My Florida Market Place Change Request Board August

My. Florida. Market. Place Change Request Board August 30, 2007

Agenda q CRB Organization q Failed Purchase Order Process discussion – Action requested q Operational Reporting – Action requested q MFMP equipment relocation to Shared Resource Center q MFMP / Applicability to Executive Order 07 -126 q Scorecard update 2

CRB Organization q Current agency CRB membership will remain the same for the remainder of the fiscal year with the addition of DMS q In January, the MFMP team will solicit interest from agencies about participating on the CRB q If additional agencies express interest in participating, the team will review current membership and meeting attendance history as part of considerations for rotating members q Additional Representation – In addition to agency members and the CRB chairperson, the MFMP team will also be requesting representatives from State Purchasing and DFS Audit 3

CRB Organization Following the role that the CRB has played to date, the board will continue to focus on the following: q Prioritization: Provide input into the prioritization of My. Florida. Market. Place system enhancements, taking into account the applicability across the enterprise of users q Design Confirmation: Provide guidance to the My. Florida. Market. Place team about preferred functionality and assist with confirming the functional requirements for prioritized system enhancements q Communication: Provide input into the best methods and vehicles to communicate system enhancements to the user community 4

Current Failed Purchase Order Notification Process q q q The Customer Service Desk (CSD) identifies failed purchase orders (PO) due to problems with the vendor’s preferred ordering method (fax or e-mail). The CSD attempts to send the PO via an alternative method (e. g. if previously fax, they will try e-mail, etc. ). The CSD will not attempt to resend the PO if the vendor has already been flagged for having invalid data (ID XX/XX). If the PO is still unsuccessful, the CSD will attempt to contact the vendor by phone and get current information from them, send the order and update the vendor’s information in Vendor Registration. Ø The agency only receives notification that the PO was resent successfully if the PO had attachments. The agency will be notified in this communication to send the attachments directly to the vendor as they are unable to. NOTE: if there are no attachments then the agency is never notified. 5

Current Failed Purchase Order Notification Process cont. q q If the CSD cannot contact the vendor, the vendor’s name will be marked with Invalid Data, the month and year this is effective. Ex: Geyer Painting Inc. ID: 08/07(001_Geyer Painting Inc. Tallahassee). If the vendor cannot be contacted, the agency is notified about the failed PO and the CSD will stop attempting to contact the vendor to send the PO. If an agency chooses to continue to submit orders to a vendor flagged as having invalid data, the CSD is not required to continue to try and send the PO. We request that agencies assist us by reaching out to vendors, and getting them to update their information in Vendor Registration. 6

MFMP Failed Purchase Order Notification q q q A report request has been submitted to capture and report failed PO information. This report will assist agencies in knowing what POs failed, why, and the timeframe from when the PO failed to when the agency is notified the PO is successfully sent. Report Fields: Ø Ø Ø Agency Name PUI OBO Vendor Name Vendor FEID DO # Ø Ø Ø Date PO failed to send Reason PO failed to send Date successfully sent to the vendor Method successfully sent to the vendor Date agency notified 7

Proposed Options (Going Forward) Option Target Notification Time Impacts Agencies are notified when the PO fails and are responsible for reaching out to the vendor 1 business day q Quick turnaround to agency when PO fails; but added work for agency staff (i. e. , contacting vendor, getting PO and attachments to vendor) q Agency would now get all failed orders, including those that the CSD currently resends without having to involve agency (e. g. , vendor’s fax machine was turned off) CSD tries to resend order via an alternate method. If the vendor is not reached, the agency is notified within 2 business days q CSD tries to contact the vendor via all methods (email, fax, and phone). If the vendor is not reached, the agency is notified within 4 business days q. CSD may be able to make contact with vendor and therefore prevent agency from having to resend PO q Agency will still be contacted to send attachments exhausts all available contact methods, and may be able to make contact with vendor and therefore prevent agency from having to resend PO q. Agency will still be contacted to send attachments 8

Operational Reporting q History Ø Last Fall, several agencies indicated that there were additional My. Florida. Market. Place reporting needs Ø Since that time, additional agency requested reports as well as upgraded system search export functionality in MFMP 2. 0 have provided expanded options for users Ø The team would still like to investigate any additional reporting needs Ø Depending on the additional needs, a change request may be needed to provide an operational reporting solution q Today Ø There are several reporting solutions currently available: § System search export § Analysis § Reports posted to the FTP site Ø Over 25 reports are run and posted daily Ø 3 reports are run and posted weekly Ø 7 reports are run and posted monthly 9

Operational Reporting q The team is investigating reporting solutions, including the following: Ø New reporting database Ø New MFMP environment to be used for reporting Ø Enhanced report request functionality § Access database § Agencies are permitted to have 8 report requests implemented per month q Next Steps Ø Discuss reporting needs Ø Select CRB design team 10

MFMP Shared Resource Center Move q q q MFMP hardware and operations relocating to DMS Shared Resource Center Relocation will occur 9/14 – 9/16 Testing involves performance, data migration, and functional verifications Schedule of events: Ø 9/14/07 6: 00 PM Eastern: MFMP Shutdown Ø 9/14/07 6: 00 PM – 9/16/07 8: 00 AM Eastern: Server relocation, configuration and testing Ø 9/16/07 8: 00 AM – 2: 00 PM Eastern: Functional verification Ø 9/16/07 7: 00 PM Eastern: Go/No go for production Ø 9/17/07 7: 00 AM Eastern: MFMP return to production Communications will be distributed at key points during the weekend Contingency plan for Monday, 9/17/07 will follow the upgrade approach Ø In the unlikely event additional time is needed, Monday will be used Ø At 2: 00 PM Eastern, if conditions persist, MFMP will revert back to Miami Data Center 11

Executive Order / MFMP enhancements Agency buyers utilize MFMP information for making purchasing decisions Report my. Green. Florida provides reporting data for enterprise analysis of ‘green’ spend User is able to identify available ‘green’ products from MFMP catalog search results User completes purchasing process 12

Functional Steps within MFMP Step 1: User adds catalog items to a requisition and can specifically search for ‘green’ products within MFMP 13

Functional Steps within MFMP Step 2: User is presented with a set of search results with a ‘green’ indicator included as part of the product description. As an example icon, a tree is used to indicate a green catalog item. The user then uses the ‘Add to Cart’ button to include as part of the requisition. This allows line item data to be captured and ultimately used for reporting purposes. 14

Scorecard Update q Pilot extended through January 2008 q Received great feedback from a couple agencies Ø Agencies with shadow purchasing systems skewed benchmark levels Ø CR 32 – Queue Report design feedback Ø How do we account for procure to pay utilization? Ø Method of procurement q Project team willing to work with Agencies to review scorecard – very limited takers 15

Next Meeting / Time and Location q Next meeting will be scheduled for October q If there is a need for any interim meetings or discussions, the team will reach out to the CRB members to schedule (e. g. , Acceptance Testing for CR #32, Operational Reporting Discussion) 16