1. MyFloridaMarketPlace Approver Training April, 2007

2. Page - 2 Agenda  System Basics  Terminology  Log in/ Logout  User Preferences  HSMV Best Practices  Accessing Requisitions  Via email  Approve Requests  HSMV Best Practices  Approval Summary vs. Full detail  HSMV Best Practices  Reviewing Requisitions/Change Orders  Tabs  Edit and/or Approve/Deny  Viewing history  Workflow mgmt  Adding Approvers  HSMV Best Practices  Comments and Attachments  HSMV Best Practices  System Searches  Choosing the right criteria  Saving Searches  Reporting  HSMV Best Practices

3. Page - 3 System Basics  System Basics  Terminology  Log in/ Logout  User Preferences  HSMV Best Practices  Accessing Requisitions  Via email  Approve Requests  HSMV Best Practices  Approval Summary vs. Full detail  HSMV Best Practices  Reviewing Requisitions/Change Orders  Tabs  Edit and/or Approve/Deny  Viewing history  Workflow mgmt  Adding Approvers  HSMV Best Practices  Comments and Attachments  HSMV Best Practices  System Searches  Choosing the right criteria  Saving Searches  Reporting  HSMV Best Practices

4. Page - 4 Terminology  Direct Order (DO) = Purchase Order (PO)  Direct orders are purchase orders that are automatically generated in MFMP when a requisition is fully approved. Direct Orders are then sent directly to relevant suppliers by fax or email.  Requester = Purchaser = On Behalf Of (OBO)  The person who submits a request for good or services  Encumbering = Reserving money from your budget in the state’s accounting system (FLAIR). When you encumber you will get an encumbrance number.  Line Item – One item on an order regardless of quantity.  Split Accounting – A MFMP feature that allows the cost of a line item to be split between different accounts and funds. Splits can be by percentage, quantity, and total amount.  eForm – An electronic form. Examples include Invoice eForm and Cancel Requisition eForm.

5. Page - 5 Terminology  Approval Flow – Approval flows specifies which individuals review a request. Approvals can be active, approved, or denied. Examples include requisitions and delegation of authority requests.  Watcher - An optional approver in an approval flow.  Commodity – An item of physical property. Normally these items have a commodity code that begins with a number other than 9.  Receipt – Physical acceptance of an item. In MFMP a receipt is completed for all commodity purchases.  Three-way Match – Process by which MFMP matches the purchase order, receipt, and invoice to check for any variances in quantity or amount. This match is done for commodity invoices.  Service – Work done by someone that does not include the manufacturing of goods. Normally these items have a commodity code that begins with the number 9.  Two Way Match – Process by which MFMP matches the purchase order to the invoice. This match is done for service invoices. The requester or OBO must approve the invoice.

6. Page - 6 Terminology  Redact – Obscuring or removing sensitive (confidential) information prior to scanning and attaching the document into MFMP.  Session – A single period of time when using the MyFloridaMarketPlace system. A user’s session will time-out after 15 minutes of inactivity. A pop-up box will appear at the 14 th minute and provide a count down of 60 seconds, prior to session logout (for a total time out of 15 minutes).  Status – The status of a transaction is determined by the actions taken for a given type of transaction. The most common statuses are: Composing, Submitted, Denied, Approved, Ordered, Canceled, Receiving, Received, and Withdrawn.  Additional information can be found on the MFMP Toolkit available on the DMS website. http://dms.myflorida.com/business_operations/state_purchasing/myflorida_mark etplace/buyers/myflorida_marketplace_toolkit/job_aids http://dms.myflorida.com/business_operations/state_purchasing/myflorida_mark etplace/buyers/myflorida_marketplace_toolkit/job_aids

7. Page - 7 Login Screen You can select “where” you want to go by clicking on your option in the dropdown box Sign in with your user name and password. If you do not use know your password please contact your system administrator

8. Page - 8 Home Page The “circle” on the home page is called a “Swoosh”. All items on the Swoosh correlate to a header on the shortcut menu. Because the shortcut menu includes the actionable items, it saves you a step to click on your link(s) under the shortcut menu as opposed to clicking on the header of your Swoosh and then selecting your item for action there. Shortcut Menu

9. Page - 9 Logout Remember to log out by clicking the Logout button. Don’t click the “X” on your Explorer screen.

10. Page - 10 Logout Warning When your session has been idle, the Logout Warning popup will appear with a countdown of 60 seconds. If you want to continue with your work in MFMP, click on the Cancel Logout and your session will remain open.

