MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace User Meeting May 3, 2006

Agenda • Welcome / Introduction • MyFloridaMarketPlace Project Update • System Release / Performance Update • Communications Update • Focus Group Update • CRB Update • DMS Process Team Introductions • DMS Process Team Update • Prompt Payment Update • Scheduling of Site Visits • Year End Processing • Review of System Processes • Available Job Aids • Upcoming Information from DFS • Next Meeting Time / Location

MyFloridaMarketPlace Update • System / Performance Update: • The team is continuing to implement performance enhancements such as additional hardware and focused system updates • Installation of new server this weekend (MyFloridaMarketPlace will be unavailable from Friday evening through Sunday evening as part of this installation) • System Updates (e.g., System Search Optimizations, Chooser Updates) • Continuing education regarding effective searching techniques • March and April releases have been implemented (Releases 6.9 and 7.0), and release notes were distributed to Agency Liaisons, Purchasing contacts, F&A contacts, and Administrative Directors

MyFloridaMarketPlace Update • Highlights from March and April Releases: • 9 fixes related to a recent Ariba Service Pack • Agency Term Master Agreements (MAs): Previously, if a requisition was created using an Agency Term MA with the Split Accounting set and then the user selected a punch out item associated to the MA, the user was unable to punch back into the requisition. This has been resolved, and users are able to punch out and punch back in to the requisition • Change Orders: Resolved issue associated with users with ‘CO No Workflow’ role so that there are accurate FLAIR amounts on new split accountings when creating a change order • Analysis: Resolved issue associated with ‘&’ character in role label, and users can successfully punch out to the Analysis application • Analysis: Mappings have been applied that address commodity codes that have no name in Analysis. Note: This will not eliminate all "unclassified" IR listings within Analysis since the user can still manually choose not to select a commodity code in Buyer • Validation has been added to the Invoice eForm that requires a positive number for both price and quantity (Previously, negative numbers or ‘0’ was allowed) • The State Contract ID field on requisition line items is now editable as a chooser • Performance Enhancements: (1) The 'Payment to Modify' chooser will not attempt an empty search when initially clicked. A value will need to be entered; (2) IR System Search optimization • Previously, the FLAIRIntegration node was not added to the workflow when a user with the ‘CO No Workflow’ role changed a requisition and then clicked on the 'Approval Flow' tab before submitting the requisition. This has been resolved for requisitions going forward

MyFloridaMarketPlace Update • Communications Update: • Agency Day • Opportunity for agency focused discussion regarding topics such as catalogs, invoicing, workflows, and customer service • This meeting is also intended to be a preliminary discussion for the Process Team’s visit to your agency • Toolkit Updates • Focus Group Update • Master Agreement Focus Group Update • Catalog Focus Group Update

MyFloridaMarketPlace Update (cont.) • Change Review Board (CRB) Update: • Conducted initial meeting on March 3rd • Conducted prioritization meeting on April 3rd, where CRB members prioritized the following ‘Top 5’ change requests (changes are listed in the related priority): • Need current amount shown on PO with links back to the Invoice • View transaction date in queue • Hold until requisitions (ability for users to have edit capabilities when a PO date is in the future and is sitting in the FLAIR approval queue) • Vendor address on IR Form (i.e., the ‘Remit’ To address on the IR) • Request that commodity codes be populated on PRs from punch-out sites • Conducted conference calls on April 18th and May 2nd to review proposed changes aimed at impacting system performance • Next meeting is currently scheduled for May 16th where the group will review the estimates for each of the ‘Top 5’ change requests

DMS Process Team Update • Prompt Payment Update • Site Visits have begun • What we do: • Process Team reviews agency processes regarding the MFMP purchasing program and meet with Requesters, Procurement, F&A, and Receiving members • We help agencies resolve issues and assist members in using the system as efficiently and effectively as possible • User’s Manual • Many agencies have put together “user training materials”, tips and tricks ideas, etc. We would like to gather these and share some of this information on our web site for all agencies to view • We are also gathering up useful “How To” information as a result of site visits, which we will also share in this manual • Site visit scheduling • Agencies can request a site visit now, if preferred

DMS Process Team Update • How to Contact the Process Team: • Rachael Grumme, F&A Process Analyst • 850-414-6735 • rachael.grumme@dms.myflorida.com • Debbie Gries, Purchasing Process Analyst • 850-414-1882 • debbie.gries@dms.myflorida.com • Lori Potts, General Process Analyst • 850-414-5790 • lori.potts@dms.myflorida.com

Review of System Processes • As we approach the end of the fiscal year, agencies may have questions about common tasks such as: • Certified Forwards • Releasing Encumbrances • Payables • Disbursement Transaction Overrides • This presentation, as well as year end job aids, are posted and available as part of the MyFloridaMarketPlace Toolkit • The address to the Toolkit is as follows: http://dms.myflorida.com/dms/purchasing/myfloridamarketplace/buyers/myfloridamarketplace_toolkit • The following slides provide process overviews and screen shots of some common processing that you may be doing at this time of year

Certified Forwards: Process Overview Required Receiver Finance and Accounting

Certified Forwards • Previously within FLAIR, agencies have had the option of either • Marking their encumbrances and payables with a ‘C’ in the CF (certified forward) field manually through FLAIR • Or requesting that DFS mark the encumbrances and payables with a ‘C’ in the CF field on behalf of the agency • With the implementation of MyFloridaMarketPlace, agencies will have the option of either • Marking the encumbrances with a ‘C’ in the CF (certified forward) field through MyFloridaMarketPlace • Or requesting that DFS mark the encumbrances with a ‘C’ in the CF field. The encumbrances will also automatically be updated in MyFloridaMarketPlace so the accounting is reflected correctly in both systems

