MyFloridaMarketPlace

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MyFloridaMarketPlace
MyFloridaMarketPlace User Meeting April 12, 2005
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Agenda

• Welcome / Introduction
• Action Plan Update from 3/08 User Meeting
• Aspire Update
• Status of SPURS Sunset
• Certified Forward Discussion / End of Year
  Processing
• Invoice Administrator Queue Discussion
• Follow Up Discussion on Payment Against Master
  Agreements
• Change Request Discussion
• Next Meeting Time / Location

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Agenda

• Welcome / Introduction
• Action Plan Update from 3/08 User Meeting
• Aspire Update
• Status of SPURS Sunset
• Certified Forward Discussion / End of Year
  Processing
• Invoice Administrator Queue Discussion
• Follow Up Discussion on Payment Against Master
  Agreements
• Change Request Discussion
• Next Meeting Time / Location

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Agenda

• Welcome / Introduction
• Action Plan Update from 3/08 User Meeting
• Aspire Update
• Status of SPURS Sunset
• Certified Forward Discussion / End of Year
  Processing
• Invoice Administrator Queue Discussion
• Follow Up Discussion on Payment Against Master
  Agreements
• Change Request Discussion
• Next Meeting Time / Location

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Aspire Update

• Wave 1 Update
• Timeframe for Initial Agencies
• Update on Replanning Effort
• Blackout Period Update
• The team is in the process of finalizing
  activities that will happen during an agencys
  blackout period prior to Aspire transition.
• Details of the blackout period will be reviewed
  closer to the Wave 1 timeframe.
• Encumbrance guidance prior to transition to
  Aspire
• Agencies are strongly encouraged to not process
  unencumbered transactions prior to transition
  to Aspire.
• This will help to minimize agency workload impact
  during the transition to Aspire.

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Aspire Update (cont.)

• Entering Master Agreements Prior to Aspire
  Transition
• Option 1 Enter Master Agreement as
  Unencumbered Agencies will then need to
  encumber using Aspire Accounting on the purchase
  order(s) or will issue an invoice(s) associated
  with that Master Agreement. If the Master
  Agreement is set up as No Release Required,
  then it will be a requirement to encumber the
  Master Agreement.
• Option 2 Enter Master Agreement as
  Encumbered Upon transition to Aspire,
  agencies will need to update the Master Agreement
  with new Aspire Accounting information. Purchase
  Orders and/or Invoices generated from that Master
  Agreement will then include the Aspire Accounting
  Information going forward.

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Agenda

• Welcome / Introduction
• Action Plan Update from 3/08 User Meeting
• Aspire Update
• Status of SPURS Sunset
• Certified Forward Discussion / End of Year
  Processing
• Invoice Administrator Queue Discussion
• Follow Up Discussion on Payment Against Master
  Agreements
• Change Request Discussion
• Next Meeting Time / Location

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Status of SPURS Sunset

• Agencies are continuing to transition from the PO
  creation function in SPURS
• 12 additional agencies will be transitioned from
  SPURS PO Creation during the month of May
• PO and Requisition Functions are turned off for
  all agencies as of Friday, 7/29/05
• Blanket Purchase Orders for FY 2005 2006 should
  be created and maintained in MyFloridaMarketPlace
• Agencies will continue to have the ability to add
  P-card vendors and non traditional vendors to
  the statewide vendor file via SPURS

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SPURS Sunset Update
1/10/05 Formal Memo to Agency Liaisons 1/14/05
DJJ, DOT, DVA, and Citrus transitioned off SPURS
PO Creation
As of 7/29/05 All SPURS PO functions shutoff
During 3/05 Additional agencies transition off
SPURS PO Creation
During 5/05 All scheduled agencies transition
off SPURS PO Creation
11/2004 DMS STO transitioned off SPURS PO
Creation
Nov 04
Jan 05
Nov 05
Mar 05
Sep 05
May 05
Jul 05
Between now and 7/29 Agencies need to enter all
multi-year purchase orders and/or contracts into
MyFloridaMarketPlace, and make sure that any open
purchase orders that can be closed have been
closed
Exception is Wave 1 agencies for Aspire. There
will be separate communications from the Aspire
team regarding dates by which SPURS and
MyFloridaMarketPlace activity must be closed out.
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SPURS Sunset May Agency Transitions
Agency SPURS Cutoff Date (Transition from PO Creation)
Department of Education 5/2/05
Fish and Wildlife Conservation Commission 5/2/05
Department of Military Affairs 5/2/05
Department of Elder Affairs 5/2/05
Department of Revenue 5/2/05
Department of Community Affairs 5/16/05
Department of Corrections / Parole Commission 5/16/05
Public Service Commission 5/16/05
Department of Financial Services 5/16/05
Dept of Agriculture 5/16/05
Attorney General and Legal Affairs 5/16/05
Department of Environmental Protection 5/16/05
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SPURS Sunset Functionality Transition
SPURS Function
Transition Timeframe

• Agencies are being transitioned off of PO
  creation in a phased approach, with all agencies
  being transitioned by 5/16/05.

