myfloridamarketplace roundtable february 19, 2003 9:00 a.m. – 11:00 a.m

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MyFloridaMarketPlace Roundtable February 19, 2003 9:00 a.m. – 11:00 a.m.

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MyFloridaMarketPlace Roundtable February 19, 2003 9:00 a.m. – 11:00 a.m. 2/19 Roundtable Agenda. Welcome Contracts Management Overview Workflow Future Topics CRP Requirements Status. Contract Management. Is a tool against which to execute Purchase Orders with negotiated contract prices - PowerPoint PPT Presentation

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  • MyFloridaMarketPlace Roundtable

    February 19, 2003

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

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

  • WelcomeContracts Management OverviewWorkflowFuture TopicsCRP Requirements Status2/19 Roundtable Agenda

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

  • Is a tool against which to execute Purchase Orders with negotiated contract prices

    Enables the management of purchase contracts across the agency and state

    Supports management of flat and tiered pricing discounts at a supplier, commodity, or item level

    Supports key decision support metrics such as contract usage and balances, contract profiles, and compliance

    Automates enforcement of contract pricing during purchase ordering

    Automates renewal support including time and value-based notifications

    Contract Management

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

  • Is NOT a tool to author or develop contracts internally

    Is NOT a workflow tool to collaborate with vendors to develop contracts

    Is NOT a tool to scan/create images of contracts, but does allow for attachments

    Is NOT a contract comparison tool

    Is NOT a contract checklist

    Contract Management is Not

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

  • WelcomeContracts Management OverviewWorkflowFuture TopicsCRP Requirements Status2/19 Roundtable Agenda

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

  • WorkflowWhat is workflow?Goals for Workflow DesignWorkflow BasicsManagement ChainRoles and PermissionsSample WorkflowsNext Steps

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

  • What is Workflow?Workflows reflect the approval processes necessary to complete requisitions/purchase orders, receipts, and invoices

    The workflow for any given purchasing document is driven by two factors:Agency workflow decisionsManagement Chain - System data/settings of the relevant users

    User data and settings will be discussed in greater detail in a future meeting

    We have documented standard approval processes based on Florida purchasing rules, and have created workflow templates that can be customized to meet individual agency needs

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

  • Goals for Workflow DesignAn effective workflow should:

    Meet the business needs of the agency by allowing the appropriate parties to approve procurement documents

    Increase the functional efficiency of the procurement process by reducing unnecessary steps in the approval chain

    Minimize the time elapsed between creation of a requisition and receipt of goods, matching, and payment

    Your agency can use this opportunity to streamline your business processes and incorporate best procurement practices into your MyFloridaMarketPlace workflows

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

  • Workflow BasicsMyFloridaMarketPlace workflows are system generated, and can also be supplemented with manually-added approvers on a requisition by requisition basis

    Approvals can be: Serial -

    Parallel -

    Combination -

    Approvers can be from different agencies (e.g. DMS, DFS, AG, etc.)

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

  • Workflow DetailsAdd Approver - Requestors or approvers can add other system users to the approval flow of any purchasing document

    Approvers can be mandatory or optional (watchers)

    Users can delegate their authority to other system users, to take place either immediately or in the future

    Requestors can create requisitions of behalf of other system requestors within their agency

    System users who have adequate security clearance can view the approval flow of a requisition and see where it is along the chain

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

  • Workflow Management ChainThe management chain consists of two pieces of data, which are required for all system users:a system supervisor (next person in the approval chain)a $ authority for approving requisitions (called a management level)

    If a requestor doesnt have the authority to approve the requisition, it will be routed to their system supervisor for approval.

    A requisition will continue through the management chain until it has been approved by a user with a management level higher than the value of the requisition, at which time it continue on the rest of the workflow.

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

  • Roles determine a users authorityRoles describe users by functional area within the procurement process

    Permissions are assigned to rolesPermissions describe specific functionality in the systemPermissions control access to parts of the system and access to system data

    Roles and permissions provide security by allowing a system user to see/do only what their job requiresWorkflowRoles and Permissions

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

  • Each user in the system needs at least one role (e.g. Approver)

    Users can have multiple roles

    One role may have many permissionsWorkflowRoles and Permissions

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

  • WorkflowMapping Permissions to RolesWhat eProcurement functions can users perform?Sample Only

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

    Sheet1

    QuestionYes / NoComments

    Users

    Can all individuals within your Agency be mapped to distinct roles, each with a set of standard privileges? Such roles would include Requisitioner, Supervisor(s), Purchasing Agent and Agency Chief Procurement Officer.

