MyFloridaMarketPlace MyFloridaMarketPlace Change Review Board January 31, 2008

Page - 2 Agenda  Welcome / Introduction  Update from last CRB (11/13/2007)  SIR 373 language change  Amended escalation dates  Failed Purchase Order Process  Buyer Training environment refresh  CR 23 – FLAIR Level II integration  SIR 526  Discuss SPURS Sunset Plan  MFMP seeking input for issues, concerns and recommendations  Review Change Request Process  Discuss CR Contingency Budget  Historical summary  Current status  Future funding  Administrative clean up of current CR inventory  CRB to confirm or reject MFMP recommendations  Identify 5 CR for analysis and voting in ~6 weeks  CRB may confirm previously prioritized CR  CRB may identify up to 2 CR to conduct detailed estimates  Wrap-Up!

Page - 3 Update from Last CRB (11/13/2007)  SIR 373 language change  CRB revised presented warning message text and approved  Implemented December 2007 release (8.6)  Amended escalation dates  Approved change to 5 & 10 business day escalation times  Implemented November 2007  Failed Purchase Order Process  Approved notifications sent to Preparer and OBO  Implemented November 2007  Buyer Training Environment refresh  Selected quarterly refreshes  Completed 1/11/08.  Next refresh scheduled for April.  CR 23 – FLAIR Level II integration  Accommodates FLAIR Integration with Level II agencies (FSDB/DOAH)  Operational Acceptance Testing with FSDB/DOAH February 2008  SIR 526 – Change Order on multiple line PO/1 or more lines fail FLAIR validation  Implemented 1/29/08  CRB recommended language: "The change order you have submitted has been denied by FLAIR because some line items and/or split accounting lines failed approval by FLAIR. Please review each line item's comments to determine which line items were denied and why. You will need to withdraw this change order to reconcile the encumbrance information in FLAIR and MFMP. Please contact your local Finance & Accounting or Purchasing Office for further assistance.”

Page - 4 Agenda  Welcome / Introduction  Update from last CRB (11/13/2007)  SIR 373 language change  Amended escalation dates  Failed Purchase Order Process  Buyer Training environment refresh  CR 23 – FLAIR Level II integration  Discuss SPURS Sunset Plan  MFMP seeking input for issues, concerns and recommendations  Review Change Request Process  Discuss CR Contingency Budget  Historical summary  Current status  Future funding  Administrative clean up of current CR inventory  CRB to confirm or reject MFMP recommendations  Identify 5 CR for analysis and voting in ~6 weeks  CRB may confirm previously prioritized CR  CRB may identify up to 2 CR to conduct detailed estimates  Wrap-Up!

Page - 5 Discuss SPURS Sunset Plan Walter “Walt” Bikowitz, Chief of Purchasing Operations

Page - 6  In November, we discussed with the Customer Roundtable we would make these changes with you and not to you.  We need your help!  We need to know what your issues/ concerns/ questions are in regard to sunsetting SPURS.  We had this discussion at FASAASD on 1/25/08 and will discuss Customer Roundtable 2/20/08. SPURS Sunset

Page - 7 SPURS Sunset  Sunset SPURS Update:  Level II Integration is now complete (12/20/07 release)  Level II Integration enables FSDB and DOAH to do their own encumbering through MFMP  FSDB:  Onsite training: 1/22 – 1/23  Onsite go-live date: 2/4 – 2/6  DOAH:  Onsite training: 2/12  Onsite go-live date: 2/18  Legislature: Ongoing dialog. Legislature is currently evaluating alternatives to SPURS for purchasing.  SPURS Help Desk functions move to MFMP BuyerHelp: 2/4

Page - 8 SPURS Sunset  Important Notes regarding sunsetting SPURS:  Working with DFS so there is No impact to you.  SPURSView will remain where it is (low cost UNIX server). No impact to you.  There is information in SPURS that is not in SPURSView. We are looking to identify what those items are so we can provide for them through an enhancement to SPURSView as part of the SPURS sunset.  NOTE: Agencies need to have vendors register in MFMP to enable payments

