MyFloridaMarketPlace MyFloridaMarketPlace Customer Roundtable Meeting September 3, 2008, 9:00 am EDT Conference dial-in number: (888) 808-6959 Conference.

MyFloridaMarketPlace

MyFloridaMarketPlace Customer Roundtable Meeting

September 3, 2008, 9:00 am EDT

Conference dial-in number: (888) 808-6959Conference code: 4888366#

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Agenda

Welcome / Introduction

MyFloridaMarketPlace Updates

Customer Satisfaction Survey Results Year-End Review Training Update System Enhancement Update

Vendor Initiatives

Vendor Outreach Initiatives Vendor Informational Teleconferences Enhanced Vendor Toolkit

SPURS Sunset Update

Reporting Initiative

Questions / Open Discussion

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Agenda




Vendor Initiatives


SPURS Sunset Update



Survey Distribution / Demographics

• The Customer Satisfaction survey was sent to 1,414 customers from all agencies currently utilizing MyFloridaMarketPlace

• The distribution list included purchasing and F&A customers, targeting the most active system users with a focus on proportional representation from each active agency

• 345 customers responded to the survey (~24% response rate)

Respondent Statistics by Audience:

Respondent Statistics by Geography:

•Tallahassee represented the greatest number of responses by geographical area

•More than 70 locations across the state were represented

Audience Survey Invites Sent Number of Respondents Response RatePurchasing (Liaison / Director) 64 17 27%Purchasing User 765 216 28%F&A (Liaison / Director) 68 6 9%F&A User 517 106 21%TOTAL 1414 345 24%

35%

4%2%

3%5%2%

49%

Tallahassee

Tampa

Jacksonville

Ft. Lauderdale

Orlando

Miami

Other / Not Specified

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• 24 agencies had customers who responded to the survey

Agency Percent of Total

Agency Percent of Total

Agency for Health Care Administration 0.6% Department of Health 32.1%

Agency for Persons with Disabilities 0.3% Department of Juvenile Justice 9.5%

Agency for Workforce Innovation 1.0% Department of Management Services 1.3%

Attorney General 1.0% Department of Revenue 1.9%

Department of Administrative Hearings 0.3% Department of State 1.0%

Department of Business and Professional Regulation 0.3% Department of Transportation 3.8%

Department of Community Affairs 0.6% Department of Veterans Affairs 2.5%

Department of Corrections 13.7% Fish and Wildlife Conservation Commission 2.2%

Department of Children and Families 1.6% Florida Department of Law Enforcement 2.5%

Department of Education 3.5% Florida School of the Deaf and Blind 0.3%

Department of Environmental Protection 10.8% Highway Safety and Motor Vehicles 7.0%

Department of Financial Services 0.6% State Courts 1.6%

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76% of Purchasing respondents and 71% of F&A respondents used MFMP for more than 2 years


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Year Purchasing F&A Overall

2006 84% 77% 80.5%

2007 89% 94% 91%

2008 94% 90% 93%

Trending (from 2006-2008)

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Key Findings

• Overall, end user satisfaction with MyFloridaMarketPlace is increasing, with a combined ‘Overall Satisfaction’ result for July 2008 of 93%

• In comparison to the August 2007 survey, the July 2008 survey showed increases in nearly all areas surveyed

• 5% increase in Purchasing Satisfaction: 94% of respondents are ‘moderately to very satisfied’ with the purchasing tool. This is up from 89% in August 2007

• 4% decrease in F&A Satisfaction: 90% are ‘moderately to very satisfied’ with the invoicing tool. This is a change from 94% in August 2007. Specific areas that decreased in satisfaction included responses around ‘Communication Effectiveness’ and ‘CRB Effectiveness.’ MFMP will take steps to address these concerns.

