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Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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Page 1: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

Vendor Advisory GroupInitial Meeting

April 23, 2003

MyFloridaMarketPlace

Page 2: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

2

Objectives of Today’s MeetingObjectives of Today’s Meeting

Introduce Vendor Advisory Group Members

Provide an overview of MyFloridaMarketPlace

Project Background

Contract Highlights and

Current Status

Discuss Vendor Advisory Group Responsibilities

Select Next Meeting Date and Time

Page 3: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

3

Introduction of Members

Name Chair and Vice Chair

MyFloridaMarketPlace Overview

Vendor Advisory Council Role

Other Business

Meeting Schedule

Close

Agenda

Page 4: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

4

Name Company represented Position in company How you do business with the State now

Introduction of MembersIntroduction of Members

Page 5: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

5

Introduction of Members

Name Chair and Vice Chair

MyFloridaMarketPlace Overview

Vendor Advisory Council Role

Other Business

Meeting Schedule

Close

Agenda

Page 6: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

6

DMS will name the initial chair and vice chair• Both serve for 1 year• Vice chair not necessarily next chair• Group elects new slate in Spring 2004

Role of the Chair and Vice Chair– Chair

• Preview and suggest additional agenda topics• Chair all meetings• Be primary liaison to other groups

– Vice Chair• Serve in the Chair’s absence• Serve as the Council Secretary• Provide additional liaison activities as needed

Roles for the Chair and Vice ChairRoles for the Chair and Vice Chair

Page 7: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

7

Introduction of Members

Name Chair and Vice Chair

MyFloridaMarketPlace Overview

Vendor Advisory Council Role

Other Business

Meeting Schedule

Close

Agenda

Page 8: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

8

Supporting the Governor’s PrioritiesSupporting the Governor’s Priorities

More effective and efficient Government that harnesses the use of

technology

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

Diversifying Florida’s Economy / One Florida

Performance-based Measurement and Accountability

Public / Private Partnerships

Page 9: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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Overview of Florida Re-Engineering Initiatives

Human Resources

– People First—Deals with the State’s personnel system, leave and attendance and benefits management

Purchasing

– MyFloridaMarketPlace—Will integrate the State’s purchasing activities for all State Buyers and for vendors doing business with the State

Financial Management

– FLAIR Replacement—Will replace the State’s legacy accounting and financial system with an integrated enterprise resource planning system

Florida has embarked on three major Enterprise Re-engineering Planning efforts

Page 10: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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5 year Contract (signed October 9, 2002)

Major Milestones

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

• Statewide (Initial Users): “Go Live” – 09/2003 through 05/2004

Financial Model• No Appropriation Required; Project Paid for by 1% Fee on State Purchase • Initial 1% fee funds the LBR for DMS

• Once LBR is funded, 1% fee funds Accenture Base System Cost

MyFloridaMarketPlace Contract OverviewMyFloridaMarketPlace Contract Overview

Page 11: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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Goals and Objectives

Goals 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 efficiencies

Goals 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 efficiencies

MyFloridaMarketPlace… Connecting Buyers and Vendors…

Expanding Opportunities…

Page 12: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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Current Purchasing Systems

Vendor BidSystem

(Bidding)

SPURS(Purchasing)

FLAIR

SPURSView

(Reporting)

ManualProcess forMatching

Web-basedRegistration

ManualProcess for

Invoicing

Agencycontractsystem

Agencycontractsystem

Agencycontractsystem

Agencycontractsystem

Agencycontractsystem

Page 13: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace System

FLAIR / FLAIRReplacement

RegistrationPurchasing

BiddingContractsInvoicingMatchingReporting

Page 14: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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ReceiveOrderSource

Scope of the eProcurement InitiativeScope of the eProcurement Initiative

Full 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 auctions

Integrated with FLAIR financial system

Request PayApproval

MyFloridaMarketPlaceMyFloridaMarketPlace

Page 15: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace FunctionsMyFloridaMarketPlace Functions

Vendor ToolsBuyer Tools

MyFloridaMarketPlace UsersInitial Users -

Pilots

Initial Users - Exec Agencies

Eligible Users - Other State Agency

State Term Contract Vendors

Minority Businesses

Agency/ Dept. Contract Vendors

Eligible Users – Univ, City, County

General Public

Small Businesses

• Vendor search

• State term contract items

• Requisitions/Purchase orders

• Online workflow approvals

• Informal solicitation (quotes < $25,000)

• Sealed bids (ITN, ITB, RFx > $25,000, auctions, reverse auctions)

• Receipt of Goods

• P-Card

• Contract development and administration

• Reports

• Self registration

• E-mail notification of formal and informal solicitations

• Online quoting on informal solicitations (< $25,000)