Page - 9 SPURS Functions to Sunset Current Active SPURS Functions Users ImpactedFuture Plans Creating and issuing PO'sFSDB, DOAH, Legislature- FSDB & DOAH moving to MFMP in Feb Legislature still finalizing plans Archives PO's to SPURSView for public posting All MFMP/SPURS agencies- Create direct interface from MFMP to SPURSView Maintains Statewide vendor master file (fed by MFMP Vendor Registration and direct setup of vendors through SPURS Helpdesk) All agencies and vendors manual vendor set-ups/changes per week) - Transition vendor master file ownership to DFS? [under discussion (including all interfaces, vendor file updates to P-card provider, agency specific systems, others?)] - Create direct interface from MFMP Vendor Registration to FLAIR (replacing current Issues: (1) DFS not yet committed (2) Agencies require vendor add functionality that today only exists in SPURS (3) Ongoing support/maintenance for vendor profile changes currently supported by DMS

Page - 10 Questions on SPURS Sunset? Walter Bikowitz Chief of State Purchasing Operations Division of State Purchasing Department of Management Services 4050 Esplanade Way, Suite 360 Tallahassee, FL Phone: Fax: Blackberry: "We Serve Those Who Serve Florida" SPURS Sunset

Page - 11 Agenda  Welcome / Introduction  Update from last CRB (11/13/2007)  SIR 373 language change  Amended escalation dates  Failed Purchase Order Process  Buyer Training environment refresh  CR 23 – FLAIR Level II integration  Discuss SPURS Sunset Plan  MFMP seeking input for issues, concerns and recommendations  Review Change Request Process  Discuss CR Contingency Budget  Historical summary  Current status  Future funding  Administrative clean up of current CR inventory  CRB to confirm or reject MFMP recommendations  Identify 5 CR for analysis and voting in ~6 weeks  CRB may confirm previously prioritized CR  CRB may identify up to 2 CR to conduct detailed estimates  Wrap-Up!

Page - 12 Review Change Request Process Scott Rainey, MyFloridaMarketPlace Team

Page - 13 Review Change Request Process  Users submit change requests to CRB representative user  Representative user submits enhancement request to (and uses the approved change request form)  The MFMP team reviews the change requests for functional and technical feasibility:  It will be determined if the change request is 1) not possible due to system limitations, 2) can be handled with a process change, or 3) requires an application system change  If the request requires an application system change, the request will be added to the list of open change requests Development, Testing, and Implementation Change Request Review, Prioritization, and Design Submission and Feasibility Review  Change requests impacting the Buyer or Analysis applications will be prioritized by the CRB and DMS  Change requests impacting the vendor user base will be prioritized by the MFMP project team for implementation  CRB members are presented with a list of current change requests for prioritization  Prioritization meeting is held and CRB determines which change requests are prioritized for an estimate  A subsequent meeting is held to review estimates and to prioritize change requests to be completed (within available bucket of hours)  MFMP team completes development activities for change request  Conference calls with the CRB Design Approval Team may be requested for design clarification / questions  System Enhancement plan is completed by MFMP, reviewed and signed off by DMS and Design Approval Team representative user  User Acceptance Testing is completed by Design Approval Team  System Enhancement is implemented with scheduled release  Design Approval Team receives survey assessing functionality and timing of implementation

Page - 14 CRB Chair  History since 2006  When re-established, CRB Chaired by agency  Chairperson moved from agency to State Purchasing  MFMP Operations Manager moved to Chairperson  Moving forward…  Rachael Lieblick, MFMP-DMS Operations Manager  Opportunity for Agency CRB member to assume Chairperson role  Will address at next meeting, please start thinking about it  Minimum requirement for Chairperson  Must be a CRB agency  Must be the at the Purchasing Director or F&A Director level (or equivalent)

Page - 15 Agenda  Welcome / Introduction  Update from last CRB (11/13/2007)  SIR 373 language change  Amended escalation dates  Failed Purchase Order Process  Buyer Training Environment refresh  CR 23 – FLAIR Level II integration  Discuss SPURS Sunset Plan  MFMP seeking input for issues, concerns and recommendations  Review Change Request Process  Discuss CR Contingency Budget  Historical summary  Current status  Future funding  Administrative clean up of current CR inventory  CRB to confirm or reject MFMP recommendations  Identify 5 CR for analysis and voting in ~6 weeks  CRB may confirm previously prioritized CR  CRB may identify up to 2 CR to conduct detailed estimates  Wrap-Up!

