My Florida Market Place Vendor Meetings October 15

My. Florida. Market. Place Vendor Meetings October 15, 2009: “Overview and Introduction to VIP” 12: 00 noon – 1: 00 p. m. EDT The toll free number is: (888) 808 -6959 Conference Code: 9766076#

Today’s Agenda Ø My. Florida. Market. Place (MFMP) Overview Ø What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors Ø Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking Ø When does VIP launch? Ø Where can I learn more? 2

Overview MFMP Overview Ø My. Florida. Market. Place (MFMP) is the State of Florida’s online electronic procurement system, the single e-commerce conduit between state agency buyers and vendors to conduct public purchasing on a daily basis Ø MFMP prides itself on public and private partnerships; its award winning technology applications create easier and faster transactions for both buyers and vendors • Excellence in IT Leadership Award from IT Florida • Excellence in Public Service Leadership from IT Florida • Honorable Mention given by the National Institute of Governmental Purchasing • Achievement for Excellence in Procurement (2004, 2005, 2006, 2007, 2008, 2009) • Computer. World Laureate 2008 3

Overview MFMP Vendor Benefits Ø Equal access for small-, disabled-veteran, women- and minority-owned businesses Ø Electronic Invoicing (e. Invoicing) Ø One stop registration that enables a vendor to receive all executive state agency bids for any selected commodity code Ø 24/7 access to more bid opportunities and information ü Vendor Bid System (VBS) ü Sourcing ü e. Quote Ø Improved quality and accuracy of interactions with the state Ø Customer service support available to provide real time assistance Ø Green catalog and product listing options 4

Overview Importance of Keeping Your Account Up-to-Date Ø MFMP uses the information in vendor registration accounts to communicate opportunities / information to vendors Ø Facilitates timely payment Ø Facilitates timely delivery of purchase orders (PO) Ø MFMP allows vendors to update account information at their convenience (https: //vendor. myfloridamarketplace. com) 5

Overview MFMP Vendor Registration Example #1: Outdated Vendor Information Ø MFMP uses vendor information to communicate opportunities and information to vendors. When vendor information is not current, the following may happen: Ø If the remit to address is not updated in the Vendor Registration account: • Payments from Buyer customers (state agencies) could be mailed to the incorrect location • Possible delayed delivery or even undeliverable Purchase Orders (POs) 6

Overview MFMP Vendor Registration Example #2: Outdated Vendor Information Ø When goods / services are added to a business, commodity codes should also be updated on the vendor account(s). If commodity codes are not updated, the following may happen: • Missed quotes or solicitation opportunities • Receive quotes or solicitations for goods / services no longer provided Ø Remember: MFMP enables vendors to update account information at their convenience (https: //vendor. myfloridamarketplace. com) all day, everyday! 7

Overview Automated Vendor Password Reset Ø Vendors are now able to reset their vendor registration password Ø From VIP click the “Forgot Your Password? ” link 8

Overview Automated Vendor Password Reset Ø The system will then ask for a username or tax ID, followed by a contact email address listed on the vendor registration account Ø An email will then be sent to that specific email address to verify and complete the updated vendor registration username / password Ø Upon verification of the updated vendor password, the password will automatically be reset 9

Overview Commodity Codes Commodity - An item of physical property as opposed to a service Commodity code - A system of words and/or numbers designed to identify and list commodities or services by classes or sub-classes Ø Florida uses commodity codes in several tools to seek vendor participation in solicitations (VBS, e. Quote, Sourcing) Ø Commodity codes are selected by vendors as part of their MFMP registration 10

Overview e. Invoicing is presenting an invoice electronically When deciding to e. Invoice, consider: Ø How many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2007 Ø See if you are invoicing these agencies on a frequent basis and look at how many invoices were created during this calendar year thus far Ø The cost of time, research, and production of print invoices for your customers 11

Overview Benefits to e. Invoicing Ø Saves a good amount of time for your business Ø Substantially reduces paper flow and associated costs Ø Encourages prompt and accurate processing of invoices Ø Improves data accuracy, which reduces payment cycle times Additional information on the vendor toolkit: http: //www. dms. myflorida. com/business_operations/state_purchasing/m yflorida_marketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfm p_einvoicing 12

