myfloridamarketplace myfloridamarketplace user meeting december 6, 2006

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MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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  • MyFloridaMarketPlaceMyFloridaMarketPlace User Meeting

    December 6, 2006

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateMFMP 2.0 Upgrade / Change Review Board (CRB) Update Overview of Benefits and EnhancementsUpgrade Overview and TimelineInitiatives being completed as part of the upgrade Group and Role structure overviewTraining and CommunicationAspire UpdateNew Reports (Review of MyFloridaMarketPlace Job Aid)

    Focus Group UpdatesReporting Focus GroupCatalog Focus Group

    Creation of new Master Agreement for Office Depot (currently MA 6001)

    Next Meeting Time / Location

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateMFMP 2.0 Upgrade / Change Review Board (CRB) Update Overview of Benefits and EnhancementsUpgrade Overview and TimelineInitiatives being completed as part of the upgrade Group and Role structure overviewTraining and CommunicationAspire UpdateNew Reports (Review of MyFloridaMarketPlace Job Aid)

    Focus Group UpdatesReporting Focus GroupCatalog Focus Group

    Creation of new Master Agreement for Office Depot (currently MA 6001)

    Next Meeting Time / Location

  • MFMP 2.0 Upgrade:Overview of Benefits/EnhancementsCatalog Enhancements:Select multiple catalog items and enter the desired ordered quantity before adding to requisitionAdditional Keyword Search Options:Use of And or Or operatorExact PhraseExclude WordsCatalog Favorites: Add to Favorites from catalog search results screenCatalog items added to your Favorites display a star icon Create Favorites groupsEnhanced Login OptionGo-to menu options (e.g. Home, Status, Approve Requests, Catalog, etc)Session Timeout WarningAllow users to extend their session or continue with session timeoutLeverage system to create reports in ExcelExport system search results (max. 500 rows)Export requisition line items

  • MFMP 2.0 Upgrade:Overview of Benefits/EnhancementsUser interface consolidation resulting in fewer process steps

    Transaction TypeCurrentProcess StepsMFMP 2.0Process StepsCreate Requisition73Address Maintenance53Cancel Requisition51Contract Exemption51Delete Disbursement51FLAIR Login Information51Password Change31Payment Update51Release Encumbrance51Restore Contract Amount51User Maintenance53

  • MFMP 2.0 Upgrade:Approach / Status Plan Train DeployDesign* Bold indicates CRB participation may be requested Test Build Technical Infrastructure

  • MFMP 2.0 Upgrade:Role of the CRB / Design Approval TeamsThe Change Review Board (CRB) is an integral part of the upgrade process providing direction and feedback

    Regular meetings are conducted to address design questions, prioritize change requests, and to validate team assumptions for development

    Design Approval Teams have been created for each change request that is being implemented as part of MFMP 2.0

    The Design Approval Team is involved in design review, testing and a post implementation survey of the system enhancement. Specifically, the team will:Review, provide input to, and approve designsConduct user acceptance testing after development is completeComplete a system enhancement survey after the implementation of the change request

  • MFMP 2.0 Upgrade:Overview of Benefits/EnhancementsChange Requests (CRs) included as part of the upgrade:CR 3: Payment History (Current amount remaining displayed for purchase order with IR history page)CR 6: Ability to Edit Requisitions with a Hold Until Date in FLAIR integrationCR 25: Invoice eForm validationCR 27: Ability to correct receiving report via negative receiptingCR 28: Modification to Workflow Regeneration

  • MFMP 2.0 Upgrade:Overview of Benefits/EnhancementsCR 3: Payment History (Current amount remaining displayed for purchase order with IR history page )A new field will be added to the purchase order (PO) to indicate the outstanding PO balance. This will be a monetary display and will be non editable The initial value of this field is the total of the PO. When an IR against a PO goes to Paid status, the total of the non-disputed lines will be subtracted from the outstanding balance. This balance will be reflected as a header level amount of the PO, not a line item level amountAdditionally a new field/table will be added to the PO to hold a list of all IRs created against a given purchase order (including previous versions of the PO)The list of IRs will be displayed in a table format on the PO header with links to the individual IRs. The table will display the IR number (with a link to the actual IR), paid date (warrant date), and IR total amount

