myfloridamarketplace myfloridamarketplace customer roundtable meeting november 7, 2007 dial-in...

MyFloridaMarketPlace

MyFloridaMarketPlace Customer Roundtable Meeting

November 7, 2007

Dial-in Number: (888) 808-6959Conference Code: 9210040Dial in and when prompted enter the conference code #followed by the # key

Updated

Page - 2

Agenda

Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations

MyFloridaMarketPlace Updates

System Enhancement Update Project Press / Satisfaction Survey Results Agency Scorecard Update Enhanced Operational Reporting ‘A’ Encumbrance Lockdown

State Purchasing / Vendor Initiatives

FLAIR Gap Analysis Vendor Survey Catalog Enablement / eInvoicing Progress New Solicitations

Hot Topics Link / Communications

Questions / Open Discussion

Next Meeting Time / Location

Page - 3

Contact Information

Walter Bikowitz

Chief of State Purchasing Operations

Division of State Purchasing

Department of Management Services

4050 Esplanade Way, Suite 360

Tallahassee, FL 32399-0950

Phone: 850-488-7809

Fax: 850-414-6122

Blackberry: 850-274-1370

E-mail: [email protected]

"We Serve Those Who Serve Florida"

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Walt Bikowitz

37+ years of public service in NYS OGS 30+ years in purchasing and contracting 4 years NYS Purchasing Director Awards:

2006 Citizen Budget Commission’s Prize for Public Service and 2006 NASPO Cronin Club Gold Medal Award for HIRE:

http://www.cbcny.org/prize.html 2000 Cronin Club Silver Medal Award for Emergency Standby

Services 1997 Cronin Club Silver Medal Award for Library Services 1992 NYS Environmental Coalition Award for First IPM contract

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MyFloridaMarketPlace Goals

Tactical Refocus Customer

Communication Improve Fee Collection Establish MFMP Desktop

Procedures Increase number of Punchout

Catalogs

Strategic Create a one e-Procurement

(Purchasing) System Enhance Procure-to-Pay

Integration Extend e-Sourcing Implement Operational

Reporting Implement Effective Training

Program Establish Vendor Advisory

Board

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MyFloridaMarketPlace Strategic Goal

Create One e-Procurement System Sunset* SPURS

Complete Level 2 Integration Migrate Florida School for the Deaf and Blind (FSDB), the

Division of Administrative Hearings (DOAH), and the Legislature Roll out Phase 1 e-Sourcing Sunset* VBS

We are developing detailed work plans to accomplishthe above goals considering the various challenges involved.

*Sunset may or may not mean the system goes away. It does mean that daily use of the system will go away.

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Agenda









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System Enhancement Update

System Enhancements (aka Change Requests [CRs]) A number of system enhancements were accomplished with the

upgrade in April – June 2007 The Change Review Board (CRB) prioritized several CRs Some new CRs have come along (e.g.: 6 digit commodity codes &

OSD automation due to budget cuts) We have compiled a list of 76 CRs and with the CRB’s assistance

we have/will compile a top 7 list Level 2 integration actively being worked on

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Next Speaker

Michael Johnston, MyFloridaMarketPlace Operations Manager

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Project Press / Satisfaction Survey Results

MFMP Satisfaction Survey Results Press Release (10/18/07)

Survey addresses customer satisfaction with system functionality

August survey was a six-month follow up to the December ‘06 issuing of the survey

Issued to 2,244 MFMP end users; received 435 responses (~19% response rate)

Survey identified a 91% overall satisfaction rate with MyFloridaMarketPlace

Survey identified an 89% satisfaction with the purchasing tool, up from 84% in December

Survey identified a 94% satisfaction with the invoicing tool, up from 77% in December

Press release can be found at: http://dms.myflorida.com/agency_administration/communications/dms_press_releases

Federal Computer Week Article (10/31/07)

Cited MFMP Satisfaction Survey Results

Discussed overall benefit of the eProcurement system with supporting anecdotal evidence

Article can be found at: http://www.fcw.com/online/news/150664-1.html\

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Agency Scorecard Update

3rd iteration of Agency Scorecard (only included agency-specific data) distributed 10/25 for Q1 of FY 2008 statistics

Results of pilot phase (based largely on agency input):

A new ‘MFMP System Usage’ column Scoring scale for Requisition to PO timeframe adjusted ‘User Queue’ report designed and implemented

A management tool used to identify opportunities for improving approval times (Requisition to PO cycle time and Invoice to Check cycle time)

Communication sent to Purchasing and F&A liaisons on 10/25/07

Discussions with agencies to improve efficiency and use of system as well as to improve the scorecard

The next distribution of the scorecard (for Quarter 2 of FY 2008) will include each agency’s data as well as a summary level of comparative data for all agencies.

The ‘Agency Scorecard Job Aid’ is posted to the MFMP Toolkit for reference.

The team welcomes the opportunity to discuss the scorecard further with your agencies, if desired.

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User Queue Report

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User Queue Report

Page - 14

Next Speaker

Rachael Lieblick, Process Management Team

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Enhanced Operational Reporting

As a continuous improvement objective, the project is looking at enhancing operational reporting capability

Operational Reporting Group comprised of agencies from the CRB has met twice

Group reviewed current reporting tools available and discussed gaps:

Recommended to make updates to a few existing reports.

