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MyFloridaMarketPlace Requisitioning 101 Workshop

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  • MyFloridaMarketPlaceRequisitioning 101

    Workshop

  • Agenda

    • MyFloridaMarketPlace Overview

    • Creating Requisitions

    • Approving Requisitions

    • Change Orders

    • Receiving Commodities

    • Approving Services

    • Creating an Invoice

    • System Searches

    • Vendor Performance Tracking (VPT)

    • Resources

    *

  • MyFloridaMarketPlace (MFMP)

    • MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system. MFMP has been in operation for over ten years.

    • The system is a source for centralized procurement activities; streamlining interactions between vendors and state government entities and provides tools to support innovative procurement for the State of Florida.

  • MyFloridaMarketPlace Benefits

    • MyFloridaMarketPlace leverages the state’s significant buying power.

    • Web-based, paperless application with 24/7 access.

    • All applications have a similar look and feel.

    • Reduced Error Rates.

    • Faster order processing time.

    • Captures and stores all content related to the transaction in one place.

  • Prerequisite Review

    • Prerequisite: System Overview Online Training.

    • Covered:

    – Overview of MyFloridaMarketPlace

    – Dashboard setup and navigating MFMP

    – Password Reset

    – Delegation of Authority

    – Changing Email Notification Preferences

    – System Searches

    – Confidentiality Restrictions/Requirements

    • Do you have any questions?

    http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_university/agency_customer_training_registration/mfmp_u_online_training/articulate_files_agency/mfmp_system_overview

  • Agenda

    • MyFloridaMarketPlace Overview

    • Creating Requisitions

    • Approving Requisitions

    • Change Orders

    • Receiving Commodities

    • Approving Services

    • Creating an Invoice

    • System Searches

    • Vendor Performance Tracking (VPT)

    • Resources

  • A need for a purchase is Identified

    Is the item(s)

    on a contract?

    Requester initiates

    requisition

    No

    YesPurchasing and management

    review requisition

    Requisition

    approved

    No

    Yes

    PO is electronically sent to the Vendor

    Vendor delivers goods or provides services

    Goods

    Service

    Create /award a formal solicitation or

    eQuote

    Requester/Clerk/ Finance &

    Accounting Staff creates invoice in

    MFMP

    MFMP routes Invoice Reconciliation (IR) to the Requester/ On Behalf Of (OBO) for

    approval of receipt of service

    Physically receive product

    Requester approves IR (Reconciles

    invoice to services provided)

    Requester/On Behalf Of (OBO) or Central Receiver completes MFMP receipt

    MFMP routes the IR to the Exception

    Handler

    MFMP routes the IR to the Invoice Manager

    Service Provided by Vendor

    MFMP Routes IR to DFS if audited and to

    FLAIR for payment

    Warrant created/Payment sent to vendor and recorded in

    MFMP

    Procure-to-Pay Process

  • Creating Requisitions

    Requisition (PR) - is a request to procure a commodity and/or service. Once the requisition completes the approval process, MFMP generates a PO and transmits it to the vendor.

    MFMP assigns an unique identifying number to each requisition

    *

  • • What do the numbers with different prefixes mean?• PR – Original purchase request number• A – Order and encumbrance number for encumbered

    orders• PO – Order number for unencumbered orders• C – Order number for unencumbered order set up against

    state term contract in MFMP• MA – Order number for unencumbered order set up against

    state term contract that predates Sept 2011• RC – An automatically generated receipt that the requester,

    central receiver, or OBO completes when they receive the commodity on an order

    • IR – Invoice Reconciliation is the approvable in MFMP where requesters validate services

    Prefix Reference

  • • Requisitions become purchase orders (PO)

    – PO is a contract between the state and vendor.

    – Set up PO the same way the vendor will invoice it.

    – Include information to meet audit requirements.

    • Setting up your requisition/PO properly may prevent:

    – Confusion for the vendor.

    – Payment issues.

    – Delayed receipt of products/services.

    – Problems with change orders.

    • Use the unit price

    Creating Requisitions

  • State Term Contracts

    • State Purchasing creates statewide agreements, State Term Contracts (STC) and Alternate Contract Sources (ACS).

    • Use of STC are mandatory for state agencies.