  • MFMP 2.0 Upgrade:Overview of Benefits/EnhancementsCR 6: Ability to Edit Requisitions with a Hold Until Date in FLAIR integrationRequisitions that have a hold until date (e.g., July 1st) and are submitted prior to that hold until date will now be accessible for updates

    This functionality will be available prior to year end (i.e., prior to July, 2007), even if a decision is made to shift the go-live date of the MFMP 2.0 Upgrade

  • MFMP 2.0 Upgrade:Overview of Benefits/EnhancementsCR 25: Invoice eForm validationWhen an agency user creates an Invoice eForm, new validation will be added to ensure that an active purchase order (PO) or open/closed master agreement (MA) is tied to the Invoice eFormIf a user tries to submit an Invoice eForm without referencing a PO or MA, an error message will be displayed preventing the eForm from being submittedThis change request will impact any existing Invoice eForms in a Composing status that do not have a valid active PO or MA associated with them. These eForms will not be able to be submitted until a valid PO or MA is enteredThis change does not impact users ability tolink an invoice eform form to a closed MA

  • MFMP 2.0 Upgrade:Overview of Benefits/EnhancementsCR 27: Ability to correct receiving report via negative receiptingUsers will have the ability to enter a negative amount in the Accepted field on the receipt in order to correct a quantity error from a previous receiptIf a user over receives on a previous receipt, they will have the option to create an additional receipt for a negative amount (the amount that was over received) and the number accepted will be updated to the correct amount on the purchase order. The 24 hour editing period is no longer applicable and receipts can be completed as necessary.Please see example below.Purchase order is for a quantity of 20User originally creates a receiving report for 15, but actually only physically received 10User creates a new receipt for a quantity of -5Purchase order number accepted is updated from 15 to 10

  • MFMP 2.0 Upgrade:Overview of Benefits/EnhancementsCR 28: Modification to Workflow Regeneration

    The following represent the changes being made to the regeneration rules:Adding a line itemIf the line item added has a commodity code that requires a commodity specific approver or a cross agency approver the workflow will be regeneratedIf the line item added does not require commodity specific or cross agency approvers the workflow will not be regenerated unless the change affects the overall dollar amount as outlined belowDeleting a line itemIf a line item is deleted the workflow will not be regeneratedChanging the total dollar amount The dollar amount percentage threshold will be increased from 5% to 10%Changing the commodity code on a line itemIf the commodity code is changed on a line item to a commodity code that does require a commodity specific approver or a cross agency approver the workflow will be regeneratedIf the commodity code is changed on a line item to a commodity code that does not require a commodity specific approver or a cross agency approver the workflow will not be regenerated

  • MFMP 2.0 Upgrade: Additional InitiativesStandardize Role/Permissions

    Standardize Workflows

    Deliver effective Training about changes available in MFMP 2.0

    Effectively communicate upgrade activities through the Change Review Board and other forms of communication

  • MFMP 2.0 UpgradeGroup and Role StructureGroupsGroup is a collection of permissionsAssign one group v. many rolesDesigned groups: Analysis, Contract Manager, Purchasing,Requester,Approver, Reporting,Receivingand Invoicing

    RolesRoles allow additional functionalityReduce the number of rolesFor example: Requester-No eQuote,Requester eQuote, Requester-No eQuote-No Accounting Edit and Requester-eQuote-No Accounting Edit

  • Ariba 8.2.2 has an increased ability to manage users within its structure. There exists the ability to better organize users into their business functions.

    GroupRolesPermissionsGroups are a collection of Roles and Permission that can apply to the majority of users within an organization.Roles provide structure to a specific business function and group permissions for that function.Permission control the lowest level access to system functions, notifications or operations.Ariba 8.2.2 Groups, Roles and Permissions:Definition

