Customer Round Table - DMS · \爀屲**Read對 over slide in summary.** \⠀䌀䰀䤀䌀䬀尩 so,...
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Customer Round Table August 2019
Customer Round Table - DMS · \爀屲**Read對 over slide in summary.** \⠀䌀䰀䤀䌀䬀尩 so, the criteria we identified as relevant was that we wanted to search for paid invoice
Jillian: Welcome to the first CRT of the fiscal year! We’re happy you’re here and are excited to get things started. First, I want to introduce our new MFMP team members. Ashley Palelis is our Buyer Specialist. She will be your primary point of contact for support as agency customers (buyers) in MFMP. Ashley Sellars joins our team as the Sourcing and Analysis specialist, so any questions regarding your eQuotes or reporting needs in Analysis can be directed to Ashley. Finally, Daniel Hand has joined our team as the System Project Specialist and will provide high level technical support for various MFMP applications, including VBS and VIP. Please continue to contact the Customer Service desk for system issues, and if the issue requires escalation, Daniel will get involved. With that, let’s get started with the agenda for today.
Agenda
Year In Review
Utilization Update
Upcoming Training
Reporting Activity
Emergency Purchasing
Open Forum
Presenter
Presentation Notes
This is the agenda for today, we’re going to start out by giving you some fun facts about activity in MFMP last fiscal year.
Agenda
Year In Review
Utilization Update
Upcoming Training
Reporting Activity
Emergency Purchasing
Open Forum
Year In Review2018-19
2,009 new vendor registrations in MFMP
89,252 total vendors registered in MFMP
158,717 purchase orders
408,472 invoices paid
$2,986,232,268 total spend
$1,944,005,238 contract spend
64% of invoice spend is under contract
7 new catalogs in MFMP
4 line item catalogs with 10,040 line item SKUs
3 punchout catalogs
Presenter
Presentation Notes
In fiscal year 2019, there were 2,009 newly registered vendors in MFMP which takes us to a total of 89,252 vendors registered in MFMP. Remember, when vendors register in MFMP, they typically add commodity codes which describe the products and services they offer. Be sure to use the search functions in VIP and Buyer to identify vendors who may offer the goods or services you are looking for. As you can see, there are always new vendors being added to MFMP. There were 158,717 purchase orders and on 408,472 invoices were paid against those POs. To provide a little more context, the dollar value of the POs issued was $2,986,232,268 and of that spend, $1,944,005,238 was under contract. To say that differently, 64% of total spend last fiscal year was based off of pre-negotiated terms and prices. The fact that more than half of total spend was contract related speaks to the importance the state term and agency term contracts in the procurement process! Contracts enable the state to leverage the competitive marketplace to secure the best services and prices to maximize buying power. We know that catalogs are a class favorite, so you’ll be happy to know that 7 new catalogs were introduced in fiscal year 2019! There were 4 new line item catalogs and 10,040 line item SKUs. We’ve also introduced 3 new punchout catalogs! The items under contract with these vendors are easily accessible in either punchout or line-item format in MFMP so it’s easy for you to make your purchase. The system is even designed to monitor some of these punchout catalogs for price discrepancies…just one more way MFMP creates efficiencies and consistency in the procurement process! You’ll see that implementing catalogs in MFMP is something that will continue to be an area of focus for us. With this amount of volume we know that providing you with the tools and information you need is important. That’s why the MFMP CSD is available to help from Monday through Friday from 8 a.m. until 6 p.m. Last fiscal year, the team handled 24,337 phone calls from agency customers and vendors, and the MFMP team trained almost 600 agency customers!