• Online submission of sealed bids (> $25,000)

• Electronic purchase order receipt

• Electronic submission of invoices

• Catalog creation and updates for State term contracts

• Reports

Business Support and Operations• Buyer Help Desk

• Vendor Help Desk

• Strategic Sourcing

• Procurement Assistance

• Catalog Enablement

• Training and Education

                                                                                                                                                “I want to buy” “I want to sell”

Buyers Vendors

Page 16: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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MyFloridaMarketPlace BuyersMyFloridaMarketPlace BuyersInitial Users - Pilot Agencies

Department of Transportation

Department of Children & Families

Department of Health

Department of Corrections

Department of Juvenile Justice

Department of Environmental Protection

Department of Revenue

Department of Lottery

Agency for Health Care Administration

Department of Highway Safety & Motor Vehicles

Department of Elder Affairs

Department of Education

Department of Citrus

Department of Law Enforcement

Department of Military Affairs

Department of Business & Professional Regulation

Agency for Workforce Innovation

Department of Community Affairs

Executive Office of the Governor

Department of Veteran’s Affairs

Department of Management Services

Initial Users – Executive Branch Agencies

Other Eligible Users Other State Agencies

Universities/Community Colleges

Other Governments (City, County, etc.)

Legislature

Judicial

State Technology Office

Page 17: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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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.

UnawareAwareness

Understanding

Fully Informed

Involvement

Commitment Curve

Time

Lev

el o

f co

mm

itm

ent

Commitment to MyFloridaMarketPlace Commitment to MyFloridaMarketPlace

State Buyers

Florida STC Vendors

Page 18: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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Project StatusProject StatusCompleted Project Activities

Vendor Communications initiated on 1/10/03.

Vendor forums conducted in February and April (additional sessions planned for May)

Agency Roundtables conducted weekly

Individual Agency Head meetings in progress

Finalized initial State Term Contract loading schedule

Completed Strategic Sourcing interviews with all agencies

Third Party Monitor brought on by DMS

Vendor Registration website live and more than 1,000 vendors registered

Upcoming Project Activities

Continue state term contract vendor forums and continue statewide general vendor information

sessions

Initiate State Term Contract loading and Vendor Registration

Continue regular Agency Roundtables

Page 19: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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The project will be completed over four phases: Mobilization, Development, Deployment and Operations, all of which include specific milestones.

6

Contract 2002 2006 2007Phase/Activity Month Oct*-Dec Jan-Mar Apr-JunJul-SepOct-Dec Jan-Mar Apr-Jun Jul-Sep Oct-Dec Jan-Mar Apr-Jun Jul-Sep Oct-DecJan-Dec Jan-Oct

Mobilization Phase 1- Program Establishment- StaffingDevelopment Phase 4-10- Conference Room Pilot - Confirm Requirements

- Launch Vendor Reg. Portal

Deployment Phase 6-22

- Transition from SPURS 22

20052003 2004

Operations Phase 23 61-

- Pilot Implementation (DMS&DOT) 10

- Bring on Additional Users 22

- Online Contract / Catalog Loading 8

Initial Users Live- 18

Development Phase TimelineDevelopment Phase Timeline

Page 20: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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General Vendor Information Sessions*Tallahassee, FL

4/15, 5/13, 7/8, 8/12, 9/9

Gainesville, FL

5/6 and 5/8

Ocala, FL

5/7

Orlando, FL

4/8, 4/10, 7/1, 7/2

Lakeland, FL

5/20, 5/22

Tampa, FL

4/30 and 5/1Clearwater, FL

5/2

Ft. Lauderdale, FL

4/22, 6/17, 6/18

Coconut Creek, FL

4/24Miami, FL

4/1, 4/2, 4/3, 6/24, 6/26

St. Augustine, FL

5/29

Daytona, FL

5/27, 5/28

Naples, FL

6/4

Ft. Myers, FL

6/3

Pensacola, FL

7/16, 7/17

Panama City, FL

7/22, 7/24Ft. Walton Beach, FL

7/15

Sarasota, FL

7/31

* April - August 2003 only shown here

Jacksonville, FL

5/14, 5/15

Page 21: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

21

Vendor Forum Technology Surveys

Vendor 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.

Page 22: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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Vendor Feedback

Vendor Feedback Forms

Overall Impressions:

“Easier to do business with the state"

“Access to all agencies"

“Access to greater opportunities”

“New business opportunities“

General Comments:

“Excellent opportunity for Small Business”

“This will give more opportunities in the bidding process".

"It is what the State has been waiting for and will really help end users“

“Great! 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."

Page 23: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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Agency Deployment ScheduleAgency Deployment Schedule

Agency 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

Page 24: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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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.