    • STC and ACS are available in MyFloridaMarketPlace as catalogs, either as Punchout or Line Item catalogs.

    • Line Item- Searchable line item entries, select add as line items to

    requisition.

    • Punchout• Agency buyer punches out directly to the supplier’s website

    to add items to populate requisition.

  • Methods of Procurement

    • State term contracts (STC)

    • Alternate Contract Sources (ACS)

    • Competitive solicitations

    • RESPECT of Florida

    • PRIDE

    • Single source

    • Statutory exemptions

    • Informal quotes

    • Emergency purchase

  • Commodity Codes

    • Florida uses the United Nations Standard Products and Services Code® (UNSPSC®) commodity codes

    • UNSPSC codes are 8-digit codes – Hierarchical tree structure, which enables ‘drill down’ or ‘roll up’ analysis

    – 4 levels:

    • Segment – First 2 digits

    • Family – Second 2 digits

    • *Class – Third 2 digits

    • *Commodity – Fourth 2 digits

    *MFMP uses the class and commodity levels exclusively

    Raw Materials

    Industrial Equipment

    Components and Supplies

    End Use Products

    Services

    Segments 10-15 Segments 20-27 Segments 30-41 Segments 42-60 Segments 70-94

  • Commodity Codes

    • MyFloridaMarketPlace uses commodity codes to route invoices

    • Commodity codes for services begin with “70-94”– The requester or “On Behalf Of” approves Service invoices

    • Commodity codes that begin with a number other than “70-94” are regular commodities– MyFloridaMarketPlace generates a receipt for all commodity

    requisitions that needs to be completed by the requester or “On Behalf Of”

    • Search for commodity codes using – Department of Management Services

    http://www.dms.myflorida.com/mfmp/projects/commoditycode

    http://www.dms.myflorida.com/mfmp/projects/commoditycode

  • Object Codes

    • The Statewide Expenditure Object Code – Six-digit code

    – Represents a uniform classification of expenditures for use by all state agencies in FLAIR

    – http://www.myfloridacfo.com/Division/AA/links/default.htm

    • MFMP populates the object code on requisitions based on the commodity code selected

    Commodity Code Name &Description

    Object Code Name & Description

    80161801: Photocopier rental or leasing service

    442000: Equipment Rental - Copier

    14111511: Writing Paper 341018: Supplies Office Consumable

    25172500: Tires and Tire Tubes 241038: Repairs/Maintenance –Commodities Vehicles

  • Invoice is sent to customer

    PO2080hr/

    $75

    Customer Creates a Purchase Order for

    2,[email protected]$75/hr=$156,000

    PO is sent to Vendor Vendor Creates an invoice for 1 Month

    Invoice

    Check

    Correct Line Item Setup

    *

  • Invoice is sent to customer

    [email protected]

    $156,000

    Incorrect Line Item Setup

    Customer Creates a Purchase Order for

    [email protected]$156,000

    PO is sent to Vendor Vendor Creates an invoice for 1 Month

    Invoice

    ([email protected]$75=$12,000)?

    Unit of Measurement does not match

    *

  • • Blanket purchase orders, while not preferred methods of purchasing, are necessary in situations where prices are variable or unknown.

    • Create in accordance to Memorandum No. 3 (2008-09).

    • Must include a scope of work and a quantifiable, measurable and verifiable unit of deliverables.

    • Should not exceed the Category Two Threshold.

    • MFMP recommends using an MFMP Contract rather than a PO for BPOs.

    Blanket Purchase Orders

    http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_memos_rules_and_statutes/state_purchasing_numbered_memoranda/2008_2009

  • Requester Role

    In MFMP, requesters can:

    • Create requisitions

    • Change orders

    • Complete Receipts

    • Submit Invoice

    • Search and copy orders

  • Creating Requisitions

    Create a requisition by either:

    • Searching the catalogs in the Search portlet

    • Click Requisition under create in the Common Actions section

  • Catalog Requisitions

    Fields that auto-populate are:

    • Vendor information

    • Commodity Code

    • Method of Procurement

    • Item description

    • Item unit price

    • Supplier part number

    • State Term Contract number

  • Use refined catalog searches

    Catalog Requisitions

  • Catalog Requisitions

    Click "thumbnails" link to view multiple items at one time

  • • Compare line item catalog products to determine the best value.

