MyFloridaMarketPlace Roundtable November 12, 2003

1. MyFloridaMarketPlace Roundtable November 12, 2003

2. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • MyFloridaMarketPlace Status Update • FLAIR Integration Update • Billing and Collection Overview • Break • MRO Materials Overview • Office Consumables Update • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

3. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • MyFloridaMarketPlace Status Update • FLAIR Integration Update/Scanning Requirement • Billing and Collection Overview • Break • MRO Materials Overview • Office Consumables Update • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

4. MyFloridaMarketPlace Project Statistics • Vendors Registered: • 27,518 vendors registered in MyFloridaMarketPlace as of 11/07/03 • 32% of vendors registered are CMBE/MBE • 50% registered for eQuote • 43% registered for Sourcing; 64% registered with a commodity code • <1% registered for Ariba Supplier Network (e-Invoicing) • Initial Agencies (DMS, STO, DOT, Citrus, DOH, DJJ): • Approximately 3,800 users across 6 agencies • 4,143 requisitions and 3,719 Purchase Orders issued for $67,239,000 through 11/07/03 • Sourcing: 20 formal bid events open with 7 awarded • eQuote: 115 items awarded for a total of $623,695 or an average of $16,718 per quote through 10/31 • Contracts/Catalogs: • 555 Contracts Loaded • 543 Catalogs Loaded • 30,130 SKUs Loaded

5. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • MyFloridaMarketPlace Status Update • FLAIR Integration Update / Scanning Requirement • Billing and Collection Overview • Break • MRO Materials Overview • Office Consumables Update • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

6. MyFloridaMarketPlaceFLAIR Interface Update • Acceptance testing is underway with Agencies and DFS. Completed encumbrances. Expected to complete third and final pass of disbursements on Wednesday 11/12/03 • DFS to complete unscripted testing and auditing modifications testing on Friday 11/14/03 • Target for go-live with real-time encumbrances and disbursements is moved from 11/13 to 11/17 for the 6 agencies currently using the MyFloridaMarketPlace system • Training • Live training for live agencies (DOT, DMS, STO, DJJ, DOH, and Citrus) conducted week of 11/3 and week of 11/10 • Training for December, January, and February Agencies TBD. • Web-based training is beginning to be updated the week of 11/10 • Agency roll-out implications: we will wait approximately 30 days to roll-out to additional users • DEP & DVA from 11/17 to 12/15 • FDLE & DOC from 12/1 to 1/15 • HSMV from 12/1 to 2/1

7. MyFloridaMarketPlaceScanning Requirement • DFS will be publishing a formal memo requiring Agencies to scan/attach any invoices that are not received electronically • Will be distributing communication to State Term Contract vendors on 11/12 with instructions and information they can use to register for the Ariba Supplier Network (ASN) • Registration with the ASN will allow vendors to conduct electronic invoicing • Once this has been communicated to State Term Contract vendors, the team will begin communication efforts to non State Term Contract vendors

8. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • MyFloridaMarketPlace Status Update • FLAIR Integration Update / Scanning Requirement • Billing and Collection Overview • Break • MRO Materials Overview • Office Consumables Update • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

9. MyFloridaMarketPlaceBilling and Collection • What are we planning to do? • Implement an automated system to generate supplier bills that identify fee-eligible spend and requests payment of the 1% transaction fees • Why are we implementing an automated billing system? • To provide vendors an accurate reflection of their fee-eligible transactions • Remove burden of self-reporting from the majority of vendors • Increase timeliness and accuracy of fee collection • Easily identify and initiate actions against vendors with past-due balances

10. MyFloridaMarketPlaceBilling and Collection • When will the system start sending bills? • We expect to begin generating the first bills in Spring 2004 • The implementation team is currently documenting requirements and working on infrastructure setup and functional designs • We will finalize and communicate the target go live date after design is complete • Once we go live, we will bill the current month forward- We will not retroactively bill for previous month’s transaction fees • How will it work? • Once a month, fee-eligible transactions will be identified and fees calculated • Bills will be generated and sent to the vendors • Vendors will mail a check (and completed self-report forms for non MFMP transactions) to the MyFloridaMarketPlace PO Box • The bank will process payments and vendor accounts will be updated • We will follow up with vendors with past due balances and/or reports

11. MyFloridaMarketPlaceBilling and Collection • What transactions will / won't be included? • We can only send bills for transactions initiated through MyFloridaMarketPlace • All vendors doing business with an agency (or other eligible user group) that is actively using MyFloridaMarketPlace will receive a bill to collect fees on eligible transactions • State term contract vendors doing business with other eligible user groups (e.g. local governments, educational entities, etc.) not using MyFloridaMarketPlace will continue to self-report those transactions and related fees • There are several agencies joining MyFloridaMarketPlace on a phased implementation schedule (e.g. Department of Corrections). Only transactions for the portion of the agency that is deployed and using MFMP will be included on vendor bills. Vendors will be required to self-report any non-MFMP transactions until the agency is fully deployed. • The system will calculate fee eligibility / exemption based on the vendor chosen or the contract selected • The system will generate bills based on approved vendor invoice amount, which takes into account change orders, cancellations, etc.

12. MyFloridaMarketPlaceBilling and Collection • What is the impact for agencies? • Agencies will follow the established process for identifying and approving exempted transactions • Agencies should redirect any vendor questions regarding bills and transaction fees to the MFMP Help Desk • What is the impact for vendors? • The current self-reporting process will change - vendors will receive bills • Possibility that timing of payments and self-reported data will change • Even though we send bills for transactions initiated through MFMP, State term contract vendors will still have to self-report transactions for other eligible user groups not using MFMP

13. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • MyFloridaMarketPlace Status Update • FLAIR Integration Update / Scanning Requirement • Billing and Collection Overview • Break • MRO Materials Overview • Office Consumables Update • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

14. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • MyFloridaMarketPlace Status Update • FLAIR Integration Update / Scanning Requirement • Billing and Collection Overview • Break • MRO Materials Overview • Office Consumables Update • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

15. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • MyFloridaMarketPlace Status Update • FLAIR Integration Update / Scanning Requirement • Billing and Collection Overview • Break • MRO Materials Overview • Office Consumables Update • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

16. Next Meeting: Time / Location • December 10, 2003 • 9:00 a.m. – 11:00 a.m. • Carr Building, Room 170 • If there are any changes to the date / time, we’ll send an e-mail to the Agency Liaison!