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MFMP 3.0 What’s New Seminar
2011
2
• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
3
Welcome to MFMP 3.0
MFMP is upgrading on September 6, 2011
https://Buyer.MyFloridaMarketPlace.com/Buyer/Main
4
Welcome to MFMP 3.0
Why upgrade now?
• MFMP 3.0 upgrade allows MFMP to:
– Take advantage of new technology
– Improve the technical infrastructure
– Deliver exciting new features to better serve our
customers
5
Upgrade Objectives:
• Implement new features from the latest Ariba technology
• Implement customer requested system changes
• In addition MFMP:
– Reviewed the Secure Reports to confirm customers still need these reports
– Worked with several agencies to review their workflow processes and make improvements where possible
– Addressed previous MFMP audit findings
Welcome to MFMP 3.0
6
Seminar Objectives
• What‘s New in MFMP 3.0:
– System Overview
– Requisitioning
– Approving
– Receiving
– Invoicing
Welcome to MFMP 3.0
7
Seminar Objectives
• Leave today with:
– Solid awareness about the MFMP 3.0 upgrade
– Understanding of new features and improvements
– Confidence about logging into MFMP 3.0 on September 6
Welcome to MFMP 3.0
8
Seminar Objectives
• Upgrade resources:
– MFMP Minute
– Exclusive MFMP recorded training tours
– Office Hours webinars in September
– MFMP Toolkit – fully updated by September 6
Welcome to MFMP 3.0
9
• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
10
New Terminology
• Direct Order (DO) is now Purchase Order (PO)
– New unencumbered orders will have a PO prefix instead of
a DO prefix
– MFMP 2.0 DOs will still reflect the DO prefix
• Master Agreement (MA) is now Contract (C)
• Master Agreement Request (MAR) is now Contract
Request (CR)
11
New Terminology
• Invoice eForm is now PO-based or Contract-based
Invoice
• Folders are now Labels
• MFMP Swoosh Page is now your MFMP Dashboard
12
• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
13
• Folders are now Labels
– Labels replace Personal folders
– Access Labels through the My Labels link
– Use Labels to tag or categorize requisitions, receipts, invoices, invoice reconciliations, etc.
– Remove or update Labels as needed
• MFMP 2.0 folders will convert to
MFMP 3.0 Labels
What's staying the same … and what’s improving
14
What's staying the same … and what’s improving
New customizable ―Buyer Dashboard‖ (similar to Analysis 3.0)
15
What's staying the same … and what’s improving
Customize Tabs on the Dashboard
16
Set Email Notification Preferences
What's staying the same … and what’s improving
17
Choose Preferences for System Functions
What's staying the same … and what’s improving
18
Set Email Frequency
What's staying the same … and what’s improving
19
Email Notice Sample
What's staying the same … and what’s improving
20
Copying MFMP 2.0 items
• Copy MFMP 2.0 requisitions as a basis for MFMP 3.0
orders
• Confirm that all fields are updated and relevant
(including updated accounting information)
• Order prefix will now be ―PO‖ instead of ―DO‖ in
MFMP 3.0
What's staying the same … and what’s improving
21
• We made minimal changes to the overall procurement-to-payment process
• MFMP customers complete functions as they did in MFMP 2.0
• So what is changing in MFMP 3.0
– For Requisitioning
– For Approving
– For Receiving
– For Invoicing
What's staying the same … and what’s improving
22
3 Percent Withholding/W-9 Initiative
• The Department of Financial Services (DFS) will
begin withholding 3 percent of a vendor payments as
of January 1, 2013
– This new requirement is related to the Tax Increase
Prevention and Reconciliation Act (TIPRA) of 2005
– This law requires governments to withhold
3 percent of all payments greater than $10,000
What's staying the same … and what’s improving
23
3 Percent Withholding/W-9 Initiative
• To enact the 3 percent withholding, DFS is requiring
all vendors to submit a new Form W-9 to be
validated by the IRS.
– All vendors are required to submit a new Form W-9
– This includes reluctant vendors
• Beginning November 7, 2011, DFS will begin
withholding payments for vendors who do not have a
valid Form W-9 on file.
