Customer Roundtable CRT and Change Review Board CRB

Customer Roundtable (CRT) and Change Review Board (CRB) Meeting Tuesday, May 18, 2010 1: 00 pm EDT (888) 808 -6959; 9766076#

Today’s Agenda q We’re meeting with the CRT for the first half of the meeting Ø Year End activities Ø Upgrade news q Then switching gears to discuss CRB items Ø Current CRs Ø Contingency Budget 5/18/10 CRT-CRB Meeting 2

Agenda q CRT: 2010 Year End Activities q CRT: Analysis Upgrade Update q CRT: Denied Requisitions q Break q CRB: Previous Top Five Priorities q CRB: Audit Change Requests / Additional Changes q CRB: Contingency Budget Review / Buyer Upgrade Hours q CRB: Next Steps / Wrap-Up 5/18/10 CRT-CRB Meeting 3

Year End: Review q The past two years, MFMP was taken down on July 1 st to complete the “Certified Forward” and “Delay Purchase Until” process q Customers are notified of the systems availability through e-mail communications q Following the June 30 th/July 1 st Year End processing activities, the CSD worked through the purchase orders that required intervention (resends required because of inaccurate vendor data, etc) Ø There were 263 transactions requiring manual intervention as opposed to 387 the previous year Ø All of these transactions were handled by noon on Wednesday, July 2 nd whereas these exception transactions required approximately a week to handle in years past q Overall, the 2009 Year End processing finished within 39 hours (the fastest Year End close ever) q These reductions in time assisted in a successful year end process q We plan to repeat the process again this year, taking MFMP down on Thursday, July 1, 2010 5/18/10 CRT-CRB Meeting 4

Year End: Certified Forward q On July 1, 2010, (early a. m. ), MFMP will be receiving the file update from FLAIR as to which encumbered requisitions should be marked with a Certified Forward Indicator q This process will only mark encumbered requisitions Ø Unencumbered requisitions will need to be marked manually by initiating a change order q Change Orders can be completed on requisitions in “Received” status 5/18/10 CRT-CRB Meeting 5

Year End: Certified Forward Manual Process Overview 5/18/10 CRT-CRB Meeting 6

Year End: Payables Process Overview 5/18/10 CRT-CRB Meeting 7

Year End: Reducing/Releasing Encumbrances There are four ways to reduce / release encumbrances in MFMP: q Change Orders can be submitted to reduce the quantity/amount of your order, reducing the encumbered amount q Final Payment Indicator can be checked when approving an IR for encumbered payments to un-encumber the remaining balance, this check box is located on the line level detail of the IR q Release Encumbrance e. Form can be used to release all the remaining funds associated on an order q Release Encumbrance Request Form can be submitted to the Customer Service Desk to release the encumbrance, however, you will need to supply the REF (Release Encumbrance e. Form) number 5/18/10 CRT-CRB Meeting 8

Year End: Release Encumbrance e. Form Process Overview 5/18/10 CRT-CRB Meeting 9

Year End: Disbursement Transaction Override q During disbursement processing, the disbursement transaction type may be changed from encumbered to unencumbered disbursement, or unencumbered to encumbered disbursement by checking or unchecking the ‘Encumber Funds’ checkbox q Customers assigned the “Invoicing” group will have the ability to override the disbursement type q The ‘Encumber Funds’ checkbox is at the split accounting level and must be updated for each split accounting line (Note: All transactions must be the same type) q If the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance e. Form to release the remaining encumbrance amount 5/18/10 CRT-CRB Meeting 10

Year End: Reports and Resources q Agencies can access MFMP reports posted to the DMS website Ø http: //dms-purchasing-ftp. state. fl. us/xx 00/ Ø http: //dms. myflorida. com/mfmp_reporting q Job aids are also available on the buyer toolkit Ø Ø Year End job aid Year End Purchasing / F&A Tips & Tricks Reporting job aid http: //dms. myflorida. com/mfmp_jobaids 5/18/10 CRT-CRB Meeting 11

Year End: Suggested Reports IRs With Last Approver q Primarily used by Finance & Accounting to monitor the status and activity of IRs to ensure prompt payment processing q Lists Invoice Reconciliations (IRs) in Reconciling and Approving status Ø This includes IRs generated from the Ariba Supplier Network (ASN) (Purchasing Unit Indicator (PUI): 9999) and IRs that failed Central FLAIR Ø IRs that failed Central FLAIR will list the approving invoice manager by name and will remain in Approving status until resolved Ø This excludes IRs that list FLAIR Integration as the active approver and does not list IRs in Paid status Ø Customers whose queue the IR is currently active will be listed • This also includes IRs routed to the Invoice Administrator. This only applies to ASN invoices 5/18/10 CRT-CRB Meeting 12

