My Florida Market Place Change Review Board CRB

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My. Florida. Market. Place Change Review Board (CRB) February 11, 2009, 9: 00 am

My. Florida. Market. Place Change Review Board (CRB) February 11, 2009, 9: 00 am The toll free number is: (888) 808 -6959 Conference Code: 4888366#

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement:

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement: Vendor Username / Password Reset Functionality q Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number) q SPURS Update: Revoking access to add confidential vendors q Wrap-Up! Page - 2

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement:

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement: Vendor Username / Password Reset Functionality q Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number) q SPURS Update: Revoking access to add confidential vendors q Wrap-Up! Page - 3

OPAAGA Report- MFMP Next Generation q MFMP Next Generation Overview BCPI recommendations that could

OPAAGA Report- MFMP Next Generation q MFMP Next Generation Overview BCPI recommendations that could impact Change Requests: q Renew for two years and renegotiate the MFMP contract to improve payment terms Ø Renegotiate in September 2010 prior to November 2010 contract expiration q Use some of the revenue fees collected to annually replenish the Contingency Budget (2%)

BCPI Recommendations q Reduce the number of Ariba application developers except during an upgrade

BCPI Recommendations q Reduce the number of Ariba application developers except during an upgrade q BCPI recommends that agency shadow systems should be reviewed and that DMS should work with all customer agencies to understand address agency workarounds to MFMP

BCPI Recommendations q BCPI also recommends system upgrades should be scheduled on a regularly

BCPI Recommendations q BCPI also recommends system upgrades should be scheduled on a regularly recurring basis Ø Minor system releases every six to twelve months for approved change requests Ø Major system upgrades every other year q Two recommendations address documenting Ariba customizations and reviewing them to see if business processes can be changed to undo some of those Ø BCPI’s perspective - too many customizations

Completed Change Requests to Date CR # / Functional Title Area Description Request From

Completed Change Requests to Date CR # / Functional Title Area Description Request From Hours Release Date CR 32 / User Queue Reporting This enhancement enabled customers to run Analysis reports to determine the amount of time it takes individuals to approve transactions CRB 300 10/25/07 CR 23 / Level 2 Integration Ariba Buyer This enhancement enabled agencies to access FLAIR at the Level 2 access CRB 140 12/26/07 CR 39 / OSD Automation Vendor Registration This enhancement established a twoway interface between OSD and the MFMP Vendor database that encompasses data changes relating to vendor information for minority- / women-owned businesses Stakeholder 652 4/7/08 Page - 7

Completed Change Requests to Date CR 37 / Mass edit of Purchasing Code /

Completed Change Requests to Date CR 37 / Mass edit of Purchasing Code / MOP Ariba Buyer This enhancement enabled customers to mass edit the Purchasing Code and MOP fields on the requisition CRB 144 5/29/08 CR 46 / MOP Updates Ariba Buyer The existing MOP codes may not be applicable for all agencies. The list of MOP codes should be updated so that agencies that reference the appropriate type of purchase CRB 13 5/29/08 CR 44 / Legislative data scoping Ariba Buyer OLS requested that their data be scoped so that it is not visible be other MFMP agencies Customer 673 9/25/08 CR 45 / Add Service. Disabled Veteran as CMBE Vendor Registration With the passing of HB 687, servicedisabled veterans are considered a Florida CMBE. Changes were required for several MFMP applications (Buyer, VRS interfaces) Stakeholder 407 10/29/08 Page - 8

BCPI Recommendations q SPURS line item detail ØAs part of the SPURS Sunset activities,

BCPI Recommendations q SPURS line item detail ØAs part of the SPURS Sunset activities, adding the Purchase Order line item information to SPURSView is being considered ØA rough order of magnitude has been completed and would result in an approximate cost of 55 hours Page - 9

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement:

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement: Vendor Username / Password Reset Functionality q Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number) q SPURS Update: Revoking access to add confidential vendors q Wrap-Up! Page - 10

Vendor Username / Password Reset Step 1: Click the ‘Forgot Your Password’ link Page

Vendor Username / Password Reset Step 1: Click the ‘Forgot Your Password’ link Page - 11

Vendor Username / Password Reset Step 2: The vendor is prompted to enter the

Vendor Username / Password Reset Step 2: The vendor is prompted to enter the vendor’s Username or Tax ID, and to select an email address which will receive the password reset information Page - 12

Vendor Username / Password Reset Step 3: If the vendor enters a Tax ID,

Vendor Username / Password Reset Step 3: If the vendor enters a Tax ID, and there are multiple registrations in MFMP for that Tax ID, then the screen will re-display with a list of registrations Page - 13

Vendor Username / Password Reset Step 4: Once the ‘Submit Form’ button is clicked,