• Purchase Order Creation

• End date for this function is currently set for
  7/29/05.
• The exception is Wave 1 Aspire agencies. There
  will be separate communications from the Aspire
  team regarding dates by which SPURS and
  MyFloridaMarketPlace activity must be closed out.
  

• Purchase Order and Requisition Functionality

• Transaction History will be available in SPURS
  and / or SPURSView.

• Purchase Order History

• End date for this function is currently scheduled
  to be June 30, 2006.

• Statewide Vendor File Updates

As dates / timeframes change, these will be
communicated to agencies
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SPURS Sunset Agency Activities

• Open Orders (including multi-year purchase
  orders)
• Guidance All purchase orders, including blanket
  purchase orders and multi-year purchase orders
  will be maintained in MyFloridaMarketPlace going
  forward. For those orders that are currently
  open in SPURS, agencies should force
  receive/close by 7/29/05. Any purchase orders
  that will not be fully received and closed prior
  to 7/29/05 should be entered into
  MyFloridaMarketPlace.
• Agency Activity Each agency should review and
  develop a close out plan for open orders.
  Identify any open orders that need to stay open
  past the end of the fiscal year and begin keying
  them into MyFloridaMarketPlace. Wave 1 Aspire
  agencies should coordinate with their Aspire team
  contacts to confirm timeframe available for
  reviewing open orders.
• Blanket Purchase Orders
• Guidance Blanket Purchase Orders for the
  current fiscal year that exist in SPURS can
  remain in SPURS (as the PO edit functionality
  will continue to exist until July 29th for non
  Wave 1 Aspire agencies). New Blanket Purchase
  Orders that are being created for FY 2005 2006
  will be entered in MyFloridaMarketPlace.
• Agency Activity All Blanket Purchase Orders for
  the upcoming fiscal year should be created in
  MyFloridaMarketPlace

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Agenda

• Welcome / Introduction
• Action Plan Update from 3/08 User Meeting
• Aspire Update
• Status of SPURS Sunset
• Certified Forward Discussion / End of Year
  Processing
• Invoice Administrator Queue Discussion
• Follow Up Discussion on Payment Against Master
  Agreements
• Change Request Discussion
• Next Meeting Time / Location

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Certified Forwards / Year End Processing

• As we approach the end of the fiscal year,
  agencies may have questions about common tasks
  such as
• Certified Forwards
• Releasing Encumbrances
• Disbursement Transaction Overrides
• The following slides provide screen shots of some
  common processing that you may be doing at this
  time of year.
• This information will also be posted as a job aid
  on the MyFloridaMarketPlace Toolkit.
• Please contact the Customer Service Desk at
  1-866-352-3776 or at BuyerHelp_at_myfloridamarketplac
  e.com if you have specific questions or concerns
  about a process you are trying to complete.

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Certified Forwards

• Previously within FLAIR, agencies have had the
  option of either
• Marking their encumbrances and payables with a
  C in the CF (certified forward) field manually
  through FLAIR.
• Or requesting that DFS mark the encumbrances and
  payables with a C in the CF field on behalf of
  the agency on June 30th.
• With the implementation of MyFloridaMarketPlace,
  agencies will have the option of either
• Marking the encumbrances with a C in the CF
  (certified forward) field through
  MyFloridaMarketPlace.
• Or requesting that DFS mark the encumbrances with
  a C in the CF field. The encumbrances will
  also automatically be updated in
  MyFloridaMarketPlace via a one-time batch process
  so that the accounting is reflected correctly in
  both systems. Date for this batch process is
  TBD- but is anticipated to be early-mid July.

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Certified Forwards

• If an agency elects to mark the encumbrances
  through MyFloridaMarketPlace, the following steps
  should be followed
• Initiate a change order to the appropriate
  Purchase Order. Users assigned the role of CO No
  Workflow may complete a change order for
  accounting/encumbrance changes only without
  regenerating the workflow.
• Update the accounting/encumbrance as appropriate
  and include a C in the CF field.
• Submit the change order a subsequent PO version
  will be created.
• A change encumbrance transaction (6SU) will be
  sent to FLAIR to update the encumbrance record.
• Similar to encumbered POs, encumbrances against
  Master Agreements may be updated through
  initiating a change against the Master Agreement
  Request or may be updated automatically if
  requested by DFS.

