myfloridamarketplace roundtable february 19, 2003 9:00 a.m. – 11:00 a.m
DESCRIPTION
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 PresentationTRANSCRIPT
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
3
• 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
• Contracts Management Overview
• Workflow
• Future Topics
• CRP Requirements Status
2/19 Roundtable Agenda2/19 Roundtable Agenda
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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
AgencyCommodityApprovers
(if applicable)
IT/IRRFleetWeapons
Cross-AgencyCommodityApprovers
(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
AgencyCommodityApprovers
(if applicable)
IT/IRRFleetWeapons
Cross-AgencyCommodityApprovers
(if applicable)
STOFleetInsurance
PurhcasingAgent
F&A/Budget
ManagementChain
5001000
2500500010000
AgencyCommodityApprovers
(if applicable)
IT/IRRFleetWeapons
Cross-AgencyCommodityApprovers
(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
State of FLComptroller
>1000
>1000
Automatic2-Way Match
(P.O. toInvoice)
Requestor(Invoice Approval)
F&A MatchingSupervisor
State of FLComptroller
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
State of FLComptroller
>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
• Contracts Management Overview
• Workflow
• Future Topics
• CRP Requirements Status
2/19 Roundtable Agenda2/19 Roundtable Agenda
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Future CRP Topics
•
Vendor Registration
•
Integration with FLAIR
•
Training
•
Agency Technical Preparedness/Networking
•
Agency Rollout Schedule
•
User Acceptance Testing
•
Security Administration
•
Fee
•
Reluctant Vendor Policy
•
Changes to Policy/Rules
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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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Questions??
Next Meeting:Tuesday, 2/25 10 a.m – 12 a.m.
DEP Twin Towers Building, Room 609