Overall Satisfaction- Combined (Purchasing and F&A)

95

132

79

17

7

13

0 20 40 60 80 100 120 140

Very Satisfied

Satisfied

Moderately Satisfied

Dissatisfied

Very Dissatisfied

No Basis

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Agenda




Vendor Initiatives


SPURS Sunset Update



Year End Processing Update

Completed the certified forward processing, which updated 32,095 requisition line items and 31,440 PO line items

Task was completed in two hours as compared to eight hours last year

Completed processing of ‘Delay Purchase Until’ orders

6,711 encumbered requisitions processed

2,124 unencumbered requisitions processed

387 transactions requiring intervention as opposed to over 1,000 in years past

Reset and implemented requested changes for FY 2009 statistical sampling

Customer communications were consistently sent throughout the process to keep agency users aware of system availability and completed processes

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Agenda




Vendor Initiatives


SPURS Sunset Update



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Training Initiative

DMS MFMP Team began conducting regularly scheduled training in August 2008. Training will be offered monthly in Tallahassee and once per fiscal year at select locations throughout the state

These training sessions are free of charge and intended to supplement ongoing training programs already in place at each agency

Agency-specific training may be provided on a case-by-case basis, time permitting; Please contact your Agency Liaison for additional information

A “hands-on” Train the Trainer session is being developed and slated for delivery February 2009. In this training we plan to cover:

Experienced Requester

Invoicing

System Administration

Analysis

Secure Reports

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Training Survey

The DMS MFMP team is developing a training survey to assess our customers’ needs

We anticipate sending this survey out at the end of September and will adjust our current training plan based on the results

Currently we offer the following training :

New Requester

Invoicing

System Administration

Analysis

Secure Reports

Refresher Requester

Approver

Train the Trainer

Training Schedule

We will also be offering training in the following cities throughout the State: Tampa (August 2008) Ft. Lauderdale (October 2008) Jacksonville (November 2008) Orlando (January 2009) Pensacola (March 2009) Ft. Myers (April 2009) Miami (May 2009)

Statewide training will include: New Requester Invoicing Secure Reports Analysis Refresher Requester

To register for training, please visit the Training Opportunities Web page on the Buyer Toolkit at http://dms.myflorida.com/buyertoolkit

If you have any questions regarding training or experience difficulty while registering, please contact the DMS MFMP team at: [email protected] Page - 14

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Agenda




Vendor Initiatives


SPURS Sunset Update



System Enhancement Update

Change Request 44 – Legislature Data Scoping

The Legislature is the remaining customer of SPURS and this change request will support the sunset of SPURS activities

Customizations are being made to MFMP to scope Legislature procurement and disbursement information so that it is not visible by other agencies in MFMP

Legislature will only be able to search and view their records

Executive Branch agencies will not be able to search or view Legislature records

Scheduled to be completed by September 30, 2008

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Change Request 45 – Service Disabled Veterans Business Enterprises Florida House Bill 687 states that service-disabled veteran businesses must be

identified in the procurement process

Changes will be made to the Vendor Registration, Buyer and eQuote applications so that vendors can be identified as a service-disabled Veteran Business Enterprise

Two new business codes will be added to Vendor Registration:

W = Service-Disabled Veteran Business Enterprise, Certified

Y = Service-Disabled Veteran Business Enterprise, Non-Certified

This change will be effective by November 11, 2008

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CR 36: Make the encumbrance number the direct order (DO) number

The first encumbrance number assigned must be greater than the last DO number assigned so that DO numbers will not be duplicated.

Once the encumbrance number reaches 999999, alpha characters will be assigned (for example: A00000, A00001, ….).

When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number.

Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers.

This change will be effective in the third quarter of the fiscal year

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Agenda




Vendor Initiatives


SPURS Sunset Update



Vendor Outreach

Vendor Teleconferences (Fireside Chats):

DMS MFMP Team launched the program in May 2008. The intent of this initiative is to assist vendors in knowing how to do business with the State of Florida and to knowing how to use MFMP

http://dms.myflorida.com/vendorteleconferences

Past Topics: 06/25: "Keeping Accounts Updated" 07/09: "Solicitations" 07/16: "Solicitations" (repeat of 7/09) 07/23: "Keeping Accounts Updated" 08/20: Transaction Fee Processing & Reporting 8/27/08: Certified Minority Business Enterprise (CMBE) Vendor Overview

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Vendor Outreach

Vendor Teleconferences (Fireside Chats):

MFMP is excited to announce three additional Vendor teleconference sessions this fall: 9/10/08: Importance of Keeping Accounts Updated 10/1/08: Solicitations 10/15/08: Transaction Fee Processing & Reporting

For additional information about online training opportunities, please visit the Vendor Toolkit: http://dms.myflorida.com/vendortoolkit

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Updates to Web Pages and Tools

MFMP (General)

New Training division home, with links to both buyer and vendor training opportunities

