1. MyFloridaMarketPlace
Vendor Performance Tracking

2. Vendor Performance Tracking (VPT) Overview Completing Surveys
Agenda
Vendor Performance Tracking (VPT) Overview
Completing Surveys
Vendor Search / Details
VPT Vendor Research
In today’s presentation we look at Vendor Performance Tracking tool. We will look at how to complete surveys, conduct searches for vendor ratings and export vendor tracking results. We will start with an overview of VPT.

3. VPT Overview VPT Overview
Vendor Performance Tracking (VPT) is the tool agency customers use to enter and monitor vendor performance on a per transaction level
MyFloridaMarketPlace (MFMP) generates a survey after an invoice reconciliation (IR) moves to ‘Paid’ in MFMP
Surveys generate for the following transactions:
State Term Contracts (STC)
State Purchasing Agreements (SPA)
Agency Term Contracts
Other transactions equal to or above $2,500 (including governmental entities)
The vendor performance tracking, VPT, is the tool used by agency customers to rate vendor performance and it allows agency purchasing offices, state purchasing and vendors to monitor vendor performance based on specific transactions.
MyFloridaMarketPlace, MFMP, generates a survey and sends it to requesters when an invoice goes to “Paid” status for all state term contracts, state purchasing agreements, agency term contracts and all other transactions over $2,500.

4. VPT Overview Email Notifications
MFMP sends an to the requester or contract manager (contact) for purchase orders and contracts
The contains a link to VPT to complete the survey
MFMP provides one per day for all “new” pending surveys
VPT surveys can be accessed at anytime through the Common Actions section of your dashboard
Surveys are visible and available until submitted or for 30 days
MyFloridaMarketPlace sends an to the requester or “On Behalf Of” for requisitions or contract manager (Contact) for contracts when an invoice meets the criteria for a VPT survey.
The contains a link for the customer to complete the survey. Customers receive only one a day with the link to complete the surveys. However, you can access the survey at any time from your Common Actions queue. Surveys are available until they are submitted or for 30 days.

5. VPT Overview Email Notifications
This screen shot is an example of the notification that customers receive. When you click the link MFMP takes you to the login page. Once you log in, the system takes you to surveys to complete.

6. VPT Overview VPT Surveys
Surveys pre-populate with transaction-specific information
Customers rate vendors across four categories ranging from 1 (Fails to Meet Most Requirements) to 5 (Exceeds Most Requirements):
Performance to Specifications – e.g. compliance to contract specs
Delivery – e.g. on-time delivery
Invoicing – e.g. accurate billing
Customer Service – e.g. prompt/courteous customer service
Comments may be entered for a survey
Vendors have the ability to view comments relating to their ratings
Completion of the survey is optional
MFMP displays the cumulative VPT ratings during the vendor selection process
The VPT survey populates with information about the specific transaction that qualified for the survey. Complete the survey to rate vendor from a 1, Fails to meet most requirements; to 5, Exceeds most requirements. You are rating the vendor for a specific delivery, not their overall performance.
Rate the vendor on the transaction for the specific qualifying invoice.
Rate the vendor on how well they delivered the order based on the purchase order. Did the vendor get the product or services correct?
Was the Delivery on time
Was the invoice correct? Did they charge you the same way that they quoted you or did they charge you an unexpected delivery charge.
Did you receive prompt and courteous customer service. This can be from calling the vendor for a quote for this purchase to any follow-up you may have had to ensure the delivery was received.
Enter Comments to support the ratings you enter.
Completing the VPT survey is optional, however it is encouraged. The vendor’s VPT rating displays when searching for vendors in MFMP and is a helpful tool for customers who have never used a particular vendor before.

7. VPT Overview Vendor Location
Ratings display to the right when selecting a vendor. To see the vendors rating by category, click the rating score.

8. VPT Overview Rating Details
If you click the score link, VIP displays the rating for each category. VPT displays the number of surveys completed by customers and the total number of possible surveys.

9. VPT Overview Rating Details
Survey scores are calculated using a 5 year average
Vendors can access ratings through their registration in the Vendor Information Portal (VIP)
MFMP posts vendor performance ratings to the State Purchasing website quarterly.
Only vendors with ratings display on report
Scores display for each of the four categories
Vendors can access the results for the VPT surveys to see how they are managing customers expectations. MFMP posts each vendors scores monthly across the four categories. No detail information such as the requester/contract manager name is displayed.
Survey results are obtained using a 5 year average.

