MyFloridaMarketPlace Roundtable July 9, 2003 MyFloridaMarketPlace

2 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Update on Go-Live Training Approach Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

3 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Update on Go-Live Training Approach Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

4 As of 7/8/2003… 13,304 vendors are registered DOT, DMS, and STO have created 295 requisitions 13 POs have been transmitted to vendors MyFloridaMarketPlace Roundtable Update on Go-Live

5 Investigation Request is identified Fix is communicated back to agency and tested Investigation Request is prioritized and worked Related Activities: Project team works with DMS to prioritize investigation request and determine appropriate resolution Project team begins work to resolve investigation request Related Activities: Investigation Request is escalated via Customer Service Center Investigation Request is identified as either a Blocker, a Major, a Minor or an Enhancement, and is added to Change Request process Related Activities: Fix is completed and communicated to Agency Liaison for testing Agency completes testing and communicates result back to project team If successful, fix is migrated into Production

6 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Update on Go-Live Training Approach Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

7 Training Planning meeting should take place 3 – 4 months prior to go-live Provide an understanding of web-based training Discuss approach and schedule for upcoming Train the Trainer sessions, including the approach for low-complexity and high complexity modules Understand Agency’s user base (e.g., # of users to be trained, suggested courses) Review Action Items for Upcoming Training  Schedule for End User Training  Reserving facilities  Notifying users of upcoming sessions  Consideration of policy/procedure impacts that should be communicated to agency end users MyFloridaMarketPlace Roundtable Training Planning Meetings

8 Web Based Training will: Be accessible online over the Internet, and be available 24 x 7, Cover MyFloridaMarketPlace functionality Allow multiple users to be trained simultaneously Allow users to learn the MyFloridaMarketPlace system independently and at their own pace Introduce users to basic system functions and give users opportunities for hands on practice Provide high-fidelity simulations that mimic the live MyFloridaMarketPlace system Provide four modes of use: –See It! (users view each of the steps required to perform a task) –Try It! (users perform each task given data prompts) –Know It! (allows users to test whether they have learned how to perform a particular task) –Do It! (allows users to call up the training materials while they are using the system in production) MyFloridaMarketPlace Roundtable Web-based Training

9 High Volume / Low Complexity Sessions: These courses are focused toward the majority of the agency’s end users (e.g., Requisitioners, Approvers), and run 2 days in length.  System Basics  Requisitioning  Approving  Receiving  eQuote Low Volume / High Complexity Sessions: These courses are focused toward those agency users that have a more focused roles (e.g., a focus on Sourcing, Finance and Accounting), and run 2 1/2 days in length.  Contracts  Advanced Purchasing  Sourcing  Invoicing MyFloridaMarketPlace Roundtable Training Approach

10 MyFloridaMarketPlace Roundtable Agency Training Activities by Month T-3T-2T-1 Week 1 Week 2 Week 3 Week 4 Key Activities:  Opportunity to attend other agency’s Train the Trainer session to participate in “advanced exposure” to system  Exposure to Low Complexity and High Complexity sessions  Agency focus is to identify policy and procedure impacts Key Activities:  Agency participates in scheduled Train the Trainer sessions  Low Complexity session: 1 week of end to end review, 1 week of additional hands- on / teach-back opportunity  High Complexity session: 1 week of end to end review, 1 week of additional hands- on / teach-back opportunity Key Activities:  Agency conducts end user training sessions to “core” users of the system  Suggestion is to have trainers “buddy up” to deliver training for the initial deliveries  Some agency end user training will take less than a month, some may take more Week 1 Week 2 Week 3 Week 4 Low Complexity: Round 1 Week 1 Week 2 Week 3 Week 4 End User Training Low Complexity: Round 2 / High Complexity Low Complexity: Round 2 / High Complexity

11 Agency’s User Base: # of Requisitioners? # of Purchasing Agents? # of Approvers? # of Receivers? # of Finance and Accounting personnel? # of System Administrators? MyFloridaMarketPlace Roundtable Understanding the MyFloridaMarketPlace Roundtable Understanding the Agency’s User Base

12 Proposed Schedule for Training  Identify Agency Trainers  Advanced Exposure classes (T-3)  Train the Trainer classes (T-2)  Agency End User Training (T-1) Schedule facilities for end user training Notify users of upcoming training sessions Need to consider policy / procedure impacts that should be communicated to agency end users MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Action Items for Upcoming Training

13 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Update on Go-Live Training Approach Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

14 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Update on Go-Live Training Approach Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

15 Vendor Registration Guidelines The Vendor Registration System supports two different approaches to registration. The vendor may register all of their locations under one location or register each vendor location separately. Each approach has benefits and challenges. BenefitsChallenges Single Vendor Registration Ease of registration; management at the corporate level All location information must be maintained centrally All bid responses must be submitted centrally Multiple Vendor Registrations Allows each location to respond to bids independently Allows each location to submit invoices electronically independently Separate locations may have different requirements increasing confusion for the buyers

16 Common Vendor Registration Questions “I have multiple locations at my company, but I receive all of my purchase orders and submit invoices from one location, how should I register?” - The vendor should complete a single vendor registration with multiple locations. All of the locations should contain the same purchase order and remit to information. “I have multiple locations, but I receive my purchase orders and submit invoices at the various locations. All of our locations provide the same goods and we respond to the State’s bids from our corporate office.” - The vendor should complete a single vendor registration with multiple locations. Each location should have their own purchase order information and remit to information.

17 Common Vendor Registration Questions “I have multiple locations, but I receive my purchase orders and submit invoices at the various locations. All of our locations provide same goods, but we respond to the State’s bids individually.” - Each vendor location should register themselves separately in order to respond to bids independently. “Our company has multiple locations the provide different goods or services and function as separate businesses, how should we register?” - Each vendor location should register themselves separately.

18 Common Vendor Registration Questions “We have multiple locations in SPURS, should we only register one location or should we register all locations?” - The vendor may choose to clean-up the number of registrations that are currently contained in SPURS, but should register at least the number of locations for each different remit to address in SPURS. For example, if a vendor has 8 locations in SPURS (but only 6 are unique locations due to duplicate records in SPURS), there should be at least 6 location registrations in MyFloridaMarketPlace.

19 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Update on Go-Live Training Approach Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

20 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Update on Go-Live Training Approach Break Vendor Registration Guidelines Resolution of Pending Issues / New Issues Next Meeting Location / Time

21 Next Meeting: Time / Location July 16 th 9:00 a.m. – 11:00 a.m. Carr Building, Room 170