Change Review Board (CRB) Meeting Wednesday, September 23, :00 am EDT (888) ; #

Agenda Welcome/Introduction [ Walt Bikowitz] Update – Previous CRs Status of CR 40 CRs Recommended for Closing Agency Top Five Prioritized CRs Update – Contingency Budget Ariba Upgrade Vendor Information Portal (VIP) Wrap-Up 2 Agenda

Welcome/Introduction Update – Previous CRs [Rachael Lieblick] Status of CR 40 CRs Recommended for Closing Agency Top Five Prioritized CRs Update – Contingency Budget Ariba Upgrade Vendor Information Portal (VIP) Wrap-Up 3 Agenda

Change RequestHour Estimate CR 37 Mass Edit Purchasing CodesComplete CR 40 IR Remove Accounting Validation on Rejected IRs In Progress CR 36 Make the Encumbrance number and the DO number the same Complete CR 42 Add Accounting details to AnalysisOpen CR 26 Mass Edit for Invoice ReconciliationDeferred 4 Update – Previous CRs

Agenda Welcome/Introduction Update – Previous CRs Status of CR 40 [Rachael Lieblick] CRs Recommended for Closing Agency Top Five Prioritized CRs Update – Contingency Budget Ariba Upgrade Vendor Information Portal (VIP) Wrap-Up 5 Agenda

CR 40: Invoice Reconciliation Accounting Validation  Current Challenge: Currently if a customer is rejecting an IR, all of the accounting must be validated to get the IR in ‘Rejected’ status. Additionally, if a customer is disputing a line item, you also must validate the accounting before continuing. This creates additional work and time to a simple process. Agencies are requesting the following changes: (1) when rejecting an IR, do not require that the accounting be validated, and; (2) when disputing a line item, do not require that the accounting be validated.  Proposed Solution: Changes will be made so that accounting fields are not validated when a line item is disputed. These same changes will also impact the validation logic for a rejected IR (since the reject action disputes all line items). If a customer later selects to cancel a rejection or accept a previously disputed line item, then the accounting fields will required to be valid. 6 Update – CR 40

Agenda Welcome/Introduction Update – Previous CRs Status of CR 40 CRs Recommended for Closing [ Kasey Bickley] Agency Top Five Prioritized CRs Update – Contingency Budget Ariba Upgrade Vendor Information Portal (VIP) Wrap-Up 7 Agenda

8 CRs Recommended for Closing Change RequestDescription Default ‘Include Comments/Attachment(s) on Purchase Orders’ checkbox as unchecked -Purchasing Director’s Meeting outcome Allow users to edit their notification preferences for Requisition Withdrawals Remove visibility of subvendor field on line item accounting -DFS confirmation MAR notification change -State Purchasing Method of Procurement updates / Transaction Fee Exemption reason code Buyer code updates

Agenda Welcome/Introduction Update – Previous CRs Status of CR 40 CRs Recommended for Closing Agency Top Five Prioritized CRs [Rachael Lieblick] Update – Contingency Budget Ariba Upgrade Vendor Information Portal (VIP) Wrap-Up 9 Agenda

Prioritize Top CRs 10 Refer to CR List distributed before meeting By majority vote, identify top five CR for analysis  CRB may confirm previously prioritized CR  CRB may identify up to two CRs to conduct detailed estimates MFMP Team will proceed with impact analysis Reconvene to review Rough Order of Magnitude (ROM) and identify CR(s) for implementation Change Review Board Top Five Priorities

Agenda Welcome/Introduction Update – Previous CRs Status of CR 40 CRs Recommended for Closing Agency Top Five Prioritized CRs Update – Contingency Budget [Walt Bikowitz] Ariba Upgrade Vendor Information Portal (VIP) Wrap-Up 11 Agenda

As of July 1, 3,891 hours added to the Contingency Budget to provide for ongoing system enhancements After VIP completion, the Contingency Budget balance will be 3,547 hours 12 Update – Contingency Budget

Agenda Welcome/Introduction Update – Previous CRs Status of CR 40 CRs Recommended for Closing Agency Top Five Prioritized CRs Update – Contingency Budget Ariba Upgrade [Walt Bikowitz] Vendor Information Portal (VIP) Wrap-Up 13 Agenda

Ariba has agreed to support our version through September 2011 Our plan: –Start analysis and planning September 2010 –Code freeze Thanksgiving 2010 –Conversion Labor Day weekend 2011 Note: We plan to do a communication to agency customers to obtain feedback on this plan 14 Ariba Upgrade

Agenda Welcome/Introduction Update – Previous CRs Status of CR 40 CRs Recommended for Closing Agency Top Five Prioritized CRs Update – Contingency Budget Ariba Upgrade Vendor Information Portal (VIP) [Walt Bikowitz] Wrap-Up 15 Agenda

16 Vendor Information Portal (VIP) – Fall 2009 What’s New?  Automated registration for State solicitation tools via new interfaces that enroll the vendor in MFMP tools from one place. The new interface will help increase registration in the future to further competition for all State business. Today, approximately 7,000 vendors are signed up within VBS.  Simplified transaction fee reporting form (PUR 3776): includes features such as auto-calculated fields for transaction fee reporting and improved guidance when entering report information. Time reduced from 45 minutes to 10 minutes on average.  A printer-friendly template will be available providing a consistent look and feel when printing information entered into the application.  New system architecture and technology improves overall system performance, availability, scalability, and maintainability. This includes enhanced capabilities to interface and communicate with other State systems, such as the Office of Supplier Diversity (OSD) system.

17 Vendor Information Portal (VIP) What’s Better?  Updated user interface with a more personalized view. The vendor interface will be more user-friendly with streamlined navigation. Vendors now have one- stop access to their registration information, current transaction fee reporting requirements, and agency-provided performance ratings.  Improved navigation and informational tools such as simplified registration instructions and ‘Quick links’ that allows customers to jump to specific areas of the portal.  Improved registration process via a ‘registration wizard.’ Vendors also save time as there are fewer clicks and screens required as part of the registration and account maintenance processes.  Improved commodity code search capability assists vendors in quickly locating commodity codes applicable to their business. Want to know more?

18 VIP Change Requests Please refer to the VIP CR handout

Agenda Welcome/Introduction Update – Previous CRs Status of CR 40 CRs Recommended for Closing Agency Top Five Prioritized CRs Update – Contingency Budget Ariba Upgrade Vendor Information Portal (VIP) Wrap-Up [Walt Bikowitz] 19 Agenda

Contact Us 20 Kasey BickleyPurchasing Process Analyst Anne Rabon, LSSGBF&A Process Eric SwansonVendor Management Analyst Amy Smyth, PMPCommunications Analyst Rachael Lieblick, PMPOperations Walt BikowitzChief, Contact Us

Wrap-Up Questions / Comments 21 Wrap-Up