MyFloridaMarketPlace Customer Round Table Meeting November 3, 2016 Michael to introduce Betsy

MFMP Contract Extension Recent Enhancements Fax Transition Effort CRT Agenda MFMP Contract Extension Recent Enhancements Fax Transition Effort MFMP University Update New Commodity Codes Annual Customer Survey Results VIP Updates Trivia Open Forum Bruce – Judson – Eric –

MFMP Contract Extension The MFMP contract (Contract #: DMS 11/12-030) was extended until June 30, 2017 The MFMP Contract was renewed effective July 01, 2017 through June 30, 2021 Agencies will not be impacted by the contract extension Betsy

MFMP Contract Extension Recent Enhancements Fax Transition Effort CRT Agenda MFMP Contract Extension Recent Enhancements Fax Transition Effort MFMP University Update New Commodity Codes Annual Customer Survey Results VIP Updates Trivia Open Forum Bruce – Judson – Eric –

CR 291: OBO Approval Flow Agencies now have the option to opt-in to an additional requisition approval flow After opting-in, if a customer with the CO No Workflow permission changes the On Behalf Of (OBO) field, MFMP only generates the new OBO in the approval flow Any change to the OBO field and a field on the CO No Workflow list will only generate the new OBO in the approval flow Any change to the OBO and a field not on the CO No Workflow list will regenerate the standard approval flow If the customer does not have the CO No Workflow permission, the standard approval flow will generate In order to activate this functionally, agencies must contact the MFMP Customer Service Desk and the update will be made per a standard Operational Data Request (ODU) Robert

CR 295: FLAIR Password Validation This enhancement adds functionality to the existing MFMP FLAIR Login Information eForm to confirm that the FLAIR password entered on the eForm matches the credentials in FLAIR FLAIR must be operational for the eForm to validate the password A new checkbox titled “Validate Credentials in FLAIR” will be added to the MFMP FLAIR Login Information eForm and will be default to checked Customers may uncheck the checkbox if they do not wish to validate their password in FLAIR If a customer wishes to submit the eForm outside of expected FLAIR operational periods, they should uncheck this box Robert

FLAIR Password Validation Cont. An email notification will be sent to the customer submitting the MFMP FLAIR Login Information eForm if the validation attempt fails in FLAIR Customers will not have the ability to resend a previously failed MFMP FLAIR Login Information eForm and a new MFMP FLAIR Login Information eForm must be created to re-attempt validating the login credentials This enhancement is scheduled for the November Release Robert CR305 will be discussed at the end.

MFMP Contract Extension Recent Enhancements Fax Transition Effort CRT Agenda MFMP Contract Extension Recent Enhancements Fax Transition Effort MFMP University Update New Commodity Codes Annual Customer Survey Results VIP Updates Trivia Open Forum Bruce – Judson – Eric –

Fax Transition Effort As of February 1, 2017, MyFloridaMarketPlace will no longer send purchase orders to vendors via fax Vendors may continue to receive purchases orders via fax using an external email to fax conversion service The MFMP team will be contacting all vendors who are registered with fax and customers with open orders regarding this upcoming change MFMP will update all vendor accounts that were not updated by February 1, 2017. However, as the MFMP team is unable to verify whether or not the PO receipt email address is valid, MFMP strongly recommends that vendors update their own account prior to February 1, 2017 The MFMP team developed a job aid for vendors with step-by-step instructions on how to change their purchase order receipt method within VIP MFMP encourages agencies to share this information with their vendors to avoid potential delays in receiving updated orders Delvis

MFMP Contract Extension Recent Enhancements Fax Transition Effort CRT Agenda MFMP Contract Extension Recent Enhancements Fax Transition Effort MFMP University Update New Commodity Codes Annual Customer Survey Results VIP Updates Trivia Open Forum Bruce – Judson – Eric –

MFMP Training All third quarter training registrations are available on the MFMP U website The MFMP team will be offering in-person training in the FL panhandle in the early spring The MFMP team recently developed and distributed a new System Administrator newsletter (distributed on September 9, 2016). Please let our team know if there are other areas where the MFMP team can provide additional training or communication support Bruce

MFMP Communication Updates The MFMP team has recently begun to distribute communications following each system enhancement. These communications contain pertinent information about the change, who it impacts, and other such information Have you found the new communications helpful? Beginning on January 1, 2017, the team will be piloting a process to distribute certain training related communications (e.g. Inside MFMP U) via an online tracking system. This will allow the team to track email open rates, link clicks, etc Please let the team know if your agency has any difficulty receiving MFMP University communications after January 1st Bruce

MFMP Contract Extension Recent Enhancements Fax Transition Effort CRT Agenda MFMP Contract Extension Recent Enhancements Fax Transition Effort MFMP University Update New Commodity Codes Annual Customer Survey Results VIP Updates Trivia Open Forum Bruce – Judson – Eric –

New Commodity Codes MFMP will update the current MFMP commodity code set to the latest version of the United Nations Standard Products and Services Code (UNSPSC v19) on November 16th As part of this project, a governance group was established consisting of agency customers with the goal of reviewing the new codes and making recommendations on which codes to activate in MFMP The latest UNSPSC code release focused on medical diagnoses services and dental/medical products The governance group reviewed about 4,000 codes The governance group recommended the activation of 187 new codes. The new MFMP commodity code set has 17,081 total codes More information about the Commodity Code Change Management Process can be found on the DMS Website Bruce

