MyFloridaMarketPlace MyFloridaMarketPlace User Meeting June 22, 2004

Page - 2 Agenda  Welcome / Introduction  Update on Reporting  Analysis Discussion  Overview of 5.1 Release  Update on ASPIRE Integration  Change Request Discussion  Open Discussion Time

Page - 3 Agenda  Welcome / Introduction  Update on Reporting  Analysis Discussion  Overview of 5.1 Release  Update on ASPIRE Integration  Change Request Discussion  Open Discussion Time

Page - 4 Update on Reporting  Had a follow up call on 6/21 with agencies to discuss the information currently requested for the “Requisition Report”  Based on the feedback from that discussion, agencies stated that the information that they needed regarding Requisitions is being provided on the IR Report and Aged Items Report (currently posted on the Communications Toolkit)  As a reminder, the reports provided on the Toolkit are as follows:  IC (Integration Component) Report- will allow users to see everything that has been successfully posted into FLAIR (i.e., encumbrances, payments)  IR (Invoice Reconciliation) Report- will provide users with a variety of information about an IR, including payment information, whether it has gone to “Paid” status, etc. Users will also have the ability to filter the report information according to these data items.  Aged Items Report- will provide users with information on purchase orders that are received, but not paid, and requisitions that are awaiting approval  Payable IRs Report- will provide status of any IR that is against a payable

Page - 5 Agenda  Welcome / Introduction  Update on Reporting  Analysis Discussion  Overview of 5.1 Release  Update on ASPIRE Integration  Change Request Discussion  Open Discussion Time

Page - 6 Analysis: Next Steps  Continue demonstrations of tool with DMS and North Highland personnel  Pilot use of Analysis tool at DMS:  Accenture will conduct training for DMS users  DMS users will determine the approach for creating a set of reusable reports that are beneficial to agencies across the enterprise  DMS will confirm Analysis “best practices” prior to fielding to other agencies  Agency super users will be trained on how to create reports and use key functions in the tool during consolidated classroom training sessions prior to each fielding phase  DMS will consider establishment of special user group focused on Analysis tool to share inter-agency best practices

Page - 7 Agenda  Welcome / Introduction  Update on Reporting  Analysis Discussion  Overview of 5.1 Release  Update on ASPIRE Integration  Change Request Discussion  Open Discussion Time

Page - 8 Overview of 5.1 Release  Release Notes for 5.1 have been distributed and posted to the Communications Toolkit (  Key functionality that is part of the 5.1 release includes:  Blanket PO Indicator added to Master Agreements  P-card number no longer visible on printed purchase orders  Ability to create change orders on partially paid purchase orders  Exception thrown on duplicate Invoice Reconciliations  FLAIR login eForm scoped to allow a maximum of 7 characters for the userid  And more!  The comprehensive list is included as part of the Release Notes

Page - 9 Agenda  Welcome / Introduction  Update on Reporting  Analysis Discussion  Overview of 5.1 Release  Update on ASPIRE Integration  Change Request Discussion  Open Discussion Time

Page - 10 Update on ASPIRE Integration  Working Together: MyFloridaMarketPlace is continuing to work with the ASPIRE project to create the approach for integration  Current ASPIRE Project Status: ASPIRE is currently in the process of detailed design, and there may be new requirements created as a part of this process (e.g., pre-encumbrance at the time of requisitioning)  Planning for the Transition: The plan is for business to continue as usual and make this transition as seamless as possible

Page - 11 Agenda  Welcome / Introduction  Update on Reporting  Analysis Discussion  Overview of 5.1 Release  Update on ASPIRE Integration  Change Request Discussion  Open Discussion Time

Page - 12 CR 244 – Add fields to Mass Edit CR 244: Mass Edit Functionality for the Purchasing Code, Method of Procurement, Grouping Character, and Commodity Code Fields Issue: Agencies have requested that the "Mass Edit" functionality be extended to include additional fields. Currently, these fields must be updated individually on each line item. This causes a significant time commitment from the Purchasing Staff and dramatically affects their workload. To resolve this, the project team is proposing the following:  Add Purchasing Code to Mass Edit  Add Method of Procurement to Mass Edit  Add Grouping Character to Mass Edit  Add Commodity Code to Mass Edit Notes: In order to add Purchasing Code, Method of Procurement, and Commodity Code to Mass Edit these fields will have to move from Line Items Detail view to the Accounting – by Line Item view. These fields will still be viewable on the same page, but the will simply move farther down the page.

Page - 13 CR 218 – Sorting Functionality CR 218: Sorting Functionality in the Exception Handler's Queue Issue: Agencies have raised the following concern regarding the F&A GateKeeper workload: All matched Direct Orders, Receiving Reports and/or Invoices are first sent to the GateKeeper, and is sorted and distributed to Invoice Managers by the GateKeeper. Problem: GateKeeper does not have the ability to batch select those DOs/Receiving Reports/Invoices that are automatically matched/verified by MyFloridaMarketPlace and send to Invoice Managers. Therefore, GateKeeper has to open all transactions, review and sort. To resolve this, the project team is proposing the following:  Add a field to the Invoices queue called Exceptions  Add a field to the Invoices queue called Receipts Notes: 1) Ariba does not have the ability to create automated sort functionality in the Invoices queue. The Exception and Receipt fields will show as a checkbox in the Invoices queue. If it is checked it means the Invoice Reconciliation has a receipt or an exception. 2) In order to sort the Invoices queue by the Exception or Receipt field it will require the user to click on the field they wish to sort by.

Page - 14 Agenda  Welcome / Introduction  Update on Reporting  Analysis Discussion  Overview of 5.1 Release  Update on ASPIRE Integration  Change Request Discussion  Open Discussion Time

Page - 15 Open Discussion Time A couple of questions / comments for the group…  For those agencies that currently receive the “User Report”- would you have any objections to this report being posted on the Communications Toolkit so that you can access it from there?  Are you aware of the valid file attachment types that can be included in MyFloridaMarketPlace? An invalid file type will cause a purchase order to fail and associated attachments will not be sent to the vendor. (For additional detail, you can refer to the memo that was sent out to Agency Liaisons on Thursday, June 17 th)  We have received word from some State Term Contract vendors requesting that we “get the word out” to ask buyers to reference the State Term Contract # on purchase orders sent to a vendor.  For an existing order, the user would need to issue a change order in order to populate the comments with the contract number  Keep in mind if the order has already been received, the user cannot issue a change order  In response to July 1 st concerns raised by agencies concerning transaction volumes and Purchase Orders with “hold until dates”:  Team is closely monitoring system and transactions  System is scaled to handle this type of volume  Scheduled tasks will be running during off hours, including the task to process all of the Purchase Orders with a July 1 hold until date

Page - 16 Next Meeting Time / Location  No meeting on July 6 th  Next meeting will be on July 20 th at the Carr Building, Room 170 from 9 a.m. – 11 a.m.