MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace User Meeting February 8, 2005

Agenda • Welcome / Introduction • Action Plan Update from 1/11 User Meeting • Aspire Update • Next Steps Regarding SPURS Sunset • Next Meeting Time / Location

Aspire Update Key Functional Changes for MyFloridaMarketPlace Resulting from the Aspire Implementation • All requisitions will be pre-encumbered in Aspire (except P-Card orders) • All Purchase Orders will be encumbered in Aspire (except P-Card orders) • Statistical Sampling and Audit workflow will be performed in Aspire • Requisition and Purchase Order numbers will be the same in MyFloridaMarketPlace and Aspire • 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 • PO and Requisition Functions are turned off for all agencies as of August 1, 2005 (Process will begin on 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 using the Master Agreement with BPO indicator • Per the message sent to Agency Liaisons on 1/24- all open purchase orders, including multi-year purchase orders should be reviewed to see if they can be closed or if they should be entered into 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 8/1/05: All SPURS PO functions shutoff (Process will begin Friday, 7/29) 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 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 it 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

Next Meeting Time / Location • Tuesday, March 8, 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