MyFloridaMarketPlace Roundtable August 20, 2003 MyFloridaMarketPlace

2 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Communications Toolkit Update Overview of System Roles Break DOT Lessons Learned Resolution of Pending Issues / New Issues Next Meeting Location / Time

3 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Communications Toolkit Update Overview of System Roles Break DOT Lessons Learned Resolution of Pending Issues / New Issues Next Meeting Location / Time

4 The communications toolkit is located at Communications Toolkit

5 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Communications Toolkit Update Overview of System Roles Break DOT Lessons Learned Resolution of Pending Issues / New Issues Next Meeting Location / Time

6  Requestors  Management Approvers  Special Commodity Approvers  Budget Approvers  Receivers  F&A – Disbursements Staff  Purchasing Agents  Contract Managers Functional Users of MyFloridaMarketPlace

7 Requestor eQuote – No Accounting Edit Requestor eQuote Requestor No eQuote – No Accounting Edit Requestor No eQuote eQuote Authority? No Yes Accounting Edit Authority Limited Unlimited Purchasing Roles – Choosing a Requestor type

8 System Roles - Requestor  Requestor - eQuote: The most powerful of the requesting roles. Allows users to create informal quotes and edit all accounting fields for their requisitions.  Requestor – No eQuote: Allows users to edit all accounting fields for their requisitions, but purchasing will have to create their informal quotes.  Requestor – eQuote – No Accounting Edit: Allows users to create informal quotes, but can only edit accounting fields for their requisitions that aren’t associated with the Expansion Option (EO).  Requestor – No eQuote – No Accounting Edit: The most restrictive of the requesting roles. Users cannot create informal quotes, and can only edit accounting fields for their requisitions that aren’t associated with the Expansion Option (EO).

9  Approver: This role identifies a user as an approver within the system.  PUI: Purchasing Agent: This role provides users with the ability to source requisitions, make edits to requisitions in the approval flow.  PUI: Purchasing Office: This role provides users with the ability to make edits to requisitions in the approval flow, send POs to vendors (as the final approver) and create change orders.  PUI: Special Commodity Code/Object Code Approver/s: An approver within the system that will appear in the approval flow of a requisition if certain items or services are requested.  PUI: F&A/Budget Requisition Approver: An approver within the system that verifies accounting codes have been properly coded on the requisition (prior to sending the PO to the vendor).  Inquirer: allows a user to search for and view to all purchasing activities taking place within MyFloridaMarketPlace.  Analysis Authorized: gives user access to statewide transactional reports and access to the Analysis tool. System Roles (cont.)

10 System Roles (cont.)  Address Code: Central Receiver: Receives any items that are shipped to a Central receiving address.  PUI: Exception Handler: Resolves any invoice matching exceptions on the payment side (either directly or by passing it on to the appropriate party).  PUI: Invoice Manager: Approves automatic 2 and 3 way matching and matching exception resolution on the payment side.  PUI: Contract Administrator: Creates and edits contracts within MyFloridaMarketPlace.  PUI: Master Agreement Manager: Approves edits and payments made against contracts.  Solicitation Enabled: Allows any system user to be a part of the evaluation team for a sourcing event. This could be the same person

11  Requestor  Supervisory / Management Chain Approvers  Purchasing Agent  (1) Requestor role  Approver  Inquirer (Optional)  Analysis Authorized (Optional)  (1) Requestor role  PUI: Purchasing Agent  PUI: Purchasing Office  PUI: Contract Specialist (optional)  Inquirer  Analysis Authorized Mapping Users to Roles Functional Role in Agency System Role(s) loaded

12  Special Commodity/Object Code Approver  F&A / Budget Approver (Requisition)  F&A Approver (Disbursement)  Formal Solicitation Team Member  PUI: Special Commodity / Object Code Role  Approver  Inquirer (Optional)  Analysis Authorized (Optional)  PUI: Exception Handler  PUI: Invoice Manager  Inquirer (Optional)  Analysis Authorized (Optional)  Solicitation Enabled Functional Role in Agency System Role(s) loaded Mapping Users to Roles (con’t)

