MyFloridaMarketPlace MyFloridaMarketPlace Customer Roundtable Meeting November 7, 2007 Dial-in Number: (888) Conference Code: Dial in and when prompted enter the conference code # followed by the # key Updated

Page - 2 Agenda  Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations  MyFloridaMarketPlace Updates  System Enhancement Update  Project Press / Satisfaction Survey Results  Agency Scorecard Update  Enhanced Operational Reporting  ‘A’ Encumbrance Lockdown  State Purchasing / Vendor Initiatives  FLAIR Gap Analysis  Vendor Survey  Catalog Enablement / eInvoicing Progress  New Solicitations  Hot Topics Link / Communications  Questions / Open Discussion  Next Meeting Time / Location

Page - 3 Contact Information Walter Bikowitz Chief of State Purchasing Operations Division of State Purchasing Department of Management Services 4050 Esplanade Way, Suite 360 Tallahassee, FL Phone: Fax: Blackberry: "We Serve Those Who Serve Florida"

Page - 4 Walt Bikowitz  37+ years of public service in NYS OGS  30+ years in purchasing and contracting  4 years NYS Purchasing Director  Awards:  2006 Citizen Budget Commission’s Prize for Public Service and 2006 NASPO Cronin Club Gold Medal Award for HIRE:  2000 Cronin Club Silver Medal Award for Emergency Standby Services  1997 Cronin Club Silver Medal Award for Library Services  1992 NYS Environmental Coalition Award for First IPM contract

Page - 5 MyFloridaMarketPlace Goals  Tactical  Refocus Customer Communication  Improve Fee Collection  Establish MFMP Desktop Procedures  Increase number of Punchout Catalogs  Strategic  Create a one e-Procurement (Purchasing) System  Enhance Procure-to-Pay Integration  Extend e-Sourcing  Implement Operational Reporting  Implement Effective Training Program  Establish Vendor Advisory Board

Page - 6 MyFloridaMarketPlace Strategic Goal  Create One e-Procurement System  Sunset* SPURS  Complete Level 2 Integration  Migrate Florida School for the Deaf and Blind (FSDB), the Division of Administrative Hearings (DOAH), and the Legislature  Roll out Phase 1 e-Sourcing  Sunset* VBS We are developing detailed work plans to accomplish the above goals considering the various challenges involved. *Sunset may or may not mean the system goes away. It does mean that daily use of the system will go away.

Page - 7 Agenda  Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations  MyFloridaMarketPlace Updates  System Enhancement Update  Project Press / Satisfaction Survey Results  Agency Scorecard Update  Enhanced Operational Reporting  ‘A’ Encumbrance Lockdown  State Purchasing / Vendor Initiatives  FLAIR Gap Analysis  Vendor Survey  Catalog Enablement / eInvoicing Progress  New Solicitations  Hot Topics Link / Communications  Questions / Open Discussion  Next Meeting Time / Location

Page - 8 System Enhancement Update  System Enhancements (aka Change Requests [CRs])  A number of system enhancements were accomplished with the upgrade in April – June 2007  The Change Review Board (CRB) prioritized several CRs  Some new CRs have come along (e.g.: 6 digit commodity codes & OSD automation due to budget cuts)  We have compiled a list of 76 CRs and with the CRB’s assistance we have/will compile a top 7 list  Level 2 integration actively being worked on

Page - 9 Next Speaker Michael Johnston, MyFloridaMarketPlace Operations Manager

Page - 10 Project Press / Satisfaction Survey Results  MFMP Satisfaction Survey Results Press Release (10/18/07)  Survey addresses customer satisfaction with system functionality  August survey was a six-month follow up to the December ‘06 issuing of the survey  Issued to 2,244 MFMP end users; received 435 responses (~19% response rate)  Survey identified a 91% overall satisfaction rate with MyFloridaMarketPlace  Survey identified an 89% satisfaction with the purchasing tool, up from 84% in December  Survey identified a 94% satisfaction with the invoicing tool, up from 77% in December  Press release can be found at:  Federal Computer Week Article (10/31/07)  Cited MFMP Satisfaction Survey Results  Discussed overall benefit of the eProcurement system with supporting anecdotal evidence  Article can be found at:

