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MyFloridaMarketPlace MyFloridaMarketPlace Customer Roundtable Meetin September 3, 2008, 9:00 am EDT Conference dial-in number: (888) 808-6959 Conference code: 4888366#

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  • MyFloridaMarketPlaceMyFloridaMarketPlace Customer Roundtable Meeting

    September 3, 2008, 9:00 am EDT

    Conference dial-in number: (888) 808-6959 Conference code: 4888366#

  • Page - *Agenda Welcome / Introduction MyFloridaMarketPlace UpdatesCustomer Satisfaction Survey ResultsYear-End ReviewTraining UpdateSystem Enhancement UpdateVendor InitiativesVendor Outreach InitiativesVendor Informational TeleconferencesEnhanced Vendor ToolkitSPURS Sunset UpdateReporting InitiativeQuestions / Open Discussion

  • Page - *Agenda Welcome / IntroductionMyFloridaMarketPlace UpdatesCustomer Satisfaction Survey ResultsYear-End ReviewTraining UpdateSystem Enhancement UpdateVendor InitiativesVendor Outreach InitiativesVendor Informational TeleconferencesEnhanced Vendor ToolkitSPURS Sunset UpdateReporting InitiativeQuestions / Open Discussion

  • Survey Distribution / DemographicsThe Customer Satisfaction survey was sent to 1,414 customers from all agencies currently utilizing MyFloridaMarketPlaceThe distribution list included purchasing and F&A customers, targeting the most active system users with a focus on proportional representation from each active agency345 customers responded to the survey (~24% response rate)Respondent Statistics by Audience: Respondent Statistics by Geography: Tallahassee represented the greatest number of responses by geographical area

    More than 70 locations across the state were represented

    Page - *

  • Survey Distribution / Demographics24 agencies had customers who responded to the surveyPage - *

    AgencyPercent of TotalAgencyPercent of TotalAgency for Health Care Administration0.6%Department of Health32.1%Agency for Persons with Disabilities0.3%Department of Juvenile Justice9.5%Agency for Workforce Innovation1.0%Department of Management Services1.3%Attorney General1.0%Department of Revenue1.9%Department of Administrative Hearings0.3%Department of State1.0%Department of Business and Professional Regulation0.3%Department of Transportation3.8%Department of Community Affairs0.6%Department of Veterans Affairs2.5%Department of Corrections13.7%Fish and Wildlife Conservation Commission2.2%Department of Children and Families1.6%Florida Department of Law Enforcement2.5%Department of Education3.5%Florida School of the Deaf and Blind0.3%Department of Environmental Protection10.8%Highway Safety and Motor Vehicles7.0%Department of Financial Services0.6%State Courts1.6%

  • 76% of Purchasing respondents and 71% of F&A respondents used MFMP for more than 2 yearsSurvey Distribution / DemographicsPage - *

    Chart1

    4

    9

    19

    77

    Duration of MFMP Usage- F&A

    Total Respondents

    AudienceSurvey Invites SentNumber of RespondentsResponse Rate

    Purchasing (Liaison / Director)641727%

    Purchasing User76521628%

    F&A (Liaison / Director)6869%

    F&A User51710621%

    TOTAL141434524%

    Geographic Location

    Tallahassee100

    Tampa11

    Jacksonville6

    Ft. Lauderdale8

    Orlando15

    Miami5

    Other / Not Specified144

    Total Respondents

    Locations

    Administration

    AHCA

    AHCA

    Alachua County Health Department

    APD

    AWIAgencyResponses*Percent of TotalAgencyResponses*Percent of Total

    AWIAgency for Health Care Administration20.6%Department of Health10132.1%

    AWIAgency for Persons with Disabilities10.3%Department of Juvenile Justice309.5%

    Agency for Workforce Innovation31.0%Department of Management Services41.3%

    Attorney General31.0%Department of Revenue61.9%

    Department of Administrative Hearings10.3%Department of State31.0%

    BAR?Department of Business and Professional Regulation10.3%Department of Transportation123.8%

    BAR?Department of Community Affairs20.6%Department of Veterans Affairs82.5%

    Department of Corrections4313.7%Fish and Wildlife Conservation Commission72.2%

    bchdDepartment of Children and Families51.6%Florida Department of Law Enforcement82.5%

    Brevard CHDDepartment of Education113.5%Florida School of the Deaf and Blind10.3%

    CAMA-DEPDepartment of Environmental Protection3410.8%Highway Safety and Motor Vehicles227.0%

    CHDDepartment of Financial Services20.6%State Courts51.6%

    CHD

    CHD

    CHDTotal315

    CHD

    CHD

    CHD

    CHD

    cms

    CMS

    Corrections

    Corrections

    Corrections

    DAS/Office Services/Maintenance?

    DBPR

    DBS?

    DC

    DC

    DC

    dca

    DCA

    DCF

    DCF

    DCF

    DCF

    DCF

    DDD?

    DDL

    DDL

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    dep

    DEP

    DEP

    DEP Rec&Parks

    DEP/Florida Park Service

    DEP/Parks and Rec

    DEP/Parks and Rec

    DEP/Rec & Parks

    Department of Corrections

    Department of Corrections

    Department of Corrections, Region IV

    Department of Health

    Department of Health-Hillsborough CHD

    Department of Juvenile Justice

    Department of Juvenile Justice

    Department of Revenue

    Department of Transportation

    Department of Transportation

    DEPT OF CORRECTIONS

    Dept of Health

    Dept of Health

    Dept of Health - Admin Services

    Dept of JJ

    Dept of Veterans Affairs

    dept. of corrections, reg. 2

    Dept. of Revenue

    Detention?

    DFS

    DFS

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV / FHP

    DHSMV/ DDL

    DHSMV/DDL

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ St. Lucie Detention

    DJJ/Polk Detention

    DKJK?

    DMS

    DMS

    DMS

    DMS

    DMV

    DMV

    DOC

    DOC

    DOC

    DOC

    DOC

    DOE

    DOE

    DOE

    DOE

    DOE

    DOE -DIVISION OF BLIND SERVICES

    DOE/DVR

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    doh

    doh

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    doh

    DOH

    DOH

    DOH

    doh

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    doh

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH DEPARTMENT OF DISABILTY DETERMINATION

    DOH Hillsborough County

    DOH/County Health Department

    DOH/Volusia County Health Department

    DOH/WIC

    DOR

    DOR

    DOR

    DOR/CSE

    DOS

    DOS

    DOS

    DOT

    DOT

    DOT

    DRE?

    DTJSVNH?

    Education

    Education

    FDEP/OGT

    FDEP/OGT

    FDLE

    FDLE

    FDLE

    FDLE

    FDLE

    FDLE

    FDLE

    fdoh

    FDOT

    FDOT

    FDOT

    FDOT

    FDVA

    FDVA

    FDVA

    FDVA

    FDVA

    FDVA

    FDVA

    FHP

    FINANCE?

    Finance and Accounting?

    Florida Department of Education

    Florida Department of Law Enforcement

    florida department of transportation

    Florida Highway Patrol

    FLORIDA SCHOOL FOR THE DEAF & THE BLIND

    FWC

    FWC

    FWC

    FWC

    FWC

    FWC

    FWC/FWRI

    Gulf CHD

    Health Department

    Highlands CHD/DOH

    HSMV

    hsmv

    HSMV

    HSMV

    HSMV

    Juvenile Justice

    LCHD

    Legal Affairs

    MCHD

    Ninth Judicial Circuit court

    OAG

    OAG

    ocama?

    OED?

    Okeechobee County Health Department

    OPHN?

    OSCA

    OSCA

    Osceola County Health Department

    Palm Beach County Health Department

    PCHD

    Polk County Health Department

    Rec & parks

    Rec & Parks, District 4, Lovers Key

    Recs & Parks

    SCHD

    schd

    seminole Co health Dept

    State Court

    State Courts

    State of Fl-DOH

    t

    Transportation

    VCHD

    VDHF?

    Vocational Rehabilitation

    Volunteer Services?

    Volusia County Health Department

    WIC

    x

    Time Using System- Pur

    # of respondents%

    0-6 months84%

    6-12 months179%

    12-24 months2211%

    > 24 months14976%

    Total196100%

    * Corrections did not provide a response to this question

    Time Using System- Pur

    Duration of MFMP Usage- Purchasing

    Time Using System- F&A

    # of respondents%

    0-6 months44%

    6-12 months98%

    12-24 months1917%

    > 24 months7771%

    Total109100%

    Time Using System- F&A

    Duration of MFMP Usage- F&A

    Overall Satisfaction- Purch.

    # of respondents%

    Very Satisfied7031%

    Satisfied9040%

    Moderately Satisfied5223%Moderately to Very Satisfied:%:94%

    Dissatisfied94%#:212

    Very Dissatisfied42%

    No Basis84%

    Total225100%

    Overall Satisfaction- Purch.

    Overall Satisfaction- Purchasing

    Overall Satisfaction- F&A

    # of respondents%

    Very Satisfied2524%

    Satisfied4240%

    Moderately Satisfied2726%Moderately to Very Satisfied:%:90%

    Dissatisfied88%#:94

    Very Dissatisfied33%

    No Basis55%

    Total105100%

    Overall Satisfaction- F&A

    Overall Satisfaction- F&A

    Overall Satisfaction- Combined

    # of respondents%

    Very Satisfied9529%

    Satisfied13240%

    Moderately Satisfied7924%Moderately to Very Satisfied:%:93%

    Dissatisfied175%#:306

    Very Dissatisfied72%

    No Basis134%

    Total330100%

    Overall Satisfaction- Combined

    Overall Satisfaction- Combined (Purchasing and F&A)

    P-Q1

    In the last 6 months, have you been able to complete purchase orders as needed to support your agencys business?