    • Select the items to consider and click "Compare”.

    Creating Requisitions

  • Compare Line Item Catalog items

    • Line item catalogs offer the ability to compare information.

    • You can compare multiple items at a time.

    • When you make your selection, update the quantity and click “Add to Cart” ∗

  • Demo and Practical Exercise

    • I will now demonstrate creating a Catalog Requisition in the Training Environment.

    • We will complete Exercise 1 of the Practical Exercise in the Training Environment.

  • Non-Catalog Requisitions

    • To create a Non-Catalog Requisition, begin by selecting the Requisition link under create in the Common Actions on the dashboard.

    • Select the yellow Create Non-Catalog Item button.

  • Non-Catalog Requisitions

    • Enter a full description.

    • Select the appropriate commodity code for purchase.

    • Use the vendor location to select the vendor.

    • Enter the supplier part number.

    • Select the correct MOP.

  • Requisition Summary

    • The summary or review for catalog and non-catalog requisitions is the same.

    • Check the P-Card box if using the P-Card for payment.

    • Check the header box to mass edit all lines at once or edit individual lines.

    • Review and update:– Organization code

    (Org code)– Expansion option (EO)– Object code

  • Requisition Summary

    • Review the "Ship To" address.

    • Enter a "Deliver To" name.

    • Requesters can select whether or not comments and attachments are visible to the vendor.

    – Check the box if you want comments to be visible to the vendor.

    • Add attachments one at a time.

    – Florida’s broad public records laws mean everything entered in MyFloridaMarketPlace may be subject to public view.

    – Requesters are required to check a box, certifying that the attachment do not contain confidential information.

  • Demo and Practical Exercise

    • I will now demonstrate creating a Non-Catalog Requisition in the Training Environment.

    • We will complete Exercise 2 of the Practical Exercise in the Training Environment.

  • Agenda

    • MyFloridaMarketPlace Overview

    • Creating Requisitions

    • Approving Requisitions

    • Change Orders

    • Receiving Commodities

    • Approving Services

    • Creating an Invoice

    • System Searches

    • Vendor Performance Tracking (VPT)

    • Resources

  • Approving Requisitions

    MFMP Requisition Approvers Review for:

    • Management purposes

    • Budgetary reasons

    • Based on the "type" of request submitted

    - Information Technology

    - Operating Capital Outlay

    - Legal Counsel

    - Telecommunications

  • Approving Requisitions

    • Review that the request is necessary and appropriate.

    • Review should include:

    – Justification

    – Commodity Code and Object Code

    – Method of Procurement

    – State Term Contract number

    – Attachments and Comments

    • After reviewing the requisition, you can:

    – Approve the requisition

    – Edit and change requisition before approving it

    – Deny the requisition• Denying a requisition sends the request back to the requester

    • When denying, include a comment about why you denied the request

  • Agenda

    • MyFloridaMarketPlace Overview

    • Creating Requisitions

    • Approving Requisitions

    • Change Orders

    • Receiving Commodities

    • Approving Services

    • Creating an Invoice

    • System Searches

    • Vendor Performance Tracking (VPT)

    • Resources

  • Change Orders

    • Creates a version of the requisition, represented with a V and number at the end of the requisition.

    • Routes through the same approval flow as the original version.

    – Unless the initiator has the CO No Workflow group

    • Many catalog orders do not allow change orders.

    – Office Depot

    – Staples

    – Mac Paper

  • What to Change

    • You can change most information with the exception of the vendor.

    – You cannot change a line item if the line item has been fully paid out.

    • Comments are a good business practice.

    • You may not be able to view a change button on the requisition if:

    – An IR is pending FLAIR integration; or

    – A change order has already been initiated on that order and is in Composing or Submitted status

  • Change Orders Fail FLAIR

    • FLAIR Password is expired.

    • Payments made directly in FLAIR.

    • Encumbrance not on file.

    – Final Payment Indicator was checked on the IR

    – Full payment was made in FLAIR.

