MyFloridaMarketPlace Vendor Meetings October 15, 2009: “ Overview and Introduction to VIP ”

MyFloridaMarketPlace Vendor Meetings October 15, 2009: “Overview and Introduction to VIP” 12:00 noon – 1:00 p.m. EDT The toll free number is: (888) 808-6959 Conference Code: 9766076#

Today’s Agenda • MyFloridaMarketPlace (MFMP) Overview • What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors • Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking • When does VIP launch? • Where can I learn more?

Overview MFMP Overview • MyFloridaMarketPlace (MFMP) is the State of Florida’s online electronic procurement system, the single e-commerce conduit between state agency buyers and vendors to conduct public purchasing on a daily basis • MFMP prides itself on public and private partnerships; its award winning technology applications create easier and faster transactions for both buyers and vendors • Excellence in IT Leadership Award from IT Florida • Excellence in Public Service Leadership from IT Florida • Honorable Mention given by the National Institute of Governmental Purchasing • Achievement for Excellence in Procurement (2004, 2005, 2006, 2007, 2008, 2009) • ComputerWorld Laureate 2008 3

Overview MFMP Vendor Benefits • Equal access for small-, disabled-veteran, women- and minority-owned businesses • Electronic Invoicing (eInvoicing) • One stop registration that enables a vendor to receive all executive state agency bids for any selected commodity code • 24/7 access to more bid opportunities and information • Vendor Bid System (VBS) • Sourcing • eQuote • Improved quality and accuracy of interactions with the state • Customer service support available to provide real time assistance • Green catalog and product listing options 4

Overview Importance of Keeping Your Account Up-to-Date • MFMP uses the information in vendor registration accounts to communicate opportunities / information to vendors • Facilitates timely payment • Facilitates timely delivery of purchase orders (PO) • MFMP allows vendors to update account information at their convenience (https://vendor.myfloridamarketplace.com) 5

Overview MFMP Vendor Registration • Example #1: Outdated Vendor Information • MFMP uses vendor information to communicate opportunities and information to vendors. When vendor information is not current, the following may happen: • If the remit to address is not updated in the Vendor Registration account: • Payments from Buyer customers (state agencies) could be mailed to the incorrect location • Possible delayed delivery or even undeliverable Purchase Orders (POs) 6

Overview MFMP Vendor Registration • Example #2: Outdated Vendor Information • When goods / services are added to a business, commodity codes should also be updated on the vendor account(s). If commodity codes are not updated, the following may happen: • Missed quotes or solicitation opportunities • Receive quotes or solicitations for goods / services no longer provided • Remember: MFMP enables vendors to update account information at their convenience (https://vendor.myfloridamarketplace.com)all day, everyday! 7

Overview Automated Vendor Password Reset • Vendors are now able to reset their vendor registration password • From VIP click the “Forgot Your Password?” link 8

Overview Automated Vendor Password Reset • The system will then ask for a username or tax ID, followed by a contact email address listed on the vendor registration account • An email will then be sent to that specific email address to verify and complete the updated vendor registration username / password • Upon verification of the updated vendor password, the password will automatically be reset 9

Overview Commodity Codes • Commodity - An item of physical property as opposed to a service • Commodity code - A system of words and/or numbers designed to identify and list commodities or services by classes or sub-classes • Florida uses commodity codes in several tools to seek vendor participation in solicitations (VBS, eQuote, Sourcing) • Commodity codes are selected by vendors as part of their MFMP registration 10

Overview eInvoicing • eInvoicing is presenting an invoice electronically • When deciding to eInvoice, consider: • How many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2007 • See if you are invoicing these agencies on a frequent basis and look at how many invoices were created during this calendar year thus far • The cost of time, research, and production of print invoices for your customers 11

Overview Benefits to eInvoicing • Saves a good amount of time for your business • Substantially reduces paper flow and associated costs • Encourages prompt and accurate processing of invoices • Improves data accuracy, which reduces payment cycle times • Additional information on the vendor toolkit:http://www.dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_einvoicing 12

Overview MFMP Vendor Email Notifications • MFMP sends email notifications to keep vendors updated on important topics and information • Common notifications vendors receive include: • MyFloridaMarketPlace general announcements • Fee Processing notices and reminders • VendorHelp responses • eQuote / Sourcing / VBS notifications • To ensure you receive these communications, your email address in vendor registration must be current • Make sure MFMP is on your ‘safe list’ if your organization has email filters / SPAM filters 13

Overview MFMP Vendor Email Notifications • MyFloridaMarketPlace Notifications • (MyFloridaMarketPlace@dms.MyFlorida.com) • Vendors receive notifications about general MFMP information on a regular basis. This includes: • Maintenance windows • Hot Topics/bulletin board postings • Training Opportunities • Vendor Resources • Web site updates • Teleconference Announcements / Reminders 14

