MyFloridaMarketPlace MyFloridaMarketPlace Customer Roundtable Meeting Thursday, May 15, 2008, 9 a.m., EDT Conference dial-in number: (888) 808-6959 Conference code: 4146755#

Agenda Welcome / Introduction [Rachael Lieblick] MyFloridaMarketPlace (MFMP) Updated MFMP Team Customer Service Punchout Catalogs SPURS Sunset Update CRB and CR 37 Update SIR Update Year End Processing Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids Next Meeting Time / Location

Agenda Welcome / Introduction MFMP Updated MFMP Team [Rachael Lieblick] Customer Service Punchout Catalogs SPURS Sunset Update CRB and CR 37 Update SIR Update Year End Processing Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids Next Meeting Time / Location

Updated MFMP Team Walt Bikowitz Chief, State Purchasing Walt.Bikowitz@dms.myflorida.com (850) 488-7809 Rachael Lieblick Operations Manager Rachael.Lieblick@dms.myflorida.com (850) 414-6735 Debbie Gries Process Manager Debbie.Gries@dms.myflorida.com (850) 414-1882     Eric Swanson Vendor Manager Eric.Swanson@dms.myflorida.com (850) 487-9981 Amy Smyth Communications Specialist Amy.Smyth@dms.myflorida.com (850) 294-3080 Audrey Hughes Reporting Audrey.Hughes@dms.myflorida.com (850) 728-4226 Kasey Bickley Purchasing Process Specialist Kasey.Bickley@dms.myflorida.com (850) 294-0494 Anne Rabon F&A Process Specialist Anne.Rabon@dms.myflorida.com (850) 294-0739

Agenda Welcome / Introduction MFMP Updated MFMP Team Customer Service [Debbie Gries] Punchout Catalogs SPURS Sunset Update CRB and CR 37 Update SIR Update Year End Processing Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids Next Meeting Time / Location

Failed Purchase Order Process The CSD (BuyerHelp) identifies failed purchase orders (PO) due to problems with the vendor’s preferred ordering method (fax or e-mail) Twice weekly, on Tuesdays and Fridays, the Failed Purchase Order Report is sent to the agency’s Purchasing and Finance & Accounting liaisons The report contains two tabs: Failed PO – Open or Returned Failed PO – Successfully sent

Failed Purchase Order Process (cont’d) CSD may be able to identify and make contact with the vendor and therefore prevent agency from having to resend the failed PO If the PO is still unsuccessful, the CSD will attempt for 2 business days to contact the vendor by phone and get current information from them, send the order and update the vendor’s information in Vendor Registration If the CSD cannot contact the vendor, the vendor’s name will be marked with Invalid Data, the month and year this is effective. Ex: Geyer Painting Inc. ID: 05/08(001_Geyer Painting Inc. Tallahassee) When an order is successfully resent: If there are attachments, an e-mail is sent to the agency advising them of the successful send but the agency will need to follow up with the vendor and provide them with the attachments If there are no attachments, a notification is not sent to the agency

Details of the Failed Purchase Order Report All failed POs will be visible via the Failed Purchase Orders report, which contains the following information: Agency Name Preparer PO Details DO # PUI Attachments? (Y or N) Vendor Details Vendor Name FEID Contact Information (name and telephone #) Why Purchase Order failed to go to the vendor Ordering status Email failed due to email address being invalid the dialed number was busy, etc. Date PO failed Date PO sent or Agency notified Status Failed PO Returned to Agency or Initial PO Failure Ticket #

Vendors with Invalid Data/Vendor Inactivations The Vendors with Invalid Data and Vendor Inactivations Reports are currently being distributed weekly on Mondays to your agency liaisons Vendors with Invalid Data Vendors are “marked” when an attempted DO has failed to reach the vendor via their preferred ordering method. The agencies are asked to contact the vendors in an attempt to get the updated information. Agencies can continue to do business with these vendors, however, there is a risk of encountering errors in the processing of orders Vendor Inactivations When a vendor’s registration account is set to an inactive status (inactive or suspended), any outstanding transactions with the vendor will not be able to be completed in MyFloridaMarketPlace. A warning message will display on the transaction indicating “Vendor has been deleted.” When this warning message displays, the user needs to follow the directions outlined in the “Required User Actions Impacted by Vendor Inactivations” table in the Vendor Inactivation job aid to appropriately close out any outstanding transaction that are open Job Aids - http://myfloridamarketplace.com/toolkit Note: For current orders to vendors appearing on the Vendor Inactivation List invoices must be received and in “ Paid” Status prior to the inactivation date