    • Invalid Object Code Category combination

  • Agenda

    • MyFloridaMarketPlace Overview

    • Creating Requisitions

    • Approving Requisitions

    • Change Orders

    • Receiving Commodities

    • Approving Services

    • Creating an Invoice

    • System Searches

    • Vendor Performance Tracking (VPT)

    • Resources

  • Receiving Commodities

    Receiving is the process an agency uses to record the delivery of goods and/or services

    • Section 215.422, Florida Statutes, requires that agencies inspect and approve goods and/or services within five calendar days of the physical receipt.

    • Commodity purchase orders generate receipts in MyFloridaMarketPlace.

    • Two types of product receiving:

    – Desktop: requester completes receipt

    – Central: more than one team member receives for an entire office or group of offices

  • Receipt Facts

    • MFMP places a blank receipt in composing status when the order is approved.

    • Partial receipt of product or service causes the receipt to remain open until Requester or Central Receiver: – Receives order in full– Selects the "Close Order" radio button

    • When a partial receipt is completed a new receipt is placed in "Composing" status

    • When you complete a receipt the order reflects a status of Receiving in the system

  • Scenario

    Scenario: You were asked to purchase paper clips for your office. You created the requisition and your supervisor approved it. You receive your order of paper clips and now it is time to complete the receipt. Oh no! There is a problem, you can see the receipt but you can’t complete it.

    What went wrong?

    Answer: If you are the requester (On Behalf Of) and can see the receipt but can not complete it, then most likely the receipt will need to be completed by Central Receiving. The system added you as an Optional Approver (Watcher), which is why you are able to see the receipt.

    *

  • Complete a Receipt

    • Click Receive under Manage on the Dashboard.

    • Search for the order you need to receive against.

  • Complete a Receipt

    • Enter the number of items received.

    • Enter the date you received them.

  • Complete a Receipt

    • Close Order

    – Yes

    – No

    • Comments

  • Demo

    I will now demonstrate Receiving Commodities in the Training Environment.

  • Agenda

    • MyFloridaMarketPlace Overview

    • Creating Requisitions

    • Approving Requisitions

    • Change Orders

    • Receiving Commodities

    • Approving Services

    • Creating an Invoice

    • System Searches

    • Vendor Performance Tracking (VPT)

    • Resources

  • Approving Services

    • Customers approve the Invoice Reconciliation to indicate they receive services.

    – This applies to all requisitions which contain a service type commodity code.

    • When approving services, make sure you comply to all of the DFS rules for services which includes the completion of a contractual services summary form, contract manager statement or FACTS summary form.

    – For more information see • DFS CFO Memorandum 2012-2013 01.

    • FACTS Website

    http://www.myfloridacfo.com/Division/AA/Memos/cfo/2010s/CFOM121301.pdfhttp://www.myfloridacfo.com/division/aa/FACTSReporting/

  • Approving Services

    • Click the IR link from the "To Do" queue or click on the line in your email notification.

    • Click Open.

    • Review the IR details.

    • Enter comments.

    • Enter attachments as

    required.

    • Click Submit.

  • Agenda

    • MyFloridaMarketPlace Overview

    • Creating Requisitions

    • Approving Requisitions

    • Change Orders

    • Receiving Commodities

    • Approving Services

    • Creating an Invoice

    • System Searches

    • Vendor Performance Tracking (VPT)

    • Resources

  • Creating an Invoice

    Under the Create Tab, click on PO-based Invoice

  • Creating an Invoice Header

    • Enter Invoice Number and Date.

    • Select Vendor Location and PO number.

    • Enter Invoice received date, and service start and end dates.

  • Adding Items

    • MyFloridaMarketPlace automatically generates invoice lines when you select "Next“.

  • Invoice Summary

    • Review the invoice

    • Enter comments

    • Add attachments

  • Demo

    I will now demonstrate Creating an Invoice in the Training Environment.

  • Agenda

    • MyFloridaMarketPlace Overview

    • Creating Requisitions

    • Approving Requisitions

    • Change Orders

    • Receiving Commodities

    • Approving Services

    • Creating an Invoice

    • System Searches

    • Vendor Performance Tracking (VPT)

    • Resources

  • System Searches

    • System searches are easy to create.

    • Any customer with MyFloridaMarketPlace access can create system searches.

