MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace Customer Roundtable (CRT) Meeting April 8, 2009, 9:00 am EDT The toll free number is: (888) 808-6959Conference Code: 5263885 #

Agenda • Welcome / Introduction [Walt Bikowitz] • Review: Year End Processes • Certified Forward • Payables • Reducing/Releasing Encumbrances • Disbursement Transaction Override • Available Reports and Job Aids • 1% Fee Exemption Process • Training Update • Punchout Catalogs • Vendor Updates • SPURS Sunset • Wrap-Up!

Agenda Welcome / Introduction Review: Year End Processes [Anne Rabon] Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids 1% Fee Exemption Process Training Update Punchout Catalogs Vendor Updates SPURS Sunset Wrap-Up! Page - 3

Review: Year End • Last year, MFMP was taken down on July 1st to complete the “Certified Forward” and “Delay Purchase Until” process • Customers were notified of the systems availability through e-mail communications • 61% fewer transactions needed manual intervention than in previous years • The 387 transactions needing manual intervention, were resolved on July 3rd whereas in previous years, they took approximately a week • Improvements were made to the MFMP Certify Forward program that processes the DFS Certify Forward file resulting in a reduction of overall run time for that batch program from eight hours to under two hours (32,095 requisition line items were processed in less than two hours compared to 30,324 in eight hours the previous year • These reductions in time assisted in a successful year end process • We would like to repeat the process again this year, taking MFMP down on July 1, 2009

Agenda Welcome / Introduction Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids 1% Fee Exemption Process Training Update Punchout Catalogs Vendor Updates SPURS Sunset Wrap-Up! Page - 5

Certified Forward On July 1, 2009, (early a.m.), MFMP will be receiving the file update from FLAIR as to which encumbered requisitions should be marked with a Certified Forward Indicator This process will only mark encumbered requisitions. Unencumbered requisitions will need to be marked manually by initiating a change order Change Orders can be completed on requisitions in “Received” status Page - 6 Page - 6

Certified Forwards: Manual Process Overview Activity will need to be completed by Finance and Accounting Page - 7

Payables: Process Overview Activity will need to be completed by Finance and Accounting Page - 9 Page - 9

Reducing/Releasing Encumbrances There are four ways to reduce or release encumbrances in MFMP: Change Orders can be submitted to reduce the quantity/amount of your order, reducing the encumbered amount Final Payment Indicator can be checked when approving an IR for encumbered payments to un-encumber the remaining balance, this check box is located on the line level detail of the IR Release Encumbrance eForm can be used to release all the remaining funds associated on an order Release Encumbrance Request Form can be submitted to the Customer Service Desk to release the encumbrance, however, you will need to supply the REF (Release Encumbrance eForm) number Page - 11 Page - 11

Release Encumbrance eForm: Process Overview Activity will need to be completed by Finance and Accounting Page - 12 Page - 12

Disbursement Transaction Override During disbursement processing, the disbursement transaction type may be changed from encumbered to unencumbered disbursement, or unencumbered to encumbered disbursement by checking or unchecking the ‘Encumber Funds’ checkbox Customers assigned the “Invoicing” group will have the ability to override the disbursement type The ‘Encumber Funds’ checkbox is at the split accounting level and must be updated for each split accounting line (Note: All transactions must be the same type) If the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance eForm to release the remaining encumbrance amount Page - 14 Page - 14

Reports There are several MyFloridaMarketPlace reports that are generated for use by agencies and posted to the DMS Web site (http://dms-purchasing-ftp.state.fl.us/xx00/) A job aid is also available on the DMS Web site (in the MFMP Toolkit) that lists the available reports along with a description of each Note: this document is currently being updated (http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit) Page - 16 Page - 16

Suggested Year End Reports The following reports (from the DMS Web site) should be helpful in year end processing: IRs With Last Approver Primarily used by Finance & Accounting to monitor the status and activity of IRs to ensure prompt payment processing Lists Invoice Reconciliations (IRs) in Reconciling and Approving status This includes IRs generated from the Ariba Supplier Network (ASN) (Purchasing Unit Indicator (PUI): 9999) and IRs that failed Central FLAIR IRs that failed Central FLAIR will list the approving invoice manager by name and will remain in Approving status until resolved This excludes IRs that list FLAIR Integration as the active approver and does not list IRs in Paid status Customers whose queue the IR is currently active will be listed This also includes IRs routed to the Invoice Administrator. This only applies to ASN invoices Page - 17 Page - 17

Suggested Year End Reports Invoice Reconciliation Report Will assist Finance and Accounting in determining outstanding invoices by budget to determine what action needs to be taken when budgets change Lists all non-ASN IRs in an Approving, Reconciling or Rejecting status POs Without IRs Is primarily used by Finance & Accounting to identify Orders where IRs were not created through MyFloridaMarketPlace Lists Commodity POs in a Receiving or Received status Service POs in Ordered Status All Received Orders Report Is primarily used by Finance and Accounting to identify purchase orders containing commodities to determine if invoices have been received and processed Lists Orders in a Received status Page - 18 Page - 18

