Approver Training

MyFloridaMarketPlace Approver Training

Agenda • MFMP Overview • Approver Responsibilities • System Basics • Approving Requests • Confidential Information • Scanning and Attachment Guidelines • System Searches • Questions & Answers

What is MyFloridaMarketPlace? • MyFloridaMarketPlace (MFMP) is the State of Florida’s source for centralized procurement which began July 1, 2003 • One-stop shop for accessing on-line catalogs and information about vendors that provide goods and services to the State • More Choice: MFMP provides 24/7 online access to the system’s registered vendors, State Term Contracts, quoting, and sourcing • Reduced Error Rates: More validation of purchasing and F&A information. • Faster order processing time: By automating the transactions, contracts, and approvals; the time for requisition to payment is reduced • Reduction in the cost of goods and services: MFMP leverages its significant buying power by enabling Florida to act as a single entity during contract and purchasing negotiations to receive the best value on goods and services for state agencies

Terminology • Requester = On Behalf Of (OBO) - The person who submits a request for good or services • Requisition - A document that notifies a purchasing office of a need to have a purchase order issued for a commodity and/or service. This process will be automated with the eProcurement system • Direct Order (DO) = Purchase Order (PO) - Direct orders are purchase orders that are automatically generated in MFMP when a requisition is fully approved. Direct Orders are then sent directly to the chosen suppliers by fax, email, or ASN • Approval Flow – Approval flows specify which individuals review a request. Approvals can be active, pending, approved, or denied • Watcher - An optional approver in an approval flow. These approvers must be manually added • Status – The status of a transaction is determined by the actions taken for a given type of transaction. • FLAIR – The State’s Financial System • Encumbering - Reserving money from your budget in FLAIR

Terminology • Line Item – One item on an order regardless of quantity • Split Accounting – A MFMP feature that allows the cost of a line item to be split between different accounts and funds. Splits can be by percentage, quantity, or total amount • Commodity – An item of physical property. Normally these items have a commodity code that begins with a number other than 9 • Receipt – An electronic receiving report completed for all commodity purchases when the ordered item(s) are physically received • Service – Work done by someone that does not include the manufacturing of goods. Normally these items have a commodity code that begins with the number 9 • PUI –Purchasing Unit Indicator that, based on your profile, dictates the flow of your requests • Redact– Obscuring or removing sensitive (confidential) information prior to scanning and attaching the document into MFMP Additional terminology can be found on the MFMP Glossary

Approver Responsibilities • MyFloridaMarketPlace (MFMP) Approver responsibilities may include: • Reviewing and approving a requisition for management purposes • Reviewing and approving a requisition for budgetary purposes • Reviewing and approving a requisition based on the “type” of request being submitted (i.e. Information Technology (IT) related; Operating Capital Outlay (OCO) item; Legal Counsel required approval; Telecommunications related, etc.) • Editing and making changes to a requisition before approving • Denying a requisition (based on your agency’s practices) • Approving a Delegation of Authority for an agency customer in which you are their “supervisor” in MFMP • Acting as a Delegatee for another agency customer to approve/deny their transactions

System BasicsLogin Screen You will sign on with the user name and password provided to you by your agency System Administrator You can select “where” you want to goby clicking on the appropriate option in the dropdown box

System BasicsHome Page The “circle” on the home page is called a “Swoosh”. All items on the Swoosh correlate to a header on the Shortcut Menu Navigation Panel/Shortcut Menu

System BasicsLogout Remember to log out by clicking the Logout button. Don’t click the “x” on your Explorer screen.

System BasicsLogout Warning • When your session has been idle for 14 minutes, the Logout Warning popup will appear with a countdown of 60 seconds • If you want to continue with your work in MFMP, click on the Cancel Logout and your session will remain open

System BasicsDropdown Boxes • Dropdown boxes hold your last five choices • If your choice is not listed, click “Other” to search

System BasicsCalendar Icons • To move forward by one month, click the single arrow • To move forward by one year, click the double arrow • Click on the appropriate date

System BasicsPreferences To Change your Password, Delegate Approval Authority, or change Email notifications, click on your Preferences link

System BasicsDelegation of Approval Authority • Customers should complete a Delegation of Authority when they are going to be on leave and/or out of the office and unable to obtain Internet access • Submitting the Delegation of Authority is necessary to ensure Purchase Requisitions, Invoice Reconciliations and Receipts are approved in a timely manner • Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave • The scheduled delegation will go into effect at 1:00 AM (EST) of the date selected Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave.

System BasicsDelegation of Approval Authority To Delegate your authority, click here

System BasicsDelegation of Approval Authority • Choose an appropriate Delegate • Choose a Start and End Date • A Delegation Reason is not required but is a good business practice • By checking the Notification box, you may choose to continue to be notified of approvals requiring your attention

System BasicsE-Mail Notifications Click on your email notification preferences

System BasicsE-Mail Notifications Select the notification to be changed

System BasicsE-Mail Notifications • Select Send Email Immediately to receive an email as soon as your approval is required • Select Send Email Summary to receive an email once a day and it will include all items that require your approve

System BasicsE-Mail Notifications • Select Send Repeatedly to receive emails more than once • Select Send Once to receive only one email about an approvable • Select Never Send to never receive an email about an approvable

