MyFloridaMarketPlace Customer Round Table Meeting May 17, 2016

CRT Agenda Upcoming Enhancements Utilization Support eQuote Utilization Training Update IT Hardware Upgrade Year End Activities

CR 181: Encumbrance eForm This new eForm will provide a way to restore the funds to an encumbered order when a warrant is cancelled or an encumbered disbursement fails Central FLAIR. Customers with the ‘Encumbrance Update eForm’ group have permission to access this eForm.

CR 271: Legal Approver 4 Currently, there are requisition approval rules that will add approvers by PUI, Commodity Code, and the dollar amount on a line item. Example: IT Approver, Fleet Approver, etc. Many agencies; however, require their ‘Legal Approvers’ to approve requisitions tied to specific commodity codes when the total requisition dollar amount exceeds a certain threshold. This enhancement will add a new approval rule that will add an approver by role (Ex. Legal Approver) to a requisition by commodity code and the total requisition dollar amount. Agencies can submit a Workflow Update Request to take advantage of this new rule. Workflow updates will be completed through the month ODU process.

CR 283: Punchout Audit Punchout catalogs allow agency customers to connect directly to a supplier’s website to purchase items from a State Term Contract. Unlike a line item catalog solution, suppliers are responsible for managing the items and pricing on their punchout catalog website. Since the supplier is responsible for managing the content on their punchout catalog, it is possible for items and/or prices to be updated without prior knowledge or approval from the DMS Contract Manager. To ensure punchout catalog items and price are compliant, MFMP has added functionality that will compare the price retrieved from a vendor's punchout catalog to the corresponding State Term Contract price sheet.

CR 283: Punchout Audit As items are transferred into MFMP from a monitored contract/punchout catalog, the item and item price will be automatically compared to the State Term Contract price sheet. When a monitored punchout catalog item is evaluated, the following rules are applied: Punchout Catalog Item:Requisition Line Item Price: Contract Manager is: Greater than price sheetReduced to the base price from the price sheet Added as ‘Watcher’ Less than price sheetHonoredAdded as ‘Watcher’ Not Found on price sheet HonoredAdded as ‘Watcher’ Matches price sheetN/A

MFMP will be piloting the Medical & Dental Supplies Contract Medical & Dental Supplies -American Purchasing Services, Inc -Binson’s Hospital Supplies, Inc -Henry Schein, Inc -McKesson Medical-Surgical, Inc -Medical Equipment Sales, Inc -Patterson Dental Supply, Inc MFMP is piloting this project and anticipates to complete this pilot on June 30 th. Agency customers will receive communications when new punchout catalogs are enabled. 7 CR 283: Punchout Audit

CRT Agenda Upcoming Enhancements Utilization Support eQuote Utilization Training Update IT Hardware Upgrade Year End Activities

 The Third Quarter Scorecard is available on the MFMP website.MFMP website -Utilization for Purchase Orders/Contracts, Invoicing, and Receiving continue to exceed 80%. -Utilization for Catalogs has almost reached 80%. -Average agency eQuote utilization continues to remain below 50%.  The MFMP team created a new Utilization Support Webpage.Utilization Support Webpage -If your agency is interested in support from the MFMP team by reviewing internal processes and offering recommendations, please complete this form. this form MFMP Utilization Scorecard

CRT Agenda Upcoming Enhancements Utilization Support eQuote Utilization Training Update IT Hardware Upgrade Year End Activities

eQuote Participation Statistics There has been a 915% increase in eQuotes since FY 12/13. This fiscal year we have seen: -43,213 total vendors registered to receive Sourcing Solicitations -47% increase in total number of vendors invited per eQuote -16% increase in total number of vendors that respond to eQuotes -Average number of vendors responding per eQuote is 1.46

CRT Agenda Upcoming Enhancements Utilization Support eQuote Utilization Training Update IT Hardware Upgrade Year End Activities

MFMP Training Recap During FY Q1-Q3, the MFMP team offered 76 courses, training more than 1,400 customers. The MFMP team delivered statewide, in-person training in the following cities for 350+ customers: Bartow and St. Petersburg Ft. Lauderdale Lake City MFMP U offers 4 vendor focused online trainings and a complete suite of 15 online trainings for agency customers.

CRT Agenda Upcoming Enhancements Utilization Support eQuote Utilization Training Update IT Hardware Upgrade Year End Activities

Hardware Upgrade The team is currently upgrading all hardware supporting MFMP applications including servers, network and storage. This upgrade will be transparent to customers and will not impact system functionality. Migration Schedule: – VIP – March 4 th – March 6 th - Complete – Sourcing/Analysis: April 8 th – 10 th - Complete – Buyer (tentative): May 20 th – 22 nd

CRT Agenda Upcoming Enhancements Utilization Support eQuote Utilization Training Update IT Hardware Upgrade Year End Activities

MFMP will be down for year end processing between June 30 th and July 1 st. Specific times will be communicated in early June. MFMP began vendors outreach on May to confirm PO contact and delivery information. Year End processing includes the carry forward process and the processing of delay purchase until orders.

Year End Activities Carry Forward Automated Process Early morning July 1, MFMP receives the file update from FLAIR, noting which encumbered requisitions to mark with a Carry Forward Indicator. This process marks only encumbered requisitions for agencies which have not opted out of the automated Carry Forward marking process.

Year End Activities Carry Forward Manual Process Identify the orders to mark as Carry Forward. Complete a change order (CO No Workflow and PO Not Sent). Update the MFMP Certified Forward field in the Accounting Details section of the requisition or invoice reconciliation, from ‘N” to “C”. Check the “PO Not sent to vendor” box.

Year End Activities Types of Carry Forward items Type A Payables identify goods/services received on or prior to June 30. – Set up a payable, (TR81) This process reduces the encumbrance at the same time it establishes the payable – Process payments in MyFloridaMarketPlace using the payable number (TR53) Ensure the accounting information in MyFloridaMarketPlace matches the information on the payable Type B Encumbrances identifies goods/services ordered on or prior to June 30, but not received until after June 30. – Process encumbrances automatically or manually marked Carry Forward with a ‘C’ in the accounting details “Certified Forward” field

Year End Activities Carry Forward Type A items – Payables Identify the orders that require a Payable Establish Payable in FLAIR Record Payable in MFMP on the IR Process IR

Year End Activities Carry Forward Type B items Carry Forward Purchase Orders where you are not establishing a payable in FLAIR Process payment in MFMP as an encumbered payment, TR 70 MFMP Certified Forward field is automatically marked with a “C” by MFMP on July 1 or manually after July 1 Type B items processed in MFMP with “C” marked in Certified Forward field, do not require you to take any action directly in FLAIR – Leave the FLAIR PPI (prior period indicator) field blank

Year End Activities Disbursement Transaction Override During disbursement processing, you can change the disbursement transaction type from encumbered to unencumbered, or unencumbered to encumbered by checking or un-checking the ‘Encumber Funds’ checkbox. Encumber Funds Box Checked Yes/No MFMP Transaction FLAIR Transaction Type YesEncumberedTransaction 70 NoUnencumberedTransaction 51 YesPayable Disbursement Transaction 53

Year End Activities Disbursement Transaction Override Customers assigned the “Invoicing” group can change the disbursement type. – Update the ‘Encumber Funds’ checkbox, at the split accounting level, for each split accounting line. – All transactions must be the same type. If you change the disbursement transaction type from encumbered to unencumbered: – Do not mark the “Final Payment” indicator. – You may need to use the Release Encumbrance eForm to release the remaining encumbrance amount.

Wrap Up If you have further questions please contact the MFMP team at