myfloridamarketplace vendor meetings october 15, 2009: “ overview and introduction to vip ”

MyFloridaMarketPlace Vendor MeetingsOctober 15, 2009: “Overview and Introduction to VIP”12:00 noon – 1:00 p.m. EDT

The toll free number is: (888) 808-6959Conference Code: 9766076#

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MyFloridaMarketPlace (MFMP) Overview

What’s New? (Overview of VIP functionality)

• What does “VIP” mean?

• “New and Improved” Functionality for Florida’s Vendors

Navigating the areas in VIP:

• Vendor Registration / Account Maintenance

• Billing and Collections

• Performance Tracking

When does VIP launch?

Where can I learn more?

Today’s Agenda

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Overview

MFMP Overview

MyFloridaMarketPlace (MFMP) is the State of Florida’s online electronic procurement system, the single e-commerce conduit between state agency buyers and vendors to conduct public purchasing on a daily basis

MFMP prides itself on public and private partnerships; its award winning technology applications create easier and faster transactions for both buyers and vendors • Excellence in IT Leadership Award from IT Florida• Excellence in Public Service Leadership from IT Florida• Honorable Mention given by the National Institute of Governmental

Purchasing• Achievement for Excellence in Procurement (2004, 2005, 2006, 2007,

2008, 2009)• ComputerWorld Laureate 2008

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Overview

MFMP Vendor Benefits

Equal access for small-, disabled-veteran, women- and minority-owned businesses

Electronic Invoicing (eInvoicing)

One stop registration that enables a vendor to receive all executive state agency bids for any selected commodity code

24/7 access to more bid opportunities and information

Vendor Bid System (VBS) Sourcing eQuote

Improved quality and accuracy of interactions with the state

Customer service support available to provide real time assistance

Green catalog and product listing options

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Overview

Importance of Keeping Your Account Up-to-Date

MFMP uses the information in vendor registration accounts to communicate opportunities / information to vendors

Facilitates timely payment

Facilitates timely delivery of purchase orders (PO)

MFMP allows vendors to update account information at their convenience (https://vendor.myfloridamarketplace.com)

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Overview

MFMP Vendor Registration

Example #1: Outdated Vendor Information

MFMP uses vendor information to communicate opportunities and information to vendors. When vendor information is not current, the following may happen:

If the remit to address is not updated in the Vendor Registration account: • Payments from Buyer customers (state agencies) could be mailed

to the incorrect location• Possible delayed delivery or even undeliverable Purchase Orders

(POs)

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Overview

MFMP Vendor Registration

Example #2: Outdated Vendor Information

When goods / services are added to a business, commodity codes should also be updated on the vendor account(s). If commodity codes are not updated, the following may happen:

• Missed quotes or solicitation opportunities • Receive quotes or solicitations for goods / services no longer

provided

Remember: MFMP enables vendors to update account information at their convenience (https://vendor.myfloridamarketplace.com)all day, everyday!

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Overview

Vendors are now able to reset their vendor registration password From VIP click the “Forgot Your Password?” link

Automated Vendor Password Reset

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Overview

Automated Vendor Password Reset

The system will then ask for a username or tax ID, followed by a contact email address listed on the vendor registration account

An email will then be sent to that specific email address to verify and complete the updated vendor registration username / password

Upon verification of the updated vendor password, the password will automatically be reset

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Overview

Commodity Codes

Commodity - An item of physical property as opposed to a service

Commodity code - A system of words and/or numbers designed to identify and list commodities or services by classes or sub-classes

Florida uses commodity codes in several tools to seek vendor

participation in solicitations (VBS, eQuote, Sourcing)

Commodity codes are selected by vendors as part of their MFMP registration

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Overview

eInvoicing

eInvoicing is presenting an invoice electronically

When deciding to eInvoice, consider:

How many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2007

See if you are invoicing these agencies on a frequent basis and look at

how many invoices were created during this calendar year thus far

The cost of time, research, and production of print invoices for your customers

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Overview

Benefits to eInvoicing

Saves a good amount of time for your business

Substantially reduces paper flow and associated costs

Encourages prompt and accurate processing of invoices

Improves data accuracy, which reduces payment cycle times

Additional information on the vendor toolkit:http://www.dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_einvoicing

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Overview

MFMP Vendor Email Notifications

MFMP sends email notifications to keep vendors updated on important topics and information

Common notifications vendors receive include:• MyFloridaMarketPlace general announcements• Fee Processing notices and reminders• VendorHelp responses• eQuote / Sourcing / VBS notifications