MFMP Contract Extension Recent Enhancements Fax Transition Effort CRT Agenda MFMP Contract Extension Recent Enhancements Fax Transition Effort MFMP University Update New Commodity Codes VIP Updates Annual Customer Survey Results Trivia Open Forum Bruce – Judson – Eric –

VIP Updates and Reminders MFMP will be performing the annual vendor inactivation process on November 17, 2016 This will remove all inactive vendors from MFMP Buyer and Sourcing Upon request, MFMP will provide administrative access to VIP where approved customers can view vendor FEINs or SSNs System Administrators can request unique VIP access for customers as needed. All requests must be approved by a System Administrator Please contact the Customer Service Desk to deactivate accounts when a customer has left the agency or is no longer in that role In conjunction with the November vendor inactivation, MFMP will inactivate administrative VIP accounts that have not been accessed since May 28, 2016 This will provide increased controls over vendor data This will be an ongoing annual activity Michael

MFMP Contract Extension Recent Enhancements Fax Transition Effort CRT Agenda MFMP Contract Extension Recent Enhancements Fax Transition Effort MFMP University Update New Commodity Codes VIP Updates Annual Customer Survey Results Trivia Open Forum Bruce – Judson – Eric –

Preliminary Survey Results Purchasing Finance & Accounting 2,739 surveys distributed (+2.5% vs 2015) 679 survey responses (+18.9% vs 2015) 1,167 surveys distributed (+16.7% vs 2015) 228 survey responses (+46.2% vs 2015) Answer Options Overall Satisfaction Purchasing Satisfaction F&A Satisfaction 5. Very Satisfied 223 166 57 4. Satisfied 394 293 101 3. Moderately Satisfied 202 150 52 2. Dissatisfied 28 24 4 1. Very Dissatisfied 6 0. No Basis 54 40 14 Total 907 679 228 2016 Satisfaction % 96.01% 95.31% 98.13% 2015 Satisfaction % 93.94% 93.78% 94.52% Felicia

MFMP Contract Extension Recent Enhancements Fax Transition Effort CRT Agenda MFMP Contract Extension Recent Enhancements Fax Transition Effort MFMP University Update New Commodity Codes Annual Customer Survey Results VIP Updates Trivia Open Forum Bruce – Judson – Eric –

During Hurricane Hermine, how much spend went through MFMP? Trivia Question During Hurricane Hermine, how much spend went through MFMP? $10 million Felicia

MFMP Contract Extension Recent Enhancements Fax Transition Effort CRT Agenda MFMP Contract Extension Recent Enhancements Fax Transition Effort MFMP University Update New Commodity Codes Annual Customer Survey Results VIP Updates Trivia Open Forum Bruce – Judson – Eric –

Open Forum The open forums are intended to: Discuss issues and concerns from agencies Identify and review improvements to MFMP applications, training, and/or communications. Allow agencies to discuss internal process/policies with each other After each meeting, the MFMP team will: Review feedback and determine next steps (create CR, find existing CR #, provide training material, follow-up for additional context, etc.) Communicate status back to original feedback originator Michael

Highlights from the August Meeting Of the ten items that were discussed, two were identified as potential change requests The request to send a notification to the OBO/Requester when a requisition fails FLAIR was added to the CR list and may be discussed and voted on in an upcoming CRB meeting The request to update the system searches in Buyer is scheduled for the November Release The MFMP team has sent follow-up communications to all customers who responded to the August CRT Feedback Survey or who provided feedback in the August CRT Meeting Please let the MFMP team know if you have any additional questions regarding the feedback provided Requesters in DFS have complained that since we default Buyer searches to include a customer date field, when they search from the Dashboard by the transaction ID, it doesn't automatically return transactions older than 3 months. Nancy Jewett, DFS – We sent information regarding the fact that this is not recommended system functionality Request to update default search fields in Buyer - removing 'title' and 'Encumbrance' from the default list. Nancy Jewett, DFS We sent information regarding the fact that this is not recommended system functionality and we’ll be developing a job aid to explain how to set these defaults in a user’s account Terry suggested to give agencies access to VIP in order to view FEINs. Terry Paul, DOR - We called her and explained how to access her existing account Terry suggested that we move the 'W-9' status field in Buyer (when searching for vendors) to the left so that it is visible without scrolling Terry Paul, DOR – We explained that it is visible depending on a customer’s browser setting (zoom). DEA requested that we create a new permission in Buyer to allow that user to delete comments/attachments added by another user. There was a suggestion to try these edits on the history tab. Byron Saper, DEA - We sent information regarding the fact that this is not recommended system functionality DOR suggested that we create a way (other than having the requester withdraw the requisition) to remove approvers from the flow. Their complaint was due to the fact that their requester didn't correct the Object Code on the requisition prior to submission and then the OC approver was in the flow unnecessarily. Terry Paul, DOR - We sent information regarding the fact that this is not recommended system functionality There was a request to not have to withdraw the requisition and then send it back through the full approval flow when a PR fails FLAIR integration. Rather, it would be helpful to have a shorter approval flow for these situations. Byron Saper, DEA - Due to the fact that a PR may fail FLAIR due to a variety of reasons, this would be a large change effort. DEA complained that when a user makes a change to the requisition later in the flow when they were also the preparer, the system regenerates the flow. He would like the system to not regenerate the flow. Byron Saper, DEA – This is how the system should function.

If you have further questions please contact the MFMP team at Wrap Up If you have further questions please contact the MFMP team at MyFloridaMarketPlace@dms.myflorida.com