MyFloridaMarketPlace Vendor Meetings September 3, 2009: “Launching V.I.P. Tools for Florida’s Vendors…” 12:00 noon – 1:00 p.m. EDT The toll free number is: (888) Conference Code: #

2  What’s New? (Overview of VIP functionality) What does “VIP” mean? “New and Improved” Functionality for Florida’s Vendors  Navigating the areas in VIP: Vendor Registration / Account Maintenance Billing and Collections Performance Tracking  When does VIP launch?  Where can I learn more? Today’s Agenda Vendor Information Portal

3 Overview  “VIP” is the new name for the State of Florida’s “Vendor Information Portal”  VIP Provides…. An updated look and feel to the State’s current vendor registration system Improved Information Views and Navigation Commodity Code Search Capabilities Simplified Fee Reporting What is VIP?

4 Overview  A new look and feel! A New Face for the Vendor System

5 Overview  Summary Information on a convenient Landing Page… Information Views and Navigation

6 Overview  Vendors are able to see summary information more easily  “Drop Down” options are available for vendors to easily navigate to various areas in the system

7 Information Views and Navigation Overview  “Just in time” help is located throughout the system!  Vendors can easily click on the question marks to see helpful information about the area of the application they are using

8 Commodity Code Search Overview  Vendors can enter ‘key words’ to conduct searches for applicable commodity codes  Vendors can simply select the checkbox next to the applicable commodity code and then hit ‘Continue’  These commodity codes are then added to the vendor’s account

9 Commodity Code Search Overview  Please note that there is a checkbox that a vendor can use if there is a preference for NO commodity codes to be associated with the account  Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors  While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes

10 Overview  There are fewer input fields required in the updated online form Simplified Fee Reporting

11  What’s New? (Overview of VIP functionality) What does “VIP” mean? “New and Improved” Functionality for Florida’s Vendors  Navigating the areas in VIP: Vendor Registration / Account Maintenance Billing and Collections Performance Tracking  When does VIP launch?  Where can I learn more? Today’s Agenda Vendor Information Portal

12  What’s New? (Overview of VIP functionality) What does “VIP” mean? “New and Improved” Functionality for Florida’s Vendors  Navigating the areas in VIP: Vendor Registration / Account Maintenance Billing and Collections Performance Tracking  When does VIP launch?  Where can I learn more? Today’s Agenda Vendor Information Portal

13 Accessing Vendor Registration in VIP Registering with VIP  Navigate to the MFMP Vendor Information Portal at  Returning vendors can use the username / password entry under ‘Vendor Login’  New vendors can set up an account using the ‘New Vendor Registration’ entry box  When registering for MyFloridaMarketPlace, it is strongly recommend to use a Federal Employer Identification Number (FEIN) rather than a social security number

14 Accessing Vendor Registration in VIP Registering with VIP  Returning vendors can log into their account and see a ‘Vendor Summary’ page  This view provides quick access to additional information for: Vendor Registration / Account Maintenance activities Billing and Collections Performance Tracking

15 Accessing Vendor Registration in VIP Registering with VIP  New Vendors will enter a username and password as part of registration  Wizard functionality will take vendors “step-by-step” through the registration process  Completed steps are highlighted in GREEN  In Process steps are highlighted in YELLOW  Steps yet not completed are highlighted in RED  “Required” fields are highlighted throughout the process  Existing vendors can login to update their account information at any time

16 Account Registration / Account Maintenance Registering with VIP  The ‘Main Contact’ Information page is very important to keep current  A main contact is the default contact that is used for communication between MFMP and the vendor  It is recommended that vendors review / verify their account information at least monthly

17 Account Registration / Account Maintenance Registering with VIP  The “registration wizard” will lead the vendor through subsequent screens (such as General Information) to enter in ‘1099 name’ and ‘DBA name’  Vendors can also add optional information such as: Dun and Bradstreet Number Company Website Florida Revenue ID number

18 Account Registration / Account Maintenance Registering with VIP  The ‘Business Profile’ page allows vendors to select the designation that best describes their company (e.g., US Corporation, Government Entity, Partnership / Joint Venture, etc.)  Please do not confuse the term ‘Government Entity’ with the fact that you are a vendor doing business with the State of Florida  If a vendor has questions about whether they are considered a ‘government entity,’ please contact the MFMP Customer Service Desk at

19 Account Registration / Account Maintenance Registering with VIP  The ‘Certified Business Enterprise’ page allows vendors to select an appropriate designation(s) for : Minority Business Designation Woman Owned Designation Service-Disabled Veteran Business Enterprise Designation  This information is also reviewed and confirmed by the Office Of Supplier Diversity for applicable certification

20 Account Registration / Account Maintenance Registering with VIP  The ‘Locations/Contacts’ page is used to add additional account contacts to a vendor’s account  Adding ‘locations’ to the account is where the following information is added: Purchase Order / fax information Remit-To Information Billing Contacts  Fields such as ‘ address,’ ‘fax number,’ and ‘Remit-To information’ need to be accurate in order for vendors to receive their MFMP purchase orders and payments

21 Account Registration / Account Maintenance Registering with VIP  The ‘Commodity Code Selection’ page allows vendors to select applicable commodity codes for the types of products and/or services offered  While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes  Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors

22 Account Registration / Account Maintenance Registering with VIP  When adding commodity codes, the ‘Search Commodity Codes’ function provides vendors with the ability to search by a keyword descriptor  The system then returns a set of results that include the key word as part of the commodity code  Vendors can simply select the applicable commodity codes and save the changes to their account  While a vendor may provide “specific” products, sometimes a “general” search may be best. For example- in this scenario, the vendor searched by the word ‘desk’ to bring back a variety of results as selection options

23 Account Registration / Account Maintenance Registering with VIP  Vendors also have the opportunity to complete registration for additional State Solicitation Tools such as “Sourcing” and “eQuote”  The Sourcing Tool is used for formal bids (> $25,000)  The eQuote Tool is used for informal bids (< $25,000)  The MFMP team facilitates a separate, dedicated session to ‘Solicitations’  For vendors interested in attending a session on ‘Solicitations,’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP ToolkitMFMP Vendor Meetings

24 Account Registration / Account Maintenance Registering with VIP  The last steps in the Vendor Registration activity include: address confirmation Terms of Use Review / Acceptance  Once these items are finished, the registration is complete, and a registration summary will be sent to the vendor’s account!

25  What’s New? (Overview of VIP functionality) What does “VIP” mean? “New and Improved” Functionality for Florida’s Vendors  Navigating the areas in VIP: Vendor Registration / Account Maintenance Billing and Collections Performance Tracking  When does VIP launch?  Where can I learn more? Today’s Agenda Vendor Information Portal

26 Vendor Summary Billing and Collections in VIP  Returning vendors can log into their account and access their ‘Vendor Summary’ page  Navigating to the ‘Billing and Collections’ area provides vendors with a view of: Bill-To Contact Information Self-Reporting Summary (of last 3 reports) Consolidated Billing Invoice (CBI) Snapshot (of last 3 months)

27 Billing and Collections Navigation Billing and Collections in VIP  This provides details of a vendor’s transaction fee reporting and payment account  Vendors have the option to quickly navigate to: Submit a Report View Company Summary View Full CBI History View Self-Reporting History

28 Accessing CBIs / Submitting Reports in VIP Billing and Collections in VIP  Vendors can access individual Consolidated Billing Invoices (CBIs) by simply clicking on the links under the ‘CBI Snapshot’ area  State Term Contract Vendors can also submit self-reports for any payments received on contracts

29 Example: Submitting a Transaction Fee Report Billing and Collections in VIP  State Term Contract (STC) vendors are required to provide monthly reports for payments received; Non- STC vendors may have additional fees to report that were not included as part of a CBI  To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add’  Pages have been simplified so that there is one field to be completed for fee-eligible payments  Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated

30 Example: Submitting a Transaction Fee Report Billing and Collections in VIP  Automated calculation will show the resulting transaction fees due  The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment  For vendors interested in attending a session on ‘Transaction Fee Reporting and Payment,’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP ToolkitMFMP Vendor Meetings

31  What’s New? (Overview of VIP functionality) What does “VIP” mean? “New and Improved” Functionality for Florida’s Vendors  Navigating the areas in VIP: Vendor Registration / Account Maintenance Billing and Collections Performance Tracking  When does VIP launch?  Where can I learn more? Today’s Agenda Vendor Information Portal

32 Vendor Performance Information in VIP Performance Tracking  Returning vendors can log into their account and access their ‘Vendor Summary’ page  Navigating to the ‘Performance Tracking’ area provides vendors with a view of performance tracking inputs

33 Vendor Performance Information in VIP Performance Tracking  Vendors are able to see: Rating Summary Rating Detail The Rating Scale that agency customers use when answering survey questions about the vendor’s performance

34  What’s New? (Overview of VIP functionality) What does “VIP” mean? “New and Improved” Functionality for Florida’s Vendors  Navigating the areas in VIP: Vendor Registration / Account Maintenance Billing and Collections Performance Tracking  When does VIP launch?  Where can I learn more? Today’s Agenda Vendor Information Portal

35  What’s New? (Overview of VIP functionality) What does “VIP” mean? “New and Improved” Functionality for Florida’s Vendors  Navigating the areas in VIP: Vendor Registration / Account Maintenance Billing and Collections Performance Tracking  When does VIP launch?  Where can I learn more? Today’s Agenda Vendor Information Portal

36 Additional Resources Where can I learn more? Information will continue to be posted on the Vendor Information Portal (VIP) page on the MFMP ToolkitVendor Information Portal (VIP) page For technical questions concerning MFMP or the registration process, please contact Vendor Help at: or For questions about becoming a certified minority business enterprise (CMBE), please contact the Office of Supplier Diversity (OSD) at: General MFMP Contact information: Phone: Fax: Website: Hours: Monday – Friday, 8:00 a.m. – 5:30 p.m. EDT

37 How do I get on the “VIP List?” Wrap-Up! Vendors who are currently registered with MyFloridaMarketPlace do not have to re-register in VIP Current vendor registration information will be converted into the VIP system All vendors should confirm their current account information- make sure it is current!

38 Vendor Information Portal Questions and Answers Thank You for your Participation Today!