myfloridamarketplace customer round table meeting · – six webinar training events for agency...
TRANSCRIPT
MyFloridaMarketPlace Customer Round Table Meeting
August 27, 2013
CRT Agenda
• Welcome-Kasey Bickley • Year End Success-Kasey Bickley • Training Update-Kasey Bickley • Upcoming Enhancements-Kasey Bickley • Commodity Code Restructure-Kasey Bickley • MarketView Sunset-Kasey Bickley • Vendor Inactivations-Eric Swanson • Distribution List Changes-Eric Swanson • Website Changes-Judson Freeman • Forms Review-Judson Freeman • Wrap Up-KB
Year End Processing for 2013
The MFMP team began monitoring encumbered transactions queued for FLAIR nine weeks prior to July 1st, noting significant increases from 2012, possibly a reflection of the MFMP Utilization Support initiative. Year End activities started Friday, June 28th and completed on Tuesday, July 2nd:
Friday, June 28th
•Post maintenance page
•Prepare environment for Year End processing
Saturday, June 29th
•Execute updates for the DFS Carry Forward file
•Complete batch recovery
Monday, July 1st
•Process queued July 1st transactions (both encumbered and unencumbered)
•Complete batch recovery
•Remove maintenance page
•Begin initial processing of failed orders
Tuesday, July 2nd
•Complete initial processing of failed orders
Year End Success Training Update Upcoming Enhancements Commodity Code Restructure MarketView Sunset Vendor Inactivations Distribution List Changes Website Changes Forms Review Wrap Up
Year End Processing for 2013
Based on successful testing, several major tasks were executed in parallel allowing 2013 Year End processing to complete ahead of schedule with the following record-setting statistics.
Task 2013 2012 2011
DFS Carry Forward processing (split accounting updates)
52,780 (12% increase)
46,923 44,240
Unencumbered requisition processing 3,434
(7% increase) 3,177 3,607
Encumbered requisition processing 9,800
(almost 20% increase) 8,199 7,536
July 1st order generation (volume) 12,672
(13% increase) 11,179 10,881
July 1st order generation (timing) 10 ½ hrs
(savings of over 5 hours) 16 hrs 21 ½ hrs
Failed order processing 213
(9% decrease) 234 238
Year End Success Training Update Upcoming Enhancements Commodity Code Restructure MarketView Sunset Vendor Inactivations Distribution List Changes Website Changes Forms Review Wrap Up
MFMP Training
• MFMP Training has been rebranded as MFMP U.
• Training has been scheduled for September, October and November. – Ten Workshop training events for agency customers.
– Six Webinar training events for agency customers.
– Four training events for vendors.
– One Train the Trainer event for agency customers.
• Stay tuned for additional training updates including job aids, online training, seminars, webinars and workshops.
Year End Success
Training Update Upcoming Enhancements Commodity Code Restructure MarketView Sunset Vendor Inactivations Distribution List Changes Website Changes Forms Review Wrap Up
Change Request Enhancements
• CR 185: Add Minority Code to Sourcing Vendor Search – Allows customers to search for vendors by
selecting minority status when adding to Sourcing events.
– Implemented 7/30/13 in 9.12 release.
Year End Success Training Update
Upcoming Enhancements Commodity Code Restructure MarketView Sunset Vendor Inactivations Distribution List Changes Website Changes Forms Review Wrap Up
Change Request Enhancements
• CR 180: Extend Buyer Timeout
– Changes were made to the MFMP Buyer application to increase the timeout session from fifteen minutes to thirty minutes.
– Implemented 7/30/13 in 9.12 release.
• CR 154: Sourcing to Buyer Requisition
– This change will allow eQuote users to integrate between MFMP Buyer and Sourcing eQuote.
– This automation will streamline the quote-to-buy process.
– Implementation is targeted for fall 2013.
A CRB meeting will be held on September 4, 2013.
Year End Success Training Update
Upcoming Enhancements Commodity Code Restructure MarketView Sunset Vendor Inactivations Distribution List Changes Website Changes Forms Review Wrap Up
Commodity Code Standardization
• The Department of Management Services has received funding to implement a standardized commodity code structure.
