myfloridamarketplace roundtable september 17, 2003

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MyFloridaMarketPlace Roundtable September 17, 2003

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MyFloridaMarketPlace Roundtable September 17, 2003. MyFloridaMarketPlace Roundtable Session Agenda. Welcome / Overview of Today’s Session FLAIR Integration Update Policies, Process, and Procedures Guide Break Sourcing Toolkit Overview Resolution of Pending Issues / New Issues - PowerPoint PPT Presentation

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  • MyFloridaMarketPlace Roundtable

    September 17, 2003

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

  • MyFloridaMarketPlace Roundtable Session AgendaWelcome / Overview of Todays SessionFLAIR Integration UpdatePolicies, Process, and Procedures GuideBreakSourcing Toolkit OverviewResolution of Pending Issues / New IssuesNext Meeting Location / Time

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

  • Welcome / Overview of Todays SessionFLAIR Integration UpdatePolicies, Process, and Procedures GuideBreakSourcing Toolkit OverviewResolution 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 SessionFLAIR Integration UpdatePolicies, Process, and Procedures GuideBreakSourcing Toolkit OverviewResolution of Pending Issues / New IssuesNext Meeting Location / TimeMyFloridaMarketPlace Roundtable Session Agenda

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

  • Purpose of Guide:The purpose of this document is to provide guidance regarding the development of agency-specific processes, policies, and procedures pertaining to use of MyFloridaMarketPlace. This document only contains guidelines to assist you in identifying areas to think about. It is up to each agency to determine whether it will, and the extent to which it will define and document its agency-specific policies, processes, and procedures related to MyFloridaMarketPlace.Development Guide OverviewScope of Guide:This guide defines overall purchasing processes and key steps within them. It then identifies needed policies, processes, and procedures in relation to these process steps.This guide only references purchasing processes related to MyFloridaMarketPlace. This guide does not cover areas that are defined as part of an agencys workflow through work with your agency liaison.

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

  • Requisitioning / Generating P.O. InvoicingIdentify NeedCreate Requisition/ Select VendorApprove RequisitionRequisition Becomes Purchase Order (PO) & sent to vendor

    Purchasing ProcessKey Steps:(Note: Applies to Commodities Only)Receive E-Mail PromptPhysically Receive ItemsReceive Items in MyFloridaMarket PlaceStatus Changed to ReceivedKey Steps:Vendor Submits Invoice - Electronic or Paper (if paper, create electronic invoice by entering data into e-form and tying to PO or contract)Automatic 3-Way Match (for commodities)/2-Way Match (for services) Exceptions Sent to Exception Handler for ResolutionInvoice Manager ApprovalState Comptroller ApprovalPayment request sent to FLAIR for warrantKey Steps:Receiving

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

  • SourcingSystem Admin / User Set-up & MaintenanceIdentify Need & Gather Technical SpecsCreate SolicitationIdentify & Prepare Target VendorsLaunch SolicitationReceive Vendor BidsEvaluate Vendor BidsNegotiate With Top Few Vendors (ITNs only)Select VendorAward Contract Key Steps:User Role ChangesPassword MaintenanceTransition MaintenanceUser set-up

    Key Functions:Other Purchasing / MyFloridaMarketPlace Processes / FunctionsContracts Create Master Agreement Request (MAR)Approve Master Agreement RequestUpdate Master Agreement access as Needed

    Key Steps:

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

  • Determine commodity or service needDefine technical specs (if needed)To Select Vendor:Review Catalogs, State Term Contacts (STCs) & SNAPS AgreementsLook for vendors registered in MyFloridaMarket PlaceCollect quotesChoose vendorCreate/add titleSelect vendor & add items &/or service description (for non-catalog items)Tag commodity codeInput quantity & priceAdd special conditions (if needed)Complete accounting informationComplete shipping informationAdd other needed comments (internal and/or to vendor)Attached needed documentationSubmit requisitionStatus changed from Composing to SubmittedApprovals based on Agency workflowApprove or deny requisitionAdd comments if neededSubmit approval If encumbered, FLAIR integration approval If unencumbered, PO goes directly to vendorPO automatically generated upon requisition approvalPO automatically sent to registered vendor via fax or e-mailStatus changed from Submitted to Ordered

    Requisitioning / Generating P.O. ReceivingInvoicingRequisitioning/Generating P.O. -- Key Steps: Identify NeedCreate Requisition / Select VendorApprove RequisitionTurn into PO and Send to Vendor(Note: Items in italics are system only functions)

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

  • Overall Procurement If conducting a phased roll-out, how and by whom will requisitions be handled in MyFloridaMarketPlace before and while additional users are in training?Define/confirm when a competitive procurement should be doneHow will P-Cards be used? Use P-card memo from State Purchasing as a guide for defining agency guidelines on P-Card usage within and outside of MyFloridaMarketPlaceP-Card transactions entered in the system take on the same approval flow as requisitions in MyFloridaMarketPlaceDetermine whether or not to input P-Card transactions into MyFloridaMarketPlace

