myfloridamarketplace roundtable july 9, 2003 myfloridamarketplace

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MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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Page 1: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

MyFloridaMarketPlace Roundtable

July 9, 2003

MyFloridaMarketPlace

Page 2: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda

Welcome / Overview of Today’s Session

Update on Go-Live

Training Approach

Break

Vendor Registration Guidelines

Resolution of Pending Issues / New Issues

Next Meeting Location / Time

Page 3: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda

Welcome / Overview of Today’s Session

Update on Go-Live

Training Approach

Break

Vendor Registration Guidelines

Resolution of Pending Issues / New Issues

Next Meeting Location / Time

Page 4: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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As of 7/8/2003…

13,304 vendors are registered

DOT, DMS, and STO have created 295 requisitions

13 POs have been transmitted to vendors

MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Update on Go-LiveUpdate on Go-Live

Page 5: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Update on Go-LiveUpdate on Go-Live

Investigation Request is identified

Fix is communicated back to agency

and tested

Investigation Request is prioritized and

worked

Related Activities:

• Project team works with DMS to prioritize investigation request and determine appropriate resolution

• Project team begins work to resolve investigation request

Related Activities:

• Investigation Request is escalated via Customer Service Center

• Investigation Request is identified as either a Blocker, a Major, a Minor or an Enhancement, and is added to Change Request process

Related Activities:

• Fix is completed and communicated to Agency Liaison for testing

• Agency completes testing and communicates result back to project team

• If successful, fix is migrated into Production

Page 6: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda

Welcome / Overview of Today’s Session

Update on Go-Live

Training Approach

Break

Vendor Registration Guidelines

Resolution of Pending Issues / New Issues

Next Meeting Location / Time

Page 7: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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Training Planning meeting should take place 3 – 4 months prior to go-live

Provide an understanding of web-based training

Discuss approach and schedule for upcoming Train the Trainer sessions, including the approach for low-complexity and high complexity modules

Understand Agency’s user base (e.g., # of users to be trained, suggested courses)

Review Action Items for Upcoming Training

Schedule for End User Training

Reserving facilities

Notifying users of upcoming sessions

Consideration of policy/procedure impacts that should be communicated to agency end users

MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Training Planning MeetingsTraining Planning Meetings

Page 8: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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Web Based Training will:

Be accessible online over the Internet, and be available 24 x 7,

Cover MyFloridaMarketPlace functionality

Allow multiple users to be trained simultaneously

Allow users to learn the MyFloridaMarketPlace system independently and at their own pace

Introduce users to basic system functions and give users opportunities for hands on practice

Provide high-fidelity simulations that mimic the live MyFloridaMarketPlace system

Provide four modes of use:

– See It! (users view each of the steps required to perform a task)– Try It! (users perform each task given data prompts)– Know It! (allows users to test whether they have learned how to perform a particular task)– Do It! (allows users to call up the training materials while they are using the system in production)

MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Web-based TrainingWeb-based Training

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High Volume / Low Complexity Sessions: These courses are focused toward the majority of the agency’s end users (e.g., Requisitioners, Approvers), and run 2 days in length.

System Basics

Requisitioning

Approving

Receiving

eQuote

Low Volume / High Complexity Sessions: These courses are focused toward those agency users that have a more focused roles (e.g., a focus on Sourcing, Finance and Accounting), and run 2 1/2 days in length.

Contracts

Advanced Purchasing

Sourcing

Invoicing

MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Training ApproachTraining Approach

Page 10: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Agency Training Activities by MonthAgency Training Activities by Month

T-3 T-2 T-1Week 1

Week 2

Week 3

Week 4

Key Activities:

Opportunity to attend other agency’s Train the Trainer session to participate in “advanced exposure” to system

Exposure to Low Complexity and High Complexity sessions

Agency focus is to identify policy and procedure impacts

Key Activities:

Agency participates in scheduled Train the Trainer sessions

Low Complexity session: 1 week of end to end review, 1 week of additional hands-on / teach-back opportunity

High Complexity session: 1 week of end to end review, 1 week of additional hands-on / teach-back opportunity

Key Activities:

Agency conducts end user training sessions to “core” users of the system

Suggestion is to have trainers “buddy up” to deliver training for the initial deliveries

Some agency end user training will take less than a month, some may take more

Week 1

Week 2

Week 3

Week 4

Low Complexity: Round 1

Low Complexity: Round 1

Week 1

Week 2

Week 3

Week 4

End User Training

End User Training

End User Training

End User Training

Low Complexity: Round 2 /High Complexity

Low Complexity: Round 2 /High Complexity

Page 11: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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Agency’s User Base:

# of Requisitioners?

# of Purchasing Agents?

# of Approvers?

# of Receivers?

# of Finance and Accounting personnel?

# of System Administrators?

MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Understanding the Understanding the Agency’s User Base

Page 12: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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Proposed Schedule for Training

Identify Agency Trainers

Advanced Exposure classes (T-3)

Train the Trainer classes (T-2)

Agency End User Training (T-1)

Schedule facilities for end user training

Notify users of upcoming training sessions

Need to consider policy / procedure impacts that should be communicated to agency end users

MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Action Items for Upcoming Training

Page 13: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda

Welcome / Overview of Today’s Session

Update on Go-Live

Training Approach

Break

Vendor Registration Guidelines

Resolution of Pending Issues / New Issues

Next Meeting Location / Time

Page 14: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda

Welcome / Overview of Today’s Session

Update on Go-Live

Training Approach

Break

Vendor Registration Guidelines

Resolution of Pending Issues / New Issues

Next Meeting Location / Time

Page 15: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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Vendor Registration GuidelinesVendor Registration Guidelines

The Vendor Registration System supports two different approaches to

registration. The vendor may register all of their locations under one location

or register each vendor location separately. Each approach has benefits and

challenges.

Benefits Challenges

Single Vendor Registration

• Ease of registration; management at the corporate level

• All location information must be maintained centrally• All bid responses must be submitted centrally

Multiple Vendor Registrations

• Allows each location to respond to bids independently• Allows each location to submit invoices electronically independently

• Separate locations may have different requirements increasing confusion for the buyers

Page 16: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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Common Vendor Common Vendor Registration QuestionsRegistration Questions

“I have multiple locations at my company, but I receive all of my purchase orders and submit invoices from one location, how should I register?”

- The vendor should complete a single vendor registration with multiple locations. All of the locations should contain the same purchase order

and remit to information.

“I have multiple locations, but I receive my purchase orders and submit invoices at the various locations. All of our locations provide the same

goods and we respond to the State’s bids from our corporate office.”

- The vendor should complete a single vendor registration with multiple locations. Each location should have their own purchase order

information and remit to information.

Page 17: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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Common Vendor Common Vendor Registration QuestionsRegistration Questions

“I have multiple locations, but I receive my purchase orders and submit invoices at the various locations. All of our locations

provide same goods, but we respond to the State’s bids individually.”

- Each vendor location should register themselves separately in order to respond to bids independently.

“Our company has multiple locations the provide different goods or services and function as separate businesses, how should

we register?”

- Each vendor location should register themselves separately.

Page 18: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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Common Vendor Common Vendor Registration QuestionsRegistration Questions

“We have multiple locations in SPURS, should we only register one location or should we register all

locations?”

- The vendor may choose to clean-up the number of registrations that are currently contained in

SPURS, but should register at least the number of locations for each different remit to address in

SPURS. For example, if a vendor has 8 locations in SPURS (but only 6 are unique locations due to

duplicate records in SPURS), there should be at least 6 location registrations in MyFloridaMarketPlace.

Page 19: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda

Welcome / Overview of Today’s Session

Update on Go-Live

Training Approach

Break

Vendor Registration Guidelines

Resolution of Pending Issues / New Issues

Next Meeting Location / Time

Page 20: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda

Welcome / Overview of Today’s Session

Update on Go-Live

Training Approach

Break

Vendor Registration Guidelines

Resolution of Pending Issues / New Issues

Next Meeting Location / Time

Page 21: MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

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Next Meeting: Time / LocationNext Meeting: Time / Location

July 16th

9:00 a.m. – 11:00 a.m.

Carr Building, Room 170