Agenda Welcome / Introduction MFMP Updated MFMP Team Customer Service Punchout Catalogs [Debbie Gries] SPURS Sunset Update CRB and CR 37 Update SIR Update Year End Processing Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids Next Meeting Time / Location

Gateway Punchout Site After clicking on “Buy From Supplier”, you are taken to the vendor’s website Click on the configure link and you will be taken to select additional options to add to your PC Note: Monitors will be added as a separate PRODUCT OFFERINGS in the near future

Gateway Punchout Site You can add this item to your cart now Or select additional options Note: you will be provided with an ongoing “tally” of your order total

Gateway Punchout Site As you scroll down the page to make additional selections, the “Add to Cart” box travels with you. Upon completion of your options, select “Add to Cart”

Gateway Punchout Site Upon completion, click Checkout (or you can continue shopping). Once you have checked out, the items will populate as line items on your purchase requisition.

Agenda Welcome / Introduction MFMP Updated MFMP Team Customer Service Punchout Catalogs SPURS Sunset Update [Walt Bikowitz] CRB and CR 37 Update SIR Update Year End Processing Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids Next Meeting Time / Location

SPURS Sunset Update There is a new form for SPURS actions.  Customers will need to fully complete this form before SPURS actions will be completed When submitting your request to the Buyer Help Desk, please ensure that ‘SPURS ACTION REQUIRED’ is included in the subject line of the e-mail The updated PUR7018 form is located at: http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit/myfloridamarketplace_forms

Agenda Welcome / Introduction MFMP MFMP Updated Team Customer Service Punchout Catalogs SPURS Sunset Update CRB and CR 37 Update [ Rachael Lieblick] SIR Update Year End Processing Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids Next Meeting Time / Location

Change Requests Parallel concurrent path. No cost CR 37 Mass Edit Purchasing Codes CR 36 Make the Encumbrance number and the DO number the same CR 40 IR Remove Accounting Validation on Rejected IRs CR 42 Add accounting details to Analysis CR 26 Mass edit for Invoice Reconciliation CR 44 Legislature Data Visibility CR 41 CFO Receipt Date CR 45 Service Disabled Veteran Business Enterprises Parallel concurrent path. No cost or reduction in resources for CRB priorities

Change Review Board / CR 37 Update The Change Review Board (CRB) met on March 19th, and reviewed estimates for prioritized change requests The CRB voted to move forward with CR 37 (Mass edit for Purchasing Code and Method of Procurement fields) Overview of the enhancement: Changes will be made to the pre-existing mass edit functionality for requisitions so that the Purchasing Code (labeled “Buyer Code” in MyFloridaMarketPlace) and Method of Procurement fields can be updated for multiple line items

Change Review Board / CR 37 Update As part of this system enhancement, additional Method of Procurement values are also being added to MFMP. These include: FI - Informal quote per s. 255.0525 H1 - Agency ITB per s. 255.0525 I1 - Agency RFP per s. 255.0525 J1 - Agency ITN per s. 255.0525 O1 - Emergency per s. 255.0525 O2 - Emergency per Executive Order 10 - Exempt, advertising or promotional items purchased per 20-104.003 (Dept. of Citrus only) 11 - Lottery Procurement This enhancement is currently targeted for the May 2008 release

Agenda Welcome / Introduction MFMP Updated MFMP Team Customer Service Punchout Catalogs SPURS Sunset Update CRB and CR 37 Update SIR Update [ Michael Jackman] Year End Processing Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids Next Meeting Time / Location

