myfloridamarketplace roundtable november 12, 2003

MyFloridaMarketPlace Roundtable

November 12, 2003

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Welcome / Overview of Today’s Session

MyFloridaMarketPlace Status Update

FLAIR Integration Update

Billing and Collection Overview

Break

MRO Materials Overview

Office Consumables Update

Resolution of Pending Issues / New Issues

Next Meeting Location / Time

MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda

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FLAIR Integration Update/Scanning Requirement


Break






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MyFloridaMarketPlace Project Statistics

Vendors Registered:

27,518 vendors registered in MyFloridaMarketPlace as of 11/07/03

32% of vendors registered are CMBE/MBE

50% registered for eQuote

43% registered for Sourcing; 64% registered with a commodity code

<1% registered for Ariba Supplier Network (e-Invoicing)

Initial Agencies (DMS, STO, DOT, Citrus, DOH, DJJ):

Approximately 3,800 users across 6 agencies

4,143 requisitions and 3,719 Purchase Orders issued for $67,239,000 through 11/07/03

Sourcing: 20 formal bid events open with 7 awarded

eQuote: 115 items awarded for a total of $623,695 or an average of $16,718 per quote through 10/31

Contracts/Catalogs:

555 Contracts Loaded

543 Catalogs Loaded

30,130 SKUs Loaded

MFMP Customer Call Center Contacts By Month

0

2000

4000

6000

8000

10000

May Jun Jul Aug Sept Oct

Month

Co

nta

cts

Buyer

Vendor

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FLAIR Integration Update / Scanning Requirement


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MyFloridaMarketPlaceFLAIR Interface Update

Acceptance testing is underway with Agencies and DFS. Completed encumbrances. Expected to complete third and final pass of disbursements on Wednesday 11/12/03

DFS to complete unscripted testing and auditing modifications testing on Friday 11/14/03

Target 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 system

Training

Live training for live agencies (DOT, DMS, STO, DJJ, DOH, and Citrus) conducted week of 11/3 and week of 11/10

Training for December, January, and February Agencies TBD.

Web-based training is beginning to be updated the week of 11/10

Agency roll-out implications: we will wait approximately 30 days to roll-out to additional users

DEP & DVA from 11/17 to 12/15

FDLE & DOC from 12/1 to 1/15

HSMV from 12/1 to 2/1

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MyFloridaMarketPlaceScanning Requirement

DFS 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 invoicing

Once this has been communicated to State Term Contract vendors, the team will begin communication efforts to non State Term Contract vendors

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MyFloridaMarketPlaceMyFloridaMarketPlaceBilling and CollectionBilling and Collection

What 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 fees

Why are we implementing an automated billing system? To provide vendors an accurate reflection of their fee-eligible transactions

Remove burden of self-reporting from the majority of vendors

Increase timeliness and accuracy of fee collection

Easily identify and initiate actions against vendors with past-due balances

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When will the system start sending bills? We expect to begin generating the first bills in Spring 2004

The implementation team is currently documenting requirements and working on infrastructure setup and functional designs

We will finalize and communicate the target go live date after design is complete

Once we go live, we will bill the current month forward- We will not retroactively bill for previous month’s transaction fees

How will it work? Once a month, fee-eligible transactions will be identified and fees calculated

Bills will be generated and sent to the vendors

Vendors will mail a check (and completed self-report forms for non MFMP transactions) to the MyFloridaMarketPlace PO Box

The bank will process payments and vendor accounts will be updated

We will follow up with vendors with past due balances and/or reports

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What transactions will / won't be included? We can only send bills for transactions initiated through MyFloridaMarketPlace

All 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 transactions

State 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 fees

There 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 selected

The system will generate bills based on approved vendor invoice amount, which takes into account change orders, cancellations, etc.

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What is the impact for agencies? Agencies will follow the established process for identifying and approving exempted

transactions

Agencies should redirect any vendor questions regarding bills and transaction fees to the MFMP Help Desk

What is the impact for vendors? The current self-reporting process will change - vendors will receive bills

Possibility that timing of payments and self-reported data will change

Even 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

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Next Meeting: Time / LocationNext Meeting: Time / Location

December 10, 2003

9:00 a.m. – 11:00 a.m.

Carr Building, Room 170

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

myfloridamarketplace roundtable november 12, 2003

Documents

accenture llp

agencies tbd

live agencies dot

complete unscripted

citrus conducted week

webbased training

communication efforts

agency roll