MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace User Meeting March 8, 2005

Agenda • Welcome / Introduction • Action Plan Update from 2/08 User Meeting • Aspire Update • Next Steps Regarding SPURS Sunset • Change Request Discussion • Scanning and Attachment Guidelines • Master Agreement Discussion • Next Meeting Time / Location

Aspire Update • The Aspire and MyFloridaMarketPlace teams are focused on integration testing of the application as well as transition activities that impact agency users • Master Agreements can be automatically encumbered in Aspire through MyFloridaMarketPlace (vs. manual process in place today)

SPURS Sunset Update • Agencies are continuing to transition from the PO creation function in SPURS • 12 additional agencies will be transitioned from SPURS PO Creation during the month of March • PO and Requisition Functions are turned off for all agencies as of Friday, 7/29/05 • Blanket Purchase Orders for FY 2005 – 2006 should not be created in SPURS- they should be created and maintained in MyFloridaMarketPlace • Agencies will continue to have the ability to add P-card vendors and “non traditional” vendors to the statewide vendor file via SPURS

SPURS Sunset Update 1/10/05: Formal Memo to Agency Liaisons 1/14/05: DJJ, DOT, DVA, and Citrus transitioned off SPURS PO Creation As of 7/29/05: All SPURS PO functions shutoff During 3/05: Additional agencies transition off SPURS PO Creation During 5/05: Final set of agencies transition off SPURS PO Creation 11/2004: DMS & STO transitioned off SPURS PO Creation Nov ’04 Jan ‘05 Mar ‘05 May ‘05 Jul ‘05 Sep ‘05 Nov ‘05 Between now and 7/29: Agencies need to enter all multi-year purchase orders and/or contracts into MyFloridaMarketPlace, and make sure that any open purchase orders that can be closed have been closed * * Exception is Wave 1 agencies for Aspire. There will be separate communications from the Aspire team regarding dates by which SPURS and MyFloridaMarketPlace activity must be closed out.

SPURS Sunset: Agency Transition

SPURS Sunset: Agency Transition (cont.)

SPURS Sunset: Functionality Transition SPURS Function Transition Timeframe * • Agencies are being transitioned off of PO creation in a phased approach, with all agencies being transitioned by 5/16/05. • Purchase Order Creation • End date for this function is currently set for 7/29/05. • The exception is Wave 1 Aspire agencies. There will be separate communications from the Aspire team regarding dates by which SPURS and MyFloridaMarketPlace activity must be closed out. • Purchase Order and Requisition Functionality • Transaction History will be available in SPURS and / or SPURSView. • Purchase Order History • End date for this function is currently scheduled to be June 30, 2006. • Statewide Vendor File Updates * As dates / timeframes change, these will be communicated to agencies

SPURS Sunset: Agency Activities • Open Orders (including multi-year purchase orders): • Guidance: All purchase orders, including blanket purchase orders and multi-year purchase orders will be maintained in MyFloridaMarketPlace going forward. For those orders that are currently open in SPURS, agencies should force receive/close by 7/29/05. Any purchase orders that will not be fully received and closed prior to 7/29/05 should be entered into MyFloridaMarketPlace. • Agency Activity: Each agency should review and develop a “close out plan” for open orders. Identify any open orders that need to stay open past the end of the fiscal year and begin keying them into MyFloridaMarketPlace. Wave 1 Aspire agencies should coordinate with their Aspire team contacts to confirm timeframe available for reviewing open orders. • Blanket Purchase Orders: • Guidance: Blanket Purchase Orders for the current fiscal year that exist in SPURS can remain in SPURS (as the PO edit functionality will continue to exist until August 1st for non Wave 1 Aspire agencies). New Blanket Purchase Orders that are being created for FY 2005 – 2006 will be entered in MyFloridaMarketPlace. • Agency Activity: All Blanket Purchase Orders for the upcoming fiscal year should be created in MyFloridaMarketPlace

Change Request Discussion • The MyFloridaMarketPlace team is reviewing the list of historically submitted Change Requests to create a plan for prioritization for future implementation. • As this plan is created, the team is taking into account the focus of the Aspire Integration. • Team is continuing to focus on resolution of system defects / issues and release those into Production as they are resolved. • Once a preliminary Change Request prioritization plan is updated, it will be reviewed with frequent MyFloridaMarketPlace users to confirm current priority. • As we move out of an Implementation Phase and into an Operations Phase, we will continue to revisit this topic, and will plan to discuss it further during the April User Meeting.

