3 Is a tool against which to execute Purchase Orders with negotiated contract prices Enables the management of purchase contracts across the agency and state Supports management of flat and tiered pricing discounts at a supplier, commodity, or item level Supports key decision support metrics such as contract usage and balances, contract profiles, and compliance Automates enforcement of contract pricing during purchase ordering Automates renewal support including time and value-based notifications Contract Management
4 Is NOT a tool to author or develop contracts internally Is NOT a workflow tool to collaborate with vendors to develop contracts Is NOT a tool to scan/create images of contracts, but does allow for attachments Is NOT a contract comparison tool Is NOT a contract checklist Contract Management is Not
6 Workflow What is workflow? Goals for Workflow Design Workflow Basics Management Chain Roles and Permissions Sample Workflows Next Steps
7 What is Workflow? Workflows reflect the approval processes necessary to complete requisitions/purchase orders, receipts, and invoices The workflow for any given purchasing document is driven by two factors: Agency workflow decisions Management Chain - System data/settings of the relevant users User data and settings will be discussed in greater detail in a future meeting We have documented standard approval processes based on Florida purchasing rules, and have created workflow templates that can be customized to meet individual agency needs
8 Goals for Workflow Design An effective workflow should: Meet the business needs of the agency by allowing the appropriate parties to approve procurement documents Increase the functional efficiency of the procurement process by reducing unnecessary steps in the approval chain Minimize the time elapsed between creation of a requisition and receipt of goods, matching, and payment Your agency can use this opportunity to streamline your business processes and incorporate best procurement practices into your MyFloridaMarketPlace workflows
9 MyFloridaMarketPlace workflows are system generated, and can also be supplemented with manually-added approvers on a requisition by requisition basis Approvals can be: Serial - Parallel - Combination - Approvers can be from different agencies (e.g. DMS, DFS, AG, etc.) Workflow Basics
10 Workflow Details “Add Approver” - Requestors or approvers can add other system users to the approval flow of any purchasing document Approvers can be mandatory or optional (watchers) Users can delegate their authority to other system users, to take place either immediately or in the future Requestors can create requisitions of behalf of other system requestors within their agency System users who have adequate security clearance can view the approval flow of a requisition and see where it is along the chain
11 Workflow Management Chain The management chain consists of two pieces of data, which are required for all system users: a system “supervisor” (next person in the approval chain) a $ authority for approving requisitions (called a management level) If a requestor doesn’t have the authority to approve the requisition, it will be routed to their system supervisor for approval. A requisition will continue through the management chain until it has been approved by a user with a management level higher than the value of the requisition, at which time it continue on the rest of the workflow.
12 Roles determine a user’s authority Roles describe users by functional area within the procurement process Permissions are assigned to roles Permissions describe specific functionality in the system Permissions control access to parts of the system and access to system data Roles and permissions provide security by allowing a system user to see/do only what their job requires Workflow Roles and Permissions
13 Each user in the system needs at least one role (e.g. Approver) Users can have multiple roles One role may have many permissions Workflow Roles and Permissions
14 Workflow Mapping Permissions to Roles What eProcurement functions can users perform? Sample Only
15 Workflow Assigning Roles for System Users Sample Only
16 Workflow Types of Approvals Deputy Secretary approves all requisitions over $25,000 CIO approves all technology purchases (IRR) Fixed Capital Outlay CSA Finance and Accounting and Purchasing office has approval on all requisitions Comptroller approves all leases over Category 2. DFS approves all payment requests >$1000 1. Management Levels 2. Special (Commodity Code) 3. Administrative4. Inter-Agency Primary Drivers: Division, $ amount Primary Drivers: agency-wide requirements Primary Drivers: type of item requested Primary Drivers: statewide purchasing rules, item requested, $ threshold
17 Workflow Examples of Inter-Agency Approvals DFS – Advanced Payments > Category 2 STO – Voice related goods and services > Category 2 STO – IT purchases over Category 2 STO – Single source IT purchases above Category 4 DMS State Maintenance Office and Fleet Mgmt – vehicle purchases outside of initial allocations DFS/Comptroller – Leases on office equipment (e.g. copiers) DMS Insurance – all insurance purchases DMS Facilities – all construction/remodeling bids (except DOT and DOE)
18 Workflow for Statewide or Agency Term Contract (Catalog) Purchases Examples: $400 worth of office supplies that are on term contract. $8000 in term contract computer equipment.
19 Workflow for Open Market (Non-Contract) Purchases Examples: $450 worth of specialty fire equipment that isn’t on term contract. $12,000 in digital video equipment that isn’t on term contract.
20 Workflow for Receiving Receiving – Only goods will require a receipt
21 Workflow for Invoice Matching & Exception Handling
22 Project Team Timeline The agency workflow process will begin 2-5 months prior to your agency go-live date Your Agency Liaison will contact you to set up a time to discuss your workflows in that timeframe
23 Agency Next Steps Compile list of internal and/or external special approvals Understand the approval flow needs of all divisions/offices as needed Don’t miss opportunity to standardize and streamline your agency’s workflow Be prepared to make decisions on how workflows will be used for your agency
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