    # of respondents%

    Very Effectively10345%

    Generally Effectively9040%

    Reasonably Effectively2511%Reasonably to Very Effectively%:96%

    Sometimes Effectively94%#:218

    Not Effectively At All00%

    No Basis3

    Total227100%

    P-Q1

    Ability to Effectively Complete Purchase Orders

    P-Q2

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality4024%

    Issues with the composing functionality1710%

    Issues with the approval functionality159%

    Issues with the encumbrance interface process with FLAIR3119%

    Workload associated with data entry on requisition1911%

    Online response time1911%

    Lack of effective operational reports42%

    Other (please specify)2113%

    Total166100%

    P-Q2

    Factors Impacting Perception of Purchase Order Functionality

    P-Q3

    How effectively do catalogs work for you in MFMP?

    # of respondents%

    Very Effectively5333%

    Generally Effectively4729%

    Reasonably Effectively3119%Reasonably to Very Effectively%:81%

    Sometimes Effectively1610%#:131

    Not Effectively At All149%

    No Basis40

    Total161100%

    P-Q3

    Effective Implementation of Online Catalogs

    P-Q4

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality3225%

    Items cannot be easily found3628%

    Item details are not accurate65%

    Not enough catalogs are available online3023%

    Other (please specify)2419%

    Total128100%

    P-Q4

    Factors Impacting Perception of Catalog Effectiveness

    P-Q5

    How helpful is the Master Agreement tool to track your agency's contract spend with specific vendors?

    # of respondents%

    Very Helpful3749%

    Generally Helpful1419%

    Reasonably Helpful811%Reasonably to Very Effectively%:79%

    Sometimes Helpful11%#:59

    Not Helpful At All1520%

    No Basis123

    Total75100%

    P-Q5

    Ability to Track Contract Spend via Master Agreements

    P-Q6

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality2937%

    Difficulty with encumbrance processing00%

    Too complex to set up11%

    Confusion of when to use a Master Agreement810%

    I am not aware of this feature2431%

    Other (please specify)1621%

    Total78100%

    P-Q6

    Factors Impacting Perception of Master Agreements

    P-Q7

    How helpful is the eQuote tool in facilitating competition for informal purchases that require quotes?

    # of respondents%

    Very Helpful1826%

    Generally Helpful1420%

    Reasonably Helpful710%Reasonably to Very Effectively%:56%

    Sometimes Helpful1014%#:39

    Not Helpful At All2130%

    No Basis129

    Total70100%

    P-Q7

    Helpfulness of eQuote Tool

    P-Q8

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality2426%

    Lack of vendor responses when tool has been used1617%

    Preferred vendors not available22%

    Too hard to use66%

    Can only send the quote request to 50 vendors00%

    I am not aware of this feature2324%

    Other (please specify)2324%

    Total94100%

    P-Q8

    Factors Impacting Perception of eQuote

    P-Q9

    Has the online response time of the system (time between screens) been sufficient to allow you to successfully complete your job?

    # of respondents%

    Very Effectively9943%

    Generally Effectively8537%

    Reasonably Effectively3415%Reasonably to Very Effectively%:95%

    Sometimes Effectively104%#:218

    Not Effectively At All21%

    No Basis3

    Total230100%

    P-Q9

    Effectiveness of Online Response Time

    P-Q10

    How helpful are the following reporting options within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "4" refers to "most helpful"). If you are not aware of a particular reporting option, please choose "Not awar

    Answer Options1 (Least Helpful)234Not aware of this optionResponse Count

    Analysis18159865115

    DMS Reporting Website7121181654

    Customized Agency Reports8121744687

    Online Searches1317377221160

    P-Q11

    Do you have any issues with the current MFMP reporting options?

    # of respondents%

    I have no issues with this functionality9751%

    Analysis is too hard to use84%

    Lack of training3820%

    Inability to manipulate the data53%

    Format of reports is not user friendly74%

    Confidence in data accuracy63%

    Other (please specify)2815%

    Total189100%

    P-Q11

    Factors Impacting Perception of Current MFMP Reporting Options

    P-Q12

    Have you contacted the MyFloridaMarketPlace Customer Service Desk in the past 6 months? (via phone or e-mail)

    # of respondents%

    Yes8236%

    No14464%

    Total226100%

    P-Q12

    Contacted MFMP Customer Service Desk

    P-Q13

    If you answered yes, to the previous question: how satisfied were you with each of the following aspects of customer service?

    Extremely SatisfiedSatisfiedNeither Satisfied nor DissatisfiedDissatisfiedExtremely DissatisfiedResponse

    Count

    Friendly354151183

    Listened Well294164181

    Helpful2836143182

    Speed of Service2831911281

    Checked for my satisfaction at end of the call / Offered follow-up assistance if necessary3028134378

    P-Q14

    Suggestions for effective use of the system and overall system updates are distributed to end users in various ways: training sessions, job aids, toolkit postings, direct e-mail communications, and individual agency and group meetings. How helpful have th

    # of respondents%

    Very Helpful6541%

    Generally Helpful3925%

    Reasonably Helpful2717%Reasonably to Very Effectively%:82%

    Sometimes Helpful2013%#:131

    Not Helpful At All85%

    No Basis41

    Total159100%

    * Corrections did not provide specific responses to this question (Question 14), but did provide responses (context) for Question 15

    P-Q14

    Helpfulness of Current Vehicles used to communicate Effective System Use and Updates

    P-Q15

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    Not relevant- these mechanisms work fine4842%

    I receive too many communications from MFMP109%

    I do not receive enough communications from MFMP1110%

    Communications are too difficult to understand98%

    Communications are not specific to my agency1110%

    Communications are not relevant to my job87%

    Other (please specify)1816%

    Total115100%

    P-Q15

    Factors Impacting Perception of current System Update Communication Vehicles

    P-Q16

    How helpful are the following communication vehicles within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "6" refers to "most helpful"). If you are not aware of a particular communication vehicle, please choose

    answer options1 (Least Helpful)23456Not aware of this optionResponse Count

    Direct e-mail communication55111525619131

    Toolkit and job aid postings on the website (https://dms.myflorida.com/dms/support/myfloridamarketplace_toolkit)9111417161427108

    In person meetings/training with the MFMP project team512121312161686

    In person meetings/training within my agency49171815317101

    Summaries provided by my agency liaison16919141814797

    Updates provided through Change Review Board members17198124743110

    Other (please specify)15

    P-Q17

    The Change Review Board (CRB) continues to represent agency customers as the team implements ongoing system enhancements. The next prioritized enhancement is to make the encumbrance number the same as the Purchase Order number. How effective has the CRB b

    # of respondents%

    Very Effectively2726%

    Generally Effectively4443%

    Reasonably Effectively1818%Reasonably to Very Effectively%:87%

    Sometimes Effectively1010%#:89

    Not Effectively At All33%

    No Basis106

    Total102100%

    P-Q17

    Effectiveness of Change Review Board (CRB)

    F&A-Q1

    In the last 6 months, have you been able to complete invoices as needed to support your agencys business?

    # of respondents%

    Very Effectively4138%

    Generally Effectively4138%

    Reasonably Effectively1817%Reasonably to Very Effectively%:92%

    Sometimes Effectively87%#:100

    Not Effectively At All11%

    No Basis1

    Total109100%

    F&A-Q1

    Ability to Effectively Complete Invoices

    F&A-Q2

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality1925%

    Workload associated with scanning and attaching invoice documentation1013%

    Workload associated with data entry on Invoice eForm1114%

    Issues with the payment interface process with FLAIR79%

    Delays in internal agency approvals1317%

    Online response time34%

    Lack of effective operational reports23%

    Other (please specify)1114%

    Total76100%

    F&A-Q2

    Factors Impacting Perception of Invoicing Functionality

    F&A-Q3

    Would an increase in the number of vendors doing electronic invoicing (as opposed to staff having to enter in data into the Invoice eForm) be help in streamlining your agencys invoicing processes? As a note: DMS posts this list regularly at http://dms.my

    # of respondents%

    Very Helpful3642%

    Generally Helpful1821%

    Reasonably Helpful1619%Reasonably to Very Effectively%:81%

    Sometimes Helpful56%#:70

    Not Helpful At All1113%

    No Basis24

    Total86100%

    F&A-Q3

    Helpfulness of Further Implementation of Electronic Invoicing (eInvoicing)

    F&A-Q5

    Has the online response time of the system (time between screens) been sufficient to allow you to successfully complete your job?

    # of respondents%

    Very Effectively2826%

    Generally Effectively4845%

    Reasonably Effectively2120%Reasonably to Very Effectively%:92%

    Sometimes Effectively77%#:97

    Not Effectively At All22%

    No Basis3

    Total106100%

    F&A-Q5

    Effectiveness of Online Response Time

    F&A-Q6

    How helpful are the following reporting options within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "4 refers to "most helpful"). If you are not aware of a particular reporting option, please choose "Not aware

    answer options1 (Least Helpful)234Not aware of this optionResponse Count

    Analysis561113356

    DMS Reporting Website5984834

    Customized Agency Reports47632848

    Online Searches662246484

    F&A-Q7

    Do you have any issues with the current MFMP reporting options?

