myfloridamarketplace myfloridamarketplace user meeting may 10, 2005

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  • Slide 1
  • MyFloridaMarketPlace MyFloridaMarketPlace User Meeting May 10, 2005
  • Slide 2
  • Page - 2 Agenda Welcome / Introduction Action Plan Update from 4/12 User Meeting Performance Update Status of SPURS Sunset Vendor Inactivation Process Year End Processing Discussion Follow Up and Highlights Invoice Administrator Report Update Next Meeting Time / Location
  • Slide 3
  • Page - 3 Agenda Welcome / Introduction Action Plan Update from 4/12 User Meeting Performance Update Status of SPURS Sunset Vendor Inactivation Process Year End Processing Discussion Follow Up and Highlights Invoice Administrator Report Update Next Meeting Time / Location
  • Slide 4
  • Page - 4 Agenda Welcome / Introduction Action Plan Update from 4/12 User Meeting Performance Update Status of SPURS Sunset Vendor Inactivation Process Year End Processing Discussion Follow Up and Highlights Invoice Administrator Report Update Next Meeting Time / Location
  • Slide 5
  • Page - 5 Performance Update Team has continued to be diligent in the implementation of performance enhancements over the past month. Changes have included: Systematic changes (e.g., application changes, database settings) User education of how to more efficiently use the system (e.g., scoping of System Searches) The implementation of these changes has resulted in performance improvements (as confirmed by monitoring tools and agency users in their day to day experience). As seen on the following pages, total purchase order activity in MyFloridaMarketPlace has continued to increase, and monitoring tools show the improved response times associated with the Invoice Reconciliation (IR) searches in the system. DMS is also working with STO to investigate any network factors that could be contributing to system slowness.
  • Slide 6
  • Page - 6 Performance Update: Transactions Issued
  • Slide 7
  • Page - 7 Performance Update: IR Search Response Times* * Represents time to complete multiple steps in process. Current automated script does not include PUI as a filter for the search, which results in a conservative estimate of response time. PUI will be added as a filter in the automated script going forward.
  • Slide 8
  • Page - 8 Agenda Welcome / Introduction Action Plan Update from 4/12 User Meeting Performance Update Status of SPURS Sunset Vendor Inactivation Process Year End Processing Discussion Follow Up and Highlights Invoice Administrator Report Update Next Meeting Time / Location
  • Slide 9
  • Page - 9 Nov 04Jan 05Nov 05Mar 05Sep 05May 05 During 3/05: Additional agencies transition off SPURS PO Creation 11/2004: DMS & STO transitioned off SPURS PO Creation Between now and 7/29: Agencies need to enter all multi-year purchase orders and/or contracts into MyFloridaMarketPlace, and make sure that any open purchase orders that can be closed have been closed * During 5/05: All scheduled agencies transition off SPURS PO Creation Jul 05 1/10/05: Formal Memo to Agency Liaisons 1/14/05: DJJ, DOT, DVA, and Citrus transitioned off SPURS PO Creation As of 7/29/05: All SPURS PO functions shutoff SPURS Sunset Update * Exception is Wave 1 agencies for Aspire. There will be separate communications from the Aspire team regarding dates by which SPURS and MyFloridaMarketPlace activity must be closed out.
  • Slide 10
  • Page - 10 SPURS Sunset: May Agency Transitions Agency Department of Education Fish and Wildlife Conservation Commission Department of Military Affairs Department of Elder Affairs Department of Revenue Department of Community Affairs Department of Corrections / Parole Commission Public Service Commission Department of Financial Services Dept of Agriculture Attorney General and Legal Affairs Department of Environmental Protection
  • Slide 11
  • Page - 11 Agenda Welcome / Introduction Action Plan Update from 4/12 User Meeting Performance Update Status of SPURS Sunset Vendor Inactivation Process Year End Processing Discussion Follow Up and Highlights Invoice Administrator Report Update Next Meeting Time / Location
  • Slide 12
  • Page - 12 Vendor Inactivation Process Vendors may be inactivated for various reasons: Vendor request (formal request made from vendor directly to MyFloridaMarketPlace) Invalid vendor data (e.g., repeated failed purchase orders with no feedback from vendor as to updated information) By DMS request due to suspension or inactivation due to nonpayment of fees Consolidation of Registration accounts to a single, master account under one Federal Tax ID For vendors who are inactivated: Searching for Direct Orders and/or Requisitions: When you execute a system search to see all direct orders or requisitions created for an inactive location, the system will return all inactive and active records for that location name. Searching for Invoices / Master Agreements: When you execute a system search to see all invoices or master agreements within your agency created to a given location name or Legacy ID, the system will return only those tied to the active registration record. Toolkit Assistance: (http://dms.myflorida.com/dms/support/myfloridamarketplace_toolkit)http://dms.myflorida.com/dms/support/myfloridamarketplace_toolkit A list of inactivated vendors is posted to the DMS Toolkit for agency reference. A job aid has been created to assist agencies in knowing what actions need to be taken on transactions impacted by the inactivation of a vendors account. The Vendor Inactivation Buyer Actions Job Aid has been posted to the DMS Toolkit for agency reference.
