1. MyFloridaMarketPlace
Approver Training

2. Agenda Approver Responsibilities System Basics Approving Requests
Confidential Information
Scanning and Attachment Guidelines
Questions & Answers

3. Approver Responsibilities
MyFloridaMarketPlace (MFMP) Approver responsibilities may include:
Reviewing and approving a requisition for management purposes
Reviewing and approving a requisition for budgetary purposes
Reviewing and approving a requisition based on the “type” of request being submitted (i.e. Information Technology (IT) related; Operating Capital Outlay (OCO) item; Legal Counsel required approval; Telecommunications related, etc.)
Editing and making changes to a requisition before approving
Denying a requisition (based on your agency’s practices)
Approving a Delegation of Authority for an agency customer in which you are their “supervisor” in MFMP
Acting as a Delegatee for another agency customer to approve/deny their transactions

4. Agenda Approver Responsibilities System Basics Approving Requests
Confidential Information
Scanning and Attachment Guidelines
Questions & Answers

5. System Basics Delegation of Approval Authority
Customers 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
Submitting the Delegation of Authority is necessary to ensure Purchase Requisitions, Invoice Reconciliations and Receipts are approved in a timely manner
Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave
The scheduled delegation will go into effect at 1:00 AM (EST) of the date selected
Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave.

6. System Basics Delegation of Approval Authority
Click on Delegate your authority

7. System Basics Delegation of Approval Authority
Choose an appropriate Delegate
Choose a Start and End Date
A Delegation Reason is not required but is a good business practice
By checking the Notification box, you may choose to continue to be notified of approvals requiring your attention

8. Agenda Approver Responsibilities System Basics Approving Requests
Confidential Information
Scanning and Attachment Guidelines
Questions & Answers

9. Approving Requests Email Notification
-----Original Message-----
From: Ariba Administrator
Sent: Friday, April 20, :36 AM
To: Graves, Ray (DAS)
Subject: PR : '76 DDL Miami Dade alarm renewal for S09' requires your approval because ""
PR : '76 DDL Miami Dade alarm renewal for S09' requires your approval because ""
To view this request in the Ariba system, use the following URL:
part1&username=graves.ray&passwordadapter=CryptPasswordAdapter&itemID=2b
0tsfo.1u&awcharset=UTF-8
Requisition No. PR
Created on Thu, 12 Apr, 2007 by Eva Kendrick
If you have selected to be notified by to approve a transaction, the system will send you an similar to this
Click on the hyperlink
Sign into MFMP
Review and act on the approvable

10. Approving Requests Approval Queue
Click the Approve Requests link to begin reviewing items in your queue

11. Approving Requests Approval Queue
By clicking on any of the header fields you can arrange the requests by ascending or descending order
You may find it helpful to group items in your queue

12. Approving Requests Approval Queue
Items have been grouped by Status
Expand or collapse each group by clicking on the gray arrow
Grouped items contain the count of the transactions in that status

13. Approving Requests Approval Summary
The approval summary shows pertinent information from the requisition
You can navigate through your approval queue

14. Approving Requests Approval Summary
Comments and attachments are viewable at the bottom of the requisition
Attachments are opened by clicking on the link

15. Approving Requests Approval Summary
Click the PR link or the Title link to see all details of the requisitions

16. Approving Requests Requisition Detail
When the link to the PR is chosen, you will be taken to the Summary Tab

17. Approving Requests Requisition Detail
Each tab contains pertinent information on the requisition
In Hide Details view, you cannot see all of the details of the line item (vendor name, FEID, full description, accounting information, etc.)
To see all of the details, click the “Show Details” link

18. Approving Requests Requisition Detail
The Show Details link allows you to view the line item information

19. Approving Requests Requisition Detail
To edit the line item, check the box to the left of the line item #
When the line item is checked, you can edit, copy or delete your line item

20. Approving Requests Requisition Detail
The procurement information is listed at the top of the page and the accounting information is listed at the bottom of the page

21. Approving Requests Requisition Detail
In the History tab, every user and the action they take is captured. If any part of the requisition was edited, you would click on the edited “link” to view the changes made

22. Approving Requests Requisition Detail
The workflow details all roles/persons required to approve the requisition
A requisition can be awaiting approval in a person’s queue for 10 days before it will escalate to the person’s supervisor
Transactions will NOT escalate if active with a role (ex. 7200: Purchasing Office) only if active with a person (ex. Anthony Garcia)
A role or person can be added to the approval flow if necessary

23. Approving Requests Archiving and Approval Summary
At the time of approving the request:
Select to archive your approvable
The transaction will no longer be in your Approve Requests queue unless you are the next approver in the approval flow
Select next request summary to bring up the next approvable in the queue

24. Agenda Approver Responsibilities System Basics Approving Requests
Confidential Information
Scanning and Attachment Guidelines
Questions & Answers

25. Confidential Information
Confidential Information that is directly related to an individual is prohibited from being included in MFMP. This includes information included in the comments field, line item description as well as attachments. Including such information in MFMP may violate F.S as well as comparable federal regulations relating to confidentiality such as the Health Insurance Portability and Accountability Act (HIPAA)
Agency specific questions about confidential information should be directed to their agency’s HIPAA compliance officer or General Counsel’s Office
It is the agency’s responsibility to redact this information prior to posting it to MFMP. Workflow approvals that are included in MFMP offer the opportunity for multiple customers to identify and take action against a transaction that includes confidential information, including initiating the Confidential Information Purge Request process. The form and process are posted on the MFMP toolkit under Job Aids

26. Confidential Information
Examples of confidential information include, but are not limited to, the following items:
Names
All elements of dates (except year) directly related to an individual, including birth date, admission date, discharge date, and date of death
Telephone numbers
Electronic mail addresses
Social security numbers
Medical record numbers
Health plan beneficiary numbers
Account numbers
Certificate/license numbers
All geographic subdivisions smaller than a state, including street addresses, city, county and zip codes

27. Agenda Approver Responsibilities System Basics Approving Requests
Confidential Information
Scanning and Attachment Guidelines
Questions & Answers

28. 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

29. Agenda Approver Responsibilities System Basics Approving Requests
Confidential Information
Scanning and Attachment Guidelines
Questions & Answers

30. Thank you for your attendance. We’re here to help
Thank you for your attendance. We’re here to help. Contact the Customer Service Desk at or or the MFMP Team with any questions that you may have.
Kasey Bickley, CPPB, FCCM
Purchasing Process Analyst
(850)
Anne Rabon, LSSG
F&A Process Analyst
(850)
Eric Swanson
Vendor Management Analyst
(850)
Amy Smyth Zeigler, M.S., PMP
Communications Analyst
(850)
Rachael Lieblick, PMP, FCCM
Operations Manager
(850)