Approving Requests Email Notification • If you have selected to be notified by email to approve a transaction, the system will send you an email similar to this • Click on the hyperlink • Sign into MFMP • Review and act on the approvable -----Original Message----- From: Ariba Administrator [mailto:fl_notification@myfloridamarketplace.com] Sent: Friday, April 20, 2007 9:36 AM To: Graves, Ray (DAS) Subject: PR1432871: '76 DDL Miami Dade alarm renewal for S09' requires your approval because "" PR1432871: '76 DDL Miami Dade alarm renewal for S09' requires your approval because "" To view this request in the Ariba system, use the following URL: https://myfloridamarketplace.com:9140/Buyer/Main/ad/webjumper?partition= part1&username=graves.ray&passwordadapter=CryptPasswordAdapter&itemID=2b 0tsfo.1u&awcharset=UTF-8 Requisition No. PR1432871 Created on Thu, 12 Apr, 2007 by Eva Kendrick

Approving Requests Approval Queue Click the Approve Requests link to begin reviewing items in your queue

Approving Requests Approval Queue By clicking on any of the header fields you can arrange the requests by ascending or descending order • You may find it helpful to group items in your queue • You are able to export the view of your queue to Excel

Approving Requests Approval Queue • Items have been grouped by Status • Expand or collapse each group by clicking on the gray arrow • Grouped items contain the count of the transactions in that status

Approving Requests Approval Summary The approval summary shows pertinent information from the requisition You can navigate through your approval queue

Approving Requests Approval Summary • Comments and attachments are viewable at the bottom of the requisition • Attachments are opened by clicking on the link

Approving Requests Approval Summary Click the PR link or the Title link to see all details of the requisitions

Approving Requests Requisition Detail This is the view of the requisition on the Summary tab

Approving Requests Requisition Detail Each tab contains pertinent information on the requisition • In Hide Details view, you cannot see all of the details of the line item (vendor name, FEID, full description, accounting information, etc.) • To see all of the details, click the “Show Details” link

Approving Requests Requisition Detail The Show Details link allows you to view the line item information

Approving Requests Requisition Detail To edit the line item, check the box to the left of the line item # • When the line item is checked, you can edit, copy or delete your line item

Approving Requests Requisition Detail The procurement information is listed at the top of the page and the accounting information is listed at the bottom of the page

Approving Requests Requisition Detail In the History tab, every user and the action they take is captured. If any part of the requisition was edited, you would click on the edited “link” to view the changes made

Approving Requests Requisition Detail • The workflow details all roles/persons required to approve the requisition • A requisition can be awaiting approval in a person’s queue for 10 days before it will escalate to the person’s supervisor • Transactions will NOT escalate if active with a role (ex. 7200: Purchasing Office) only if active with a person (ex. Anthony Garcia) A role or person can be added to the approval flow if necessary

Approving Requests Archiving and Approval Summary • At the time of approving the request: • Select to archive your approvable • The transaction will no longer be in your Approve Requests queue unless you are the next approver in the approval flow • Select next request summary to bring up the next approvable in the queue

Confidential Information • Confidential Information that is directly related to an individual is prohibited from being included in MFMP. This includes information included in the comments field, line item description as well as attachments. Including such information in MFMP may violate F.S. 119.071 as well as comparable federal regulations relating to confidentiality such as the Health Insurance Portability and Accountability Act (HIPAA) • Agency specific questions about confidential information should be directed to their agency’s HIPAA compliance officer or General Counsel’s Office • It is the agency’s responsibility to redact this information prior to posting it to MFMP. Workflow approvals that are included in MFMP offer the opportunity for multiple customers to identify and take action against a transaction that includes confidential information, including initiating the Confidential Information Purge Request process. The form and process are posted on the MFMP toolkit http://dms.myflorida.com/buyertoolkit under Job Aids

Confidential Information • Examples of confidential information include, but are not limited to, the following items: • Names • All elements of dates (except year) directly related to an individual, including birth date, admission date, discharge date, and date of death • Telephone numbers • Electronic mail addresses • Social security numbers • Medical record numbers • Health plan beneficiary numbers • Account numbers • Certificate/license numbers • All geographic subdivisions smaller than a state, including street addresses, city, county and zip codes

Scanning and Attachments • Attachments on a MyFloridaMarketPlace transaction should be less than 4 megabytes in size • Recommended File Types For MyFloridaMarketPlace are • .bmp – Bitmap Image • .doc MS Word • .pdf – Adobe Acrobat Forms Document • .csv – MS Excel Comma Separated Values File • .rft – Rich Text Format • .xls – MS Excel Worksheet • .pcx – PCX Image Document • .tif – TIF Image Document • .wri – Write Document • Full details for the Scanning and Attachment Guidelines are posted on the toolkit • http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit

System Searches You can search by clicking on the Searches link from the Shortcut Menu

System Searches Select one of the standard system searches

System Searches • If a prefix is displayed (in this example “PR” ) you’ll need to include it in your search criteria • The number symbols are just a reminder to add in the entire PR# • If you don’t know what the number is, then you will delete all entries in this field To view additional search fields click on this link

System Searches Place a checkmark next to a field you would like to search by or uncheck a field you do not wish to see

System Searches You can change your search Category from this menu You must have the Query group to see all transactions in your agency It is always best to use at least TWO search criteria; your results will be returned faster. Click Search

System Searches Search results can be exported to Excel. A max of 750 records will return. You can choose to to export the entire search or only the current page (only 40 records will export). Results will export exactly as they are displayed on the screen NOTE: You mustdisable your pop-up blocker in order to export

Approver Training