Certified Forwards • If an agency elects to mark the encumbrances through MyFloridaMarketPlace, the following steps should be followed • Initiate a change order to the appropriate Purchase Order. Users assigned the role of ‘CO No Workflow’ may complete a change order for accounting/encumbrance changes only without regenerating the workflow • Update the accounting/encumbrance as appropriate and include a ‘C’ in the CFfield • Submit the change order – a subsequent PO version will be created • A change encumbrance transaction (6SU) will be sent to FLAIR to update the encumbrance record • Similar to encumbered POs, encumbrances against Master Agreements may be updated through initiating a change against the Master Agreement Request or may be updated automatically if requested by DFS

Certified Forwards: Orders in Received Status • Purchase Orders in ‘Received’ status: • Order will need to be reopened to complete the change order • Once reopened the PR status will update to ‘Receiving’ and the Change Button will be generated • Complete change order and submit for approval (no approvals needed if user has the role ‘CO NO Workflow’ in user profile) • If completing a change order for an ASN supplier, the user should not select the option ‘Do Not Send Purchase Order to Vendor’ • A Change Order cannot be completed for an order that has an IR which lists ‘FLAIR Integration’ as the active approver • The following slides provide screen shots of the steps to reopen an order

Order currently in Received status and cannot be changed until Reopened.

Order may be reopened by the Requisition ID or by the Order ID. Note: The request identifier must be entered (e.g. PR, DO, or MA).

The Change button will be generated once the order is reopened. Note: The Change button will not be displayed for orders which have an IR which lists ‘FLAIR Integration as the active approver.

Identify Receiver: Re-close Order • After completing the change order to update the ‘Certified Forward” field, the order will need to re-closed by the required receiver • Once the order is closed, the status will be updated from ‘Receiving’ to ‘Received’ • The following screenshots will provide you a walk-through to identify the required receiver to be notified to re-close the order

When the order was reopened, the system generated a new receipt report in Composing status.

The receipt approval flow will list a specific user by name or a central receiving role. If a receiving role is listed, you can click the link to view the authorized receivers.

Steps to Closed: Receiving Status • After identifying the required receiver, you will need to contact this user to inform them to close the order • Once the order is closed, the status will be updated from ‘Receiving’ to ‘Received’ • The following screenshots highlights the steps needed to close an order

The required receiver will need to access the Receive queue to close the order.

You can search for the order to be closed by the Requisition ID or by the Order ID. Note: The request identifier must be entered (e.g. PR, DO, or MA).

Click Next to continue to the Summary screen. Note: If the order was partially received, the Close Order option must be set to ‘Yes’.

If desired, you can enter a comment on the receipt report to explain why the order was reopened and closed. You will need to submit the receipt report in order to close the order.

The status of the order is updated to ‘Received’ and the Change order button no longer displays.

Payables: Process Overview (Assumed to only need Finance and Accounting to complete)

Payables • During the year-end process, the agency may also establish payables for those items that have been received but not yet invoiced • The establishment of a payable (TR80/TR81) against a MyFloridaMarketPlace transaction will be completed directly in FLAIR • A modification has been completed in FLAIR to support the release of an ‘A’ encumbrance type for an encumbered payable (TR81) • When appropriate, a payable disbursement (TR53) will be completed in MyFloridaMarketPlace for a MyFloridaMarketPlace transaction

Payables • The following defines the steps which establish a payable and complete a payable disbursement for a MyFloridaMarketPlace transaction • Identify the transaction in which a payable is to be established and document the encumbrance number and line numbers if an encumbered transaction • Establish the payable in FLAIR (TR80/TR81) referencing the encumbrance number and line numbers as appropriate. You may also release the encumbrance using the Release Encumbrance eForm in lieu of a TR81 • During the disbursement process, the Exception Handler or Invoice Manager may select the ‘Payable’ checkbox on the Invoice Reconciliation to indicate that the disbursement is a payable disbursement • Two fields will be displayed to enter the payable number and payable line number (It is not necessary to include the prefix in the payable number field) • The ‘Payable’ checkbox is at the split accounting level and must be updated for each split accounting line • Final payment indicator is available for payable disbursements on the split accounting line • The accounting distribution may also be updated for each split accounting line at the time of disbursement.

Check the ‘Payable Disbursement’ checkbox to indicate that this transaction should be a payable disbursement.

Two additional fields ‘Payable Number’ and ‘Payable Line Number’ will be displayed. Enter in the payable number and payable line number and select that appropriate accounting distribution. When entering the payable number, it is not necessary to include the prefix in the number. For example, enter '897654' not 'P897654

Release Encumbrance: Process Overview (Assumed to only need Finance and Accounting to complete)

Release Encumbrance • The eForm is available to all users with the following role: PUI: Invoice Manager • The release encumbrance eForm may be used for Requisitions/Orders in the following statuses: • Ordered • Received • Receiving • Canceled • User must select the requisition in which to release the remaining encumbrance • All encumbrance numbers and line numbers will be released for the selected requisition • No approvals are required for the Release Encumbrance eForm

The Release Encumbrance eForm may be found under the ‘Company eForm’ link from the Home page. Clicking on the additional choices link ‘+’ will display all encumbered requisitions.

Upon submission of the Release Encumbrance eForm, a delete encumbrance transaction (6SUD) will be sent to FLAIR.

You will receive a confirmation message from FLAIR on the PR to inform you if the release was successful or if it failed.

MyFloridaMarketPlace