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MFMP Contract Overview: Cost Reduction & Improved Terms

This customer roundtable meeting discusses the MFMP contract renewal, cost reduction measures, improved termination terms, and the vendor information portal. The meeting also covers revenue collection and the new eInvoicing system.

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MFMP Contract Overview: Cost Reduction & Improved Terms

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  1. Customer Roundtable (CRT) Meeting Wednesday, August 19, 20099:00 am EDT (888) 808-6959; 9766976#

  2. Agenda Agenda • MFMP Contract Overview [Walt Bikowitz] • Revenue Collection • Vendor Information Portal (VIP) • eInvoicing • Buyer Training Update • Wrap-Up

  3. MFMP Contract Overview • Cost Reduction: • - Contract will be renewed through December 8, 2012, (exercised 25 month renewal) effective July 1, 2009 • - The state achieved a $8 to $13 million savings over remaining contract term depending on revenue collection • Accenture absorbs Billing and Collection Services (BCS) costs ($537,000) • 3,891 hours added to the Contingency Budget to provide for ongoing system enhancements • Upgrade to version 9R1 provided at no cost (a $3.2 million value) • Achieved savings without diminishment of any service level • Cost savings begin July 1, 2009 • New contract costs are nearly $1 million below the current annual budget

  4. MFMP Contract Overview • Improved Terms and Customer Satisfaction: • - The current termination language and termination payment provisions were removed and replaced with new termination language that is more favorable to the state • - The state has the opportunity to renegotiate transfer of some outsource function in-house • - Three performance measures significantly improved performance standards for CSD ticket resolution, catalog enablement and catalog refresh metrics (PM-19, PM-20, PM-21)

  5. Agenda Agenda • MFMP Contract Overview • Revenue Collection [Walt Bikowitz] • Vendor Information Portal (VIP) • eInvoicing • Buyer Training Update • Wrap-Up

  6. Revenue Collection MyFloridaMarketPlace - Revenue Collection • DMS State Purchasing intends to increase revenue collection efforts. Why do it? • MFMP contract renewal enables excess fees collected to be maintained by the state • Poor economy - It is in the state’s best interest to ensure rules are implemented and followed & fees are collected • Legislature has shown interest in P-Card revenue • Asking agencies to get more involved • FLAIR Gap • Encourage vendors to contact the CSD with fee reporting questions or payment activities • Reach out to MFMP team with questions about capturing eligible spend in MFMP • Exempt transactions as appropriate • Grandfather contracts

  7. Agenda Agenda • MFMP Contract Overview • Revenue Collection • Vendor Information Portal (VIP) [Eric Swanson] • eInvoicing • Buyer Training Update • Wrap-Up

  8. Vendor Information Portal (VIP) – Fall 2009 • What’s New? • Automated registration for State solicitation tools via new interfaces that enroll the vendor in MFMP tools from one place. The new interface will help increase registration in the future to further competition for all State business. Today, approximately 7,000 vendors are signed up within VBS. • Simplified transaction fee reporting form (PUR 3776): includes features such as auto-calculated fields for transaction fee reporting and improved guidance when entering report information. Time reduced from 45 minutes to 10 minutes on average. • A printer-friendly template will be available providing a consistent look and feel when printing information entered into the application. • New system architecture and technology improves overall system performance, availability, scalability, and maintainability. This includes enhanced capabilities to interface and communicate with other State systems, such as the Office of Supplier Diversity (OSD) system.

  9. Vendor Information Portal (VIP) • What’s Better? • Updated user interface with a more personalized view. The vendor interface will be more user-friendly with streamlined navigation. Vendors now have one-stop access to their registration information, current transaction fee reporting requirements, and agency-provided performance ratings. • Improved navigation and informational tools such as simplified registration instructions and ‘Quick links’ that allows customers to jump to specific areas of the portal. • Improved registration process viaa ‘registration wizard.’ Vendors also save time as there are fewer clicks and screens required as part of the registration and account maintenance processes. • Improved commodity code search capability assists vendors in quickly locating commodity codes applicable to their business.

  10. Vendor Information Portal A New Face for the Vendor System • New look and feel for the application

  11. Vendor Information Portal Information Views and Navigation • Vendor landing page information

  12. Vendor Information Portal Information Views and Navigation • Vendor navigation in system

  13. Vendor Information Portal Commodity Code Search • New commodity code search

  14. Vendor Information Portal Simplified Fee Reporting • New fee reporting form PUR 3776 14

  15. Agenda Agenda • MFMP Contract Overview • Revenue Collection • Vendor Information Portal (VIP) • eInvoicing [Eric Swanson] • Buyer Training Update • Wrap-Up

