My Florida Market Place User Meeting February 8
My. Florida. Market. Place User Meeting February 8, 2006
Agenda q Welcome / Introduction q My. Florida. Market. Place Activities q Focus Group Updates q User Satisfaction Survey q Vendor Performance Tracking (VPT) Update q General Discussion Time 2
Agenda q Welcome / Introduction q My. Florida. Market. Place Activities q Focus Group Updates q User Satisfaction Survey q Vendor Performance Tracking (VPT) Update q General Discussion Time 3
My. Florida. Market. Place Activities q Change Request Process q Additional Focus Groups q Discussion of usefulness of Email messages regarding receipts q SIR 164 Update – IRs Stuck in Approving Status Ø Ø 5, 179 IRs were successfully updated 404 Remaining and currently being worked 4
My. Florida. Market. Place Activities SIR Update Continued: q SIR 236 – IR not pulling all accounting information from the MA q SIR 251 – Sending the ERP ID to FLAIR instead of the Contract Encumbrance Number q SIR 233 – Supplier invoice date is off by 1 day q SIR 271 – Special characters in Account Description field on the User Interface q SIR 127 – Adding an approver to an ASN invoice q SIR 105 - Restriction on adding Invoice Admin Role q SIR 145 – FOB Code not getting set properly on creation of the Invoice/IR q SIR 239 – Negative amounts can be entered on the MA Maximum Commitment field SIR 241 – Punchout catalog site overriding agency blanket purchase MA with the State Term Contract SIR 128 – Dollar amount restoration on Restore Contract e. Form SIR 139 - Agency Term MA incorrectly overriding State Term MA on catalog items q SIR 143 - PR search by vendor does not return vendor q q q 5
Agenda q Welcome / Introduction q My. Florida. Market. Place Activities q Focus Group Updates q User Satisfaction Survey q Vendor Performance Tracking (VPT) Update q General Discussion Time 6
Focus Group Updates Master Agreements q 2 Meetings Held (December and January) q Defined Issues and Priorities as a Group Presentation Link - http: //dms. myflorida. com/dms/content/view/full/10237 q Distributed DOT MA Flowchart for Process Review and Support Materials 7
Focus Group Updates Invoice Reconciliation q 2 Meetings Held (December and January) q Defined Issues and Priorities as a Group Presentation Link - http: //dms. myflorida. com/dms/content/view/full/10236 q Prompt Payment Update q Report Analysis & Discussion 8
Agenda q Welcome / Introduction q My. Florida. Market. Place Activities q Focus Group Updates q User Satisfaction Survey q Vendor Performance Tracking (VPT) Update q General Discussion Time 9
User Satisfaction Survey q Distributed in December 2005 q Response rate was 63% (Number of Respondents = 125), representing a 16% increase from 2004! q The Overall Satisfaction Rate increased from 71. 5% to 75. 2% q Decline in navigation q Action Plan Generated Ø Ø Ø System Performance Catalogs/Punchouts Improved Communications 10
Agenda q Welcome / Introduction q My. Florida. Market. Place Activities q Focus Group Updates q User Satisfaction Survey q Vendor Performance Tracking (VPT) Update q General Discussion Time 11
Vendor Performance Tracking (VPT) q Monitoring application for rating vendor performance on a per transaction level q VPT Surveys will be generated for the following transactions: Ø All State Term Contracts (STC) Ø All State Purchasing Agreements (SPA) Ø All Agency Term Contracts (Release Required and Invoice Only) Ø All other transactions equal to or above $2, 500 (including governmental entities) 12
VPT Email Notifications q Email notification will be sent to the Requestor or MA Contact associated with the transactions: Ø Purchase Orders/Release Order - user listed in the ‘On Behalf Of’ field Ø Master Agreements - user listed in the ‘Contact’ field q Contains link directing Requestor or MA Contact to access VPT to complete survey q Receive one email per day for all “new” pending surveys 13
Sample Email Notification 14
VPT Surveys – Buyers q Surveys pre-populated with transaction-specific information q Vendor rated across four categories with scoring range from 1 to 5: Ø Performance to Specifications – e. g. compliance to contract specs Ø Delivery – e. g. on-time delivery Ø Invoicing – e. g. accurate billing Ø Customer Service – e. g. prompt/courteous customer service q Comments may be entered for a survey Ø If entered, vendors may view comments relating to their ratings q Completion of VPT survey is optional q Vendors’ performance tracked and displayed in Ariba Buyer Ø Vendor Location Chooser – Ratings 15
VPT Surveys – Additional Information q Vendors can access VPT to view survey responses for their company only q Monthly listing of vendors and their performance scores will be provided Ø Scores across the four categories Ø Requestor and MA Contact names and comments will not be provided to the general public q Survey scores will be discarded after 5 years (consistent with record retention requirements) q Current DMS State Term Contract survey tool (Survey Monkey) will continue to be available for non-My. Florida. Market. Place requestors to provide vendor performance feedback 16
VPT Surveys – Additional Information q For More Info on Vendor Performance Tracking, go to links below for the related areas: Ø (Buyer FAQ’s) http: //dms. myflorida. com/dms/purchasing/myfloridamarketplace/buyers/ myfloridamarketplace_VPT_frequently_asked_questions Ø (Vendor FAQ’s) http: //dms. myflorida. com/dms/purchasing/myfloridamarketplace/vendor s/vendor_training/VPT_frequently_asked_questions 17
Agenda q Welcome / Introduction q My. Florida. Market. Place Activities q Focus Group Updates q User Satisfaction Survey q Vendor Performance Tracking (VPT) Update q General Discussion Time 18
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