MyFloridaMarketPlace MyFloridaMarketPlace Change Review Board (CRB) February 11, 2009, 9:00 am The toll free number is: (888) Conference Code:

Page - 2 Agenda  Welcome / Introduction  OPPAGA Report- MFMP Next Generation  Recent Enhancement: Vendor Username / Password Reset Functionality  Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)  Update on SPURS Line Item Detail  SPURS Update: Revoking access to add confidential vendors  Wrap-Up!

Page - 3 Agenda  Welcome / Introduction  OPPAGA Report- MFMP Next Generation  Recent Enhancement: Vendor Username / Password Reset Functionality  Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)  Update on SPURS Line Item Detail  SPURS Update: Revoking access to add confidential vendors  Wrap-Up!

BCPI Recommendations BCPI Recommendations that could impact Change Requests:  Renew for two years and renegotiate the MFMP contract to improve payment terms  Use some of the revenue fees collected to annually replenish the Contingency Budget (funds from which system improvements are paid)  Option 1: Renegotiate in September 2010 prior to November 2010 contract expiration  Option 2: Re-compete the contract for post 2012

BCPI Recommendations  Reduce the number of Ariba application developers except during an upgrade  Reduce the number of CSD staff  BCPI recommends that agency shadow systems should be reviewed and that DMS should work with all customer agencies to understand and address agency workarounds to MFMP

BCPI Recommendations  BCPI also recommends system upgrades should be scheduled on a regularly recurring basis  Minor system releases every six to twelve months for approved change requests  Major system upgrades every other year  Several recommendations address program governance (AEIT role, change management program, policies and legislation)  Two recommendations address documenting Ariba customizations and reviewing them to see if business processes can be changed to undo some of those  BCPI’s perspective - too many customizations

Page - 7 Agenda  Welcome / Introduction  OPPAGA Report- MFMP Next Generation  Recent Enhancement: Vendor Username / Password Reset Functionality  Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)  Update on SPURS Line Item Detail  SPURS Update: Revoking access to add confidential vendors  Wrap-Up!

Page - 8 Vendor Username / Password Reset Step 1: Click the ‘Forgot Your Password’ link

Page - 9 Vendor Username / Password Reset Step 2: The vendor is prompted to enter the vendor’s Username or Tax ID, and to select an address which will receive the password reset information

Page - 10 Vendor Username / Password Reset Step 3: If the vendor enters a Tax ID, and there are multiple registrations in MFMP for that Tax ID, then the screen will re-display with a list of registrations

Page - 11 Vendor Username / Password Reset Step 4: Once the ‘Submit Form’ button is clicked, the vendor is taken to a ‘Password Reset Request Success!’ screen

Page - 12 Vendor Username / Password Reset A ‘Password Reset Instructions’ is generated and sent to the selected address. The ‘Password Reset Instructions’ contains a personalized link which allows the vendor to access a new screen to enter a new password

Page - 13 Vendor Username / Password Reset If the vendor selected an ‘Other Contact ,’ a separate notification is sent to the Main Contact

Page - 14 Vendor Username / Password Reset When the vendor clicks the link in the message, it will prompt the ‘Reset Password’ screen, to create a new password

Page - 15 Vendor Username / Password Reset The MFMP system will send a ‘Password Reset Notification’ confirmation to the selected contact

Page - 16 Vendor Username / Password Reset If an ‘Other Contact’ was selected, an is also sent to the Main Contact

Page - 17 Agenda  Welcome / Introduction  OPPAGA Report- MFMP Next Generation  Recent Enhancement: Vendor Username / Password Reset Functionality  Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)  Update on SPURS Line Item Detail  SPURS Update: Revoking access to add confidential vendors  Wrap-Up!

Page - 18 Update on Change Request #36 Description: Make the encumbrance number the direct order (DO) number  Current Challenge: Currently, the system assigns an encumbrance number just before an encumbered requisition is sent to FLAIR. Once the requisition is fully approved, a direct order (DO) number is assigned. As a result, there are two identifiers for an encumbered requisition and order: (1) a DO number or MA number and (2) an encumbrance number  Proposed Solution: Encumbrance numbers are required to be six characters. Once this change request is implemented, the first encumbrance number assigned must be greater than the last DO number assigned (that is currently expected to be greater than ) so that DO numbers will not be duplicated. Once the encumbrance number reaches , alpha characters will be assigned (for example: A00000, A00001, A00002, ….).  When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number  Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers

Page - 19 Update on Change Request #36  Design document approved by the Design Team:  Department of Elder Affairs (requesting agency)  Department of Health  Department of Environmental Protection  Department of Juvenile Justice  MFMP DMS Team  Testing for the enhancement will be scheduled for mid-February  We are on target for implementation before the end of March

Page - 20 Agenda  Welcome / Introduction  OPPAGA Report- MFMP Next Generation  Recent Enhancement: Vendor Username / Password Reset Functionality  Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)  Update on SPURS Line Item Detail  SPURS Update: Revoking access to add confidential vendors  Wrap-Up!

Page - 21 Update on SPURS Line Item Detail  SPURSView is the public portal and vendors often use SPURSView to view Direct Order information  Currently, MFMP does not send the line item description information to DMS to display in SPURSView  As part of the SPURS Sunset activities, adding the Purchase Order Line Item Information to SPURSView is being considered  A rough order of magnitude has been completed and would result in an approximate cost of 55 hours  If / When implemented, this change request will not be retroactive

Page - 22 Agenda  Welcome / Introduction  OPPAGA Report- MFMP Next Generation  Recent Enhancement: Vendor Username / Password Reset Functionality  Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)  Update on SPURS Line Item Detail  SPURS Update: Revoking access to add confidential vendors  Wrap-Up!

Page - 23 SPURS Update: Revoking access to add confidential vendors  Officially sunset SPURS purchasing functions  DMS-MFMP and DMS CITS removed agency ability to add confidential vendors to FLAIR via SPURS  As of January 30, 2009, Vendor Add (VA) and Vendor Change (VC) permissions were removed from all SPURS users  Current SPURS users will retain Purchasing Card add access (PK)  All SPURS users with expired passwords were deleted on January 30  Agencies are asked to transition (add/move) all confidential vendors from SPURS to the FLAIR Vendor Client (VC) file by April 1,2009  After April 1, 2009 all confidential vendors will be purged from SPURS

Page - 24 Agenda  Welcome / Introduction  OPPAGA Report- MFMP Next Generation  Recent Enhancement: Vendor Username / Password Reset Functionality  Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)  Update on SPURS Line Item Detail  SPURS Update: Revoking access to add confidential vendors  Wrap-Up!

Page - 25 Wrap Up! Any Questions?