myfloridamarketplace myfloridamarketplace user meeting december 6, 2006

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MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Page 1: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

MyFloridaMarketPlace

MyFloridaMarketPlace User Meeting

December 6, 2006

Page 2: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

Page - 2

Agenda

Welcome / Introduction

MyFloridaMarketPlace Project Update MFMP 2.0 Upgrade / Change Review Board (CRB) Update

Overview of Benefits and Enhancements Upgrade Overview and Timeline Initiatives being completed as part of the upgrade Group and Role structure overview Training and Communication

Aspire Update New Reports (Review of MyFloridaMarketPlace Job Aid)

Focus Group Updates Reporting Focus Group Catalog Focus Group

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

Next Meeting Time / Location

Page 3: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Agenda

Welcome / Introduction

MyFloridaMarketPlace Project Update MFMP 2.0 Upgrade / Change Review Board (CRB) Update

Overview of Benefits and Enhancements Upgrade Overview and Timeline Initiatives being completed as part of the upgrade Group and Role structure overview Training and Communication

Aspire Update New Reports (Review of MyFloridaMarketPlace Job Aid)

Focus Group Updates Reporting Focus Group Catalog Focus Group

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

Next Meeting Time / Location

Page 4: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade:Overview of Benefits/Enhancements

Catalog Enhancements: Select multiple catalog items and enter the desired ordered quantity before

adding to requisition Additional Keyword Search Options:

Use of ‘And’ or ‘Or’ operator Exact Phrase Exclude Words

Catalog Favorites: Add to Favorites from catalog search results screen Catalog items added to your Favorites display a ‘star’ icon Create Favorites groups

Enhanced Login Option Go-to menu options (e.g. Home, Status, Approve Requests, Catalog, etc)

Session Timeout Warning Allow users to extend their session or continue with session timeout

Leverage system to create reports in Excel Export system search results (max. 500 rows) Export requisition line items

Page 5: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade:Overview of Benefits/Enhancements

User interface consolidation resulting in fewer process steps

Transaction Type Current

Process Steps

MFMP 2.0

Process Steps

Create Requisition 7 3

Address Maintenance 5 3

Cancel Requisition 5 1

Contract Exemption 5 1

Delete Disbursement 5 1

FLAIR Login Information 5 1

Password Change 3 1

Payment Update 5 1

Release Encumbrance 5 1

Restore Contract Amount 5 1

User Maintenance 5 3

Page 6: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade:Approach / Status

Plan Train DeployDesign

Accomplishments In progress Upcoming Review of changes introduced

with new version of Ariba Completed development

necessary to reapply previous customizations to core software

Review/refine full system test conditions

System Test Pass 1 Finalization of workflow analysis Change Request evaluation Review final upgrade scope

System Testing – 3 passes (11/3 – 2/9/07)

Design of new key groups/roles/permissions

Review of existing reports Change Request Designs

Go/No go decisions for April 07 (1/2007, 2/2007, 3/2007)

Performance Tuning preparations

Implementation planning UAT Script preparation Training preparation

* Bold indicates CRB participation may be requested

Test Build

Technical Infrastructure

Page 7: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade:Role of the CRB / Design Approval Teams

The 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 designs Conduct user acceptance testing after development is complete Complete a system enhancement survey after the implementation of the

change request

Page 8: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade:Overview of Benefits/Enhancements

Change 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 integration

CR 25: Invoice eForm validation

CR 27: Ability to correct receiving report via ‘negative receipting’

CR 28: Modification to Workflow Regeneration

Page 9: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade:Overview of Benefits/Enhancements

CR 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 amount

Additionally 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

Page 10: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade:Overview of Benefits/Enhancements

CR 6: Ability to Edit Requisitions with a ‘Hold Until Date’ in FLAIR integration Requisitions 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

Page 11: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade:Overview of Benefits/Enhancements

CR 25: Invoice eForm validation When 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 eForm

If 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 submitted

This 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 entered

This change does not impact users ability to link an invoice eform form to a closed MA

Page 12: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade:Overview of Benefits/Enhancements

CR 27: Ability to correct receiving report via ‘negative receipting’ Users 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 receipt If 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 20• User originally creates a receiving report for 15, but actually only

physically received 10• User creates a new receipt for a quantity of -5• Purchase order number accepted is updated from 15 to 10

Page 13: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade:Overview of Benefits/Enhancements

CR 28: Modification to Workflow Regeneration

The following represent the changes being made to the regeneration rules: Adding a line item

If the line item added has a commodity code that requires a commodity specific approver or a cross agency approver the workflow will be regenerated

If 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 below

Deleting a line item

If a line item is deleted the workflow will not be regenerated

Changing the total dollar amount

The dollar amount percentage threshold will be increased from 5% to 10%

Changing the commodity code on a line item

If 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 regenerated

If 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

Page 14: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade: Additional Initiatives

Standardize 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

Page 15: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 UpgradeGroup and Role Structure

Groups Group is a collection of permissions Assign one group v. many roles Designed groups:

Analysis, Contract Manager, Purchasing, Requester, Approver, Reporting, Receiving and Invoicing

