contract administrators’ meeting february 10, 2005 2:00 p.m. state purchasing
TRANSCRIPT
Contract Administrators’ Meeting
February 10, 20052:00 P.M.
State Purchasing
2
Contract Administrators’ Meeting February 10, 2005 Agenda
• Survey Results
• Vendor Performance Tracking System
• Centralized Contract Management System
• DEP Update – Contract Administration & Reporting System
• Next Meeting Location / Time
3
Top Five ConcernsDMS Impressions
• Sourcing/Contract Development - Communication with agency purchasing staff? Use of appropriate elements of Strategic Sourcing Methodology would solve a lot of the issues.
• Performance Monitoring – Consistent concerns. Message seems to say we either don't do it or we don't know how to do it. Is the message, "we don't know who is responsible for this, contact managers, administrators or program people"?
• Financial/Audit -- Seems to be sub-heading of Performance. Interesting that documentation was not more prevalent.
• HR/Prof. Development - We are doing a lot of training. Are we missing the "how" while doing a great job on the "what"?
4
Contract Administrators’ Meeting February 10, 2005 Agenda
• Survey Results
• Vendor Performance Tracking System
• Centralized Contract Management System
• DEP Update – Contract Administration & Reporting System
• Next Meeting Location / Time
5
Roadmap to Excellence Recommended Solution to Recurring Problem
Inadequate systems exist for monitoring and rating vendor performance
We recommend a uniform vendor monitoring and rating system be created which incorporates links to contract monitoring reports, vendor websites, closeout evaluations, and a method for other agencies to access performance evaluations.
6
Roadmap to ExcellenceIssues under Performance Monitoring (200+)
• Documentation
• Internal controls
• Contractor accountability
• Contract files
• Verification of receipt of goods and services before payment to the vendor
• Adherence to purchasing statutes, rules and policies
• Training for contract managers
7
State Term Contract User
Survey(Active)
Contractor Performance
Rating(?)
Contract Management
Software(?)
MFMP Vendor Performance
Tracking(In Development)
4
3
21
Proposed Solution New Constellation of Integrated Systems
8
REQUESTOR UI
This interface allows Purchase Requestors and Master Agreement Contacts to submit vendor ratings on a per transaction basis. This interface will only allow Purchase Requestors and Master Agreement Contacts to rate transactions that were completed in MyFloridaMarketPlace.
9
REQUESTOR UI-PENDING VENDOR RATING SUBMISSIONS PAGE
Vendor Performance Tracking - MyFloridaMarketPlace
Pending Vendor Rating Submissions
VendorLocationFEINVendor Name
Vendor InvoiceNumber
Welcome
Russ Rothman
Copyright © 2005 State of Florida
Click on a Vendor Name.
Contract IDPO or MANumber
010F592122459APPLE COMPUTER 00116793 234-842-03-1 DO15676-V3
001F760476053AMERIGAS 0197327 DO36336
001F760476053AMERIGAS 2498723 DO75463
013F9426057943COM 011205 234-842-03-1
Warrant IssueDate(s)
01/06/2005
12/29/2004
01/07/2005
01/10/2005
01/13/2005
10
REQUESTOR UI-VENDOR PERFORMANCE RATING FORM
Vendor Performance Tracking - MyFloridaMarketPlace
Vendor Invoice 00116793 Summary
Welcome > Pending Submissions
Russ Rothman
Copyright © 2005 State of Florida
Vendor Transaction Performance Rating Form
Vendor Name:
FEIN:
PO or MA Number:Vendor Location:
Contract Number:
Contract Type:
234-842-03-1
DO15676-V3
STATE TERM
Performance toSpecifications
Delivery
Invoicing
Customer Service
Category
Fails to MeetMostRequirements
(1 Point)
Fails to MeetSomeRequirements
(2 Points)
MeetsRequirements
(3 Points)
ExceedsRequirements
(4 Points)
OutstandingPerformance
(5 Points)
Please provide comment if any rating is other than “Meets Requirements”. (1000 characters max.)
