myfloridamarketplace myfloridamarketplace user meeting may 3, 2006

MyFloridaMarketPlace

MyFloridaMarketPlace User Meeting

May 3, 2006

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Agenda

Welcome / Introduction

MyFloridaMarketPlace Project Update System Release / Performance Update Communications Update Focus Group Update CRB Update DMS Process Team Introductions

DMS Process Team Update Prompt Payment Update Scheduling of Site Visits

Year End Processing Review of System Processes Available Job Aids Upcoming Information from DFS

Next Meeting Time / Location

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Agenda






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System / Performance Update:

The team is continuing to implement performance enhancements such as additional hardware and focused system updates

Installation of new server this weekend (MyFloridaMarketPlace will be unavailable from Friday evening through Sunday evening as part of this installation)

System Updates (e.g., System Search Optimizations, Chooser Updates)

Continuing education regarding effective searching techniques

March and April releases have been implemented (Releases 6.9 and 7.0), and release notes were distributed to Agency Liaisons, Purchasing contacts, F&A contacts, and Administrative Directors

MyFloridaMarketPlace Update

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Highlights from March and April Releases:

9 fixes related to a recent Ariba Service Pack Agency Term Master Agreements (MAs): Previously, if a requisition was created using an

Agency Term MA with the Split Accounting set and then the user selected a punch out item associated to the MA, the user was unable to punch back into the requisition. This has been resolved, and users are able to punch out and punch back in to the requisition

Change Orders: Resolved issue associated with users with ‘CO No Workflow’ role so that there are accurate FLAIR amounts on new split accountings when creating a change order

Analysis: Resolved issue associated with ‘&’ character in role label, and users can successfully punch out to the Analysis application

Analysis: Mappings have been applied that address commodity codes that have no name in Analysis. Note: This will not eliminate all "unclassified" IR listings within Analysis since the user can still manually choose not to select a commodity code in Buyer

Validation has been added to the Invoice eForm that requires a positive number for both price and quantity (Previously, negative numbers or ‘0’ was allowed)

The State Contract ID field on requisition line items is now editable as a chooser Performance Enhancements: (1) The 'Payment to Modify' chooser will not attempt an empty

search when initially clicked. A value will need to be entered; (2) IR System Search optimization

Previously, the FLAIRIntegration node was not added to the workflow when a user with the ‘CO No Workflow’ role changed a requisition and then clicked on the 'Approval Flow' tab before submitting the requisition. This has been resolved for requisitions going forward


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Communications Update:

Agency Day Opportunity for agency focused discussion regarding topics such as catalogs, invoicing,

workflows, and customer service This meeting is also intended to be a preliminary discussion for the Process Team’s visit

to your agency

Toolkit Updates

Focus Group Update

Master Agreement Focus Group Update

Catalog Focus Group Update


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Change Review Board (CRB) Update:

Conducted initial meeting on March 3rd

Conducted prioritization meeting on April 3rd, where CRB members prioritized the following ‘Top 5’ change requests (changes are listed in the related priority):

1) Need current amount shown on PO with links back to the Invoice

2) View transaction date in queue

3) Hold until requisitions (ability for users to have edit capabilities when a PO date is in the future and is sitting in the FLAIR approval queue)

4) Vendor address on IR Form (i.e., the ‘Remit’ To address on the IR)

5) Request that commodity codes be populated on PRs from punch-out sites

Conducted conference calls on April 18th and May 2nd to review proposed changes aimed at impacting system performance

Next meeting is currently scheduled for May 16th where the group will review the estimates for each of the ‘Top 5’ change requests

MyFloridaMarketPlace Update (cont.)

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Agenda






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Prompt Payment Update

Site Visits have begun

What we do:

Process Team reviews agency processes regarding the MFMP purchasing program and meet with Requesters, Procurement, F&A, and Receiving members

• We help agencies resolve issues and assist members in using the system as efficiently and effectively as possible

User’s Manual

• Many agencies have put together “user training materials”, tips and tricks ideas, etc. We would like to gather these and share some of this information on our web site for all agencies to view

• We are also gathering up useful “How To” information as a result of site visits, which we will also share in this manual

Site visit scheduling

• Agencies can request a site visit now, if preferred

DMS Process Team Update

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DMS Process Team Update

How to Contact the Process Team: Rachael Grumme, F&A Process Analyst

850-414-6735 [email protected]

Debbie Gries, Purchasing Process Analyst 850-414-1882 [email protected]

Lori Potts, General Process Analyst 850-414-5790 [email protected]

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Agenda






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Review of System Processes

As we approach the end of the fiscal year, agencies may have questions about common tasks such as: Certified Forwards Releasing Encumbrances Payables Disbursement Transaction Overrides

This presentation, as well as year end job aids, are posted and available as part of the MyFloridaMarketPlace Toolkit

The address to the Toolkit is as follows: http://dms.myflorida.com/dms/purchasing/myfloridamarketplace/buyers/myfloridamarketplace_toolkit

