MyFloridaMarketPlace Upgrade: New Features and Terminology Changes

1. Agenda • Welcome / Introduction • What’s New in the MyFloridaMarketPlace Upgrade • Lunch • Agency Review • General Usage • Catalogs • Requisitioning • Approving • Receiving • F&A • (Contracts)

2. Contracts (Formerly Master Agreements) New Features Within Contracts • Evergreen is a new type of contract that does not expire. • Contract number may be included in the Master Agreement number.

3. Terminology Changes • Master Agreements–are now called Contracts • Master AgreementRequests—are now Contract Requests • Attachments—are now Appendices • Evergreen Contracts—Perpetual contracts that do not close on a specific date

4. Create Contract Master Agreement Request is now called Contract Request.

5. Contract ID The Contract ID can now be part of the Master Agreement Number by selecting “Yes”. This will benefit agencies by providing additional specific naming conventions that are easily identifiable.

6. Expiration Date It is a best practice to always enter a descriptive title when creating a Contract Request. Users must either enter an expiration date or select Evergreen for no expiration date.

7. Evergreen Contracts Evergreen (or perpetual) contracts are always open and need no closing date. Use this feature if you do not want a contract to close on a specific date. You can still specify an expiration date on an Evergreen contract, but this date would be used to send an email message as a reminder to review the contract. In most cases, State Term and Agency Term contracts do have expiration dates so the Evergreen button would be set at the default of “No.”

8. Commodity Level Pricing Pricing terms can be defined at varying levels if the price changes by a factor such as the amount ordered.

9. Item Level Tiered Pricing Amount or quantity based volume pricing is valid for catalog and non-catalog items and is valid for Item Level MAs only. It can be cumulative, or it can apply to individual orders only. For commodities and suppliers, it is always cumulative.

10. Access Control Restricting access has new choices. As a default, release access is not restricted.

11. Restricting Access You can restrict access by Name, Role, Group, Supervisor and Entity. Restricting access by Group will allow anyone within MFMP who is assigned to that group access to edit your contract. A best practice is to restrict by name or PUI Role.

12. Appendices Attachments are now called Appendices. Click “Add” appendix to add terms, conditions, and other documentation to a contract request (CR). Keep in mind that attachments should not exceed 4 MB.

13. Summary Tab Review all tabs to ensure accurate information prior to submitting the request.

14. Pricing Terms Tab After submitting the Pricing Terms, the tabs are available to review data. Click the edit button to change the accounting information.

15. Defining Accounting on an MA Select appropriate accounting information from the drop-down boxes.

16. Approval Flow Tab Legend is slightly different from previous version.

17. Export to Excel To export the entire contract or contract request to an Excel file, click Excel Export. In the File Download dialog, click Save to save the request as an Excel file on your computer.

18. Summary Screen Review summary for accuracy. Click the change button to correct any information entered incorrectly.

19. Contract Summary Once the contract request is approved, the contract number (MA) contains the Contract ID entered on the MAR.

20. Conclusion • Share what you’ve learned – help your agency prepare by training purchasing and F&A employees not in attendance today. • Complete the Implementation Checklist in your packet • Read communications from MFMP • We’re here to help! • Process Improvement Team: • Debbie Gries: debbie.gries@dms.myflorida.com • Lori Potts: lori.potts@dms.myflorida.com • Rachael Grumme: rachael.grumme@dms.myflorida.com