1. MyFloridaMarketPlace MyFloridaMarketPlace User Meeting September 6, 2006

2. Page - 2 Agenda  Welcome / Introduction  MyFloridaMarketPlace Project Update  Performance Update  Attachment Update  System Release Update  Change Review Board (CRB) Update  Communications Update  New Reports (Review of MyFloridaMarketPlace Job Aid)  DMS Process Team Update  Looking Ahead  Focus on Invoicing  MyFloridaMarketPlace Upgrade  Next Meeting Time / Location

3. Page - 3 Agenda  Welcome / Introduction  MyFloridaMarketPlace Project Update  Performance Update  Attachment Update  System Release Update  Change Review Board (CRB) Update  Communications Update  New Reports (Review of MyFloridaMarketPlace Job Aid)  DMS Process Team Update  Looking Ahead  Focus on Invoicing  MyFloridaMarketPlace Upgrade  Next Meeting Time / Location

4. Page - 4  Performance Update:  Since the May timeframe, the team has implemented several performance enhancements that have significantly impacted overall response time  Updates have been focused on both hardware and software changes:  System Updates (e.g., System Search Optimizations, Chooser Updates)  Continuing education regarding effective searching techniques  Installation of new server  As identified, the team is also continuing to communicate process suggestions to users that also help in minimizing performance challenges (e.g., folder management tips and tricks) Performance Update

5. Page - 5  Conducted System Administrator Training on 7/26, 7/27, 8/8, and 8/9  System Administrator Training covered the following: Attachment Removal Process & the form, Agency Security Policies, System Administrator Guidance Job Aid, MFMP Role Guide, and User Inactivation Job Aid  Purge Request Form:  The current form can be accessed via the MyFloridaMarketPlace toolkit (http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buy ers/myflorida_marketplace_toolkit)http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buy ers/myflorida_marketplace_toolkit  Once the form is completed, agencies should continue to send this information directly to buyerhelp@myfloridamarketplace.com, and the form will be reviewed by DMS and processed buyerhelp@myfloridamarketplace.com  Key items to remember when completing the form:  For comments or line item descriptions that need to be removed, please be specific about which comment(s) or line description(s) need to be removed  Specifically list the versions that need to be addressed. For example, if the transaction has 20 versions, and the specific comment started on version 10, please list that versions 10 – 20 need to have the comment removed Attachment Update

6. Page - 6  May, July, and August releases have been implemented (Releases 7.1, 7.2, and 7.3), and release notes were distributed to Agency Liaisons, Purchasing contacts, F&A contacts, and Administrative Directors  Highlights from Recent Releases:  Modifications to search functionality to increase ease of searching and response time in bringing back search results  Ability to only add attachments to comments when a transaction is in edit mode. Once the transaction is in edit mode, the user will be able to add an attachment if the checkbox is checked (the checkbox is an acknowledgement step)  State contract id will populate from the punchout site on a Master Agreement  Verification that the payment status is set to 'PAID' when the 'Paid In FLAIR' field is checked  After the agency system administrator completes a Password Change eForm, the user will be prompted to reset their password the next time they log on to MyFloridaMarketPlace  Limiting the submission of requisitions with mixed MA items. New requisitions will not be submitted if there are (1) two items from two different non-state term master agreements, (2) items for a non state term master agreement and non-catalog items, or (3) items for a non state term master agreement and state contract items  The Transaction Date now replaces the 'Create Date' within the link for 'Reconcile Invoices' (i.e., the Invoice Reconciliation queue). System Release Update

7. Page - 7  Change Review Board Update:  Change Request #10 (Attachment Checkbox) was implemented as part of the July Release  Change Request #5 (View Transaction Date in Queue) was implemented as part of the August Release  Change Request #4 (Automatic Population of Commodity Codes for Punchout sites) is in process. State Purchasing is conducting a validation step for the commodity codes, and the target release date for this enhancement is September, 2006 Change Review Board Update

8. Page - 8  Focus Group Update  Subsequent Catalog Focus Group sessions will be scheduled in September  Team is requesting volunteers for a ‘Reporting’ Focus Group, and would like agencies to indicate interest via an e-mail to myfloridamarketplace@myflorida.com by Wednesday, September 13 th. Initial meeting will be held within the next monthmyfloridamarketplace@myflorida.com  Additional Updates  Release Notes and project communications are continuing to be posted to the DMS Toolkit (http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buy ers/myflorida_marketplace_toolkit), and the team asks that users check the Toolkit for updates, information on release notes, etc.http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buy ers/myflorida_marketplace_toolkit  Web-based training update Communications Update

9. Page - 9  An updated version of the MyFloridaMarketPlace Reports Job Aid is available on the Toolkit (under the ‘Job Aids’ link)  Please refer to this for up to date information on available reports, including a new report (available to all agencies) which is called the ‘Header Level All Open Orders’ report (HL_All_Open_Orders)  As part of the updated job aid, there were additional changes made to the description of the User Report and the data elements contained within the ‘All Open Orders’ report and the ‘All Received Orders’ report Reporting Updates

10. Page - 10  Top Three Agency Responses:  User Guide------In Process  Will be Posted on the toolkit as sections are completed  Will be a living document and updated as needed  Training Plan-----In the planning stage  MFMP Workflow Reviews----Will be scheduled for those agencies that requested them.  NIGP Conference—September 14 th 10:45-12:00 Turnbull Conference Center  Analysis Training  Confidential HIPAA Reports DMS Process Team Update

11. Page - 11 DMS Process Team Update  How to Contact the Process Team:  Rachael Grumme, F&A Process Analyst  850-414-6735  rachael.grumme@dms.myflorida.com rachael.grumme@dms.myflorida.com  Debbie Gries, Purchasing Process Analyst  850-414-1882  debbie.gries@dms.myflorida.com debbie.gries@dms.myflorida.com  Lori Potts, General Process Analyst  850-414-5790  lori.potts@dms.myflorida.com lori.potts@dms.myflorida.com

12. Page - 12 Agenda  Welcome / Introduction  MyFloridaMarketPlace Project Update  Performance Update  Attachment Update  System Release Update  Change Review Board (CRB) Update  Communications Update  New Reports (Review of MyFloridaMarketPlace Job Aid)  DMS Process Team Update  Looking Ahead  Focus on Invoicing  MyFloridaMarketPlace Upgrade  Next Meeting Time / Location

13. Page - 13  Team has conducted a number of meetings with agencies to review both the successes and challenges with the current Invoicing functionality  Benefits that were highlighted to the team included the following:  Facilitates the tie between Purchasing and Finance and Accounting staff- communication is essential to having effective processes and system outcomes  Visibility and accountability via the workflow functionality  Ability to approve and move items through an online process flow  Common challenges that were relayed to the team include the following:  Performance challenges in May (around year end) were impactful to workload  Data Entry for Invoice eForm / Scanning and Attaching of Documents  Prompt Payment calculations tied to CFO Received Date  Preference for mass edit capability across line items  Agency feedback is being consolidated and reviewed so that the team can determine the best course of action, including the ability to address what is a system issue vs. process issue vs. a need for additional training  Additional initiatives, such as a campaign to increase adoption of electronic invoicing are also in process Focus on Invoicing

14. Page - 14  As part of discussions with agencies, it has also been relayed that there are challenges if an agency is not consistent about initiating payment in MyFloridaMarketPlace for orders that are placed in MyFloridaMarketPlace  A key challenge is the inability to complete change orders on MyFloridaMarketPlace purchase orders that have payments made directly in FLAIR  Encumbrance information becomes ‘out of sync’  Encumbrances may be liquidated and ultimately require the agency to recreate purchase orders (which is time consuming)  Reconciliation becomes a challenge  Reinforces the need for Purchasing and Finance and Accounting to communicate and weigh the implications of these actions Focus on Invoicing

15. Page - 15  Team is in a Planning phase for an upgrade  Aspire implementation is a factor in the timing of this upgrade  CRB will play a key role in reviewing system functionality, and moving toward standardization where possible MyFloridaMarketPlace Upgrade

16. Page - 16 Agenda  Welcome / Introduction  MyFloridaMarketPlace Project Update  Performance Update  Attachment Update  System Release Update  Change Review Board (CRB) Update  Communications Update  New Reports (Review of MyFloridaMarketPlace Job Aid)  DMS Process Team Update  Looking Ahead  Focus on Invoicing  MyFloridaMarketPlace Upgrade  Next Meeting Time / Location