Approver Training

Approver Training

MyFloridaMarketPlace

Agenda

Page - 2

MFMP Overview

Approver Responsibilities

System Basics

Approving Requests

Confidential Information

Scanning and Attachment Guidelines

System Searches

Questions & Answers

Page - 3

What is MyFloridaMarketPlace?

MyFloridaMarketPlace (MFMP) is the State of Florida’s source for centralized procurement which began July 1, 2003

One-stop shop for accessing on-line catalogs and information about vendors that provide goods and services to the State

More Choice: MFMP provides 24/7 online access to the system’s registered vendors, State Term Contracts, quoting, and sourcing

Reduced Error Rates: More validation of purchasing and F&A information.

Faster order processing time: By automating the transactions, contracts, and approvals; the time for requisition to payment is reduced

Reduction in the cost of goods and services: MFMP leverages its significant buying power by enabling Florida to act as a single entity during contract and purchasing negotiations to receive the best value on goods and services for state agencies

Page - 4

Terminology

Requester = On Behalf Of (OBO) - The person who submits a request for good or services

Requisition - A document that notifies a purchasing office of a need to have a purchase order issued for a commodity and/or service. This process will be automated with the eProcurement system

 Direct Order (DO) = Purchase Order (PO) - Direct orders are purchase orders that are automatically generated in MFMP when a requisition is fully approved. Direct Orders are then sent directly to the chosen suppliers by fax, email, or ASN

Approval Flow – Approval flows specify which individuals review a request. Approvals can be active, pending, approved, or denied

Watcher - An optional approver in an approval flow. These approvers must be manually added

Status – The status of a transaction is determined by the actions taken for a given type of transaction.

FLAIR – The State’s Financial System Encumbering - Reserving money from your budget in FLAIR

Page - 5

Terminology

Line Item – One item on an order regardless of quantity

Split Accounting – A MFMP feature that allows the cost of a line item to be split between different accounts and funds. Splits can be by percentage, quantity, or total amount

Commodity – An item of physical property. Normally these items have a commodity code that begins with a number other than 9

Receipt – An electronic receiving report completed for all commodity purchases when the ordered item(s) are physically received

Service – Work done by someone that does not include the manufacturing of goods. Normally these items have a commodity code that begins with the number 9

PUI – Purchasing Unit Indicator that, based on your profile, dictates the flow of your requests

Redact – Obscuring or removing sensitive (confidential) information prior to scanning and attaching the document into MFMP

Additional terminology can be found on the MFMP Glossary

Agenda

Page - 6

MFMP Overview

Approver Responsibilities

System Basics

Approving Requests

Confidential Information

Scanning and Attachment Guidelines

System Searches

Questions & Answers

Page - 7

Approver Responsibilities

MyFloridaMarketPlace (MFMP) Approver responsibilities may include:

Reviewing and approving a requisition for management purposes

Reviewing and approving a requisition for budgetary purposes

Reviewing and approving a requisition based on the “type” of request being submitted (i.e. Information Technology (IT) related; Operating Capital Outlay (OCO) item; Legal Counsel required approval; Telecommunications related, etc.)

Editing and making changes to a requisition before approving

Denying a requisition (based on your agency’s practices)

Approving a Delegation of Authority for an agency customer in which you are their “supervisor” in MFMP

Acting as a Delegatee for another agency customer to approve/deny their transactions

Agenda

Page - 8

MFMP Overview

Approver Responsibilities

System Basics

Approving Requests

Confidential Information

Scanning and Attachment Guidelines

System Searches

Questions & Answers

Page - 9

System BasicsLogin Screen

You will sign on with the user name and password provided to you by your agency System Administrator

You can select “where” you want to go by clicking on the appropriate option in the dropdown box

Page - 10

System BasicsHome Page

The “circle” on the home page is called a “Swoosh”. All items on the Swoosh correlate to a header on the Shortcut Menu

Navigation Panel/Shortcut Menu

Page - 11

System BasicsLogout

Remember to log out by clicking the Logout button. Don’t click the “x” on your Explorer

screen.

Page - 12

System BasicsLogout Warning

•When your session has been idle for 14 minutes, the Logout Warning popup will appear with a countdown of 60 seconds

•If you want to continue with your work in MFMP, click on the Cancel Logout and your session will remain open

System BasicsDropdown Boxes

Page - 13

•Dropdown boxes hold your last five choices

•If your choice is not listed, click “Other” to search

System BasicsCalendar Icons

Page - 14

•To move forward by one month, click the single arrow

•To move forward by one year, click the double arrow

•Click on the appropriate date

System BasicsPreferences

Page - 15

To Change your Password, Delegate Approval Authority, or change Email notifications, click on your Preferences link

Page - 16

System BasicsDelegation of Approval Authority

Customers should complete a Delegation of Authority when they are going to be on leave and/or out of the office and unable to obtain Internet access

Submitting the Delegation of Authority is necessary to ensure Purchase Requisitions, Invoice Reconciliations and Receipts are approved in a timely manner

Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave

The scheduled delegation will go into effect at 1:00 AM (EST) of the date selected

Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave.

