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MyFloridaMarketPlace MyFloridaMarketPlace User Meeting May 3, 2006

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  • MyFloridaMarketPlaceMyFloridaMarketPlace User Meeting

    May 3, 2006

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

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateSystem Release / Performance UpdateCommunications UpdateFocus Group UpdateCRB UpdateDMS Process Team Introductions

    DMS Process Team UpdatePrompt Payment UpdateScheduling of Site Visits

    Year End ProcessingReview of System ProcessesAvailable Job AidsUpcoming Information from DFS

    Next Meeting Time / Location

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

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateSystem Release / Performance UpdateCommunications UpdateFocus Group UpdateCRB UpdateDMS Process Team Introductions

    DMS Process Team UpdatePrompt Payment UpdateScheduling of Site Visits

    Year End ProcessingReview of System ProcessesAvailable Job AidsUpcoming Information from DFS

    Next Meeting Time / Location

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

  • System / Performance Update:The team is continuing to implement performance enhancements such as additional hardware and focused system updatesInstallation 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

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

  • Highlights from March and April Releases:9 fixes related to a recent Ariba Service PackAgency 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 requisitionChange 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 orderAnalysis: Resolved issue associated with & character in role label, and users can successfully punch out to the Analysis applicationAnalysis: 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 BuyerValidation 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 chooserPerformance 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 optimizationPreviously, 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

    MyFloridaMarketPlace Update

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

  • Communications Update:Agency DayOpportunity for agency focused discussion regarding topics such as catalogs, invoicing, workflows, and customer serviceThis meeting is also intended to be a preliminary discussion for the Process Teams visit to your agency

    Toolkit UpdatesFocus Group UpdateMaster Agreement Focus Group UpdateCatalog Focus Group Update

    MyFloridaMarketPlace Update

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

  • Change Review Board (CRB) Update:Conducted initial meeting on March 3rdConducted prioritization meeting on April 3rd, where CRB members prioritized the following Top 5 change requests (changes are listed in the related priority):Need current amount shown on PO with links back to the InvoiceView transaction date in queueHold 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)Vendor address on IR Form (i.e., the Remit To address on the IR)Request that commodity codes be populated on PRs from punch-out sitesConducted conference calls on April 18th and May 2nd to review proposed changes aimed at impacting system performanceNext 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.)

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

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateSystem Release / Performance UpdateCommunications UpdateFocus Group UpdateCRB UpdateDMS Process Team Introductions

    DMS Process Team UpdatePrompt Payment UpdateScheduling of Site Visits

    Year End ProcessingReview of System ProcessesAvailable Job AidsUpcoming Information from DFS

    Next Meeting Time / Location

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

  • Prompt Payment UpdateSite Visits have begunWhat we do:Process Team reviews agency processes regarding the MFMP purchasing program and meet with Requesters, Procurement, F&A, and Receiving membersWe help agencies resolve issues and assist members in using the system as efficiently and effectively as possibleUsers ManualMany 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 viewWe are also gathering up useful How To information as a result of site visits, which we will also share in this manualSite visit schedulingAgencies can request a site visit now, if preferredDMS Process Team Update

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

  • DMS Process Team UpdateHow to Contact the Process Team:Rachael Grumme, F&A Process [email protected] Gries, Purchasing Process [email protected] Potts, General Process [email protected]

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

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateSystem Release / Performance UpdateCommunications UpdateFocus Group UpdateCRB UpdateDMS Process Team Introductions

    DMS Process Team UpdatePrompt Payment UpdateScheduling of Site Visits

    Year End ProcessingReview of System ProcessesAvailable Job AidsUpcoming Information from DFS

    Next Meeting Time / Location

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

  • Review of System ProcessesAs we approach the end of the fiscal year, agencies may have questions about common tasks such as: Certified ForwardsReleasing EncumbrancesPayablesDisbursement 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

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

  • Certified Forwards: Process OverviewFinance and AccountingRequired Receiver

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

    MyFloridaMarketPlace Year End Processing

    Finance & Accounting

    Required Receiver

    Identify the Orders which require a Payable(DO Report)

    Establish Payable in FLAIR

    Record Payable on IR

    End

    Identify the Orders to mark as CF(DO Report)

    Order Closed?

    Complete Change Order(CO No Workflow & PO Not Sent)

    Reopen Order(Via Receive Command on Swoosh)

    Complete Change Order(CO No Workflow & PO Not Sent)

    Close Order

    Yes

    No

    End

    Payables

    Certified Forwards

    Release Encumbrances

    Identify the Orders to Release(DO Report)

    Complete & Submit Release Encumbrance eForm

    View PR to Confirm Release

    End

    End

    Roles: Exception Handler, Invoice Manager, FA Requester Accting edit, ABOI Edit, and Invoice Reconciliation Overwrite

    Roles: Exception Handler, Invoice Manager, FA Requester Accting edit, ABOI Edit, and Invoice Reconciliation Overwrite

    Roles: Invoice Manager

  • Certified ForwardsPreviously 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 eitherMarking 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

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

  • Certified ForwardsIf an agency elects to mark the encumbrances through MyFloridaMarketPlace, the following steps should be followedInitiate 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 workflowUpdate the accounting/encumbrance as appropriate and include a C in the CF fieldSubmit the change order a subsequent PO version will be createdA 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

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

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

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

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

  • Certified Forwards: Orders in Received StatusPurchase Orders in Received status:Order will need to be reopened to complete the change orderOnce 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

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

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

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

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

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

  • 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).