Submit Reset
$3,000.00
Amount
Total Amount: $6,000.00
Warrant(s): Warrant Issue Date
Invoice ReconciliationLine
Split AccountingLine
$1,000.00
$2,000.00
1159153 01/10/2005
1
1
2
1
2
1
Warrant Number
Vendor Invoice Detail
APPLE COMPUTER
010
F592122459
11
REQUESTOR UI-RATING SUBMISSION CONFIRMATION PAGE
Vendor Transaction Rating Confirmation
Copyright © 2005 State of Florida
Vendor Performance Tracking - MyFloridaMarketPlaceWelcome > Pending Submissions
Russ Rothman
Your Vendor Transaction Rating Form has been successfully recorded.
The form will be be factored into the Vendors Ratings within the next 24 hours.
12
REQUESTOR UI-Vendor Search Page
Search Reset
Please enter your search criteria.
Vendor Name Overall RatingFEIN
3 records found. Displaying 1 - 3.
COMPUSA, INC. 3.7F928370343
Maximum Results:
OFFICEMAX, INC. 3.0F873408751
APPLE COMPUTER 3.2F592122459
DELL, INC. 3.5F673408573
25
Search for a Vendor
Copyright © 2005 State of Florida
Vendor Performance Tracking - MyFloridaMarketPlaceWelcome
Russ Rothman
Vendor Name:
Contract ID:
FEIN:
Requestor Name:
234-842-03-1 Agency Name:
Requestor Email Address:
Actual Submissions
310
2
1,908
12,312
Potential Submissions
704
30
2,000
24,002
e.g.: STC, SPA, or Agency Term Contract ID
13
REQUESTOR UI-View Vendor High Level Detail Page
Vendor Performance Tracking - MyFloridaMarketPlace
Vendor FEIN Rating Summary
Welcome > Vendor Search
Russ Rothman
Copyright © 2005 State of Florida
Vendor FEIN Rating Detail
Vendor Name: APPLE COMPUTER F592122459FEIN:
Performance to Specifications:
Delivery:
Invoicing:
Customer Service:
Overall Rating:
Actual Submissions:
Potential Submissions:
Location NamePerformance toSpecifications Delivery
CustomerServiceOverall
ActualSubmissions
PotentialSubmissions
Click on a Location for further detail.
3.4
3.2
3.2
3.0
3.2
1,908
2,000
005_APPLE COMPUTER
010_APPLE COMPUTER
011_APPLE COMPUTER
3.2 3.3 3.3 3.1 3.0 534 551
3.3 3.5 3.1 3.3 3.1 720 748
3.2 3.4 3.2 3.2 2.9 654 701
Invoicing
14
REQUESTOR UI-View Vendor Specific Location Detail Page
Vendor Performance Tracking - MyFloridaMarketPlace
Vendor Location Rating Summary
Welcome > Vendor Search > FEIN Detail
Russ Rothman
Copyright © 2005 State of Florida
Vendor Location Rating Detail
Location Name: 010_APPLE COMPUTER F592122459FEIN:
Performance to Specifications:
Delivery:
Invoicing:
Customer Service:
Overall Rating:
Actual Submissions:
Potential Submissions:
Delivery InvoicingCustomerService
3.5
3.1
3.3
3.1
3.3
720
748
3 3 3 3 3
3.5 4 3 4 3
4 5 4 3 4
Location: 010
Vendor InvoiceNumber Contract ID
PO or MANumber
00116793 234-842-03-1 DO15676-V3
89237492 DO124-P92
43762223 991-882-04-1
Performance toSpecificationsOverall Comments
NA
Click Here
Click Here
15
REQUESTOR UI-View Comments Page
Vendor Performance Tracking - MyFloridaMarketPlace
Vendor Transaction Rating Comments
Copyright © 2005 State of Florida
Free form comments will be displayed here. This window will open when the Comment’s “ClickHere” link is clicked. The window will be locked and the only options the user have will be tominimize or close the window.