    • Query group enables you to see transactions enterprise-wide.

    • Use a minimum of three search filters.

    – Date range (Defaults to last three months)

    – PUI

    – Other

    • Save System Searches you use frequently.

    • Export search results to Excel

  • Search Results

  • Export System Searches

  • • Step 1 – Click "Configure Tabs"– Select "Add New Tab"

    Creating New Tabs

  • Creating New Tabs

    • Step 2- Enter a Tab name (e.g., Saved

    Searches)- Click "OK"

    • Step 3- Click "Saved

    Search"

  • Creating New Tabs

    • Step 4- Select "Saved Searches" you want to see on your new tab.

  • Creating New Tab

    • Step 5- Arrange the searches on your screen.

  • Demo and Practical Exercise

    • I will now demonstrate creating a System Search in the Training Environment.

    • We will complete Exercise 3 of the Practical Exercise in the Training Environment.

  • Agenda

    • MyFloridaMarketPlace Overview

    • Creating Requisitions

    • Approving Requisitions

    • Change Orders

    • Receiving Commodities

    • Approving Services

    • Creating an Invoice

    • System Searches

    • Vendor Performance Tracking (VPT)

    • Resources

  • VPT Overview

    • Vendor Performance Tracking (VPT) is the tool agency customers use to enter and monitor vendor performance on a per transaction level

    • MyFloridaMarketPlace (MFMP) generates a survey after an invoice reconciliation (IR) moves to ‘Paid’ in MFMP

    • Surveys generate for the following transactions:– State Term Contracts (STC)– State Purchasing Agreements (SPA)– Agency Term Contracts– Other transactions equal to or above $2,500 (including

    governmental entities)

  • VPT Ratings

    Ratings display to the right when

    selecting a vendor. To see the

    vendors rating by category, click

    the rating score.

    *

  • This screen shot is an example of the email

    notification that customers receive. When you

    click the link MFMP takes you to the login page.

    Once you log in, the system takes you to surveys

    to complete.

    Email Notifications

    Email Notifications• MFMP sends an email to the requester or contract manager (contact) for purchase orders and contracts.

    • The email contains a link to VPT to complete the survey.

    • MFMP provides one email per day for all “new” pending surveys.

    • VPT surveys can be accessed at anytime through the Common Actions section of your dashboard.

    • Open surveys are available until submitted or for 30 days.

    *

  • Accessing Surveys

    Select the Submit Pending Vendor Ratings

    Access the VPT surveys from the Common Actions queue under Manage or by clicking on Manage on the menu bar and selecting “Vendor Performance”.

    *

  • To access the survey, click on the name of the vendor that you are rating.

    Accessing Surveys

    Rating anything more or less than 3 requires a brief explanation of why.

    *

  • Agenda

    • MyFloridaMarketPlace Overview

    • Creating Requisitions

    • Approving Requisitions

    • Change Orders

    • Receiving Commodities

    • Approving Services

    • Creating an Invoice

    • System Searches

    • Vendor Performance Tracking (VPT)

    • Resources

  • Resources

    • For questions or assistance, contact the MFMP customer service desk at (866) 352-3776 or [email protected]

    • Online resources at www.MyFloridaMarketPlace.cominclude System Administrator manuals, training information and more.

    • State Contracts and Agreements:

    http://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements

    • To search for vendors:

    – VIP Admin: vendor.MyFloridaMarketPlace.com.• Username and password: "publicuser"

    mailto:[email protected]://www.myfloridamarketplace.com/http://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreementshttps://vendor.myfloridamarketplace.com/

  • Resources

    • Register for MFMP training or access training materials with the following links:

    – Registration: http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_university/agency_customer_training_registration

    – Training Materials: http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_university/course_catalog/mfmp_u_training_materials

    • Training environments allow you to practice what you learn.

    – The username is the same as your regular login.

    – The password is “train30”

    – Buyer Training Environment:

    trn-buyer.myfloridamarketplace.com/Buyer

    http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_university/agency_customer_training_registrationhttp://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_university/course_catalog/mfmp_u_training_materialshttps://trn-buyer.myfloridamarketplace.com/Buyer/Main/aw?awh=r&awssk=ZG.1&dard=1