vendor advisory group initial meeting april 23, 2003 myfloridamarketplace

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Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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  • Vendor Advisory GroupInitial Meeting

    April 23, 2003MyFloridaMarketPlace

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

    Objectives of Todays MeetingIntroduce Vendor Advisory Group MembersProvide an overview of MyFloridaMarketPlaceProject BackgroundContract Highlights andCurrent StatusDiscuss Vendor Advisory Group ResponsibilitiesSelect Next Meeting Date and Time

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

    AgendaIntroduction of MembersName Chair and Vice ChairMyFloridaMarketPlace OverviewVendor Advisory Council RoleOther BusinessMeeting ScheduleClose

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

    NameCompany represented Position in companyHow you do business with the State now

    Introduction of Members

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

    AgendaIntroduction of MembersName Chair and Vice ChairMyFloridaMarketPlace OverviewVendor Advisory Council RoleOther BusinessMeeting ScheduleClose

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

    DMS will name the initial chair and vice chairBoth serve for 1 yearVice chair not necessarily next chairGroup elects new slate in Spring 2004 Role of the Chair and Vice ChairChairPreview and suggest additional agenda topicsChair all meetingsBe primary liaison to other groupsVice ChairServe in the Chairs absenceServe as the Council SecretaryProvide additional liaison activities as needed

    Roles for the Chair and Vice Chair

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

    AgendaIntroduction of MembersName Chair and Vice ChairMyFloridaMarketPlace OverviewVendor Advisory Council RoleOther BusinessMeeting ScheduleClose

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

    Supporting the Governors PrioritiesMore effective and efficient Government that harnesses the use of technology

    Running Florida Government like a Business Enterprise-wide Initiative Private Sector Best Practice

    Diversifying Floridas Economy / One Florida

    Performance-based Measurement and Accountability

    Public / Private Partnerships

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

    Overview of Florida Re-Engineering InitiativesHuman Resources People FirstDeals with the States personnel system, leave and attendance and benefits management

    PurchasingMyFloridaMarketPlaceWill integrate the States purchasing activities for all State Buyers and for vendors doing business with the State

    Financial ManagementFLAIR ReplacementWill replace the States legacy accounting and financial system with an integrated enterprise resource planning systemFlorida has embarked on three major Enterprise Re-engineering Planning efforts

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

    5 year Contract (signed October 9, 2002)

    Major Milestones

    Pilot (DOT and DMS): Begin Vendor Registration - 03/31/2003Begin Contracts Loading - 04/28/2003Begin Transactions - 07/01/2003

    Statewide (Initial Users): Go Live 09/2003 through 05/2004

    Financial ModelNo Appropriation Required; Project Paid for by 1% Fee on State Purchase Initial 1% fee funds the LBR for DMSOnce LBR is funded, 1% fee funds Accenture Base System Cost

    MyFloridaMarketPlace Contract Overview

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

    Goals and ObjectivesGoals and Objectives:Implement a single, statewide eProcurement solution enabling electronic buying and selling

    Aggregate all Government spending into an efficient buying channel

    Leverage new technology and capitalize on best practices

    Enable and facilitate the One Florida Program

    Generate savings through Strategic Sourcing and process efficienciesMyFloridaMarketPlace Connecting Buyers and Vendors Expanding Opportunities

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

    Current Purchasing SystemsVendor BidSystem(Bidding)SPURS(Purchasing)FLAIRSPURSView(Reporting)ManualProcess forMatchingWeb-basedRegistrationManualProcess forInvoicingAgencycontractsystemAgencycontractsystemAgencycontractsystemAgencycontractsystemAgencycontractsystem

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

    MyFloridaMarketPlace SystemFLAIR / FLAIRReplacement

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

    Scope of the eProcurement InitiativeFull life cycle of purchasing (requisition to payment of goods and services)Connects buyers and vendors through electronic exchange of catalogs, quotes, bids, contracts, purchase orders, invoices, etc.Includes sourcing tools for bids, quotes, auctions and reverse auctionsIntegrated with FLAIR financial system

