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
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
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
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
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
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were processed without intervention (e.g., failed due to outdated vendor information)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’)
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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
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 - 12
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
Page - 14
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
Next Meeting Time / Location
Wednesday, August 10, 2005
Carr Building, Room 170
9 a.m. – 11 a.m.