myfloridamarketplace roundtable september 17, 2003

MyFloridaMarketPlace Roundtable

September 17, 2003

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession 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

Next Meeting Location / Time

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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 Overview

Scope 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 agency’s workflow through work with your agency liaison.

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Requisitioning / Generating P.O. Invoicing

• Identify Need

• Create Requisition/ Select Vendor

• Approve Requisition

• Requisition Becomes Purchase Order (PO) & sent to vendor

Purchasing Process

Key Steps:

(Note: Applies to Commodities Only)

• Receive E-Mail Prompt

• Physically Receive Items

• Receive Items in MyFloridaMarket Place

• Status Changed to Received

Key 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 Resolution

• Invoice Manager Approval

• State Comptroller Approval

• Payment request sent to FLAIR for warrant

Key Steps:

Receiving

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SourcingSystem Admin / User Set-up & Maintenance

• Identify Need & Gather Technical Specs

• Create Solicitation

• Identify & Prepare Target Vendors

• Launch Solicitation

• Receive Vendor Bids

• Evaluate Vendor Bids

• Negotiate With Top Few Vendors (ITNs only)

• Select Vendor

• Award Contract

Key Steps:

• User Role Changes

• Password Maintenance

• Transition Maintenance

• User set-up

Key Functions:

Other Purchasing / MyFloridaMarketPlace Processes / Functions

Contracts

• Create Master Agreement Request (MAR)

• Approve Master Agreement Request

• Update Master Agreement access as Needed

Key Steps:

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• Determine commodity or service need

• Define technical specs (if needed)

To Select Vendor:

• Review Catalogs, State Term Contacts (STCs) & SNAPS Agreements

• Look for vendors registered in MyFloridaMarket Place

• Collect quotes

• Choose vendor

• Create/add title

• Select vendor & add items &/or service description (for non-catalog items)

•Tag commodity code•Input quantity & price

• Add special conditions (if needed)

• Complete accounting information

• Complete shipping information

• Add other needed comments (internal and/or to vendor)

• Attached needed documentation

• Submit requisition

• Status changed from Composing to Submitted

• Approvals based on Agency workflow

• Approve or deny requisition

• Add comments if needed

• Submit approval

• If encumbered, FLAIR integration approval

• If unencumbered, PO goes directly to vendor

• PO automatically generated upon requisition approval

• PO automatically sent to registered vendor via fax or e-mail

• Status changed from Submitted to Ordered

Requisitioning / Generating P.O. Receiving Invoicing

Requisitioning/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)

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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 done

• How 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 MyFloridaMarketPlace

P-Card transactions entered in the system take on the same approval flow as requisitions in MyFloridaMarketPlace

Determine whether or not to input P-Card transactions into MyFloridaMarketPlace

Policy, Process & Procedures to Consider

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Requisitioning/Generating P.O.

Select Vendor

• Must 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 don’t use e-quote, how to get quote information into MyFloridaMarketPlace

Policies, Processes & Procedures to Consider


Approve Requisition

• Denials/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?

Step

Create Requisition

• Create/add title -- define naming convention

• Item/Service Description -- define description conventions

• Item/Service Description -- determine if Special Conditions should be included here or in line item comments

• Decide who is responsible for selecting/adding the comments that go to the vendor

• Define requirements for supporting documentation to be attached

• Define method to get paper documentation into the system

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Requisitioning/Generating P.O. (cont’d)

Purchasing Agency-Specific or Unique Items

• Confirm 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 unique

Additional Policies, Processes & Procedures to Consider

Handling Withdrawn &

Canceled Requisitions

• What 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)


Topic Area

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Additional Resources

For Additional Assistance:

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

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

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Introduction

Design

Build

Run

Close

Appendix

MyFloridaMarketPlace Event Sourcing tool Kit

Contents

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This 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

Introduction

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Prior to conducting events in the MyFloridaMarketPlace Sourcing tool, it is strongly recommended that Purchasing Analysts do the following:

1. Attend 1.5-day instructor-led training

2. Review the On-Demand online Sourcing training (see Appendix C for link)

3. Contact your Agency’s Sourcing Liaison for general instructions and requirements to conduct a Sourcing event using MyFloridaMarketPlace (see Appendix D for list of Agency Sourcing Liaisons)

4. Review the Sourcing Event Tool Kit (main section of this document)

5. Review the Sourcing Event Check List (Appendix A) for the recommended process to conduct a Sourcing event using the MyFloridaMarketPlace Sourcing tool

6. Look at samples of past events provided on MyFloridaMarketPlace training environment (see Appendix C)

7. Utilize MyFloridaMarketPlace Sourcing training environment to practice and test alternate designs and configurations for your Sourcing event

8. Utilize the Buyers link on MyFloridaMarketPlace (see Appendix C), which provides additional information, training and communication on various issues

First Steps

Introduction

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Introduction

MyFloridaMarketPlace Event Sourcing Process Diagram

Design Build Run Close

IdentifyVendors

DevelopContent

SelectTemplate

Build EventPreview &

Train

Invite & Launch

Key Worksteps

DetermineCalendar

Test EventOpen Bid

Period

Posting

AwardDecision

CloseEvent

The 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 green

A 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 State’s business needs.

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Issue Update

Public needs access to bids, and only registered vendors who have selected sourcing and commodity codes within class of bid can access bid in MyFloridaMarketPlace

Development in progress

Vendors who registered before sourcing was added (6/15) were unable to select ability to receive solicitations and therefore can’t view bids

Closed, An email was sent to vendors to ask them to select sourcing and their commodity codes on June 26, 2003 at 4:30 p.m.

Vendors who registered before (7/1) who did not click refresh after each class of commodity codes was selected is not registered for any or all commodity codes and therefore unable to view bids pertaining to that commodity code

Closed, Modification was made on 7/15 which no longer requires vendor to click on refresh after each class of commodity codes

Can a vendors who registers after a solicitation is launched view the bid? Closed, Will receive email notification if any updates are made to bid

After a bid was closed, it only showed one vendor had replied although six responses were received.

Closed, Market Owner will be able to view all bidders who submitted bids via the supplier page in all future launched events

Sometimes a vendor can’t view when they’ve responded to a bid right away because it could be in a “cache” (temporary holding area)

Closed, MyFloridaMarketPlace technical team has identified and resolved the issue

The bid was not configured to allow attachments in areas where they had been requested. When the vendor tried to attach the bid, there was no spot for them to stick the attachment.

Closed, Addressed in the Sourcing Event Tool Kit

What happens when a bid is not awarded to anyone at all? Closed, if the sourcing request was created in Buyer, then the sourcing request has to be canceled in buyer, this will automatically closes the event in sourcing

Update on DMS Lessons Learned

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Next Meeting: Time / LocationNext Meeting: Time / Location

October 8th

9:00 a.m. – 11:00 a.m.

Carr Building, Room 170

myfloridamarketplace roundtable september 17, 2003

Documents

process key steps

process steps

purpose of guide

warrant key steps

vendor bids

needed policies

meeting location time

specific processes