  • MFMP 2.0 UpgradeGroup and Role StructureRequester GroupChangeCreate

    eQuote RoleEditSearchAccounting Edit Role

  • MFMP 2.0 Upgrade: Training and CommunicationDecemberJanuaryFebruaryMarchApril / beyondUser Group MeetingUser Group MeetingUser Group Update**User Group MeetingCRB meeting(s)CRB meeting(s)CRB meeting(s)CRB meeting(s)Agency Upgrade Review SessionsWhats New SessionsOnline training updatesAvailability of Updated Training EnvironmentGo/No-Go CheckpointGo/No-Go CheckpointGo/No-Go Checkpoint** UG update will be accomplished by conference call or email distribution

  • MFMP 2.0 Upgrade: Training and CommunicationCurrent training objectives are:

    System Administrator Training

    Agency Upgrade Sessions (Purchasing and F&A Training)

    Whats New with MFMP 2.0

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateMFMP 2.0 Upgrade / Change Review Board (CRB) Update Overview of Benefits and EnhancementsUpgrade Overview and TimelineInitiatives being completed as part of the upgrade Group and Role structure overviewTraining and CommunicationAspire UpdateNew Reports (Review of MyFloridaMarketPlace Job Aid)

    Focus Group UpdatesReporting Focus GroupCatalog Focus Group

    Creation of new Master Agreement for Office Depot (currently MA 6001)

    Next Meeting Time / Location

  • Aspire UpdateTo date, the team has continued to work with the Aspire team on testing activities and to confirm pieces of functionality for the interface

    We are planning to meet with the Aspire team within the next two weeks to discuss the impact of the announced uncertainty regarding their schedule

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateMFMP 2.0 Upgrade / Change Review Board (CRB) Update Overview of Benefits and EnhancementsUpgrade Overview and TimelineInitiatives being completed as part of the upgrade Group and Role structure overviewTraining and CommunicationAspire UpdateNew Reports (Review of MyFloridaMarketPlace Job Aid)

    Focus Group UpdatesReporting Focus GroupCatalog Focus Group

    Creation of new Master Agreement for Office Depot (currently MA 6001)

    Next Meeting Time / Location

  • Updated Report: IRs with Last Approver ReportThis report is available on the DMS Reports Website: http://dms-purchasing-ftp.state.fl.us/xx00/ IRs With Last Approver (now lists IRs generated from the ASN )This report is contained within the IRs_With_Last_Approv zip and provides a listing of the invoice reconciliation (IR) requests in Reconciling and Approving statusThis report will list IRs generated from the ASN (PUI: 9999) and IRs which have failed Central FLAIR. The IRs which has failed Central FLAIR will list the approving invoice manager by name and will remain in Approving status until resolvedThis report will continue to exclude IRs which list FLAIR Integration as the active approver and does notlistIRs in Rejected or Paid statusThe user whose queue the IR is currently active is also listed. The following data fields are contained within this report: IR, IR Status, IR Amount, IR Create Date, Number of Days since IR was Created, IR Submit Date, Number of Days since IR was Submitted, Last Modified Date, Number of Days since IR was Last Modified, Last/Current Approver, PUI, Agency, Requester PUI, Transaction Date, and Certified Forward IndicatorDate Range - This report is not restricted by any specified date range.Run Time Monday through Friday at 3:30 AM

  • New Report: Agency Compliance Quarterly ReportThis report is available on the DMS Reports Website: http://dms-purchasing-ftp.state.fl.us/xx00/ Agency Compliance Quarterly Report:This report is contained within the Agency_Compliance zipProvides agencies their 20 day compliance percentage for transactions in MFMP (days are calculated as the difference between the Transaction Date and the FLAIR Pre-validation date)The Transaction Date and FLAIR Pre-validation date are used to determine the number of days per transactionThe following data fields are contained within the report: Account Code, Object Code, Entity, PUI, FEIN, Supplier Name, IR Name, IR Status, Transaction Date, Comment, FLAIR Pre-validation Success Date, Agency Compliance, and IR AmountDate Range This report lists invoice reconciliations which meet the criteria for the current fiscal year that were generated from the previous quarterRun Time Mid-month for the first month within the following quarter

