MyFloridaMarketPlace

MyFloridaMarketPlace Updated MyFloridaMarketPlace Customer Roundtable Meeting November 7, 2007 Dial-in Number: (888) 808-6959 Conference Code: 9210040Dial in and when prompted enter the conference code # followed by the # key

Agenda • Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations • MyFloridaMarketPlace Updates • System Enhancement Update • Project Press / Satisfaction Survey Results • Agency Scorecard Update • Enhanced Operational Reporting • ‘A’ Encumbrance Lockdown • State Purchasing / Vendor Initiatives • FLAIR Gap Analysis • Vendor Survey • Catalog Enablement / eInvoicing Progress • New Solicitations • Hot Topics Link / Communications • Questions / Open Discussion • Next Meeting Time / Location

Contact Information Walter Bikowitz Chief of State Purchasing Operations Division of State Purchasing Department of Management Services 4050 Esplanade Way, Suite 360 Tallahassee, FL 32399-0950 Phone: 850-488-7809 Fax: 850-414-6122 Blackberry: 850-274-1370 E-mail: Walt.Bikowitz@dms.myflorida.com "We Serve Those Who Serve Florida"

Walt Bikowitz • 37+ years of public service in NYS OGS • 30+ years in purchasing and contracting • 4 years NYS Purchasing Director • Awards: • 2006 Citizen Budget Commission’s Prize for Public Service and 2006 NASPO Cronin Club Gold Medal Award for HIRE: http://www.cbcny.org/prize.html • 2000 Cronin Club Silver Medal Awardfor Emergency Standby Services • 1997 Cronin Club Silver Medal Awardfor Library Services • 1992 NYS Environmental Coalition Awardfor First IPM contract

Tactical Refocus Customer Communication Improve Fee Collection Establish MFMP Desktop Procedures Increase number of Punchout Catalogs Strategic Create a one e-Procurement (Purchasing) System Enhance Procure-to-Pay Integration Extend e-Sourcing Implement Operational Reporting Implement Effective Training Program Establish Vendor Advisory Board MyFloridaMarketPlace Goals

MyFloridaMarketPlace Strategic Goal • Create One e-Procurement System • Sunset* SPURS • Complete Level 2 Integration • Migrate Florida School for the Deaf and Blind (FSDB), the Division of Administrative Hearings (DOAH), and the Legislature • Roll out Phase 1 e-Sourcing • Sunset* VBS We are developing detailed work plans to accomplish the above goals considering the various challenges involved. *Sunset may or may not mean the system goes away. It does mean that daily use of the system will go away.

System Enhancement Update • System Enhancements (aka Change Requests [CRs]) • A number of system enhancements were accomplished with the upgrade in April – June 2007 • The Change Review Board (CRB) prioritized several CRs • Some new CRs have come along (e.g.: 6 digit commodity codes & OSD automation due to budget cuts) • We have compiled a list of 76 CRs and with the CRB’s assistance we have/will compile a top 7 list • Level 2 integration actively being worked on

Next Speaker Michael Johnston, MyFloridaMarketPlace Operations Manager

Project Press / Satisfaction Survey Results • MFMP Satisfaction Survey Results Press Release (10/18/07) • Survey addresses customer satisfaction with system functionality • August survey was a six-month follow up to the December ‘06 issuing of the survey • Issued to 2,244 MFMP end users; received 435 responses (~19% response rate) • Survey identified a 91% overall satisfaction rate with MyFloridaMarketPlace • Survey identified an 89% satisfaction with the purchasing tool, up from 84% in December • Survey identified a 94% satisfaction with the invoicing tool, up from 77% in December • Press release can be found at: http://dms.myflorida.com/agency_administration/communications/dms_press_releases • Federal Computer Week Article (10/31/07) • Cited MFMP Satisfaction Survey Results • Discussed overall benefit of the eProcurement system with supporting anecdotal evidence • Article can be found at: http://www.fcw.com/online/news/150664-1.html\

Agency Scorecard Update • 3rd iteration of Agency Scorecard (only included agency-specific data) distributed 10/25 for Q1 of FY 2008 statistics • Results of pilot phase (based largely on agency input): • A new ‘MFMP System Usage’ column • Scoring scale for Requisition to PO timeframe adjusted • ‘User Queue’ report designed and implemented • A management tool used to identify opportunities for improving approval times (Requisition to PO cycle time and Invoice to Check cycle time) • Communication sent to Purchasing and F&A liaisons on 10/25/07 • Discussions with agencies to improve efficiency and use of system as well as to improve the scorecard • The next distribution of the scorecard (for Quarter 2 of FY 2008) will include each agency’s data as well as a summary level of comparative data for all agencies. • The ‘Agency Scorecard Job Aid’ is posted to the MFMP Toolkit for reference. • The team welcomes the opportunity to discuss the scorecard further with your agencies, if desired.

User Queue Report

Next Speaker Rachael Lieblick, Process Management Team

Enhanced Operational Reporting • As a continuous improvement objective, the project is looking at enhancing operational reporting capability • Operational Reporting Group comprised of agencies from the CRB has met twice • Group reviewed current reporting tools available and discussed gaps: • Recommended to make updates to a few existing reports. • Invoice Reconciliation Report • FLAIR Voucher Summary • Payments Completed in FLAIR • Outstanding Encumbrance Report • All Outstanding Encumbrance Report • Recommended a new report • Payment History • Report will include payment history details for all open purchase orders

Enhanced Operational Reporting Operational Reporting (Cont.) • Recommended changes to Analysis • Add all accounting fields to Analysis • Recommended changes to System Searches • Increase the number of returned results in system searches • Add additional fields to the display

