1. Page - 1 Agenda  MFMP Overview  System Basics  Exploring Catalogs  Creating a Requisition  Following Up On Your Order  Receiving Commodities  Invoice eForms  Viewing Payment Information  System Searches  Change Orders  Cancel Requisition  Managing your Queue  Vendor Performance Tracking  Questions & Answers

2. Page - 2 Processing Change Orders  Change Orders should be initiated to make any changes to an order:  The vendor will be notified of the change order  To match your balance in FLAIR for an encumbered order  A few examples of those change orders may be:  To add or delete a line item  To reduce or increase the quantity or unit price of a line item(s)  Changes in the description of a line item (unless the line item is in a Receiving or Received status)  Changes in accounting information  Most information can be changed with the exception of the vendor  Anytime a change order is initiated, it will go through the normal approval flow (unless the initiator has the CO No Workflow group)

3. Page - 3 Locate your Purchase Requisition and Select the Change Button You can do a system search to locate your PRs or, as in this example, from our status link we click on the “Approved” link and then selected the purchase requisition we wanted to view. For this order, we can Change, Cancel or Receive. This example will show you how to initiate a Change Order by clicking on the “Change” button. NOTE: You can only initiate the change on the requisition once fully approved. Searching by the DO (Direct Order) # will pull up the order, but you will not receive a Change button.

4. Page - 4 Requisition goes into an editable mode – “Change Initiated By” Heading populates As soon as the Change button is selected, the requisition automatically goes into an edit mode (evidenced by the fields now able to be changed) and the name of the person initiating the change will appear in the “Change Initiated By” field. For Change Order will populate with Yes and is not editable. For this requisition we are changing the PO Start and PO End dates only.

5. Page - 5 Comments entered to document why Change Order initiated While comments are not required and the changes we make will appear on the “History” tab, it is a good practice to document what changes you are making and why. This will make it easier for the approvers in the approval flow to quickly see what has changed and why. NOTE: Since we want these comments to be for internal purposes only, we did not check the “include comment…” box.

6. Page - 6 Change order process through Approval Flow All requisitions, including change orders that requesters initiate, will go through the Approval Flow. Once you submit your requisition, click view and you will see the approval flow and who the requisition is actively waiting approval with.

7. Page - 7 Agenda  MFMP Overview  System Basics  Exploring Catalogs  Creating a Requisition  Following Up On Your Order  Receiving Commodities  Invoice eForms  Viewing Payment Information  System Searches  Change Orders  Cancel Requisition  Managing your Queue  Vendor Performance Tracking  Questions & Answers

8. Page - 8 Purchase Order Cancellations  As a general rule, purchase orders are canceled if the non-received goods and/or services are no longer needed.  Depending on your agency’s business rules, a Cancellation Approver will populate in the approval flow for any cancellation request, or may only populate based on the $ amount established. If you have any questions about this process, please contact your Agency Purchasing Professional.  To cancel a requisition, the requester will be able to search for and access the PR and the Cancel button will appear.  The PR can also be canceled by accessing Company eForms and selecting the Cancel Requisition eForm document

9. Page - 9 Canceling a Purchase Order We have searched for and located PR 998591 To cancel a requisition, click on the Cancel Button

10. Page - 10 Comments Section on the Cancel Request You are taken directly to the comments section. With or without the comments, you must click “OK” to proceed. While comments are not required, they are a good practice and the vendor should be notified why their purchase order is being canceled.

11. Page - 11 Unable to submit the Cancellation via the Cancel button on the requisition If you get this error message it means that you must cancel your requisition through the Cancel Requisition eForm. Click Cancel to return to the previous page. This purchase order will now need to be canceled by accessing the Company eForm and initiating and submitting a Cancellation eForm.

12. Page - 12 Canceling a Purchase order via eForm From the Home Page, click on Company eForm

13. Page - 13 Cancel Requisition eForm Click on the Cancel Requisition link

14. Page - 14 Completing the eForm Use the naming convention for the title based on your Agency’s practices

15. Page - 15 Selecting the PR to be Canceled The PR ID must be entered and searched. Once returned, click the Select button for the number to populate on the eForm.

16. Page - 16 Comments Section Include comments on the eForm and then Submit

17. Page - 17 Viewing the Canceled Purchase Requisition Whether a change order is initiated or a cancellation is in progress on an approved purchase order, the PR will have a new version created. In this example, the cancellation is Version 2 of the original requisition. The status changes to “Canceled”, the Cancel Requisition eForm # appears and the existing line items reduces to “0”.

18. Page - 18 Balance of Canceled Requisition and Confirmation the Encumbrance has been Released FLAIR comments are included at the bottom on your requisition and the PO amount has been successfully released in FLAIR. Items get moved to “Deleted” Line items As the requester of the purchase order, we need to follow up on the PR to ensure the encumbered balance of the purchase order has been successfully released in FLAIR.

19. Page - 19 Agenda  MFMP Overview  System Basics  Exploring Catalogs  Creating a Requisition  Following Up On Your Order  Receiving Commodities  Invoice eForms  Viewing Payment Information  System Searches  Change Orders  Cancel Requisition  Managing your Queue  Vendor Performance Tracking  Questions & Answers

20. Page - 20 Delete, Copy & Withdraw Delete – Requisitions can only be deleted while they are in a Composing Status, you can locate them in the Composing folder within the Status queue.  Do a search, within your folders or a System Search, and locate the PR  Click on the box to the left of the requisition ID  Follow the line down the page to the Delete button and click the Delete button  Once the delete button is clicked the requisition is gone from the system forever

