1. MyFloridaMarketPlace Roundtable January 21, 2003 10:00 a.m. – 12:00 p.m. MyFloridaMarketPlace

2. 2 Welcome and Overview of the Roundtable Session Project Status Update Conference Room Pilot Update Communications Update Training Needs Assessment Survey Vendor Outreach Activities Future Meeting Participation Question and Answer Roundtable Agenda

3. 3 What are the goals of the MyFloridaMarketPlace Roundtable? Provide the opportunity for the project team to update agency personnel on project status and system functionality Provide a forum for agencies to interact, share best practices, and discuss upcoming activities for MyFloridaMarketPlace Identify additional feedback from agencies concerning the MyFloridaMarketPlace system

4. 4 What is my role as an agency liaison? Act as the central point of contact for your agency for the MyFloridaMarketPlace project Appoint a “cross-functional team” from your agency (representing resources from Purchasing, Accounting/Finance, and Technology) to help work through implementation tasks for MyFloridaMarketPlace Attend monthly Roundtable sessions (All cross-functional team members will be asked to participate going forward) Distribute e-mail communications to the personnel in your agency that are participating in the implementation of the MyFloridaMarketPlace initiative Escalate any concerns that your agency has not previously communicated to the project team Sign off for your agency on specific documents (e.g. CRP requirements, workflow)

5. 5 Project Status Update Completed Conference Room Pilots (CRPs) Vendor Registration Completed functional definition Completed development Testing of vendor registration website begins this week Target go-live date (February 17, 2003) Vendor adoption Sent out e-mail and invitations to over 1000 state term contract vendors Amend each state term contract Begin the process of loading catalogs for each of the State Term Contract Catalogs Met with Steering Committee Monthly meeting Represented: Governors Office, Senate, House of Representatives, DOH, STO, DOE, DOC, DFS, DOT

6. 6 Conference Room Pilot Update Completed Conference Room Pilots (12/9/02 – 12/20/02) 139 people from 21 agencies attended. Thank you. Received over 120 requests for additional/changed functionality Analyzed requests Developed approach with DMS on how to finalize the definition of functional requirements Approach for review and Signoff of requirements Approximately 192 requirements were identified as requiring some action (includes contractual requirements that were deemed to require a review) Analyzed each requirement with a recommendation for each requirement to 1) required day 1, 2) not required or 3) required future release Presenting recommendations to MyFloridaMarketPlace Roundtable Agency liaison needs to go back to their agency to discuss these requirements with appropriate individuals Meet again next week (1/28) to discuss any specific feedback Each agency liaison needs to signoff on the requirements at that time Highlight specific requirements

7. 7 Communications Update Conducted First Steering Committee Meeting on 01/13/03 Distributed State Term Contract Vendor Communication (> 1000 vendors) Addressing inquiries via the MyFloridaMarketPlace@myflorida.com e-mail account Communications to vendors regarding upcoming Vendor Forums and Vendor Information Sessions Working with Vendor Management Team to execute ongoing vendor communications Conducting ongoing sessions for agency communication opportunities (e.g. MyFloridaMarketPlace Roundtable discussions

8. 8 Training Needs Assessment Survey Estimates of how many people need to be trained at each agency by user category (e.g. requisitioners, approvers, etc.). Provide information on available training resources (e.g. facilities, trainers, etc.) Provide information on your user skill level on using the internet Provide information on the technical infrastructure of your agency to see whether it meets recommended minimum requirements Due by 5 p.m. on January 28 th (Next Tuesday) If you have any questions, please contact your eProcurement project liaison (Stephen, Lindsay, or Greg)

9. 9 Vendor Outreach Strategy General Vendor Information Sessions Over 40 Sessions held around the state, starting in March Open to any vendor interested in doing business with the state Communication Methods Email Direct Mail Outreach through Business Associations Information available through MyFlorida.com General Vendor Information Sessions Schedule and Sign Up Frequently Asked Questions Vendor Registration Tutorials

10. 10 Vendor Outreach How you can help Purchase Order Flier Direct vendors to MyFlorida.com for additional information Provide vendors with an e-mail address to which they can send inquiries (MyFloridaMarketPlace@myflorida.com)MyFloridaMarketPlace@myflorida.com Assist the project team with identifying Critical Impact Vendors

11. 11 Vendor Outreach Critical Impact Vendors Who are critical vendors? Key Vendors with whom you do business with on a regular basis (large spend and/or critical goods/services that your agency could not operate without) How are they sent to the Vendor team? Spreadsheet will be emailed to Agency Liaison Agency Liaison will complete and send back to vendor team via email How will we contact them? Email Phone Flier via Purchase Order mailouts How will we report on Critical Impact Vendors? We will track your Critical Impact Vendors against vendor registration and send you a monthly report with the status This Critical Impact Vendor Status Report can be requested more frequently, if needed

12. 12 MyFloridaMarketPlace Roundtable Meetings Meeting Frequency Future Topics Cross-functional team participation A core team of 5 or less people is recommended Team should include people from different areas within your agency. -Purchasing -Finance & Accounting -Technology

13. 13 Questions?? MyFloridaMarketPlace@myflorida.com