Change Review Board (CRB) Meeting Wednesday, December 1, 2010 9:00 a.m., Eastern time (888) 808-6959; 9766076#

Agenda Agenda Welcome/Introduction Buyer 3.0 Upgrade Update Upgrade Objectives What’s new in Buyer 3.0? Contingency Budget Review W-9 Project / Vendor Inactivations Contact Us 12/1/10 CRB Meeting

Agenda Agenda Welcome/Introduction Buyer 3.0 Upgrade Update Upgrade Objectives What’s new in Buyer 3.0? Contingency Budget Review W-9 Project / Vendor Inactivations Contact Us 12/1/10 CRB Meeting

Buyer 3.0 Upgrade We’re upgrading MFMP Buyer! MFMP 3.0 Operational Objectives MFMP 3.0 Other Objectives MFMP secure report evaluation Ariba 9R1 / CR evaluation Workflow process improvement Address previous audit findings Clean-up of open approvables Update current FLAIR interface http://dms.MyFlorida.com/mfmp_upgrades 12/1/10 CRB Meeting

Agenda Agenda Welcome/Introduction Buyer 3.0 Upgrade Update Upgrade Objectives What’s new in Buyer 3.0? Contingency Budget Review W-9 Project / Vendor Inactivations Contact Us 12/1/10 CRB Meeting

Buyer 3.0 Upgrade What’s New? A new customizable “Buyer Dashboard,” similar to Analysis 3.0 12/1/10 CRB Meeting

Buyer 3.0 Upgrade What’s New? Steps to create a requisition were reduced to 1 single step 12/1/10 CRB Meeting

Buyer 3.0 Upgrade What’s New? Identify requisitions that are copied as a link in the history tab In Including the requisition it was copied from 12/1/10 CRB Meeting

Buyer 3.0 Upgrade What’s New? A new form for invoicing includes fewer steps 12/1/10 CRB Meeting

Buyer 3.0 Upgrade What’s New? Detailed Ariba error messages, including the number of errors 12/1/10 CRB Meeting

Buyer 3.0 Upgrade What Else is New? More than one comment can be added to the header of a requisition. Attachments can be included without entering a comment. Catalogs have expanded search capabilities. Long-term integration with Analysis 3.0. Enhanced delegation of approval authority. 12/1/10 CRB Meeting

Buyer 3.0 Upgrade Buyer Upgrade Proposed Timeline Upgrade Activity Estimated Timeline Code freeze In place Development begins System testing Spring 2011 User Acceptance Testing (UAT) / Buyer 3.0 Training Summer 2011 Go-Live Fall 2011 http://dms.MyFlorida.com/mfmp_upgrades 12/1/10 CRB Meeting

Agenda Agenda Welcome/Introduction Buyer 3.0 Upgrade Update Upgrade Objectives What’s new in Buyer 3.0? Contingency Budget Review W-9 Project / Vendor Inactivations Contact Us 12/1/10 CRB Meeting

CR Review: CRB Previous Recommendations For enhancements that aren’t included in Ariba 9R1 as “out of the box” solutions, we must pay for them from the contingency budget. For the MFMP 3.0 upgrade, we have approximately 750 contingency budget hours which we can dedicate to the enhancement effort. 12/1/10 CRB Meeting

CR Review: CRB Previous Recommendations The CRB discussed the following at the 5/18/10 meeting: Enterprise Customer-Driven ROM Estimate Statutory Changes CR 114 ( formerly 260014): Green/Recycled Reporting 200 hours Audit Findings CR 108: PO Start Date / End Date 40 hours CR 110: Buyer Password Complexity 360 hours Other Requested Changes CR 116: Improvements to the Invoice eForm 48 hours CR 29: Include Voucher # & SWDN on Payment Update eForm 50 hours CR 30: Add Contract ID to the DO Total CR Hours 746 hours 12/1/10 CRB Meeting

CR Review: CRB Previous Recommendations Considering Ariba 9R1 functionality and statutory changes, these are the change requests we must implement in Buyer 3.0: Approximately 294 hours (750-456) are available for Buyer 3.0 upgrade enhancements. Change Request ROM Estimate Enhancement Request: Adding PUI to the DO search FREE CR 116: Improvements to the Invoice eForm CR 110: Buyer Password Complexity CR 132: W-9 RTI – Phase 2, Part 2 216 hours CR 108: PO Start Date / End Date 40 hours CR 114: Enhanced Recycled / Green reporting 200 hours Total CR Hours 456 hours 12/1/10 CRB Meeting

CR Review: CRB Previous Recommendations What else are we considering? Before finalizing the CRs for the upgrade, we are still exploring change requests for: IR Mass Accounting Edit Can IR Mass Accounting edit be implemented without hindering system performance? Buyer Password Reset Review state’s security standards with Agency for Enterprise Information Technology (AEIT). 12/1/10 CRB Meeting

Wrap-Up CR Review: Next Steps Next Steps: We’ll hold a conference call within the next two weeks to vote on the remaining contingency hours. Questions / Comments? 12/1/10 CRB Meeting

Agenda Agenda Welcome/Introduction Buyer 3.0 Upgrade Update Upgrade Objectives What’s new in Buyer 3.0? Contingency Budget Review W-9 Project / Vendor Inactivations Contact Us 12/1/10 CRB Meeting

W-9 Project / Vendor Inactivations Beginning this month, MFMP will remove dormant vendors from the Vendor Information Portal (VIP). Periodically, vendors will become dormant when they have not accessed their VIP account or responded to bids through Sourcing within the past two fiscal years. Vendors receiving purchase orders or payments are not considered dormant.  Where can I find more information? MFMP View eNewsletter Vendor bulletin board Vendor Inactivation reports DMS is partnering with DFS for vendor outreach and education 12/1/10 CRB Meeting

W-9 Project / Vendor Inactivations Why? Removing dormant vendors from MFMP allows our buyer customers to select active vendor locations with accurate information when completing purchase requisitions (PRs). This will eliminate delays in processing the PRs. Removing these vendors also assists DFS with its W-9 Project. The W-9 project requires DFS to have valid Form W-9s on file before it releases payments to the vendor. Removing dormant vendors helps MFMP obtain valid Form W-9s from a smaller set of vendors, and reduces the pay cycle time for buyer and vendor customers. 12/1/10 CRB Meeting

Agenda Agenda Welcome/Introduction Buyer 3.0 Upgrade Update Upgrade Objectives What’s new in Buyer 3.0? Contingency Budget Review W-9 Project / Vendor Inactivations Contact Us 12/1/10 CRB Meeting

Wrap-Up Contact Us Team Member E-mail Phone Number Communications Analyst Amy.Zeigler@dms.MyFlorida.com (850) 294-3080 F&A Process Analyst Anne.Rabon@dms.MyFlorida.com (850) 294-0739 Operations Manager Danielle.Kosberg@dms.MyFlorida.com (850) 413-0474 Vendor Management Analyst Eric.Swanson@dms.MyFlorida.com (850) 445-3894 Chief, State Purchasing Operations Rachael.Lieblick@dms.MyFlorida.com (850) 766-7670 12/1/10 CRB Meeting