Page - 11 Agency Scorecard Update  3 rd iteration of Agency Scorecard (only included agency-specific data) distributed 10/25 for Q1 of FY 2008 statistics  Results of pilot phase (based largely on agency input):  A new ‘MFMP System Usage’ column  Scoring scale for Requisition to PO timeframe adjusted  ‘User Queue’ report designed and implemented  A management tool used to identify opportunities for improving approval times (Requisition to PO cycle time and Invoice to Check cycle time)  Communication sent to Purchasing and F&A liaisons on 10/25/07  Discussions with agencies to improve efficiency and use of system as well as to improve the scorecard  The next distribution of the scorecard (for Quarter 2 of FY 2008) will include each agency’s data as well as a summary level of comparative data for all agencies.  The ‘Agency Scorecard Job Aid’ is posted to the MFMP Toolkit for reference.  The team welcomes the opportunity to discuss the scorecard further with your agencies, if desired.

Page - 12 User Queue Report

Page - 13 User Queue Report

Page - 14 Next Speaker Rachael Lieblick, Process Management Team

Page - 15 Enhanced Operational Reporting  As a continuous improvement objective, the project is looking at enhancing operational reporting capability  Operational Reporting Group comprised of agencies from the CRB has met twice  Group reviewed current reporting tools available and discussed gaps:  Recommended to make updates to a few existing reports.  Invoice Reconciliation Report  FLAIR Voucher Summary  Payments Completed in FLAIR  Outstanding Encumbrance Report  All Outstanding Encumbrance Report  Recommended a new report  Payment History Report will include payment history details for all open purchase orders

Page - 16 Enhanced Operational Reporting Operational Reporting (Cont.)  Recommended changes to Analysis  Add all accounting fields to Analysis  Recommended changes to System Searches  Increase the number of returned results in system searches  Add additional fields to the display

Page - 17 A Encumbrance Lockdown  Effective December 1, customers will not be able to edit A encumbrances directly in FLAIR  MFMP and DFS have been working jointly on this initiative A encumbrances Change:  You will no longer be able to edit A encumbrances directly in FLAIR Impact:  Changes to A encumbrances must be made through the MFMP Change Order process Q payables Changes:  Payables created in FLAIR against an A encumbrance will result in a Q payable Impact:  MFMP will only allow Q payable disbursement; no longer able to initiate disbursements against P payables from MFMP

Page - 18 Next Speaker Kim Koegel (on behalf of Danielle Morton, Vendor Management Lead)

Page - 19 Agenda  Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations  MyFloridaMarketPlace Updates  System Enhancement Update  Project Press / Satisfaction Survey Results  Agency Scorecard Update  Enhanced Operational Reporting  ‘A’ Encumbrance Lockdown  State Purchasing / Vendor Initiatives  FLAIR Gap Analysis  Vendor Survey  Catalog Enablement / eInvoicing Progress  New Solicitations  Hot Topics Link / Communications  Questions / Open Discussion  Next Meeting Time / Location

Page - 20 State Purchasing Update / Vendor Initiatives FLAIR GAP Analysis  Comparison of MyFloridaMarketPlace (MFMP) and Florida Accounting Information Resource system (FLAIR) for FY 2006 & 2007 shows 209 vendors, including 32 State Term Contractors (STC) with discrepancies greater than $10,000  Total discrepancy exceeds $18 Million!  MFMP started notifying vendors via starting 10/11/07  Waves will be spaced at least 60 days apart to accommodate for vendor response time:  Wave 1: STCs >$10,000 and non-STCs >$100,000 (approx. 59 vendors)  Wave 2: non-STCs between $25,000 and $100,000 (approx. 78 vendors)  Wave 3: non-STCs between $10,000 and $25,000 (approx. 72 vendors)

Page - 21 State Purchasing Update / Vendor Initiatives FLAIR GAP Analysis  Rule 60A - registered vendors must pay the 1% Transaction fee on all payments received by the State of Florida unless exempt  Vendors are responsible for reporting and paying on all transactions  Payments made outside of MFMP are fee eligible  DMS/MFMP will be contacting agencies about exemptions  How can agencies help?  Clearly mark your exempt transactions in MFMP  Explain the fee to the vendors

Page - 22 State Purchasing Update / Vendor Initiatives  Team is targeting to distribute a Vendor Survey by mid-November. Feedback will be used for the following:  Determine subsequent enhancements  Preferred communication channels for vendors  Measure customer satisfaction Vendor Survey