Roles Roles allow additional functionality Reduce the number of roles

For example: Requester-No eQuote, Requester eQuote, Requester-No eQuote-No

Accounting Edit and Requester-eQuote-No

Accounting Edit

Page 16: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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

Group

Roles

Permissions

Groups 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

Page 17: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 UpgradeGroup and Role Structure

Requester Group•Change•Create

eQuote Role

•Edit•Search

Accounting Edit Role

Central Receiver Role

Page 18: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade: Training and Communication

December January February March April / beyond

User Group Meeting User Group Meeting User Group Update**

User Group Meeting

CRB meeting(s) CRB meeting(s) CRB meeting(s) CRB meeting(s)

Agency Upgrade Review Sessions

“What’s New” Sessions

Online training updates

Availability of Updated Training Environment

Go/No-Go Checkpoint Go/No-Go Checkpoint Go/No-Go Checkpoint

** UG update will be accomplished by conference call or email distribution

Page 19: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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MFMP 2.0 Upgrade: Training and Communication

Current training objectives are:

System Administrator Training

Agency Upgrade Sessions (Purchasing and F&A Training)

“What’s New” with MFMP 2.0

Page 20: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Agenda

Welcome / Introduction

MyFloridaMarketPlace Project Update MFMP 2.0 Upgrade / Change Review Board (CRB) Update

Overview of Benefits and Enhancements Upgrade Overview and Timeline Initiatives being completed as part of the upgrade Group and Role structure overview Training and Communication

Aspire Update New Reports (Review of MyFloridaMarketPlace Job Aid)

Focus Group Updates Reporting Focus Group Catalog Focus Group

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

Next Meeting Time / Location

Page 21: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Aspire Update

To 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

Page 22: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Agenda

Welcome / Introduction

MyFloridaMarketPlace Project Update MFMP 2.0 Upgrade / Change Review Board (CRB) Update

Overview of Benefits and Enhancements Upgrade Overview and Timeline Initiatives being completed as part of the upgrade Group and Role structure overview Training and Communication

Aspire Update New Reports (Review of MyFloridaMarketPlace Job Aid)

Focus Group Updates Reporting Focus Group Catalog Focus Group

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

Next Meeting Time / Location

Page 23: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Updated Report: IRs with Last Approver Report

This 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 status

This 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 resolved

This report will continue to exclude IRs which list FLAIR Integration as the active approver and does not list IRs in Rejected or Paid status

The 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 Indicator

Date Range - This report is not restricted by any specified date range. Run Time – Monday through Friday at 3:30 AM

Page 24: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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New Report: Agency Compliance Quarterly Report

This 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’ zip Provides 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 transaction

The 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 Amount

Date Range – This report lists invoice reconciliations which meet the criteria for the current fiscal year that were generated from the previous quarter

Run Time – Mid-month for the first month within the following quarter

Page 25: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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New Report: FLAIR Voucher Summary Report

This 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 day

This report can be used daily to assemble MFMP invoice vouchers received from FLAIR

The 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 Number

Date Range – This report lists vouchers approved the current day Run Time – Tuesday through Saturday at 4:30 AM

Page 26: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Agenda

Welcome / Introduction

MyFloridaMarketPlace Project Update MFMP 2.0 Upgrade / Change Review Board (CRB) Update

Overview of Benefits and Enhancements Upgrade Overview and Timeline Initiatives being completed as part of the upgrade Group and Role structure overview Training and Communication

Aspire Update New Reports (Review of MyFloridaMarketPlace Job Aid)

Focus Group Updates Reporting Focus Group Catalog Focus Group

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

Next Meeting Time / Location

Page 27: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Focus Group Updates

Reporting Focus Group Awareness of current available reports (e.g., DMS website,

Analysis, System Searches) MFMP 2.0 upgrade will allow System Search results to be exported Determine minimum set of Operational Reports Enterprise Reporting Discussion

Catalog Focus Group (Targeted for mid-January) Restructure of Postal catalog Restructure of ‘Fleet’ catalog Plan to have agency feedback as part of the ongoing process for

creation / structure of catalogs

Page 28: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Agenda

Welcome / Introduction

MyFloridaMarketPlace Project Update MFMP 2.0 Upgrade / Change Review Board (CRB) Update

Overview of Benefits and Enhancements Upgrade Overview and Timeline Initiatives being completed as part of the upgrade Group and Role structure overview Training and Communication

Aspire Update New Reports (Review of MyFloridaMarketPlace Job Aid)

Focus Group Updates Reporting Focus Group Catalog Focus Group

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

Next Meeting Time / Location

Page 29: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Office Consumables Master Agreement

A 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

Page 30: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Office Consumables Master Agreement

Requisitions 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

Page 31: MyFloridaMarketPlace MyFloridaMarketPlace User Meeting December 6, 2006

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Agenda

Welcome / Introduction

MyFloridaMarketPlace Project Update MFMP 2.0 Upgrade / Change Review Board (CRB) Update

Overview of Benefits and Enhancements Upgrade Overview and Timeline Initiatives being completed as part of the upgrade Group and Role structure overview Training and Communication

Aspire Update New Reports (Review of MyFloridaMarketPlace Job Aid)

Focus Group Updates Reporting Focus Group Catalog Focus Group

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

Next Meeting Time / Location