  • Slide 13
  • Page - 13 Vendor Inactivation Process EXAMPLE: The Goodyear Tire and Rubber Company- Creating a Requisition When you create a requisition and click the chooser on the Vendor Location field to search for the Goodyear location you want to use, if searching by Legacy ID F340253240, the system will return all locations listed within this registration account. If searching by Company Name using "Goodyear," the system will return all locations listed in the registration account under tax ID 340253240 and the account under tax ID F591027881 for Goodyear Rubber Products, Inc. If you are unable to find the specific Goodyear location you want, it may be that the location has not been added to the main Goodyear registration account. It is recommended that if you find this to happen in your case, please reach out to the location contact person directly to have them follow-up with the main contact person listed on the Goodyear registration account, Jeanne Oberdier. Once you find the location you want, as always, select the appropriate location and continue processing. Please remember when you do a search by Legacy ID, you must enter the "F" prefix on the vendor's federal tax ID number; if not, the system will return the following error message: "No match. Clear the search field to retrieve all available matches." When you get this message, re-enter the federal tax ID number with the "F" or "S" prefix. If you have any questions, you can contact the MyFloridaMarketPlace Customer Service Desk at 866-352-3776 or via email at [email protected]
  • Slide 14
  • Page - 14 Agenda Welcome / Introduction Action Plan Update from 4/12 User Meeting Performance Update Status of SPURS Sunset Vendor Inactivation Process Year End Processing Discussion Follow Up and Highlights Invoice Administrator Report Update Next Meeting Time / Location
  • Slide 15
  • Page - 15 Certified Forwards / Year End Processing As we approach the end of the fiscal year, agencies may have questions about common tasks such as: Certified Forwards Releasing Encumbrances Disbursement Transaction Overrides During the April User Meeting, the discussion focused on details of each of these processes, and the screenshots and associated materials are posted on the Communication Toolkit for reference. Discussion today will focus on follow-up questions from the previous discussion. Agencies can also refer to the materials from previous meetings posted on the MyFloridaMarketPlace Toolkit. Please contact the Customer Service Desk at 1-866-352-3776 or at [email protected] if you have specific questions or concerns about a process you are trying to complete. [email protected]
  • Slide 16
  • Page - 16 Certified Forwards: Updates from April Meeting Purchase Orders in Received status: Order will need to be reopened to complete the change order Once reopened the PR status will update to Receiving and the Change Button will be generated Complete change order and submit for approval (no approvals needed if user has the role CO NO Workflow in user profile) The following slides provide screen shots of the steps to reopen an order.
  • Slide 17
  • Page - 17 Order currently in Received status and cannot be changed until Reopened.
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  • Page - 20 Order may be reopened by the Requisition ID or by the Order ID. Note: The request identifier must be entered (e.g. PR, DO, or MA).
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  • Page - 24 Some Additional End of Year Tips Verify available money/encumbrances in FLAIR Utilize ABOI if necessary to avoid failures due to insufficient balance Hold Until Date Once requisition is fully approved and Hold Until Date has been utilized, requisitions will be locked/not editable and sent to FLAIR and the Vendor on the specified date
  • Slide 25
  • Page - 25 Year End Report Update Based on feedback from agencies over the past few weeks, users have stated that of the four daily reports posted, they need to only continue to utilize the current posted Invoice Reconciliation (IR) Report. Users have also requested a Direct Order report that will provide information about: Direct Orders that have yet to be received Direct Orders that have been received, but not paid Target Date for Year End Reports to be available: Monday, May 23 rd
  • Slide 26
  • Page - 26 Agenda Welcome / Introduction Action Plan Update from 4/12 User Meeting Performance Update Status of SPURS Sunset Vendor Inactivation Process Year End Processing Discussion Follow Up and Highlights Invoice Administrator Report Update Next Meeting Time / Location
  • Slide 27
  • Page - 27 Unmatched Invoices As a reminder from last meeting The project team is currently reaching out to agencies who have IRs routed to the Invoice Administrator queue based on the user tied to the Invoice eForm. If the invoice is received via the ASN, the team may not have the necessary agency information, and so the team is reaching out to the vendor directly. A weekly unmatched IR report is sent to the F&A liaison for each agency.
  • Slide 28
  • Page - 28 System Administrator Receipt Required Ariba Buyer will assign the role System Administrator as the required approver for a receipt report due to the following issues: No Ship To location was selected for the requisition Tthe Ship To location on the requisition has been deleted A weekly Receipt Required report is sent to the Purchasing liaison for each agency The following slides provide an example of the orders which may appear on this report
  • Slide 29
  • Page - 29 Users can no longer submit a PR without a Ship To location.
  • Slide 30
  • Page - 30 The Ship To location was deleted by the Security Administrator.
  • Slide 31
  • Page - 31 If the PR contains no Ship To location or if the Ship To location was deleted, Ariba Buyer will list the role System Administrator as the required receiver.
  • Slide 32
  • Page - 32 System Administrator Receipt Required You will need to contact the MyFloridaMarketPlace Customer Service Desk and provide the following information: Order ID (DOxxxx or MAxxxx-xxxx) The user name or central receiving role to be added to the receipt report Once this information is received, the user/role will be added to the receipt report. The role System Administrator will be removed from the receipt report.
  • Slide 33
  • Page - 33 Agenda Welcome / Introduction Action Plan Update from 4/12 User Meeting Performance Update Status of SPURS Sunset Vendor Inactivation Process Year End Processing Discussion Follow Up and Highlights Invoice Administrator Report Update Next Meeting Time / Location
  • Slide 34
  • Page - 34 Next Meeting Time / Location Tuesday, June 14, 2005 Carr Building, Room 170 9 a.m. 11 a.m.