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Purchasing Director’s Meeting MFMP 2.0 Upgrade Status February 15, 2007

Purchasing Director’s Meeting MFMP 2.0 Upgrade Status February 15, 2007. Agenda Review. Status of MyFloridaMarketPlace 2.0 upgrade Training (User Acceptance Testing, Agency, System Administrator, Requestor) Testing – User Acceptance Testing MFMP 2.0 implementation/contingency planning

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Purchasing Director’s Meeting MFMP 2.0 Upgrade Status February 15, 2007

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  1. Purchasing Director’s Meeting MFMP 2.0 Upgrade Status February 15, 2007

  2. Agenda Review • Status of MyFloridaMarketPlace 2.0 upgrade • Training (User Acceptance Testing, Agency, System Administrator, Requestor) • Testing – User Acceptance Testing • MFMP 2.0 implementation/contingency planning • e-Invoicing update

  3. MFMP 2.0 Upgrade – Plan Status Technical Infrastructure Plan Design Build Test Deploy Build Train 4/2/07 * Bold indicates Agency participation required

  4. MFMP 2.0 Upgrade – Plan Dates

  5. MFMP 2.0 Functional Changes • CR 3 – Payment History – Original design completed • New field will be added to the purchase order (PO) to indicate the outstanding PO balance. • Initial value of this field is the total of the PO and is updated when an IR against a PO goes to “Paid” status • All paid IR listed on PO (including previous versions of the PO) listed with IR number (with a link to the actual IR), paid date (warrant date), and IR total amount • CR 6 – Hold Until date • Requisitions that have a ‘hold until’ date (e.g., July 1st) and are submitted prior to that hold until date will now be accessible for updates • CR 25 – DO/MA on Invoice eForm • An active purchase order (PO) or open/closed master agreement (MA) number required on Invoice eForm • CR 27 – Negative Receipting • Users will have the ability to enter a negative amount in the “Accepted” field on the receipt in order to correct a quantity error from a previous receipt • CR 28 – Workflow Regeneration • If a line item added does not require commodity specific or cross agency approvers the workflow will not be regenerated unless change in overall price is 10% or greater • If a line item is deleted the workflow will not be regenerated • The dollar amount percentage threshold will be increased from 5% to 10% • If the commodity code is changed on a line item to a commodity code that does not require a commodity specific approver or a cross agency approver the workflow will not be regenerated

  6. MFMP 2.0 Training • System Administrator (SA) training: • 27 of 28 agencies scheduled • New Group/Role configuration requires specific training for SA • SA tasked to verify mapping provided at agency • What’s New in MFMP 2.0/Agency specialized training: • 27 of 28 agencies scheduled • What’s New Training • general overview of the changes from the current version to MFMP 2.0 • Target audience would be super users • Agency Review Training • Specific Purchasing and F&A MFMP 2.0 Training • Agency purchasing and F&A professionals • Requestor/Requisitioner training scheduled • Scheduled many Statewide Requester Training sessions (see the MFMP 2.0 website and use the “Requester Training” link Training has started!

  7. User Acceptance Testing (UAT) • Confirmed participation for all CRB agencies • Set UAT dates for 2/19/07 – 2/21/07 and 2/27/07 – 2/28/07 • Validated UAT entry/exit criteria (when we start & when we can acknowledge successful completion) • Identified UAT test scenarios – see handout 3 Business Days until UAT begins

  8. MFMP 2.0 Implementation Planning • Summary • Implementation checklist • Clean up of work • PR in composing • IR not in paid for more than 60 days • Inactive users clean up • Preparation for end of year relative to hold until (CR 6) & Payment history (CR3) – How do agencies take full advantage of the positive changes • Performance test environment 31 business days until MFMP 2.0!

  9. Contingency Planning • Contingency planning is necessary! • In simple language – it is a back up plan • It allows us the opportunity to think clearly now in a proactive mode and not reacting to unplanned events • If necessary – and only if necessary, how long can we postpone the MFMP 2.0 go-live in this fiscal year? • 1 week (4/9/07) • What is an alternate launch date after the fiscal year? • October • If necessary – and only if necessary, during a migration weekend, can we take an extra day to convert (e.g., include Monday, 4/2 as a non-operational day and go-live on 4/3)? • Yes

  10. eInvoicing • Electronic invoices (eInvoices) simplify the payment process • eInvoicing initiative to increase number of eInvoices received from suppliers • 10% of all invoices received electronically • 20% is goal • eInvoicing enablement outreach is in process • 241 vendors contacted in early January • 8% response rate to date • Pursuing high volume suppliers with technical capabilities to generate eInvoices • What is your role in the process?

  11. What’s Next? 31 business days until MFMP 2.0! Thank you!

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