MyFloridaMarketPlace MyFloridaMarketPlace Change Review Board (CRB) February 11, 2009, 9:00 am The toll free number is: (888) 808-6959 Conference Code:

MyFloridaMarketPlace

MyFloridaMarketPlace Change Review Board (CRB)

February 11, 2009, 9:00 amThe toll free number is: (888) 808-6959Conference Code: 4888366#

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Agenda

Welcome / Introduction

OPPAGA Report- MFMP Next Generation

Recent Enhancement: Vendor Username / Password Reset Functionality

Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)

SPURS Update: Revoking access to add confidential vendors

Wrap-Up!

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Agenda






Wrap-Up!

OPAAGA Report- MFMP Next Generation

MFMP Next Generation Overview

BCPI recommendations that could impact Change Requests: Renew for two years and renegotiate the MFMP contract to improve

payment terms Renegotiate in September 2010 prior to November 2010 contract

expiration

Use some of the revenue fees collected to annually replenish the Contingency Budget (2%)

BCPI Recommendations

Reduce the number of Ariba application developers except during an upgrade

BCPI recommends that agency shadow systems should be reviewed and that DMS should work with all customer agencies to understand and address agency workarounds to MFMP


BCPI also recommends system upgrades should be scheduled on a regularly recurring basis Minor system releases every six to twelve months for approved

change requests Major system upgrades every other year

Two recommendations address documenting Ariba customizations and reviewing them to see if business processes can be changed to undo some of those BCPI’s perspective - too many customizations

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Completed Change Requests to Date

CR # / Title

Functional Area

Description Request From

Hours Release Date

CR 32 / User Queue Report

Reporting This enhancement enabled customers to run Analysis reports to determine the amount of time it takes individuals to approve transactions

CRB 300 10/25/07

CR 23 / Level 2 Integra-tion

Ariba Buyer This enhancement enabled agencies to access FLAIR at the Level 2 access

CRB 140 12/26/07

CR 39 / OSD Auto-mation

Vendor Registration

This enhancement established a two-way interface between OSD and the MFMP Vendor database that encompasses data changes relating to vendor information for minority- / women-owned businesses

Stake-holder

652 4/7/08

Completed Change Requests to Date

CR 37 / Mass edit of Purchasing Code / MOP

Ariba Buyer

This enhancement enabled customers to mass edit the Purchasing Code and MOP fields on the requisition

CRB 144 5/29/08

CR 46 / MOP Updates

Ariba Buyer The existing MOP codes may not be applicable for all agencies. The list of MOP codes should be updated so that agencies that reference the appropriate type of purchase

CRB 13 5/29/08

CR 44 / Legislative data scoping

Ariba Buyer OLS requested that their data be scoped so that it is not visible be other MFMP agencies

Customer 673 9/25/08

CR 45 / Add Service-Disabled Veteran as CMBE

Vendor Registration

With the passing of HB 687, service-disabled veterans are considered a Florida CMBE. Changes were required for several MFMP applications (Buyer, VRS interfaces)

Stake-holder

407 10/29/08

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SPURS line item detail

As part of the SPURS Sunset activities, adding the Purchase Order line item information to SPURSView is being considered

A rough order of magnitude has been completed and would result in an approximate cost of 55 hours

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Agenda






Wrap-Up!

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Vendor Username / Password Reset

Step 1: Click the ‘Forgot Your Password’ link

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Step 2: The vendor is prompted to enter the vendor’s Username or Tax ID, and to select an email address which will receive the password reset information

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Step 3: If the vendor enters a Tax ID, and there are multiple registrations in MFMP for that Tax ID, then the screen will re-display with a list of registrations

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Step 4: Once the ‘Submit Form’ button is clicked, the vendor is taken to a ‘Password Reset Request Success!’ screen

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A ‘Password Reset Instructions’ email is generated and sent to the selected email address. The ‘Password Reset Instructions’ email contains a personalized link which allows the vendor to access a new screen to enter a new password

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If the vendor selected an ‘Other Contact Email,’ a separate notification email is sent to the Main Contact

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When the vendor clicks the link in the email message, it will prompt the ‘Reset Password’ screen, to create a new password

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The MFMP system will send a ‘Password Reset Notification’ confirmation email to the selected contact

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If an ‘Other Contact’ was selected, an email is also sent to the Main Contact

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Agenda






Wrap-Up!

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Update on Change Request #36

Description: Make the encumbrance number the direct order (DO) number

Current Challenge: Currently, the system assigns an encumbrance number just before an encumbered requisition is sent to FLAIR. Once the requisition is fully approved, a direct order (DO) number is assigned. As a result, there are two identifiers for an encumbered requisition and order: (1) a DO number or MA number and (2) an encumbrance number

Proposed Solution: Encumbrance numbers are required to be six characters. Once this change request is implemented, the first encumbrance number assigned must be greater than the last DO number assigned (that is currently expected to be greater than 800000) so that DO numbers will not be duplicated. Once the encumbrance number reaches 999999, alpha characters will be assigned (for example: A00000, A00001, A00002, ….).

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

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Update on Change Request #36

Design document approved by the Design Team:

Department of Elder Affairs (requesting agency)Department of HealthDepartment of Environmental ProtectionDepartment of Juvenile JusticeMFMP DMS Team

Testing for the enhancement is scheduled for February 12

We are on target for implementation before the end of March

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Agenda






Wrap-Up!

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Officially sunset SPURS purchasing functions

DMS-MFMP and SSRC removed agency ability to add confidential vendors to FLAIR via SPURS

As of January 30, 2009, Vendor Add (VA) and Vendor Change (VC) permissions were removed from all SPURS users Current SPURS users will retain Purchasing Card add access (PK)

All SPURS users with expired passwords were deleted January 30

Agencies are asked to transition (add/move) all confidential vendors from SPURS to the FLAIR Vendor Client (VC) file by April 1, 2009 After April 1, 2009 all confidential vendors will be purged from SPURS

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Agenda






Wrap-Up!

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Contact Us

If we can assist you in any way, please contact us:

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Walt Bikowitz Chief, State Purchasing Operations

[email protected] (850) 488-7809

Rachael Lieblick Operations Manager


Eric Swanson Vendor Management Analyst


Amy Smyth CommunicationsAnalyst


Kasey Bickley Purchasing Process Analyst


Anne Rabon F&A Process Analyst


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Wrap Up!

Any Questions?

Documents

MyFloridaMarketPlace MyFloridaMarketPlace Change Review Board (CRB) February 11, 2009, 9:00 am The toll free number is: (888) 808-6959 Conference Code: