myfloridamarketplace myfloridamarketplace user meeting september 6, 2006

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  • MyFloridaMarketPlaceMyFloridaMarketPlace User Meeting

    September 6, 2006

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdatePerformance UpdateAttachment UpdateSystem Release UpdateChange Review Board (CRB) UpdateCommunications Update New Reports (Review of MyFloridaMarketPlace Job Aid)DMS Process Team Update

    Looking AheadFocus on InvoicingMyFloridaMarketPlace Upgrade

    Next Meeting Time / Location

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdatePerformance UpdateAttachment UpdateSystem Release UpdateChange Review Board (CRB) UpdateCommunications Update New Reports (Review of MyFloridaMarketPlace Job Aid)DMS Process Team Update

    Looking AheadFocus on InvoicingMyFloridaMarketPlace Upgrade

    Next Meeting Time / Location

  • 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 techniquesInstallation 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

  • 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 processedKey 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 removedSpecifically 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

  • 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 DirectorsHighlights from Recent Releases:Modifications to search functionality to increase ease of searching and response time in bringing back search resultsAbility 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 AgreementVerification that the payment status is set to 'PAID' when the 'Paid In FLAIR' field is checkedAfterthe agency system administratorcompletes aPasswordChange eForm, the user will be prompted to reset their password the next time they log on to MyFloridaMarketPlaceLimiting 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 itemsThe Transaction Date now replaces the 'Create Date' within the link for 'Reconcile Invoices' (i.e., the Invoice Reconciliation queue).System Release Update

  • 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

  • Focus Group UpdateSubsequent Catalog Focus Group sessions will be scheduled in SeptemberTeam 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 monthAdditional UpdatesRelease 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

  • 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

  • Top Three Agency Responses:User Guide------In ProcessWill be Posted on the toolkit as sections are completedWill be a living document and updated as neededTraining Plan-----In the planning stageMFMP Workflow Reviews----Will be scheduled for those agencies that requested them.NIGP ConferenceSeptember 14th 10:45-12:00 Turnbull Conference CenterAnalysis TrainingConfidential HIPAA Reports

    DMS Process Team Update

  • 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]

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdatePerformance UpdateAttachment UpdateSystem Release UpdateChange Review Board (CRB) UpdateCommunications Update New Reports (Review of MyFloridaMarketPlace Job Aid)DMS Process Team Update

    Looking AheadFocus on InvoicingMyFloridaMarketPlace Upgrade

    Next Meeting Time / Location

  • Team has conducted a number of meetings with agencies to review both the successes and challenges with the current Invoicing functionalityBenefits 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 outcomesVisibility and accountability via the workflow functionalityAbility to approve and move items through an online process flowCommon challenges that were relayed to the team include the following:Performance challenges in May (around year end) were impactful to workloadData Entry for Invoice eForm / Scanning and Attaching of DocumentsPrompt Payment calculations tied to CFO Received DatePreference for mass edit capability across line itemsAgency 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 trainingAdditional initiatives, such as a campaign to increase adoption of electronic invoicing are also in process

    Focus on Invoicing

  • 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 FLAIREncumbrance information becomes out of syncEncumbrances 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

  • 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

  • Agenda Welcome / IntroductionMyFloridaMarketPlace Project UpdatePerformance UpdateAttachment UpdateSystem Release UpdateChange Review Board (CRB) UpdateCommunications Update New Reports (Review of MyFloridaMarketPlace Job Aid)DMS Process Team Update

    Looking AheadFocus on InvoicingMyFloridaMarketPlace Upgrade

    Next Meeting Time / Location