MyFloridaMarketPlace Approver Training

Agenda Approver Responsibilities System Basics Approving Requests Confidential Information Scanning and Attachment Guidelines Questions & Answers

Approver Responsibilities MyFloridaMarketPlace (MFMP) Approver responsibilities may include: Reviewing and approving a requisition for management purposes Reviewing and approving a requisition for budgetary purposes Reviewing and approving a requisition based on the “type” of request being submitted (i.e. Information Technology (IT) related; Operating Capital Outlay (OCO) item; Legal Counsel required approval; Telecommunications related, etc.) Editing and making changes to a requisition before approving Denying a requisition (based on your agency’s practices) Approving a Delegation of Authority for an agency customer in which you are their “supervisor” in MFMP Acting as a Delegatee for another agency customer to approve/deny their transactions

Agenda Approver Responsibilities System Basics Approving Requests Confidential Information Scanning and Attachment Guidelines Questions & Answers

System Basics Delegation of Approval Authority Customers should complete a Delegation of Authority when they are going to be on leave and/or out of the office and unable to obtain Internet access Submitting the Delegation of Authority is necessary to ensure Purchase Requisitions, Invoice Reconciliations and Receipts are approved in a timely manner Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave The scheduled delegation will go into effect at 1:00 AM (EST) of the date selected Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave.

System Basics Delegation of Approval Authority Click on Delegate your authority

System Basics Delegation of Approval Authority Choose an appropriate Delegate Choose a Start and End Date A Delegation Reason is not required but is a good business practice By checking the Notification box, you may choose to continue to be notified of approvals requiring your attention

Agenda Approver Responsibilities System Basics Approving Requests Confidential Information Scanning and Attachment Guidelines Questions & Answers

Approving Requests Email Notification -----Original Message----- From: Ariba Administrator [mailto:fl_notification@myfloridamarketplace.com] Sent: Friday, April 20, 2007 9:36 AM To: Graves, Ray (DAS) Subject: PR1432871: '76 DDL Miami Dade alarm renewal for S09' requires your approval because "" PR1432871: '76 DDL Miami Dade alarm renewal for S09' requires your approval because "" To view this request in the Ariba system, use the following URL: https://myfloridamarketplace.com:9140/Buyer/Main/ad/webjumper?partition= part1&username=graves.ray&passwordadapter=CryptPasswordAdapter&itemID=2b 0tsfo.1u&awcharset=UTF-8 Requisition No. PR1432871 Created on Thu, 12 Apr, 2007 by Eva Kendrick If you have selected to be notified by email to approve a transaction, the system will send you an email similar to this Click on the hyperlink Sign into MFMP Review and act on the approvable

Approving Requests Approval Queue Click the Approve Requests link to begin reviewing items in your queue

Approving Requests Approval Queue By clicking on any of the header fields you can arrange the requests by ascending or descending order You may find it helpful to group items in your queue

Approving Requests Approval Queue Items have been grouped by Status Expand or collapse each group by clicking on the gray arrow Grouped items contain the count of the transactions in that status

Approving Requests Approval Summary The approval summary shows pertinent information from the requisition You can navigate through your approval queue

Approving Requests Approval Summary Comments and attachments are viewable at the bottom of the requisition Attachments are opened by clicking on the link

Approving Requests Approval Summary Click the PR link or the Title link to see all details of the requisitions

Approving Requests Requisition Detail When the link to the PR is chosen, you will be taken to the Summary Tab

Approving Requests Requisition Detail Each tab contains pertinent information on the requisition In Hide Details view, you cannot see all of the details of the line item (vendor name, FEID, full description, accounting information, etc.) To see all of the details, click the “Show Details” link

Approving Requests Requisition Detail The Show Details link allows you to view the line item information

Approving Requests Requisition Detail To edit the line item, check the box to the left of the line item # When the line item is checked, you can edit, copy or delete your line item

Approving Requests Requisition Detail The procurement information is listed at the top of the page and the accounting information is listed at the bottom of the page

Approving Requests Requisition Detail In the History tab, every user and the action they take is captured. If any part of the requisition was edited, you would click on the edited “link” to view the changes made

Approving Requests Requisition Detail The workflow details all roles/persons required to approve the requisition A requisition can be awaiting approval in a person’s queue for 10 days before it will escalate to the person’s supervisor Transactions will NOT escalate if active with a role (ex. 7200: Purchasing Office) only if active with a person (ex. Anthony Garcia) A role or person can be added to the approval flow if necessary

Approving Requests Archiving and Approval Summary At the time of approving the request: Select to archive your approvable The transaction will no longer be in your Approve Requests queue unless you are the next approver in the approval flow Select next request summary to bring up the next approvable in the queue

Agenda Approver Responsibilities System Basics Approving Requests Confidential Information Scanning and Attachment Guidelines Questions & Answers

Confidential Information Confidential Information that is directly related to an individual is prohibited from being included in MFMP. This includes information included in the comments field, line item description as well as attachments. Including such information in MFMP may violate F.S. 119.071 as well as comparable federal regulations relating to confidentiality such as the Health Insurance Portability and Accountability Act (HIPAA) Agency specific questions about confidential information should be directed to their agency’s HIPAA compliance officer or General Counsel’s Office It is the agency’s responsibility to redact this information prior to posting it to MFMP. Workflow approvals that are included in MFMP offer the opportunity for multiple customers to identify and take action against a transaction that includes confidential information, including initiating the Confidential Information Purge Request process. The form and process are posted on the MFMP toolkit http://dms.myflorida.com/buyertoolkit under Job Aids

Confidential Information Examples of confidential information include, but are not limited to, the following items: Names All elements of dates (except year) directly related to an individual, including birth date, admission date, discharge date, and date of death Telephone numbers Electronic mail addresses Social security numbers Medical record numbers Health plan beneficiary numbers Account numbers Certificate/license numbers All geographic subdivisions smaller than a state, including street addresses, city, county and zip codes

Agenda Approver Responsibilities System Basics Approving Requests Confidential Information Scanning and Attachment Guidelines Questions & Answers

Scanning and Attachments Attachments on a MyFloridaMarketPlace transaction should be less than 4 megabytes in size Recommended File Types For MyFloridaMarketPlace are .bmp – Bitmap Image .doc MS Word .pdf – Adobe Acrobat Forms Document .csv – MS Excel Comma Separated Values File .rft – Rich Text Format .xls – MS Excel Worksheet .pcx – PCX Image Document .tif – TIF Image Document .wri – Write Document Full details for the Scanning and Attachment Guidelines are posted on the toolkit http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit

Agenda Approver Responsibilities System Basics Approving Requests Confidential Information Scanning and Attachment Guidelines Questions & Answers

Thank you for your attendance. We’re here to help Thank you for your attendance. We’re here to help. Contact the Customer Service Desk at 1-866-352-3776 or BuyerHelp@myfloridamarketplace.com or the MFMP Team with any questions that you may have. Kasey Bickley, CPPB, FCCM Purchasing Process Analyst Kasey.Bickley@dms.myflorida.com (850) 294-0494 Anne Rabon, LSSG F&A Process Analyst Anne.Rabon@dms.myflorida.com (850) 294-0739 Eric Swanson Vendor Management Analyst Eric.Swanson@dms.myflorida.com (850) 487-9981 Amy Smyth Zeigler, M.S., PMP Communications Analyst Amy.Smyth@dms.myflorida.com (850) 294-3080 Rachael Lieblick, PMP, FCCM Operations Manager Rachael.Lieblick@dms.myflorida.com (850) 414-6735