myfloridamarketplace myfloridamarketplace user meeting september 6, 2006
TRANSCRIPT
MyFloridaMarketPlace
MyFloridaMarketPlace User Meeting
September 6, 2006
Page - 2
Agenda
Welcome / Introduction
MyFloridaMarketPlace Project Update Performance Update Attachment Update System Release Update Change Review Board (CRB) Update Communications Update New Reports (Review of MyFloridaMarketPlace Job Aid) DMS Process Team Update
Looking Ahead Focus on Invoicing MyFloridaMarketPlace Upgrade
Next Meeting Time / Location
Page - 3
Agenda
Welcome / Introduction
MyFloridaMarketPlace Project Update Performance Update Attachment Update System Release Update Change Review Board (CRB) Update Communications Update New Reports (Review of MyFloridaMarketPlace Job Aid) DMS Process Team Update
Looking Ahead Focus on Invoicing MyFloridaMarketPlace Upgrade
Next Meeting Time / Location
Page - 4
Performance Update:
Since the May timeframe, the team has implemented several performance enhancements that have significantly impacted overall response time
Updates have been focused on both hardware and software changes:
System Updates (e.g., System Search Optimizations, Chooser Updates)
Continuing education regarding effective searching techniques
Installation of new server
As identified, the team is also continuing to communicate process suggestions to users that also help in minimizing performance challenges (e.g., folder management tips and tricks)
Performance Update
Page - 5
Conducted System Administrator Training on 7/26, 7/27, 8/8, and 8/9
System Administrator Training covered the following: Attachment Removal Process & the form, Agency Security Policies, System Administrator Guidance Job Aid, MFMP Role Guide, and User Inactivation Job Aid
Purge Request Form:
The current form can be accessed via the MyFloridaMarketPlace toolkit (http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit)
Once the form is completed, agencies should continue to send this information directly to [email protected], and the form will be reviewed by DMS and processed
Key items to remember when completing the form: For comments or line item descriptions that need to be removed, please be specific about
which comment(s) or line description(s) need to be removed Specifically list the versions that need to be addressed. For example, if the transaction
has 20 versions, and the specific comment started on version 10, please list that versions 10 – 20 need to have the comment removed
Attachment Update
Page - 6
May, July, and August releases have been implemented (Releases 7.1, 7.2, and 7.3), and release notes were distributed to Agency Liaisons, Purchasing contacts, F&A contacts, and Administrative Directors
Highlights from Recent Releases:
Modifications to search functionality to increase ease of searching and response time in bringing back search results
Ability to only add attachments to comments when a transaction is in edit mode. Once the transaction is in edit mode, the user will be able to add an attachment if the checkbox is checked (the checkbox is an acknowledgement step)
State contract id will populate from the punchout site on a Master Agreement Verification that the payment status is set to 'PAID' when the 'Paid In FLAIR' field is checked After the agency system administrator completes a Password Change eForm, the user will be
prompted to reset their password the next time they log on to MyFloridaMarketPlace Limiting the submission of requisitions with mixed MA items. New requisitions will not be
submitted if there are (1) two items from two different non-state term master agreements, (2) items for a non state term master agreement and non-catalog items, or (3) items for a non state term master agreement and state contract items
The Transaction Date now replaces the 'Create Date' within the link for 'Reconcile Invoices' (i.e., the Invoice Reconciliation queue).
System Release Update
Page - 7
Change Review Board Update:
Change Request #10 (Attachment Checkbox) was implemented as part of the July Release
Change Request #5 (View Transaction Date in Queue) was implemented as part of the August Release
Change Request #4 (Automatic Population of Commodity Codes for Punchout sites) is in process. State Purchasing is conducting a validation step for the commodity codes, and the target release date for this enhancement is September, 2006
Change Review Board Update
Page - 8
Focus Group Update
Subsequent Catalog Focus Group sessions will be scheduled in September
Team is requesting volunteers for a ‘Reporting’ Focus Group, and would like agencies to indicate interest via an e-mail to [email protected] by Wednesday, September 13th. Initial meeting will be held within the next month
Additional Updates
Release Notes and project communications are continuing to be posted to the DMS Toolkit (http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit), and the team asks that users check the Toolkit for updates, information on release notes, etc.
Web-based training update
Communications Update
Page - 9
An updated version of the MyFloridaMarketPlace Reports Job Aid is available on the Toolkit (under the ‘Job Aids’ link)
Please refer to this for up to date information on available reports, including a new report (available to all agencies) which is called the ‘Header Level All Open Orders’ report (HL_All_Open_Orders)
As part of the updated job aid, there were additional changes made to the description of the User Report and the data elements contained within the ‘All Open Orders’ report and the ‘All Received Orders’ report
Reporting Updates
Page - 10
Top Three Agency Responses:
User Guide------In Process
Will be Posted on the toolkit as sections are completed
Will be a living document and updated as needed
Training Plan-----In the planning stage
MFMP Workflow Reviews----Will be scheduled for those agencies that requested them.
NIGP Conference—September 14th 10:45-12:00 Turnbull Conference Center
Analysis Training
Confidential HIPAA Reports
DMS Process Team Update
Page - 11
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]
Page - 12
Agenda
Welcome / Introduction
MyFloridaMarketPlace Project Update Performance Update Attachment Update System Release Update Change Review Board (CRB) Update Communications Update New Reports (Review of MyFloridaMarketPlace Job Aid) DMS Process Team Update
Looking Ahead Focus on Invoicing MyFloridaMarketPlace Upgrade
Next Meeting Time / Location
Page - 13
Team has conducted a number of meetings with agencies to review both the successes and challenges with the current Invoicing functionality
Benefits that were highlighted to the team included the following:
Facilitates the tie between Purchasing and Finance and Accounting staff- communication is essential to having effective processes and system outcomes
Visibility and accountability via the workflow functionality
Ability to approve and move items through an online process flow
Common challenges that were relayed to the team include the following:
Performance challenges in May (around year end) were impactful to workload
Data Entry for Invoice eForm / Scanning and Attaching of Documents
Prompt Payment calculations tied to CFO Received Date
Preference for mass edit capability across line items
Agency feedback is being consolidated and reviewed so that the team can determine the best course of action, including the ability to address what is a system issue vs. process issue vs. a need for additional training
Additional initiatives, such as a campaign to increase adoption of electronic invoicing are also in process
Focus on Invoicing
Page - 14
As part of discussions with agencies, it has also been relayed that there are challenges if an agency is not consistent about initiating payment in MyFloridaMarketPlace for orders that are placed in MyFloridaMarketPlace
A key challenge is the inability to complete change orders on MyFloridaMarketPlace purchase orders that have payments made directly in FLAIR
Encumbrance information becomes ‘out of sync’
Encumbrances may be liquidated and ultimately require the agency to recreate purchase orders (which is time consuming)
Reconciliation becomes a challenge
Reinforces the need for Purchasing and Finance and Accounting to communicate and weigh the implications of these actions
Focus on Invoicing
Page - 15
Team is in a Planning phase for an upgrade
Aspire implementation is a factor in the timing of this upgrade
CRB will play a key role in reviewing system functionality, and moving toward standardization where possible
MyFloridaMarketPlace Upgrade
Page - 16
Agenda
Welcome / Introduction
MyFloridaMarketPlace Project Update Performance Update Attachment Update System Release Update Change Review Board (CRB) Update Communications Update New Reports (Review of MyFloridaMarketPlace Job Aid) DMS Process Team Update
Looking Ahead Focus on Invoicing MyFloridaMarketPlace Upgrade
Next Meeting Time / Location