    Policy, Process & Procedures to Consider

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

  • Requisitioning/Generating P.O. Select VendorMust use registered vendor; if need to use reluctant vendor, what is the internal process for getting appropriate approvals and submitting to the Help Desk? For items under $2,500 -- are multiple quotes needed? If so, how many? (Purchases over $2,500 are required by rule to get at least 2 quotes)How to use e-quote capability versus current method; if dont use e-quote, how to get quote information into MyFloridaMarketPlacePolicies, Processes & Procedures to ConsiderRequisitioning / Generating P.O. ReceivingInvoicingApprove RequisitionDenials/Approvals -- what can be changed by Approvers with a message to the requester versus sending denied requisition back to requester for revision? (System will automatically re-generate approval chain when certain fields/items are changed)Who will confirm accounting information?StepCreate RequisitionCreate/add title -- define naming conventionItem/Service Description -- define description conventionsItem/Service Description -- determine if Special Conditions should be included here or in line item commentsDecide who is responsible for selecting/adding the comments that go to the vendorDefine requirements for supporting documentation to be attachedDefine method to get paper documentation into the system

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

  • Requisitioning/Generating P.O. (contd) Purchasing Agency-Specific or Unique ItemsConfirm how to purchase agency-specific items that may not be straightforward for various reasons (e.g., fuel - price variations)Clearly define the steps that users must follow to purchase different types of items -- standard and uniqueAdditional Policies, Processes & Procedures to ConsiderHandling Withdrawn & Canceled RequisitionsWhat is the internal process for withdrawing requisitions (from Submitted status), including required notifications (The system does not send any notifications to approvers upon withdrawal)?What process, approvals, and notifications are required to cancel a PO/DO that has already been sent to a vendor (Ordered status)?Define internal process for notifying approvers of canceled orders (MyFloridaMarketPlace does not systematically route cancelled orders to approvers prior to cancellation)Requisitioning / Generating P.O. ReceivingInvoicingTopic Area

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

  • Additional ResourcesFor Additional Assistance:

    Contact Vincent Ackerman at 850-487-9847; [email protected]

    Refer to the Communication Tool Kit which contains example documents from other agencies

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

  • Welcome / Overview of Todays SessionFLAIR Integration UpdatePolicies, Process, and Procedures GuideBreakSourcing Toolkit OverviewResolution 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 SessionFLAIR Integration UpdatePolicies, Process, and Procedures GuideBreakSourcing Toolkit OverviewResolution of Pending Issues / New IssuesNext Meeting Location / TimeMyFloridaMarketPlace Roundtable Session Agenda

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

  • ContentsIntroductionDesignBuildRunCloseAppendixMyFloridaMarketPlace Event Sourcing tool Kit

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

  • IntroductionThis Sourcing Event Tool Kit has been developed to help Purchasing Analysts conduct sourcing events using the MyFloridaMarketPlace Sourcing tool and contains the following:

    PowerPoint presentation that describes the entire sourcing process (main section of this document)Sourcing Event Check List (Appendix A)Sourcing Event Job Aid (Appendix B)Helpful links to the various resources such as the Buyer and Vendor links, training material, documentation on advanced functionality of the MyFloridaMarketPlace Sourcing tool (Appendix C)List of Agency Sourcing Liaisons and their contact information (Appendix D)Sample email communications, event content and calendar of events (Appendix E)Training User IDs and passwords (Appendix F)Key questions to help Purchasing Analysts identify event timeline and template configuration settings (Appendix G)List of system-generated emails (Appendix H)HTML Quick Reference Guide (Appendix I)WinZip Instruction Guide (Appendix J)Connection Speed Table (Appendix K)

    Overview

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

  • IntroductionPrior to conducting events in the MyFloridaMarketPlace Sourcing tool, it is strongly recommended that Purchasing Analysts do the following:Attend 1.5-day instructor-led trainingReview the On-Demand online Sourcing training (see Appendix C for link)Contact your Agencys Sourcing Liaison for general instructions and requirements to conduct a Sourcing event using MyFloridaMarketPlace (see Appendix D for list of Agency Sourcing Liaisons) Review the Sourcing Event Tool Kit (main section of this document)Review the Sourcing Event Check List (Appendix A) for the recommended process to conduct a Sourcing event using the MyFloridaMarketPlace Sourcing toolLook at samples of past events provided on MyFloridaMarketPlace training environment (see Appendix C)Utilize MyFloridaMarketPlace Sourcing training environment to practice and test alternate designs and configurations for your Sourcing eventUtilize the Buyers link on MyFloridaMarketPlace (see Appendix C), which provides additional information, training and communication on various issues

    First Steps

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

  • IntroductionMyFloridaMarketPlace Event Sourcing Process DiagramDesignBuildRunCloseIdentifyVendorsDevelopContentSelectTemplateBuild EventPreview &TrainInvite & LaunchKey WorkstepsUpdating Live eventDetermineCalendarTest EventOpen BidPeriodPostingAwardDecisionCloseEventThe above diagram will appear in the top right hand corner of each slide throughout this Tool Kit to help you understand where you are in the process. The applicable stage and workstep will be highlighted in greenA four-stage process has been developed to help Purchasing Analysts develop and launch effective solicitations within MyFloridaMarketPlace Sourcing tool that result in identifying the best-fit vendor(s) for the States business needs.

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

  • Update on DMS Lessons Learned

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

  • Welcome / Overview of Todays SessionFLAIR Integration UpdatePolicies, Process, and Procedures GuideBreakSourcing Toolkit OverviewResolution 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 SessionFLAIR Integration UpdatePolicies, Process, and Procedures GuideBreakSourcing Toolkit OverviewResolution 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 / LocationOctober 8th

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

    Carr Building, Room 170

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