myfloridamarketplace advanced contracts · contracts overview • contracts 101 we learned: –the...

MyFloridaMarketPlace Advanced Contracts

Webinar

• MFMP Contracts Overview

• Contract Management

• Creating Releases Against Contracts

• Financial Consequences & Invoicing

• Adjusting a Contract Amount

• Common Questions / Resources

AGENDA

Contracts Overview

• Contracts 101 we learned: – The MFMP Contract is an operational document that allows you to

execute purchases and invoices against the legal contract

– There are three contract types; Supplier, Commodity and Item

– Release required yes means that purchase orders are required for invoices to be paid

– How to create a contract request (CR)

– Some contract considerations

– How to create contract based invoices

• Advanced Contracts helps you – Manage your contracts

– Understand the relationship of FACTS and MFMP

– Create releases against your contract

– Create a contract-based invoice with financial consequences

Ask Polling Question #1

MFMP Contract Definition

• MFMP Contracts include agreements for: – Agency Term Contracts: Contractual Service or Commodity purchasing

agreements established between a specific agency and a vendor.

– Interagency Contracts: Contractual Service or Commodity purchasing agreements established between agencies.

– Alternate Contract Source: Contracts put in place by other entities that have been determined by the Department to be cost-effective, as authorized by Section 287.042(16), Florida Statutes.

The MFMP Contract mirrors the formal agreement between the agency and supplier and is set up

electronically in MFMP.

http://dms.myflorida.com/index.php/media/purchasing/state_term_contract_files/reference_materials_and_statute_information

MFMP Contracts

MFMP Contracts allow agencies to:

• Electronically track spend against agency contracts

• Define the scope of purchases against contracts

• Allows agencies to manage budget (Contract Amount)

• Document multi-year agreements that are “Release Required”

– The agency can issue a new release (purchase order) for each fiscal year.

MFMP Contract Levels

Agencies can set up different types of MFMP Contracts to allow flexibility for agency needs.

The mid level option allows orders based on specific commodity codes.

The broadest option allows orders to a supplier.

Commodity Level

Supplier Level

Item Level

The most detailed type of contract allows for orders of specific goods or services.

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MFMP Contract Information

• Selecting “Release Required” on the contract request allows a Purchase Order (PO) for each purchase.

– For example, you are setting up an annual contract with a company who supplies printing services and they required monthly POs, select the “release required” option on the Contract Request.

• Requisitions from MFMP Contracts set up as BPO, have no approval flow.

• MFMP Contracts do not:

– Auto encumber to FLAIR

– Route a copy of the contract to the vendor • However, if Release Required “Yes” is selected, MFMP will send

the purchase orders to the vendor.

• Preparer is the person who: - Creates the Contract Request (CR). - They can select someone else to be the ‘Contact’. - If the Preparer selects someone else as the ‘Contact,’ the

CR is routed to them for approval before the Contract Manager.

• Contact is the person in MFMP that: - Manages the contract in the system. - Approves service invoices. - Attaches documentation required by Department of

Financial Services.

• Contract Manager is the person that: - Ensures information is entered appropriately and there is

purchasing authority to have a contract in the system. - Approves the MFMP Contract Request.



• Additional Approver(s) is the person who: - Is notified when added to the approval flow for releases

against the contract that don’t meet the contract’s overall max or release limits.

• Additional Notifications are sent to: - Any assigned user(s), role(s), or group(s), if the contract

does not meet any of the specified limits.

• Contract Editors are the people who: - Can edit the contract. The ‘contact’ automatically has edit

access.

• Release Access: - Customers authorized to create releases against the

contract. The ‘contact’ does not automatically have release access.

- Release access can be restricted by individual, role, supervisor, and/or entity.


• The Florida Accountability Contract Tracking System (FACTS), an online tool developed as part of the “Transparency Florida Act” to make the government contracting process in Florida more transparent through the creation of a centralized, statewide contract reporting system.

• The MFMP contract should to tied to FACTS in the Accounting Details

- All releases or invoices identified with the “FLAIR Contract ID” will be automatically associated to the FACTS contract when ordered or paid.

FACTS

http://www.myfloridacfo.com/aadir/statewidecontractreporting.htm

Transaction Fee Exemption

• MyFloridaMarketPlace recommends exempting eligible contracts with the Contract Exemption eForm. This exempts the entire contract.

– Requires the Contract Exemption eForm group

– Requires approval from Purchasing

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Transaction Fee

• Select “ID” in the contract number dropdown and enter the MFMP contract number. Enter the reason and check the Exempt? box.

