myfloridamarketplace roundtable august 20, 2003

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MyFloridaMarketPlace Roundtable August 20, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace. MyFloridaMarketPlace Roundtable August 20, 2003. MyFloridaMarketPlace Roundtable Session Agenda. Welcome / Overview of Today’s Session Communications Toolkit Update Overview of System Roles Break DOT Lessons Learned Resolution of Pending Issues / New Issues - PowerPoint PPT Presentation

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  • MyFloridaMarketPlace Roundtable

    August 20, 2003MyFloridaMarketPlace

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

  • MyFloridaMarketPlace Roundtable Session AgendaWelcome / Overview of Todays SessionCommunications Toolkit UpdateOverview of System RolesBreakDOT Lessons LearnedResolution of Pending Issues / New IssuesNext Meeting Location / Time

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

  • MyFloridaMarketPlace Roundtable Session AgendaWelcome / Overview of Todays SessionCommunications Toolkit UpdateOverview of System RolesBreakDOT Lessons LearnedResolution of Pending Issues / New IssuesNext Meeting Location / Time

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

  • Communications ToolkitThe communications toolkit is located at

    http://marketplace.myflorida.com/toolkit/toolkit.htm

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

  • MyFloridaMarketPlace Roundtable Session AgendaWelcome / Overview of Todays SessionCommunications Toolkit UpdateOverview of System RolesBreakDOT Lessons LearnedResolution of Pending Issues / New IssuesNext Meeting Location / Time

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

  • Functional Users of MyFloridaMarketPlaceRequestors

    Management Approvers

    Special Commodity Approvers

    Budget Approvers

    Receivers

    F&A Disbursements Staff

    Purchasing Agents

    Contract Managers

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

  • Purchasing Roles Choosing a Requestor typeeQuote Authority?NoYesAccounting Edit AuthorityLimitedUnlimited

    Requestor eQuote No Accounting EditRequestor eQuoteRequestor No eQuote No Accounting EditRequestor No eQuote

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

  • System Roles - RequestorRequestor - eQuote: The most powerful of the requesting roles. Allows users to create informal quotes and edit all accounting fields for their requisitions.

    Requestor No eQuote: Allows users to edit all accounting fields for their requisitions, but purchasing will have to create their informal quotes.

    Requestor eQuote No Accounting Edit: Allows users to create informal quotes, but can only edit accounting fields for their requisitions that arent associated with the Expansion Option (EO).

    Requestor No eQuote No Accounting Edit: The most restrictive of the requesting roles. Users cannot create informal quotes, and can only edit accounting fields for their requisitions that arent associated with the Expansion Option (EO).

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

  • System Roles (cont.)Approver: This role identifies a user as an approver within the system.

    PUI: Purchasing Agent: This role provides users with the ability to source requisitions, make edits to requisitions in the approval flow.

    PUI: Purchasing Office: This role provides users with the ability to make edits to requisitions in the approval flow, send POs to vendors (as the final approver) and create change orders.

    PUI: Special Commodity Code/Object Code Approver/s: An approver within the system that will appear in the approval flow of a requisition if certain items or services are requested.

    PUI: F&A/Budget Requisition Approver: An approver within the system that verifies accounting codes have been properly coded on the requisition (prior to sending the PO to the vendor).

    Inquirer: allows a user to search for and view to all purchasing activities taking place within MyFloridaMarketPlace.

    Analysis Authorized: gives user access to statewide transactional reports and access to the Analysis tool.

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

  • System Roles (cont.)Address Code: Central Receiver: Receives any items that are shipped to a Central receiving address.

    PUI: Exception Handler: Resolves any invoice matching exceptions on the payment side (either directly or by passing it on to the appropriate party).

    PUI: Invoice Manager: Approves automatic 2 and 3 way matching and matching exception resolution on the payment side.

    PUI: Contract Administrator: Creates and edits contracts within MyFloridaMarketPlace.

    PUI: Master Agreement Manager: Approves edits and payments made against contracts.

    Solicitation Enabled: Allows any system user to be a part of the evaluation team for a sourcing event.This could be the same person

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

  • Mapping Users to RolesRequestor

    Supervisory / Management Chain Approvers

    Purchasing Agent(1) Requestor role

    ApproverInquirer (Optional)Analysis Authorized (Optional)

    (1) Requestor rolePUI: Purchasing AgentPUI: Purchasing OfficePUI: Contract Specialist (optional)InquirerAnalysis AuthorizedFunctional Role in Agency System Role(s) loaded

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

  • Mapping Users to Roles (cont)Special Commodity/Object Code Approver

    F&A / Budget Approver (Requisition)

    F&A Approver (Disbursement)

    Formal Solicitation Team MemberPUI: Special Commodity / Object Code Role

    ApproverInquirer (Optional)Analysis Authorized (Optional)

    PUI: Exception HandlerPUI: Invoice Manager Inquirer (Optional)Analysis Authorized (Optional)

    Solicitation EnabledFunctional Role in Agency System Role(s) loaded

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

  • User Management LevelsEvery user of MyFloridaMarketPlace must have a management level assigned to them.A users management level is their dollar threshold authority to create and approve requisitions without requiring further management chain approval.