SIR Update – Accounting Related SIR 827 - When EO is inactivated in FLAIR, the EO may not be inactivated in MFMP (implemented on 3/28/2008) MFMP will now be able to correctly update inactive Expansion Options from FLAIR. To accommodate this change, several impacted Expansion Options will be inactivated and marked with a suffix of ‘-INACTIVE’ SIR 851 - Category and Category Year not defaulted for ORG = 75-10-30-01-000, EO = 59, Ver = 11 (implemented 3/28/2008) MFMP was updated with the proper accounting combination to allow for defaulting of specified category and category year. The accounting combination was not originally loaded due to a batch failure in 2006

SIR Update – Change Orders/Release Encumbrance SIR 617 - FLAIR is still active on “Ordered” requisitions (implemented on 3/28/2008) Release encumbrances that have an error while processing in FLAIR will now return and deny the FLAIRIntegration approval node, signaling the failure of the Release Encumbrance. The following comment will be added: “Transaction has NOT successfully been released in FLAIR.” Extra validation to the Release Encumbrance eForm has also been added to confirm that a customer has a FLAIR log-in account set up in MFMP before processing the release encumbrance SIR 890 – Changed encumbered requisitions went to “Ordered” status without adding FLAIRIntegration (implemented 3/28/2008) Customers who choose to bypass the warning message for encumbered change orders that had at least one line item that had been fully paid will now have to check the following checkbox: “Ignore warning related to closed FLAIR encumbrance line”

Agenda Welcome / Introduction MFMP Updated MFMP Team Customer Service Punchout Catalogs SPURS Sunset Update CRB and CR 37 Update SIR Update Year End Processing Certified Forward [ Anne Rabon] Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids Next Meeting Time / Location

Certified Forward At 2:00 AM on July 1st, MFMP will be receiving the file update from FLAIR as to which encumbered requisitions should be marked with a Certified Forward Indicator This process will only mark encumbered requisitions. Unencumbered requisitions will need to be marked manually by initiating a change order If attempting to mark an unencumbered requisition in “Received” status, you must first reopen the order to “Receiving” status in order to complete a change order

Certified Forwards: Manual Process Overview Finance and Accounting Required Receiver

Agenda Welcome / Introduction MFMP Updated MFMP Team Customer Service Punchout Catalogs SPURS Sunset Update CRB and CR 37 Update SIR Update Year End Processing Certified Forward Payables [ Anne Rabon] Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids Next Meeting Time / Location

Payables: Process Overview Activity will need to be completed by Finance and Accounting

Agenda Welcome / Introduction MFMP Updated MFMP Team Customer Service Punchout Catalogs SPURS Sunset Update CRB and CR 37 Update SIR Update Year End Processing Certified Forward Payables Reducing/Releasing Encumbrances [ Anne Rabon] Disbursement Transaction Override Available Reports and Job Aids Next Meeting Time / Location

Reducing/Releasing Encumbrances There are four ways to reduce or release encumbrances in MFMP: Change Order to reduce the quantity can be submitted to reduce the encumbered amount Final Payment Indicator can be used when approving an IR for payment to un-encumber the remaining encumbrance balance, this check box is located on the line level detail of the IR Release Encumbrance eForm can be used to release all the remaining funds associated on an order Release Encumbrance Request Form can be submitted to the Customer Service Desk to release the encumbrance, however, you will need to supply the REF (Release Encumbrance eForm) number

Release Encumbrance eForm: Process Overview Activity will need to be completed by Finance and Accounting

Agenda Welcome / Introduction MFMP Updated MFMP Team Customer Service Punchout Catalogs SPURS Sunset Update CRB and CR 37 Update SIR Update Year End Processing Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override [ Anne Rabon] Available Reports and Job Aids Next Meeting Time / Location

Disbursement Transaction Override During disbursement processing, the disbursement transaction type may be changed from encumbered to unencumbered disbursement, or unencumbered to encumbered disbursement by checking or unchecking the ‘Encumber Funds’ checkbox Users assigned the “Invoicing” group will have the ability to override the disbursement type The ‘Encumber Funds’ checkbox is at the split accounting level and must be updated for each split accounting line If the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance eForm to release the remaining encumbrance amount Note: Reference Hot Topic Year End Processing Tip #5-Disbursement Transaction Override dated 4-18-08