Year End: Suggested Reports Invoice Reconciliation Report q Will assist Finance and Accounting in determining outstanding invoices by budget to determine what action needs to be taken when budgets change q Lists all non-ASN IRs in an Approving, Reconciling or Rejecting status POs Without IRs q Is primarily used by Finance & Accounting to identify Orders where IRs were not created through My. Florida. Market. Place q Lists Commodity POs in a Receiving or Received status q Service POs in Ordered Status All Received Orders Report q Is primarily used by Finance and Accounting to identify purchase orders containing commodities to determine if invoices have been received and processed q Lists Orders in a Received status 5/18/10 CRT-CRB Meeting 13

Year End: Suggested Reports All Open Orders Report q Is primarily used by Finance and Accounting to identify all “Open” POs to determine if invoices have been received and processed. This is also used by Purchasing personnel to determine if the purchase order needs to be changed, canceled or closed for future receiving q Lists POs in Ordering, Ordered and Receiving status All Orders Report q Is the same as the All Open Orders Report but includes Orders in Received status PRs in Submitted Status q Displays intended PR obligation by organizational code before the money is committed through a direct order. Managers are able to review spending plans before the agency is committed to an expenditure q List the latest version of a PR in a Submitted status 5/18/10 CRT-CRB Meeting 14

Agenda q CRT: 2010 Year End Activities q CRT: Analysis Upgrade Update q CRT: Denied Requisitions q Break q CRB: Previous Top Five Priorities q CRB: Audit Change Requests / Additional Changes q CRB: Contingency Budget Review / Buyer Upgrade Hours q CRB: Next Steps / Wrap-Up 5/18/10 CRT-CRB Meeting 15

Analysis Upgrade q CR 42 integrates accounting information for Purchase Orders and Invoice Reconciliations in Analysis Ø In process of being implemented for Analysis q MFMP is also upgrading the Analysis Platform Ø With this upgrade, we are adding additional information into the database, creating a more robust reporting tool Ø Enhancements include: - CR 93: FLAIR Encumbrance Data - CR 96: Contract (MA) Data - CR 98: Invoice Data - CR 99: PO Data - CR 95: FLAIR History Payment Data - CR 103: VIP Vendor Data 5/18/10 CRT-CRB Meeting Page - 16

Analysis Upgrade Training q Current go-live date: Late July 2010 q We’ll be offering Web. Ex training sessions ØNine sessions over three weeks ØJuly 12 -30, Monday/Wednesday/Friday ØRegistration coming early June q http: //dms. myflorida. com/mfmp_upgrades 5/18/10 CRT-CRB Meeting Page - 17

Agenda q CRT: 2010 Year End Activities q CRT: Analysis Upgrade Update q CRT: Denied Requisitions q Break q CRB: Previous Top Five Priorities q CRB: Audit Change Requests / Additional Changes q CRB: Contingency Budget Review / Buyer Upgrade Hours q CRB: Next Steps / Wrap-Up 5/18/10 CRT-CRB Meeting 18

Denied Requisitions q Denied Requisitions can impact Finance & Accounting ØA change order is completed on a 1 line requisition to add a second line to the order, the order is approved and sent to FLAIR and FLAIR then denies the requisition ØThe line to be added to the requisition has created an encumbrance line ØIn order for MFMP to remove the added line from FLAIR, the requestor will need to withdraw the requisition ØMFMP Requisition Process to FLAIR • Add any new TR 60 s • Process TR 61 s 5/18/10 CRT-CRB Meeting 19

Agenda q CRT: 2010 Year End Activities q CRT: Analysis Upgrade Update q CRT: Denied Requisitions q Break q CRB: Previous Top Five Priorities q CRB: Audit Change Requests / Additional Changes q CRB: Contingency Budget Review / Buyer Upgrade Hours q CRB: Next Steps / Wrap-Up 5/18/10 CRT-CRB Meeting 20

Break q We’re taking a brief 15 -minute break q We’ll resume with the CRB portion of today’s meeting 5/18/10 CRT-CRB Meeting 21

Agenda q CRT: 2010 Year End Activities q CRT: Analysis Upgrade Update q CRT: Denied Requisitions q Break q CRB: Previous Top Five Priorities q CRB: Audit Change Requests / Additional Changes q CRB: Contingency Budget Review / Buyer Upgrade Hours q CRB: Next Steps / Wrap-Up 5/18/10 CRT-CRB Meeting 22

Recap: Top Five Change Requests q At the beginning of the last CRB meeting, these were the top five CRs: Change Request Hour Estimate CR 29: Include Voucher # and SWDN on 50 hours payment update e. Form CR 30: Add Contract ID to the DO 48 hours CR 41: CFO Received Date 496 hours CR 53: Buyer Password Reset 700 hours CR 86: Default the checkbox to be unchecked 40 hours Total 1, 334 hours 5/18/10 CRT-CRB Meeting 23

