MyFloridaMarketPlace MyFloridaMarketPlace Customer Roundtable Meeting September 3, 2008, 9:00 am EDT Conference dial-in number: (888) Conference code: #

Page - 2 Agenda  Welcome / Introduction  MyFloridaMarketPlace Updates  Customer Satisfaction Survey Results  Year-End Review  Training Update  System Enhancement Update  Vendor Initiatives  Vendor Outreach Initiatives  Vendor Informational Teleconferences  Enhanced Vendor Toolkit  SPURS Sunset Update  Reporting Initiative  Questions / Open Discussion

Page - 3 Agenda  Welcome / Introduction  MyFloridaMarketPlace Updates  Customer Satisfaction Survey Results  Year-End Review  Training Update  System Enhancement Update  Vendor Initiatives  Vendor Outreach Initiatives  Vendor Informational Teleconferences  Enhanced Vendor Toolkit  SPURS Sunset Update  Reporting Initiative  Questions / Open Discussion

Survey Distribution / Demographics The Customer Satisfaction survey was sent to 1,414 customers from all agencies currently utilizing MyFloridaMarketPlace The distribution list included purchasing and F&A customers, targeting the most active system users with a focus on proportional representation from each active agency 345 customers responded to the survey (~24% response rate) Respondent Statistics by Audience: Respondent Statistics by Geography: Tallahassee represented the greatest number of responses by geographical area More than 70 locations across the state were represented Page - 4

Survey Distribution / Demographics 24 agencies had customers who responded to the survey AgencyPercent of Total AgencyPercent of Total Agency for Health Care Administration0.6% Department of Health32.1% Agency for Persons with Disabilities0.3% Department of Juvenile Justice9.5% Agency for Workforce Innovation1.0% Department of Management Services1.3% Attorney General1.0% Department of Revenue1.9% Department of Administrative Hearings0.3% Department of State1.0% Department of Business and Professional Regulation0.3% Department of Transportation3.8% Department of Community Affairs0.6% Department of Veterans Affairs2.5% Department of Corrections13.7% Fish and Wildlife Conservation Commission2.2% Department of Children and Families1.6% Florida Department of Law Enforcement2.5% Department of Education3.5% Florida School of the Deaf and Blind0.3% Department of Environmental Protection10.8% Highway Safety and Motor Vehicles7.0% Department of Financial Services0.6% State Courts1.6% Page - 5

76% of Purchasing respondents and 71% of F&A respondents used MFMP for more than 2 years Survey Distribution / Demographics Page - 6

YearPurchasingF&AOverall %77%80.5% %94%91% %90%93% Trending (from ) Page - 7

Key Findings Overall, end user satisfaction with MyFloridaMarketPlace is increasing, with a combined ‘Overall Satisfaction’ result for July 2008 of 93% In comparison to the August 2007 survey, the July 2008 survey showed increases in nearly all areas surveyed 5% increase in Purchasing Satisfaction: 94% of respondents are ‘moderately to very satisfied’ with the purchasing tool. This is up from 89% in August % decrease in F&A Satisfaction: 90% are ‘moderately to very satisfied’ with the invoicing tool. This is a change from 94% in August Specific areas that decreased in satisfaction included responses around ‘Communication Effectiveness’ and ‘CRB Effectiveness.’ MFMP will take steps to address these concerns. Page - 8

Page - 9 Agenda  Welcome / Introduction  MyFloridaMarketPlace Updates  Customer Satisfaction Survey Results  Year-End Review  Training Update  System Enhancement Update  Vendor Initiatives  Vendor Outreach Initiatives  Vendor Informational Teleconferences  Enhanced Vendor Toolkit  SPURS Sunset Update  Reporting Initiative  Questions / Open Discussion

Year End Processing Update  Completed the certified forward processing, which updated 32,095 requisition line items and 31,440 PO line items  Task was completed in two hours as compared to eight hours last year  Completed processing of ‘Delay Purchase Until’ orders  6,711 encumbered requisitions processed  2,124 unencumbered requisitions processed  387 transactions requiring intervention as opposed to over 1,000 in years past  Reset and implemented requested changes for FY 2009 statistical sampling  Customer communications were consistently sent throughout the process to keep agency users aware of system availability and completed processes Page - 10

Page - 11 Agenda  Welcome / Introduction  MyFloridaMarketPlace Updates  Customer Satisfaction Survey Results  Year-End Review  Training Update  System Enhancement Update  Vendor Initiatives  Vendor Outreach Initiatives  Vendor Informational Teleconferences  Enhanced Vendor Toolkit  SPURS Sunset Update  Reporting Initiative  Questions / Open Discussion

