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MyFloridaMarketPlace MyFloridaMarketPlace Customer Roundtable Meeting November 7, 2007 Dial-in Number: (888) 808-6959 Conference Code: 9210040 Dial in and when prompted enter the conference code # followed by the # key Updated

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  • MyFloridaMarketPlaceMyFloridaMarketPlace Customer Roundtable Meeting

    November 7, 2007

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

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Agenda Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing OperationsMyFloridaMarketPlace UpdatesSystem Enhancement UpdateProject Press / Satisfaction Survey ResultsAgency Scorecard UpdateEnhanced Operational ReportingA Encumbrance LockdownState Purchasing / Vendor InitiativesFLAIR Gap AnalysisVendor SurveyCatalog Enablement / eInvoicing ProgressNew SolicitationsHot Topics Link / CommunicationsQuestions / Open Discussion

    Next Meeting Time / Location

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Contact InformationWalter BikowitzChief of State Purchasing OperationsDivision of State PurchasingDepartment of Management Services4050 Esplanade Way, Suite 360Tallahassee, FL 32399-0950Phone: 850-488-7809Fax: 850-414-6122Blackberry: 850-274-1370E-mail: [email protected]"We Serve Those Who Serve Florida"

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Walt Bikowitz37+ years of public service in NYS OGS30+ years in purchasing and contracting4 years NYS Purchasing DirectorAwards:2006 Citizen Budget Commissions 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 Services1997 Cronin Club Silver Medal Award for Library Services1992 NYS Environmental Coalition Award for First IPM contract

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • MyFloridaMarketPlace Goals TacticalRefocus Customer CommunicationImprove Fee CollectionEstablish MFMP Desktop ProceduresIncrease number of Punchout CatalogsStrategicCreate a one e-Procurement (Purchasing) SystemEnhance Procure-to-Pay IntegrationExtend e-SourcingImplement Operational ReportingImplement Effective Training ProgramEstablish Vendor Advisory Board

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • MyFloridaMarketPlace Strategic GoalCreate One e-Procurement SystemSunset* SPURSComplete Level 2 IntegrationMigrate Florida School for the Deaf and Blind (FSDB), the Division of Administrative Hearings (DOAH), and the Legislature Roll out Phase 1 e-SourcingSunset* VBSWe 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.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Agenda Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing OperationsMyFloridaMarketPlace UpdatesSystem Enhancement UpdateProject Press / Satisfaction Survey ResultsAgency Scorecard UpdateEnhanced Operational ReportingA Encumbrance LockdownState Purchasing / Vendor InitiativesFLAIR Gap AnalysisVendor SurveyCatalog Enablement / eInvoicing ProgressNew SolicitationsHot Topics Link / CommunicationsQuestions / Open Discussion

    Next Meeting Time / Location

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • System Enhancement UpdateSystem Enhancements (aka Change Requests [CRs])A number of system enhancements were accomplished with the upgrade in April June 2007The Change Review Board (CRB) prioritized several CRsSome 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 CRBs assistance we have/will compile a top 7 listLevel 2 integration actively being worked on

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Next Speaker

    Michael Johnston, MyFloridaMarketPlace Operations Manager

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Project Press / Satisfaction Survey ResultsMFMP Satisfaction Survey Results Press Release (10/18/07)Survey addresses customer satisfaction with system functionalityAugust survey was a six-month follow up to the December 06 issuing of the surveyIssued to 2,244 MFMP end users; received 435 responses (~19% response rate)Survey identified a 91% overall satisfaction rate with MyFloridaMarketPlaceSurvey identified an 89% satisfaction with the purchasing tool, up from 84% in DecemberSurvey identified a 94% satisfaction with the invoicing tool, up from 77% in DecemberPress release can be found at: http://dms.myflorida.com/agency_administration/communications/dms_press_releasesFederal Computer Week Article (10/31/07)Cited MFMP Satisfaction Survey ResultsDiscussed overall benefit of the eProcurement system with supporting anecdotal evidenceArticle can be found at: http://www.fcw.com/online/news/150664-1.html\

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Agency Scorecard Update3rd 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 columnScoring scale for Requisition to PO timeframe adjustedUser Queue report designed and implementedA 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 10/25/07Discussions with agencies to improve efficiency and use of system as well as to improve the scorecardThe next distribution of the scorecard (for Quarter 2 of FY 2008) will include each agencys 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.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • User Queue Report

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • User Queue Report

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Next Speaker

    Rachael Lieblick, Process Management Team

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Enhanced Operational ReportingAs 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 ReportFLAIR Voucher Summary Payments Completed in FLAIROutstanding Encumbrance ReportAll Outstanding Encumbrance ReportRecommended a new reportPayment HistoryReport will include payment history details for all open purchase orders

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Enhanced Operational ReportingOperational Reporting (Cont.)