11. Page - 11 Personal Account Preferences To Change your Password, Delegate Approval Authority, Change Your Profile or Email notifications, click on your Preferences link.

12. Page - 12 Personal Account Preferences From this menu you can change any of these items.

13. Page - 13 Delegation of Authority  As a reminder, users should complete a Delegation of Authority when they are going to be on leave and/or out of the office and unable to obtain Internet access.  The delegation authorization is completed by accessing Preferences, selecting Delegation of Authority and completing the required fields.  Delegation is to start at 12:00 a.m. on the date selected.  Be sure to give enough time so that if your supervisor is required to approve your request, they will be able to do so in advance of the intended start date of the delegation.  Delegation is extremely important to ensure Requisitions/Requests are approved in a timely manner.

14. Page - 14 Delegate Approval Authority The first three fields must be selected prior to the submission of the document

15. Page - 15 Email Notifications – General Approvables In this example, we are selecting preferences for General Approvables. Drill down in your edit preferences box and click on General Approvables.

16. Page - 16 Editing Email Notifications Select Send Email Immediately to receive an email as soon as your approval is required. Select Send Email Summary to receive an email once a day and it will include all items that require your approve. Change your Notification Method to alter how you receive email notifications: once a day or once every time you need to approve something.

17. Page - 17 Editing Email Notifications Change your Notification Frequency to change how often you receive notifications. Select Send Repeatedly to receive emails more than once. Select Send Once to receive only one email about an approvable. Select Never Send to never receive an email about an approvable.

18. Page - 18 Accessing Requisitions  System Basics  Terminology  Log in/ Logout  User Preferences  HSMV Best Practices  Accessing Requisitions  Via email  Approve Requests  HSMV Best Practices  Approval Summary vs. Full detail  HSMV Best Practices  Reviewing Requisitions/Change Orders  Tabs  Edit and/or Approve/Deny  Viewing history  Workflow mgmt  Adding Approvers  HSMV Best Practices  Comments and Attachments  Please include comments if denying requisition or adding additional approvers  HSMV Best Practices  System Searches  Choosing the right criteria  Saving Searches  Reporting  HSMV Best Practices

19. Page - 19 Approval Email Notification -----Original Message----- From: Ariba Administrator [mailto:fl_notification@myfloridamarketplace.com]mailto:fl_notification@myfloridamarketplace.com Sent: Friday, April 20, 2007 9:36 AM To: Graves, Ray (DAS) Subject: PR1432871: '76 DDL Miami Dade alarm renewal for S09' requires your approval because "" PR1432871: '76 DDL Miami Dade alarm renewal for S09' requires your approval because "" To view this request in the Ariba system, use the following URL: https://myfloridamarketplace.com:9140/Buyer/Main/ad/webjumper?partition= part1&username=graves.ray&passwordadapter=CryptPasswordAdapter&itemID=2b 0tsfo.1u&awcharset=UTF-8 Requisition No. PR1432871 Created on Thu, 12 Apr, 2007 by Eva Kendrick If you have your email notifications turned on, the system will send you an email similar to this. You can click the circled link and once you sign into MFMP you will be taken directly to that item.

20. Page - 20 Approval Queue Click the Approve Requests to begin reviewing items in your queue.

21. Page - 21 Approval Queue You can group items in your queue or export items to Excel. By clicking on any of the header fields you can arrange the requests by ascending or descending order.

22. Page - 22 Approval Queue Items have been grouped by Status. You can expand or collapse each group by clicking on the gray arrow. Notice that when you group items MFMP counts the items in each status. If you see items in you Approve Requests folder that you have already approved, they need to be archived. Simply check the box next to the item and click the Move button to archive them.

23. Page - 23 Using the scroll feature within your queue As you scroll down the page, the system will pull back more information for you. You may see the Retrieving data bar as this happens. Scroll down the page to view additional requests.

