myfloridamarketplace myfloridamarketplace user meeting july 20, 2004

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MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 20, 2004

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  • MyFloridaMarketPlaceMyFloridaMarketPlace User Meeting

    July 20, 2004

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

  • Agenda Welcome / IntroductionSummary of Agency Checkpoint MeetingsDFS UpdateFinance and Accounting Open DiscussionUpdate on Release 5.2Open Discussion Time / Year End Debrief and Lessons Learned

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

  • Agenda Welcome / IntroductionSummary of Agency Checkpoint MeetingsDFS UpdateFinance and Accounting Open DiscussionUpdate on Release 5.2Open Discussion Time / Year End Debrief and Lessons Learned

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

  • Summary of Agency Checkpoint Meetings

    The intent of the Agency Checkpoint Meetings is to take the pulse of how both live and pre go-live agencies are progressing through the MyFloridaMarketPlace implementation process.

    DMS, Accenture, and North Highland have met with 19 agencies to date. Plan is to wrap up remaining meetings this week.

    Common themes have been identified across these agency meetings.

    We want to share this feedback with you today, and will continue to follow up with each agency individually to address specific action items.

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

  • Summary of Agency Checkpoint MeetingsFLAIR Integration ConcernsFinance and Accounting AttentionAgencies are requesting additional Policy Guidance on items such as Master Agreement Blanket Purchase Orders, P-card, and Electronic Record Retention / ScanningThemes:Next Steps:DMS will focus on utilizing the User Meetings, Purchasing Directors Meetings, and e-mail communication to relay policy guidanceProvide a summary of the policy issues raised by the agencies along with DMS guidance on these policiesWill continue to conduct 2 User Meetings per month and will encourage F&A attendance and discussion Propose to conduct break out sessions at the User Meetings for agency to agency best practice discussionsWill be publishing a job aid to highlight where issues are occurring and steps users can take to resolve (e.g., ensure site code and entity in user profile has appropriate FLAIR userid / password as seen in the eForm)

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

  • Summary of Agency Checkpoint MeetingsRelease Planning / Visibility into this ProcessAnalysisCustomer ServiceThemes:Next Steps:Provide insight into upcoming Releases via User MeetingsAgencies can provide feedback about prioritization and timing directly to Accenture and DMS liaisonsProject team will investigate options for helping to address agency concern regarding quicker turnaround time of changesThe additional data is currently available. Evaluation of tool and new information underway by DMS.DMS is confirming pilot approach, and will communicate to the agenciesAgencies will identify super users, and those super users will be trained on how to create reports in AnalysisAgencies are feeling comfortable with the efforts of DMS and Accenture in supporting the implementationProject team will continue ongoing education and coaching sessions to help enhance the agencys CSD experience

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

  • Agenda Welcome / IntroductionSummary of Agency Checkpoint MeetingsDFS UpdateFinance and Accounting Open DiscussionUpdate on Release 5.2Open Discussion Time / Year End Debrief and Lessons Learned

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

  • DFS Requirements -General Comments

    A Master Agreement (MA) or Direct Order (DO) is required for contractual services in accordance with s287.058, FS.Two-party written agreements entered into by an agency must be set up as Master Agreements (MA).Supporting documents previously submitted to the Bureau in paper format must be scanned into MyFloridaMarketPlace.Electronic invoices for contractual services submitted through the Ariba Supplier Network (ASN) must include the dates of service in the comment field on the electronic invoice submitted by the vendor.

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

  • DFS Requirements -Master Agreements

    Required Master Agreement fields for DFS audit purposesStart Date and End Date (if applicable)Maximum Commitment AmountMethod of ProcurementHistorical Amount Spent, where appropriateDescriptionContract TypeFor contracts less than or equal to $250,000, either a Contract Summary Form or entire contract document may be scanned in and attached to the Master Agreement Request (MAR). If the entire contract is scanned in, a comment citing the page number of the payment criteria/method of payment section is needed OR the payment criteria/method of payment section may be scanned in as a separate document.

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

  • DFS Requirements -Master Agreements

    For contracts greater than $250,000, the entire contract document is required to be scanned in and attached to the Master Agreement Request. A Contract Summary Form is not needed. A comment citing the page number of the payment criteria/method of payment section is needed or the payment criteria/method of payment section may be scanned in as a separate document.Scanned documents needed, as appropriateInvoiceTwo-party written agreementContract Summary Form/payment terms for Master AgreementProcurement documentationOther documentation needed to fully document the transaction and/or show compliance with applicable laws, rules, and regulations

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

  • DFS Requirements -Direct Orders

    Required Direct Order fields for DFS audit purposesStart Date and End Date (if applicable)Line items, including adequate description, units, and price/method of payment Method of ProcurementState Contract ID, where appropriate on Non-catalog itemsPrior paid to date information must be provided either by providing information in Comment field on Exceptions Tab on the Invoice Reconciliation or by scanning in and attaching the Contract Summary Form to the Exceptions Tab or Invoice eForm

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

  • DFS Requirements -Direct Orders

    Scanned documents needed, as appropriateInvoiceContract Summary FormProcurement documentationOther documentation needed to fully document the transaction and/or show compliance with applicable laws, rules, and regulations

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

  • Agenda Welcome / IntroductionSummary of Agency Checkpoint MeetingsDFS UpdateFinance and Accounting Open DiscussionUpdate on Release 5.2Open Discussion Time / Year End Debrief and Lessons Learned

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

  • Finance and Accounting Open Discussion Time A couple of questions / comments for the group

    During the Agency Checkpoint Meetings- there was a lot of discussion about agencies wanting to share best practices with other agencies- and that this could potentially address some of the F&A questions about how to most effectively complete processes in MyFloridaMarketPlace. Comments from the group?

    Effective Scanning Processes was also a popular topic during the Agency Checkpoint Meetings. Advice from the live agencies?

    Other discussion topics?

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

  • Agenda Welcome / IntroductionSummary of Agency Checkpoint MeetingsDFS UpdateFinance and Accounting Open DiscussionUpdate on Release 5.2Open Discussion Time / Year End Debrief and Lessons Learned

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

  • Highlights of Release 5.2

    Master Agreement accounting fields will be editable (SIR 14718)When a user creates a master agreement, they will now have the ability to edit all of the accounting fields, which are accessed from the summary tab The editablity will work the same as on a requisition

    Ability to uncheck `Send to Vendor` checkbox for comments and attachments (CR133)Users will have the ability, when approving a transaction, to check or uncheck the `send comments` to vendor boxFrequently, a requester may check the `send to vendor` box, but a purchasing agent may wish to remove that comment before it goes to the vendor for numerous reasons

    There were new roles added for this release:3600: Director of F&B,7300: Program Budget ApproverSuperCPLA ApproverThese roles will be added to the job aid that currently exists on the Toolkit

    Additional enhancements are included, and the detail is available via the 5.2 Release Notes

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

  • Agenda Welcome / IntroductionSummary of Agency Checkpoint MeetingsDFS UpdateFinance and Accounting Open DiscussionUpdate on Release 5.2Open Discussion Time / Year End Debrief and Lessons Learned

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

  • Next Meeting Time / Location August 3, 2004Carr Building, Room 170 from 9 a.m. 11 a.m.

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