Page - 17

System BasicsDelegation of Approval Authority

To Delegate your authority, click here

Page - 18

System BasicsDelegation of Approval Authority

•Choose an appropriate Delegate

•Choose a Start and End Date

•A Delegation Reason is not required but is a good business practice

•By checking the Notification box, you may choose to continue to be notified of approvals requiring your attention

Page - 19

System BasicsE-Mail Notifications

Click on your email notification preferences

Page - 20

System BasicsE-Mail Notifications

Select the notification to be changed

Page - 21

System BasicsE-Mail Notifications

• Select Send Email Immediately to receive an email as soon as your approval is required

• Select Send Email Summary to receive an email once a day and it will include all items that require your approve

Page - 22

System BasicsE-Mail Notifications

• Select Send Repeatedly to receive emails more than once

• Select Send Once to receive only one email about an approvable

• Select Never Send to never receive an email about an approvable

Agenda

Page - 23

MFMP Overview

Approver Responsibilities

System Basics

Approving Requests

Confidential Information

Scanning and Attachment Guidelines

System Searches

Questions & Answers

Page - 24

Approving Requests Email Notification

-----Original Message-----

From: Ariba Administrator

[mailto:fl_notification@myfloridamarketplace.com]

Sent: Friday, April 20, 2007 9:36 AM

To: Graves, Ray (DAS)

Subject: PR1432871: '76 DDL Miami Dade alarm renewal for S09' requires your approval because ""

PR1432871: '76 DDL Miami Dade alarm renewal for S09' requires your approval because ""

To view this request in the Ariba system, use the following URL:

https://myfloridamarketplace.com:9140/Buyer/Main/ad/webjumper?partition=

part1&username=graves.ray&passwordadapter=CryptPasswordAdapter&itemID=2b

0tsfo.1u&awcharset=UTF-8

Requisition No. PR1432871

Created on Thu, 12 Apr, 2007 by Eva Kendrick

If you have selected to be notified by email to approve a transaction, the system will send you an email similar to this

• Click on the hyperlink

• Sign into MFMP

• Review and act on the approvable

Page - 25

Approving Requests Approval Queue

Click the Approve Requests link to begin reviewing items in your queue

Page - 26

Approving Requests Approval Queue

• You may find it helpful to group items in your queue

• You are able to export the view of your queue to Excel

By clicking on any of the header fields you can arrange the requests by ascending or descending order

Page - 27

Approving Requests Approval Queue

Items have been grouped by Status

• Expand or collapse each group by clicking on the gray arrow

•Grouped items contain the count of the transactions in that status

Page - 28

Approving Requests Approval Summary

You can navigate through your approval queue

The approval summary shows pertinent information from the requisition

Page - 29

Approving Requests Approval Summary

•Comments and attachments are viewable at the bottom of the requisition

•Attachments are opened by clicking on the link

Page - 30

Approving Requests Approval Summary

Click the PR link or the Title link to see all details of the requisitions

Page - 31

This is the view of the requisition on the Summary tab

Approving Requests Requisition Detail

Page - 32

Approving Requests Requisition Detail

•In Hide Details view, you cannot see all of the details of the line item (vendor name, FEID, full description, accounting information, etc.)

•To see all of the details, click the “Show Details” link

Each tab contains pertinent information on the requisition

Page - 33

Approving Requests Requisition Detail

The Show Details link allows you to view the line item information

Page - 34

Approving Requests Requisition Detail

•When the line item is checked, you can edit, copy or delete your line item

To edit the line item, check the box to the left of the line item #

Page - 35

Approving Requests Requisition Detail

The procurement information is listed at the top of the page and the accounting information is listed at the bottom of the page

Page - 36

Approving Requests Requisition Detail

In the History tab, every user and the action they take is captured. If any part of the requisition was edited, you would click on the edited “link” to view the changes made

Approving Requests Requisition Detail

Page - 37

A role or person can be added to the approval flow if

necessary

•The workflow details all roles/persons required to approve the requisition

• A requisition can be awaiting approval in a person’s queue for 10 days before it will escalate to the person’s supervisor