• Agencies will not be able encumber funds for
vendors without a valid W-9 on file
What's staying the same … and what’s improving
24
• DFS portal for vendor W-9 submission
https://flvendor.myfloridacfo.com
Click here to
access “Profile
Registration”
screen
Select any of
these options for
additional
information
What's staying the same … and what’s improving
25
• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
26
Requisitioning
Create Requisitions
• State Purchasing creates statewide agreements, State
Term Contracts (STC) and Alternate Contract
Sources (ACS)
• Use of STC are mandatory for state agencies
• STC and ACS are available in the MFMP catalog
– Punch-out
– Line-item
– Ordering Instructions
27
Create Requisitions
PO Numbering:
• Direct Orders are now Purchase Orders
– ―A‖ prefix for Encumbered Orders remains
– Continues to increment in numbering value after go-live
– Order IDs will not duplicate
Requisitioning
28
Create Requisitions
• MFMP 3.0 streamlines the requisitioning process; to
put the emphasis on what you‘re buying
• From the dashboard, you can search the catalogs or
click the Requisition link to create requisitions
Requisitioning
29
Create Requisitions
• Use refined catalog searches
Requisitioning
30
Create Requisitions
• Customize your view of the catalog to see multiple items at one
time by clicking on ‗thumbnail‘ link
• If you cannot find what you‘re looking for in the catalog, create a
non-Catalog requisition; fill in all product details
Requisitioning
31
Create Requisitions
• Compare line item catalog products to determine the best value
• Select the items you want to consider and click Compare
Requisitioning
32
Create Requisitions
• Your items are available for side by side comparison
• Select the item you want to add to your cart
Requisitioning
33
Create Requisitions
• Master Agreements are now Contracts
– Applies to both STC and Agency Term Contracts
– Existing Master Agreements at ―go-live‖ will continue to have
an ―MA‖ prefix current MA expires and a new contract is
created in MFMP 3.0.
• At that point it will have a ―C‖ prefix
• Change Orders made against an existing MFMP 2.0 order will
continue to be ―versioned‖ and will include a ―v‖
Requisitioning
34
Create Contracts:
• You can record agency-issued contracts in MFMP
• Benefits of recording contracts in MFMP
– Spend Analysis
– Document Management
– Transparency
• Automatically loads the contracts as a catalog in MFMP
Requisitioning
35
Requisitions
Create Contracts
• MFMP requires basic information to record a contract
36
• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
37
Approve Requisitions
• Finds items that require your approval in your ‗To Do‘
list on either your Home tab or the Procurement tab
• Queue displays the requester
Approving
38
Approving
Approve Requisitions
• As an approver, validate the product / service purchase
is necessary and appropriate
• Review the requisition and either approve, deny or edit
the request
39
• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
40
Receiving
To initiate a receiving report, click ‗receive‘ under
Manage from the dashboard
41
Receiving
• Search for the order you need to receive against
• When the receiving report returns, enter the number
of items received and the actual date you received
them
42
Break Time
43
True or False
1. Your fully approved requisition becomes a purchase
order.
2. MFMP customers can customize their Dashboards.
3. MFMP 3.0 ―go-live‖ day is September 6.
4. In MFMP 3.0 you use Labels instead of Folders.
5. We upgraded now to make your work easier.
Bonus Question —
Anne Rabon took the photograph
on the MFMP 3.0 login page.
Pop Quiz Time
44
• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
45
Invoicing
Create a PO-based invoice
46
Invoicing
Create a Contract-based invoice
• Process is similar to the PO-based invoice process
– Select the contract number instead of selecting a purchase order number
– Invoice lines do not populate on the invoice
47
Invoicing
W-9 verification
48
Invoicing
New Invoice tab
• View completed invoice
• View Reconciliation
49
Reconciling and Approving• ―To Do‖ Box lets you link to the IRs
– From here you link easily to the IRs
– MFMP 3.0 identifies who initiated the invoice
• Access IRs
– Click the link in the ―To Do‖ box
– Click ―open‖ to begin the reconciliation
Invoicing
50
Invoicing
CFO Received Date
51
• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
52
New Fun Features
53
Reset Your password
New Fun Features
54
Reset Your Password
New Fun Features
55
Password Reset Email Notice
New Fun Features
56
New Fun Features
MFMP Password Complexity• Passwords must comply with State of Florida security standards
• 7-16 characters in length
• New Password requirements include:
– One uppercase letter
– One lowercase letter
– One digit
• A digit must be located within the middle of the password. For
example: Password2 and 2Password are invalid. However,
Password22 and Pass2word are both valid.