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AGENDA

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Locating your Contract

• Three ways to locate your contract: 1. Searching by Contract

• Enter ‘MFMP Contract ID’ or other identifier

• Take notice of the ‘Date Approved’ as this may need to be expanded

2. Scroll through your My Documents queue 3. Click “Contracts” under Manage to view:

• ID (MFMP Contract Number)

• Contract Type

• Supplier

• Title

• Expiration Date

• Status

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Contract Changes

• Changing a contract:

- Only the ‘contact’ and any users with edit permissions can change a contract

- Changes create new versions

- Adding attachments cause the contract to version

- Adding comments does not cause the contract to version

Contract Fields, Not Editable Contract Pricing Terms, Not Editable

MFMP Contract Type Description

Release Required Commodity Code

Currency Supplier Part Number

Supplier Auxiliary Part ID

Unit of Measure

Contract Amendments

• A contract amendment made to the legal contract may require changes to the MFMP contract.

– Such as, a contract extension or pricing changes.

• Other changes to the MFMP contract could include:

– A change in Contract Manager.

– A change in authorized users.

– A change in financial information, if included.


Contract Notifications

• MFMP Contracts can help manage the life of the contract with automatic, electronic notifications

• Notifications are set on the Limits Page, when creating the Contract Request.

• Notifications can be set for the following events:

- When the Amount Spent does not meet a specified percentage

- X numbers of days before the contract expires - The contract can be set up to re-notify every X number of days

- When the Amount Available drops below a specified percentage

• User, roles, or groups, other than the ‘contact’, can receive these notifications.







AGENDA

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Creating Releases

• Selecting Release Required “Yes” on the MFMP Contract Request requires a purchase order for each order/invoice

• Create the PO by:

- Select ‘Create Requisition’

- Enter the MFMP contract number in the Contract Box or select the dropdown arrow to enter and select your contract

- Complete requisition

• If MFMP does not return the desired contract, you may not be an authorized user or the contract may not have been set up as :Release Required”.

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Creating Releases

• After selecting the desired MFMP contract:

• For Supplier level contract, select “Non Catalog” requisition

• For Item level contract, select the items as they were set up on the MFMP Contract by adding the desired item to the cart.

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MFMP Contract Box Preference

• To see the Contract box: – Select ‘Reset default preference’ – Place a check in the following boxes:

• Show catalog on requisition creation • Show Navigation Panel

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AGENDA

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Financial Consequences

• Financial Consequences are:

– Required for purchases over Category Two, $35,000 by Florida Statute 287.058 (1)(h)

– Applied to invoices where the contractor fails to perform in accordance with the contract.

• To create an invoice where the financial consequences of your contract need to be applied

– Create the Contract-based invoice either through the create link on the Common Actions menu or by clicking the invoice button on the contract or contract request.

– When creating your invoice, follow the steps provided on the next slides.


• Add the invoice lines in as normal

• On the line, click “Add Taxes & Charges”.

• Select ‘Add Discount’

• Enter the Financial Consequence as a negative number and click Ok

• Click Summary – The line total has been adjusted to the net amount being paid.

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• Click on the arrow beside line the line with the financial consequence to expand the line.

• Place check beside the discount line and click edit

• Amend the description to match the financial consequence.

• Select the

appropriate

commodity code,

and click OK.

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• Add supporting comments and attachments at the header level of the invoice.

• Click submit.

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Vendor Performance Tracking (VPT)

• 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 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

– Surveys are visible and available until submitted or for 30 days

• Surveys pre-populate with transaction-specific information

• Customers rate vendors across four categories ranging from 1 (Fails to Meet Most Requirements) to 5 (Exceeds Most Requirements): – Performance to Specifications – e.g. compliance to contract

specs – Delivery – e.g. on-time delivery – Invoicing – e.g. accurate billing – Customer Service – e.g. prompt/courteous customer service

• Comments may be entered for a survey – Vendors have the ability to view comments relating to their

ratings

VPT Surveys







AGENDA

Contract Balance

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• Contracts display: – An available amount

remaining

– Historical spend

– Details link which links to all POs, invoices and Restore eForm contracts along with the date and amount

Adjust a Contract Amount

• When making a payment in MFMP against a MFMP Contract or a PO associated to a MFMP contract, MFMP reduces the Contract dollars when the invoice goes to "Paid" status.

– If a customer establishes a PCard purchase order against a MFMP Contract, MFMP reduces the dollars from the Contract when the purchase order goes into "Ordered" status.

• Use the ‘Restore Contract Amount eForm’ to adjust the contract amount without versioning the contract.

- Restoring Dollars - adds money back to your MFMP Contract.

- Depleting Dollars - removes money from your MFMP Contract.

Restore Contract Amount eForm

• Only specific MFMP groups can restore or deplete money to the Contract. These customers are:

– Contract

– Contract Exemption

– Contract Manager

• Open the ‘Restore Contract Amount eForm’ from the ‘Manage queue.

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Restore Contract Amount eForm

• Title and comments are not required, but are recommended.

• Select the MFMP Contract number.

• Select the radio button to Restore or Deplete Dollars.

• Enter the dollar amount to restore or deplete.

