MyFloridaMarketPlace MyFloridaMarketPlace User Meeting May 3, 2007

Page - 2 Agenda  Welcome / Introduction  MyFloridaMarketPlace Project Update  MFMP 2.0 Update  Release Update  Known Issues  Ongoing Communications  Reports  Year End Processing  Review of System Processes  Available Reports and Job Aids  Upcoming Information from DFS  Next Meeting Time / Location

Page - 3 Agenda  Welcome / Introduction  MyFloridaMarketPlace Project Update  MFMP 2.0 Update  Release Update  Known Issues  Ongoing Communications  Reports  Year End Processing  Review of System Processes  Available Reports and Job Aids  Upcoming Information from DFS  Next Meeting Time / Location

Page - 4 MFMP 2.0 The Path to Success Plan Design TrainingFun Facts System Administrator training conducted for all SAs across participating agencies User Acceptance Test training conducted for UAT participants prior to the testing activities Agency readiness training conducted for 28/29 agencies Requestor training conducted as refresher training on the MFMP 2.0 platform o 59 System Administrators trained from 27 agencies o 26 people from 12 CRB agencies completed UAT training o 850 people representing 23/27 agencies (85%) received agency training o 2,130 people attended training including requestor training at Tallahassee, Tampa, Ft Lauderdale, Miami, Jacksonville and Orlando o Total number of users trained by the project team for the upgrade is double the number trained for initial implementation Test Technical Infrastructure Build Train 4/2/07 Deploy Feb-Mar

Page - 5 MFMP 2.0 The Path to Success Plan Design DeployFun Facts Acceptance at multiple stages of the project based on predefined criteria Multiple test runs of conversion programs 2 Full dress rehearsals of all conversion tasks Support from several sources to achieve round the clock operations and success o Although only 3 runs planned for conversion testing 12 runs were conducted; achieving a 85% reduction in timing o Dress rehearsal checklist includes 321 items, 29 resources, supporting 24-hour activity and monitoring o 44 project personnel, 12 CRB members, and 28 testers participated in the upgrade effort o The 44 project personnel worked over 22,000 hours on the upgrade Test Technical Infrastructure Build Train 4/2/07 Deploy Mar-Apr

Page - 6 Release Update  Since the go-live of MFMP 2.0, the team has completed additional releases that have resulted in 18 SIR fixes in the Production environment. Areas addressed include:  Non-Catalog Purchase Description field (addressed the inability for users to hit the ‘Enter’ key and enter a full description)  eQuote (ability to create requisitions, displaying of correct unit of measure)  notification corrections (correcting the url address in notification s, correcting dropdown box values in the ‘ preferences’ area)  Invoicing (resolving header level error messages, validating that only the auditor can modify the reason code)  Attachments (inability to attach documents larger than 4 MB)  The team is continuing to troubleshoot issues with FLAIR integration, and is performance testing a solution to be released shortly  Release Notes will continue to be published for any upcoming releases and will be distributed to agency contacts prior to the release date

Page - 7 Known Issues  To better communicate “Known Issues” with users, the project team is developing a report to be sent to Liaisons on a weekly basis via , and also posted on a secure site  The report will include relevant information about the issues including the SIR #, Master Ticket #, the issue title, the description and impact to the user, a workaround (if one is possible), and the functional area affected by the issue  Even though agencies will be receiving these updates, it is still valuable for the team to have examples of issues you may be encountering. Please continue to send these to the Customer Service Desk as appropriate

Page - 8 Communications Update  The team is continuing to communicate to agency contacts about the top issues reported to the Customer Service Desk and the known resolutions  As issues come into the Customer Service Desk, the team is taking steps to investigate, including attempts to reproduce the issue. Within 5 business days, your issue will have a resolution or have been escalated for further investigation

Page - 9 Reports  On the DMS Reports website ( ftp.state.fl.us/xx00), several of the reports contain data from previous fiscal yearshttp://dms-purchasing- ftp.state.fl.us/xx00  The MFMP team is looking to have current fiscal data on the report and move the old fiscal data to separate reports  This will focus the date range for the data that agencies are receiving

Page - 10 Agenda  Welcome / Introduction  MyFloridaMarketPlace Project Update  MFMP 2.0 Update  Release Update  Known Issues  Ongoing Communications  Reports  Year End Processing  Review of System Processes  Available Reports and Job Aids  Upcoming Information from DFS  Next Meeting Time / Location

