Transcript
Page 1: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

MyFloridaMarketPlace

MyFloridaMarketPlace User Meeting

July 13, 2005

Page 2: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

Page - 2

Agenda

Welcome / Introduction

Action Plan Update from 5/10 User Meeting

Aspire Update

Year End Follow Up Discussion

Looking Ahead to this Fiscal Year

Vendor Management Update

Next Meeting Time / Location

Page 3: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

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Agenda

Welcome / Introduction

Action Plan Update from 5/10 User Meeting

Aspire Update

Year End Follow Up Discussion

Looking Ahead to this Fiscal Year

Vendor Management Update

Next Meeting Time / Location

Page 4: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

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Agenda

Welcome / Introduction

Action Plan Update from 5/10 User Meeting

Aspire Update

Year End Follow Up Discussion

Looking Ahead to this Fiscal Year

Vendor Management Update

Next Meeting Time / Location

Page 5: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

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Requirements Traceability Matrix

Re

quir

em

en

t s

Tr a

ce

ab

ility M

at r

ix

Requirements

Agency Role Mapping

Security

Roles Configuration Guide

Application Design Master List

ReportsInterfacesConversionsEnhancements

Technical Specifications

Functional Specifications

Business Process Design

documents

Test Scripts

Test Scripts

Business Process Design

documents

Testing of Aspire

Defect Tracking & Cure

Aspire Software

Aspire Update

The Project Team’s first rule: “We will not deploy Aspire before it is ready.”

Replanning Effort Timeframe for Pilot and Wave 1 Agency Timeframe for Remaining Agencies

Current activities Closing out development issues Vendor just finished Cycle 3 Testing of the

software Preparing for Cycle 4 vendor testing Reviewing and improving Aspire

documentation To verify requirements will be met As a yardstick for testing

Reviewing test scripts Upcoming Activities

User Acceptance Testing Extending Advocate contracts

Page 6: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

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Agenda

Welcome / Introduction

Action Plan Update from 5/10 User Meeting

Aspire Update

Year End Follow Up Discussion

Looking Ahead to this Fiscal Year

Vendor Management Update

Next Meeting Time / Location

Page 7: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

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Year End Follow Up Discussion

Summary of Key Tasks / Milestones 6/24: Deadline for IRs to be submitted to Auditor’s queue

7/1: Over 9,500 purchase orders with a “hold until” date of either 6/30 or 7/1 were processed. 99% of these orders

were processed without intervention (e.g., failed due to outdated vendor information)

7/11: Completed processing of Certified Forward file from DFS (i.e., updated MyFloridaMarketPlace with this

information)

Year End Reports will continue to be provided through end of July (Includes the daily report for orders ‘Received’ but not ‘Invoiced’)

Page 8: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

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Year End Follow Up Discussion (Highlights)

MyFloridaMarketPlace Registered Vendors

42,796

59,480

0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

2004 2005

Number of Users Loaded (Approximate)

8,000

12,000

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

2004 2005

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Year End Follow Up Discussion (Highlights)

Purchase Order Volume (by Fiscal Year)

25,293

85,711

010,000

20,00030,000

40,00050,000

60,00070,000

80,00090,000

2004 2005

Invoices Paid (in millions)

$68,986

$522,384

$0

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

2004 2005

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Year End Follow Up Discussion

Continue to document any lessons learned from year to year

Example of a key point from this year: Identified some agencies with purchase orders being processed with

a hold until date of “6/30” when user intent was to put “7/1” on the purchase order

Action for Next Year: Reinforce during month of May and June to make sure to verify hold until date on purchase orders if intent is to hold until “7/1”

Page 11: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

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Agenda

Welcome / Introduction

Action Plan Update from 5/10 User Meeting

Aspire Update

Year End Follow Up Discussion

Looking Ahead to this Fiscal Year

Vendor Management Update

Next Meeting Time / Location

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Jul ‘05 Sep ‘05Aug ‘05

7/1/05: Purchase Orders with a “hold until” date of 7/1 processed

Between now and 7/29: Agencies should continue to enter all multi-year purchase orders and/or contracts into MyFloridaMarketPlace, and review any open purchase orders that should be closed.

7/29/05: All multi-year purchase orders in MyFloridaMarketPlace

Looking Ahead to Next Fiscal Year

Late August Through September: Analysis Working Group Sessions

Continue to work with Aspire on Integration and Functional Transition Tasks

Oct ’05 and beyond

• Conduct regularly scheduled Change Request meetings

• Continue quarterly data migrations

Quarter 1 Data Migration

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Agenda

Welcome / Introduction

Action Plan Update from 5/10 User Meeting

Aspire Update

Year End Follow Up Discussion

Looking Ahead to this Fiscal Year

Vendor Management Update

Next Meeting Time / Location

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Vendor Management Update

The Vendor Management team has noticed an increase in billing disputes from vendors- often because the fee exempt checkbox is not checked on the order (if the purchase is fee exempt)

Agencies are encouraged to review orders that are determined to be fee exempt and make sure the checkbox is marked (can be completed during the creation or approval process)

For situations where a Master Agreement is being utilized to a vendor that is exempt, please make sure that a “Contract Exemption eForm” has been completed

Web-based training for transaction level and contract level exemptions is found under the Advanced Purchasing Lesson 7.6: Exemptions

Grainger and Office Depot have offered to be in attendance at the August 10th meeting

Agencies are encouraged to submit any questions that you may have for these vendors to [email protected] by Tuesday, August 2nd

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Agenda

Welcome / Introduction

Action Plan Update from 5/10 User Meeting

Aspire Update

Year End Follow Up Discussion

Looking Ahead to this Fiscal Year

Vendor Management Update

Next Meeting Time / Location

Page 16: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

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Next Meeting Time / Location

Wednesday, August 10, 2005

Carr Building, Room 170

9 a.m. – 11 a.m.


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