1. MyFloridaMarketPlace MyFloridaMarketPlace Customer Roundtable Meeting November 7, 2007 Dial-in Number: (888) 808-6959 Conference Code: 9210040 Dial in and when prompted enter the conference code # followed by the # key Updated

2. Agenda

Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations

MyFloridaMarketPlace Updates

• System Enhancement Update

• Project Press / Satisfaction Survey Results

• Agency Scorecard Update

• Enhanced Operational Reporting

• A Encumbrance Lockdown

State Purchasing / Vendor Initiatives

• FLAIR Gap Analysis

• Vendor Survey

• Catalog Enablement / eInvoicing Progress

• New Solicitations

Hot Topics Link / Communications

Questions / Open Discussion

Next Meeting Time / Location

3. Contact Information

Walter Bikowitz

Chief of State Purchasing Operations

Division of State Purchasing

Department of Management Services

4050 Esplanade Way, Suite 360

Tallahassee, FL 32399-0950

Phone: 850-488-7809

Fax: 850-414-6122

Blackberry:850-274-1370

E-mail:[email_address]

"We Serve Those Who Serve Florida"

4. Walt Bikowitz

37+ years of public service in NYS OGS

30+ years in purchasing and contracting

4 years NYS Purchasing Director

Awards:

• 2006 Citizen Budget Commissions Prize for Public Service and 2006 NASPO Cronin Club Gold Medal Award for HIRE:

• http://www.cbcny.org/prize.html

• 2000 Cronin Club Silver Medal Award for Emergency Standby Services

• 1997 Cronin Club Silver Medal Award for Library Services

• 1992 NYS Environmental Coalition Award for First IPM contract

5. MyFloridaMarketPlace Goals

Tactical

• Refocus Customer Communication

• Improve Fee Collection

• Establish MFMP Desktop Procedures

• Increase number of Punchout Catalogs

Strategic

• Create a one e-Procurement (Purchasing) System

• Enhance Procure-to-Pay Integration

• Extend e-Sourcing

• Implement Operational Reporting

• Implement Effective Training Program

• Establish Vendor Advisory Board

6. MyFloridaMarketPlace Strategic Goal

Create One e-Procurement System

• Sunset* SPURS

• • Complete Level 2 Integration

• • Migrate Florida School for the Deaf and Blind (FSDB), the Division of Administrative Hearings (DOAH), and the Legislature

• Roll out Phase 1 e-Sourcing

• Sunset* VBS

We are developing detailed work plans to accomplish the above goals considering the various challenges involved. *Sunset may or may not mean the system goes away.It does mean that daily use of the system will go away. 7. Agenda

Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations

MyFloridaMarketPlace Updates

• System Enhancement Update

• Project Press / Satisfaction Survey Results

• Agency Scorecard Update

• Enhanced Operational Reporting

• A Encumbrance Lockdown

State Purchasing / Vendor Initiatives

• FLAIR Gap Analysis

• Vendor Survey

• Catalog Enablement / eInvoicing Progress

• New Solicitations

Hot Topics Link / Communications

Questions / Open Discussion

Next Meeting Time / Location

8. System Enhancement Update

System Enhancements (aka Change Requests [CRs])

• A number of system enhancements were accomplished with the upgrade in April June 2007

• The Change Review Board (CRB) prioritized several CRs

• Some new CRs have come along (e.g.: 6 digit commodity codes & OSD automation due to budget cuts)

• We have compiled a list of 76 CRs and with the CRBs assistance we have/will compile a top 7 list

• Level 2 integration actively being worked on

9. Next Speaker

Michael Johnston, MyFloridaMarketPlace Operations Manager

10. Project Press / Satisfaction Survey Results

MFMP Satisfaction Survey Results Press Release (10/18/07)

• Survey addresses customer satisfaction with system functionality

• August survey was a six-month follow up to the December 06 issuing of the survey

• Issued to 2,244 MFMP end users; received 435 responses (~19% response rate)

• Survey identified a91%overall satisfaction rate with MyFloridaMarketPlace

• Survey identified an89%satisfaction with the purchasing tool, up from 84% in December

• Survey identified a94%satisfaction with the invoicing tool, up from 77% in December

• Press release can be found at:http://dms.myflorida.com/agency_administration/communications/dms_press_releases

Federal Computer Week Article (10/31/07)

• Cited MFMP Satisfaction Survey Results

• Discussed overall benefit of the eProcurement system with supporting anecdotal evidence

