MyFloridaMarketPlace MyFloridaMarketPlace User Meeting March 30, 2004

Page - 2 Agenda Part 1 of User Meeting (For Live and Non-live agency representatives):  Welcome / Introduction  Billing and Collection Functionality Update Part 2 of User Meeting (For Live Agency User Group Participants):  Design Review / Change Request Discussion

Page - 3 MyFloridaMarketPlace Exemption Types  Vendor level exemptions  Contract level exemptions  Transaction level exemptions  This functionality was added with the 4.8 release; available 3/29/04

Page - 4 Vendor Level Exemption  A vendor level exemption is an exemption that will apply to all transactions conducted with a vendor across all agencies  Examples include:  Reluctant vendors  Recipients of disbursements of state financial assistance (Rule 60A (3)(d)(xi)  MyFloridaMarketPlace has been updated to automatically apply a vendor level exemption for vendors designated as the following:  Governmental entities  Non-profits  Reluctant vendors  Vendors not required to register under Rule 60A  The vendor level exemptions will be updated in early April  The Exception Vendor Form (PUR 3779) has been updated to include a new field to flag whether the vendor is reluctant or not required to register per rule 60A  During the purchasing process, buyers will now be able to easily identify reluctant vendors through the ‘Supplier’ chooser in MyFloridaMarketPlace

Page - 5 Contract Level Exemption  A contract level exemption is an exemption that will apply to all transactions (purchase orders or disbursements) conducted with a vendor for a specific contract within an agency  Contract level exemptions are recorded through PUR 3779  Examples include:  A contract entered into prior to the effectiveness of the rule  A contract with a vendor providing health services below Medicaid rates  Per rule 60A-1.032(d)(e), transactions with an entity designated as a non-profit and governmental agency are exempt from the transaction fee, “unless the entity is awarded a contract following a competitive solicitation involving for- profit entities, and the contract, if awarded to a for-profit entity, would be subject to the transaction fee.”  In situations such as this, it would be necessary to flag that a contract with the governmental entity or non-profit is fee eligible  A new form is being developed to allow agencies to identify exceptions to a vendor level exemption  Agencies will submit the form to the Customer Service Desk for processing at

Page - 6 Transaction Level Exemption  Allow agency to indicate that all or a portion of the transaction is exempt from the transaction fee  This may be flagged at the time of requisition/PO creation or at the time of disbursement on the IR  The transaction fee exemption is flagged on the split accounting line  Users with the role of ‘Exemption Authorized’ may change the exemption status and exemption reason code on the transaction from fee-eligible to exempt or exempt to fee eligible  Users may not change the exemption status or exemption reason code for a reluctant vendor (exemption reason code of ‘1R’)  The Purchase Order has been updated to include the exemption status and reason code so vendors are aware of the fee eligibility for each transaction

Page - 7 Exemption Reason Codes 1AProcurement under Section Florida Statutes 1CProcurement under Chapter 255 Florida Statutes 1BProcurement under Section Florida Statutes 1DTransaction with a non-profit entity 1ETransaction with another governmental agency 1FTransaction with required sole provider or price paid and payee established by Federal or private grant 1GPayment to unregistered vendor under Rule 60A-1.030(3) 1HPayment to vendor in exchange for providing health care services at or below Medicaid rates 1IDisbursement to recipient or sub-recipient; payment to satisfy maintenance of efforts requirements; or payment to match Federal award

Page - 8 Exemption Reason Codes 2ATransaction is critical to the agency’s mission or necessary for public safety and welfare 2BImposition of the fee would prevent the consummation of the transaction 1XContract established prior to rule implementation 1RVendor reluctant to register

Page - 9 Transaction Fee Exemption Not Assigned

Page - 10 Transaction Fee Exempt The user has checked the ‘Transaction Fee Exempt?’ field and the ‘Transaction Fee Exemption Reason’ field is now required.

Page - 11 Exemption Reason Codes

Page - 12 Transaction Fee Exemption – Vendor Level The user has assigned the exemption reason code from the ‘Exemption Reason Code list’

Page - 13 PO with Exemption Status

Page - 14 Transaction Fee Overwrite for a Vendor Level Exemption In the event that a vendor level exemption is applied for a vendor such as a governmental entity, the user has the capability to indicate that the transaction is fee eligible by un- checking the ‘Transaction Fee Exempt?’ field

Page - 15 Transaction Fee Overwrite for a Vendor Level Exemption The user has unchecked the ‘Transaction Fee Exempt? Field thereby removing the ‘Transaction Fee Exemption Reason’

Page - 16 Reluctant Vendor Exemption

Page - 17 Reluctant Vendor Exemption

Page - 18 Reluctant Vendor Exemption The user may not overwrite a vendor level exemption that is flagged as ‘IR’ – Vendor Reluctant to Register

Page - 19 Agenda Part 1 of User Meeting (For Live and Non-live agency representatives):  Welcome / Introduction  Billing and Collection Functionality Update Part 2 of User Meeting (For Live Agency User Group Participants):  Design Review / Change Request Discussion

Page - 20 Releasing Encumbrances for BPOs that had been over-encumbered  Issue: Creating change orders on orders partially paid. Change order encumbrance represents order total, not order total minus payment  Resolution: The project team is working on a design that will track payments made in MyFloridaMarketPlace to the appropriate order. Any change order will initiate logic that determines the rightful remaining encumbrance. Design will also consider impacts to existing POs – minimizing impact.  Go-Live: ASAP (hot fix) Note: ERP Line ID fix also will be included in this fix  Risk – Agencies who create payments outside of MyFloridaMarketPlace and don’t create the tracking Invoice in MyFloridaMarketPlace will continue to encounter this issue after the resolution is implemented.

Page - 21 CR 198 – Do Not Display PCard on PO or Req Considerations: 1) At what points (if ever) should the PCard # be displayed on a requisition/order? (e.g. To vendor, To Buyer…) 2) Punch-Out 3) Maintain encryption during approval process?

Page - 22 Change Request 169, 181, 186 – Buyer Messages CR 169: (DOC) Print Buyer Messages on PO CR 181: (DOH) Print Buyer Messages on PO & Separate from Terms and Conditions CR 186: (Citrus) Add Buyer Codes P1, P2, and CA (non- CR) CR 186 has been determined to be a SIR – will be updated. - Need to determine overall needs for Buyer Messages. - Impacts??

Page - 23 Change Request 87 – Assigning Orders/Receipts to Different Users  You may delegate the approval authority from one user to another. Once delegated, the new user may successfully receive and invoice orders in the old users queue.  You may also change the ‘On Behalf Of’ value for requisitions. The terminated employee may create a change order to change the ‘On Behalf Of’ value to a new user. The new user will be able to successfully receive partial quantities and create change orders to adjust accounting information/quantities.