21. Page - 21 Delete, Copy & Withdraw Copy – A requisition can be found and then copied for future use. This is generally done when we want to use the same supplier and description information but need to change the dates for a future fiscal year. Or we might order the same items several times a year and as opposed to creating a new requisition, the requisition can be copied and edited.  Do a search, within your folders or a System Search, and locate the PR  Click on the box to the left of the requisition ID  Follow the line down the page to the Copy button and click on the Copy button  The requisition will automatically go into the Composing folder within the Status queue to be edited and submitted at any time

22. Page - 22 Delete, Copy & Withdraw Withdraw – A requisition, as long as it is in a Submitted, Approved, or Denied status (not Ordered), can be withdrawn by the requester. If your requisition is denied by an approver or by FLAIR Integration you will need to withdraw, make the necessary changes, and resubmit.  Do a search, within your folders or a System Search, and locate the PR  Open the requisition and click on the Withdraw button  The requisition will automatically go into the Composing folder within the Status queue to be edited and submitted at any time or the requisition can be deleted if necessary

23. Page - 23 Viewing Status – Show All Under the Status swoosh link you can look at specific requisitions, invoice eForms, user profile requests, and/or cancellation eForm requests; you can also select “Show All” and all items and their statuses will appear. Or you can click on the individual link (composing, submitted, approved, and denied) to view the individual status. Items can be copied or deleted from this page as well as from system searches or your personal folders.

24. Page - 24 Deleting Items Multiple items can be selected at one time to take action with. For this example we have selected items with a status of “Composing”. With all of the items selected, click on Delete. NOTE: If a composing item is deleted, it is completely deleted from the system.

25. Page - 25 Copying Items If you want to copy an existing purchase order to edit and submit for a new purchase, select the box next to your ordered PR. Once the item (or items) has been selected, click on Copy

26. Page - 26 Status changes to Composing The requisition automatically goes into a “Composing” status and the title changes to “Copy of”.

27. Page - 27 Agenda  MFMP Overview  System Basics  Exploring Catalogs  Creating a Requisition  Following Up On Your Order  Receiving Commodities  Invoice eForms  Viewing Payment Information  System Searches  Change Orders  Cancel Requisition  Managing your Queue  Vendor Performance Tracking  Questions & Answers

28. Page - 28 Vendor Performance Tracking The State of Florida does business with more than 90,000 vendors. To ensure the State receives the best goods / services from its vendors a Vendor Performance Tracking (VPT) tool was created. The purpose of VPT is to:  Provide useful vendor performance history so the agency customer can make informed decisions when selecting vendors  Provide customer feedback to contract managers assigned to multi- customer contracts for managing vendor performance to contract requirements and customer expectations  Provide constructive feedback for the vendors to assist them to make improvements for the delivery of their services / goods

29. Page - 29 Vendor Performance Tracking  The VPT is a monitoring tool to rate vendor performance on a per transaction level  A VPT survey is automatically generated, and email notifications are sent to the Requester (OBO) or Master Agreement (MA) Contact associated with a Purchase Order (DO) or Master Agreement (MA) transaction, for paid invoices completed in MyFloridaMarketPlace against the following:  All State Term Contracts (STC)  All State Purchasing Agreements (SPA)  All Agency Term Contracts  All Other transactions equal to or above $2,500 (including governmental entities)  The survey is available for 30 days and is pre-populated with transaction-specific information

30. Page - 30 Vendor Performance Tracking Access Vendor Performance Tracking through this link on your Shortcut Menu.

31. Page - 31 Vendor Performance Tracking  After accessing the VPT application, there are three options:  Submit pending vendor ratings – This provides a list of qualifying unrated surveys pending completion that you will select from to complete and submit  Search for a Vendor - Search the VPT database to view rated surveys through the prior business day. Note: when completing the Vendor Search inquiry for the vendor information to populate on a purchase requisition (PR) or invoice reconciliation (IR), you can view the VPT ratings for that vendor  Download trending vendor data file - A data extract of all rated surveys, updated monthly, that can be loaded into MS Excel or Access for trending analysis. Note: you must have a.zip program to open these files

32. Page - 32 Vendor Performance Tracking  Vendors are rated across four categories with a scoring range 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  A monthly listing of vendors and their performance scores will be accessible through the Toolkit and provides:  Scores across the four categories  Note: Requestor and MA Contact names and comments will not be provided to the general public

33. Page - 33 Vendor Performance Tracking  The public can view a vendor’s performance on the State Purchasing website. These files, updated monthly, show cumulative scores, but not the associated invoice numbers  Vendors can log in to their MFMP registration to view their cumulative ratings including the invoice number associated with each rating, and can determine the agency and rater from the information associated with the invoice number in their records  For additional information on Vendor Performance Tracking please access: http://dms.myflorida.com/business_operations/state_purchasing/vendor _information/vendor_performance_tracking_vpt http://dms.myflorida.com/business_operations/state_purchasing/vendor _information/vendor_performance_tracking_vpt

34. Page - 34 Agenda  MFMP Overview  System Basics  Exploring Catalogs  Creating a Requisition  Following Up On Your Order  Receiving Commodities  Invoice eForms  Viewing Payment Information  System Searches  Change Orders  Cancel Requisition  Managing your Queue  Vendor Performance Tracking  Questions & Answers

35. Page - 35  Share what you’ve learned – help your agency by passing the knowledge you’ve learned with others. We’re here to help! Contact the MFMP team with any questions you have. CSD (BuyerHelp): 1-866-FLA-EPRO (1-866-352-3776) BuyerHelp@myfloridamarketplace.com Process Improvement Team:  Debbie Gries: debbie.gries@dms.myflorida.comdebbie.gries@dms.myflorida.com  Kasey Bickley: kasey.bickley@dms.myflorida.comkasey.bickley@dms.myflorida.com  Anne Rabon: anne.rabon@dms.myflorida.comanne.rabon@dms.myflorida.com Contact Us