Updated: Top Five Change Requests q The group opted to swap CR 86 for CR 114 (formerly 260014) Green/Recycled Reporting Change Request Hour Estimate CR 29: Include Voucher # and SWDN on payment update e. Form 50 hours CR 30: Add Contract ID to the DO 48 hours CR 41: CFO Received Date 496 hours CR 53: Buyer Password Reset 700 hours CR 114: Green / Recycled Reporting 200 hours Note: This is now a statutory change per House Bill 7243 and must be implemented before September 30, 2011. This ROM estimate was not included in previous hours. Adjusted Total 1, 494 hours 5/18/10 CRT-CRB Meeting 24

Agenda q CRT: 2010 Year End Activities q CRT: Analysis Upgrade Update q CRT: Denied Requisitions q Break q CRB: Previous Top Five Priorities q CRB: Audit Change Requests / Additional Changes q CRB: Contingency Budget Review / Buyer Upgrade Hours q CRB: Next Steps / Wrap-Up 5/18/10 CRT-CRB Meeting 25

Additional CRs Enterprise Customer-Driven ROM Estimate Statutory Change CR 114 ( formerly 260014): Green/Recycled Reporting 200 hours CR 108: PO Start Date / End Date 40 hours CR 110: Buyer Password Complexity 360 hours CR 111: VIP Password Complexity 392 hours CR 112: Updates to the VIP Change Log Solution 1: 200 hours Solution 2: 600 -800 hours CRB Requested CR 115: Require Contract # based on MOP 120 hours Invoice Workgroup Requested CR 116: Improvements to the Invoice e. Form 48 hours Note: This is now a statutory change per House Bill 7243 and must be implemented before September 30, 2011. This ROM estimate was not included in previous hours. Audit Findings Total Additional CR Hours (not including the CRB top five) 5/18/10 CRT-CRB Meeting 1, 160 hours OR 1, 560 -1, 760 hours 26

Agenda q CRT: 2010 Year End Activities q CRT: Analysis Upgrade Update q CRT: Denied Requisitions q Break q CRB: Previous Top Five Priorities q CRB: Audit Change Requests / Additional Changes q CRB: Contingency Budget Review / Buyer Upgrade Hours q CRB: Next Steps / Wrap-Up 5/18/10 CRT-CRB Meeting 27

Recap: Total CR Hours Requested vs. Budgeted Change Request Hour Estimate CRB Top Five CRs -CR 29, 30, 41, 53, 114 1, 494 hours Audit CRs / Additional CRs -CR 108, 110, 111, 112, 115, 116 1, 160 – 1, 760 hours Total CR ROM Hours 2, 654 – 3, 254 hours Available Hours 750 hours 5/18/10 CRT-CRB Meeting 28

DMS Recommendations Based on the 750 hours available and considering anticipated statutory changes and return on investment, DMS recommends the following: Enterprise Change Request ROM Estimate CRB Requested CR 29: Include Voucher # & SWDN on Payment 50 hours CR 30: Add Contract ID to the DO 48 hours Invoice Workgroup Requested CR 116: Improvements to the Invoice e. Form 48 hours Statutory Changes CR 114 ( formerly 260014): Green/Recycled Reporting 200 hours Audit Findings CR 108: PO Start Date / End Date 40 hours CR 110: Buyer Password Complexity 360 hours Total CR Hours 746 hours 29

Agenda q CRT: 2010 Year End Activities q CRT: Analysis Upgrade Update q CRT: Denied Requisitions q Break q CRB: Previous Top Five Priorities q CRB: Audit Change Requests / Additional Changes q CRB: Contingency Budget Review / Buyer Upgrade Hours q CRB: Next Steps / Wrap-Up 5/18/10 CRT-CRB Meeting 30

Wrap-Up! q Next Steps: Discussion q Questions / Comments? 5/18/10 CRT-CRB Meeting 31

Wrap-Up Contact Us Team Member E-mail Phone Number Communications Analyst Amy. Zeigler@dms. myflorida. com (850) 294 -3080 F&A Process Analyst Anne. Rabon@dms. myflorida. com (850) 294 -0739 Operations Manager Rachael. Lieblick@dms. myflorida. com (850) 766 -7670 Purchasing Process Analyst Kasey. Bickley@dms. myflorida. com (850) 294 -0494 Vendor Management Analyst Eric. Swanson@dms. myflorida. com (850) 445 -3894 Chief, State Purchasing Operations Walt. Bikowtiz@dms. myflorida. com (850) 488 -7809 5/18/10 CRT-CRB Meeting 32