    # of respondents%

    I have no issues with this functionality4546%

    Analysis is too hard to use11%

    Lack of training3031%

    Inability to manipulate the data22%

    Format of reports is not user friendly33%

    Confidence in data accuracy22%

    Other (please specify)1515%

    Total98100%

    F&A-Q7

    Factors Impacting Perception of Current MFMP Reporting Options

    F&A-Q8

    Have you contacted the MyFloridaMarketPlace Customer Service Desk in the past 6 months?(via phone or e-mail)

    # of respondents%

    Yes3633%

    No7367%

    Total109100%

    F&A-Q8

    Contacted MFMP Customer Service Desk

    F&A-Q9

    If you answered yes, to the previous question: how satisfied were you with each of the following aspects of customer service?

    Extremely SatisfiedSatisfiedNeither Satisfied nor DissatisfiedDissatisfiedExtremely DissatisfiedResponse

    Count

    Friendly102060137

    Listened Well101681136

    Helpful71591234

    Speed of Service61456334

    Checked for my satisfaction at end of the call / Offered follow-up assistance if necessary514104235

    F&A-Q10

    How could we have improved the experience you have with the Customer Service Desk?

    # of respondents%

    I had no issues with the service I received5068%

    Resolution turnaround time not adequate68%

    Response was not accurate11%

    Response was not thorough57%

    Lack of support personnel professionalism00%

    Lack of follow-up34%

    Other (please specify)811%

    Total73100%

    F&A-Q10

    Factors Impacting Perception of MFMP Customer Service Desk

    F&A-Q11

    Suggestions for effective use of the system and overall system updates are distributed to end users in various ways: training sessions, job aids, toolkit postings, direct e-mail communications, and individual agency and group meetings. How helpful have th

    # of respondents%

    Very Helpful1820%

    Generally Helpful2224%

    Reasonably Helpful2427%Reasonably to Very Effectively%:71%

    Sometimes Helpful2224%#:64

    Not Helpful At All44%

    No Basis18

    Total90100%

    F&A-Q11

    Helpfulness of Current Vehicles used to communicate Effective System Use and Updates

    F&A-Q12

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    Not relevant- these mechanisms work fine2738%

    I receive too many communications from MFMP1115%

    I do not receive enough communications from MFMP68%

    Communications are too difficult to understand710%

    Communications are not specific to my agency34%

    Communications are not relevant to my job811%

    Other (please specify)913%

    Total71100%

    F&A-Q12

    Factors Impacting Perception of current System Update Communication Vehicles

    F&A-Q13

    How helpful are the following communication vehicles within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "6" refers to "most helpful"). If you are not aware of a particular communication vehicle, please choose

    Answer Options1 (Least Helpful)23456Not aware of this optionResponse Count

    Direct e-mail communication63891126669

    Toolkit and job aid postings on the website (https://dms.myflorida.com/dms/support/myfloridamarketplace_toolkit)66125871155

    In person meetings/training with the MFMP project team475878948

    In person meetings/training within my agency33981111146

    Summaries provided by my agency liaison384586943

    Updates provided through Change Review Board members6645411844

    Other (please specify)15

    F&A-Q14

    The Change Review Board (CRB) continues to represent agency customers as the team implements ongoing system enhancements. The next prioritized enhancement is to make the encumbrance number the same as the Purchase Order number. How effective has the CRB b

    # of respondents%

    Very Effectively1625%

    Generally Effectively1828%

    Reasonably Effectively1727%Reasonably to Very Effectively%:80%

    Sometimes Effectively1219%#:51

    Not Effectively At All12%

    No Basis41

    Total64100%

    F&A-Q14

    Effectiveness of Change Review Board (CRB)

    Next Steps

    TaskDescriptionTiming

    1Review MFMP Project Plan- Review current goals / points included in MFMP Project Plan and confirm that these are still the appropriate focus- Update Project Plan to reflect focus going forward

    2Follow-Up Communication to Survey Respondents- Based on Project Plan review, and actions that will be taken, the team should distribute a follow-up communication to survey respondents.- This will show the value of the time they took to take the survey and that their feedback is being captured.

    Chart2

    8

    17

    22

    149

    Duration of MFMP Usage- Purchasing

    Total Respondents

    AudienceSurvey Invites SentNumber of RespondentsResponse Rate

    Purchasing (Liaison / Director)641727%

    Purchasing User76521628%

    F&A (Liaison / Director)6869%

    F&A User51710621%

    TOTAL141434524%

    Geographic Location

    Tallahassee100

    Tampa11

    Jacksonville6

    Ft. Lauderdale8

    Orlando15

    Miami5

    Other / Not Specified144

    Total Respondents

    Locations

    Administration

    AHCA

    AHCA

    Alachua County Health Department

    APD

    AWIAgencyResponses*Percent of TotalAgencyResponses*Percent of Total

    AWIAgency for Health Care Administration20.6%Department of Health10132.1%

    AWIAgency for Persons with Disabilities10.3%Department of Juvenile Justice309.5%

    Agency for Workforce Innovation31.0%Department of Management Services41.3%

    Attorney General31.0%Department of Revenue61.9%

    Department of Administrative Hearings10.3%Department of State31.0%

    BAR?Department of Business and Professional Regulation10.3%Department of Transportation123.8%

    BAR?Department of Community Affairs20.6%Department of Veterans Affairs82.5%

    Department of Corrections4313.7%Fish and Wildlife Conservation Commission72.2%

    bchdDepartment of Children and Families51.6%Florida Department of Law Enforcement82.5%

    Brevard CHDDepartment of Education113.5%Florida School of the Deaf and Blind10.3%

    CAMA-DEPDepartment of Environmental Protection3410.8%Highway Safety and Motor Vehicles227.0%

    CHDDepartment of Financial Services20.6%State Courts51.6%

    CHD

    CHD

    CHDTotal315

    CHD

    CHD

    CHD

    CHD

    cms

    CMS

    Corrections

    Corrections

    Corrections

    DAS/Office Services/Maintenance?

    DBPR

    DBS?

    DC

    DC

    DC

    dca

    DCA

    DCF

    DCF

    DCF

    DCF

    DCF

    DDD?

    DDL

    DDL

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    dep

    DEP

    DEP

    DEP Rec&Parks

    DEP/Florida Park Service

    DEP/Parks and Rec

    DEP/Parks and Rec

    DEP/Rec & Parks

    Department of Corrections

    Department of Corrections

    Department of Corrections, Region IV

    Department of Health

    Department of Health-Hillsborough CHD

    Department of Juvenile Justice

    Department of Juvenile Justice

    Department of Revenue

    Department of Transportation

    Department of Transportation

    DEPT OF CORRECTIONS

    Dept of Health

    Dept of Health

    Dept of Health - Admin Services

    Dept of JJ

    Dept of Veterans Affairs

    dept. of corrections, reg. 2

    Dept. of Revenue

    Detention?

    DFS

    DFS

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV / FHP

    DHSMV/ DDL

    DHSMV/DDL

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ St. Lucie Detention

    DJJ/Polk Detention

    DKJK?

    DMS

    DMS

    DMS

    DMS

    DMV

    DMV

    DOC

    DOC

    DOC

    DOC

    DOC

    DOE

    DOE

    DOE

    DOE

    DOE

    DOE -DIVISION OF BLIND SERVICES

    DOE/DVR

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    doh

    doh

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    doh

    DOH

    DOH

    DOH

    doh

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    doh

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH DEPARTMENT OF DISABILTY DETERMINATION

    DOH Hillsborough County

    DOH/County Health Department

    DOH/Volusia County Health Department

    DOH/WIC

    DOR

    DOR

    DOR

    DOR/CSE

    DOS

    DOS

    DOS

    DOT

    DOT

    DOT

    DRE?

    DTJSVNH?

    Education

    Education

    FDEP/OGT

    FDEP/OGT

    FDLE

    FDLE

    FDLE

    FDLE

    FDLE

    FDLE

    FDLE

    fdoh

    FDOT

    FDOT

    FDOT

    FDOT

    FDVA

    FDVA

    FDVA

    FDVA

    FDVA

    FDVA

    FDVA

    FHP

    FINANCE?

    Finance and Accounting?

    Florida Department of Education

    Florida Department of Law Enforcement

    florida department of transportation

    Florida Highway Patrol

    FLORIDA SCHOOL FOR THE DEAF & THE BLIND

    FWC

    FWC

    FWC

    FWC

    FWC

    FWC

    FWC/FWRI

    Gulf CHD

    Health Department

    Highlands CHD/DOH

    HSMV

    hsmv

    HSMV

    HSMV

    HSMV

    Juvenile Justice

    LCHD

    Legal Affairs

    MCHD

    Ninth Judicial Circuit court

    OAG

    OAG

    ocama?

    OED?

    Okeechobee County Health Department

    OPHN?

    OSCA

    OSCA

    Osceola County Health Department

    Palm Beach County Health Department

    PCHD

    Polk County Health Department

    Rec & parks

    Rec & Parks, District 4, Lovers Key

    Recs & Parks

    SCHD

    schd

    seminole Co health Dept

    State Court

    State Courts

    State of Fl-DOH

    t

    Transportation

    VCHD

    VDHF?

    Vocational Rehabilitation

    Volunteer Services?

