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Customer Round TableMay 19, 2020

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Agenda

• MFMP Utilization

• Emergency Purchasing

• MFMP System Enhancement

• Reporting Workgroup Results

• Training

• Fiscal Year-End

• Open Forum

Agenda

• MFMP Utilization

• Emergency Purchasing

• MFMP System Enhancement

• Reporting Workgroup Results

• Training

• Fiscal Year-End

• Open Forum

Goal 80% Goal 80%

Average Utilization

82.63%

Goal 80%

Average Utilization

84.74%

Goal 50%

Average Utilization

28.94%

Goal 80%

Average Utilization

91.24%

Average Utilization

96.78%

Utilization Update

• Third quarter scorecard is available on the MFMP website

• Get more information from the Utilization Support Web page and notify the MFMP

team if your agency is interested in utilization support

Purchase Order and Contract

Invoice CatalogReceiving Goods

in MFMPeQuote

Agency Utilization Spotlight

Agency for Health Care Administration

Department of Management Services

Department of State

Department of Veterans Affairs

The MFMP team recognizes the following agencies that met all five utilization goals for the third quarter MFMP utilization scorecard

My eQuote Story

Listen as Kellie Talbot from the Department of Management Services shares a story about her experience

using eQuotes

Agenda

• MFMP Utilization

• Emergency Purchasing

• MFMP System Enhancement

• Reporting Workgroup Results

• Training

• Fiscal Year-End

• Open Forum

Emergency Purchasing

MFMP COVID-19 emergency purchasing support

Total Emergency Purchase Orders

2,408

Average Emergency Purchase Order Cycle Time

0.93 days

• New vendors that provide critical supplies are registering daily in MFMP

• MFMP Customer Service Desk is available to walk vendors through the registration process

• Normal Purchase Order Cycle Time is 3.8 days

• Since March 2020, there have been 4,653 newly registered vendors in the Vendor Information Portal

• O - Emergency per rule 60A-1.046 and 287.057(3)(a) • O1 - Emergency [s 255.0525(1), F.S.]• O2 - Emergency per Executive Order [s 252.36(2), F.S.]

• Typically used if FLAIR is unavailable or a newly registered vendor does not have a valid W-9 on file with DFS

• Emergency Purchasing in MFMP job aid was updated to provide instructions on paying an unencumbered order with an encumbrance in FLAIR

Choose an Emergency Method of Procurement (MOP) for a requisition

Unencumbered Purchase Orders

Purchasing Card (PCard) Purchases

• PCards may be used to create unencumbered requisitions during emergency purchasing in accordance with your agency’s PCard policy

Emergency Purchasing Tips

Delegation of Approval Authority

• Prevent potential delays in ordering by delegating your approval authority if you will be out of the office

Agenda

• MFMP Utilization

• Emergency Purchasing

• MFMP System Enhancement

• Reporting Workgroup Results

• Training

• Fiscal Year-End

• Open Forum

MFMP System Enhancement

MFMP implemented an enhancement in response to the COVID-19 pandemic to better support the emergency purchasing needs of the State of Florida

• Increase the frequency of newly registered vendors in VIP being available for selection on an unencumbered requisition in Buyer

• Previously, new registrations and updates were available in Buyer the next day, now updated every 30 minutes

• Allows creation of unencumbered requisitions for newly added vendors prior to their W-9 being validated by DFS

Agenda

• MFMP Utilization

• Emergency Purchasing

• MFMP System Enhancement

• Reporting Workgroup Results

• Training

• Fiscal Year-End

• Open Forum

Reporting Workgroup Results

• Secure Reports older than two years will move to an archive folder

• The Secure Reports Job Aid will be updated to list reports by topic (e.g., Requisition/PO, Invoice, etc.) and will be accessible from the MFMP Secure Reports Web page

• A revamped MFMP U Reporting training will focus more on using the Analysis application to support your reporting needs

The MFMP team used feedback from the Reporting Workgroups, including the one conducted during a recent CRT, to take the following actions:

Secu

re R

epo

rts

An

alys

is

Agenda

• MFMP Utilization

• Emergency Purchasing

• MFMP System Enhancement

• Reporting Workgroup Results

• Training

• Fiscal Year-End

• Open Forum

Agency Training Highlights

The MFMP team has trained over 1,669 agency customers and vendors this fiscal year, here are a few highlights:

• Conducted a Live and Local event in Tallahassee

• Trained 441 agency customers

• Updated select training materials

• Reporting module added to multiple trainings• Revamped MFMP for Vendors

• Conducted an MFMP U webinar series in April

• Trained 558 vendor and agency customers

MFMP U Training Opportunities

There are still more opportunities to join an MFMP U webinar before the end of the fiscal year

Wednesday, May 27

Thursday, May 28

Procure to Pay Overview

10 a.m. – noon

Requisitioning 1012 – 4 p.m.

eQuote 101

10 a.m. – noon

Vendor Bid System 2 – 4 p.m.

Visit the Agency Customer Training Registration calendar to view the schedule and register

Agenda

• MFMP Utilization

• Emergency Purchasing

• MFMP System Enhancement

• Reporting Workgroup Results

• Training

• Fiscal Year-End

• Open Forum

Fiscal Year-End

• Fiscal Year-End Processes

• Carry Forward Process, Processing Payables, Delay Purchase Until Orders, Documenting Payment

Completed in FLAIR

• MFMP Buyer is expected to be down for year-end processing between June 30 and

July 2

• Specific dates/times will be communicated in early June

• The MFMP team will begin vendor outreach in June to confirm PO contact and

delivery information

• Agencies must submit MFMP invoices to DFS, Bureau of Auditing, by June 15

• For payments made directly in FLAIR after the cutoff date, agencies must enter the payment

information into MFMP via the Payment Update eForm

Fiscal Year-End

Tip 1: “It's never too early to start submitting requisitions for approval, so start now!”

Tip 3: “Delegate approval authority if you plan to be out of the office.”

Tip 4: “Set calendar reminders for important year-end deadlines.”

Tip 2: “Submit invoices promptly for review and approval.”

Here are some tips for preparing for fiscal year-end from System Administrators

Year-End Learning Path

• Job aids

• Meeting materials

MFMP Analysis

Create specific spend reports for year-end

Secure Reports Site

• All_Open_Orders_Current

• IRS_With_Last_Approver

• PO_Payment_History_

Encumbrance_Level

• PRs_in_Submitted_Status

Fiscal Year-End Resources

Agenda

• MFMP Utilization

• Emergency Purchasing

• MFMP System Enhancement

• Reporting Workgroup Results

• Training

• Fiscal Year-End

• Open Forum

Open Forum

Let’s talk

Thank you for Attending!

Customer Round Table