Page - 12 Training Initiative  DMS MFMP Team began conducting regularly scheduled training in August Training will be offered monthly in Tallahassee and once per fiscal year at select locations throughout the state  These training sessions are free of charge and intended to supplement ongoing training programs already in place at each agency  Agency-specific training may be provided on a case-by-case basis, time permitting; Please contact your Agency Liaison for additional information  A “hands-on” Train the Trainer session is being developed and slated for delivery February In this training we plan to cover:  Experienced Requester  Invoicing  System Administration  Analysis  Secure Reports

Page - 13 Training Survey  The DMS MFMP team is developing a training survey to assess our customers’ needs  We anticipate sending this survey out at the end of September and will adjust our current training plan based on the results  Currently we offer the following training :  New Requester  Invoicing  System Administration  Analysis  Secure Reports  Refresher Requester  Approver  Train the Trainer

Training Schedule  We will also be offering training in the following cities throughout the State:  Tampa (August 2008)  Ft. Lauderdale (October 2008)  Jacksonville (November 2008)  Orlando (January 2009)  Pensacola (March 2009)  Ft. Myers (April 2009)  Miami (May 2009)  Statewide training will include:  New Requester  Invoicing  Secure Reports  Analysis  Refresher Requester  To register for training, please visit the Training Opportunities Web page on the Buyer Toolkit at  If you have any questions regarding training or experience difficulty while registering, please contact the DMS MFMP team at: Page - 14

Page - 15 Agenda  Welcome / Introduction  MyFloridaMarketPlace Updates  Customer Satisfaction Survey Results  Year-End Review  Training Update  System Enhancement Update  Vendor Initiatives  Vendor Outreach Initiatives  Vendor Informational Teleconferences  Enhanced Vendor Toolkit  SPURS Sunset Update  Reporting Initiative  Questions / Open Discussion

System Enhancement Update  Change Request 44 – Legislature Data Scoping  The Legislature is the remaining customer of SPURS and this change request will support the sunset of SPURS activities  Customizations are being made to MFMP to scope Legislature procurement and disbursement information so that it is not visible by other agencies in MFMP  Legislature will only be able to search and view their records  Executive Branch agencies will not be able to search or view Legislature records  Scheduled to be completed by September 30, 2008 Page - 16

System Enhancement Update  Change Request 45 – Service Disabled Veterans Business Enterprises  Florida House Bill 687 states that service-disabled veteran businesses must be identified in the procurement process  Changes will be made to the Vendor Registration, Buyer and eQuote applications so that vendors can be identified as a service-disabled Veteran Business Enterprise  Two new business codes will be added to Vendor Registration:  W = Service-Disabled Veteran Business Enterprise, Certified  Y = Service-Disabled Veteran Business Enterprise, Non-Certified  This change will be effective by November 11, 2008 Page - 17

System Enhancement Update  CR 36: Make the encumbrance number the direct order (DO) number  The first encumbrance number assigned must be greater than the last DO number assigned so that DO numbers will not be duplicated.  Once the encumbrance number reaches , alpha characters will be assigned (for example: A00000, A00001, ….).  When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number.  Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers.  This change will be effective in the third quarter of the fiscal year Page - 18

Page - 19 Agenda  Welcome / Introduction  MyFloridaMarketPlace Updates  Customer Satisfaction Survey Results  Year-End Review  Training Update  System Enhancement Update  Vendor Initiatives  Vendor Outreach Initiatives  Vendor Informational Teleconferences  Enhanced Vendor Toolkit  SPURS Sunset Update  Reporting Initiative  Questions / Open Discussion

Vendor Outreach Vendor Teleconferences (Fireside Chats):  DMS MFMP Team launched the program in May The intent of this initiative is to assist vendors in knowing how to do business with the State of Florida and to knowing how to use MFMP   Past Topics:  06/25: "Keeping Accounts Updated"  07/09: "Solicitations"  07/16: "Solicitations" (repeat of 7/09)  07/23: "Keeping Accounts Updated"  08/20: Transaction Fee Processing & Reporting  8/27/08: Certified Minority Business Enterprise (CMBE) Vendor Overview Page - 20

Vendor Outreach Vendor Teleconferences (Fireside Chats):  MFMP is excited to announce three additional Vendor teleconference sessions this fall:  9/10/08: Importance of Keeping Accounts Updated  10/1/08: Solicitations  10/15/08: Transaction Fee Processing & Reporting  For additional information about online training opportunities, please visit the Vendor Toolkit: Page - 21

Updates to Web Pages and Tools  MFMP (General)  New Training division home, with links to both buyer and vendor training opportunities  Updated project information, contact information and page archiving  Streamlined page navigation for all customers  Buyer/Vendor portals off of DMS home page Page - 22

Updates to Web Pages and Tools  Buyer  New Buyer home page, complete with Buyer training information  New Training Opportunities page, with links to upcoming available trainings around the State  Updated Buyer Toolkit, including archiving old documents and files, and updating the Job Aids Page - 23