16
VENDOR UI
This interface is allows vendors to view vendor ratings on FEIN, location and transaction levels. This interface will only allow vendors to view rating on transactions that were completed in MyFloridaMarketPlace.
17
VENDOR UI-Choose System Page
[Privacy Statement] [Terms of Use] [Frequently Asked Questions] [Glossary]Copyright © 2003 State of FloridaMyFloridaMarketPlace Vendor Registration Customer Service: 866-FLA-EPRO (866-352-3776)
Statewide Vendor Portal - MyFloridaMarketPlace
What would you like to do?
Update My Vendor Registration Submit My Transaction Fee ReportOnline
Change My Company’s Contact
Change My Company’s Information
Change My Telephone/Email address/Fax Number
Update My Commodity Codes
Register to participate in Solicitations(Sourcing)
Register to participate in eQuotes
View My Consolidated Billing Invoice (CBI)
Submit My Transaction Fee ReportOnline (PUR 3776)
View My Vendor Rating
View My Vendor Rating
18
VENDOR UI-View Vendor High Level Detail Page
Vendor Performance Tracking - MyFloridaMarketPlace
Vendor FEIN Rating Summary
Vendor FEIN Rating Detail
Vendor Name: APPLE COMPUTER F592122459FEIN:
Performance to Specifications:
Delivery:
Invoicing:
Customer Service:
Overall Rating:
Actual Submissions:
Potential Submissions:
Location NamePerformance toSpecifications Delivery
CustomerServiceOverall
ActualSubmissions
PotentialSubmissions
Click on a Location for further detail.
3.4
3.2
3.2
3.0
3.2
1,908
2,000
005_APPLE COMPUTER
010_APPLE COMPUTER
011_APPLE COMPUTER
3.2 3.3 3.3 3.1 3.0 534 551
3.3 3.5 3.1 3.3 3.1 720 748
3.2 3.4 3.2 3.2 2.9 654 701
Invoicing
Logout
Required Information
Username/Password
Main Contact
General Information
Business Profile
Certified Minority
Business Enterprise
Locations/Contacts
Commodity Selection
eQuote
Terms of Use
Registration Summary
Solicitations
Submit Transaction Report
View CBI
View Vendor Rating
[Privacy Statement] [Terms of Use] [Frequently Asked Questions] [Glossary]Copyright © 2003 State of FloridaMyFloridaMarketPlace Vendor Registration Customer Service: 866-FLA-EPRO (866-352-3776)
19
VENDOR UI-View Vendor Specific Location Detail Page
Vendor Performance Tracking - MyFloridaMarketPlace
Vendor Location Rating Summary
Vendor Location Rating Detail
Location Name: 010_APPLE COMPUTER F592122459FEIN:
Performance to Specifications:
Delivery:
Invoicing:
Customer Service:
Overall Rating:
Actual Submissions:
Potential Submissions:
Delivery InvoicingCustomerService
3.5
3.1
3.3
3.1
3.3
720
748
3 3 3 3 3
3.5 4 3 4 3
4 5 4 3 4
Location: 010
Vendor InvoiceNumber Contract ID
PO or MANumber
00116793 234-842-03-1 DO15676-V3
89237492 DO124-P92
43762223 991-882-04-1
Performance toSpecificationsOverall Comments
NA
Click Here
Click Here
Logout
Required Information
Username/Password
Main Contact
General Information
Business Profile
Certified Minority
Business Enterprise
Locations/Contacts
Commodity Selection
eQuote
Terms of Use
Registration Summary
Solicitations
Submit Transaction Report
View CBI
View Vendor Rating
[Privacy Statement] [Terms of Use] [Frequently Asked Questions] [Glossary]Copyright © 2003 State of FloridaMyFloridaMarketPlace Vendor Registration Customer Service: 866-FLA-EPRO (866-352-3776)
20
VENDOR UI-View Comments Page
Vendor Performance Tracking - MyFloridaMarketPlace
Vendor Transaction Rating Comments
Free form comments will be displayed here. This window will open when the Comment’s “ClickHere” link is clicked. The window will be locked and the only options the user have will be tominimize or close the window.