Page - 23 Next Speaker Stu Potlock, Bureau Chief, Technology, OESS & Special Programs Sourcing

Page - 24 State Purchasing Update / Vendor Initiatives Punchout / Line Item Catalog Enablement  Punchout Activities:  VF Imagewear Punchout is available  Vendors currently in discussion to assess punchout capability  MeadWestvaco  Superior Uniform Group  Verizon Wireless  Pitney Bowes  Line Item Catalog Enablement:  PRIDE Detention Clothing ( P)  Body Armor Contract: Gator Hawk and Protective Apparel ( ) Gator Hawk and Protective Apparel

Page - 25 State Purchasing Update / Vendor Initiatives Green Catalog Items  Flagging of ‘Green’ items on vendor catalogs:  Marpan Supply Company, Inc.  Dade Paper Company  Gulf Ice Systems, Inc.  P O Express, Inc.  Konica Minolta Business Solutions USA, Inc.  Sharp Electronics  Mac Papers

Page - 26 State Purchasing Update / Vendor Initiatives New Solicitation  IT Hardware State Contract Solicitation:  Phase 1 – Desktops, Laptops, & Monitors  Phase 2 – Servers (Entry Level, Mid Level, & Mainframe)  Phase 3 – Telecommunications / Connectivity  Phase 4 – Peripheral and other Hardware, Currently under ACS with GTSI Note: We may launch Telecommunications/connectivity before Servers  Strategy and Desired Outcome:  Increased competition at solicitation by reduced vendor base  Deeper discounts making RFQ process optional  Ability to negotiate deeper volume discounts with a single awardee  Development of meaningful minority participation program

Page - 27 Next Speaker Rachael Lieblick, Process Management Team

Page - 28 State Purchasing Update / Vendor Initiatives eInvoicing  eInvoicing adoption campaign  MFMP team is currently scheduling a ½ day session for vendors who are candidates for eInvoicing  Session is targeted for early December, and will provide an overview of the benefits of eInvoicing as well as enablement steps  The team welcomes agency suggestions about preferred vendors for eInvoicing, and the team is more than happy to reach out to those vendors to assess readiness

Page - 29 Next Speaker Debbie Gries, Process Management Team

Page - 30 Agenda  Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations  MyFloridaMarketPlace Updates  System Enhancement Update  Project Press / Satisfaction Survey Results  Agency Scorecard Update  Enhanced Operational Reporting  ‘A’ Encumbrance Lockdown  State Purchasing / Vendor Initiatives  FLAIR Gap Analysis  Vendor Survey  Catalog Enablement / eInvoicing Progress  New Solicitations  Hot Topics Link / Communications  Questions / Open Discussion  Next Meeting Time / Location

Page - 31 Hot Topics/Communications  Hot Topics  The intent is to distribute weekly  Topics will include workarounds to SIRs (System Investigation Requests); training and helpful hints and tips; catalog enablement, etc.  Known Issues List  The intent is to distribute monthly after the release has been successfully implemented  Clarify the issue in clear and plain language and provide impacts and workarounds when possible  The list will contain active SIRs and Resolved SIRs under each separate tab

Page - 32 Hot Topics

Page - 33 Agenda  Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations  MyFloridaMarketPlace Updates  System Enhancement Update  Project Press / Satisfaction Survey Results  Agency Scorecard Update  Enhanced Operational Reporting  ‘A’ encumbrance lockdown  State Purchasing / Vendor Initiatives  FLAIR Gap Analysis  Vendor Survey  Catalog Enablement / eInvoicing Progress  New Solicitations  Hot Topics Link / Communications  Questions / Open Discussion  Next Meeting Time / Location

Page - 34 Questions / Open Discussion  Analysis Training  Others?

Page - 35 Agenda  Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations  MyFloridaMarketPlace Updates  System Enhancement Update  Project Press / Satisfaction Survey Results  Agency Scorecard Update  Enhanced Operational Reporting  ‘A’ encumbrance lockdown  State Purchasing / Vendor Initiatives  FLAIR Gap Analysis  Vendor Survey  Catalog Enablement / eInvoicing Progress  New Solicitations  Hot Topics Link / Communications  Questions / Open Discussion  Next Meeting Time / Location

Page - 36 Next Meeting Time and Location  February 6, 2008  Rescheduled to February 20, 2008  Carr Building  9:00 – 11:00 a.m.