• Article can be found at:http://www.fcw.com/online/news/150664-1.html

11. Agency Scorecard Update

3 rditeration of Agency Scorecard (only included agency-specific data) distributed 10/25 for Q1 of FY 2008 statistics

Results of pilot phase (based largely on agency input):

• A new MFMP System Usage column

• Scoring scale for Requisition to PO timeframe adjusted

• User Queue report designed and implemented

• • A management tool used to identify opportunities for improving approval times (Requisition to PO cycle time and Invoice to Check cycle time)

• • Communication sent to Purchasing and F&A liaisons on 10/25/07

• Discussions with agencies to improve efficiency and use of system as well as to improve the scorecard

The next distribution of the scorecard (for Quarter 2 of FY 2008) will include each agencys data as well as a summary level of comparative data for all agencies.

The Agency Scorecard Job Aid is posted to the MFMP Toolkit for reference.

The team welcomes the opportunity to discuss the scorecard further with your agencies, if desired.

12. User Queue Report 13. User Queue Report 14. Next Speaker

Rachael Lieblick, Process Management Team

15. Enhanced Operational Reporting

As a continuous improvement objective, the project is looking at enhancing operational reporting capability

Operational Reporting Group comprised of agencies from the CRB has met twice

Group reviewed current reporting tools available and discussed gaps:

• Recommended to make updates to a few existing reports.

• • Invoice Reconciliation Report

• • FLAIR Voucher Summary

• • Payments Completed in FLAIR

• • Outstanding Encumbrance Report

• • All Outstanding Encumbrance Report

• Recommended a new report

• • Payment History

• • • Report will include payment history details for all open purchase orders

16. Enhanced Operational Reporting

Operational Reporting (Cont.)

• Recommended changes to Analysis

• • Add all accounting fields to Analysis

• Recommended changes to System Searches

• • Increase the number of returned results in system searches

• • Add additional fields to the display

17. A Encumbrance Lockdown

Effective December 1, customers will not be able to edit A encumbrances directly in FLAIR

MFMP and DFS have been working jointly on this initiative

A encumbrances

Change:

You will no longer be able to edit A encumbrances directly in FLAIR

Impact:

Changes to A encumbrances must be made through the MFMP Change Order process

Q payables

Changes:

Payables created in FLAIR against an A encumbrance will result in a Q payable

Impact:

MFMP will only allow Q payable disbursement; no longer able to initiate disbursements against P payables from MFMP

18. Next Speaker

Kim Koegel (on behalf of Danielle Morton, Vendor Management Lead)

19. Agenda

Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations

MyFloridaMarketPlace Updates

• System Enhancement Update

• Project Press / Satisfaction Survey Results

• Agency Scorecard Update

• Enhanced Operational Reporting

• A Encumbrance Lockdown

State Purchasing / Vendor Initiatives

• FLAIR Gap Analysis

• Vendor Survey

• Catalog Enablement / eInvoicing Progress

• New Solicitations

Hot Topics Link / Communications

Questions / Open Discussion

Next Meeting Time / Location

20. State Purchasing Update / Vendor InitiativesFLAIR GAP Analysis

Comparison of MyFloridaMarketPlace (MFMP) and Florida Accounting Information Resource system (FLAIR) for FY 2006 & 2007 shows 209 vendors, including 32 State Term Contractors (STC) with discrepancies greater than $10,000

Total discrepancy exceeds $18 Million!

MFMP started notifying vendors via e-mail starting 10/11/07

Waves will be spaced at least 60 days apart to accommodate for vendor response time:

• Wave 1: STCs >$10,000 and non-STCs >$100,000 (approx. 59 vendors)

• Wave 2: non-STCs between $25,000 and $100,000 (approx. 78 vendors)

• Wave 3: non-STCs between $10,000 and $25,000 (approx. 72 vendors)

21. State Purchasing Update / Vendor InitiativesFLAIR GAP Analysis

Rule 60A - registered vendors must pay the 1% Transaction fee on all payments received by the State of Florida unless exempt

Vendors are responsible for reporting and paying on all transactions

Payments made outside of MFMP are fee eligible

DMS/MFMP will be contacting agencies about exemptions

How can agencies help?