[Privacy Statement] [Terms of Use] [Frequently Asked Questions] [Glossary]Copyright © 2003 State of FloridaMyFloridaMarketPlace Vendor Registration Customer Service: 866-FLA-EPRO (866-352-3776)
21
VPT ADMINISTRATIVE UI
This interface allows an Administrator to search on vendors and update ratings and comments submitted against vendor transactions. This interface will only allow a VPT Administrator or Super Admin to update transaction ratings that have been completed by a Requestor or MA contact
22
ADMINISTRATIVE UI-VENDOR SEARCH PAGE
Search Reset
Please enter your search criteria.
Vendor Name Overall RatingFEIN
3 records found. Displaying 1 - 3.
COMPUSA, INC. 3.7F928370343
Maximum Results:
OFFICEMAX, INC. 3.0F873408751
APPLE COMPUTER 3.2F592122459
DELL, INC. 3.5F673408573
25
Search for a Vendor
Copyright © 2005 State of Florida
Vendor Performance Tracking - MyFloridaMarketPlace
Russ Rothman
Vendor Name:
Contract ID:
FEIN:
Requestor Name:
234-842-03-1 Agency Name:
Requestor Email Address:
Actual Submissions
310
2
1,908
12,312
Potential Submissions
704
30
2,000
24,002
e.g.: STC, SPA, or Agency Term Contract ID
23
ADMINISTRATIVE UI- VENDOR HIGH LEVEL DETAIL PAGE
Vendor Performance Tracking - MyFloridaMarketPlace
Vendor FEIN Rating Summary
Vendor Search
Russ Rothman
Copyright © 2005 State of Florida
Vendor FEIN Rating Detail
Vendor Name: APPLE COMPUTER F592122459FEIN:
Performance to Specifications:
Delivery:
Invoicing:
Customer Service:
Overall Rating:
Actual Submissions:
Potential Submissions:
Location NamePerformance toSpecifications Delivery
CustomerServiceOverall
ActualSubmissions
PotentialSubmissions
Click on a Location for further detail.
3.4
3.2
3.2
3.0
3.2
1,908
2,000
005_APPLE COMPUTER
010_APPLE COMPUTER
011_APPLE COMPUTER
3.2 3.3 3.3 3.1 3.0 534 551
3.3 3.5 3.1 3.3 3.1 720 748
3.2 3.4 3.2 3.2 2.9 654 701
Invoicing
24
ADMINISTRATIVE-View Vendor Specific Location Detail Page
Vendor Performance Tracking - MyFloridaMarketPlace
Vendor Location Rating Summary
Vendor Search > FEIN Detail
Russ Rothman
Copyright © 2005 State of Florida
Vendor Location Rating Detail
Location Name: 010_APPLE COMPUTER F592122459FEIN:
Performance to Specifications:
Delivery:
Invoicing:
Customer Service:
Overall Rating:
Actual Submissions:
Potential Submissions:
Delivery InvoicingCustomerService
3.5
3.1
3.3
3.1
3.3
720
748
3 3 3 3 3
3.5 4 3 4 3
4 5 4 3 4
Location: 010
Vendor InvoiceNumber Contract ID
PO or MANumber
00116793 234-842-03-1 DO15676-V3
89237492 DO124-P92
43762223 991-882-04-1
Performance toSpecificationsOverall
25
ADMINISTRATIVE UI-UPDATE RATINGS PAGE
Vendor Performance Tracking - MyFloridaMarketPlace
Vendor Invoice 00116793 Summary
Vendor Search > FEIN Detail > Location Detail
Russ Rothman
Copyright © 2005 State of Florida
Vendor Transaction Performance Rating Form
Vendor Name:
FEIN:
PO or MA Number:Vendor Location:
Contract Number:
Contract Type:
234-842-03-1
DO15676-V3
STATE TERM
Performance toSpecifications
Delivery
Invoicing
Customer Service
Category
Fails to MeetMostRequirements
(1 Point)
Fails to MeetSomeRequirements
(2 Points)
MeetsRequirements
(3 Points)
ExceedsRequirements
(4 Points)
OutstandingPerformance
(5 Points)
Please provide comment if any rating is other than “Meets Requirements”. (1000 characters max.)