13 User Management Levels  Every user of MyFloridaMarketPlace must have a management level assigned to them.  A user’s management level is their dollar threshold authority to create and approve requisitions without requiring further management chain approval. Management LevelDefinition Zero (0)All requisitions submitted require management chain approval(s). 500 / 1,000 / 2,000 / 2,500 / 5,000 / 10,000 / 15,000 / 25,000 / 100,000 / 200,000 / 500,000 Requisitions submitted under the Requestors dollar threshold does not require management chain approval(s). Requisitions above dollar threshold require management chain approval(s). UnlimitedNo requisitions submitted require any further management chain approval(s).

14 Next Steps  Make decisions on how to set up users:  What requestor role/s will you use?  One or two layers of approval for disbursements?  Gather key data for all agency employees that will need to create, approve, or pay POs (on the spreadsheet we provide)  Identify special approvers in your agency and what commodities/object codes they need to approve.  Who will be central receivers for each address? (if utilizing central receiving)

15 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Communications Toolkit Update Overview of System Roles Break DOT Lessons Learned Resolution of Pending Issues / New Issues Next Meeting Location / Time

16  Communication  Rule Development  Training  Vendor Registration  Current Status MyFloridaMarketPlace Pilot Update

17  Established cross-functional project team – Procurement, Accounting, Information Technology and key District staff  Members of team attended CRPs  Primary methods of communicating were: frequent s, frequent meetings, weekly teleconferences with Districts, monthly reports to Executive Board, regular discussions with key industry groups  Since Go-Live, DOT issues funneled through one person for communication to Project team and consistent tracking  New practice of daily teleconference to update production issues very helpful  Continue to work on improving communications MyFloridaMarketPlace Pilot Update Communication

18  Key issues were not surfaced until roundtable discussion  Exemptions from fee critical to buyer and vendor acceptance  P-Card use was critical issue to system implementation  Major impact on how DOT proceeded with project and which internal staff needed to be involved and communications with vendors MyFloridaMarketPlace Pilot Update Rule Development

19  Involved six weeks of full time commitment of 25 key Procurement staff during May and June in order to train DOT’s planned number of users (1200)  Train the trainer sessions took three weeks – first week was presenting initial training – second week was procedural analysis – how to integrate procedural changes required into training - third week was revising training  Three weeks to train approximately 1200 users – requestors and approvers  Invaluable experience for trainers to learn system MyFloridaMarketPlace Pilot Update Training

20  Agency role in vendor registration has not been clear  Placed notice on DOT Web Site about registration  Sent letters in May to all DOT SPURS vendors telling them to register  Since June have been involved with individual assistance to vendors conducting business with DOT  Help Desk and Agency responsibilities require ongoing clarification MyFloridaMarketPlace Pilot Update Vendor Registration

21  Production issues have been raised and are being resolved – but have required “work arounds”  As of August 1, DOT has entered 282 Requisitions resulting in 158 Purchase Orders  Invoicing module not available pending DFS date for FLAIR interface – work load and control issue – intend to continue to use P-Card to minimize invoices until DFS approval is received  System issues and workarounds have resulted in frustration and decline in user acceptance since training  Re-training will be required once approval from DFS for FLAIR interface/invoicing is obtained and DMS gives the go-ahead for all state contracts to be entered MyFloridaMarketPlace Pilot Update Current Status

22 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Communications Toolkit Update Overview of System Roles Break DOT Lessons Learned Resolution of Pending Issues / New Issues Next Meeting Location / Time

23 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Communications Toolkit Update Overview of System Roles Break DOT Lessons Learned Resolution of Pending Issues / New Issues Next Meeting Location / Time

24 Next Meeting: Time / Location September 3 rd 9:00 a.m. – 11:00 a.m. Carr Building, Room 170