  • New Report: FLAIR Voucher Summary ReportThis report is available on the DMS Reports Website: http://dms-purchasing-ftp.state.fl.us/xx00/ FLAIR Voucher Summary Report This report is contained in the FLAIR_Voucher_Summary zip and provides a listing of all MFMP transactions at the Line Items Level that were successfully approved by Departmental FLAIR the previous dayThis report can be used daily to assemble MFMP invoice vouchers received from FLAIRThe following data fields are contained on this report: PUI, IR#, Account Code, Vendor ID (FEIN), Vendor Name, Total IR Amount, Line#, Transaction Line Amount, Invoice#, OLO, Site Code, GAAFR Fund, GAAFR Fund Description, State Fund, State Fund Description, Fund ID, Fund ID Description. Budget Entity, Budget Entity Description, Internal Budget Indicator, Internal Budget Indicator Description, Category, Category Year, Certified Forward, Revolving Fund, Grouping Indicator, Transaction Type, Transaction Date, Org Code, Expansion Option, Expansion Option Version, Object Code, Contract Number, Sub Vendor, Secondary Document Number, Batch Property Indicator, and Grant NumberDate Range This report lists vouchers approved the current dayRun Time Tuesday through Saturday at 4:30 AM

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateMFMP 2.0 Upgrade / Change Review Board (CRB) Update Overview of Benefits and EnhancementsUpgrade Overview and TimelineInitiatives being completed as part of the upgrade Group and Role structure overviewTraining and CommunicationAspire UpdateNew Reports (Review of MyFloridaMarketPlace Job Aid)

    Focus Group UpdatesReporting Focus GroupCatalog Focus Group

    Creation of new Master Agreement for Office Depot (currently MA 6001)

    Next Meeting Time / Location

  • Focus Group UpdatesReporting Focus GroupAwareness of current available reports (e.g., DMS website, Analysis, System Searches)MFMP 2.0 upgrade will allow System Search results to be exportedDetermine minimum set of Operational ReportsEnterprise Reporting Discussion

    Catalog Focus Group (Targeted for mid-January)Restructure of Postal catalogRestructure of Fleet catalogPlan to have agency feedback as part of the ongoing process for creation / structure of catalogs

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateMFMP 2.0 Upgrade / Change Review Board (CRB) Update Overview of Benefits and EnhancementsUpgrade Overview and TimelineInitiatives being completed as part of the upgrade Group and Role structure overviewTraining and CommunicationAspire UpdateNew Reports (Review of MyFloridaMarketPlace Job Aid)

    Focus Group UpdatesReporting Focus GroupCatalog Focus Group

    Creation of new Master Agreement for Office Depot (currently MA 6001)

    Next Meeting Time / Location

  • Office Consumables Master AgreementA new Master Agreement (MA) is scheduled to be created with an effective date of December 31, 2006

    With the CRB approval and because this MA is highly used by Agencies in MyFloridaMarketPlace, the team will do regular renewals (at least annually) of this MA in order to help manage the number of items tied to a specific version of the MA. This should also assist with response time associated with users researching particular items (e.g., orders, receipts) tied to this contract

    Communications will be sent to users to provide notice of the upcoming MA, a report that shows pending transactions against the current MA, and any suggested actions that should be taken prior to the change

    As part of these communications, users will be encouraged to move all current in process orders to Ordered status prior to the end date of the MA

    If the transactions are not in Ordered status by the date that the new MA is effective, the orders will need to be recreated

  • Office Consumables Master AgreementRequisitions that have not been fully approved are withdrawn automatically by the system and must be re-submitted and associated with the new MA number in order to be processed correctly

    Requisitions that are in submitted status are moved to Composing status and an auto-withdrawn statement is added to the requisition history

    Requisitions in Composing status are withdrawn automatically by the system

    Rejected requisitions are placed in Composing status and must be associated with the new MA number and resubmitted in order to be processed correctly

    As a reminder, there is the ability to still invoice against POs tied to a closed MA

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateMFMP 2.0 Upgrade / Change Review Board (CRB) Update Overview of Benefits and EnhancementsUpgrade Overview and TimelineInitiatives being completed as part of the upgrade Group and Role structure overviewTraining and CommunicationAspire UpdateNew Reports (Review of MyFloridaMarketPlace Job Aid)

    Focus Group UpdatesReporting Focus GroupCatalog Focus Group

    Creation of new Master Agreement for Office Depot (currently MA 6001)

    Next Meeting Time / Location