Agenda Welcome / Introduction MFMP Updated MFMP Team Customer Service Punchout Catalogs SPURS Sunset Update CRB and CR 37 Update SIR Update Year End Processing Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids [ Kasey Bickley] Next Meeting Time / Location

Reports There are several MyFloridaMarketPlace reports that are generated for use by agencies and posted to the DMS website (http://dms-purchasing-ftp.state.fl.us/xx00/) A Job Aid is also available on the DMS website (in the MFMP Toolkit) that lists the available reports along with a description of each Note: this document is currently being updated (http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit) The MFMP team is currently amending the following three reports to be separated into current fiscal year, previous fiscal year and historical data: All Open Orders All Received Orders All Outstanding Encumbrances

Suggested Year End Reports The following reports (from the DMS Web site) should be helpful in year end processing: IRs With Last Approver Purpose: This report is primarily used by Finance & Accounting personnel to monitor the status and activity of IRs to ensure prompt payment processing Description: This report lists Invoice Reconciliations (IRs) in Reconciling and Approving status with a total dollar amount greater than $0: This includes IRs generated from the Ariba Supplier Network (ASN) (Purchasing Unit Indicator (PUI): 9999) and IRs that failed Central FLAIR IRs that failed Central FLAIR will list the approving invoice manager by name and will remain in Approving status until resolved This excludes IRs that list FLAIR Integration as the active approver and does not list IRs in Paid status Customers whose queue the IR is currently active will be listed This also includes IRs routed to the Invoice Administrator. This only applies to ASN invoices

Suggested Year End Reports (cont’d) Invoice Reconciliation Report Purpose: This report will assist Finance and Accounting staff in determining outstanding invoices by budget to determine what action needs to be taken when budgets change Description: This report lists all non-ASN IRs in an Approving, Reconciling or Rejecting status POs Without IRs Purpose: This report is primarily used by Finance & Accounting personnel to identify Purchase Orders (POs) where IRs were not created through MyFloridaMarketPlace. Description: This report lists: Commodity POs in a Receiving or Received status Service POs in Ordered Status All Received Orders Report Purpose: This report is primarily used by Finance and Accounting personnel to identify purchase orders containing commodities to determine if invoices have been received and processed. Description: This report lists POs in a received status

Suggested Year End Reports (cont’d) All Open Orders Report Purpose: This report is primarily used by Finance and Accounting personnel to identify all “Open” POs to determine if invoices have been received and processed. This is also used by Purchasing personnel to determine if the purchase order needs to be changed, canceled or closed for future receiving Description: This report lists POs in Ordering, Ordered and Receiving status PR’s in Submitted Status Purpose: This report displays intended PR obligation by organizational code before the money is committed through a direct order. Managers are able to review spending plans before the agency is committed to an expenditure Description: This report will list the latest version of a PR in a Submitted status

Closing Closing Questions Please notify the CSD (BuyerHelp) at 1-866-352-3776 or at buyerhelp@myfloridamarketplace.com to report issues that are affecting year end processing

Contact Us If we can assist you in any way, please contact us: Walt Bikowitz Chief, State Purchasing Walt.Bikowitz@dms.myflorida.com (850) 488-7809 Rachael Lieblick Operations Manager Rachael.Lieblick@dms.myflorida.com (850) 414-6735 Debbie Gries Process Manager Debbie.Gries@dms.myflorida.com (850) 414-1882     Eric Swanson Vendor Manager Eric.Swanson@dms.myflorida.com (850) 487-9981 Amy Smyth Communications Specialist Amy.Smyth@dms.myflorida.com (850) 294-3080 Audrey Hughes Reporting Audrey.Hughes@dms.myflorida.com (850) 728-4226 Kasey Bickley Purchasing Process Specialist Kasey.Bickley@dms.myflorida.com (850) 294-0494 Anne Rabon F&A Process Specialist Anne.Rabon@dms.myflorida.com (850) 294-0739 Customer Service Desk (CSD) CSD BuyerHelp@myfloridamarketplace.com (866)-352-3776