myfloridamarketplace roundtable november 12, 2003

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MyFloridaMarketPlace Roundtable November 12, 2003

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MyFloridaMarketPlace Roundtable November 12, 2003. MyFloridaMarketPlace Roundtable Session Agenda. Welcome / Overview of Today’s Session MyFloridaMarketPlace Status Update FLAIR Integration Update Billing and Collection Overview Break MRO Materials Overview Office Consumables Update - PowerPoint PPT Presentation

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  • MyFloridaMarketPlace Roundtable

    November 12, 2003

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

  • Welcome / Overview of Todays SessionMyFloridaMarketPlace Status UpdateFLAIR Integration UpdateBilling and Collection OverviewBreakMRO Materials OverviewOffice Consumables UpdateResolution of Pending Issues / New IssuesNext Meeting Location / TimeMyFloridaMarketPlace Roundtable Session Agenda

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

  • Welcome / Overview of Todays SessionMyFloridaMarketPlace Status UpdateFLAIR Integration Update/Scanning RequirementBilling and Collection OverviewBreakMRO Materials OverviewOffice Consumables UpdateResolution of Pending Issues / New IssuesNext Meeting Location / TimeMyFloridaMarketPlace Roundtable Session Agenda

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

  • MyFloridaMarketPlace Project StatisticsVendors Registered: 27,518 vendors registered in MyFloridaMarketPlace as of 11/07/0332% of vendors registered are CMBE/MBE50% registered for eQuote43% registered for Sourcing; 64% registered with a commodity code
  • Welcome / Overview of Todays SessionMyFloridaMarketPlace Status UpdateFLAIR Integration Update / Scanning RequirementBilling and Collection OverviewBreakMRO Materials OverviewOffice Consumables UpdateResolution of Pending Issues / New IssuesNext Meeting Location / TimeMyFloridaMarketPlace Roundtable Session Agenda

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

  • MyFloridaMarketPlaceFLAIR Interface UpdateAcceptance testing is underway with Agencies and DFS. Completed encumbrances. Expected to complete third and final pass of disbursements on Wednesday 11/12/03DFS to complete unscripted testing and auditing modifications testing on Friday 11/14/03Target for go-live with real-time encumbrances and disbursements is moved from 11/13 to 11/17 for the 6 agencies currently using the MyFloridaMarketPlace systemTrainingLive training for live agencies (DOT, DMS, STO, DJJ, DOH, and Citrus) conducted week of 11/3 and week of 11/10Training for December, January, and February Agencies TBD.Web-based training is beginning to be updated the week of 11/10Agency roll-out implications: we will wait approximately 30 days to roll-out to additional usersDEP & DVA from 11/17 to 12/15FDLE & DOC from 12/1 to 1/15HSMV from 12/1 to 2/1

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

  • MyFloridaMarketPlaceScanning RequirementDFS will be publishing a formal memo requiring Agencies to scan/attach any invoices that are not received electronically

    Will be distributing communication to State Term Contract vendors on 11/12 with instructions and information they can use to register for the Ariba Supplier Network (ASN)Registration with the ASN will allow vendors to conduct electronic invoicingOnce this has been communicated to State Term Contract vendors, the team will begin communication efforts to non State Term Contract vendors

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

  • Welcome / Overview of Todays SessionMyFloridaMarketPlace Status UpdateFLAIR Integration Update / Scanning RequirementBilling and Collection OverviewBreakMRO Materials OverviewOffice Consumables UpdateResolution of Pending Issues / New IssuesNext Meeting Location / TimeMyFloridaMarketPlace Roundtable Session Agenda

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

  • MyFloridaMarketPlaceBilling and CollectionWhat are we planning to do?Implement an automated system to generate supplier bills that identify fee-eligible spend and requests payment of the 1% transaction feesWhy are we implementing an automated billing system?To provide vendors an accurate reflection of their fee-eligible transactionsRemove burden of self-reporting from the majority of vendorsIncrease timeliness and accuracy of fee collectionEasily identify and initiate actions against vendors with past-due balances

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

  • MyFloridaMarketPlaceBilling and CollectionWhen will the system start sending bills?We expect to begin generating the first bills in Spring 2004The implementation team is currently documenting requirements and working on infrastructure setup and functional designsWe will finalize and communicate the target go live date after design is completeOnce we go live, we will bill the current month forward- We will not retroactively bill for previous months transaction feesHow will it work?Once a month, fee-eligible transactions will be identified and fees calculatedBills will be generated and sent to the vendorsVendors will mail a check (and completed self-report forms for non MFMP transactions) to the MyFloridaMarketPlace PO BoxThe bank will process payments and vendor accounts will be updatedWe will follow up with vendors with past due balances and/or reports

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

  • MyFloridaMarketPlaceBilling and CollectionWhat transactions will / won't be included? We can only send bills for transactions initiated through MyFloridaMarketPlaceAll vendors doing business with an agency (or other eligible user group) that is actively using MyFloridaMarketPlace will receive a bill to collect fees on eligible transactionsState term contract vendors doing business with other eligible user groups (e.g. local governments, educational entities, etc.) not using MyFloridaMarketPlace will continue to self-report those transactions and related feesThere are several agencies joining MyFloridaMarketPlace on a phased implementation schedule (e.g. Department of Corrections). Only transactions for the portion of the agency that is deployed and using MFMP will be included on vendor bills. Vendors will be required to self-report any non-MFMP transactions until the agency is fully deployed.The system will calculate fee eligibility / exemption based on the vendor chosen or the contract selectedThe system will generate bills based on approved vendor invoice amount, which takes into account change orders, cancellations, etc.

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

  • MyFloridaMarketPlaceBilling and CollectionWhat is the impact for agencies?Agencies will follow the established process for identifying and approving exempted transactionsAgencies should redirect any vendor questions regarding bills and transaction fees to the MFMP Help DeskWhat is the impact for vendors?The current self-reporting process will change - vendors will receive billsPossibility that timing of payments and self-reported data will changeEven though we send bills for transactions initiated through MFMP, State term contract vendors will still have to self-report transactions for other eligible user groups not using MFMP

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

  • Welcome / Overview of Todays SessionMyFloridaMarketPlace Status UpdateFLAIR Integration Update / Scanning RequirementBilling and Collection OverviewBreakMRO Materials OverviewOffice Consumables UpdateResolution of Pending Issues / New IssuesNext Meeting Location / TimeMyFloridaMarketPlace Roundtable Session Agenda

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

  • Welcome / Overview of Todays SessionMyFloridaMarketPlace Status UpdateFLAIR Integration Update / Scanning RequirementBilling and Collection OverviewBreakMRO Materials OverviewOffice Consumables UpdateResolution of Pending Issues / New IssuesNext Meeting Location / TimeMyFloridaMarketPlace Roundtable Session Agenda

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

  • Welcome / Overview of Todays SessionMyFloridaMarketPlace Status UpdateFLAIR Integration Update / Scanning RequirementBilling and Collection OverviewBreakMRO Materials OverviewOffice Consumables UpdateResolution of Pending Issues / New IssuesNext Meeting Location / TimeMyFloridaMarketPlace Roundtable Session Agenda

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

  • Next Meeting: Time / LocationDecember 10, 2003

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

    Carr Building, Room 170

    If there are any changes to the date / time, well send an e-mail to the Agency Liaison!

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