•Transactions will NOT escalate if active with a role (ex. 7200: Purchasing Office) only if active with a person (ex. Anthony Garcia)

Page - 38

• Select next request summary to bring up the next approvable in the queue

Approving Requests Archiving and Approval Summary

At the time of approving the request:

• Select to archive your approvable

• The transaction will no longer be in your Approve Requests queue unless you are the next approver in the approval flow

Agenda

Page - 39

MFMP Overview

Approver Responsibilities

System Basics

Approving Requests

Confidential Information

Scanning and Attachment Guidelines

System Searches

Questions & Answers

Page - 40

Confidential Information

Confidential Information that is directly related to an individual is prohibited from being included in MFMP. This includes information included in the comments field, line item description as well as attachments. Including such information in MFMP may violate F.S. 119.071 as well as comparable federal regulations relating to confidentiality such as the Health Insurance Portability and Accountability Act (HIPAA)

Agency specific questions about confidential information should be directed to their agency’s HIPAA compliance officer or General Counsel’s Office

It is the agency’s responsibility to redact this information prior to posting it to MFMP. Workflow approvals that are included in MFMP offer the opportunity for multiple customers to identify and take action against a transaction that includes confidential information, including initiating the Confidential Information Purge Request process. The form and process are posted on the MFMP toolkit http://dms.myflorida.com/buyertoolkit under Job Aids

Confidential Information

Examples of confidential information include, but are not limited to, the following items: Names All elements of dates (except year) directly related to an individual,

including birth date, admission date, discharge date, and date of death Telephone numbers Electronic mail addresses Social security numbers Medical record numbers Health plan beneficiary numbers Account numbers Certificate/license numbers All geographic subdivisions smaller than a state, including street

addresses, city, county and zip codes

Page - 41

Agenda

Page - 42

MFMP Overview

Approver Responsibilities

System Basics

Approving Requests

Confidential Information

Scanning and Attachment Guidelines

System Searches

Questions & Answers

Page - 43

Scanning and Attachments

Attachments on a MyFloridaMarketPlace transaction should be less than 4 megabytes in size

Recommended File Types For MyFloridaMarketPlace are .bmp – Bitmap Image .doc MS Word .pdf – Adobe Acrobat Forms Document .csv – MS Excel Comma Separated Values File .rft – Rich Text Format .xls – MS Excel Worksheet .pcx – PCX Image Document .tif – TIF Image Document .wri – Write Document

Full details for the Scanning and Attachment Guidelines are posted on the toolkit

http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit

Agenda

Page - 44

MFMP Overview

Approver Responsibilities

System Basics

Approving Requests

Confidential Information

Scanning and Attachment Guidelines

System Searches

Questions & Answers

System Searches

Page - 45

You can search by clicking on the Searches link from the Shortcut Menu

Page - 46

System Searches

Select one of the standard system searches

System Searches

Page - 47

•If a prefix is displayed (in this example “PR” ) you’ll need to include it in your search criteria

•The number symbols are just a reminder to add in the entire PR#

•If you don’t know what the number is, then you will delete all entries in this field

To view additional search fields click on this link

System Searches

Page - 48

Place a checkmark next to a field you would like to search by or uncheck a field you do not wish to see

System Searches

Page - 49

It is always best to use at least TWO search criteria;

your results will be returned faster.

You can change your search Category from this menuYou must have

the Query group to see all transactions in your agency

Click Search

System Searches

Page - 50

Search results can be exported to Excel. A max of 750 records will return. You can choose to to export the entire search or only the current page (only 40 records will export). Results will export exactly as they are displayed on the screenNOTE: You must disable your pop-up blocker in order to export

Page - 51

System Searches

The downloaded search will look similar to this and Excel’s auto filter will be activated

Page - 52

System Searches

For searches you do often, Save the Search

by clicking on the Save Search button.

System Searches

Page - 53

Give your search an appropriate title

Click “OK” to save the search

System Searches

Page - 54

Your saved search is here. Anytime you want to run the search, click the Search button

Agenda

Page - 55

MFMP Overview

Approver Responsibilities

System Basics

Approving Requests

Confidential Information

Scanning and Attachment Guidelines

System Searches

Questions & Answers

Thank you for your attendance! We hope that you have learned the tools needed to perform your duties as an approver in MyFloridaMarketPlace

The Customer Service Desk can be contacted by email: BuyerHelp@myfloridamarketplace.com or by phone: 1-866-FLA-EPRO (1-866-352-3776)

DMS Process Improvement:

Kasey Bickley: kasey.bickley@dms.myflorida.com

Anne Rabon: anne.rabon@dms.myflorida.com

Contact Us