    ReceiveOrderSourceRequestPayApprovalMyFloridaMarketPlace

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

    MyFloridaMarketPlace FunctionsVendor ToolsBuyer ToolsMyFloridaMarketPlace UsersInitial Users - PilotsInitial Users - Exec AgenciesEligible Users - Other State AgencyState Term Contract VendorsMinority BusinessesAgency/ Dept. Contract VendorsEligible Users Univ, City, CountyGeneral PublicSmall BusinessesVendor searchState term contract itemsRequisitions/Purchase ordersOnline workflow approvalsInformal solicitation (quotes < $25,000)Sealed bids (ITN, ITB, RFx > $25,000, auctions, reverse auctions)Receipt of GoodsP-CardContract development and administrationReportsSelf registrationE-mail notification of formal and informal solicitationsOnline quoting on informal solicitations (< $25,000)Online submission of sealed bids (> $25,000)Electronic purchase order receiptElectronic submission of invoicesCatalog creation and updates for State term contractsReportsBusiness Support and OperationsBuyer Help Desk Vendor Help Desk Strategic Sourcing Procurement AssistanceCatalog Enablement Training and EducationI want to buyI want to sellBuyersVendors

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

    MyFloridaMarketPlace BuyersInitial Users - Pilot AgenciesDepartment of TransportationDepartment of Children & FamiliesDepartment of HealthDepartment of CorrectionsDepartment of Juvenile JusticeDepartment of Environmental ProtectionDepartment of RevenueDepartment of LotteryAgency for Health Care AdministrationDepartment of Highway Safety & Motor VehiclesDepartment of Elder AffairsDepartment of EducationDepartment of CitrusDepartment of Law EnforcementDepartment of Military AffairsDepartment of Business & Professional RegulationAgency for Workforce InnovationDepartment of Community AffairsExecutive Office of the GovernorDepartment of Veterans AffairsDepartment of Management ServicesInitial Users Executive Branch AgenciesOther Eligible UsersOther State AgenciesUniversities/Community CollegesOther Governments (City, County, etc.)LegislatureJudicial

    State Technology Office

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

    Communication and Marketing activities, together with an effective sponsorship approach, will help State Buyer and Florida Vendors move up the commitment change curve over time. UnawareAwarenessUnderstandingFully InformedInvolvementCommitment CurveTimeLevel of commitment

    Commitment to MyFloridaMarketPlace State BuyersFlorida STC Vendors

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

    Project StatusCompleted Project ActivitiesVendor Communications initiated on 1/10/03. Vendor forums conducted in February and April (additional sessions planned for May)Agency Roundtables conducted weeklyIndividual Agency Head meetings in progressFinalized initial State Term Contract loading scheduleCompleted Strategic Sourcing interviews with all agenciesThird Party Monitor brought on by DMSVendor Registration website live and more than 1,000 vendors registered

    Upcoming Project ActivitiesContinue state term contract vendor forums and continue statewide general vendor information sessionsInitiate State Term Contract loading and Vendor RegistrationContinue regular Agency Roundtables

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

    The project will be completed over four phases: Mobilization, Development, Deployment and Operations, all of which include specific milestones. 6Contract200220062007Phase/ActivityMonthOct*-DecJan-MarApr-JunJul-SepOct-DecJan-MarApr-JunJul-SepOct-DecJan-MarApr-JunJul-SepOct-DecJan-DecJan-OctMobilization Phase1-Program Establishment-StaffingDevelopment Phase4-10-Conference Room Pilot -Confirm Requirements-Launch Vendor Reg. PortalDeployment Phase6-22-Transition from SPURS22200520032004Operations Phase2361-Pilot Implementation (DMS&DOT)10-Bring on Additional Users22-Online Contract / Catalog Loading8Initial Users Live-18Development Phase Timeline

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

    General Vendor Information Sessions*Tallahassee, FL4/15, 5/13, 7/8, 8/12, 9/9Gainesville, FL5/6 and 5/8Ocala, FL5/7Orlando, FL4/8, 4/10, 7/1, 7/2Lakeland, FL5/20, 5/22Tampa, FL4/30 and 5/1Clearwater, FL5/2Ft. Lauderdale, FL4/22, 6/17, 6/18Coconut Creek, FL4/24Miami, FL4/1, 4/2, 4/3, 6/24, 6/26St. Augustine, FL5/29Daytona, FL5/27, 5/28Naples, FL6/4Ft. Myers, FL6/3Pensacola, FL7/16, 7/17Panama City, FL7/22, 7/24Ft. Walton Beach, FL7/15Sarasota, FL7/31* April - August 2003 only shown hereJacksonville, FL5/14, 5/15

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

    Vendor Forum Technology SurveysVendor Feedback Forms Miami and Orlando Sessions (4/1-3, 8, 10)

    50% of Feedback Forms received were completed by CMBE/MBE Vendors

    The vendors were asked three yes/no technology questions:Does your business have an internet accessible computer?Does your business have a fax machine?Does your business have an email address?YES!

    All of the MBE/CMBE vendors in those sessions who completed feedback forms answered "yes" to all three of the above questions.

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

    Vendor FeedbackVendor Feedback Forms

    Overall Impressions:Easier to do business with the state"Access to all agencies"Access to greater opportunitiesNew business opportunities

    General Comments:Excellent opportunity for Small BusinessThis will give more opportunities in the bidding process"."It is what the State has been waiting for and will really help end usersGreat! Where do I sign up?...I think this is the best thing since grits! Hats off to you and your staff.It is going to be wonderful once everyone is aware of it and is mandated to use it."

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

    Agency Deployment ScheduleAgency Deployment Sequencing Criteria

    Interest / Willingness to Volunteer

    Spend of agency Large spend (> $175 million in spend)Medium spend ($25 million - $175 million in spend)Small spend ($1 million - $25 million in spend)

    Size of agency (# of employees)

    Percentage spend on State Term Contracts

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

    Agency Sequence & Timing* Other State Level entities that are eligible users** Commodities and contractual services transactions 07/03. Working w/ DOT on other spending areas (annual spending total $2,322,890,365)***These agencies have expressed an interest in adjusting their deployment date or discussing further.DRAFT

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

    AgendaIntroduction of MembersName Chair and Vice ChairMyFloridaMarketPlace OverviewVendor Advisory Council RoleOther BusinessMeeting ScheduleClose

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

    Vendor Advisory Council RoleProviding input and feedback to the Project Management Team on:NeedsProblemsSuccessesEffective PracticesLong-term Strategic Objectives Other Requested InputProvide leadership in recruiting businesses to MyFloridaMarketPlaceSponsor and champion MyFloridaMarketPlace initiative by sharing experience

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

    AgendaIntroduction of MembersName Chair and Vice ChairMyFloridaMarketPlace OverviewVendor Advisory Council RoleOther BusinessMeeting ScheduleClose

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

    AgendaIntroduction of MembersName Chair and Vice ChairMyFloridaMarketPlace OverviewVendor Advisory Council RoleOther BusinessMeeting ScheduleClose

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

    Meeting Schedule for CouncilQuarterly

    At the call of the Chair

    Suggested dates: In conjunction with Florida Government ExpoSeptember 24-26, 2003 in Tampa

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

    AgendaIntroduction of MembersName Chair and Vice ChairMyFloridaMarketPlace OverviewVendor Advisory Council RoleOther BusinessMeeting ScheduleClose

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

    Private Sector Best PracticesStrategic Sourcing across the enterpriseeProcurement Tools (online functions available 24X7, electronic communications, Organizational Changes to decentrallize / centrallize certain functionsDecentrallize request to purchase down to the requesterCentrallize standard quoting/bidding specifications

    Katie:Many companies and public sector institutions have begun implementing e-procurement as a way to significantly streamline their purchasing processes. Reference points on slide

    You can mention the following examples to support the savings and benefits of e-procurement.

    Data from Ariba Buyers that demonstrate cost and time savings:Processing Costs Reduced - 25% to 80%, Processing Quality Improved - 30% to 60%, Processing Time Decreased - 30% to 60%, On-line eQuotes save a minimum of 10% over traditional means of issuing quotes

    Florida saw a great opportunity to realize similar savings by streamlining its business processes through an E-Procurement System. Katie:Many companies and public sector institutions have begun implementing e-procurement as a way to significantly streamline their purchasing processes. Reference points on slide

    You can mention the following examples to support the savings and benefits of e-procurement.

    Data from Ariba Buyers that demonstrate cost and time savings:Processing Costs Reduced - 25% to 80%, Processing Quality Improved - 30% to 60%, Processing Time Decreased - 30% to 60%, On-line eQuotes save a minimum of 10% over traditional means of issuing quotes

    Florida saw a great opportunity to realize similar savings by streamlining its business processes through an E-Procurement System. A traditional procurement process consists of slow, paper-based procedures, with little data available on what is purchased at what price, and with multiple handoffs occurring before orders are placed.These inefficiencies have a direct affect on an agencys ability to do business, including high transaction processing costs (often $100-150 per purchase order), an inconsistent ability to secure best prices through leveraging purchasing volume, and a high rate of error.eProcurement is the use of eCommerce solutions to facilitate, integrate and streamline the entire procurement process from buyer, to vendor, and back It is a way for agencies to leverage their buying power to reduce purchasing costs and empower employees. The key is that eProcurement is a start-to-finish integrated process, from the original material request through the purchase order to the vendor.