  16. Methods of eInvoicing Methods of eInvoicing State of Florida vendors have multiple ways to provide state agencies electronic invoices via the Ariba Supplier Network (ASN). Vendors can select the method that best meets their capabilities from the following list: • PO Flip via the ASN • The online process allows suppliers to submit invoices via the ASN for catalog and non-catalog goods and services. Suppliers have the ability to create an invoice directly from their Inbox in their ASN account by simply “flipping” the PO into an invoice. This option does not require any special software or technical capabilities. • Straight Through Processing (STP): • cXML (commerce eXtensible Markup Language) This standard establishes the data contents required for invoicing via cXML within the context of an electronic environment. This transaction set can be used for invoicing via the ASN for catalog and non-catalog goods and services. The cXML format is the Ariba preferred method for eInvoicing. • EDI (Electronic Data Interchange) This standard establishes the data contents of the Invoice Transaction Set (810) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used for invoicing via the ASN for catalog and non-catalog goods and services.

  17. Electronic Invoicing Option Comparison High Medium Low eInvoicing Option Comparison eInvoicing Option Comparison cXML EDI PO Flip Speed to Implement Ease of Implementation Scalability

  18. Ariba Supplier Membership Ariba Supplier Network Overview Ariba Supplier Network • Electronically invoicing with MFMP is facilitated through membership in the Ariba Supplier Network (ASN) • The fee is only assessed if certain thresholds are met • Certified Minority Business Enterprises can apply to have the ASN Fees waived Pricing • Membership fees are based on the transaction volume of qualifying relationships, which are buyer-supplier relationships with over $100,000 USD in transaction volume and 15 or more documents • Fees are assessed as a small percentage (0.1%) of volume per qualifying relationship on the Ariba Supplier Network • Relationships with fewer than 15 documents or transaction volume of less than $100,000 are exempt from fees • The Ariba Supplier Network analyzes the trailing 12 month activity of each transacting relationship on the first day of each month to determine whether any of the relationships qualifies for Membership • If one or more transacting relationships attains a transaction level of 15 or more documents AND $100,000 USD in transaction volume, then the account will be required to signup for a paid membership. Volume CapsFees apply to only the first $10M USD in qualifying transaction volume for any relationship. Transaction volume in excess of $10M USD is exempt from fees. 1http://www.ariba.com/suppliermembership/en/smp_pricing.cfm

  19. Supplier Membership Program Fees Annual Volume Per Buyer-Supplier Relationship Fees < $100,000 USD FREE $100,000 to $10M and 15+ documents sent 0.1%* Annual qualifying volume >$10M will NOT be charged Less than 1.2% of suppliers hit the cap of $10K Ariba Supplier Membership Ariba Supplier Membership ASN Program Fees Quick Reference Table:

  20. Agenda Agenda • MFMP Contract Overview • Revenue Collection • Vendor Information Portal (VIP) • eInvoicing • Buyer Training Update [Kasey Bickley, Anne Rabon] • Wrap-Up

  21. Buyer Training Opportunities Buyer Training Opportunities • Our new three-tiered training approach includes interactive, hands-on training via WebEx software and in-person training classes, both in Tallahassee and throughout the state • Register on the buyer toolkit under ‘Buyer Training Opportunities’ • http://dms.myflorida.com/buyertoolkit

  22. Buyer Training Opportunities Buyer Training Opportunities Classroom Training Tallahassee- • New Requester and Invoicing Training will be offered every other month • Reporting (formerly Secure Reports and Analysis) training and Advanced Requester (formerly Refresher Requester) training will be offered quarterly • System Administrator and Train the Trainer Trainings will be offered semi-annually Statewide- • MFMP will visit four locations statewide: • Miami • Jacksonville • Orlando • Tampa

  23. Buyer Training Opportunities Buyer Training Opportunities Debut of WebEx sessions • This year we are offering WebEx online interactive training sessions every other month • In WebEx training sessions, customers view the training presentation on their screens, hear live instruction and discussion via a conference call • Customers are also able to ‘chat’ questions as the training is in progress • All sessions are scheduled for one hour each • Each session is open to a maximum of 30 participants

  24. Buyer Training Opportunities Buyer Training Opportunities WebEx Sessions We’re conducting the following classes or modules: • Module I: Navigating MFMP/ System Basics • Module II: Creating a Requisition; Catalog and Non Catalog • Module III: Receiving; Commodities and Services • Module IV: Creating an Invoice eForm • Module V: How to Reconcile an IR (Exception Handler) • Module VI: How to Approve an IR (Invoice Manager) / Troubleshooting • Module VII: Approving (This training will now only be offered via WebEx)

  25. Agenda Agenda • MFMP Contract Overview • Revenue Collection • Vendor Information Portal (VIP) • eInvoicing • Buyer Training Update • Wrap-Up [Walt Bikowitz]

  26. Contact Us Contact Us

  27. Wrap-Up Wrap-Up • Questions / Comments

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