MyFloridaMarketPlace

1. MyFloridaMarketPlace MyFloridaMarketPlace User Meeting May 11, 2004

2. Agenda • Welcome / Introduction • Update on Agency OAT Approach • Update on Billing and Collection Processes (Exemption processes, PUR Forms) • Update on Blanket Purchase Order Policy • Break • Update on Current Release • Change Request / Design Discussions • Open Discussion Time

3. Agenda • Welcome / Introduction • Update on Agency OAT Approach • Update on Billing and Collection Processes (Exemption processes, PUR Forms) • Update on Blanket Purchase Order Policy • Break • Update on Current Release • Change Request / Design Discussions • Open Discussion Time

4. MyFloridaMarketPlaceAgency Deployment Plan • Secretary Simon will be communicating to the leadership of agencies who have yet to go through Operational Acceptance Test (OAT) that it is to their advantage to participate in OAT before the end of May. He is also looking for these agencies to commit to a firm fielding date as an outcome of OAT completion. Affected agencies are: FDLE, DCA, HSMV, Lottery, DC, DBPR, DOR, DMA, FWC (OEU), and DOS (OEU) Considerations: • Proactively identifies key issues with all remaining initial user agencies • Builds confidence that all system issues are identified and addressed prior to go-live. • Enables an agency to “stick a toe in the water” and build confidence that the system will meet their needs. • Addresses inaccurate rumors regarding system stability and performance that may be present at the agency grass roots level • Provides the project team with three months (i.e., June, July and August) to address any identified agency OAT concerns before widespread fielding resumes • Only requires 4-6 users from each agency for a period of 2 days. Accenture can be very flexible in scheduling these sessions. • Enables agencies to utilize time period between OAT and go-live to develop/refine policies and procedures, leveraging system exposure gained during OAT.\

5. Agenda • Welcome / Introduction • Update on Agency OAT Approach • Update on Billing and Collection Processes (Exemption processes, PUR Forms) • Update on Blanket Purchase Order Policy • Break • Update on Current Release • Change Request / Design Discussions • Open Discussion Time

6. Contract Level Exemptions • A contract level exemption is an exemption that will apply to all transactions (purchase orders or disbursements) conducted with a vendor for a specific contract within an agency • Contract level exemptions are recorded through PUR 3777 and PUR 3778 • Currently, contract level exemptions are submitted to the Customer Service Desk for processing. • With the 5.0 release implemented on April 26th, agencies now have the ability to mark contract level exemptions directly in MyFloridaMarketPlace using the Contract Exemption eForm. • Users with the role of ‘Exemption eForm’ will have the ability to mark contract level exemptions in MyFloridaMarketPlace. • Although PUR 3777/PUR 3778 is no longer submitted to the CSD for processing, DMS has requested that each agency continue to complete the form and retain an electronic version for audit purposes.

7. Exceptions to a Vendor Level Exemption • Transactions with an entity designated as a non-profit and governmental agency are exempt from the transaction fee, “unless the entity is awarded a contract following a competitive solicitation involving for-profit entities, and the contract, if awarded to a for-profit entity, would be subject to the transaction fee.” • In situations such as this, it would be necessary to flag a contract with the governmental entity or non-profit so that is fee eligible through PUR 3780. • Contract exceptions to a vendor level exemption may also be marked using the Contract Exemption eForm • Although PUR 3780 is no longer submitted to the CSD for processing, DMS has requested that each agency continue to complete the form and retain an electronic version for audit purposes. • Only PUR 3779 for an Exceptional Vendor Registration is required to be submitted to the Customer Service Desk for processing. • The updated PUR forms are located at http://dms.myflorida.com/dms/support/myfloridamarketplace_toolkit

8. The Contract Exemption eForm is located under the ‘Company eForm’ heading

9. The Contract Exemption eForm will be available to users with the ‘Exemption eForm’ role. The Contract Exemption eForm will allow agencies to 1) Flag a contract as exempt 2) Flag a contract as fee-eligible for a vendor level exemption

11. The Master Agreement number and Exemption Reason must be selected when flagging a contract exemption. The ‘Exempt?’ checkbox will automatically default as checked indicating that you would like to exempt the contract. To mark a contract as fee-eligible for an exempt vendor, uncheck the ‘Exempt?’ checkbox.

16. The PUI: Purchasing Agent is the default approver for all contract-level exemptions.

18. Agenda • Welcome / Introduction • Update on Agency OAT Approach • Update on Billing and Collection Processes (Exemption processes, PUR Forms) • Update on Blanket Purchase Order Policy • Break • Update on Current Release • Change Request / Design Discussions • Open Discussion Time

19. Update on Blanket Purchase Order Policy • BPO Options: • Master Agreement and Purchase Order • Purchase Order only • When to use each • DFS requirements • Status of software revisions • Policy memo anticipated on or about May 21

20. Agenda • Welcome / Introduction • Update on Agency OAT Approach • Update on Billing and Collection Processes (Exemption processes, PUR Forms) • Update on Blanket Purchase Order Policy • Break • Update on Current Release • Change Request / Design Discussions • Open Discussion Time

21. Upcoming Release Information • Release 5.2 will go live at the end of May • Key Change Requests included in this release include: • CR 32: Add Direct Order numbers as a search criteria • CR 93: (DOT) New CPLA approver for CPLA purchases over $25,000 • CR 219: Master Agreement modifications for Blanket Purchase Orders • CR133: Uncheck ‘Send to Vendor’ checkbox for comments • The Communication Toolkit provides users with the opportunity to view Change Request status (http://dms.myflorida.com/dms/support/myfloridamarketplace_toolkit) • Please review this content prior to the 5/25 User Meeting so that we can have further discussion about the content, agency thoughts on priorities, etc.

22. Agenda • Welcome / Introduction • Update on Agency OAT Approach • Update on Billing and Collection Processes (Exemption processes, PUR Forms) • Update on Blanket Purchase Order Policy • Break • Update on Current Release • Change Request / Design Discussions • Open Discussion Time

23. CR 230 – Provide the ability to have a requisition reference a BPO MA and STC MA Issue: There are occasions when a user will want to create a requisition against a BPO MA (usually supplier level MA or commodity level MA) and choose a catalog item that is on STC. Currently, the functionality in MyFloridaMarketPlace will overwrite the BPO MA reference with the STC MA reference on the requisition in order to track STC spend. Solution: • If a requisition against a BPO MA and a STC catalog item is chosen, the requisition would reference the BPO MA which would allow automatic accumulators to accurately track dollars/units left on BPO MA. • STC ID would also be referenced on the requisition to allow for STC spend • STC spend will be reported against by STC ID

24. CR 230 – Vendor Addresses on IR Form Issue: Agencies have requested that additional Vendor addresses from the Vendor Registration system be viewable on the IR. There are three available addresses: • Bill to address • Remit to address • Order from address Order from address is currently provided on the IR in MyFloridaMarketPlace. The Bill to address is a vendor address strictly for Billing and Collection use and will not be viewable in MyFloridaMarketPlace. Solution: • Add Remit to address to the nightly data extract from Vendor Registration to MyFloridaMarketPlace • Add Remit to address to the Supplier Detail View on the IR

25. Agenda • Welcome / Introduction • Update on Agency OAT Approach • Update on Billing and Collection Processes (Exemption processes, PUR Forms) • Update on Blanket Purchase Order Policy • Break • Update on Current Release • Change Request / Design Discussions • Open Discussion Time

26. Next User Meeting Time / Location • Tuesday, May 25th from 9 a.m. – 11 a.m. • Carr Building, Room 170 • Thanks for your participation, and remember to check out the Communication Toolkit!