myfloridamarketplace system administrator focus group · system administrator focus group february...

MyFloridaMarketPlace System Administrator Focus Group

February 6, 2014

Agenda

• MFMP System Administration

• Commodity Code Standardization • Project Overview

• Agency Impacts

• Important Dates

• Wrap Up

MFMP System Administration

• MFMP System Administrators are responsible for creating and managing customer accounts for the following MFMP applications: – Buyer – Analysis – Sourcing – VIP

• MFMP System Administrators also maintain

workflows in Buyer.

• The MFMP team would like your assistance designating a primary and back-up system administrator.

3

System Administration CC Standardization Project Overview

Agency Impacts Important Dates

Wrap Up

Project Overview

• MyFloridaMarketPlace (MFMP) is currently working on a project to convert the current Florida specific Commodity Codes (FLID) to an internationally accepted and standardized code set known as the United Nations Standard Products and Services Classification (UNSPSC).

• Benefits include: – Enhanced spend analytics – Improved methods to manage future code changes – Ability to better target vendors to receive solicitation

notifications – Reduced efforts for vendors to provide catalogs to the

State of Florida

4



Wrap Up

Project Team

• Michael Jackman, Application Development Manager

• Robert Cooper III, Production Support Team Lead

• Atuanya Thomas, Commodity Code Business Analyst

5



Wrap Up

UNSPSC code structure

The UNSPSC commodity code structure is an 8 digit code with 4 levels of break down in terms of specificity.

Code Format: XX XX XX XX (no spaces)

Example: 23152908 - Bottle washing machine

XX Segment

The logical aggregation of families for analytical purposes

XX Family

A commonly recognized group of inter-related commodity categories

XX Class

A group of commodities sharing common characteristics

XX Commodity

A group of substitutable products or services

6



Wrap Up

Project Timeline

7



Wrap Up

FLID to UNSPSC

• The MFMP team worked with DMS, Division of State Purchasing to identify a set of approximately 9,000 UNSPSC codes.

• The MFMP team also created a mapping of FLID codes to UNSPSC codes and then confirmed with State Purchasing.

• The UNSPSC code set and mapping is posted to the DMS website.

8



Wrap Up

MFMP System Changes

• UNSPSC codes will have a flag to distinguish between goods vs. services.

• The MFMP team will be completing conversion for the following: – Requisitions that are marked with a delay

purchase until date of July 1st

– Line item and punchout catalogs

– Open agency contracts

– Vendor to commodity code associations in VIP and Sourcing

9



Wrap Up

Required Workflow Changes

• The commodity code standardization project will impact the commodity code approver configurations for all agency requisition workflows.

• An update is required to convert all commodity code approvers from FLID commodity codes to UNSPSC commodity codes.

10



Wrap Up

Commodity Approver Breakdown

• The MFMP team has conducted a review of all current requisition commodity code approver configurations and have identified the following:

– 25 agencies are currently configured to use commodity code approvers

– Of those 25 agencies, there are 196 unique purchasing unit identifiers (PUIs) configured to use commodity code approvers

– There are 448 unique approver roles configured to use commodity code approvers

11



Wrap Up

Workflow Update Procedures

• The MFMP team will need your assistance converting your respective commodity code approvers from FLID commodity codes to UNSPSC commodity codes.

• The MFMP team will post a document of your agency’s current FLID commodity code approvers mapped to the new UNSPSC commodity codes. The document will be posted on the Secure Reports website. We ask that you confirm each of the proposed UNSPSC approvers in the spreadsheet and respond to: [email protected].

• We encourage you to take this time to confirm your active PUIs and re-evaluate all your agency’s commodity code approvers. Ensure your configurations are aligned with your agency’s purchasing procedures.

12



Wrap Up

http://dms-purchasing-ftp.state.fl.us/xx00/

mailto:[email protected]

Workflow Update Considerations

• The MFMP team will provide an initial set of proposed conversions based on current workflows and the mapping of FLID to UNSPSC. Any additional approval flow changes will need to be mapped manually by the agency in their posted document.

• Changes to the approval flow will still be based on existing workflow functionality. Requested enhancements are not within the scope of this change.

• To focus efforts for conversion, MFMP will “freeze” workflow changes from April 2014 - June 30, 2014. Workflow updates will resume via standard operational processes in July 2014.

13



Wrap Up

Important Dates

The MFMP team will be available to assist you throughout this timeline with any questions about your approval flow configurations.

14

Activity Date

Agency workflow conversion posted to Secure Reports 2/7/14

1st bi-weekly Conference Call 2/20/14

2nd bi-weekly Conference Call 3/6/14

3rd bi-weekly Conference Call 3/20/14

Final Wrap Up Meeting 3/27/14

Agencies provide UNSPSC commodity code approvers 4/7/14



Wrap Up

Wrap Up

15

• Please submit your approval and/or feedback about your commodity approver conversions to [email protected].

• The MFMP team will send bi-weekly conference call dial-in information to the primary and back-up system administrators.

• Additional information related to this project including a complete list of the FLID to UNSPSC Mappings is available on the DMS website.

• For more information on UNSPSC commodity codes, please visit http://www.unspsc.org/.



Wrap Up

mailto:[email protected]

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/current_projects/commodity_code_standardization

http://www.unspsc.org/

myfloridamarketplace system administrator focus group · system administrator focus group february...

Documents