To ensure you receive these communications, your email address in vendor registration must be current

Make sure MFMP is on your ‘safe list’ if your organization has email filters / SPAM filters

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Overview


MyFloridaMarketPlace Notifications

([email protected])

Vendors receive notifications about general MFMP information on a regular basis. This includes:

• Maintenance windows• Hot Topics/bulletin board postings• Training Opportunities• Vendor Resources• Web site updates• Teleconference Announcements / Reminders

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Overview


Fee Processing Notifications

([email protected])

MFMP will automatically send an email to remind vendors of reporting the 1% transaction fee

– 30 day notice– 60 day notice

Vendors will also receive an e-mail reminder to submit past due CBIs (Consolidated Billing Invoices)

– These are accessible online and are used to record the Transaction Fee Report

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Overview


VendorHelp Notifications

([email protected])

Anytime vendors have a question regarding MFMP, the Vendor Help Customer Service Desk is ready to provide assistance with any issue that arises

When vendors submit questions to the Vendor Help Customer Service Desk, they will receive an e-mail response from [email protected]

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Overview


eQuote / Sourcing / VBS Notifications

According to your email preferences, you may receive bid notifications from:

• eQuote: tool used to respond to informal price quotes (<$25,000)• Sourcing: tool used to respond to formal solicitations (>$25,000)• VBS: online bid posting site displaying all formal solicitations

eQuote ([email protected]) sends a request notification whenever an agency customer creates a quote for goods/services

Sourcing ([email protected]) distributes notifications of solicitations to the account contact

VBS ([email protected]) sends notifications of published formal solicitations to the account contact

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Today’s Agenda

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Overview

“VIP” is the new name for the State of Florida’s “Vendor Information Portal”

VIP Provides….

An updated look and feel to the State’s current vendor registration system

Improved Information Views and Navigation

Commodity Code Search Capabilities

Simplified Fee Reporting

What is VIP?

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Information Views and Navigation

Overview

Vendors are able to see summary information more easily

“Drop Down” options are available for vendors to easily navigate to various areas in the system

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Information Views and Navigation

Overview

“Just in time” help is located throughout the system!

Vendors can easily click on the question marks to see helpful information about the area of the application they are using

Overview

Improved registration instructions and direction

Contextual help and error messages

Commodity Code Search capability that allows keyword searching

Minimal data entry requirements and auto-calculation features for Transaction

Fee Reporting

What else is New and Improved?

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Today’s Agenda

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Today’s Agenda

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Accessing Vendor Registration in VIP

Registering with VIP

Navigate to the MFMP Vendor Information

Portal at

https://vendor.myfloridamarketplace.com

Returning vendors can use the username /

password entry under ‘Vendor Login’

New vendors can set up an account using

the ‘New Vendor Registration’ entry box

When registering for MyFloridaMarketPlace,

it is strongly recommend to use a Federal

Employer Identification Number (FEIN)

rather than a social security number

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Returning vendors can log into their

account and see a ‘Vendor Summary’

page

This view provides quick access to

additional information for:

• Vendor Registration / Account

Maintenance activities



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New Vendors will enter a username and password as part of registration

Wizard functionality will take vendors “step-by-step” through the registration process

Completed steps are highlighted in GREEN

In Process steps are highlighted in YELLOW

Steps yet not completed are highlighted in RED

“Required” fields are highlighted throughout the process

Existing vendors can login to update their account information at any time

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Account Registration / Account Maintenance


The ‘Main Contact’ Information page is very important to keep current

A main contact is the default contact that is used for communication between MFMP and the vendor

It is recommended that vendors review / verify their account information at least monthly

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The “registration wizard” will lead the vendor through subsequent screens (such as General Information) to enter in ‘1099 name’ and ‘DBA name’

Vendors can also add optional information such as:

• Dun and Bradstreet Number

• Company Website

• Florida Revenue ID number

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The ‘Business Profile’ page allows vendors to select the designation that best describes their company (e.g., US Corporation, Government Entity, Partnership / Joint Venture, etc.)