    Volusia County Health Department

    WIC

    x

    Time Using System- Pur

    # of respondents%

    0-6 months84%

    6-12 months179%

    12-24 months2211%

    > 24 months14976%

    Total196100%

    * Corrections did not provide a response to this question

    Time Using System- Pur

    Duration of MFMP Usage- Purchasing

    Time Using System- F&A

    # of respondents%

    0-6 months44%

    6-12 months98%

    12-24 months1917%

    > 24 months7771%

    Total109100%

    Time Using System- F&A

    Duration of MFMP Usage- F&A

    Overall Satisfaction- Purch.

    # of respondents%

    Very Satisfied7031%

    Satisfied9040%

    Moderately Satisfied5223%Moderately to Very Satisfied:%:94%

    Dissatisfied94%#:212

    Very Dissatisfied42%

    No Basis84%

    Total225100%

    Overall Satisfaction- Purch.

    Overall Satisfaction- Purchasing

    Overall Satisfaction- F&A

    # of respondents%

    Very Satisfied2524%

    Satisfied4240%

    Moderately Satisfied2726%Moderately to Very Satisfied:%:90%

    Dissatisfied88%#:94

    Very Dissatisfied33%

    No Basis55%

    Total105100%

    Overall Satisfaction- F&A

    Overall Satisfaction- F&A

    Overall Satisfaction- Combined

    # of respondents%

    Very Satisfied9529%

    Satisfied13240%

    Moderately Satisfied7924%Moderately to Very Satisfied:%:93%

    Dissatisfied175%#:306

    Very Dissatisfied72%

    No Basis134%

    Total330100%

    Overall Satisfaction- Combined

    Overall Satisfaction- Combined (Purchasing and F&A)

    P-Q1

    In the last 6 months, have you been able to complete purchase orders as needed to support your agencys business?

    # of respondents%

    Very Effectively10345%

    Generally Effectively9040%

    Reasonably Effectively2511%Reasonably to Very Effectively%:96%

    Sometimes Effectively94%#:218

    Not Effectively At All00%

    No Basis3

    Total227100%

    P-Q1

    Ability to Effectively Complete Purchase Orders

    P-Q2

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality4024%

    Issues with the composing functionality1710%

    Issues with the approval functionality159%

    Issues with the encumbrance interface process with FLAIR3119%

    Workload associated with data entry on requisition1911%

    Online response time1911%

    Lack of effective operational reports42%

    Other (please specify)2113%

    Total166100%

    P-Q2

    Factors Impacting Perception of Purchase Order Functionality

    P-Q3

    How effectively do catalogs work for you in MFMP?

    # of respondents%

    Very Effectively5333%

    Generally Effectively4729%

    Reasonably Effectively3119%Reasonably to Very Effectively%:81%

    Sometimes Effectively1610%#:131

    Not Effectively At All149%

    No Basis40

    Total161100%

    P-Q3

    Effective Implementation of Online Catalogs

    P-Q4

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality3225%

    Items cannot be easily found3628%

    Item details are not accurate65%

    Not enough catalogs are available online3023%

    Other (please specify)2419%

    Total128100%

    P-Q4

    Factors Impacting Perception of Catalog Effectiveness

    P-Q5

    How helpful is the Master Agreement tool to track your agency's contract spend with specific vendors?

    # of respondents%

    Very Helpful3749%

    Generally Helpful1419%

    Reasonably Helpful811%Reasonably to Very Effectively%:79%

    Sometimes Helpful11%#:59

    Not Helpful At All1520%

    No Basis123

    Total75100%

    P-Q5

    Ability to Track Contract Spend via Master Agreements

    P-Q6

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality2937%

    Difficulty with encumbrance processing00%

    Too complex to set up11%

    Confusion of when to use a Master Agreement810%

    I am not aware of this feature2431%

    Other (please specify)1621%

    Total78100%

    P-Q6

    Factors Impacting Perception of Master Agreements

    P-Q7

    How helpful is the eQuote tool in facilitating competition for informal purchases that require quotes?

    # of respondents%

    Very Helpful1826%

    Generally Helpful1420%

    Reasonably Helpful710%Reasonably to Very Effectively%:56%

    Sometimes Helpful1014%#:39

    Not Helpful At All2130%

    No Basis129

    Total70100%

    P-Q7

    Helpfulness of eQuote Tool

    P-Q8

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality2426%

    Lack of vendor responses when tool has been used1617%

    Preferred vendors not available22%

    Too hard to use66%

    Can only send the quote request to 50 vendors00%

    I am not aware of this feature2324%

    Other (please specify)2324%

    Total94100%

    P-Q8

    Factors Impacting Perception of eQuote

    P-Q9

    Has the online response time of the system (time between screens) been sufficient to allow you to successfully complete your job?

    # of respondents%

    Very Effectively9943%

    Generally Effectively8537%

    Reasonably Effectively3415%Reasonably to Very Effectively%:95%

    Sometimes Effectively104%#:218

    Not Effectively At All21%

    No Basis3

    Total230100%

    P-Q9

    Effectiveness of Online Response Time

    P-Q10

    How helpful are the following reporting options within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "4" refers to "most helpful"). If you are not aware of a particular reporting option, please choose "Not awar

    Answer Options1 (Least Helpful)234Not aware of this optionResponse Count

    Analysis18159865115

    DMS Reporting Website7121181654

    Customized Agency Reports8121744687

    Online Searches1317377221160

    P-Q11

    Do you have any issues with the current MFMP reporting options?

    # of respondents%

    I have no issues with this functionality9751%

    Analysis is too hard to use84%

    Lack of training3820%

    Inability to manipulate the data53%

    Format of reports is not user friendly74%

    Confidence in data accuracy63%

    Other (please specify)2815%

    Total189100%

    P-Q11

    Factors Impacting Perception of Current MFMP Reporting Options

    P-Q12

    Have you contacted the MyFloridaMarketPlace Customer Service Desk in the past 6 months? (via phone or e-mail)

    # of respondents%

    Yes8236%

    No14464%

    Total226100%

    P-Q12

    Contacted MFMP Customer Service Desk

    P-Q13

    If you answered yes, to the previous question: how satisfied were you with each of the following aspects of customer service?

    Extremely SatisfiedSatisfiedNeither Satisfied nor DissatisfiedDissatisfiedExtremely DissatisfiedResponse

    Count

    Friendly354151183

    Listened Well294164181

    Helpful2836143182

    Speed of Service2831911281

    Checked for my satisfaction at end of the call / Offered follow-up assistance if necessary3028134378

    P-Q14

    Suggestions for effective use of the system and overall system updates are distributed to end users in various ways: training sessions, job aids, toolkit postings, direct e-mail communications, and individual agency and group meetings. How helpful have th

    # of respondents%

    Very Helpful6541%

    Generally Helpful3925%

    Reasonably Helpful2717%Reasonably to Very Effectively%:82%

    Sometimes Helpful2013%#:131

    Not Helpful At All85%

    No Basis41

    Total159100%

    * Corrections did not provide specific responses to this question (Question 14), but did provide responses (context) for Question 15

    P-Q14

    Helpfulness of Current Vehicles used to communicate Effective System Use and Updates

    P-Q15

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    Not relevant- these mechanisms work fine4842%

    I receive too many communications from MFMP109%

    I do not receive enough communications from MFMP1110%

    Communications are too difficult to understand98%

    Communications are not specific to my agency1110%

    Communications are not relevant to my job87%

    Other (please specify)1816%

    Total115100%

    P-Q15

    Factors Impacting Perception of current System Update Communication Vehicles

    P-Q16

    How helpful are the following communication vehicles within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "6" refers to "most helpful"). If you are not aware of a particular communication vehicle, please choose

    answer options1 (Least Helpful)23456Not aware of this optionResponse Count

    Direct e-mail communication55111525619131

    Toolkit and job aid postings on the website (https://dms.myflorida.com/dms/support/myfloridamarketplace_toolkit)9111417161427108

    In person meetings/training with the MFMP project team512121312161686

    In person meetings/training within my agency49171815317101

    Summaries provided by my agency liaison16919141814797

    Updates provided through Change Review Board members17198124743110

    Other (please specify)15

    P-Q17

    The Change Review Board (CRB) continues to represent agency customers as the team implements ongoing system enhancements. The next prioritized enhancement is to make the encumbrance number the same as the Purchase Order number. How effective has the CRB b

    # of respondents%

    Very Effectively2726%

    Generally Effectively4443%

    Reasonably Effectively1818%Reasonably to Very Effectively%:87%

    Sometimes Effectively1010%#:89

    Not Effectively At All33%

    No Basis106

    Total102100%

    P-Q17

    Effectiveness of Change Review Board (CRB)

    F&A-Q1

    In the last 6 months, have you been able to complete invoices as needed to support your agencys business?