Page - 11 Certified Forwards: Process Overview Finance and Accounting Required Receiver

Page - 12 Payables: Process Overview (Assumed to only need Finance and Accounting to complete)

Page - 13 Release Encumbrance: Process Overview (Assumed to only need Finance and Accounting to complete)

Page - 14 Disbursement Transaction Override  During disbursement processing, the disbursement transaction type may be changed from encumbered to unencumbered disbursement, or unencumbered to encumbered disbursement by checking or unchecking the ‘Encumber Funds’ checkbox  Users assigned the “Invoicing” group will have the ability to overwrite the disbursement type  The ‘Encumber Funds’ checkbox is at the split accounting level and must be updated for each split accounting line  If the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance eForm to release the remaining encumbrance amount

Page - 15 Suggested Year End Reports  There are several MyFloridaMarketPlace reports which are generated and posted to the DMS website ( for use by agencieshttp://dms-purchasing-ftp.state.fl.us/xx00/  A username and password are required to access these reports (requests for access can be sent to  The reports are posted as zipped documents and will require the use of WinZip (or another comparable tool) to view the data  These reports may be used to assist in the maintenance of user accounts, shipping and billing addresses, and tracking orders, and reconciling invoices received for purchase orders  The data contained within these reports are updated on a daily, weekly and monthly basis  Historically, a subset of these reports have been used for year end processing  A listing of the available reports along with a brief description for each is included in a Job Aid that has been posted to the MFMP Toolkit ( ace/buyers/myflorida_marketplace_toolkit) ace/buyers/myflorida_marketplace_toolkit  It is recommended that Agency Liaison work with Agency IT contact to access and load reports into appropriate program (e.g., some files may be too large for Excel and will require an alternate program)

Page - 16 Suggested Year End Reports  The following reports (from the DMS site) should be helpful in year end processing:  Invoice Reconciliation Report  This report is contained within the ‘IR‘ zip and provides a listing of all invoice reconciliations (IRs) which are in ‘Reconciling’ or ‘Approving’ status  This report does not list IRs in ‘Rejected’ or ‘Paid’ status or invoices sent from the ASN. ASN invoices are listed on the IR With Last Approver Report  IRs With Last Approver  This report is contained within the ‘IRs_With_Last_Approv’ zip and provides a listing of the invoice reconciliation (IR) requests in ‘Reconciling’ and ‘Approving’ status  This report will list IRs generated from the ASN (PUI: 9999) and IRs which have failed Central FLAIR. The IRs which has failed Central FLAIR will list the approving invoice manager by name and will remain in ‘Approving’ status until resolved  This report will continue to exclude IRs which list ‘FLAIR Integration’ as the active approver and does not list IRs in ‘Rejected’ or ‘Paid’ status. The current approver will be listed on the report  The report will also list IRs which have been routed to the ‘Invoice Administrator’ queue. If the Invoice Administrator is the active approver, all accounting errors must be corrected by the agency. Once updated, the IR will be rejected by the Invoice Administrator upon written notification

Page - 17 Suggested Year End Reports cont’d  Year End Reports continued:  POs Without IRs  This report is contained within the ‘POs_without_IRs’ zip and provides a listing of all purchase orders partially received and not invoiced (PR status 'Receiving'), purchase orders partially received and closed or fully received (PR status 'Received'), and service purchase orders which have no associated invoice reconciliation (PR status 'Ordered')  All Received Orders Report  This report is contained within the ‘All_Received_Orders‘ zip and provides a listing of all commodity purchase orders which have been partially received and closed and purchase orders which are fully received (PR status ‘Received’) for an agency  All Open Orders Report  This report is contained within the ‘All_Open_Orders’ zip and provides a listing of all open orders (service orders and non-services orders) for an agency  This report will list all open orders in Ordering, Ordered, and Receiving status

Page - 18 Agenda  Welcome / Introduction  MyFloridaMarketPlace Project Update  MFMP 2.0 Update  Release Update  Known Issues  Ongoing Communications  Reports  Year End Processing  Review of System Processes  Available Reports and Job Aids  Upcoming Information from DFS  Next Meeting Time / Location