• There are no automatic approvers, unless added on the specific contract.

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AGENDA

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Frequently Asked Questions

Question: Why don’t I see a "Change" button on a Contract Request I am trying to edit?

• Answer: There are two primary reasons a customer will not see a "Change" button on a Contract Request:

- The user did not create the initial Contract Request; or

- The user was not granted "edit" access to the Contract as part of the "Define Access Control" step when the contract was created.

Question: Do the rules for attaching and deleting attachments for Contracts work the same way as they do in the rest MFMP? Is the person who adds an attachment or a comment the only person who can delete the attachment or comment too? • Answer: Yes, these rules function consistently across MFMP. The person

who adds an attachment or comment is the person who can delete the attachment or comment. The only difference is that adding an attachment to the MFMP contract causes it to version.

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Question: Are any fields on a Contract Request locked from updates after the initial contract creation? • Answer: Customers can edit only select fields on a Contract Request when

making a change. Fields not available to edit are:

- MFMP Contract Type

- Release Required

- Currency

• There are also fields within the "Pricing Terms" area that cannot be modified when doing a change. These fields are:

- Description

- Commodity Code

- Supplier Part Number

- Supplier Auxiliary Part ID

- Unit of Measure

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Question: Is there a file size limit for Contract attachments? • Answer: While there is not a specified limit for total attachment size

(across all files uploaded to a particular contract), each unique file must be four megabytes (MB) or less.

Question: If I am on the Summary page, and I change my Commodity or Item level contract to a Supplier Level contract, are the pricing terms the only thing that is impacted? Or are there other fields I would have to modify? • Answer: The pricing terms area is the only section impacted after

updating the contract type.

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Question: What if I realize (while I am on the Summary page) that I selected the wrong supplier? If I change the supplier, are there additional updates to make? • Answer: If you change the supplier on the Summary tab (or by one of the

approvers), you must re-enter only the pricing terms. All other fields of the contract remain unchanged.

Question: If I add approvers to the Contract Request, can they make edits? • Answer: Approvers that have the Contract group can make edits to the

Contract Request as an approver. If someone is added to the workflow that does not have the Contract group, he / she is not be able to make edits to the Contract Request. Instead, the approver would see only the following options: Approve, Deny, Excel Export, and Print.

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Question: Do I have to change the contract to add an attachment? • Answer: Yes, adding attachments require a change to the contract. This is

done through the contract request.

Question: Do I have to change the contract if I just need to add comments? • Answer: No. You can add comments to the contract without changing it.

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Question: When does a release from a MFMP Contract with the BPO option selected, have a shorter workflow? • Answer: See below

Contract BPO Selection

BPO Checked / Encumbered No approvers required

BPO Checked/ Unencumbered No approvers required

BPO Not Checked/ Encumbered Agency default workflow

BPO Not Checked/Unencumbered Agency default workflow

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Question: What impact does checking the BPO have on my release? • Answer: See below

Contract BPO Selection

BPO Checked Release encumbrance defaults to unchecked

and is not editable.

BPO Not Checked 1. No encumbrance on contract = Agency

defaults for encumbrance on requisition

(agency default preference and edit

preference).

2. Encumbrance information on Contract =

Encumber funds not checked and field is

not editable on release.

BPO Not Checked/Unencumbered Agency default workflow

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Question: Are there any reports that will assist me in monitoring MFMP Contracts? • Answer: Yes. On the Secure Reports website, we have a report called

“Master Agreements”. This report provides the:

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PUI Agency MA ID MA Title

MA Status Available Amount Min Commitment Max Commitment

Historical Amount

Spent

MA Contact MA Contact Email MA Contact Active?

Effective Date Expiration Date Last Modified Date MA Open Date

MA Closed Date Term/Agreement Type FEIN Supplier

Supplier Status Method of Procurement Form of Contract Contract ID

Contract Type Release Required? Org Code EO

Object Code OCA GL *Header Enc #

*Header Enc Line # *Split Accounting Enc # *Split Accounting

Enc Line #

Category

Project ID Contract ID FACTS # *Enc=Encumbrance

Resources

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

• Online resources at http://www.MyFloridaMarketPlace.com include MyFloridaMarketPlace and System Administrator manuals, training information and more.

• To search for vendors: – VIP Admin: https://vendor.MyFloridaMarketPlace.com.

• Username and password: “publicuser”

mailto:[email protected]

http://www.myfloridamarketplace.com/

https://vendor.myfloridamarketplace.com/

Resources

• Register for MFMP training at: http://dms.MyFlorida.com/mfmp_buyer_training.

• Training environments allow you to practice what you learn. – MFMP Training Environment https://trn-buyer.myfloridamarketplace.com/Buyer/Main

– The username is the same as your regular login.

– The password is “train30”

http://dms.myflorida.com/mfmp_buyer_training

https://trn-buyer.myfloridamarketplace.com/Buyer/Main