Updates to Web Pages and Tools  Vendor  New Vendor home page, complete with Vendor teleconference series information  New comprehensive Vendor toolkit, including a communications bulletin board  Updated Vendor FAQs, pertaining to individual common questions Page - 24

Upcoming Plans  Future Updates:  Revise Buyer FAQs  Utilize Training home page, posting all upcoming opportunities for customers  Our goal in all these updates is to make it easier for you to get the information you want directly with fewer “clicks” Better to let your fingers do the walking! Page - 25

Agenda  Welcome / Introduction  MyFloridaMarketPlace Updates  Customer Satisfaction Survey Results  Year-End Review  Training Update  System Enhancement Update  Vendor Initiatives  Vendor Outreach Initiatives  Vendor Informational Teleconferences  Enhanced Vendor Toolkit  SPURS Sunset Update  Reporting Initiative  Questions / Open Discussion Page - 26

SPURS Sunset Update SPURS Sunset Activities:  Closing out of open SPURS POs was recently completed  Removal of SPURS for accounts older than 6 months was completed on 8/29/08  Updated lists of users who have accessed SPURS in less than 6 months will go out 1st week of September  We have met with DFS to discuss the new application for entering payee information  This will be the replacement for SPURS  The new application should be available by the beginning of the new calendar year  SPURSView: Line item detail  Executive Order to post contracts being developed  DFS developed a survey  POs are included to be posted  MFMP and CITS estimates because SPURSView may be best vehicle to post POs Page - 27

Agenda  Welcome / Introduction  MyFloridaMarketPlace Updates  Customer Satisfaction Survey Results  Year-End Review  Training Update  System Enhancement Update  Vendor Initiatives  Vendor Outreach Initiatives  Vendor Informational Teleconferences  Enhanced Vendor Toolkit  SPURS Sunset Update  Reporting Initiative  Questions / Open Discussion Page - 28

Reporting Initiative  The DMS MFMP Team launched a Reporting Initiative to:  Conduct research on the current reporting tools  Identify agency customers’ reporting needs  Educate customers on the available reporting tools  Identify any shortcomings of the current state of reporting  Identify reporting alternatives with the goal to identify and implement the optimal reporting tools for all MFMP customers Page - 29

Reporting Initiative  Research conducted to determine where we are:  Project Charter  Identifying initiative goals, objectives, scope, etc.  Gap Analysis  Identifying functional requirements that are currently not resident in the MFMP reporting environment  Alternative Analysis  Identifying application alternative solutions to agency customer reporting needs Page - 30

Reporting Initiative  MFMP Reporting tools:  Secure Reports  Designed with an emphasis on Finance & Accounting  Analysis  Currently contains mostly Purchasing data / information  Buyer System Searches  Can be used by customers at any system level  Report Requests  Can be submitted by agency customers anytime there is a business need for a (secure) report that does not exist Page - 31

Reporting Initiative  Secure Reports Training:  Developed in an effort to keep customers educated on the current reporting tools available  First training conducted August 14, 2008, in Tampa, FL  Helps customers understand: What reports are used for How to access and use secure reports How to request additional reports  Will lead to: Increased customer awareness Increased use of MFMP tools and resources Customers ability to perform day-to-day tasks more efficiently and effectively Page - 32

Reporting Initiative  MFMP Reporting Survey:  Developed to identify agency customers’ reporting needs and expectations  Was administered Monday, August 25, 2008, and will end Friday, October 3, 2008  Addresses each of the MFMP reporting tools  Results will lead to an increase in reporting training requests Page - 33

Reporting Initiative  What’s Next?  Follow-up/data compilation  Secure Reports Training feedback  Reporting Training feedback  Development of the MFMP Reporting website  All MFMP and related Reporting tools  Located on the Buyer Toolkit  Development of job aids/tutorials  Reports Job Aid (update)  System Searches Job Aid (update)  Secure Reports module in OnDemand Training Page - 34

Agenda  Welcome / Introduction  MyFloridaMarketPlace Updates  Customer Satisfaction Survey Results  Year-End Review  Training Update  System Enhancement Update  Vendor Initiatives  Vendor Outreach Initiatives  Vendor Informational Teleconferences  Enhanced Vendor Toolkit  SPURS Sunset Update  Reporting Initiative  Questions / Open Discussion Page - 35

 Closing  Questions Closing Page - 36

Contact Us If we can assist you in any way, please contact us: Walt BikowitzChief, State (850) Rachael LieblickOperations (850) Debbie GriesProcess Eric SwansonVendor Amy SmythCommunications Specialist Audrey HughesReporting Specialist Kasey BickleyPurchasing Process Specialist Anne RabonF&A Process Customer Service Desk Page - 37