The following slides provide process overviews and screen shots of some common processing that you may be doing at this time of year

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Certified Forwards: Process Overview

Finance and Accounting Required Receiver

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Certified Forwards

Previously within FLAIR, agencies have had the option of either Marking their encumbrances and payables with a ‘C’ in the CF

(certified forward) field manually through FLAIR Or requesting that DFS mark the encumbrances and payables with

a ‘C’ in the CF field on behalf of the agency

With the implementation of MyFloridaMarketPlace, agencies will have the option of either Marking the encumbrances with a ‘C’ in the CF (certified forward)

field through MyFloridaMarketPlace Or requesting that DFS mark the encumbrances with a ‘C’ in the CF

field. The encumbrances will also automatically be updated in MyFloridaMarketPlace so the accounting is reflected correctly in both systems

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Certified Forwards

If an agency elects to mark the encumbrances through MyFloridaMarketPlace, the following steps should be followed

1. Initiate a change order to the appropriate Purchase Order. Users assigned the role of ‘CO No Workflow’ may complete a change order for accounting/encumbrance changes only without regenerating the workflow

2. Update the accounting/encumbrance as appropriate and include a ‘C’ in the CF field

3. Submit the change order – a subsequent PO version will be created

4. A change encumbrance transaction (6SU) will be sent to FLAIR to update the encumbrance record

Similar to encumbered POs, encumbrances against Master Agreements may be updated through initiating a change against the Master Agreement Request or may be updated automatically if requested by DFS

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Certified Forwards: Orders in Received Status

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)

If completing a change order for an ASN supplier, the user should not select the option ‘Do Not Send Purchase Order to Vendor’

A Change Order cannot be completed for an order that has an IR which lists ‘FLAIR Integration’ as the active approver

The following slides provide screen shots of the steps to reopen an order

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Order currently in Received status and cannot be changed until Reopened.

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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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The Change button will be generated once the order is reopened.

Note: The Change button will not be displayed for orders which have an IR which lists ‘FLAIR Integration as the active approver.

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Identify Receiver: Re-close Order

After completing the change order to update the ‘Certified Forward” field, the order will need to re-closed by the required receiver

Once the order is closed, the status will be updated from ‘Receiving’ to ‘Received’

The following screenshots will provide you a walk-through to identify the required receiver to be notified to re-close the order

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When the order was reopened, the system generated a new receipt report in Composing status.

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The receipt approval flow will list a specific user by name or a central receiving role. If a receiving role is listed, you can click the link to view the authorized receivers.

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Steps to Closed: Receiving Status

After identifying the required receiver, you will need to contact this user to inform them to close the order

Once the order is closed, the status will be updated from ‘Receiving’ to ‘Received’

The following screenshots highlights the steps needed to close an order

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The required receiver will need to access the Receive queue to close the order.

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You can search for the order to be closed 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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Click Next to continue to the Summary screen.

Note: If the order was partially received, the Close Order option must be set to ‘Yes’.

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If desired, you can enter a comment on the receipt report to explain why the order was reopened and closed. You will need to submit the receipt report in order to close the order.

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The status of the order is updated to ‘Received’ and the Change order button no longer displays.

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Payables: Process Overview

(Assumed to only need Finance and Accounting to complete)

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Payables

During the year-end process, the agency may also establish payables for those items that have been received but not yet invoiced

The establishment of a payable (TR80/TR81) against a MyFloridaMarketPlace transaction will be completed directly in FLAIR A modification has been completed in FLAIR to support the release

of an ‘A’ encumbrance type for an encumbered payable (TR81)

When appropriate, a payable disbursement (TR53) will be completed in MyFloridaMarketPlace for a MyFloridaMarketPlace transaction

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Payables

The following defines the steps which establish a payable and complete a payable disbursement for a MyFloridaMarketPlace transaction1. Identify the transaction in which a payable is to be established and

document the encumbrance number and line numbers if an encumbered transaction

2. Establish the payable in FLAIR (TR80/TR81) referencing the encumbrance number and line numbers as appropriate. You may also release the encumbrance using the Release Encumbrance eForm in lieu of a TR81

3. During the disbursement process, the Exception Handler or Invoice Manager may select the ‘Payable’ checkbox on the Invoice Reconciliation to indicate that the disbursement is a payable disbursement

4. Two fields will be displayed to enter the payable number and payable line number (It is not necessary to include the prefix in the payable number field)

5. The ‘Payable’ checkbox is at the split accounting level and must be updated for each split accounting line

6. Final payment indicator is available for payable disbursements on the split accounting line

7. The accounting distribution may also be updated for each split accounting line at the time of disbursement.

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Check the ‘Payable Disbursement’ checkbox to indicate that this transaction should be a payable disbursement.

