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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

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  • 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.