# Category Agency Pla

nn

ed

Tra

nsacti

on

Go

Liv

e D

ate

Annual Spend 1 Initial User - Pilot Department of Transportation** 07/03 552,062,183$ Pilot2 Initial User - Pilot Department of Management Services (incl. STO, Div. Of Administrative Hearings) 07/03 305,712,795$ Pilot3 Initial User Department of Children and Families*** 09/03 863,309,560$ Large4 Initial User Department of Corrections*** 09/03 327,105,425$ Large5 Initial User Agency for Health Care Administration 10/03 181,302,039$ Volunteer6 Initial User Department of Juvenile Justice*** 10/03 326,185,937$ Large7 Initial User Department of Health*** 10/03 286,042,337$ Large

8 Other Eligible Users* Department of Financial Services 10/03 88,651,201$ Large, FLAIR9 Initial User Department of Environmental Protection 11/03 277,244,485$ Large

10 Initial User Department of Highway Safety and Motor Vehicles 11/03 69,609,362$ Volunteer11 Other Eligible Users* Department of Agriculture and Consumer Affairs 11/03 74,935,211$ Medium12 Initial User Agency for Workforce Innovation 12/03 39,556,529$ Medium13 Initial User Executive Office of the Governor 12/03 3,873,151$ Small14 Initial User Department of the Lottery 12/03 92,316,106$ Medium15 Initial User Department of Veterans' Affairs 01/04 5,832,948$ Small16 Initial User Department of Business and Professional Regulation 01/04 19,093,725$ Medium17 Initial User Department of Revenue 01/04 103,218,529$ Large18 Initial User Department of Elder Affairs*** 01/04 77,154,774$ Small19 Initial User Department of Education 01/04 87,315,427$ Medium20 Initial User Department of Citrus 02/04 39,700,696$ Medium21 Initial User Department of Law Enforcement 02/04 29,421,959$ Medium22 Initial User Department of Community Affairs 03/04 10,998,769$ Medium23 Other Eligible Users* Department of State 03/04 16,818,957$ Medium24 Initial User Department of Military Affairs 03/04 29,544,468$ Small25 Other Eligible Users* Office of Attorney General & Dept. of Legal Affairs 04/04 8,850,965$ Small26 Other Eligible Users* Fish and Wildlife Conservation Commission 04/04 51,526,670$ Medium27 Other Eligible Users* Florida School of the Deaf and Blind 04/04 17,584,915$ Small28 Other Eligible Users* Justice Administrative Commission 05/04 27,210,396$ Medium29 Other Eligible Users* Legislative Purchasing 05/04 26,474,057$ Medium30 Other Eligible Users* State Court System 05/04 12,566,847$ Small31 Other Eligible Users* Parole Commission 05/04 744,149$ Small32 Other Eligible Users* Public Service Commission 05/04 2,492,118$ Small33 Other Eligible Users* Ringling Museum 05/04 631,654$ Small34 Other Eligible Users* Office of the Auditor General 05/04 1,460,001$ Small35 Other Eligible Users* State Board of Administration 05/04 TBD Small36 Other Eligible Users* Enterprise Florida 05/04 TBD Small37 Other Eligible Users* Future Waves of Other Eligible Users (e.g. Local Education Institutions, Cities, Counties) TBD TBD TBD

DRAFT

Page 25: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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Introduction of Members

Name Chair and Vice Chair

MyFloridaMarketPlace Overview

Vendor Advisory Council Role

Other Business

Meeting Schedule

Close

Agenda

Page 26: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

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Vendor Advisory Council RoleVendor Advisory Council Role

Providing input and feedback to the Project Management Team on: Needs Problems Successes Effective Practices Long-term Strategic Objectives Other Requested Input Provide leadership in recruiting businesses to MyFloridaMarketPlace Sponsor and champion MyFloridaMarketPlace initiative by sharing

experience

Page 27: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

27

Introduction of Members

Name Chair and Vice Chair

MyFloridaMarketPlace Overview

Vendor Advisory Council Role

Other Business

Meeting Schedule

Close

Agenda

Page 28: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

28

Introduction of Members

Name Chair and Vice Chair

MyFloridaMarketPlace Overview

Vendor Advisory Council Role

Other Business

Meeting Schedule

Close

Agenda

Page 29: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

29

Meeting Schedule for Council

Quarterly

At the call of the Chair

Suggested dates: – In conjunction with Florida Government Expo

• September 24-26, 2003 in Tampa

Page 30: Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

30

Introduction of Members

Name Chair and Vice Chair

MyFloridaMarketPlace Overview

Vendor Advisory Council Role

Other Business

Meeting Schedule

Close

Agenda