Invoice Reconciliation Report

FLAIR Voucher Summary

Payments Completed in FLAIR

Outstanding Encumbrance Report

All Outstanding Encumbrance Report

Recommended a new report

Payment History

• Report will include payment history details for all open purchase orders

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Enhanced Operational Reporting

Operational Reporting (Cont.)

Recommended changes to Analysis

Add all accounting fields to Analysis

Recommended changes to System Searches

Increase the number of returned results in system searches

Add additional fields to the display

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A Encumbrance Lockdown

Effective December 1, customers will not be able to edit A encumbrances directly in FLAIR

MFMP and DFS have been working jointly on this initiative

A encumbrances

Change: You will no longer be able to edit A encumbrances directly in FLAIR

Impact: Changes to A encumbrances must be made through the MFMP Change Order process

Q payables

Changes: Payables created in FLAIR against an A encumbrance will result in a Q payable

Impact: MFMP will only allow Q payable disbursement; no longer able to initiate disbursements

against P payables from MFMP

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Next Speaker

Kim Koegel (on behalf of Danielle Morton, Vendor Management Lead)

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Agenda









Page - 20

State Purchasing Update / Vendor Initiatives

FLAIR GAP Analysis

Comparison of MyFloridaMarketPlace (MFMP) and Florida Accounting Information Resource system (FLAIR) for FY 2006 & 2007 shows 209 vendors, including 32 State Term Contractors (STC) with discrepancies greater than $10,000

Total discrepancy exceeds $18 Million!

MFMP started notifying vendors via e-mail starting 10/11/07 Waves will be spaced at least 60 days apart to accommodate for vendor

response time: Wave 1: STCs >$10,000 and non-STCs >$100,000 (approx. 59 vendors)

Wave 2: non-STCs between $25,000 and $100,000 (approx. 78 vendors)

Wave 3: non-STCs between $10,000 and $25,000 (approx. 72 vendors)

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FLAIR GAP Analysis

Rule 60A - registered vendors must pay the 1% Transaction fee on all payments received by the State of Florida unless exempt

Vendors are responsible for reporting and paying on all transactions

Payments made outside of MFMP are fee eligible

DMS/MFMP will be contacting agencies about exemptions

How can agencies help?

Clearly mark your exempt transactions in MFMP

Explain the fee to the vendors

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Team is targeting to distribute a Vendor Survey by mid-November. Feedback will be used for the following:

Determine subsequent enhancements

Preferred communication channels for vendors

Measure customer satisfaction

Vendor Survey

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Next Speaker

Stu Potlock, Bureau Chief,

Technology, OESS & Special Programs Sourcing

Page - 24


Punchout / Line Item Catalog Enablement

Punchout Activities:

VF Imagewear Punchout is available

Vendors currently in discussion to assess punchout capability

MeadWestvaco

Superior Uniform Group

Verizon Wireless

Pitney Bowes

Line Item Catalog Enablement:

PRIDE Detention Clothing (200-050-06-P)

Body Armor Contract: Gator Hawk and Protective Apparel (680-850-05-1) Gator Hawk and Protective Apparel

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Green Catalog Items

Flagging of ‘Green’ items on vendor catalogs:

Marpan Supply Company, Inc.

Dade Paper Company

Gulf Ice Systems, Inc.

P O Express, Inc.

Konica Minolta Business Solutions USA, Inc.

Sharp Electronics

Mac Papers

Page - 26


New Solicitation

IT Hardware State Contract Solicitation: Phase 1 – Desktops, Laptops, & Monitors Phase 2 – Servers (Entry Level, Mid Level, & Mainframe) Phase 3 – Telecommunications / Connectivity Phase 4 – Peripheral and other Hardware, Currently under ACS with GTSI

Note: We may launch Telecommunications/connectivity before Servers

Strategy and Desired Outcome: Increased competition at solicitation by reduced vendor base Deeper discounts making RFQ process optional Ability to negotiate deeper volume discounts with a single awardee Development of meaningful minority participation program

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Next Speaker

Rachael Lieblick, Process Management Team

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eInvoicing

eInvoicing adoption campaign

MFMP team is currently scheduling a ½ day session for vendors who are candidates for eInvoicing

Session is targeted for early December, and will provide an overview of the benefits of eInvoicing as well as enablement steps

The team welcomes agency suggestions about preferred vendors for eInvoicing, and the team is more than happy to reach out to those vendors to assess readiness

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Next Speaker

Debbie Gries, Process Management Team

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Agenda









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Hot Topics/Communications

Hot Topics The intent is to distribute weekly Topics will include workarounds to SIRs (System Investigation Requests);

training and helpful hints and tips; catalog enablement, etc.

Known Issues List The intent is to distribute monthly after the release has been successfully

implemented

Clarify the issue in clear and plain language and provide impacts and workarounds when possible

The list will contain active SIRs and Resolved SIRs under each separate tab

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Hot Topics

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Agenda



System Enhancement Update Project Press / Satisfaction Survey Results Agency Scorecard Update Enhanced Operational Reporting ‘A’ encumbrance lockdown






Page - 34


Analysis Training

Others?

Page - 35

Agenda



System Enhancement Update Project Press / Satisfaction Survey Results Agency Scorecard Update Enhanced Operational Reporting ‘A’ encumbrance lockdown






Page - 36

Next Meeting Time and Location

February 6, 2008

Rescheduled to February 20, 2008

Carr Building

9:00 – 11:00 a.m.

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