1. MyFloridaMarketPlace Customer Round Table Meeting
November 3, 2016
Michael to introduce Betsy

2. MFMP Contract Extension Recent Enhancements Fax Transition Effort
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition Effort
MFMP University Update
New Commodity Codes
Annual Customer Survey Results
VIP Updates
Trivia
Open Forum
Bruce –
Judson –
Eric –

3. MFMP Contract Extension
The MFMP contract (Contract #: DMS 11/12-030) was extended until June 30, 2017
The MFMP Contract was renewed effective July 01, 2017 through June 30, 2021
Agencies will not be impacted by the contract extension
Betsy

4. MFMP Contract Extension Recent Enhancements Fax Transition Effort
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition Effort
MFMP University Update
New Commodity Codes
Annual Customer Survey Results
VIP Updates
Trivia
Open Forum
Bruce –
Judson –
Eric –

5. CR 291: OBO Approval Flow
Agencies now have the option to opt-in to an additional requisition approval flow
After opting-in, if a customer with the CO No Workflow permission changes the On Behalf Of (OBO) field, MFMP only generates the new OBO in the approval flow
Any change to the OBO field and a field on the CO No Workflow list will only generate the new OBO in the approval flow
Any change to the OBO and a field not on the CO No Workflow list will regenerate the standard approval flow
If the customer does not have the CO No Workflow permission, the standard approval flow will generate
In order to activate this functionally, agencies must contact the MFMP Customer Service Desk and the update will be made per a standard Operational Data Request (ODU)
Robert

6. CR 295: FLAIR Password Validation
This enhancement adds functionality to the existing MFMP FLAIR Login Information eForm to confirm that the FLAIR password entered on the eForm matches the credentials in FLAIR
FLAIR must be operational for the eForm to validate the password
A new checkbox titled “Validate Credentials in FLAIR” will be added to the MFMP FLAIR Login Information eForm and will be default to checked
Customers may uncheck the checkbox if they do not wish to validate their password in FLAIR
If a customer wishes to submit the eForm outside of expected FLAIR operational periods, they should uncheck this box
Robert

7. FLAIR Password Validation Cont.
An notification will be sent to the customer submitting the MFMP FLAIR Login Information eForm if the validation attempt fails in FLAIR
Customers will not have the ability to resend a previously failed MFMP FLAIR Login Information eForm and a new MFMP FLAIR Login Information eForm must be created to re-attempt validating the login credentials
This enhancement is scheduled for the November Release
Robert
CR305 will be discussed at the end.

8. MFMP Contract Extension Recent Enhancements Fax Transition Effort
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition Effort
MFMP University Update
New Commodity Codes
Annual Customer Survey Results
VIP Updates
Trivia
Open Forum
Bruce –
Judson –
Eric –

9. Fax Transition Effort
As of February 1, 2017, MyFloridaMarketPlace will no longer send purchase orders to vendors via fax
Vendors may continue to receive purchases orders via fax using an external to fax conversion service
The MFMP team will be contacting all vendors who are registered with fax and customers with open orders regarding this upcoming change
MFMP will update all vendor accounts that were not updated by February 1, However, as the MFMP team is unable to verify whether or not the PO receipt address is valid, MFMP strongly recommends that vendors update their own account prior to February 1, 2017
The MFMP team developed a job aid for vendors with step-by-step instructions on how to change their purchase order receipt method within VIP
MFMP encourages agencies to share this information with their vendors to avoid potential delays in receiving updated orders
Delvis

10. MFMP Contract Extension Recent Enhancements Fax Transition Effort
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition Effort
MFMP University Update
New Commodity Codes
Annual Customer Survey Results
VIP Updates
Trivia
Open Forum
Bruce –
Judson –
Eric –

11. MFMP Training
All third quarter training registrations are available on the MFMP U website
The MFMP team will be offering in-person training in the FL panhandle in the early spring
The MFMP team recently developed and distributed a new System Administrator newsletter (distributed on September 9, ). Please let our team know if there are other areas where the MFMP team can provide additional training or communication support
Bruce

12. MFMP Communication Updates
The MFMP team has recently begun to distribute communications following each system enhancement. These communications contain pertinent information about the change, who it impacts, and other such information
Have you found the new communications helpful?
Beginning on January 1, 2017, the team will be piloting a process to distribute certain training related communications (e.g. Inside MFMP U) via an online tracking system. This will allow the team to track open rates, link clicks, etc
Please let the team know if your agency has any difficulty receiving MFMP University communications after January 1st
Bruce

13. MFMP Contract Extension Recent Enhancements Fax Transition Effort
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition Effort
MFMP University Update
New Commodity Codes
Annual Customer Survey Results
VIP Updates
Trivia
Open Forum
Bruce –
Judson –
Eric –

14. New Commodity Codes
MFMP will update the current MFMP commodity code set to the latest version of the United Nations Standard Products and Services Code (UNSPSC v19) on November 16th
As part of this project, a governance group was established consisting of agency customers with the goal of reviewing the new codes and making recommendations on which codes to activate in MFMP
The latest UNSPSC code release focused on medical diagnoses services and dental/medical products
The governance group reviewed about 4,000 codes
The governance group recommended the activation of 187 new codes.
The new MFMP commodity code set has 17,081 total codes
More information about the Commodity Code Change Management Process can be found on the DMS Website
Bruce