Suggested Year End Reports All Open Orders Report Is primarily used by Finance and Accounting to identify all “Open” POs to determine if invoices have been received and processed. This is also used by Purchasing personnel to determine if the purchase order needs to be changed, canceled or closed for future receiving Lists POs in Ordering, Ordered and Receiving status All Orders Report Is the same as the All Open Orders Report but includes Orders in Received status PR’s in Submitted Status Displays intended PR obligation by organizational code before the money is committed through a direct order. Managers are able to review spending plans before the agency is committed to an expenditure List the latest version of a PR in a Submitted status Page - 19 Page - 19

Suggested Year End Reports Punchout vs NonCatalogs • Used by Finance and Accounting and Purchasing. F&A will be able to view the Orders being placed against Punchout vendors, resulting in an eInvoice and Purchasing will be able to determine if the Punchout features are being utilized • Vendors being captured • Dell Marketing L.P. • Hewlett-Packard Company • VF Imagewear, Inc. • Lenovo Inc. • Grainger Industrial Supply • Fisher Scientific Company LLC • Office Depot BSD (pull only Non-Catalog Requisitions) • Lists Orders in Ordered, Ordering, and Received status Page - 20 Page - 20

Agenda • Welcome / Introduction • Review: Year End Processes • Certified Forward • Payables • Reducing/Releasing Encumbrances • Disbursement Transaction Override • Available Reports and Job Aids • 1% Fee Exemption Process [ Eric Swanson] • Training Update • Punchout Catalogs • Vendor Updates • SPURS Sunset • Wrap-Up!

Transaction Fee Exemptions The 1% Transaction Fee applies to all transactions that are not specifically exempted in Rule 60A-1.032 of the FAC. The table below explains the three levels that a vendor or specific purchase can be exempt from the 1% Transaction Fee: Page - 22

Transaction Fee Exemption Review • We are beginning a new process to review the transaction fee exemptions • DMS reviews a monthly report that details all transaction fee exemptions at the transaction level by all agencies, including • Vendors registered with the incorrect business designation • Approved transactions that do not follow F.A.C. 60A-1.032 • The exemptions highlighted compare the vendor to the specific exemption • Our goal is to assist the agencies in selecting the most appropriate exemption

Agenda • Welcome / Introduction • Review: Year End Processes • Certified Forward • Payables • Reducing/Releasing Encumbrances • Disbursement Transaction Override • Available Reports and Job Aids • 1% Fee Exemption Process • Training Update [Kasey Bickley] • Punchout Catalogs • Vendor Updates • SPURS Sunset • Wrap-Up!

Training Update • To date in FY 08/09, MFMP trained 551 customers with an average evaluation score of 4.7 (on a scale from 1 to 5) • Training attendance has been increasing • Outlook invitations are now sent as confirmations • Reminder emails are also sent the day prior to the training • To receive a certificate for any course, you must attend over half of the training • February 16th-19th we held Train the Trainer training: • All aspects of the system were covered (Requesting, Invoicing, etc.), as well as advanced topics including CR 36, FLAIR Integration, etc. • We plan to offer at least two Train the Trainer trainings next FY

Training Update • We have scheduled our trainings for April and May: • In April we will be offering only New Requester and Invoicing Training • In May, we will be offering New Requester, Invoicing, Analysis, and Secure Reports • We will not be conducting trainings in June and July in order for customers to focus on Year End • If 2-3 business days prior to the training we have less than 5 registered customers, we will cancel and reschedule the session

Training Updates: Survey Action Items • Completed Training Survey Action Items include: • Updated Buyer FAQs • Eliminated DMS printing for individual training sessions • Created and distributed hot topics, specifically: • OnDemand Training tool • Sandbox information • Buyer toolkit information • Added a page onto the Buyer Toolkit for “Working with Vendors” to tailor vendor information from a buyer perspective • Created and posted the following job aids: • How to Create a Non-Catalog Requisition • Vendor Registration • Receiving Made Simple

Agenda • Welcome / Introduction • Review: Year End Processes • Certified Forward • Payables • Reducing/Releasing Encumbrances • Disbursement Transaction Override • Available Reports and Job Aids • 1% Fee Exemption Process • Training Update • Punchout Catalogs [Kasey Bickley] • Vendor Updates • SPURS Sunset • Wrap-Up!