    # of respondents%

    Very Effectively4138%

    Generally Effectively4138%

    Reasonably Effectively1817%Reasonably to Very Effectively%:92%

    Sometimes Effectively87%#:100

    Not Effectively At All11%

    No Basis1

    Total109100%

    F&A-Q1

    Ability to Effectively Complete Invoices

    F&A-Q2

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality1925%

    Workload associated with scanning and attaching invoice documentation1013%

    Workload associated with data entry on Invoice eForm1114%

    Issues with the payment interface process with FLAIR79%

    Delays in internal agency approvals1317%

    Online response time34%

    Lack of effective operational reports23%

    Other (please specify)1114%

    Total76100%

    F&A-Q2

    Factors Impacting Perception of Invoicing Functionality

    F&A-Q3

    Would an increase in the number of vendors doing electronic invoicing (as opposed to staff having to enter in data into the Invoice eForm) be help in streamlining your agencys invoicing processes? As a note: DMS posts this list regularly at http://dms.my

    # of respondents%

    Very Helpful3642%

    Generally Helpful1821%

    Reasonably Helpful1619%Reasonably to Very Effectively%:81%

    Sometimes Helpful56%#:70

    Not Helpful At All1113%

    No Basis24

    Total86100%

    F&A-Q3

    Helpfulness of Further Implementation of Electronic Invoicing (eInvoicing)

    F&A-Q5

    Has the online response time of the system (time between screens) been sufficient to allow you to successfully complete your job?

    # of respondents%

    Very Effectively2826%

    Generally Effectively4845%

    Reasonably Effectively2120%Reasonably to Very Effectively%:92%

    Sometimes Effectively77%#:97

    Not Effectively At All22%

    No Basis3

    Total106100%

    F&A-Q5

    Effectiveness of Online Response Time

    F&A-Q6

    How helpful are the following reporting options within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "4 refers to "most helpful"). If you are not aware of a particular reporting option, please choose "Not aware

    answer options1 (Least Helpful)234Not aware of this optionResponse Count

    Analysis561113356

    DMS Reporting Website5984834

    Customized Agency Reports47632848

    Online Searches662246484

    F&A-Q7

    Do you have any issues with the current MFMP reporting options?

    # of respondents%

    I have no issues with this functionality4546%

    Analysis is too hard to use11%

    Lack of training3031%

    Inability to manipulate the data22%

    Format of reports is not user friendly33%

    Confidence in data accuracy22%

    Other (please specify)1515%

    Total98100%

    F&A-Q7

    Factors Impacting Perception of Current MFMP Reporting Options

    F&A-Q8

    Have you contacted the MyFloridaMarketPlace Customer Service Desk in the past 6 months?(via phone or e-mail)

    # of respondents%

    Yes3633%

    No7367%

    Total109100%

    F&A-Q8

    Contacted MFMP Customer Service Desk

    F&A-Q9

    If you answered yes, to the previous question: how satisfied were you with each of the following aspects of customer service?

    Extremely SatisfiedSatisfiedNeither Satisfied nor DissatisfiedDissatisfiedExtremely DissatisfiedResponse

    Count

    Friendly102060137

    Listened Well101681136

    Helpful71591234

    Speed of Service61456334

    Checked for my satisfaction at end of the call / Offered follow-up assistance if necessary514104235

    F&A-Q10

    How could we have improved the experience you have with the Customer Service Desk?

    # of respondents%

    I had no issues with the service I received5068%

    Resolution turnaround time not adequate68%

    Response was not accurate11%

    Response was not thorough57%

    Lack of support personnel professionalism00%

    Lack of follow-up34%

    Other (please specify)811%

    Total73100%

    F&A-Q10

    Factors Impacting Perception of MFMP Customer Service Desk

    F&A-Q11

    Suggestions for effective use of the system and overall system updates are distributed to end users in various ways: training sessions, job aids, toolkit postings, direct e-mail communications, and individual agency and group meetings. How helpful have th

    # of respondents%

    Very Helpful1820%

    Generally Helpful2224%

    Reasonably Helpful2427%Reasonably to Very Effectively%:71%

    Sometimes Helpful2224%#:64

    Not Helpful At All44%

    No Basis18

    Total90100%

    F&A-Q11

    Helpfulness of Current Vehicles used to communicate Effective System Use and Updates

    F&A-Q12

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    Not relevant- these mechanisms work fine2738%

    I receive too many communications from MFMP1115%

    I do not receive enough communications from MFMP68%

    Communications are too difficult to understand710%

    Communications are not specific to my agency34%

    Communications are not relevant to my job811%

    Other (please specify)913%

    Total71100%

    F&A-Q12

    Factors Impacting Perception of current System Update Communication Vehicles

    F&A-Q13

    How helpful are the following communication vehicles within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "6" refers to "most helpful"). If you are not aware of a particular communication vehicle, please choose

    Answer Options1 (Least Helpful)23456Not aware of this optionResponse Count

    Direct e-mail communication63891126669

    Toolkit and job aid postings on the website (https://dms.myflorida.com/dms/support/myfloridamarketplace_toolkit)66125871155

    In person meetings/training with the MFMP project team475878948

    In person meetings/training within my agency33981111146

    Summaries provided by my agency liaison384586943

    Updates provided through Change Review Board members6645411844

    Other (please specify)15

    F&A-Q14

    The Change Review Board (CRB) continues to represent agency customers as the team implements ongoing system enhancements. The next prioritized enhancement is to make the encumbrance number the same as the Purchase Order number. How effective has the CRB b

    # of respondents%

    Very Effectively1625%

    Generally Effectively1828%

    Reasonably Effectively1727%Reasonably to Very Effectively%:80%

    Sometimes Effectively1219%#:51

    Not Effectively At All12%

    No Basis41

    Total64100%

    F&A-Q14

    Effectiveness of Change Review Board (CRB)

    Next Steps

    TaskDescriptionTiming

    1Review MFMP Project Plan- Review current goals / points included in MFMP Project Plan and confirm that these are still the appropriate focus- Update Project Plan to reflect focus going forward

    2Follow-Up Communication to Survey Respondents- Based on Project Plan review, and actions that will be taken, the team should distribute a follow-up communication to survey respondents.- This will show the value of the time they took to take the survey and that their feedback is being captured.

  • Trending (from 2006-2008)Page - *

  • Key FindingsOverall, end user satisfaction with MyFloridaMarketPlace is increasing, with a combined Overall Satisfaction result for July 2008 of 93%In comparison to the August 2007 survey, the July 2008 survey showed increases in nearly all areas surveyed5% increase in Purchasing Satisfaction: 94% of respondents are moderately to very satisfied with the purchasing tool. This is up from 89% in August 20074% decrease in F&A Satisfaction: 90% are moderately to very satisfied with the invoicing tool. This is a change from 94% in August 2007. Specific areas that decreased in satisfaction included responses around Communication Effectiveness and CRB Effectiveness. MFMP will take steps to address these concerns.Page - *

    Chart3

    95

    132

    79

    17

    7

    13

    Overall Satisfaction- Combined (Purchasing and F&A)

    Total Respondents

    AudienceSurvey Invites SentNumber of RespondentsResponse Rate

    Purchasing (Liaison / Director)641727%

    Purchasing User76521628%

    F&A (Liaison / Director)6869%

    F&A User51710621%

    TOTAL141434524%

    Geographic Location

    Tallahassee100

    Tampa11

    Jacksonville6

    Ft. Lauderdale8

    Orlando15

    Miami5

    Other / Not Specified144

    Total Respondents

    Locations

    Administration

    AHCA

    AHCA

    Alachua County Health Department

    APD

    AWIAgencyResponses*Percent of TotalAgencyResponses*Percent of Total

    AWIAgency for Health Care Administration20.6%Department of Health10132.1%

    AWIAgency for Persons with Disabilities10.3%Department of Juvenile Justice309.5%

    Agency for Workforce Innovation31.0%Department of Management Services41.3%

    Attorney General31.0%Department of Revenue61.9%

    Department of Administrative Hearings10.3%Department of State31.0%

    BAR?Department of Business and Professional Regulation10.3%Department of Transportation123.8%

    BAR?Department of Community Affairs20.6%Department of Veterans Affairs82.5%

    Department of Corrections4313.7%Fish and Wildlife Conservation Commission72.2%

    bchdDepartment of Children and Families51.6%Florida Department of Law Enforcement82.5%

    Brevard CHDDepartment of Education113.5%Florida School of the Deaf and Blind10.3%

    CAMA-DEPDepartment of Environmental Protection3410.8%Highway Safety and Motor Vehicles227.0%

    CHDDepartment of Financial Services20.6%State Courts51.6%

    CHD

    CHD

    CHDTotal315

    CHD

    CHD

    CHD

    CHD

    cms

    CMS

    Corrections

    Corrections

    Corrections

    DAS/Office Services/Maintenance?

    DBPR

    DBS?

    DC

    DC

    DC

    dca

    DCA

    DCF

    DCF

    DCF

    DCF

    DCF

    DDD?

    DDL

    DDL

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    DEP

    dep

    DEP

    DEP

    DEP Rec&Parks

    DEP/Florida Park Service

    DEP/Parks and Rec

    DEP/Parks and Rec

    DEP/Rec & Parks

    Department of Corrections

    Department of Corrections

    Department of Corrections, Region IV

    Department of Health

    Department of Health-Hillsborough CHD

    Department of Juvenile Justice

    Department of Juvenile Justice

    Department of Revenue

    Department of Transportation

    Department of Transportation

    DEPT OF CORRECTIONS

    Dept of Health

    Dept of Health

    Dept of Health - Admin Services

    Dept of JJ

    Dept of Veterans Affairs

    dept. of corrections, reg. 2

    Dept. of Revenue

    Detention?

    DFS

    DFS

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV

    DHSMV / FHP

    DHSMV/ DDL

    DHSMV/DDL

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ

    DJJ St. Lucie Detention

    DJJ/Polk Detention

    DKJK?