Overview MFMP Vendor Email Notifications Ø MFMP sends email notifications to keep vendors updated on important topics and information Ø Common notifications vendors receive include: • My. Florida. Market. Place general announcements • Fee Processing notices and reminders • Vendor. Help responses • e. Quote / Sourcing / VBS notifications Ø To ensure you receive these communications, your email address in vendor registration must be current Ø Make sure MFMP is on your ‘safe list’ if your organization has email filters / SPAM filters 13

Overview MFMP Vendor Email Notifications My. Florida. Market. Place Notifications (My. Florida. Market. Place@dms. My. Florida. com) Ø Vendors receive notifications about general MFMP information on a regular basis. This includes: • Maintenance windows • Hot Topics/bulletin board postings • Training Opportunities • Vendor Resources • Web site updates • Teleconference Announcements / Reminders 14

Overview MFMP Vendor Email Notifications Fee Processing Notifications (Fee. Processing@My. Florida. Market. Place. com) Ø MFMP will automatically send an email to remind vendors of reporting the 1% transaction fee – 30 day notice – 60 day notice Ø Vendors will also receive an e-mail reminder to submit past due CBIs (Consolidated Billing Invoices) – These are accessible online and are used to record the Transaction Fee Report 15

Overview MFMP Vendor Email Notifications Vendor. Help Notifications (Vendor. Help@My. Florida. Market. Place. com) Ø Anytime vendors have a question regarding MFMP, the Vendor Help Customer Service Desk is ready to provide assistance with any issue that arises Ø When vendors submit questions to the Vendor Help Customer Service Desk, they will receive an e-mail response from Vendor. Help@My. Florida. Market. Place. com 16

Overview MFMP Vendor Email Notifications e. Quote / Sourcing / VBS Notifications Ø According to your email preferences, you may receive bid notifications from: • e. Quote: tool used to respond to informal price quotes (<$25, 000) • Sourcing: tool used to respond to formal solicitations (>$25, 000) • VBS: online bid posting site displaying all formal solicitations Ø e. Quote (e. Quote@myfloridamarketplace. com) sends a request notification whenever an agency customer creates a quote for goods/services Ø Sourcing (Sourcing. Support@myfloridamarketplace. com) distributes notifications of solicitations to the account contact Ø VBS (No. Reply_VBS@dms. My. Florida. com) sends notifications of published formal solicitations to the account contact 17

Today’s Agenda Ø My. Florida. Market. Place (MFMP) Overview Ø What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors Ø Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking Ø When does VIP launch? Ø Where can I learn more? 18

Overview What is VIP? Ø “VIP” is the new name for the State of Florida’s “Vendor Information Portal” Ø VIP Provides…. ü An updated look and feel to the State’s current vendor registration system ü Improved Information Views and Navigation ü Commodity Code Search Capabilities ü Simplified Fee Reporting 19

Overview Information Views and Navigation Ø Vendors are able to see summary information more easily Ø “Drop Down” options are available for vendors to easily navigate to various areas in the system 20

Overview Information Views and Navigation Ø “Just in time” help is located throughout the system! Ø Vendors can easily click on the question marks to see helpful information about the area of the application they are using 21

Overview What else is New and Improved? Ø Improved registration instructions and direction Ø Contextual help and error messages Ø Commodity Code Search capability that allows keyword searching Ø Minimal data entry requirements and auto-calculation features for Transaction Fee Reporting

Today’s Agenda Ø My. Florida. Market. Place (MFMP) Overview Ø What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors Ø Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking Ø When does VIP launch? Ø Where can I learn more? 23

Today’s Agenda Ø My. Florida. Market. Place (MFMP) Overview Ø What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors Ø Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking Ø When does VIP launch? Ø Where can I learn more? 24

