaMarketPlace MyFloridaMarketPlace User Meeting June 8, 2004

2. Agenda • Welcome / Introduction • Blanket Purchase Order Policy Memo • Update on Communication Approach • Upcoming Agency Checkpoint Meetings • Update on Report Requests • Open Discussion Time

3. Agenda • Welcome / Introduction • Blanket Purchase Order Policy Memo • Update on Communication Approach • Upcoming Agency Checkpoint Meetings • Update on Report Requests • Open Discussion Time

4. Blanket Purchase Order Policy Memo • A memo was distributed on May 27th to all Purchasing Directors that provides guidance on the alternative methods for creating Blanket Purchase Orders in MyFloridaMarketPlace • A copy of the memo is located at the following url: http://dms.myflorida.com/purchasing/purchasing_memos_rules_and_statutes • Please follow up with Ron Brown (brownr@dms.state.fl.us) if you have additional questions

5. Agenda • Welcome / Introduction • Blanket Purchase Order Policy Memo • Update on Communication Approach • Upcoming Agency Checkpoint Meetings • Update on Report Requests • Open Discussion Time

6. Update on Communication Approach Communication to Agency Liaisons for distribution to end users as needed Communication DIRECTLY to all end users • This is the non-standard communication approach, and would only be done on an as needed basis (i.e., very infrequently) • The key example of the need to do this is unplanned system downtime • Contact list is generated at the point of need so that the most current user list is available • This is the standard communication approach • Agency Liaison list is currently maintained by DMS • If you need to be added to the list, please send a message to MyFloridaMarketPlace@myflorida.com • As a key “buyer” contact for your agency, you may also receive communications from the Customer Service Desk via the BuyerHelp@myfloridamarketplace.com account

7. Agenda • Welcome / Introduction • Blanket Purchase Order Policy Memo • Update on Communication Approach • Upcoming Agency Checkpoint Meetings • Update on Report Requests • Open Discussion Time

8. Agency Checkpoint Meetings • As we’re coming up on the end of the fiscal year, we just want to have an informal checkpoint with each agency • Understand “How things are going” • Understanding any additional support that can be provided

9. Agenda • Welcome / Introduction • Blanket Purchase Order Policy Memo • Update on Communication Approach • Upcoming Agency Checkpoint Meetings • Update on Report Requests • Open Discussion Time

10. Update on Report Requests • Eight agencies (DVA, AWI, DEP, AHCA, Citrus, DMS, DOT, and DOH) provided feedback regarding report requests- Thank you for your feedback! • These requests have been summarized, and can be met through a series of 5 reports: • Three of these reports can be created based on available reports that the project team currently produces (will require some minor modifications) • Two of these reports will need to be created from scratch

11. Update on Report Requests • Three Reports can be produced with Minor Modifications to the current format: • Requisition Report- will provide users with a variety of information about Requisitions, and the ability to filter the report information according to these data items (e.g., PR #, Requisition Title, Transaction Date, PUI, etc.) • Sample IC (Integration Component) Report- will allow users to see everything that has been successfully posted into FLAIR (i.e., encumbrances, payments) for the previous day • Sample IR (Invoice Reconciliation) Report- will provide users with a variety of information about an IR, including payment information, whether it has gone to “Paid” status, etc. Users will also have the ability to filter the report information according to these data items • Two New Reports that will need to be created (Awaiting additional User Input): • Aged Items Report- will provide users with information on purchase orders that are received, but not paid, and requisitions that are awaiting approval • Payable IRs Report- will provide status of any IR that is against a payable

12. Next Steps on Report Requests • The project team held a call on Monday, 6/7 to: • Review the feedback that was submitted • Provide an update of current reports that may meet agency needs, and • Solicit additional feedback on the requested reports • Coming out of this call, the team is solidifying the requirements and awaiting agency feedback on the two “new reports” • Work has begun to turn around the three “minor modification reports” as soon as possible • The team needs final input on the requirements before a proposed turnaround time can be estimated on the new reports • By Friday, 6/11, we will provide you with an update of turnaround time

13. Agenda • Welcome / Introduction • Blanket Purchase Order Policy Memo • Update on Communication Approach • Upcoming Agency Checkpoint Meetings • Update on Report Requests • Open Discussion Time