Updated project information, contact information and page archiving

Streamlined page navigation for all customers

Buyer/Vendor portals off of DMS

home page

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Buyer

New Buyer home page, complete with Buyer training information

New Training Opportunities page, with links to upcoming available trainings around the State

Updated Buyer Toolkit, including archiving old documents and files, and updating the Job Aids

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Vendor

New Vendor home page, complete with Vendor teleconference series information

New comprehensive Vendor toolkit, including a communications bulletin board

Updated Vendor FAQs, pertaining to individual common

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Upcoming Plans

Future Updates: Revise Buyer FAQs Utilize Training home page, posting all upcoming opportunities for

customers

Our goal in all these updates is to make it easier for you to get the information you want directly with fewer “clicks”

Better to let your fingers do the walking!

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Agenda




Vendor Initiatives


SPURS Sunset Update



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SPURS Sunset Update

SPURS Sunset Activities: Closing out of open SPURS POs was recently completed

Removal of SPURS for accounts older than 6 months was completed on 8/29/08 Updated lists of users who have accessed SPURS in less than 6 months will go out

1st week of September

We have met with DFS to discuss the new application for entering payee information This will be the replacement for SPURS The new application should be available by the beginning of the new calendar year

SPURSView: Line item detail Executive Order to post contracts being developed DFS developed a survey POs are included to be posted MFMP and CITS estimates because SPURSView may be best vehicle to post POs

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Agenda




Vendor Initiatives


SPURS Sunset Update



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The DMS MFMP Team launched a Reporting Initiative to:

Conduct research on the current reporting tools

Identify agency customers’ reporting needs

Educate customers on the available reporting tools

Identify any shortcomings of the current state of reporting

Identify reporting alternatives with the goal to identify and implement the optimal reporting tools for all MFMP customers

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Research conducted to determine where we are: Project Charter

Identifying initiative goals, objectives, scope, etc.

Gap Analysis Identifying functional requirements that are currently not resident in the

MFMP reporting environment

Alternative Analysis Identifying application alternative solutions to agency customer reporting

needs

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MFMP Reporting tools: Secure Reports

Designed with an emphasis on Finance & Accounting

Analysis Currently contains mostly Purchasing data / information

Buyer System Searches Can be used by customers at any system level

Report Requests Can be submitted by agency customers anytime there is a business need for

a (secure) report that does not exist

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Secure Reports Training: Developed in an effort to keep customers educated on the current reporting tools

available

First training conducted August 14, 2008, in Tampa, FL

Helps customers understand:• What reports are used for• How to access and use secure reports• How to request additional reports

Will lead to:• Increased customer awareness• Increased use of MFMP tools and resources• Customers ability to perform day-to-day tasks more efficiently and

effectively

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MFMP Reporting Survey: Developed to identify agency customers’ reporting needs and expectations

Was administered Monday, August 25, 2008, and will end Friday, October 3,

2008

Addresses each of the MFMP reporting tools

Results will lead to an increase in reporting training requests

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What’s Next? Follow-up/data compilation

Secure Reports Training feedback Reporting Training feedback

Development of the MFMP Reporting website All MFMP and related Reporting tools Located on the Buyer Toolkit

Development of job aids/tutorials Reports Job Aid (update) System Searches Job Aid (update)

Secure Reports module in OnDemand Training

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Agenda




Vendor Initiatives


SPURS Sunset Update



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Closing Questions

Closing

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Contact Us

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

Walt Bikowitz Chief, State Purchasing [email protected](850) 488-7809

Rachael Lieblick Operations Manager [email protected](850) 414-6735

Debbie Gries Process Manager [email protected] (850) 414-1882

Eric Swanson Vendor Manager [email protected] (850) 487-9981

Amy Smyth Communications

Specialist

[email protected] (850) 294-3080

Audrey Hughes Reporting

Specialist


Kasey Bickley Purchasing Process Specialist


Anne Rabon F&A Process Specialist [email protected] (850) 294-0739

Customer Service Desk (CSD) CSD [email protected] (866) 352-3776

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MyFloridaMarketPlace MyFloridaMarketPlace Customer Roundtable Meeting September 3, 2008, 9:00 am EDT Conference dial-in number: (888) 808-6959 Conference.

Documents

partment of corrections13

partment of business

partment of education3

partment of children

partment of health10132

partment of health32

partment of state1

partment of revenue1