24. Page - 24 Approvals  System Basics  Terminology  Log in/ Logout  User Preferences  HSMV Best Practices  Accessing Requisitions  Via email  Approve Requests  HSMV Best Practices  Approval Summary vs. Full detail  HSMV Best Practices  Reviewing Requisitions/Change Orders  Tabs  Edit and/or Approve/Deny  Viewing history  Workflow mgmt  Adding Approvers  HSMV Best Practices  Comments and Attachments  Please include comments if denying requisition or adding additional approvers  HSMV Best Practices  System Searches  Choosing the right criteria  Saving Searches  Reporting  HSMV Best Practices

25. Page - 25 Approval Queue This is the expanded view of an approval queue. You can collapse the view by clicking the circled tab.

26. Page - 26 Approval Summary You can navigate through your approval queue as long as the total required approvables do not exceed 500. Scroll to see more information. Approval flow window. The approval summary gives you a somewhat abbreviated view of the requisition

27. Page - 27 Approval Summary Comments and attachments

28. Page - 28 Approval Summary Click link to view whole request.

29. Page - 29 Clicking on the ID or Title link brings up the approvable. Full Detail View

30. Page - 30 Reviewing Requisitions/Change Orders  System Basics  Terminology  Log in/ Logout  User Preferences  HSMV Best Practices  Accessing Requisitions  Via email  Approve Requests  HSMV Best Practices  Approval Summary vs. Full detail  HSMV Best Practices  Reviewing Requisitions/Change Orders  Tabs  Edit and/or Approve/Deny  Viewing history  Workflow mgmt  Adding Approvers  HSMV Best Practices  Comments and Attachments  HSMV Best Practices  System Searches  Choosing the right criteria  Saving Searches  Reporting  HSMV Best Practices

31. Page - 31 Tabs You can review information regarding the history of the requisition and who has approved it by clicking on the tabs. You can hide information or see more detailed information by clicking on this link.

32. Page - 32 Hide Details vs. Show Details The details are now displayed. This view also show all the related accounting information.

33. Page - 33 Edit and/or Approve/Deny To edit line items, click the checkbox for the line you want to edit and then click the edit button.

34. Page - 34 Editing Line Items Review and edit line items as necessary. The procurement information is listed at the top of the page and the accounting information is listed at the bottom of the page.

35. Page - 35 Viewing History You can click on any of the action links to get additional information.

36. Page - 36 Workflow Management You can review the workflow to see you the next approver is.

37. Page - 37 Adding an Approver Add approvers or watchers as needed by selecting the approver’s name and choosing where they should be added in the flow by clicking the radial button next to the appropriate node in the flow.

38. Page - 38 Adding Approvers In this example, we are adding an approver in parallel with the Purchasing Agent and added a comment as to the reason for the addition.

39. Page - 39 Approving the requisition at the Approval Flow page Verify that the system has added your approver. Note: by “hovering” over the added approver’s name, you can see the reason for the add. From this view you can Approve the requisition by clicking on the Approve button.

40. Page - 40 Provides the ability to bring up the next approvable in the queue. If checked, after clicking the OK button you will be taken to the Approval Summary page for the next approvable in your queue. Including comments/ archiving your approval/ going to the Next Summary It is critical that you select to archive your approvable when you approve the request. This is to ensure it will no longer appear in your Approve Requests queue if you are not the next approver or no longer in the approval flow. Once checked, it does not have to be checked again for future requisitions.

41. Page - 41 Comments and Attachments  System Basics  Terminology  Log in/ Logout  User Preferences  HSMV Best Practices  Accessing Requisitions  Via email  Approve Requests  HSMV Best Practices  Approval Summary vs. Full detail  HSMV Best Practices  Reviewing Requisitions/Change Orders  Tabs  Edit and/or Approve/Deny  Viewing history  Workflow mgmt  Adding Approvers  HSMV Best Practices  Comments and Attachments  HSMV Best Practices  System Searches  Choosing the right criteria  Saving Searches  Reporting  HSMV Best Practices

42. Page - 42 Scanning and Attachments  MyFloridaMarketPlace supports the storage of necessary payment- related information such as purchase orders, contracts and invoices and supporting documentation in conformance with established guidelines.  Attachments that include confidential information are not considered appropriate for uploading into MFMP, and if they are confidential, uploading them into MFMP may violate F.S. 119.071 as well as comparable federal regulations relating to confidentiality such as HIPAA.  It is the agency’s responsibility to redact this information prior to posting it to MyFloridaMarketPlace. Workflow approvals that are included in MyFloridaMarketPlace offer the opportunity for multiple users to identify and take action against a transaction that includes confidential information, including initiating the ‘Attachment Purge Request’ process (form and process is posted on the MyFloridaMarketPlace toolkit).