15. MFMP Contract Extension Recent Enhancements Fax Transition Effort
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition Effort
MFMP University Update
New Commodity Codes
VIP Updates
Annual Customer Survey Results
Trivia
Open Forum
Bruce –
Judson –
Eric –

16. VIP Updates and Reminders
MFMP will be performing the annual vendor inactivation process on November 17, 2016
This will remove all inactive vendors from MFMP Buyer and Sourcing
Upon request, MFMP will provide administrative access to VIP where approved customers can view vendor FEINs or SSNs
System Administrators can request unique VIP access for customers as needed. All requests must be approved by a System Administrator
Please contact the Customer Service Desk to deactivate accounts when a customer has left the agency or is no longer in that role
In conjunction with the November vendor inactivation, MFMP will inactivate administrative VIP accounts that have not been accessed since May 28, 2016
This will provide increased controls over vendor data
This will be an ongoing annual activity
Michael

17. MFMP Contract Extension Recent Enhancements Fax Transition Effort
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition Effort
MFMP University Update
New Commodity Codes
VIP Updates
Annual Customer Survey Results
Trivia
Open Forum
Bruce –
Judson –
Eric –

18. Preliminary Survey Results
Purchasing
Finance & Accounting
2,739 surveys distributed (+2.5% vs 2015)
679 survey responses (+18.9% vs 2015)
1,167 surveys distributed (+16.7% vs 2015)
228 survey responses (+46.2% vs 2015)
Answer Options
Overall Satisfaction
Purchasing Satisfaction
F&A Satisfaction
5. Very Satisfied
223
166 57
4. Satisfied
394
293
101
3. Moderately Satisfied
202
150 52
2. Dissatisfied 28 24 4
1. Very Dissatisfied 6
0. No Basis 54 40 14
Total
907
679
228
2016 Satisfaction %
96.01%
95.31%
98.13%
2015 Satisfaction %
93.94%
93.78%
94.52%
Felicia

19. MFMP Contract Extension Recent Enhancements Fax Transition Effort
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition Effort
MFMP University Update
New Commodity Codes
Annual Customer Survey Results
VIP Updates
Trivia
Open Forum
Bruce –
Judson –
Eric –

20. During Hurricane Hermine, how much spend went through MFMP?
Trivia Question
During Hurricane Hermine, how much spend went through MFMP?
$10 million
Felicia

21. MFMP Contract Extension Recent Enhancements Fax Transition Effort
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition Effort
MFMP University Update
New Commodity Codes
Annual Customer Survey Results
VIP Updates
Trivia
Open Forum
Bruce –
Judson –
Eric –

22. Open Forum The open forums are intended to:
Discuss issues and concerns from agencies
Identify and review improvements to MFMP applications, training, and/or communications.
Allow agencies to discuss internal process/policies with each other
After each meeting, the MFMP team will:
Review feedback and determine next steps (create CR, find existing CR #, provide training material, follow-up for additional context, etc.)
Communicate status back to original feedback originator
Michael

23. Highlights from the August Meeting
Of the ten items that were discussed, two were identified as potential change requests
The request to send a notification to the OBO/Requester when a requisition fails FLAIR was added to the CR list and may be discussed and voted on in an upcoming CRB meeting
The request to update the system searches in Buyer is scheduled for the November Release
The MFMP team has sent follow-up communications to all customers who responded to the August CRT Feedback Survey or who provided feedback in the August CRT Meeting
Please let the MFMP team know if you have any additional questions regarding the feedback provided
Requesters in DFS have complained that since we default Buyer searches to include a customer date field, when they search from the Dashboard by the transaction ID, it doesn't automatically return transactions older than 3 months. Nancy Jewett, DFS – We sent information regarding the fact that this is not recommended system functionality
Request to update default search fields in Buyer - removing 'title' and 'Encumbrance' from the default list. Nancy Jewett, DFS We sent information regarding the fact that this is not recommended system functionality and we’ll be developing a job aid to explain how to set these defaults in a user’s account
Terry suggested to give agencies access to VIP in order to view FEINs. Terry Paul, DOR - We called her and explained how to access her existing account
Terry suggested that we move the 'W-9' status field in Buyer (when searching for vendors) to the left so that it is visible without scrolling Terry Paul, DOR – We explained that it is visible depending on a customer’s browser setting (zoom).
DEA requested that we create a new permission in Buyer to allow that user to delete comments/attachments added by another user. There was a suggestion to try these edits on the history tab. Byron Saper, DEA - We sent information regarding the fact that this is not recommended system functionality
DOR suggested that we create a way (other than having the requester withdraw the requisition) to remove approvers from the flow. Their complaint was due to the fact that their requester didn't correct the Object Code on the requisition prior to submission and then the OC approver was in the flow unnecessarily. Terry Paul, DOR - We sent information regarding the fact that this is not recommended system functionality
There was a request to not have to withdraw the requisition and then send it back through the full approval flow when a PR fails FLAIR integration. Rather, it would be helpful to have a shorter approval flow for these situations. Byron Saper, DEA - Due to the fact that a PR may fail FLAIR due to a variety of reasons, this would be a large change effort.
DEA complained that when a user makes a change to the requisition later in the flow when they were also the preparer, the system regenerates the flow. He would like the system to not regenerate the flow. Byron Saper, DEA – This is how the system should function.

24. If you have further questions please contact the MFMP team at
Wrap Up
If you have further questions please contact the MFMP team at