    "What procurement activities (functions) can users perform?"

    Please review the following table of roles and permissions:

    ROLES

    FUNCTIONSRequestorApproverPurchasing AgentCommodity Approver

    Create Requisitionsx

    Approve Requisitionsxxx

    Add Approver to Requisitionxxxx

    Edit & Approve Requisitionxx

    Gather informal bidsxxx

    Gather formal bidsx

    Receive Itemsx

    Approve Receipt of Itemsx

    Purpose: To gather data to map permissions to roles, and to assign users to roles. What procurement activities (functions) can users perform?

    Sheet2

    Sheet3

  • WorkflowAssigning Roles for System UsersSample Only

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

    Sheet1

    UserE-Mail AddressRequestorApproverPurchasing AgentSpecial Commodity ApproverCentral ReceiverInvoicerInvoice ApproverMatching Exception HandlerMatching Approver

    John [email protected]

    Sally SmithSally.Smi[email protected]

    Nancy [email protected]

    Stan [email protected]

    Jill [email protected]

    Randy [email protected]

    [email protected]

    [email protected]

    [email protected]

    [email protected]

    [email protected]

    [email protected]

    Sheet2

    Sheet3

  • WorkflowTypes of Approvals

    Deputy Secretary approves all requisitions over $25,000

    CIO approves all technology purchases (IRR)Fixed Capital OutlayCSA

    Finance and Accounting and Purchasing office has approval on all requisitionsComptroller approves all leases over Category 2.DFS approves all payment requests >$10001. Management Levels2. Special (Commodity Code)3. Administrative4. Inter-AgencyPrimary Drivers: Division, $ amountPrimary Drivers: agency-wide requirementsPrimary Drivers: type of item requestedPrimary Drivers: statewide purchasing rules, item requested, $ threshold

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

  • WorkflowExamples of Inter-Agency ApprovalsDFS Advanced Payments > Category 2STO Voice related goods and services > Category 2STO IT purchases over Category 2STO Single source IT purchases above Category 4DMS State Maintenance Office and Fleet Mgmt vehicle purchases outside of initial allocationsDFS/Comptroller Leases on office equipment (e.g. copiers)DMS Insurance all insurance purchasesDMS Facilities all construction/remodeling bids (except DOT and DOE)

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

  • Workflow for Statewide or Agency Term Contract (Catalog) PurchasesExamples:

    $400 worth of office supplies that are on term contract.

    $8000 in term contract computer equipment.

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

  • Workflow for Open Market (Non-Contract) PurchasesExamples:

    $450 worth of specialty fire equipment that isnt on term contract. $12,000 in digital video equipment that isnt on term contract.

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

  • Workflow for ReceivingReceiving Only goods will require a receipt

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

  • Workflow for Invoice Matching & Exception Handling

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

  • Project Team TimelineThe agency workflow process will begin 2-5 months prior to your agency go-live date

    Your Agency Liaison will contact you to set up a time to discuss your workflows in that timeframe

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

  • Agency Next StepsCompile list of internal and/or external special approvals

    Understand the approval flow needs of all divisions/offices as neededDont miss opportunity to standardize and streamline your agencys workflow

    Be prepared to make decisions on how workflows will be used for your agency

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

  • WelcomeContracts Management OverviewWorkflowFuture TopicsCRP Requirements Status2/19 Roundtable Agenda

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

  • Future CRP Topics

    Vendor RegistrationIntegration with FLAIRTrainingAgency Technical Preparedness/NetworkingAgency Rollout ScheduleUser Acceptance TestingSecurity AdministrationFeeReluctant Vendor PolicyChanges to Policy/Rules

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

  • WelcomeContracts Management OverviewWorkflowFuture TopicsCRP Requirements Status2/19 Roundtable Agenda

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

  • Questions??

    Next Meeting:Tuesday, 2/25 10 a.m 12 a.m.DEP Twin Towers Building, Room 609

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