43. Page - 43 Scanning and Attachments  Attachments on a MyFloridaMarketPlace transaction should be less than 4 megabytes in size  Recommended File Types For MyFloridaMarketPlace are .bmp – Bitmap Image .doc MS Word .pdf – Adobe Acrobat Forms Document .csv – MS Excel Comma Separated Values File .rft – Rich Text Format .xls – MS Excel Worksheet .pcx – PCX Image Document .tif – TIF Image Document .wri – Write Document  Full details for the Scanning and Attachment Guidelines are posted on the toolkit  http://dms.myflorida.com/business_operations/state_purchasing/myflorida_mark etplace/buyers/myflorida_marketplace_toolkit http://dms.myflorida.com/business_operations/state_purchasing/myflorida_mark etplace/buyers/myflorida_marketplace_toolkit

44. Page - 44 System Searches  System Basics  Terminology  Log in/ Logout  User Preferences  HSMV Best Practices  Accessing Requisitions  Via email  Approve Requests  HSMV Best Practices  Approval Summary vs. Full detail  HSMV Best Practices  Reviewing Requisitions/Change Orders  Tabs  Edit and/or Approve/Deny  Viewing history  Workflow mgmt  Adding Approvers  HSMV Best Practices  Comments and Attachments  HSMV Best Practices  System Searches  Choosing the right criteria  Saving Searches  Reporting  HSMV Best Practices

45. Page - 45 System Searches You can search by either clicking on the Explore link on the Swoosh or by clicking on the Search link from the navigation panel.

46. Page - 46 System Searches If you had saved searches they would be listed here. The standard system searches are listed here. You can click the circled link to create a new search.

47. Page - 47 System Searches Available search filters. You can change your search Category from this menu. PR will populate. Need the prefix for the search to work.

48. Page - 48 System Searches You can select multiple items by checking more than one selection. In this example, we’ve selected multiple PUIs.

49. Page - 49 System Searches Check this box to select all the options. In this case we wanted all the PUIs selected (see circled items above.)

50. Page - 50 System Searches. Additional search filters can be added. For example Encumbrance #, Preparer, Approver, etc. Remember it is always best to use at least TWO search criteria; your results will be returned faster

51. Page - 51 System Searches You can add/remove any filters search filters by checking un-checking the boxes.

52. Page - 52 System Searches You can group results by status, date created, etc. Sorting by Date Created may not be the most effective method to sort; it sorts by date and time.

53. Page - 53 System Searches Searches were grouped by status. You can expand/collapse the selection by clicking on the arrow. Grouping by status can assist in managing your workload or tallying the number of items in a particular status.

54. Page - 54 System Searches A system search can be downloaded in EXCEL. A maximum of 500 records will be returned. You can choose to export the entire search or only the current page that is displayed. If you choose the Export Current Page option only 40 records will be exported. The export feature exports exactly how you see the results on the screen.

55. Page - 55 Exporting System Searches The downloaded search will look similar to this. Excel’s auto filter will be activated.

56. Page - 56 Saving System Searches For searches you do often, Save the Search. Click on the Save Search button.

57. Page - 57 Saving System Searches Title the search. Give your search an appropriate title; something meaningful that will trigger your memory. Click “OK” to save the search.

58. Page - 58 Saved System Searches Your saved search is here. Anytime you want to run the search, simply click on the title or the Search button.

59. Page - 59 Reports Job Aid You can use the Reports Job Aid on the MFMP toolkit to find out what each report will do and how often it is run. Click on the link to be taken to the secure website.

60. Page - 60 Report List This is the report job aid. Reports are sorted by the frequency they are run (daily, weekly, monthly).

61. Page - 61 Reporting The secure site requires a user name and password to access reports. If you do not know your agency password, ask your agency system administrator.

62. Page - 62 Opening your Agency’s File Once you select your agency’s PUI, the sign-in pop-up box appears. Type in your agency user name and password.

63. Page - 63 Selecting the Reports Select the report you wish to view by clicking on the appropriate link. You will need WinZip or a similar program to open the zipped files.

64. Page - 64 Opening the Report Open the zipped file to view the report.

65. Page - 65 Viewing Reports in Excel Reports open in an Excel format and can be further sorted and/or saved for your specific needs.