mfmp 3.0 what’s new seminar

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DMS Powerpoint Template2011
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• Requisitioning
• Approving
• Receiving
• Invoicing
– Take advantage of new technology
– Improve the technical infrastructure
customers
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• Implement customer requested system changes
• In addition MFMP:
– Reviewed the Secure Reports to confirm customers still need these reports
– Worked with several agencies to review their workflow processes and make improvements where possible
– Addressed previous MFMP audit findings
Welcome to MFMP 3.0
– System Overview
– Understanding of new features and improvements
– Confidence about logging into MFMP 3.0 on September 6
Welcome to MFMP 3.0
– MFMP Toolkit – fully updated by September 6
Welcome to MFMP 3.0
• Requisitioning
• Approving
• Receiving
• Invoicing
– New unencumbered orders will have a PO prefix instead of
a DO prefix
• Master Agreement (MA) is now Contract (C)
• Master Agreement Request (MAR) is now Contract
Request (CR)
Invoice
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• Requisitioning
• Approving
• Receiving
• Invoicing
– Use Labels to tag or categorize requisitions, receipts, invoices, invoice reconciliations, etc.
– Remove or update Labels as needed
• MFMP 2.0 folders will convert to
MFMP 3.0 Labels
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Customize Tabs on the Dashboard
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What's staying the same … and what’s improving
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• Copy MFMP 2.0 requisitions as a basis for MFMP 3.0
orders
(including updated accounting information)
• Order prefix will now be PO instead of DO in
MFMP 3.0
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• MFMP customers complete functions as they did in MFMP 2.0
• So what is changing in MFMP 3.0
– For Requisitioning
– For Approving
– For Receiving
– For Invoicing
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begin withholding 3 percent of a vendor payments as
of January 1, 2013
Prevention and Reconciliation Act (TIPRA) of 2005
– This law requires governments to withhold
3 percent of all payments greater than $10,000
What's staying the same … and what’s improving
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all vendors to submit a new Form W-9 to be
validated by the IRS.
– All vendors are required to submit a new Form W-9
– This includes reluctant vendors
withholding payments for vendors who do not have a
valid Form W-9 on file.
• Agencies will not be able encumber funds for
vendors without a valid W-9 on file
What's staying the same … and what’s improving
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https://flvendor.myfloridacfo.com
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• Requisitioning
• Approving
• Receiving
• Invoicing
Sources (ACS)
• STC and ACS are available in the MFMP catalog
– Punch-out
– Line-item
– Continues to increment in numbering value after go-live
– Order IDs will not duplicate
Requisitioning
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put the emphasis on what you‘re buying
• From the dashboard, you can search the catalogs or
click the Requisition link to create requisitions
Requisitioning
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Create Requisitions
• Customize your view of the catalog to see multiple items at one
time by clicking on thumbnail‘ link
• If you cannot find what you‘re looking for in the catalog, create a
non-Catalog requisition; fill in all product details
Requisitioning
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• Compare line item catalog products to determine the best value
• Select the items you want to consider and click Compare
Requisitioning
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• Select the item you want to add to your cart
Requisitioning
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– Applies to both STC and Agency Term Contracts
– Existing Master Agreements at go-live will continue to have
an MA prefix current MA expires and a new contract is
created in MFMP 3.0.
• Change Orders made against an existing MFMP 2.0 order will
continue to be versioned and will include a v
Requisitioning
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• Benefits of recording contracts in MFMP
– Spend Analysis
– Document Management
Requisitioning
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Requisitions
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• Requisitioning
• Approving
• Receiving
• Invoicing
• Finds items that require your approval in your To Do‘
list on either your Home tab or the Procurement tab
• Queue displays the requester
is necessary and appropriate
the request
• Requisitioning
• Approving
• Receiving
• Invoicing
Manage from the dashboard
• When the receiving report returns, enter the number
of items received and the actual date you received
them
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order.
3. MFMP 3.0 go-live day is September 6.
4. In MFMP 3.0 you use Labels instead of Folders.
5. We upgraded now to make your work easier.
Bonus Question —
on the MFMP 3.0 login page.
Pop Quiz Time
• Requisitioning
• Approving
• Receiving
• Invoicing
• Process is similar to the PO-based invoice process
– Select the contract number instead of selecting a purchase order number
– Invoice lines do not populate on the invoice
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Invoicing
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Reconciling and Approving • To Do Box lets you link to the IRs
– From here you link easily to the IRs
– MFMP 3.0 identifies who initiated the invoice
• Access IRs
– Click open to begin the reconciliation
Invoicing
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Invoicing
• Requisitioning
• Approving
• Receiving
• Invoicing
New Fun Features
MFMP Password Complexity • Passwords must comply with State of Florida security standards
• 7-16 characters in length
• New Password requirements include:
– One digit
• A digit must be located within the middle of the password. For
example: Password2 and 2Password are invalid. However,
Password22 and Pass2word are both valid.
– No spaces
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New Fun Features
– Organize items to categorize them in a logical
manner
– MFMP team will monitor
searches
enterprise wide
New Fun Features
• Use at least two filters to narrow your search results
New Fun Features
• Mass Update function is optional
• Invoice Reconciliation Account Mass Update eForm
• You can update Up to 10 IRs at a time (not to exceed 100 lines)
• Accounting validation does not occur on the Mass Edit Update eForm
New Fun Features
• Click on Preferences
• Select Delegate Authority
• Complete as usual
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document – This applies to requisitions / orders and invoice
reconciliations
– Transaction workflow will not regenerate
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Purge Request process
– Remove attachment even after approval process started
– In unique situations, MFMP Customer Service Desk can assist
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and Non-Catalog items
Requisitions copied display as a link in the history tab
Including the requisition it was copied from
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New Fun Features
Improvements to Invoices • Invoice date validates when you select the next button
• Automatically populates the invoice with the lines of the purchase order
• The cursor now defaults to the quantity field
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Create an eQuote • Follow five steps to set up and send your electronic
quotes to vendors
New Fun Features
• Beginning October 2011, Access Analysis through your
MFMP 3.0 dashboard
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• Requisitioning
• Approving
• Receiving
• Invoicing
• Requisitioning
• Approving
• Receiving
• Invoicing
• Recorded training for each topic
– MFMP Minute (10-week countdown to 3.0, begins July 1)
• Quick recorded tips about MFMP 3.0 enhancements
– Check with your agency liaison for additional training specific to
your agency
Post-Upgrade – Six, one-hour webinars covering what‘s new in System
Overview, Requisitioning, or Invoicing (one topic per
webinar)
• Bring your questions or just listen and learn from the
discussion
• Requisitioning, Oct. 4, 9 a.m. to 4 p.m.
• Invoicing, Oct. 11, 9 a.m. to 4 p.m.
• Reporting, Nov. 15, 9 a.m. to 4 p.m.
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Resources
• http://www.dms.myflorida.com/business_operations/state_purchasi
ng/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_too
lkit
• http://www.dms.myflorida.com/business_operations/state_purchasi
ng/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_too
lkit/mfmp_communications/mfmp_hot_topics_bulletin_board
our eNewsletter
upgrade, feel free to contact the MFMP Customer
Service Desk.
(866) 352-3776