– No spaces
• Unable to re-use your last five passwords
57
Customize Views on the Dashboard
New Fun Features
58
Expand the Dashboard View
New Fun Features
59
New Fun Features
Labels• Labels help you reference / organize items
– Label the items you will reference later
– Organize items to categorize them in a logical
manner
• No suggested ―limit‖ for how many items
you should tie to a particular label
– MFMP team will monitor
60
New Fun Features
Refined System Searches
61
System Searches
• Any customer with MFMP 3.0 access can create system
searches
• Query group enables you to see transactions
enterprise wide
• You can export search results to Excel
New Fun Features
62
System Searches
• Use at least two filters to narrow your search results
New Fun Features
63
IR Mass Update
• Finance and Accounting can now mass edit four fields
• Mass Update function is optional
• Invoice Reconciliation Account Mass Update eForm
• You can update Up to 10 IRs at a time (not to exceed 100 lines)
• Accounting validation does not occur on the Mass Edit Update eForm
New Fun Features
64
New Fun Features
IR Mass Update
65
New Fun Features
Fewer steps to delegate your approval authority
• Click on Preferences
• Select Delegate Authority
• Complete as usual
66
New Fun Features
Detailed error messages include number of errors
67
New Fun Features
Delete Attachments and Comments
68
New Fun Features
Delete Attachments and Comments
• Whoever attaches the document can remove the
document– This applies to requisitions / orders and invoice
reconciliations
– Remove even if the approval process already started
– Transaction workflow will not regenerate
69
New Fun Features
Delete Attachments and Comments
• Agencies can remove attachments without using the
―Purge Request‖ process
– System Administrator can inactivate MFMP accounts
– Remove attachment even after approval process started
– In unique situations, MFMP Customer Service Desk can assist
70
New Fun Features
Indicate Recycled and Green items on Punch-out
and Non-Catalog items
http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_infor
mation/state_contracts_agreements_and_price_lists/florida_climate_friendly_prefe
rred_products_list
71
New Fun Features
Requisitions copied display as a link in the history tab
Including the requisition it was copied from
72
New Fun Features
PO End Date Validation
73
New Fun Features
Payment Update eForm includes Voucher # and SWDN
74
New Fun Features
Improvements to Invoices• Invoice date validates when you select the ―next‖ button
• Automatically populates the invoice with the lines of the purchase order
• The cursor now defaults to the quantity field
75
New Fun Features
New Legend Item for IR Rejections
76
New Fun Features
Create an eQuote
• Use MFMP Sourcing for electronic quotes (eQuote)
https://sourcing.myfloridamarketplace.com/Sourcing/Main/ad/loginPage
77
Create an eQuote
• Sourcing Dashboard
New Fun Features
78
Create an eQuote• Follow five steps to set up and send your electronic
quotes to vendors
New Fun Features
79
New Fun Features
Create an eQuote
80
New Fun Features
Coming Soon to MFMP 3.0: Analysis
• Beginning October 2011, Access Analysis through your
MFMP 3.0 dashboard
• Analysis is the reporting tool of MFMP
81
• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
82
• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
83
Resources
Additional training– Exclusive online MFMP Training Tour
• Recorded training for each topic
– MFMP Minute (10-week countdown to 3.0, begins July 1)
• Quick recorded tips about MFMP 3.0 enhancements
– Check with your agency liaison for additional training specific to
your agency
84
Resources
Post-Upgrade– Six, one-hour webinars covering what‘s new in System
Overview, Requisitioning, or Invoicing (one topic per
webinar)
– Four, one-hour ―Office Hours‖ webinars
• Bring your questions or just listen and learn from the
discussion
– Three, day-long workshops (in Tallahassee)
• Requisitioning, Oct. 4, 9 a.m. to 4 p.m.
• Invoicing, Oct. 11, 9 a.m. to 4 p.m.
• Reporting, Nov. 15, 9 a.m. to 4 p.m.
85
Resources
Upgrade Tools & Communications– Updated Buyer Manual and System Administrator Manual
• http://www.dms.myflorida.com/business_operations/state_purchasi
ng/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_too
lkit
– Online Bulletin Board for up-to-date information
• http://www.dms.myflorida.com/business_operations/state_purchasi
ng/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_too
lkit/mfmp_communications/mfmp_hot_topics_bulletin_board
– Emails from agency liaisons and/or system administrators and
our eNewsletter
– Follow ―Florida DMS‖ on Facebook and Twitter
86
Resources
When you have questions, either before or after the
upgrade, feel free to contact the MFMP Customer
Service Desk.
(866) 352-3776
87
MFMP 3.0 Launches September 6, 2011
Delivering the change our customers requested