    DMS

    DMS

    DMS

    DMS

    DMV

    DMV

    DOC

    DOC

    DOC

    DOC

    DOC

    DOE

    DOE

    DOE

    DOE

    DOE

    DOE -DIVISION OF BLIND SERVICES

    DOE/DVR

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    doh

    doh

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    doh

    DOH

    DOH

    DOH

    doh

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    doh

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH

    DOH DEPARTMENT OF DISABILTY DETERMINATION

    DOH Hillsborough County

    DOH/County Health Department

    DOH/Volusia County Health Department

    DOH/WIC

    DOR

    DOR

    DOR

    DOR/CSE

    DOS

    DOS

    DOS

    DOT

    DOT

    DOT

    DRE?

    DTJSVNH?

    Education

    Education

    FDEP/OGT

    FDEP/OGT

    FDLE

    FDLE

    FDLE

    FDLE

    FDLE

    FDLE

    FDLE

    fdoh

    FDOT

    FDOT

    FDOT

    FDOT

    FDVA

    FDVA

    FDVA

    FDVA

    FDVA

    FDVA

    FDVA

    FHP

    FINANCE?

    Finance and Accounting?

    Florida Department of Education

    Florida Department of Law Enforcement

    florida department of transportation

    Florida Highway Patrol

    FLORIDA SCHOOL FOR THE DEAF & THE BLIND

    FWC

    FWC

    FWC

    FWC

    FWC

    FWC

    FWC/FWRI

    Gulf CHD

    Health Department

    Highlands CHD/DOH

    HSMV

    hsmv

    HSMV

    HSMV

    HSMV

    Juvenile Justice

    LCHD

    Legal Affairs

    MCHD

    Ninth Judicial Circuit court

    OAG

    OAG

    ocama?

    OED?

    Okeechobee County Health Department

    OPHN?

    OSCA

    OSCA

    Osceola County Health Department

    Palm Beach County Health Department

    PCHD

    Polk County Health Department

    Rec & parks

    Rec & Parks, District 4, Lovers Key

    Recs & Parks

    SCHD

    schd

    seminole Co health Dept

    State Court

    State Courts

    State of Fl-DOH

    t

    Transportation

    VCHD

    VDHF?

    Vocational Rehabilitation

    Volunteer Services?

    Volusia County Health Department

    WIC

    x

    Time Using System- Pur

    # of respondents%

    0-6 months84%

    6-12 months179%

    12-24 months2211%

    > 24 months14976%

    Total196100%

    * Corrections did not provide a response to this question

    Time Using System- Pur

    Duration of MFMP Usage- Purchasing

    Time Using System- F&A

    # of respondents%

    0-6 months44%

    6-12 months98%

    12-24 months1917%

    > 24 months7771%

    Total109100%

    Time Using System- F&A

    Duration of MFMP Usage- F&A

    Overall Satisfaction- Purch.

    # of respondents%

    Very Satisfied7031%

    Satisfied9040%

    Moderately Satisfied5223%Moderately to Very Satisfied:%:94%

    Dissatisfied94%#:212

    Very Dissatisfied42%

    No Basis84%

    Total225100%

    Overall Satisfaction- Purch.

    Overall Satisfaction- Purchasing

    Overall Satisfaction- F&A

    # of respondents%

    Very Satisfied2524%

    Satisfied4240%

    Moderately Satisfied2726%Moderately to Very Satisfied:%:90%

    Dissatisfied88%#:94

    Very Dissatisfied33%

    No Basis55%

    Total105100%

    Overall Satisfaction- F&A

    Overall Satisfaction- F&A

    Overall Satisfaction- Combined

    # of respondents%

    Very Satisfied9529%

    Satisfied13240%

    Moderately Satisfied7924%Moderately to Very Satisfied:%:93%

    Dissatisfied175%#:306

    Very Dissatisfied72%

    No Basis134%

    Total330100%

    Overall Satisfaction- Combined

    Overall Satisfaction- Combined (Purchasing and F&A)

    P-Q1

    In the last 6 months, have you been able to complete purchase orders as needed to support your agencys business?

    # of respondents%

    Very Effectively10345%

    Generally Effectively9040%

    Reasonably Effectively2511%Reasonably to Very Effectively%:96%

    Sometimes Effectively94%#:218

    Not Effectively At All00%

    No Basis3

    Total227100%

    P-Q1

    Ability to Effectively Complete Purchase Orders

    P-Q2

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality4024%

    Issues with the composing functionality1710%

    Issues with the approval functionality159%

    Issues with the encumbrance interface process with FLAIR3119%

    Workload associated with data entry on requisition1911%

    Online response time1911%

    Lack of effective operational reports42%

    Other (please specify)2113%

    Total166100%

    P-Q2

    Factors Impacting Perception of Purchase Order Functionality

    P-Q3

    How effectively do catalogs work for you in MFMP?

    # of respondents%

    Very Effectively5333%

    Generally Effectively4729%

    Reasonably Effectively3119%Reasonably to Very Effectively%:81%

    Sometimes Effectively1610%#:131

    Not Effectively At All149%

    No Basis40

    Total161100%

    P-Q3

    Effective Implementation of Online Catalogs

    P-Q4

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality3225%

    Items cannot be easily found3628%

    Item details are not accurate65%

    Not enough catalogs are available online3023%

    Other (please specify)2419%

    Total128100%

    P-Q4

    Factors Impacting Perception of Catalog Effectiveness

    P-Q5

    How helpful is the Master Agreement tool to track your agency's contract spend with specific vendors?

    # of respondents%

    Very Helpful3749%

    Generally Helpful1419%

    Reasonably Helpful811%Reasonably to Very Effectively%:79%

    Sometimes Helpful11%#:59

    Not Helpful At All1520%

    No Basis123

    Total75100%

    P-Q5

    Ability to Track Contract Spend via Master Agreements

    P-Q6

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality2937%

    Difficulty with encumbrance processing00%

    Too complex to set up11%

    Confusion of when to use a Master Agreement810%

    I am not aware of this feature2431%

    Other (please specify)1621%

    Total78100%

    P-Q6

    Factors Impacting Perception of Master Agreements

    P-Q7

    How helpful is the eQuote tool in facilitating competition for informal purchases that require quotes?

    # of respondents%

    Very Helpful1826%

    Generally Helpful1420%

    Reasonably Helpful710%Reasonably to Very Effectively%:56%

    Sometimes Helpful1014%#:39

    Not Helpful At All2130%

    No Basis129

    Total70100%

    P-Q7

    Helpfulness of eQuote Tool

    P-Q8

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality2426%

    Lack of vendor responses when tool has been used1617%

    Preferred vendors not available22%

    Too hard to use66%

    Can only send the quote request to 50 vendors00%

    I am not aware of this feature2324%

    Other (please specify)2324%

    Total94100%

    P-Q8

    Factors Impacting Perception of eQuote

    P-Q9

    Has the online response time of the system (time between screens) been sufficient to allow you to successfully complete your job?

    # of respondents%

    Very Effectively9943%

    Generally Effectively8537%

    Reasonably Effectively3415%Reasonably to Very Effectively%:95%

    Sometimes Effectively104%#:218

    Not Effectively At All21%

    No Basis3

    Total230100%

    P-Q9

    Effectiveness of Online Response Time

    P-Q10

    How helpful are the following reporting options within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "4" refers to "most helpful"). If you are not aware of a particular reporting option, please choose "Not awar

    Answer Options1 (Least Helpful)234Not aware of this optionResponse Count

    Analysis18159865115

    DMS Reporting Website7121181654

    Customized Agency Reports8121744687

    Online Searches1317377221160

    P-Q11

    Do you have any issues with the current MFMP reporting options?

    # of respondents%

    I have no issues with this functionality9751%

    Analysis is too hard to use84%

    Lack of training3820%

    Inability to manipulate the data53%

    Format of reports is not user friendly74%

    Confidence in data accuracy63%

    Other (please specify)2815%

    Total189100%

    P-Q11

    Factors Impacting Perception of Current MFMP Reporting Options

    P-Q12

    Have you contacted the MyFloridaMarketPlace Customer Service Desk in the past 6 months? (via phone or e-mail)

    # of respondents%

    Yes8236%

    No14464%

    Total226100%

    P-Q12

    Contacted MFMP Customer Service Desk

    P-Q13

    If you answered yes, to the previous question: how satisfied were you with each of the following aspects of customer service?