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Two additional fields ‘Payable Number’ and ‘Payable Line Number’ will be displayed. Enter in the payable number and payable line number and select that appropriate accounting distribution. When entering the payable number, it is not necessary to include the prefix in the number. For example, enter '897654' not 'P897654

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Release Encumbrance: Process Overview

(Assumed to only need Finance and Accounting to complete)

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Release Encumbrance

The eForm is available to all users with the following role: PUI: Invoice Manager

The release encumbrance eForm may be used for Requisitions/Orders in the following statuses: Ordered Received Receiving Canceled

User must select the requisition in which to release the remaining encumbrance

All encumbrance numbers and line numbers will be released for the selected requisition

No approvals are required for the Release Encumbrance eForm

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The Release Encumbrance eForm may be found under the ‘Company eForm’ link from the Home page.

Clicking on the additional choices link ‘+’ will display all encumbered requisitions.

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Upon submission of the Release Encumbrance eForm, a delete encumbrance transaction (6SUD) will be sent to FLAIR.

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You will receive a confirmation message from FLAIR on the PR to inform you if the release was successful or if it failed.

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Disbursement Transaction Override

During disbursement processing, the disbursement transaction type may be changed from encumbered to unencumbered disbursement, or unencumbered to encumbered disbursement by checking or unchecking the ‘Encumber Funds’ checkbox

Users assigned the role of ‘Invoice Reconciliation Overwrite’ will have the ability to overwrite the disbursement type

The ‘Encumber Funds’ checkbox is at the split accounting level and must be updated for each split accounting line

If the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance eForm to release the remaining encumbrance amount

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TR70 – The Encumbrance number and the Encumbrance Line number is defaulted from the order.

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TR51 – Removing the checkmark from the ‘Encumber Funds’ option will change the disbursement type to an unencumbered disbursement.

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All lines items on an IR must be the SAME transaction type. If a new line item was added on the Invoice eForm, the ‘Encumber Funds’ option should be selected to display the encumbrance fields. F&A will need to enter the appropriate encumbrance information for the new line item.

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You will receive the following error screen if the IR contains multiple transactions types (e.g. TR51 or TR53 or TR70). All line items on the IR (at the split accounting level) must be of the same transaction type.

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Suggested Year End Reports

There are several MyFloridaMarketPlace reports which are generated and posted to the DMS website (http://dms-purchasing-ftp.state.fl.us/xx00/) for use by agencies

A username and password are required to access these reports

The reports are posted as zipped documents and will require the use of WinZip (or another comparable tool) to view the data

These reports may be used to assist in the maintenance of user accounts, shipping and billing addresses, and tracking orders, and reconciling invoices received for purchase orders

The data contained within these reports are updated on a daily, weekly and monthly basis

Historically, a subset of these reports have been used for year end processing

A listing of the available reports along with a brief description for each is included in a Job Aid that has been posted to the Communication Toolkit

User account information to access the reports needs to be requested by sending an e-mail to [email protected]

It is recommended that Agency Liaison work with Agency IT contact to access and load reports into appropriate program (e.g., some files may be too large for Excel and will require an alternate program)

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Suggested Year End Reports

The following reports (from the DMS site) should be helpful in year end processing:

Invoice Reconciliation Report: This report is contained within the ‘orders-and-irs‘ zip and provides a listing of all invoice reconciliations (IRs) which are in Reconciling or Approving status. This report does not list IRs in Rejected or Paid status or invoices sent from the ASN. This report only lists IRs generated for the current fiscal year.

IRs With Last Approver Report: 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 exclude IRs which list FLAIR Integration as the active approver and does not list IRs in Rejected or Paid status or invoices sent from the ASN. The user whose queue the IR is currently active will also be listed. The report will also list IRs which has been routed to the Invoice Administrator queue. If the Invoice Administrator is the active approver, all accounting errors must be corrected by the agency. Once updated, the IR will be rejected by the Invoice Administrator upon written notification. This report is not restricted by any specific date range.

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Suggested Year End Reports cont’d

Year End Reports continued:

POs Without IRs Report: This report is contained within the ‘POs_without_IRs’ zip and provides a listing of all purchase orders partially received and not invoiced (PR status 'Receiving'), purchase orders partially received and closed or fully received (PR status 'Received'), and service purchase orders which have no associated invoice reconciliation (PR status 'Ordered'). This report will only list purchase orders generated for the current fiscal year.

Open Orders Report: This report is contained within the ‘orders-and-irs‘ zip and provides a listing of all open commodity purchase orders (PR status ‘Ordering’, 'Ordered' and 'Receiving') for an agency. This report will not list purchase orders which only contain service commodity codes. This report is not restricted by any specific date range.

Received Orders Report: This report is contained within the ‘orders-and-irs‘ zip and provides a listing of all commodity purchase orders which have been partially received and closed and purchase orders which are fully received (PR status ‘Received’) for an agency. This report is not restricted by any specific date range.

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Agenda






myfloridamarketplace myfloridamarketplace user meeting may 3, 2006

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