    Recommended changes to Analysis Add all accounting fields to Analysis Recommended changes to System SearchesIncrease the number of returned results in system searches Add additional fields to the display

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • A Encumbrance LockdownEffective 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

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Next Speaker

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

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Agenda Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing OperationsMyFloridaMarketPlace UpdatesSystem Enhancement UpdateProject Press / Satisfaction Survey ResultsAgency Scorecard UpdateEnhanced Operational ReportingA Encumbrance LockdownState Purchasing / Vendor InitiativesFLAIR Gap AnalysisVendor SurveyCatalog Enablement / eInvoicing ProgressNew SolicitationsHot Topics Link / CommunicationsQuestions / Open Discussion

    Next Meeting Time / Location

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • State Purchasing Update / Vendor Initiatives FLAIR GAP AnalysisComparison 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 $10,000Total discrepancy exceeds $18 Million!MFMP started notifying vendors via e-mail starting 10/11/07Waves 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)

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • State Purchasing Update / Vendor Initiatives FLAIR GAP AnalysisRule 60A - registered vendors must pay the 1% Transaction fee on all payments received by the State of Florida unless exemptVendors are responsible for reporting and paying on all transactionsPayments made outside of MFMP are fee eligibleDMS/MFMP will be contacting agencies about exemptionsHow can agencies help?Clearly mark your exempt transactions in MFMPExplain the fee to the vendors

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • State Purchasing Update / Vendor Initiatives

    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 vendorsMeasure customer satisfaction

    Vendor Survey

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Next Speaker

    Stu Potlock, Bureau Chief, Technology, OESS & Special Programs Sourcing

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • State Purchasing Update / Vendor Initiatives Punchout / Line Item Catalog EnablementPunchout Activities:VF Imagewear Punchout is availableVendors currently in discussion to assess punchout capability MeadWestvaco Superior Uniform Group Verizon WirelessPitney 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

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • State Purchasing Update / Vendor Initiatives Green Catalog ItemsFlagging 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

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • State Purchasing Update / Vendor Initiatives New Solicitation IT Hardware State Contract Solicitation:Phase 1 Desktops, Laptops, & MonitorsPhase 2 Servers (Entry Level, Mid Level, & Mainframe)Phase 3 Telecommunications / ConnectivityPhase 4 Peripheral and other Hardware, Currently under ACS with GTSINote: We may launch Telecommunications/connectivity before Servers

    Strategy and Desired Outcome:Increased competition at solicitation by reduced vendor baseDeeper discounts making RFQ process optionalAbility to negotiate deeper volume discounts with a single awardeeDevelopment of meaningful minority participation program

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Next Speaker

    Rachael Lieblick, Process Management Team

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • State Purchasing Update / Vendor InitiativeseInvoicing eInvoicing adoption campaignMFMP team is currently scheduling a day session for vendors who are candidates for eInvoicingSession is targeted for early December, and will provide an overview of the benefits of eInvoicing as well as enablement stepsThe 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

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Next Speaker

    Debbie Gries, Process Management Team

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Agenda Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing OperationsMyFloridaMarketPlace UpdatesSystem Enhancement UpdateProject Press / Satisfaction Survey ResultsAgency Scorecard UpdateEnhanced Operational ReportingA Encumbrance LockdownState Purchasing / Vendor InitiativesFLAIR Gap AnalysisVendor SurveyCatalog Enablement / eInvoicing ProgressNew SolicitationsHot Topics Link / CommunicationsQuestions / Open Discussion

    Next Meeting Time / Location

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Hot Topics/CommunicationsHot Topics The intent is to distribute weeklyTopics will include workarounds to SIRs (System Investigation Requests); training and helpful hints and tips; catalog enablement, etc. Known Issues ListThe intent is to distribute monthly after the release has been successfully implementedClarify the issue in clear and plain language and provide impacts and workarounds when possibleThe list will contain active SIRs and Resolved SIRs under each separate tab

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Hot Topics

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Agenda Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing OperationsMyFloridaMarketPlace UpdatesSystem Enhancement UpdateProject Press / Satisfaction Survey ResultsAgency Scorecard UpdateEnhanced Operational ReportingA encumbrance lockdownState Purchasing / Vendor InitiativesFLAIR Gap AnalysisVendor SurveyCatalog Enablement / eInvoicing ProgressNew SolicitationsHot Topics Link / CommunicationsQuestions / Open Discussion

    Next Meeting Time / Location

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Questions / Open DiscussionAnalysis Training

    Others?

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Agenda Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing OperationsMyFloridaMarketPlace UpdatesSystem Enhancement UpdateProject Press / Satisfaction Survey ResultsAgency Scorecard UpdateEnhanced Operational ReportingA encumbrance lockdownState Purchasing / Vendor InitiativesFLAIR Gap AnalysisVendor SurveyCatalog Enablement / eInvoicing ProgressNew SolicitationsHot Topics Link / CommunicationsQuestions / Open Discussion

    Next Meeting Time / Location

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Next Meeting Time and Location February 6, 2008Rescheduled to February 20, 2008Carr Building9:00 11:00 a.m.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.