Overview MFMP Vendor Email Notifications • Fee Processing Notifications • (FeeProcessing@MyFloridaMarketPlace.com) • MFMP will automatically send an email to remind vendors of reporting the 1% transaction fee • 30 day notice • 60 day notice • Vendors will also receive an e-mail reminder to submit past due CBIs (Consolidated Billing Invoices) • These are accessible online and are used to record the Transaction Fee Report 15

Overview MFMP Vendor Email Notifications • VendorHelp Notifications • (VendorHelp@MyFloridaMarketPlace.com) • Anytime vendors have a question regarding MFMP, the Vendor Help Customer Service Desk is ready to provide assistance with any issue that arises • When vendors submit questions to the Vendor Help Customer Service Desk, they will receive an e-mail response from VendorHelp@MyFloridaMarketPlace.com 16

Overview MFMP Vendor Email Notifications • eQuote / Sourcing / VBS Notifications • According to your email preferences, you may receive bid notifications from: • eQuote: tool used to respond to informal price quotes (<$25,000) • Sourcing: tool used to respond to formal solicitations (>$25,000) • VBS: online bid posting site displaying all formal solicitations • eQuote (eQuote@myfloridamarketplace.com) sends a request notification whenever an agency customer creates a quote for goods/services • Sourcing (Sourcing.Support@myfloridamarketplace.com) distributes notifications of solicitations to the account contact • VBS (NoReply_VBS@dms.MyFlorida.com) sends notifications of published formal solicitations to the account contact 17

Today’s Agenda • MyFloridaMarketPlace (MFMP) Overview • What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors • Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking • When does VIP launch? • Where can I learn more? 18

Overview What is VIP? • “VIP” is the new name for the State of Florida’s “Vendor Information Portal” • VIP Provides…. • An updated look and feel to the State’s current vendor registration system • Improved Information Views and Navigation • Commodity Code Search Capabilities • Simplified Fee Reporting

Overview Information Views and Navigation • Vendors are able to see summary information more easily • “Drop Down” options are available for vendors to easily navigate to various areas in the system

Overview Information Views and Navigation • “Just in time” help is located throughout the system! • Vendors can easily click on the question marks to see helpful information about the area of the application they are using

Overview What else is New and Improved? • Improved registration instructions and direction • Contextual help and error messages • Commodity Code Search capability that allows keyword searching • Minimal data entry requirements and auto-calculation features for Transaction Fee Reporting

Registering with VIP Accessing Vendor Registration in VIP • Navigate to the MFMP Vendor Information Portal at https://vendor.myfloridamarketplace.com • Returning vendors can use the username / password entry under ‘Vendor Login’ • New vendors can set up an account using the ‘New Vendor Registration’ entry box • When registering for MyFloridaMarketPlace, it is strongly recommend to use a Federal Employer Identification Number (FEIN) rather than a social security number

Registering with VIP Accessing Vendor Registration in VIP • Returning vendors can log into their account and see a ‘Vendor Summary’ page • This view provides quick access to additional information for: • Vendor Registration / Account Maintenance activities • Billing and Collections • Performance Tracking

Registering with VIP Accessing Vendor Registration in VIP • New Vendors will enter a username and password as part of registration • Wizard functionality will take vendors “step-by-step” through the registration process • Completed steps are highlighted in GREEN • In Process steps are highlighted in YELLOW • Steps yet not completed are highlighted in RED • “Required” fields are highlighted throughout the process • Existing vendors can login to update their account information at any time

Registering with VIP Account Registration / Account Maintenance • The ‘Main Contact’ Information page is very important to keep current • A main contact is the default contact that is used for communication between MFMP and the vendor • It is recommended that vendors review / verify their account information at least monthly

Registering with VIP Account Registration / Account Maintenance • The “registration wizard” will lead the vendor through subsequent screens (such as General Information) to enter in ‘1099 name’ and ‘DBA name’ • Vendors can also add optional information such as: • Dun and Bradstreet Number • Company Website • Florida Revenue ID number

Registering with VIP Account Registration / Account Maintenance • The ‘Business Profile’ page allows vendors to select the designation that best describes their company (e.g., US Corporation, Government Entity, Partnership / Joint Venture, etc.) • Please do not confuse the term ‘Government Entity’ with the fact that you are a vendor doing business with the State of Florida • If a vendor has questions about whether they are considered a ‘government entity,’ please contact the MFMP Customer Service Desk at vendorhelp@myfloridamarketplace.com

Registering with VIP Account Registration / Account Maintenance • The ‘Certified Business Enterprise’ page allows vendors to select an appropriate designation(s) for : • Minority Business Designation • Woman Owned Designation • Service-Disabled Veteran Business Enterprise Designation • This information is also reviewed and confirmed by the Office Of Supplier Diversity for applicable certification