Registering with VIP Accessing Vendor Registration in VIP Ø Navigate to the MFMP Vendor Information Portal at https: //vendor. myfloridamarketplace. com Ø Returning vendors can use the username / password entry under ‘Vendor Login’ Ø New vendors can set up an account using the ‘New Vendor Registration’ entry box Ø When registering for My. Florida. Market. Place, it is strongly recommend to use a Federal Employer Identification Number (FEIN) rather than a social security number 25

Registering with VIP Accessing Vendor Registration in VIP Ø Returning vendors can log into their account and see a ‘Vendor Summary’ page Ø This view provides quick access to additional information for: • Vendor Registration / Account Maintenance activities • Billing and Collections • Performance Tracking 26

Registering with VIP Accessing Vendor Registration in VIP Ø New Vendors will enter a username and password as part of registration Ø Wizard functionality will take vendors “stepby-step” through the registration process Ø Completed steps are highlighted in GREEN Ø In Process steps are highlighted in YELLOW Ø Steps yet not completed are highlighted in RED Ø “Required” fields are highlighted throughout the process Ø Existing vendors can login to update their account information at any time 27

Registering with VIP Account Registration / Account Maintenance Ø The ‘Main Contact’ Information page is very important to keep current Ø A main contact is the default contact that is used for communication between MFMP and the vendor Ø It is recommended that vendors review / verify their account information at least monthly 28

Registering with VIP Account Registration / Account Maintenance Ø The “registration wizard” will lead the vendor through subsequent screens (such as General Information) to enter in ‘ 1099 name’ and ‘DBA name’ Ø Vendors can also add optional information such as: • Dun and Bradstreet Number • Company Website • Florida Revenue ID number 29

Registering with VIP Account Registration / Account Maintenance Ø The ‘Business Profile’ page allows vendors to select the designation that best describes their company (e. g. , US Corporation, Government Entity, Partnership / Joint Venture, etc. ) Ø Please do not confuse the term ‘Government Entity’ with the fact that you are a vendor doing business with the State of Florida Ø If a vendor has questions about whether they are considered a ‘government entity, ’ please contact the MFMP Customer Service Desk at vendorhelp@myfloridamarketplace. com 30

Registering with VIP Account Registration / Account Maintenance Ø The ‘Certified Business Enterprise’ page allows vendors to select an appropriate designation(s) for : • Minority Business Designation • Woman Owned Designation • Service-Disabled Veteran Business Enterprise Designation Ø This information is also reviewed and confirmed by the Office Of Supplier Diversity for applicable certification 31

Registering with VIP Account Registration / Account Maintenance Ø The ‘Locations/Contacts’ page is used to additional account contacts to a vendor’s account Ø Adding ‘locations’ to the account is where the following information is added: Ø • Purchase Order email / fax information • Remit-To Information • Billing Contacts Fields such as ‘email address, ’ ‘fax number, ’ and ‘Remit-To information’ need to be accurate in order for vendors to receive their MFMP purchase orders and payments 32

Registering with VIP Account Registration / Account Maintenance Ø The ‘Commodity Code Selection’ page allows vendors to select applicable commodity codes for the types of products and/or services offered Ø While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes Ø Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors 33

Registering with VIP Account Registration / Account Maintenance Ø When adding commodity codes, the ‘Search Commodity Codes’ function provides vendors with the ability to search by a keyword descriptor Ø The system then returns a set of results that include the key word as part of the commodity code Ø Vendors can simply select the applicable commodity codes and save the changes to their account Ø While a vendor may provide “specific” products, sometimes a “general” search may be best. For example- in this scenario, the vendor searched by the word ‘desk’ to bring back a variety of results as selection options 34

Registering with VIP Account Registration / Account Maintenance Ø Vendors also have the opportunity to complete registration for additional State Solicitation Tools such as “Sourcing” and “e. Quote” Ø The Sourcing Tool is used formal bids (> $25, 000) Ø The e. Quote Tool is used for informal bids (< $25, 000) Ø The MFMP team facilitates a separate, dedicated session to ‘Solicitations’ Ø For vendors interested in attending a session on ‘Solicitations, ’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP Toolkit 35