Punchout Catalogs • The following Punchout Catalogs are available in MFMP: • Office Depot • Grainger (both hand tools and WSCA) • Fisher Scientific • Dell – PCs, laptops and monitors • Dell – Network Infrastructure • HP • Lenovo • VF Imagewear • Take advantage of eInvoicing with these vendors - complete your purchase through their Punchout catalog

Agenda • Welcome / Introduction • Review: Year End Processes • Certified Forward • Payables • Reducing/Releasing Encumbrances • Disbursement Transaction Override • Available Reports and Job Aids • 1% Fee Exemption Process • Training Update • Punchout Catalogs • Vendor Updates [Eric Swanson] • SPURS Sunset • Wrap-Up!

Vendor Updates eInvoicing • BT Conferencing and Compellent are now eInvoicing in MFMP • We will continue to communicate with the buyer community as new vendors begin to eInvoice • We are working with several other large vendors to begin eInvoicing • A list of current eInvoicing vendors is available off of the buyer toolkit, http://dms.myflorida.com/buyertoolkit

Vendors Currently eInvoicing with MFMP

Agenda • Welcome / Introduction • Review: Year End Processes • Certified Forward • Payables • Reducing/Releasing Encumbrances • Disbursement Transaction Override • Available Reports and Job Aids • 1% Fee Exemption Process • Training Update • Punchout Catalogs • Vendor Updates • SPURS Sunset [Walt Bikowitz] • Wrap-Up!

SPURS Sunset • We’ve come a long way with sunsetting SPURS • Agencies are not purchasing through SPURS • All agency permissions in SPURS are now removed except for P-Card vendor adds • SPURS access reduced from 2237 to 293 • There is no funding for SPURS after July 1, 2009 • When SPURS is shutdown SPURS data will no longer be available • DMS DIVTEL (CITS) can create an Access database for each agency (offers searching capability) • Communication distributed and is posted on the buyer bulletin board at http://dms.myflorida.com/mfmp

SPURS Sunset: Vendor Add Application • We have been working very hard with the Department of Financial Services over the last few months to develop the new Vendor Add Application in FLAIR • Designs are complete and development work underway

SPURS Sunset: Vendor Add Application • DMS/DFS MOU: • MOU addresses commitment between DMS and DFS to build the Vendor Add application • The new vendor-add application will contain edits/enhancements needed by DFS to meet Internal Revenue Service requirements and prepare for the 3% withholding law (Note: Federal stimulus delayed but did not remove requirements) • Employee Interchange Agreement – staff being hired

SPURS Sunset • Phase I: • Development of a batch interface between MFMP and FLAIR for the addition and update of MFMP registered vendors to the FLAIR vendor file • Development of a FLAIR online application for vendor maintenance • Allows agencies to add vendors which will be used only in the FLAIR Purchasing Card subsystem • Allows DFS / Accounting and Auditing (A&A) to add and maintain vendors which may be used in any agency transaction • Development of an annual process for DFS to provide MFMP with information to inactivate “B” notice vendors (Note: first annual “B” Notice process successfully completed in December 2008)

SPURS Sunset • Phase II: • MFMP will develop an online W-9 form within the MFMP Vendor Registration System • MFMP intends to enhance the batch interface between MFMP and FLAIR to transmit the W-9 data • DFS intends to enhance the batch interface between MFMP and FLAIR to set MFMP Vendors to a “pending” status until a W-9 has been received and validated by DFS/ A&A • DFS intends to alter FLAIR to prevent all non-MFMP Vendor payments from processing if the Statewide Vendor record is in a “pending” status • Phase III: • Enhancement to the MFMP Vendor Registration System to standardize and validate address formats • Enhancement to the FLAIR Vendor application (online and batch interface) to standardize and validate address formats

SPURS Sunset Related Change Requests: CR 47 & CR 51 • CR 47 - Line Item DescriptionCurrently, MFMP extracts purchase order data nightly for importing into SPURSView. However, MFMP does not send the PO line item description information with the PO data. With CR 47, MFMP will send line item description to DMS, displaying the data with the DO information within SPURSView. • Implemented because SPURS data will no longer be available • Prospectively going forward

SPURS Sunset Related Change Requests: • CR 51 - Inactivation Reason CodeDuring SPURS sunset discussions, DFS requested that MFMP add an inactivation reason code in the Vendor Registration System to indicate the reason a vendor's registration (or location) is inactivated. This inactivation reason code will be passed to FLAIR in the nightly MFMP to FLAIR vendor interface for updates on the statewide vendor file. • DFS provided a list of inactivation reasons, including: (1) DFS request – no IRS match; (2) vendor request, no reason; (3) vendor request – duplicate registration; and (4) DMS request – vendor went out of business.

Agenda • Welcome / Introduction • Review: Year End Processes • Certified Forward • Payables • Reducing/Releasing Encumbrances • Disbursement Transaction Override • Available Reports and Job Aids • 1% Fee Exemption Process • Training Update • Punchout Catalogs • Vendor Updates • SPURS Sunset • Wrap-Up!

Wrap - Up • Questions / Comments

MyFloridaMarketPlace