10. Vendor Performance Tracking (VPT) Overview Completing Surveys
Agenda
Vendor Performance Tracking (VPT) Overview
Completing Surveys
Vendor Search / Details
VPT Vendor Research
Let’s look at completing the survey.

11. Completing Surveys
Navigate to the VPT application from the Common Actions queue under Manage or by clicking on Manage on the menu bar and selecting “Vendor Performance” to display options.

12. Completing Surveys VPT Home Page
Clicking on the link in your or the Vendor Performance in MFMP brings up the VPT home page in the Vendor Information Portal (VIP). From here, customers have the opportunity to:
Submit pending vendor ratings
Search for vendors
Download trending vendor data
And link to the Vendor Performance Tracking Fact Sheet and FAQ’s

13. Completing Surveys Pending Surveys
Vendor ratings are listed in alphabetic order based on transactions that have met the survey criteria. Click on the survey you would like to complete.

14. Completing Surveys Invoice Specific Rating Form
The vendor invoice summary at the top displays header level information for the invoice associated with the survey. The survey requires a selection in each of the four sections prior to submitting the form.

15. Completing Surveys Invoice Specific Rating Form cont.
Customers who rate vendors with anything other than “Meets Requirements” are required to enter comments. Comments are restricted to a maximum of 1000 characters.
The Invoice Detail section at the bottom displays the line level details about the invoice. If the line had 10 lines on it, the individual line amounts will display here.

16. Completing Surveys Survey Confirmation
If you select a radio button other than “Meets Requirements” you receive a popup box requesting a comment.
Once you have successfully submitted your survey, you receive a success message.
The completed rating will be factored into the vendor’s overall rating within the next 24 hours.

17. Agenda
Vendor Performance Tracking (VPT) Overview
Completing Surveys
Vendor Search / Details
VPT Vendor Research

18. Vendor Search / Details
VPT Vendor Search
From the VPT home screen you can search for vendors. Customers can search by the vendors 1099 name or by FEIN. If the search parameters are left blank, VIP returns a message that “at least one search parameter must have a value.”

19. Vendor Search / Details
VPT Vendor Search / Details
With the successful search for the vendor
The Vendor FEIN Rating Summary section displays the rating information for individual invoices as well as an overall vendor.
name or FEIN, click the vendor name to view the summary ratings for each location.

20. Vendor Search / Details
VPT Location Details
This brings you to the “Vendor Location Performance Rating.” This screen displays transactions for completed surveys. If comments are included, you will see a link in the comments section. Click on the link to review the comments.
This page displays up to 25 invoices per page.

21. Vendor Search / Details
VPT View Comments
Comments display in a pop-up box. You can view multiple comments at a time by clicking the Click Here link.

22. Agenda
Vendor Performance Tracking (VPT) Overview
Completing Surveys
Vendor Search / Details
VPT Vendor Research

23. VPT Vendor Research Download Trending Report
Customers can analyze the vendor ratings to determine the best vendor or vendor location to conduct business with. To review the vendor ratings, click on the “Download Trending Vendor Data File.”

24. VPT Vendor Research Download Trending Report
After clicking the ‘Download Trending Vendor Data File’ link, a file download popup box will display. Open or save the file to the desired location before continuing. The file opens as a CSV file and should be saved as Excel to further filter and/or refine the data.

25. VPT Vendor Research Trending Report Export
The trending data opens in a comma separated value, CSV file. The csv file can then be saved as an Excel file. After you save the file to Excel, you can filter the report to display the vendor you are searching and filter it to provide the years of data as the report contains 5 years of data for all completed surveys. You can also add Pivot tables, charts and graphs as needed to analyze the data.

26. Resources Training Opportunities
Training environments allow you to practice what you learn.
The username is the same as your regular login.
The password is “train30”
Analysis
MFMP Training Environment

27. Resources
For questions or assistance, contact the MFMP customer service desk at (866) or
Online resources at include MyFloridaMarketPlace and System Administrator manuals, training information and more.
To search for vendors:
VIP Admin:
Username and password: "publicuser."