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

MyFloridaMarketPlace Roundtable

February 19, 2003

9:00 a.m. – 11:00 a.m.

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• Welcome

• Contracts Management Overview

• Workflow

• Future Topics

• CRP Requirements Status

2/19 Roundtable Agenda2/19 Roundtable Agenda

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• 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

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• 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

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• Welcome


• Workflow

• Future Topics



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Workflow

• What is workflow?• Goals for Workflow Design• Workflow Basics• Management Chain• Roles and Permissions• Sample Workflows• Next Steps

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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 decisions• Management 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

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Goals for Workflow Design

• An 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

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• MyFloridaMarketPlace 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.)

Workflow Basics

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Workflow Details

• “Add 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

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Workflow Management Chain

• The 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 doesn’t 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.

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• Roles determine a user’s authority• Roles describe users by functional area within the

procurement process

• Permissions are assigned to roles• Permissions describe specific functionality in the system• Permissions 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 requires

WorkflowRoles and Permissions

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

• Users can have multiple roles

• One role may have many permissions

Purchasing Agent(Role)

Approve Requisitions(Permission)

Create and Issue a Quote(Permission)

Edit Requisitions(Permission)

Sally Smith(User)

WorkflowRoles and Permissions

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WorkflowMapping Permissions to Roles

What eProcurement functions can users perform?

ROLES

FUNCTIONS Requestor ApproverPurchasing

AgentCommodity Approver

Create Requisitions x

Approve Requisitions x x x

Add Approver to Requisition x x x x

Edit & Approve Requisition x x

Gather informal bids x x x

Gather formal bids x

Receive Items x

Approve Receipt of Items x

Sample Only

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WorkflowAssigning Roles for System Users

User E-Mail Address Requestor ApproverPurchasing

Agent

Special Commodity Approver

John Doe [email protected] XSally Smith [email protected] X XNancy Drew [email protected] X XStan Brown [email protected] X XJill Thomas [email protected] XRandy Johnson [email protected] X

Sample Only

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WorkflowTypes of Approvals

• Deputy Secretary approves all requisitions over $25,000

• CIO approves all technology purchases (IRR)

• Fixed Capital Outlay• CSA

• Finance and Accounting and Purchasing office has approval on all requisitions

• Comptroller approves all leases over Category 2.

• DFS approves all payment requests >$1000

1. Management Levels 2. Special (Commodity Code)

3. Administrative 4. Inter-Agency

Primary Drivers: Division, $ amount

Primary Drivers: agency-wide requirements

Primary Drivers: type of item requested

Primary Drivers: statewide purchasing rules, item requested, $ threshold

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WorkflowExamples of Inter-Agency

Approvals

• DFS – Advanced Payments > Category 2• STO – Voice related goods and services > Category 2• STO – IT purchases over Category 2• STO – Single source IT purchases above Category 4• DMS State Maintenance Office and Fleet Mgmt – vehicle

purchases outside of initial allocations• DFS/Comptroller – Leases on office equipment (e.g.

copiers)• DMS Insurance – all insurance purchases• DMS Facilities – all construction/remodeling bids (except

DOT and DOE)

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Workflow for Statewide or Agency Term Contract

(Catalog) PurchasesBelow Agency's Purchasing

Threshold (e.g. <$500)

Requester

F&A/Budget

Above Agency's PurchasingThreshold (e.g. >$500)

ManagementChain

PurchasingAgent

5001000

2500500010000

AgencyCommodityApprovers

(if applicable)

IT/IRRFleetWeapons

Cross-AgencyCommodityApprovers

(if applicable)

STOFleetInsurance

Requester

F&A/Budget

ManagementChain

5001000

2500500010000


(if applicable)

IT/IRRFleetWeapons


(if applicable)

STOFleetInsurance

Examples:

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

•$8000 in term contract computer equipment.

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Workflow for Open Market (Non-Contract) Purchases

Requester

Requester

Below Agency's PurchasingThreshold (e.g. <$500)

Above Agency's PurchasingThreshold (e.g. >$500)

PurchasingAgent

F&A/Budget

ManagementChain

PurchasingAgent

5001000

2500500010000


(if applicable)

IT/IRRFleetWeapons


(if applicable)

STOFleetInsurance

PurhcasingAgent

F&A/Budget

ManagementChain

5001000

2500500010000


(if applicable)

IT/IRRFleetWeapons


(if applicable)

STOFleetInsurance

Examples:

•$450 worth of specialty fire equipment that isn’t on term contract.

•$12,000 in digital video equipment that isn’t on term contract.

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Workflow for Receiving

Receiving – Only goods will require a receipt

Requestor?Central Receiving

(may be a group ofindividuals)

(Manual & Optional)

Requestor

CentralReceiving

DesktopReceiving

Select Ship ToAddress: Desktop

or Central

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Workflow for Invoice Matching

& Exception Handling

ResolutionInitiator

(Receiver,Purchasing, etc.)

MatchingSupervisor

(F&A)

ExceptionHandler(F&A)

MatchingSupervisor

(F&A)

TO BE - Goods: Matching - Standard

Automatic3-WayMatch

* Manually addedas needed

State of FLComptroller


>1000

>1000

Automatic2-Way Match

(P.O. toInvoice)

Requestor(Invoice Approval)

F&A MatchingSupervisor


TO BE - Services: Standard Driven by commodity code

>1000

SuccessfulMatch?

Yes

No

SuccessfulMatch?

Yes

NoRequestor

(Invoice Approval)

ResolutionInitiator

(Receiver,Purchasing, etc.)

MatchingSupervisor

(F&A)

ExceptionHandler(F&A)

* Manually addedas needed


>1000

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Project Team Timeline

• The 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

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Agency Next Steps

• Compile list of internal and/or external special approvals

• Understand the approval flow needs of all divisions/offices as needed• Don’t miss opportunity to standardize and streamline your

agency’s workflow

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

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• Welcome


• Workflow

• Future Topics



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Future CRP Topics

•

Vendor Registration

•

Integration with FLAIR

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Training

•

Agency Technical Preparedness/Networking

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Agency Rollout Schedule

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User Acceptance Testing

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Security Administration

•

Fee

•

Reluctant Vendor Policy

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Changes to Policy/Rules

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• Welcome


• Workflow

• Future Topics



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Questions??

Next Meeting:Tuesday, 2/25 10 a.m – 12 a.m.

DEP Twin Towers Building, Room 609

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

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