    Management LevelDefinitionZero (0)All requisitions submitted require management chain approval(s).500 / 1,000 / 2,000 / 2,500 /5,000 / 10,000 / 15,000 / 25,000 / 100,000 / 200,000 / 500,000Requisitions submitted under the Requestors dollar threshold does not require management chain approval(s). Requisitions above dollar threshold require management chain approval(s).UnlimitedNo requisitions submitted require any further management chain approval(s).

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

  • Next StepsMake decisions on how to set up users:What requestor role/s will you use?One or two layers of approval for disbursements?

    Gather key data for all agency employees that will need to create, approve, or pay POs (on the spreadsheet we provide)

    Identify special approvers in your agency and what commodities/object codes they need to approve.

    Who will be central receivers for each address? (if utilizing central receiving)

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

  • MyFloridaMarketPlace Roundtable Session AgendaWelcome / Overview of Todays SessionCommunications Toolkit UpdateOverview of System RolesBreakDOT Lessons LearnedResolution of Pending Issues / New IssuesNext Meeting Location / Time

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

  • CommunicationRule DevelopmentTrainingVendor Registration Current StatusMyFloridaMarketPlacePilot Update

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

  • Established cross-functional project team Procurement, Accounting, Information Technology and key District staff Members of team attended CRPs Primary methods of communicating were: frequent e-mails, frequent meetings, weekly teleconferences with Districts, monthly reports to Executive Board, regular discussions with key industry groupsSince Go-Live, DOT issues funneled through one person for communication to Project team and consistent trackingNew practice of daily teleconference to update production issues very helpfulContinue to work on improving communications

    MyFloridaMarketPlacePilot UpdateCommunication

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

  • Key issues were not surfaced until roundtable discussionExemptions from fee critical to buyer and vendor acceptanceP-Card use was critical issue to system implementationMajor impact on how DOT proceeded with project and which internal staff needed to be involved and communications with vendorsMyFloridaMarketPlacePilot UpdateRule Development

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

  • Involved six weeks of full time commitment of 25 key Procurement staff during May and June in order to train DOTs planned number of users (1200)Train the trainer sessions took three weeks first week was presenting initial training second week was procedural analysis how to integrate procedural changes required into training - third week was revising trainingThree weeks to train approximately 1200 users requestors and approvers Invaluable experience for trainers to learn system

    MyFloridaMarketPlacePilot UpdateTraining

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

  • Agency role in vendor registration has not been clearPlaced notice on DOT Web Site about registrationSent letters in May to all DOT SPURS vendors telling them to registerSince June have been involved with individual assistance to vendors conducting business with DOT Help Desk and Agency responsibilities require ongoing clarification

    MyFloridaMarketPlacePilot UpdateVendor Registration

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

  • Production issues have been raised and are being resolved but have required work aroundsAs of August 1, DOT has entered 282 Requisitions resulting in 158 Purchase OrdersInvoicing module not available pending DFS date for FLAIR interface work load and control issue intend to continue to use P-Card to minimize invoices until DFS approval is receivedSystem issues and workarounds have resulted in frustration and decline in user acceptance since trainingRe-training will be required once approval from DFS for FLAIR interface/invoicing is obtained and DMS gives the go-ahead for all state contracts to be enteredMyFloridaMarketPlacePilot UpdateCurrent Status

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

  • MyFloridaMarketPlace Roundtable Session AgendaWelcome / Overview of Todays SessionCommunications Toolkit UpdateOverview of System RolesBreakDOT Lessons LearnedResolution of Pending Issues / New IssuesNext Meeting Location / Time

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

  • MyFloridaMarketPlace Roundtable Session AgendaWelcome / Overview of Todays SessionCommunications Toolkit UpdateOverview of System RolesBreakDOT Lessons LearnedResolution of Pending Issues / New IssuesNext Meeting Location / Time

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

  • Next Meeting: Time / LocationSeptember 3rd

    9:00 a.m. 11:00 a.m.

    Carr Building, Room 170

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