• Clearly mark your exempt transactions in MFMP

• Explain the fee to the vendors

22. State Purchasing Update / Vendor Initiatives

Team is targeting to distribute a Vendor Survey by mid-November.Feedback will be used for the following:

• Determine subsequent enhancements

• Preferred communication channels for vendors

• Measure customer satisfaction

Vendor Survey 23. Next Speaker

Stu Potlock, Bureau Chief,Technology, OESS & Special Programs Sourcing

24. State Purchasing Update / Vendor InitiativesPunchout / Line Item Catalog Enablement

Punchout Activities:

• VF Imagewear Punchout is available

• Vendors currently in discussion to assess punchout capability

• • MeadWestvaco

• • Superior Uniform Group

• • Verizon Wireless

• • Pitney Bowes

Line Item Catalog Enablement:

• PRIDE Detention Clothing (200-050-06-P)

• Body Armor Contract: Gator Hawk and Protective Apparel (680-850-05-1) Gator Hawk and Protective Apparel

25. State Purchasing Update / Vendor InitiativesGreen Catalog Items

Flagging of Green items on vendor catalogs:

• Marpan Supply Company, Inc.

• Dade Paper Company

• Gulf Ice Systems, Inc.

• P O Express, Inc.

• Konica Minolta Business Solutions USA, Inc.

• Sharp Electronics

• Mac Papers

26. State Purchasing Update / Vendor InitiativesNew Solicitation

IT Hardware State Contract Solicitation:

• Phase 1 Desktops, Laptops, & Monitors

• Phase 2 Servers (Entry Level, Mid Level, & Mainframe)

• Phase 3 Telecommunications / Connectivity

• Phase 4 Peripheral and other Hardware, Currently under ACS with GTSI

• Note: We may launch Telecommunications/connectivity before Servers

Strategy and Desired Outcome:

• Increased competition at solicitation by reduced vendor base

• Deeper discounts making RFQ process optional

• Ability to negotiate deeper volume discounts with a single awardee

• Development of meaningful minority participation program

27. Next Speaker

Rachael Lieblick, Process Management Team

28. State Purchasing Update / Vendor Initiatives eInvoicing

eInvoicing adoption campaign

• MFMP team is currently scheduling a day session for vendors who are candidates for eInvoicing

• Session is targeted for early December, and will provide an overview of the benefits of eInvoicing as well as enablement steps

• The team welcomes agency suggestions about preferred vendors for eInvoicing, and the team is more than happy to reach out to those vendors to assess readiness

29. Next Speaker

Debbie Gries,Process Management Team

30. Agenda

Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations

MyFloridaMarketPlace Updates

• System Enhancement Update

• Project Press / Satisfaction Survey Results

• Agency Scorecard Update

• Enhanced Operational Reporting

• A Encumbrance Lockdown

State Purchasing / Vendor Initiatives

• FLAIR Gap Analysis

• Vendor Survey

• Catalog Enablement / eInvoicing Progress

• New Solicitations

Hot Topics Link / Communications

Questions / Open Discussion

Next Meeting Time / Location

31. Hot Topics/Communications

Hot Topics

• The intent is to distribute weekly

• Topics will include workarounds to SIRs (System Investigation Requests); training and helpful hints and tips; catalog enablement, etc.

Known Issues List

• The intent is to distribute monthly after the release has been successfully implemented

• Clarify the issue in clear and plain language and provide impacts and workarounds when possible

• The list will contain active SIRs and Resolved SIRs under each separate tab

32. Hot Topics 33. Agenda

Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations

MyFloridaMarketPlace Updates

• System Enhancement Update

• Project Press / Satisfaction Survey Results

• Agency Scorecard Update

• Enhanced Operational Reporting

• A encumbrance lockdown

State Purchasing / Vendor Initiatives

• FLAIR Gap Analysis

• Vendor Survey

• Catalog Enablement / eInvoicing Progress

• New Solicitations

Hot Topics Link / Communications

Questions / Open Discussion

Next Meeting Time / Location

34. Questions / Open Discussion

Analysis Training

Others?

35. Agenda

Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations

MyFloridaMarketPlace Updates

• System Enhancement Update

• Project Press / Satisfaction Survey Results

• Agency Scorecard Update

• Enhanced Operational Reporting

• A encumbrance lockdown

State Purchasing / Vendor Initiatives

• FLAIR Gap Analysis

• Vendor Survey

• Catalog Enablement / eInvoicing Progress

• New Solicitations

Hot Topics Link / Communications

Questions / Open Discussion

Next Meeting Time / Location

36. Next Meeting Time and Location

February 6, 2008

Rescheduled to February 20, 2008

Carr Building

9:00 11:00 a.m.