Please do not confuse the term ‘Government Entity’ with the fact that you are a vendor doing business with the State of Florida

If a vendor has questions about whether they are considered a ‘government entity,’ please contact the MFMP Customer Service Desk at [email protected]

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The ‘Certified Business Enterprise’ page allows vendors to select an appropriate designation(s) for :

• Minority Business Designation

• Woman Owned Designation

• Service-Disabled Veteran Business Enterprise Designation

This information is also reviewed and confirmed by the Office Of Supplier Diversity for applicable certification

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The ‘Locations/Contacts’ page is used to add additional account contacts to a vendor’s account

Adding ‘locations’ to the account is where the following information is added:

• Purchase Order email / fax information

• Remit-To Information

• Billing Contacts

Fields such as ‘email address,’ ‘fax number,’ and ‘Remit-To information’ need to be accurate in order for vendors to receive their MFMP purchase orders and payments

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The ‘Commodity Code Selection’ page allows vendors to select applicable commodity codes for the types of products and/or services offered

While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes

Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors

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When adding commodity codes, the ‘Search Commodity Codes’ function provides vendors with the ability to search by a keyword descriptor

The system then returns a set of results that include the key word as part of the commodity code

Vendors can simply select the applicable commodity codes and save the changes to their account

While a vendor may provide “specific” products, sometimes a “general” search may be best. For example- in this scenario, the vendor searched by the word ‘desk’ to bring back a variety of results as selection options

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Vendors also have the opportunity to complete registration for additional State Solicitation Tools such as “Sourcing” and “eQuote”

The Sourcing Tool is used for formal bids (> $25,000)

The eQuote Tool is used for informal bids (< $25,000)

The MFMP team facilitates a separate, dedicated session to ‘Solicitations’

For vendors interested in attending a session on ‘Solicitations,’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP Toolkit

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The last steps in the Vendor Registration activity include:

• Email address confirmation

• Terms of Use Review / Acceptance

Once these items are finished, the registration is complete, and a registration summary will be sent to the vendor’s account!

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Today’s Agenda

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Vendor Summary

Billing and Collections in VIP

Returning vendors can log into their account and access their ‘Vendor Summary’ page

Navigating to the ‘Billing and Collections’ area provides vendors with a view of:

• Bill-To Contact Information

• Self-Reporting Summary (of last 3

reports)

• Consolidated Billing Invoice (CBI)

Snapshot (of last 3 months)

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Billing and Collections Navigation


This provides details of a vendor’s transaction fee reporting and payment account

Vendors have the option to quickly navigate to:

• Submit a Report

• View Company Summary

• View Full CBI History

• View Self-Reporting History

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Accessing CBIs / Submitting Reports in VIP


Vendors can access individual Consolidated Billing Invoices (CBIs) by simply clicking on the links under the ‘CBI Snapshot’ area

State Term Contract Vendors can also submit self-reports for any payments received on contracts

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Example: Submitting a Transaction Fee Report


State Term Contract (STC) vendors are required to provide monthly reports for payments received; Non- STC vendors may have additional fees to report that were not included as part of a CBI

To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add’

Pages have been simplified so that there is one field to be completed for fee-eligible payments

Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated

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Example: Submitting a Transaction Fee Report


Automated calculation will show the resulting transaction fees due

The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment

For vendors interested in attending a session on ‘Transaction Fee Reporting and Payment,’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP Toolkit

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Today’s Agenda

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Vendor Performance Information in VIP

Performance Tracking

Returning vendors can log into their account and access their ‘Vendor Summary’ page

Navigating to the ‘Performance Tracking’ area provides vendors with a view of performance tracking inputs

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Vendor Performance Information in VIP

Performance Tracking

Vendors are able to see:

• Rating Summary

• Rating Detail

• The Rating Scale that agency customers use when answering survey questions about the vendor’s performance

3.57

7637

8288

3.56

3.61

3.55

3.56

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Today’s Agenda

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Today’s Agenda

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Additional Resources


• Information will continue to be posted on the Vendor Information Portal (VIP) page on the MFMP Toolkit

• For technical questions concerning MFMP or the registration process, please contact Vendor Help at: [email protected] or 1-866-352-3776

• For questions about becoming a certified minority business enterprise (CMBE), please contact the Office of Supplier Diversity (OSD) at: [email protected]

• General MFMP Contact information: Phone: 866-352-3776Fax: 850-414-8192Email: [email protected]: http://myfloridamarketplace.com

Hours: Monday – Friday, 8:00 a.m. – 5:30 p.m. EDT

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How do I get on the “VIP List?”

Wrap-Up!

• Vendors who are currently registered with MyFloridaMarketPlace do not have to re-register in VIP

• Current vendor registration information will be converted into the VIP system

• All vendors should confirm their current account information- make sure it is current!

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Vendor Information Portal

Questions and Answers

Thank You for your Participation Today!

myfloridamarketplace vendor meetings october 15, 2009: “ overview and introduction to vip ”

Documents

vendor accounts

vendor registration

account information

opportunities information

vendors excellence

overview of vip functionality

bid opportunities

state of floridas