Vendor Username / Password Reset Step 4: Once the ‘Submit Form’ button is clicked, the vendor is taken to a ‘Password Reset Request Success!’ screen Page - 14

Vendor Username / Password Reset A ‘Password Reset Instructions’ email is generated and sent

Vendor Username / Password Reset A ‘Password Reset Instructions’ email is generated and sent to the selected email address. The ‘Password Reset Instructions’ email contains a personalized link which allows the vendor to access a new screen to enter a new password Page - 15

Vendor Username / Password Reset If the vendor selected an ‘Other Contact Email, ’

Vendor Username / Password Reset If the vendor selected an ‘Other Contact Email, ’ a separate notification email is sent to the Main Contact Page - 16

Vendor Username / Password Reset When the vendor clicks the link in the email

Vendor Username / Password Reset When the vendor clicks the link in the email message, it will prompt the ‘Reset Password’ screen, to create a new password Page - 17

Vendor Username / Password Reset The MFMP system will send a ‘Password Reset Notification’

Vendor Username / Password Reset The MFMP system will send a ‘Password Reset Notification’ confirmation email to the selected contact Page - 18

Vendor Username / Password Reset If an ‘Other Contact’ was selected, an email is

Vendor Username / Password Reset If an ‘Other Contact’ was selected, an email is also sent to the Main Contact Page - 19

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement:

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement: Vendor Username / Password Reset Functionality q Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number) q SPURS Update: Revoking access to add confidential vendors q Wrap-Up! Page - 20

Update on Change Request #36 Description: Make the encumbrance number the direct order (DO)

Update on Change Request #36 Description: Make the encumbrance number the direct order (DO) number q Current Challenge: Currently, the system assigns an encumbrance number just before an encumbered requisition is sent to FLAIR. Once the requisition is fully approved, a direct order (DO) number is assigned. As a result, there are two identifiers for an encumbered requisition and order: (1) a DO number or MA number and (2) an encumbrance number q Proposed Solution: Encumbrance numbers are required to be six characters. Once this change request is implemented, the first encumbrance number assigned must be greater than the last DO number assigned (that is currently expected to be greater than 800000) so that DO numbers will not be duplicated. Once the encumbrance number reaches 999999, alpha characters will be assigned (for example: A 00000, A 00001, A 00002, …. ). Ø When the encumbered requisition is fully approved an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number Ø Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers Page - 21

Update on Change Request #36 q Design document approved by the Design Team: Ø

Update on Change Request #36 q Design document approved by the Design Team: Ø Department of Elder Affairs (requesting agency) Ø Department of Health Ø Department of Environmental Protection Ø Department of Juvenile Justice Ø MFMP DMS Team q Testing for the enhancement is scheduled for February 12 q We are on target for implementation before the end of March Page - 22

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement:

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement: Vendor Username / Password Reset Functionality q Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number) q SPURS Update: Revoking access to add confidential vendors q Wrap-Up! Page - 23

SPURS Update: Revoking access to add confidential vendors q Officially sunset SPURS purchasing functions

SPURS Update: Revoking access to add confidential vendors q Officially sunset SPURS purchasing functions q DMS-MFMP and SSRC removed agency ability to add confidential vendors to FLAIR via SPURS q As of January 30, 2009, Vendor Add (VA) and Vendor Change (VC) permissions were removed from all SPURS users Ø Current SPURS users will retain Purchasing Card add access (PK) q All SPURS users with expired passwords were deleted January 30 q Agencies are asked to transition (add/move) all confidential vendors from SPURS to the FLAIR Vendor Client (VC) file by April 1, 2009 Ø After April 1, 2009 all confidential vendors will be purged from SPURS Page - 24

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement:

Agenda q Welcome / Introduction q OPPAGA Report- MFMP Next Generation q Recent Enhancement: Vendor Username / Password Reset Functionality q Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number) q SPURS Update: Revoking access to add confidential vendors q Wrap-Up! Page - 25

Contact Us If we can assist you in any way, please contact us: Walt

Contact Us If we can assist you in any way, please contact us: Walt Bikowitz Chief, State Purchasing Operations Walt. [email protected] myflorida. com (850) 488 -7809 Rachael Lieblick Operations Manager Rachael. [email protected] myflorida. com (850) 414 -6735 Eric Swanson Vendor Management Analyst Eric. [email protected] myflorida. com (850) 487 -9981 Amy Smyth Communications Analyst Amy. [email protected] myflorida. com (850) 294 -3080 Kasey Bickley Purchasing Process Analyst Kasey. [email protected] myflorida. com (850) 294 -0494 Anne Rabon F&A Process Analyst Anne. [email protected] myflorida. com (850) 294 -0739 Page - 26

Wrap Up! Any Questions? Page - 27

Wrap Up! Any Questions? Page - 27