Comments will be populated here and editable.
Submit Reset
APPLE COMPUTER
010
F592122459
26
ADMINISTRATIVE UI-UPDATE CONFIRMATION PAGE
•
Vendor Transaction Rating Confirmation
Copyright © 2005 State of Florida
Vendor Performance Tracking - MyFloridaMarketPlaceVendor Search > FEIN Detail > Location Detail
Russ Rothman
The Vendor Transaction Rating Form has been successfully updated.
The updated form will be be factored into the Vendors Ratings within the next 24 hours.
27
VPT QUARTERLY REPORT
The purpose of this report is to allow the general public and vendors have high level visibility into the Vendor Performance Tracking system.
28
PUBLIC VIEW (QRTRLY RPT)-VPT Requestor/MA Contact
Welcome Page
Vendor Performance Tracking - MyFloridaMarketPlace
Requestor or Master Agreement Contact Administration
Welcome to the Vendor Performance Tracking System.
What would you like to do?
Submit Pending Vendor Ratings
Search for a Vendor
Copyright © 2005 State of Florida
Russ Rothman
29
State Term Contract User
Survey(Active)
Contractor Performance
Rating(?)
Contract Management
Software(?)
MFMP Vendor Performance
Tracking(In Development)
4
3
21
Proposed Solution New Constellation of Integrated Systems
30
Roadmap to ExcellenceDistribution of the 494 Findings
• Performance monitoring (45%)
• Procurement methodology (20%)
• Contract writing (17%)
• Payment (10%)
• Needs assessment (7%)
• Contract closure (1%)
31
Primary purposes of Contractor Performance Tracking System
• A single electronic file for recording and tracking the performance of all contractors on all contracts at closeout.
• A tool for evaluating contractors for future use.
32
Contract Administrators’ Meeting February 10, 2005 Agenda
• Survey Results
• Vendor Performance Tracking System
• Centralized Contract Management System
• DEP Update – Contract Administration & Reporting System
• Next Meeting Location / Time
33
State Term Contract User
Survey(Active)
Contractor Performance
Rating(?)
Contract Management
Software(?)
MFMP Vendor Performance
Tracking(In Development)
4
3
21
Proposed Solution New Constellation of Integrated Systems
34
Roadmap to Excellence Recommended Solution to Recurring Problem
Agencies’ use of different processes and procedures in awarding and managing contracts causes the contract documents to vary considerably in format and content
We recommend DMS, with the assistance of other agencies, develop standard contract formats for use by all state agencies.
35
Contract Management System Primary purposes
• A database for all contracts.
• A single electronic file for all documents related to a contract.
• Report capability.
• Document retrieval capability.
• A tool for managing contracts, measuring performance and recording results.
36
Contract Administrators’ Meeting February 10, 2005 Agenda
• Survey Results
• Vendor Performance Tracking System
• Centralized Contract Management System
• DEP Update – Contract Administration & Reporting System
• Next Meeting Location / Time
37
DEP UpdateCARS
[see separate presentation]
38
Contract Administrators’ Meeting February 10, 2005 Agenda
• Survey Results
• Vendor Performance Tracking System
• Centralized Contract Management System
• DEP Update – Contract Administration & Reporting System
• Next Meeting Location / Time
39
Contract Administrators’ MeetingNext Meeting
Time: 2:00 pm to 3:00 pm
Date: Thursday, March 10, 2005
Location: Betty Easley Center, Room 152