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MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

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  • MyFloridaMarketPlaceMyFloridaMarketPlace User Meeting

    July 13, 2005

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

  • Agenda Welcome / IntroductionAction Plan Update from 5/10 User MeetingAspire UpdateYear End Follow Up DiscussionLooking Ahead to this Fiscal YearVendor Management UpdateNext Meeting Time / Location

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

  • Agenda Welcome / IntroductionAction Plan Update from 5/10 User MeetingAspire UpdateYear End Follow Up DiscussionLooking Ahead to this Fiscal YearVendor Management UpdateNext Meeting Time / Location

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

  • Agenda Welcome / IntroductionAction Plan Update from 5/10 User MeetingAspire UpdateYear End Follow Up DiscussionLooking Ahead to this Fiscal YearVendor Management UpdateNext Meeting Time / Location

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

  • Aspire UpdateThe Project Teams first rule: We will not deploy Aspire before it is ready.Replanning EffortTimeframe for Pilot and Wave 1 AgencyTimeframe for Remaining AgenciesCurrent activitiesClosing out development issuesVendor just finished Cycle 3 Testing of the softwarePreparing for Cycle 4 vendor testingReviewing and improving Aspire documentationTo verify requirements will be metAs a yardstick for testingReviewing test scriptsUpcoming ActivitiesUser Acceptance TestingExtending Advocate contracts

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

  • Agenda Welcome / IntroductionAction Plan Update from 5/10 User MeetingAspire UpdateYear End Follow Up DiscussionLooking Ahead to this Fiscal YearVendor Management UpdateNext Meeting Time / Location

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

  • Year End Follow Up DiscussionSummary of Key Tasks / Milestones6/24: Deadline for IRs to be submitted to Auditors queue

    7/1: Over 9,500 purchase orders with a hold until date of either 6/30 or 7/1 were processed. 99% of these orders were processed without intervention (e.g., failed due to outdated vendor information)

    7/11: Completed processing of Certified Forward file from DFS (i.e., updated MyFloridaMarketPlace with this information)

    Year End Reports will continue to be provided through end of July (Includes the daily report for orders Received but not Invoiced)

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

  • Year End Follow Up Discussion (Highlights)

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

    Chart5

    42796

    59480

    MyFloridaMarketPlace Registered Vendors

    Sheet1

    20042005

    MyFloridaMarketPlace Registered Vendors42,79659,480

    20042005

    Purchase Order Volume (by Fiscal Year)25,29385,711

    Sheet1

    MyFloridaMarketPlace Registered Vendors

    Sheet2

    Purchase Order Volume (by Fiscal Year)

    Sheet3

    Chart6

    8000

    12000

    Number of Users Loaded (Approximate)

    Sheet1

    20042005

    MyFloridaMarketPlace Registered Vendors42,79659,480

    20042005

    Purchase Order Volume (by Fiscal Year)25,29385,711

    20042005

    Number of Users Loaded (Approximate)8,00012,000

    Sheet1

    0

    0

    MyFloridaMarketPlace Registered Vendors

    Sheet2

    0

    0

    Purchase Order Volume (by Fiscal Year)

    Sheet3

    0

    0

    Number of Users Loaded (Approximate)

  • Year End Follow Up Discussion (Highlights)

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

    Chart4

    25293

    85711

    Purchase Order Volume (by Fiscal Year)

    Sheet1

    20042005

    MyFloridaMarketPlace Registered Vendors42,79659,529

    20042005

    Purchase Order Volume (by Fiscal Year)25,29385,711

    Sheet1

    MyFloridaMarketPlace Registered Vendors

    Sheet2

    Purchase Order Volume (by Fiscal Year)

    Sheet3

    Chart7

    68986

    522384

    Invoices Paid

    Invoices Paid (in millions)

    Sheet1

    20042005

    MyFloridaMarketPlace Registered Vendors42,79659,480

    20042005

    Purchase Order Volume (by Fiscal Year)25,29385,711

    20042005

    Number of Users Loaded (Approximate)8,00012,000

    20042005

    Invoices Paid$68,986$522,384

    Sheet1

    MyFloridaMarketPlace Registered Vendors

    Sheet2

    Purchase Order Volume (by Fiscal Year)

    Sheet3

    Number of Users Loaded (Approximate)

    Invoices Paid

    Invoices Paid (in millions)

  • Year End Follow Up DiscussionContinue to document any lessons learned from year to year

    Example of a key point from this year:Identified some agencies with purchase orders being processed with a hold until date of 6/30 when user intent was to put 7/1 on the purchase order

    Action for Next Year: Reinforce during month of May and June to make sure to verify hold until date on purchase orders if intent is to hold until 7/1

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

  • Agenda Welcome / IntroductionAction Plan Update from 5/10 User MeetingAspire UpdateYear End Follow Up DiscussionLooking Ahead to this Fiscal YearVendor Management UpdateNext Meeting Time / Location

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

  • Jul 05Sep 05Aug 057/1/05: Purchase Orders with a hold until date of 7/1 processedBetween now and 7/29: Agencies should continue to enter all multi-year purchase orders and/or contracts into MyFloridaMarketPlace, and review any open purchase orders that should be closed.7/29/05: All multi-year purchase orders in MyFloridaMarketPlaceLooking Ahead to Next Fiscal YearLate August Through September: Analysis Working Group SessionsContinue to work with Aspire on Integration and Functional Transition TasksOct 05 and beyondConduct regularly scheduled Change Request meetingsContinue quarterly data migrations

    Quarter 1 Data Migration

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

  • Agenda Welcome / IntroductionAction Plan Update from 5/10 User MeetingAspire UpdateYear End Follow Up DiscussionLooking Ahead to this Fiscal YearVendor Management UpdateNext Meeting Time / Location

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

  • Vendor Management UpdateThe Vendor Management team has noticed an increase in billing disputes from vendors- often because the fee exempt checkbox is not checked on the order (if the purchase is fee exempt)Agencies are encouraged to review orders that are determined to be fee exempt and make sure the checkbox is marked (can be completed during the creation or approval process)For situations where a Master Agreement is being utilized to a vendor that is exempt, please make sure that a Contract Exemption eForm has been completedWeb-based training for transaction level and contract level exemptions is found under the Advanced Purchasing Lesson 7.6: ExemptionsGrainger and Office Depot have offered to be in attendance at the August 10th meetingAgencies are encouraged to submit any questions that you may have for these vendors to [email protected] by Tuesday, August 2nd

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

  • Agenda Welcome / IntroductionAction Plan Update from 5/10 User MeetingAspire UpdateYear End Follow Up DiscussionLooking Ahead to this Fiscal YearVendor Management UpdateNext Meeting Time / Location

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

  • Next Meeting Time / Location Wednesday, August 10, 2005Carr Building, Room 1709 a.m. 11 a.m.

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