MyFloridaMarketPlace Roundtable August 6, 2003 MyFloridaMarketPlace

2 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session System Overview – Sourcing Break Communications Toolkit Agency Deployment Schedule Resolution of Pending Issues / New Issues Next Meeting Location / Time

3 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session System Overview – Sourcing Break Communications Toolkit Agency Deployment Schedule Resolution of Pending Issues / New Issues Next Meeting Location / Time

4 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session System Overview – Sourcing Break Communications Toolkit Agency Deployment Schedule Resolution of Pending Issues / New Issues Next Meeting Location / Time

5 Toolkit Purpose The Toolkit is a collection of pre- developed, pre-approved materials that agencies can use to jumpstart their internal MyFloridaMarketPlace communication and buyer adoption program.

6 Toolkit Overview Focus on anticipating agency end-user questions and concerns Develop standardized pre-approved communication content that can be used to pre-populate agency communication materials “Shell” documents/presentations that can be customized to suit the particular requirements of each agency Buyer Adoption liaison will track delivery of communication content/messages at each agency as part of agency implementation workplan Solicit feedback on effectiveness of communication program  Informal feedback received from agency staff  DMS evaluation  Readiness assessment activities Will update communication materials/content to address feedback received

7 Toolkit Components Communication materials:  Shell agency communication plan  Bulletins (i.e., newsletters)  “Flash” communication bulletins  Posters  MyFloridaMarketPlace overview presentation(s) Training materials and job aids  Planning/scheduling aids  Training approach presentation(s)  Agency-specific Job aids Other resources (specific content still under consideration):  Internal and external implementation surveys  Presentations on such topics as promoting user acceptance of change

Examples of Toolkit Components

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15 Materials:  Newsflash(s)  Bulletin(s)  Poster(s)  Shell Presentation(s)  Communication Plan Template Key Messages:  MyFloridaMarketPlace is coming!  Where to go for information about MFMP Key project contacts Web site address  Agency launch date  Standard/common FAQs Toolkit Month T-4 Content

16 Materials:  Newsflash(s)  Bulletin(s)  Poster(s)  Shell Presentation(s) Key Messages:  What will happen to my P-Card?  Importance of vendor registration  Requisitioning, easier processes  Standard/common FAQs Toolkit Month T-3 Content

17 Materials:  Newsflash(s)  Bulletin(s)  Poster(s)  Shell Presentation(s) Key Messages:  Training is key to your success!  Online bidding, better value to the state  Contract tracking, easier processes  Standard/common FAQs Toolkit Month T-2 Content

18 Materials:  Newsflash(s)  Bulletin(s)  Poster(s)  Shell Presentation(s) Key Messages:  Help desk and support approach  Reporting, information makes the world go around…  Invoice reconciliation, easier processes  Welcome to MyFloridaMarketPlace!  Standard/Common FAQs Toolkit Month T-1 Content

19 We would like to receive your feedback, ideas and suggestions by Monday, August 11 Comments will be incorporated and Toolkit contents will be made available on August 20. Questions? Next Steps

20 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session System Overview – Sourcing Break Communications Toolkit Agency Deployment Schedule Resolution of Pending Issues / New Issues Next Meeting Location / Time

21 Recommendation The project team is recommending that a two month hiatus be taken in the implementation of MyFloridaMarketPlace during the months of January and February 2004 due to anticipated challenges with agency personnel availability during the holidays.

22 Rationale for Schedule Adjustment The two months prior to the implementation of MyFloridaMarketPlace at an agency tend to be quite busy:  Train-the-trainer and end-user training  Technical readiness activities  Security administration  Development of agency-specific policy and procedure updates  User acceptance testing  Contract data entry Conducting these activities during the holiday season will present many challenges to agencies - since key resources may be unavailable during this period

23 Recommended Schedule September:  Dept of Citrus  Division of Administrative Hearings October:  Dept of Health  Dept of Juvenile Justice November:  Dept of Children and Families  Dept of Environmental Protection  Florida Dept of Law Enforcement  Dept of Veterans Affairs December:  Dept of Corrections  Dept of Highway Safety and Motor Vehicles  Executive Office of the Governor  Dept of the Lottery Note: Nothing changes in the fall

24 Recommended Schedule Mid-January:  Dept of Education March:  Agency for Health Care Administration  Agency for Workforce Innovation  Dept of Business and Professional Regulation  Dept of Revenue April:  Dept of Community Affairs  Dept of Elder Affairs  Dept of Military Affairs  Dept of State

25 Recommended Schedule May:  Attorney General and Dept of Legal Affairs  Dept of Financial Services  Fish and Wildlife Conservation Commission  Florida School of the Deaf and Blind  Legislative Purchasing June:  Dept of Agriculture and Consumer Affairs  Justice Administrative Commission  Parole Commission  Public Service Commission  State Court System July:  Auditor General  Enterprise Florida  Ringling Museum  State Board of Administration

26 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session System Overview – Sourcing Break Communications Toolkit Agency Deployment Schedule Resolution of Pending Issues / New Issues Next Meeting Location / Time

27 Next Meeting: Time / Location August 20 th 9:00 a.m. – 11:00 a.m. Carr Building, Room 170