Master Agreement Discussion • Overview of Master Agreements • Different Levels of Master Agreements • System Demonstration • Scenarios • Entering Master Agreements Prior to Aspire Transition

Overview of Master Agreements • Master Agreements provide agencies with the ability to do the following: • Track spend against agency contracts • Restrict the scope of purchases against contracts • Encumber large dollar amounts against which releases can be issued • Once an agreement is established and approved within MyFloridaMarketPlace, an agency or agencies can begin generating purchase orders (e.g. releases) against the agreement • The use of Master Agreements helps to ensure that contracted prices are applied to releases and enforces agreement usage across the agency or agencies • Master Agreements can be set up at “different levels” which allow flexibility for agency needs: • Supplier Level • Commodity Level • Item Level • BPO indicator was developed to facilitate agency blanket order purchases (that are set up as Master Agreements) in that it eliminates workflow from releases

Master Agreement: Different Levels Types of Master Agreements Supplier Level is the broadest option and it allows orders to a specific supplier. Pricing terms defined in the agreement apply to all of the supplier's goods and/or services they offer to the State. May have percentage discounts or tiered pricing terms. Supplier Level Commodity Level allows orders of any commodities specified from a given supplier. Pricing terms defined in the agreement apply to specific commodity codes selected in the agreement. May have percentage discounts or tiered pricing terms. Multiple commodity codes may be within the same agreement and each commodity code within the agreement may have its own pricing terms. Commodity Level Item Level Item Level allows orders of only specific items from a specific supplier. Pricing terms defined in the agreement apply to specific items selected in the agreement. May have percentage discount, tiered, or fixed pricing terms. Multiple items may be within the same agreement and each item within the agreement may have its own pricing terms.

Master Agreement: Different Levels • Deciding which level to use: The appropriate approach is the one that creates the least amount of effort while still specifying what is being purchased, from whom, and for how much. • General Guidelines: • As the number of line items go up for a Master Agreement, the more appropriate a Supplier Level Master Agreement is to use. • As the number of line items go down for a Master Agreement, the more appropriate an Item Level Master Agreement is to use.

Master Agreement: System Demonstration • There are five steps to complete when creating a Master Agreement Request. These steps are: • Set Definitions • Set Limits • Define Pricing Terms • Define Accounting • Define User Access • Attach Required Documents • These steps will be reviewed as we step through the system demonstration. • The following scenarios will be reviewed as part of the system demonstration: • Supplier Level Example • Item Level Example • Commodity Level Example

Master Agreement: Scenarios for Discussion • Scenario Description: Several locations across the state need to utilize the Master Agreement and create POs against it (e.g., multi-fiscal year copier agreement) • Agency Need: Encumber a large dollar amount for statewide use, and then individual locations will be creating POs against that agreement • Recommendation: Determine the extent to which the individual agency locations are going to own the creation of purchase order details (e.g., correct pricing terms, quantity, etc.) As a consideration, the agency should also consider the degree of control and flexibility needed at the individual location level. • Option 1: If agency prefers increased flexibility for individual locations to set up PO terms, use Supplier Level Agreement • Option 2: If agency prefers restriction for individual locations with regard to PO terms (e.g., only certain types of machines at certain prices), use Item Level Agreement • Option 3: Agency can set up a PO, with a line item for each copier, and tag monthly invoices to the PO

Master Agreement: Scenarios for Discussion • Scenario Description: Need to set up an agreement for a vendor that invoices frequently (e.g., DHL), and agency wants to encumber a single dollar amount for a fiscal year, and wants to set up a blanket purchase order for that vendor • Assumption: No way to initially determine that there is any meaningful item level information that could be included as part of an Item Level Agreement • Recommendation: • Option 1: Agency can set up a Supplier Level Master Agreement, and each agency location can set up a PO to encumber for fiscal year (e.g., X amount at $1 each), and each location just invoices against their individual PO • Option 2: If multiple commodity codes are used for courier services, and the agency wants to enforce tracking against that, set up a Commodity Level agreement

Next Meeting Time / Location • Tuesday, April 12, 2005 • Carr Building, Room 170 • 9 a.m. – 11 a.m. • Meetings will include a monthly update of SPURS Sunset activities and an Aspire Update

MyFloridaMarketPlace