Agenda
Year In Review
Utilization Update
Upcoming Training
Reporting Activity
Emergency Purchasing
Open Forum
Utilization Updates
Fourth quarter scorecard is available on the MFMP website Get more information from the Utilization Support Web page and notify the MFMP
team if your agency is interested in utilization support
Goal 80% Goal 80%
Average Utilization
87.03%
Goal 80%
Average Utilization
84.94%
Goal 50%
Average Utilization
35.66%
Goal 80%
Purchase Order and Contract Invoice Catalog Receiving Goods
in MFMP eQuote
Average Utilization
89.82%
Average Utilization
96.45%
Presenter
Presentation Notes
Numbers are up to date Jillian: each quarter we evaluate utilization outcomes for MFMP, let’s talk through the most recent outcomes. Purchase Order and Contract: This has stayed relatively the same y/y and since last quarter. Invoices: Utilization fell slightly from 92% last quarter to just shy of 90% this quarter. Catalogs: Catalog utilization stayed relatively stable since last quarter and compared to last fiscal year this time. Receiving goods in MFMP: Utilization in this area has increased by 4 percent since last quarter, and about 2 percent last fiscal year at the same time. eQuote Utilization: Although there’s been a slight uptick in utilization since last quarter (about 9 percent), we’ve fallen below the utilization outcome from last year at this time when we were over 45 percent. The MFMP team will be doing an eQuote analysis in the coming months and we’ll offer any support your agency needs to evaluate your specific processes and practices to see how you can make some progress in this area. Remember, this is a combined utilization measurement so all agencies using MFMP are part of the outcome. For details about your agency’s utilization on any of these categories, check out the scorecard on the MFMP website (linked here). You can also get more information about the background of utilization support and a high level overview of the effort, and even request help from the MFMP team. **Shout out to DBPR for upcoming equote training***
Ashley P: MFMP U offers several instructor-led courses to help you understand the processes, capabilities and functionality of the system. (CLICK) We offer workshops where you’ll get hands-on practice, (CLICK) and we have webinars that you can join from the convenience of your office. These are live events and typically include a demonstration by the instructor. The training calendar for the first two quarters has been published and is ready for you to get registered. Take some time this week to go to the calendar to check out the schedule and sign up for one or five, or all of the courses we offer! It’s not uncommon for us to have individuals who are new to MFMP, and others who have been using the system since inception in 2003, and it never fails that people leave learning something they didn’t know. If you know someone in your agency that could benefit from attending an online or in-person training send them to this registration calendar to check out the schedule.
Upcoming Training
• September 30 – October 2• Morning and afternoon sessions each day• Workshop and seminar • Hosted at DMS Office in Southwood
Presenter
Presentation Notes
Ashley P: Each year we bring live MFMP training to agency customers around the state. (CLICK) We’re excited to announce that we’ll be conducting a series of localized training for agency customers located here in Tallahassee. (CLICK) This is being targeted for September 30 – October 2, and there will be a series of morning and afternoon sessions during this period that you can sign up for. We'll be hosting the trainings at the DMS office in Southwood. Be on the lookout for communications with registration and more details soon! And while you don’t see this on the slide, we’ll have a system administrator seminar on that Thursday, October 3. Feedback we gain from participants throughout the week will be shared across the state and with system administrators. MFMP U is still bringing training to agency customers across the state. (CLICK) We’ll be heading to central Florida early 2020, (CLICK) then south Florida and wrap up our statewide training with a visit to our agency customers and vendors in (CLICK) west Florida.