Page - 16 Change Request Contingency Budget Summary (as of 12/31/07) Beginning Balance** 1,207, Approved Scope Removal Subtractions Total** 532, Total Contingency Amount to Allocate** 1,740, Change Request Dollars Incurred (1,233,384.04) Current Balance 507, Change Request Dollars Planned (110,411.17) Current Projected Balance $396, Project Funding Budget for Aspire Remediation Beginning Balance (Approved by LBC on 6/15/2006) 865, Remediation Effort Dollars Incurred (592,947.98) Current Balance 272, Remediation Effort Dollars Planned - Current Projected Aspire Balance $272, ** Contingency Budget established through Modification 2, 9/5/2003

Page - 17 Contingency Usage by Functional Area (%Total) Note: Does not include Aspire changes recovered through remediation ($ 592,947.98/30% of total CR)

Page - 18 Contingency Usage by Stakeholder (%Total) Note: Does not include Aspire changes recovered through remediation ($ 592,947.98/30% of total CR)

Page - 19 Agenda  Welcome / Introduction  Update from last CRB (11/13/2007)  SIR 373 language change  Amended escalation dates  Failed Purchase Order Process  Buyer Training environment refresh  CR 23 – FLAIR Level II integration  Discuss SPURS Sunset Plan  MFMP seeking input for issues, concerns and recommendations  Review Change Request Process  Discuss CR Contingency Budget  Current status  Historical summary  Future funding  Administrative clean up of current CR inventory  CRB to confirm or reject MFMP recommendations  Identify 5 CR for analysis and voting in ~6 weeks  CRB may confirm previously prioritized CR  CRB may identify up to 2 CR to conduct detailed estimates  Wrap-Up!

Page - 20 Administrative clean up of current CR inventory Rachael Lieblick, Operations Manager

Page - 21 Administrative clean up of current CR inventory  Refer to CR List distributed before the meeting  By majority vote, CRB will:  Confirm recommendation  Reject recommendation  Modify recommendation  MFMP Team will proceed based on recommendation of CRB

Page - 22 Agenda  Welcome / Introduction  Update from last CRB (11/13/2007)  SIR 373 language change  Amended escalation dates  Failed Purchase Order Process  Buyer Training environment refresh  CR 23 – FLAIR Level II integration  Discuss SPURS Sunset Plan  MFMP seeking input for issues, concerns and recommendations  Review Change Request Process  Discuss CR Contingency Budget  Current status  Historical summary  Future funding  Administrative clean up of current CR inventory  CRB to confirm, reject, or modify MFMP recommendations  Identify 5 CR for analysis and voting in ~6 weeks  CRB may confirm previously prioritized CR  CRB may identify up to 2 CR to conduct detailed estimates  Wrap-Up!

Page - 23 Prioritize Top CR for Analysis  Refer to CR List distributed before meeting  By majority vote, identify 5 CR for analysis  CRB may confirm previously prioritized CR  CRB may identify up to 2 CR to conduct detailed estimates  MFMP Team will proceed with impact analysis  In approximately 6 weeks, reconvene to identify CR(s) for implementation

Page - 24 Agenda  Welcome / Introduction  Update from last CRB (11/13/2007)  SIR 373 language change  Amended escalation dates  Failed Purchase Order Process  Buyer Training environment refresh  CR 23 – FLAIR Level II integration  Discuss SPURS Sunset Plan  MFMP seeking input for issues, concerns and recommendations  Review Change Request Process  Discuss CR Contingency Budget  Current status  Historical summary  Future funding  Administrative clean up of current CR inventory  CRB to confirm, reject, or modify MFMP recommendations  Identify 5 CR for analysis and voting in ~6 weeks  CRB may confirm previously prioritized CR  CRB may identify up to 2 CR to conduct detailed estimates  Wrap-Up!

Page - 25 Wrap Up  Next meeting in approximately 6 weeks  Selecting the next Change Requests to pursue  Discussing an Agency CRB Chairperson