A Encumbrance Lockdown • Effective December 1, customers will not be able to edit A encumbrances directly in FLAIR • MFMP and DFS have been working jointly on this initiative A encumbrances Change: • You will no longer be able to edit A encumbrances directly in FLAIR Impact: • Changes to A encumbrances must be made through the MFMP Change Order process Q payables Changes: • Payables created in FLAIR against an A encumbrance will result in a Q payable Impact: • MFMP will only allow Q payable disbursement; no longer able to initiate disbursements against P payables from MFMP

Next Speaker Kim Koegel (on behalf of Danielle Morton, Vendor Management Lead)

State Purchasing Update / Vendor Initiatives FLAIR GAP Analysis • Comparison of MyFloridaMarketPlace (MFMP) and Florida Accounting Information Resource system (FLAIR) for FY 2006 & 2007 shows 209 vendors, including 32 State Term Contractors (STC) with discrepancies greater than $10,000 • Total discrepancy exceeds $18 Million! • MFMP started notifying vendors via e-mail starting 10/11/07 • Waves will be spaced at least 60 days apart to accommodate for vendor response time: • Wave 1: STCs >$10,000 and non-STCs >$100,000 (approx. 59 vendors) • Wave 2: non-STCs between $25,000 and $100,000 (approx. 78 vendors) • Wave 3: non-STCs between $10,000 and $25,000 (approx. 72 vendors)

State Purchasing Update / Vendor Initiatives FLAIR GAP Analysis • Rule 60A - registered vendors must pay the 1% Transaction fee on all payments received by the State of Florida unless exempt • Vendors are responsible for reporting and paying on all transactions • Payments made outside of MFMP are fee eligible • DMS/MFMP will be contacting agencies about exemptions • How can agencies help? • Clearly mark your exempt transactions in MFMP • Explain the fee to the vendors

State Purchasing Update / Vendor Initiatives Vendor Survey • Team is targeting to distribute a Vendor Survey by mid-November. Feedback will be used for the following: • Determine subsequent enhancements • Preferred communication channels for vendors • Measure customer satisfaction

Next Speaker Stu Potlock, Bureau Chief, Technology, OESS & Special Programs Sourcing

State Purchasing Update / Vendor Initiatives Punchout / Line Item Catalog Enablement • Punchout Activities: • VF Imagewear Punchout is available • Vendors currently in discussion to assess punchout capability • MeadWestvaco • Superior Uniform Group • Verizon Wireless • Pitney Bowes • Line Item Catalog Enablement: • PRIDE Detention Clothing (200-050-06-P) • Body Armor Contract: Gator Hawk and Protective Apparel (680-850-05-1) Gator Hawk and Protective Apparel

State Purchasing Update / Vendor Initiatives Green Catalog Items • Flagging of ‘Green’ items on vendor catalogs: • Marpan Supply Company, Inc. • Dade Paper Company • Gulf Ice Systems, Inc. • P O Express, Inc. • Konica Minolta Business Solutions USA, Inc. • Sharp Electronics • Mac Papers

State Purchasing Update / Vendor Initiatives New Solicitation • IT Hardware State Contract Solicitation: • Phase 1 – Desktops, Laptops, & Monitors • Phase 2 – Servers (Entry Level, Mid Level, & Mainframe) • Phase 3 – Telecommunications / Connectivity • Phase 4 – Peripheral and other Hardware, Currently under ACS with GTSI Note: We may launch Telecommunications/connectivity before Servers • Strategy and Desired Outcome: • Increased competition at solicitation by reduced vendor base • Deeper discounts making RFQ process optional • Ability to negotiate deeper volume discounts with a single awardee • Development of meaningful minority participation program

Next Speaker Rachael Lieblick, Process Management Team

State Purchasing Update / Vendor Initiatives eInvoicing • eInvoicing adoption campaign • MFMP team is currently scheduling a ½ day session for vendors who are candidates for eInvoicing • Session is targeted for early December, and will provide an overview of the benefits of eInvoicing as well as enablement steps • The team welcomes agency suggestions about preferred vendors for eInvoicing, and the team is more than happy to reach out to those vendors to assess readiness

Next Speaker Debbie Gries, Process Management Team

Hot Topics/Communications • Hot Topics • The intent is to distribute weekly • Topics will include workarounds to SIRs (System Investigation Requests); training and helpful hints and tips; catalog enablement, etc. • Known Issues List • The intent is to distribute monthly after the release has been successfully implemented • Clarify the issue in clear and plain language and provide impacts and workarounds when possible • The list will contain active SIRs and Resolved SIRs under each separate tab

Hot Topics

Agenda • Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations • MyFloridaMarketPlace Updates • System Enhancement Update • Project Press / Satisfaction Survey Results • Agency Scorecard Update • Enhanced Operational Reporting • ‘A’ encumbrance lockdown • State Purchasing / Vendor Initiatives • FLAIR Gap Analysis • Vendor Survey • Catalog Enablement / eInvoicing Progress • New Solicitations • Hot Topics Link / Communications • Questions / Open Discussion • Next Meeting Time / Location

Questions / Open Discussion • Analysis Training • Others?

Agenda • Welcome / Introduction of Walt Bikowitz, DMS Chief of State Purchasing Operations • MyFloridaMarketPlace Updates • System Enhancement Update • Project Press / Satisfaction Survey Results • Agency Scorecard Update • Enhanced Operational Reporting • ‘A’ encumbrance lockdown • State Purchasing / Vendor Initiatives • FLAIR Gap Analysis • Vendor Survey • Catalog Enablement / eInvoicing Progress • New Solicitations • Hot Topics Link / Communications • Questions / Open Discussion • Next Meeting Time / Location

Next Meeting Time and Location • February 6, 2008 • Rescheduled to February 20, 2008 • Carr Building • 9:00 – 11:00 a.m.

MyFloridaMarketPlace