Agenda
Year In Review
Utilization Update
Upcoming Training
Reporting Activity
Emergency Purchasing
Open Forum
Reporting Activity
Criteria• Paid Invoice Reconciliations from June 2019• 1234 in the Supplier Invoice #
Ashley S.: We started out today’s meeting by giving you insight into what we did in MFMP last year. We gathered that data by using the reporting functionality in MFMP. Here’s a fun insight: Does anyone remember how many invoices were paid last year? Over 400,000. Well out of those invoices, there were 15 paid invoice reconciliations that had the numbers 1234 in the supplier invoice #. Let’s use a system search to see how we got that information. ***Bring up BUYER training environment by clicking the computer screen on the slide*** Go to the search function and have participants guide you through all of the criteria they think you used to find that information, including the search type. Use the correct and incorrect answers to redirect and encourage participants to think about how they’re using search filters to find information. Point out: the 1234 doesn’t have to be at the beginning or end, the system will search for that string of characters anywhere in the field you’ve indicated. **Read over slide in summary.** (CLICK) so, the criteria we identified as relevant was that we wanted to search for paid invoice reconciliations from last fiscal year with 1234 in the supplier invoice # field. (CLICK) When we looked at the search filters together we decided that the type of search we'd do is "invoice reconciliation" because that determines where the system will look for the report results, we chose custom date range and used the calendar function to input the date range (June 1 through June 30), and finally we said we only wanted to see invoice reconciliations with a "paid" status and 1234 as the supplier invoice #. While you may not be concerned with the invoices with 1234 in the supplier invoice # field, we want you to leave today feeling a little more comfortable evaluating search criteria and using system searches. While we're on reporting, can anyone name the three MFMP reporting tools? A: Secure Reports, System Searches and Analysis. We know each agency has a different means for keeping up with procurement activities, and some keep manual record. You’ll see that reporting capabilities in MFMP are going to be an area of focus for us this year. We want to be sure that you have the tools you need to extract the data from the system in a way that is easy and meaningful for you and your agencies. In fact, you're going to hear a little more about some new reporting functionality in a few moments!
Jillian: (CLICK) Hurricane season is well under-way, and although hurricanes are not the only reason the state has the need to do emergency purchasing, it is a big reason. We’re always looking for ways to improve the way MFMP supports the various purchasing needs of the state, and in response to a request, we’ve implemented a new feature that will provide greater insight into spend during emergency situations. Hue is going to talk more about this now.
Emergency Purchasing
• O - Emergency per rule 60A-1.046 and 287.057(3)(a) • O1 - Emergency [s 255.0525(1), F.S.]• O2 - Emergency per Executive Order [s 252.36(2), F.S.]
• Optional• Accept the following:
• Up to 100 alphanumeric characters• Dashes• Pound signs
Choose an Emergency Method of Procurement (MOP) for a requisition
Event Name and Mission Number fields are made available for input
New reporting capability using Mission Number• System Search in Buyer
• Mission Number field is searchable• Emergency Purchasing in MFMP Job Aid now available
Presenter
Presentation Notes
Hue: (CLICK) Who can tell me what a method of procurement is? A: It’s the statutory authority used to make a purchase. There are certain MOPs in MFMP that indicate a purchase is made as part of a declared emergency. Those include: (CLICK) O- Emergency per rule 60A-1.046 and 287.057(3)(a), O1- Emergency [s 255.0525(1), F.S.], and O2- Emergency per Executive Order [s 252.36(2), F.S.]. In the future, the MFMP team will add to this list if additional MOPS are added that are designated as emergency-related MOPs. (CLICK) Now, when any of the MOPs you see on the screen are selected, MFMP will make two additional fields open for input. The first is the event name and the other is the mission field. (CLICK) These are both OPTIONAL fields that can accept up to 100 alphanumeric characters, dashes and pound signs. (CLICK) We just talked about reporting in MFMP, and you’ll be happy to know that we’ve incorporated new functionality into system searches in Buyer to make it easy for you to gain insight into emergency-related spend. I'm happy to tell you that a new job aid was created to assist you in using this new feature, and guide you through utilizing the reporting functionality that was built to help create visibility into emergency-related spend. The job aid has been posted on the MFMP job aid webpage, and we’ve also brought copies for everyone in attendance. If you’ve joined us by phone, you will see a link to the document in the chat queue. In short, The mission number is now a field you can query against for requisitions and purchase order searches. **Extra information about system search process: When you search for “purchase orders” the mission number will be a standard field. You’ll have to add it the first time you search for requisitions using this new field. To add mission field to the search filters, click “Search Options” and then click next to mission number. Once you do that the first time, you won’t have to do it again. Enter the mission number exactly as it was entered for the most accuracy, the system will pick up all requisitions with “12345” anywhere in the mission number field. So, the mission number could be #12345 or it could be 2019-12345, for example. ***Extra information for about secure report: Secure Report is updated daily The name of the report is "Emergency Purchase Order Data - Current Fiscal Year"