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

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

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

  • 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.

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

  • Identify Receiver: Re-close OrderAfter 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

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

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

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

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

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

  • 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.

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

  • Steps to Closed: Receiving StatusAfter 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

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

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

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

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

  • 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).

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

  • Click Next to continue to the Summary screen.

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

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

  • 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.

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

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

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

  • Payables: Process Overview(Assumed to only need Finance and Accounting to complete)

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

    MyFloridaMarketPlace Year End Processing

    Finance & Accounting

    Required Receiver

    Identify the Orders which require a Payable(DO Report)

    Establish Payable in FLAIR

    Record Payable on IR

    End

    Identify the Orders to mark as CF(DO Report)

    Order Closed?

    Complete Change Order(CO No Workflow & PO Not Sent)

    Reopen Order(Via Receive Command on Swoosh)

    Complete Change Order(CO No Workflow & PO Not Sent)

    Close Order

    Yes

    No

    End

    Payables

    Certified Forwards

    Release Encumbrances

    Identify the Orders to Release(DO Report)

    Complete & Submit Release Encumbrance eForm

    View PR to Confirm Release

    End

    End

    Roles: Exception Handler, Invoice Manager, FA Requester Accting edit, ABOI Edit, and Invoice Reconciliation Overwrite

    Roles: Exception Handler, Invoice Manager, FA Requester Accting edit, ABOI Edit, and Invoice Reconciliation Overwrite

    Roles: Invoice Manager

  • PayablesDuring 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

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

  • PayablesThe following defines the steps which establish a payable and complete a payable disbursement for a MyFloridaMarketPlace transactionIdentify the transaction in which a payable is to be established and document the encumbrance number and line numbers if an encumbered transactionEstablish 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 TR81During 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 disbursementTwo 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) The Payable checkbox is at the split accounting level and must be updated for each split accounting lineFinal payment indicator is available for payable disbursements on the split accounting lineThe accounting distribution may also be updated for each split accounting line at the time of disbursement.

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

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

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

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

  • 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

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

  • Release Encumbrance: Process Overview(Assumed to only need Finance and Accounting to complete)

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

    MyFloridaMarketPlace Year End Processing

    Finance & Accounting

    Required Receiver

    Identify the Orders which require a Payable(DO Report)

    Establish Payable in FLAIR

    Record Payable on IR

    End

    Identify the Orders to mark as CF(DO Report)

    Order Closed?

    Complete Change Order(CO No Workflow & PO Not Sent)

    Reopen Order(Via Receive Command on Swoosh)

    Complete Change Order(CO No Workflow & PO Not Sent)

    Close Order

    Yes

    No

    End

    Payables

    Certified Forwards

    Release Encumbrances

    Identify the Orders to Release(DO Report)

    Complete & Submit Release Encumbrance eForm

    View PR to Confirm Release

    End

    End

    Roles: Exception Handler, Invoice Manager, Requester No eQuote, ABOI Edit, and Invoice Reconciliation Overwrite

    Roles: Exception Handler, Invoice Manager, Requester No eQuote, ABOI Edit, and Invoice Reconciliation Overwrite

    Roles: Invoice Manager

  • Release EncumbranceThe eForm is available to all users with the following role: PUI: Invoice ManagerThe release encumbrance eForm may be used for Requisitions/Orders in the following statuses: OrderedReceivedReceivingCanceled User must select the requisition in which to release the remaining encumbranceAll encumbrance numbers and line numbers will be released for the selected requisitionNo approvals are required for the Release Encumbrance eForm

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

  • 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.

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

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

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

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

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

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

  • Disbursement Transaction OverrideDuring 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

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

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

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

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

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

  • 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.

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

  • 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.

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

  • Suggested Year End ReportsThere are several MyFloridaMarketPlace reports which are generated and posted to the DMS website (http://dms-purchasing-ftp.state.fl.us/xx00/) for use by agenciesA username and password are required to access these reportsThe reports are posted as zipped documents and will require the use of WinZip (or another comparable tool) to view the dataThese 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 ordersThe data contained within these reports are updated on a daily, weekly and monthly basisHistorically, a subset of these reports have been used for year end processingA 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 ToolkitUser account information to access the reports needs to be requested by sending an e-mail to [email protected] 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)

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

  • Suggested Year End ReportsThe 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 notlistIRs in Rejected or Paid status orinvoices 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 notlistIRs in Rejected or Paid status orinvoices 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.

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

  • Suggested Year End Reports contdYear End Reports continued:

    POs Without IRs Report: This report is contained within the POs_without_IRs zip and providesa listing ofall purchase orders partially received and not invoiced (PRstatus 'Receiving'), purchase orders partially received and closed or fully received (PRstatus'Received'), and service purchase orders whichhave 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.

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

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdateSystem Release / Performance UpdateCommunications UpdateFocus Group UpdateCRB UpdateDMS Process Team Introductions

    DMS Process Team UpdatePrompt Payment UpdateScheduling of Site Visits

    Year End ProcessingReview of System ProcessesAvailable Job AidsUpcoming Information from DFS

    Next Meeting Time / Location

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