Registering with VIP Account Registration / Account Maintenance Ø The last steps in the Vendor Registration activity include: • Email address confirmation • Terms of Use Review / Acceptance Ø Once these items are finished, the registration is complete, and a registration summary will be sent to the vendor’s account! 36

Today’s Agenda Ø My. Florida. Market. Place (MFMP) Overview Ø What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors Ø Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking Ø When does VIP launch? Ø Where can I learn more? 37

Billing and Collections in VIP Vendor Summary Ø Returning vendors can log into their account and access their ‘Vendor Summary’ page Ø Navigating to the ‘Billing and Collections’ area provides vendors with a view of: • Bill-To Contact Information • Self-Reporting Summary (of last 3 reports) • Consolidated Billing Invoice (CBI) Snapshot (of last 3 months) 38

Billing and Collections in VIP Billing and Collections Navigation Ø This provides details of a vendor’s transaction fee reporting and payment account Ø Vendors have the option to quickly navigate to: • Submit a Report • View Company Summary • View Full CBI History • View Self-Reporting History 39

Billing and Collections in VIP Accessing CBIs / Submitting Reports in VIP Ø Vendors can access individual Consolidated Billing Invoices (CBIs) by simply clicking on the links under the ‘CBI Snapshot’ area Ø State Term Contract Vendors can also submit self-reports for any payments received on contracts 40

Billing and Collections in VIP Example: Submitting a Transaction Fee Report Ø State Term Contract (STC) vendors are required to provide monthly reports for payments received; Non- STC vendors may have additional fees to report that were not included as part of a CBI Ø To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add’ Ø Pages have been simplified so that there is one field to be completed for fee-eligible payments Ø Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated 41

Billing and Collections in VIP Example: Submitting a Transaction Fee Report Ø Automated calculation will show the resulting transaction fees due Ø The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment Ø For vendors interested in attending a session on ‘Transaction Fee Reporting and Payment, ’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP Toolkit 42

Today’s Agenda Ø My. Florida. Market. Place (MFMP) Overview Ø What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors Ø Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking Ø When does VIP launch? Ø Where can I learn more? 43

Performance Tracking Vendor Performance Information in VIP Ø Returning vendors can log into their account and access their ‘Vendor Summary’ page Ø Navigating to the ‘Performance Tracking’ area provides vendors with a view of performance tracking inputs 44

Performance Tracking Vendor Performance Information in VIP Ø Vendors are able to see: 3. 57 3. 56 7637 3. 61 8288 3. 55 • Rating Summary • Rating Detail • The Rating Scale that agency customers use when answering survey questions about the vendor’s performance 3. 56 45

Today’s Agenda Ø My. Florida. Market. Place (MFMP) Overview Ø What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors Ø Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking Ø When does VIP launch? Ø Where can I learn more? 46

Today’s Agenda Ø My. Florida. Market. Place (MFMP) Overview Ø What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors Ø Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking Ø When does VIP launch? Ø Where can I learn more? 47

Where can I learn more? Additional Resources • Information will continue to be posted on the Vendor Information Portal (VIP) page on the MFMP Toolkit • For technical questions concerning MFMP or the registration process, please contact Vendor Help at: Vendor. Help@My. Florida. Market. Place. com or 1 -866 -352 -3776 • For questions about becoming a certified minority business enterprise (CMBE), please contact the Office of Supplier Diversity (OSD) at: OSDHelp@dms. My. Florida. com • General MFMP Contact information: Phone: 866 -352 -3776 Fax: 850 -414 -8192 Email: Vendor. Help@My. Florida. Market. Place. com Website: http: //myfloridamarketplace. com Hours: Monday – Friday, 8: 00 a. m. – 5: 30 p. m. EDT 48

Wrap-Up! How do I get on the “VIP List? ” • Vendors who are currently registered with My. Florida. Market. Place do not have to re-register in VIP • Current vendor registration information will be converted into the VIP system • All vendors should confirm their current account information- make sure it is current! 49

Vendor Information Portal Questions and Answers Thank You for your Participation Today! 50