    Extremely SatisfiedSatisfiedNeither Satisfied nor DissatisfiedDissatisfiedExtremely DissatisfiedResponse

    Count

    Friendly354151183

    Listened Well294164181

    Helpful2836143182

    Speed of Service2831911281

    Checked for my satisfaction at end of the call / Offered follow-up assistance if necessary3028134378

    P-Q14

    Suggestions for effective use of the system and overall system updates are distributed to end users in various ways: training sessions, job aids, toolkit postings, direct e-mail communications, and individual agency and group meetings. How helpful have th

    # of respondents%

    Very Helpful6541%

    Generally Helpful3925%

    Reasonably Helpful2717%Reasonably to Very Effectively%:82%

    Sometimes Helpful2013%#:131

    Not Helpful At All85%

    No Basis41

    Total159100%

    * Corrections did not provide specific responses to this question (Question 14), but did provide responses (context) for Question 15

    P-Q14

    Helpfulness of Current Vehicles used to communicate Effective System Use and Updates

    P-Q15

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    Not relevant- these mechanisms work fine4842%

    I receive too many communications from MFMP109%

    I do not receive enough communications from MFMP1110%

    Communications are too difficult to understand98%

    Communications are not specific to my agency1110%

    Communications are not relevant to my job87%

    Other (please specify)1816%

    Total115100%

    P-Q15

    Factors Impacting Perception of current System Update Communication Vehicles

    P-Q16

    How helpful are the following communication vehicles within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "6" refers to "most helpful"). If you are not aware of a particular communication vehicle, please choose

    answer options1 (Least Helpful)23456Not aware of this optionResponse Count

    Direct e-mail communication55111525619131

    Toolkit and job aid postings on the website (https://dms.myflorida.com/dms/support/myfloridamarketplace_toolkit)9111417161427108

    In person meetings/training with the MFMP project team512121312161686

    In person meetings/training within my agency49171815317101

    Summaries provided by my agency liaison16919141814797

    Updates provided through Change Review Board members17198124743110

    Other (please specify)15

    P-Q17

    The Change Review Board (CRB) continues to represent agency customers as the team implements ongoing system enhancements. The next prioritized enhancement is to make the encumbrance number the same as the Purchase Order number. How effective has the CRB b

    # of respondents%

    Very Effectively2726%

    Generally Effectively4443%

    Reasonably Effectively1818%Reasonably to Very Effectively%:87%

    Sometimes Effectively1010%#:89

    Not Effectively At All33%

    No Basis106

    Total102100%

    P-Q17

    Effectiveness of Change Review Board (CRB)

    F&A-Q1

    In the last 6 months, have you been able to complete invoices as needed to support your agencys business?

    # of respondents%

    Very Effectively4138%

    Generally Effectively4138%

    Reasonably Effectively1817%Reasonably to Very Effectively%:92%

    Sometimes Effectively87%#:100

    Not Effectively At All11%

    No Basis1

    Total109100%

    F&A-Q1

    Ability to Effectively Complete Invoices

    F&A-Q2

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    I have no issues with this functionality1925%

    Workload associated with scanning and attaching invoice documentation1013%

    Workload associated with data entry on Invoice eForm1114%

    Issues with the payment interface process with FLAIR79%

    Delays in internal agency approvals1317%

    Online response time34%

    Lack of effective operational reports23%

    Other (please specify)1114%

    Total76100%

    F&A-Q2

    Factors Impacting Perception of Invoicing Functionality

    F&A-Q3

    Would an increase in the number of vendors doing electronic invoicing (as opposed to staff having to enter in data into the Invoice eForm) be help in streamlining your agencys invoicing processes? As a note: DMS posts this list regularly at http://dms.my

    # of respondents%

    Very Helpful3642%

    Generally Helpful1821%

    Reasonably Helpful1619%Reasonably to Very Effectively%:81%

    Sometimes Helpful56%#:70

    Not Helpful At All1113%

    No Basis24

    Total86100%

    F&A-Q3

    Helpfulness of Further Implementation of Electronic Invoicing (eInvoicing)

    F&A-Q5

    Has the online response time of the system (time between screens) been sufficient to allow you to successfully complete your job?

    # of respondents%

    Very Effectively2826%

    Generally Effectively4845%

    Reasonably Effectively2120%Reasonably to Very Effectively%:92%

    Sometimes Effectively77%#:97

    Not Effectively At All22%

    No Basis3

    Total106100%

    F&A-Q5

    Effectiveness of Online Response Time

    F&A-Q6

    How helpful are the following reporting options within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "4 refers to "most helpful"). If you are not aware of a particular reporting option, please choose "Not aware

    answer options1 (Least Helpful)234Not aware of this optionResponse Count

    Analysis561113356

    DMS Reporting Website5984834

    Customized Agency Reports47632848

    Online Searches662246484

    F&A-Q7

    Do you have any issues with the current MFMP reporting options?

    # of respondents%

    I have no issues with this functionality4546%

    Analysis is too hard to use11%

    Lack of training3031%

    Inability to manipulate the data22%

    Format of reports is not user friendly33%

    Confidence in data accuracy22%

    Other (please specify)1515%

    Total98100%

    F&A-Q7

    Factors Impacting Perception of Current MFMP Reporting Options

    F&A-Q8

    Have you contacted the MyFloridaMarketPlace Customer Service Desk in the past 6 months?(via phone or e-mail)

    # of respondents%

    Yes3633%

    No7367%

    Total109100%

    F&A-Q8

    Contacted MFMP Customer Service Desk

    F&A-Q9

    If you answered yes, to the previous question: how satisfied were you with each of the following aspects of customer service?

    Extremely SatisfiedSatisfiedNeither Satisfied nor DissatisfiedDissatisfiedExtremely DissatisfiedResponse

    Count

    Friendly102060137

    Listened Well101681136

    Helpful71591234

    Speed of Service61456334

    Checked for my satisfaction at end of the call / Offered follow-up assistance if necessary514104235

    F&A-Q10

    How could we have improved the experience you have with the Customer Service Desk?

    # of respondents%

    I had no issues with the service I received5068%

    Resolution turnaround time not adequate68%

    Response was not accurate11%

    Response was not thorough57%

    Lack of support personnel professionalism00%

    Lack of follow-up34%

    Other (please specify)811%

    Total73100%

    F&A-Q10

    Factors Impacting Perception of MFMP Customer Service Desk

    F&A-Q11

    Suggestions for effective use of the system and overall system updates are distributed to end users in various ways: training sessions, job aids, toolkit postings, direct e-mail communications, and individual agency and group meetings. How helpful have th

    # of respondents%

    Very Helpful1820%

    Generally Helpful2224%

    Reasonably Helpful2427%Reasonably to Very Effectively%:71%

    Sometimes Helpful2224%#:64

    Not Helpful At All44%

    No Basis18

    Total90100%

    F&A-Q11

    Helpfulness of Current Vehicles used to communicate Effective System Use and Updates

    F&A-Q12

    If you selected 4, 3, 2, or 1 as your answer to the above question, why do you feel that way?

    # of respondents%

    Not relevant- these mechanisms work fine2738%

    I receive too many communications from MFMP1115%

    I do not receive enough communications from MFMP68%

    Communications are too difficult to understand710%

    Communications are not specific to my agency34%

    Communications are not relevant to my job811%

    Other (please specify)913%

    Total71100%

    F&A-Q12

    Factors Impacting Perception of current System Update Communication Vehicles

    F&A-Q13

    How helpful are the following communication vehicles within MyFloridaMarketPlace? Please rank using the scale below ("1" refers to "least helpful" and "6" refers to "most helpful"). If you are not aware of a particular communication vehicle, please choose

    Answer Options1 (Least Helpful)23456Not aware of this optionResponse Count

    Direct e-mail communication63891126669

    Toolkit and job aid postings on the website (https://dms.myflorida.com/dms/support/myfloridamarketplace_toolkit)66125871155

    In person meetings/training with the MFMP project team475878948

    In person meetings/training within my agency33981111146

    Summaries provided by my agency liaison384586943

    Updates provided through Change Review Board members6645411844

    Other (please specify)15

    F&A-Q14

    The Change Review Board (CRB) continues to represent agency customers as the team implements ongoing system enhancements. The next prioritized enhancement is to make the encumbrance number the same as the Purchase Order number. How effective has the CRB b

    # of respondents%

    Very Effectively1625%

    Generally Effectively1828%

    Reasonably Effectively1727%Reasonably to Very Effectively%:80%

    Sometimes Effectively1219%#:51

    Not Effectively At All12%

    No Basis41

    Total64100%

    F&A-Q14

    Effectiveness of Change Review Board (CRB)

    Next Steps

    TaskDescriptionTiming

    1Review MFMP Project Plan- Review current goals / points included in MFMP Project Plan and confirm that these are still the appropriate focus- Update Project Plan to reflect focus going forward

    2Follow-Up Communication to Survey Respondents- Based on Project Plan review, and actions that will be taken, the team should distribute a follow-up communication to survey respondents.- This will show the value of the time they took to take the survey and that their feedback is being captured.