Registering with VIP Account Registration / Account Maintenance • The ‘Locations/Contacts’ page is used to add additional account contacts to a vendor’s account • Adding ‘locations’ to the account is where the following information is added: • Purchase Order email / fax information • Remit-To Information • Billing Contacts • Fields such as ‘email address,’ ‘fax number,’ and ‘Remit-To information’ need to be accurate in order for vendors to receive their MFMP purchase orders and payments

Registering with VIP Account Registration / Account Maintenance • The ‘Commodity Code Selection’ page allows vendors to select applicable commodity codes for the types of products and/or services offered • While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes • Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors

Registering with VIP Account Registration / Account Maintenance • When adding commodity codes, the ‘Search Commodity Codes’ function provides vendors with the ability to search by a keyword descriptor • The system then returns a set of results that include the key word as part of the commodity code • Vendors can simply select the applicable commodity codes and save the changes to their account • While a vendor may provide “specific” products, sometimes a “general” search may be best. For example- in this scenario, the vendor searched by the word ‘desk’ to bring back a variety of results as selection options

Registering with VIP Account Registration / Account Maintenance • Vendors also have the opportunity to complete registration for additional State Solicitation Tools such as “Sourcing” and “eQuote” • The Sourcing Tool is used for formal bids (> $25,000) • The eQuote Tool is used for informal bids (< $25,000) • The MFMP team facilitates a separate, dedicated session to ‘Solicitations’ • For vendors interested in attending a session on ‘Solicitations,’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP Toolkit

Registering with VIP Account Registration / Account Maintenance • The last steps in the Vendor Registration activity include: • Email address confirmation • Terms of Use Review / Acceptance • Once these items are finished, the registration is complete, and a registration summary will be sent to the vendor’s account!

Billing and Collections in VIP Vendor Summary • Returning vendors can log into their account and access their ‘Vendor Summary’ page • Navigating to the ‘Billing and Collections’ area provides vendors with a view of: • Bill-To Contact Information • Self-Reporting Summary (of last 3 reports) • Consolidated Billing Invoice (CBI) Snapshot (of last 3 months)

Billing and Collections in VIP Billing and Collections Navigation • This provides details of a vendor’s transaction fee reporting and payment account • Vendors have the option to quickly navigate to: • Submit a Report • View Company Summary • View Full CBI History • View Self-Reporting History

Billing and Collections in VIP Accessing CBIs / Submitting Reports in VIP • Vendors can access individual Consolidated Billing Invoices (CBIs) by simply clicking on the links under the ‘CBI Snapshot’ area • State Term Contract Vendors can also submit self-reports for any payments received on contracts

Billing and Collections in VIP Example: Submitting a Transaction Fee Report • State Term Contract (STC) vendors are required to provide monthly reports for payments received; Non- STC vendors may have additional fees to report that were not included as part of a CBI • To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add’ • Pages have been simplified so that there is one field to be completed for fee-eligible payments • Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated

Billing and Collections in VIP Example: Submitting a Transaction Fee Report • Automated calculation will show the resulting transaction fees due • The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment • For vendors interested in attending a session on ‘Transaction Fee Reporting and Payment,’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP Toolkit

Performance Tracking Vendor Performance Information in VIP • Returning vendors can log into their account and access their ‘Vendor Summary’ page • Navigating to the ‘Performance Tracking’ area provides vendors with a view of performance tracking inputs

Performance Tracking 3.57 3.56 3.61 7637 8288 3.55 3.56 Vendor Performance Information in VIP • Vendors are able to see: • Rating Summary • Rating Detail • The Rating Scale that agency customers use when answering survey questions about the vendor’s performance

Where can I learn more? Additional Resources • Information will continue to be posted on the Vendor Information Portal (VIP) page on the MFMP Toolkit • For technical questions concerning MFMP or the registration process, please contact Vendor Help at: VendorHelp@MyFloridaMarketPlace.com or 1-866-352-3776 • For questions about becoming a certified minority business enterprise (CMBE), please contact the Office of Supplier Diversity (OSD) at: OSDHelp@dms.MyFlorida.com • General MFMP Contact information: Phone: 866-352-3776Fax: 850-414-8192Email: VendorHelp@MyFloridaMarketPlace.comWebsite: http://myfloridamarketplace.com • Hours: Monday – Friday, 8:00 a.m. – 5:30 p.m. EDT

Wrap-Up! How do I get on the “VIP List?” • Vendors who are currently registered with MyFloridaMarketPlace do not have to re-register in VIP • Current vendor registration information will be converted into the VIP system • All vendors should confirm their current account information- make sure it is current!

Vendor Information Portal Questions and Answers Thank You for your Participation Today!

MyFloridaMarketPlace Vendor Meetings October 15, 2009: “ Overview and Introduction to VIP ”

MyFloridaMarketPlace Vendor Meetings October 15, 2009: “ Overview and Introduction to VIP ”

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