MyFloridaMarketPlace Roundtable July 16, 2003 MyFloridaMarketPlace

2 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session System Overview – Invoice Reconciliation Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

3 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session System Overview – Invoice Reconciliation Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

4 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session System Overview – Invoice Reconciliation Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

5 MyFloridaMarketPlace Vendor Registration When does a vendor need to be registered in MyFloridaMarketPlace? –If the vendor is not exempt from registration by rule. –If the agency would like to issue a PO to the vendor. If a vendor is exempt from the registration, and a PO does not need to issued, how can the vendor be paid? –MyFloridaMarketPlace is a purchasing system and FLAIR is the financial system. The agency will continue to do business as you do today by registering the payee in SPURS (if not already registered) and completing the disbursement in FLAIR.

6 How do you determine if a vendor is registered? –SPURS – The vendor designation on SPURS will contain either an ‘A’, ‘M’, or ‘U’ for a MyFloridaMarketPlace vendor. A vendor designation of ‘C’ or blank indicates that the vendor is registered in SPURS. –SPURsview – The vendor designation on SPURSview is included in the vendor search results. The Input Type field will indicate whether a vendor is registered in MyFloridaMarketPlace or SPURS with values of ‘MFMP’ or ‘SPURS‘. –FLAIR – The vendor designation in FLAIR under the Statewide Vendor file function type ‘VS’. The vendor designation is found in the VEI field and will contain either an ‘A’, ‘M’, or ‘U’ for a MyFloridaMarketPlace vendor. –MyFloridaMarketPlace administrative view MyFloridaMarketPlace Vendor Registration

7 Vendor Registration Guidelines If a vendor has multiple locations, should they register at the corporate level with multiple locations or register each location separately? Each approach has benefits and challenges. Ultimately, it is the vendor’s decision. Vendor’s Decision FactorsChallenges Single Vendor Registration Ease of registration; Want the ability to manage all location information at the corporate level All locations will sell the same commodities/services Locations will not compete with each other All location information must be maintained centrally All bid responses must be submitted centrally All locations must sell the same commodities/services Multiple Vendor Registrations Some locations plan to sell different commodities Some locations plan to compete with each other for business Separate locations may have different requirements which can be confusing to the buyers Locations must manage their own profile information Each location must register separately for sourcing events in order to participate

8 MyFloridaMarketPlace Vendor Registration How do I know if a vendor is registered at the supplier level or at the location level? –Within administrative view in MyFloridaMarketPlace. Why does a vendor need their sequence and pin number to register? –Sequence numbers are used to differentiate between locations for the same vendor FEID. When a vendor registers, they should use the same sequence number to ensure that their existing registration in SPURS is updated with the most current information, instead of creating a duplicate record in SPURS. –There is a process in place to ensure that locations are not assigned sequence numbers that may belong to other locations. All exceptions will be reviewed and addressed by the Customer Service Desk.

9 Why does a vendor have to have a PIN # to register? –Their PIN # tells the system that they are an existing vendor and protects the vendor file from being overwritten. How can a vendor get its sequence and PIN #? –SPURS Help Desk –MyFloridaMarketPlace Help Desk MyFloridaMarketPlace Vendor Registration

10 How can vendors determine which commodity codes they should register for? –Vendors are able to view commodity codes by high-level groupings within the registration application and then select the appropriate commodity codes with each group appropriate to that vendor’s type of business –We are planning to implement a change request to enhance the commodity code search capability for vendors. How can an Agency determine which vendors are registered by commodity code? –Within SPURSview –Within MyFloridaMarketPlace administrative view MyFloridaMarketPlace Vendor Registration

11 MyFloridaMarketPlace Commodity Code Search in SPURSView

12 MyFloridaMarketPlace Commodity Code Search in SPURSView

13 MyFloridaMarketPlace Commodity Code Search in SPURSView

14 MyFloridaMarketPlace Commodity Code Search in SPURSView

15 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session System Overview – Invoice Reconciliation Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

16 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session System Overview – Invoice Reconciliation Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

17 Next Meeting: Time / Location July 23 rd 9:00 a.m. – 11:00 a.m. Carr Building, Room 170