  • Page - *Agenda Welcome / IntroductionMyFloridaMarketPlace UpdatesCustomer Satisfaction Survey ResultsYear-End ReviewTraining UpdateSystem Enhancement UpdateVendor InitiativesVendor Outreach InitiativesVendor Informational TeleconferencesEnhanced Vendor ToolkitSPURS Sunset UpdateReporting InitiativeQuestions / Open Discussion

  • Year End Processing Update Completed the certified forward processing, which updated 32,095 requisition line items and 31,440 PO line items Task was completed in two hours as compared to eight hours last year

    Completed processing of Delay Purchase Until orders6,711 encumbered requisitions processed 2,124 unencumbered requisitions processed 387 transactions requiring intervention as opposed to over 1,000 in years pastReset and implemented requested changes for FY 2009 statistical samplingCustomer communications were consistently sent throughout the process to keep agency users aware of system availability and completed processes

    Page - *

  • Page - *Agenda Welcome / IntroductionMyFloridaMarketPlace UpdatesCustomer Satisfaction Survey ResultsYear-End ReviewTraining Update System Enhancement UpdateVendor InitiativesVendor Outreach InitiativesVendor Informational TeleconferencesEnhanced Vendor ToolkitSPURS Sunset UpdateReporting InitiativeQuestions / Open Discussion

  • Page - *Training InitiativeDMS MFMP Team began conducting regularly scheduled training in August 2008. Training will be offered monthly in Tallahassee and once per fiscal year at select locations throughout the state These training sessions are free of charge and intended to supplement ongoing training programs already in place at each agencyAgency-specific training may be provided on a case-by-case basis, time permitting; Please contact your Agency Liaison for additional informationA hands-on Train the Trainer session is being developed and slated for delivery February 2009. In this training we plan to cover:Experienced RequesterInvoicingSystem AdministrationAnalysisSecure Reports

  • Page - *Training SurveyThe DMS MFMP team is developing a training survey to assess our customers needs

    We anticipate sending this survey out at the end of September and will adjust our current training plan based on the results

    Currently we offer the following training :New RequesterInvoicingSystem AdministrationAnalysisSecure Reports Refresher RequesterApproverTrain the Trainer

  • Training ScheduleWe will also be offering training in the following cities throughout the State:Tampa (August 2008)Ft. Lauderdale (October 2008)Jacksonville (November 2008)Orlando (January 2009)Pensacola (March 2009)Ft. Myers (April 2009)Miami (May 2009)

    Statewide training will include:New RequesterInvoicingSecure ReportsAnalysisRefresher Requester

    To register for training, please visit the Training Opportunities Web page on the Buyer Toolkit at http://dms.myflorida.com/buyertoolkit

    If you have any questions regarding training or experience difficulty while registering, please contact the DMS MFMP team at: m[email protected]

    Page - *

  • Page - *Agenda Welcome / IntroductionMyFloridaMarketPlace UpdatesCustomer Satisfaction Survey ResultsYear-End ReviewTraining UpdateSystem Enhancement UpdateVendor InitiativesVendor Outreach InitiativesVendor Informational TeleconferencesEnhanced Vendor Toolkit

    SPURS Sunset UpdateReporting InitiativeQuestions / Open Discussion

  • System Enhancement Update Change Request 44 Legislature Data ScopingThe Legislature is the remaining customer of SPURS and this change request will support the sunset of SPURS activitiesCustomizations are being made to MFMP to scope Legislature procurement and disbursement information so that it is not visible by other agencies in MFMPLegislature will only be able to search and view their recordsExecutive Branch agencies will not be able to search or view Legislature recordsScheduled to be completed by September 30, 2008

    Page - *

  • System Enhancement UpdateChange Request 45 Service Disabled Veterans Business Enterprises Florida House Bill 687 states that service-disabled veteran businesses must be identified in the procurement processChanges will be made to the Vendor Registration, Buyer and eQuote applications so that vendors can be identified as a service-disabled Veteran Business EnterpriseTwo new business codes will be added to Vendor Registration:W = Service-Disabled Veteran Business Enterprise, CertifiedY = Service-Disabled Veteran Business Enterprise, Non-CertifiedThis change will be effective by November 11, 2008

    Page - *

  • System Enhancement UpdateCR 36: Make the encumbrance number the direct order (DO) numberThe first encumbrance number assigned must be greater than the last DO number assigned so that DO numbers will not be duplicated. Once the encumbrance number reaches 999999, alpha characters will be assigned (for example: A00000, A00001, .).When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with DO and then appended with the encumbrance number.Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers.This change will be effective in the third quarter of the fiscal year

    Page - *

  • Page - *Agenda Welcome / IntroductionMyFloridaMarketPlace UpdatesCustomer Satisfaction Survey ResultsYear-End ReviewTraining UpdateSystem Enhancement UpdateVendor Initiatives Vendor Outreach InitiativesVendor Informational TeleconferencesEnhanced Vendor ToolkitSPURS Sunset UpdateReporting InitiativeQuestions / Open Discussion

  • Vendor OutreachVendor Teleconferences (Fireside Chats):DMS MFMP Team launched the program in May 2008. The intent of this initiative is to assist vendors in knowing how to do business with the State of Florida and to knowing how to use MFMP

    http://dms.myflorida.com/vendorteleconferences Past Topics:06/25: "Keeping Accounts Updated" 07/09: "Solicitations" 07/16: "Solicitations" (repeat of 7/09) 07/23: "Keeping Accounts Updated" 08/20: Transaction Fee Processing & Reporting8/27/08: Certified Minority Business Enterprise (CMBE) Vendor Overview

    Page - *

  • Vendor OutreachVendor Teleconferences (Fireside Chats):MFMP is excited to announce three additional Vendor teleconference sessions this fall:9/10/08: Importance of Keeping Accounts Updated10/1/08: Solicitations10/15/08: Transaction Fee Processing & Reporting For additional information about online training opportunities, please visit the Vendor Toolkit: http://dms.myflorida.com/vendortoolkitPage - *

  • Updates to Web Pages and ToolsMFMP (General)New Training division home, with links to both buyer and vendor training opportunities Updated project information, contact information and page archiving Streamlined page navigation for all customers Buyer/Vendor portals off of DMS home page

    Page - *

  • Updates to Web Pages and ToolsBuyerNew Buyer home page, complete with Buyer training information New Training Opportunities page, with links to upcoming available trainings around the State Updated Buyer Toolkit, including archiving old documents and files, and updating the Job Aids

    Page - *

  • Updates to Web Pages and ToolsVendorNew Vendor home page, complete with Vendor teleconference series information New comprehensive Vendor toolkit, including a communications bulletin board Updated Vendor FAQs, pertaining to individual common questions

    Page - *

  • Upcoming PlansFuture Updates:Revise Buyer FAQs Utilize Training home page, posting all upcoming opportunities for customers Our goal in all these updates is to make it easier for you to get the information you want directly with fewer clicks

    Better to let your fingers do the walking!

    Page - *

  • Agenda Welcome / IntroductionMyFloridaMarketPlace UpdatesCustomer Satisfaction Survey ResultsYear-End ReviewTraining UpdateSystem Enhancement UpdateVendor InitiativesVendor Outreach InitiativesVendor Informational TeleconferencesEnhanced Vendor Toolkit

    SPURS Sunset Update Reporting InitiativeQuestions / Open Discussion Page - *

  • SPURS Sunset UpdateSPURS Sunset Activities:Closing out of open SPURS POs was recently completed Removal of SPURS for accounts older than 6 months was completed on 8/29/08Updated lists of users who have accessed SPURS in less than 6 months will go out 1st week of September We have met with DFS to discuss the new application for entering payee informationThis will be the replacement for SPURSThe new application should be available by the beginning of the new calendar year

    SPURSView: Line item detailExecutive Order to post contracts being developedDFS developed a surveyPOs are included to be postedMFMP and CITS estimates because SPURSView may be best vehicle to post POs

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  • Agenda Welcome / IntroductionMyFloridaMarketPlace UpdatesCustomer Satisfaction Survey ResultsYear-End ReviewTraining UpdateSystem Enhancement UpdateVendor InitiativesVendor Outreach InitiativesVendor Informational TeleconferencesEnhanced Vendor Toolkit

    SPURS Sunset UpdateReporting Initiative Questions / Open DiscussionPage - *

  • Reporting InitiativeThe DMS MFMP Team launched a Reporting Initiative to:Conduct research on the current reporting toolsIdentify agency customers reporting needs Educate customers on the available reporting toolsIdentify any shortcomings of the current state of reportingIdentify reporting alternatives with the goal to identify and implement the optimal reporting tools for all MFMP customers

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  • Reporting InitiativeResearch conducted to determine where we are:Project CharterIdentifying initiative goals, objectives, scope, etc. Gap AnalysisIdentifying functional requirements that are currently not resident in the MFMP reporting environment Alternative AnalysisIdentifying application alternative solutions to agency customer reporting needsPage - *

  • Reporting InitiativeMFMP Reporting tools:Secure Reports Designed with an emphasis on Finance & Accounting AnalysisCurrently contains mostly Purchasing data / information Buyer System SearchesCan be used by customers at any system level Report RequestsCan be submitted by agency customers anytime there is a business need for a (secure) report that does not existPage - *

  • Reporting InitiativeSecure Reports Training:Developed in an effort to keep customers educated on the current reporting tools available First training conducted August 14, 2008, in Tampa, FL Helps customers understand:What reports are used forHow to access and use secure reportsHow to request additional reports Will lead to:Increased customer awarenessIncreased use of MFMP tools and resourcesCustomers ability to perform day-to-day tasks more efficiently and effectivelyPage - *

  • Reporting InitiativeMFMP Reporting Survey:Developed to identify agency customers reporting needs and expectations Was administered Monday, August 25, 2008, and will end Friday, October 3, 2008 Addresses each of the MFMP reporting tools Results will lead to an increase in reporting training requests

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  • Reporting InitiativeWhats Next?Follow-up/data compilationSecure Reports Training feedbackReporting Training feedback Development of the MFMP Reporting websiteAll MFMP and related Reporting toolsLocated on the Buyer Toolkit Development of job aids/tutorialsReports Job Aid (update)System Searches Job Aid (update) Secure Reports module in OnDemand Training

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  • Agenda Welcome / IntroductionMyFloridaMarketPlace UpdatesCustomer Satisfaction Survey ResultsYear-End ReviewTraining UpdateSystem Enhancement UpdateVendor InitiativesVendor Outreach InitiativesVendor Informational TeleconferencesEnhanced Vendor Toolkit

    SPURS Sunset UpdateReporting InitiativeQuestions / Open Discussion Page - *

  • ClosingQuestions

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  • Contact UsIf we can assist you in any way, please contact us:

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