myfloridamarketplace roundtable august 20, 2003

MyFloridaMarketPlace Roundtable

August 20, 2003

MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda

Welcome / Overview of Today’s Session

Communications Toolkit Update

Overview of System Roles

Break

DOT Lessons Learned

Resolution of Pending Issues / New Issues

Next Meeting Location / Time

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Break

DOT Lessons Learned



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The communications toolkit is located at

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

Communications Toolkit

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Break

DOT Lessons Learned



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Requestors

Management Approvers

Special Commodity Approvers

Budget Approvers

Receivers

F&A – Disbursements Staff

Purchasing Agents

Contract Managers

Functional Users of MyFloridaMarketPlace

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Requestor eQuote – No Accounting Edit

Requestor eQuote

Requestor No eQuote – No Accounting Edit Requestor No eQuote

eQuo

te A

utho

rity?

No

Yes

Accounting Edit Authority

Limited Unlimited

Purchasing Roles – Choosing a Requestor type

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System Roles - Requestor

Requestor - 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 aren’t 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 aren’t associated with the Expansion Option (EO).

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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.

System Roles (cont.)

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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.

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Requestor

Supervisory / Management Chain Approvers

Purchasing Agent

(1) Requestor role

Approver Inquirer (Optional) Analysis Authorized (Optional)

(1) Requestor role PUI: Purchasing Agent PUI: Purchasing Office PUI: Contract Specialist (optional) Inquirer Analysis Authorized

Mapping Users to Roles

Functional Role in Agency System Role(s) loaded

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Special Commodity/Object Code Approver

F&A / Budget Approver (Requisition)

F&A Approver (Disbursement)

Formal Solicitation Team Member

PUI: Special Commodity / Object Code Role

Approver Inquirer (Optional) Analysis Authorized (Optional)

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

Solicitation Enabled

Functional Role in Agency System Role(s) loaded

Mapping Users to Roles (con’t)

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User Management Levels

Every user of MyFloridaMarketPlace must have a management level assigned to them.

A user’s management level is their dollar threshold authority to create and approve requisitions without requiring further management chain approval.

Management Level Definition

Zero (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 / 500,000

Requisitions submitted under the Requestors dollar threshold does not require management chain approval(s). Requisitions above dollar threshold require management chain approval(s).

Unlimited No requisitions submitted require any further management chain approval(s).

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Next Steps

Make 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)

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Break

DOT Lessons Learned



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Communication Rule Development Training Vendor Registration Current Status

MyFloridaMarketPlaceMyFloridaMarketPlacePilot UpdatePilot Update

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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 groups

Since Go-Live, DOT issues funneled through one person for communication to Project team and consistent tracking

New practice of daily teleconference to update production issues very helpful

Continue to work on improving communications


Communication

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Key issues were not surfaced until roundtable discussion Exemptions from fee critical to buyer and vendor acceptance P-Card use was critical issue to system implementation Major impact on how DOT proceeded with project and which

internal staff needed to be involved and communications with vendors


Rule Development

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Involved six weeks of full time commitment of 25 key Procurement staff during May and June in order to train DOT’s 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 training

Three weeks to train approximately 1200 users – requestors and approvers

Invaluable experience for trainers to learn system


Training

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Agency role in vendor registration has not been clear Placed notice on DOT Web Site about registration Sent letters in May to all DOT SPURS vendors telling them to

register Since June have been involved with individual assistance to

vendors conducting business with DOT Help Desk and Agency responsibilities require ongoing

clarification


Vendor Registration

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Production issues have been raised and are being resolved – but have required “work arounds”

As of August 1, DOT has entered 282 Requisitions resulting in 158 Purchase Orders

Invoicing 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 received

System issues and workarounds have resulted in frustration and decline in user acceptance since training

Re-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 entered


Current Status

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Break

DOT Lessons Learned



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Break

DOT Lessons Learned



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Next Meeting: Time / LocationNext Meeting: Time / Location

September 3rd

9:00 a.m. – 11:00 a.m.

Carr Building, Room 170

myfloridamarketplace roundtable august 20, 2003

Documents

accenture llp

accounting fields

equotethis information

informal quotes

system roles cont

requesting roles

final approver

approver wit