• The United Nations Products and Services Classification
(UNSPSC) commodity code structure has been selected.
• UNSPSC is a standard used by many vendors and includes the codes most vendors provide with their catalogs and punch-out solutions.
• Benefits include: – Enhanced spend analytics. – More precise targeting of solicitations to appropriate vendors. – Reduced effort for vendors to provide catalogs to the State of
Florida. – Improved method of managing future code changes.
Year End Success Training Update Upcoming Enhancements
Commodity Code Restructure MarketView Sunset Vendor Inactivation Distribution List Changes Website Changes Forms Review Wrap Up
MarketView Sunset
The Department of Management Services intends to sunset MarketView in the coming fiscal year. We plan to sunset the system in two phases.
• Phase One: – Starting in September 2013, once the FACTS purchase
order functionality goes live, MarketView customers will be directed to FACTS for purchase order information.
– Historical PO information will no longer be available through MarketView; however, agencies can access PO information using MFMP system search features, MFMP Analysis or MFMP Secure Reports.
• Phase Two: In July 2014, we will sunset the vendor search and commodity code functionality of MarketView in conjunction with the implementation of the commodity code restructuring project.
Year End Success Training Update Upcoming Enhancements Commodity Code Restructure
MarketView Sunset Vendor Inactivations Distribution List Changes Website Changes Forms Review Wrap Up
Vendor Inactivations
• Annual deactivation of vendors without
activity in the last two fiscal years is tentatively scheduled for November.
• Based on discussions with DFS, MFMP is updating ongoing vendor deactivation criteria to now include: – Invalid vendor data (name or purchasing address).
– DFS identified duplicate vendor registrations or locations.
– DMS/DFS request inactivation of the vendor (failing to pay the 1 percent transaction fee, contract non-compliance, IRS ‘B Notice’, etc.).
– Vendor consolidations of registrations and/or adhoc vendor requests.
Year End Success Training Update Upcoming Enhancements Commodity Code Restructure MarketView Sunset
Vendor Inactivations Distribution List Changes Website Changes Forms Review Wrap Up
Distribution List Review
• The Department of Management Services is updating the agency distribution list.
• The goal is to validate Purchasing liaisons, F&A liaisons, Transaction Fee Dispute liaisons, and Utilization Scorecard distribution contacts.
• Communication to agency Purchasing Liaisons went out on August 5th and the list is being revised as responses are received.
Year End Success Training Update Upcoming Enhancements Commodity Code Restructure MarketView Sunset Vendor Inactivations
Distribution List Changes Website Changes Forms Review Wrap Up
DMS MFMP Website Changes
• The MFMP team is currently planning updates to the MFMP website. Once completed, the website will follow a new structure from the main page:
– MFMP Agency Customers
– MFMP Vendors
– Utilization Initiative
– MFMP Program Information
– MFMP Contract
• There will be updates to terminology:
– Agency Customers page will replace the Buyer Toolkit.
– Agency Vendors will replace the Vendor Toolkit.
• Communications will be sent closer to website
changes.
Year End Success Training Update Upcoming Enhancements Commodity Code Restructure MarketView Sunset Vendor Inactivations Distribution List Changes
Website Changes Forms Review Wrap Up
Review of Forms
• The Department of Management Services is reviewing and updating several forms: – Change Request Form – Vendor Transaction Fee Dispute Form – Release Encumbrance Form – Report Request Form – Confidential Information Removal Request Form – Notice of Fee Eligible Contract Exception to Vendor Exemption – Request for Transaction Fee Exemption
• The modifications will ensure forms are relevant and useful for customers.
• Communications will be sent once form updates are finalized and published to the DMS website.
Year End Success Training Update Upcoming Enhancements Commodity Code Restructure MarketView Sunset Vendor Inactivations Distribution List Changes Website Changes
Forms Review Wrap Up
Wrap Up
If you have further questions please contact
the MFMP team at
Year End Success Training Update Upcoming Enhancements Commodity Code Restructure MarketView Sunset Vendor Inactivations Distribution List Changes Website Changes Forms Review
Wrap Up