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Payables

• During the year-end process, the agency may also
  establish payables for those items that have been
  received but not yet invoiced
• The establishment of a payable (TR80/TR81)
  against a MyFloridaMarketPlace transaction will
  be completed directly in FLAIR
• A modification has been completed in FLAIR to
  support the release of an A encumbrance type
  for an encumbered payable (TR81)
• When appropriate, a payable disbursement (TR53)
  will be completed in MyFloridaMarketPlace for a
  MyFloridaMarketPlace transaction

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Payables

• The following defines the steps which establish a
  payable and complete a payable disbursement for a
  MyFloridaMarketPlace transaction
• Identify the transaction in which a payable is to
  be established and document the encumbrance
  number and line numbers if an encumbered
  transaction
• Establish the payable in FLAIR (TR80/TR81)
  referencing the encumbrance number and line
  numbers as appropriate. You may also release the
  encumbrance using the Release Encumbrance eForm
  in lieu of a TR81
• During the disbursement process, the Exception
  Handler or Invoice Manager may select the
  Payable checkbox on the Invoice Reconciliation
  to indicate that the disbursement is a payable
  disbursement
• Two fields will be displayed to enter the payable
  number and payable line number (It is not
  necessary to include the prefix in the payable
  number field)
• The Payable checkbox is at the split accounting
  level and must be updated for each split
  accounting line
• Final payment indicator is available for payable
  disbursements on the split accounting line
• The accounting distribution may also be updated
  for each split accounting line at the time of
  disbursement.

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Check the Payable Disbursement checkbox to
indicate that this transaction should be a
payable disbursement.
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Two additional fields Payable Number and
Payable Line Number will be displayed. Enter
in the payable number and payable line number and
select that appropriate accounting distribution.
When entering the payable number, it is not
necessary to include the prefix in the number. 
For example, enter '897654' not 'P897654
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Release Encumbrance

• The eForm is available to all users with the
  following role PUI Invoice Manager
• The release encumbrance eForm may be used for
  requisitions/POs in the following statuses
• Ordered
• Received
• Receiving
• Cancelled
• User must select the requisition in which to
  release the encumbrance
• All encumbrance numbers and line numbers will be
  released for the selected requisition
• No approvals are required for the Release
  Encumbrance eForm

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The Release Encumbrance eForm may be found under
the Company eForm link from the Home
page. Clicking on the additional choices link
will display all encumbered requisitions.
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Upon submission of the Release Encumbrance eForm,
a delete encumbrance transaction (6SUD) will be
sent to FLAIR.
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Disbursement Transaction Override

• During disbursement processing, the disbursement
  transaction type may be changed from encumbered
  to unencumbered disbursement, or unencumbered to
  encumbered disbursement by checking or unchecking
  the Encumber Funds checkbox
• Users assigned the role of Invoice
  Reconciliation Overwrite will have the ability
  to overwrite the disbursement type
• The Encumber Funds checkbox is at the split
  accounting level and must be updated for each
  split accounting line
• If the disbursement transaction type is changed
  from encumbered to unencumbered, it may be
  necessary to use the Release Encumbrance eForm to
  release the remaining encumbrance amount

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Encumbered Disbursement - Encumbrance number and
line number defaulted from PO
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Unchecking the Encumber Funds checkbox will
change the disbursement type to an unencumbered
disbursement (TR51)
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Unencumbered Disbursement - No encumbrance number
and line number listed PO
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By checking the Encumber Funds checkbox, two
additional fields will be displayed. FA may
enter the appropriate encumbrance number and line
number to initiate a TR70
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Agenda

• Welcome / Introduction
• Action Plan Update from 3/08 User Meeting
• Aspire Update
• Status of SPURS Sunset
• Certified Forward Discussion / End of Year
  Processing
• Invoice Administrator Queue Discussion
• Follow Up Discussion on Payment Against Master
  Agreements
• Change Request Discussion
• Next Meeting Time / Location

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Invoice Administrator Queue Discussion

• MyFloridaMarketPlace has systematic roles that
  are used as a catch all queue in the case that
  the system is unable to appropriately identify
  the agency-specific approval flow (based upon
  missing information on the approvable). 
• The Invoice Administrator role is a catch all
  systematic role to which invalid invoices are
  routed when the PUI Invoice Manager is not able
  to be identified on the generated IR to generate
  the approval flow. 
• When a user generates an invoice, the supplier,
  order information (order number, line items,
  price, quantity, total amount, etc.), accounting
  details, PUI and site code are all pulled from
  the direct order (DO) to be applied to the
  generated invoice reconciliation (IR) based on
  this information, the system will automatically
  generate the IR approval flow.  
• However if the invoice is NOT tied to a DO/MA,
  the system cannot identify the appropriate agency
  Exception Handler and Invoice Manager to route
  the invoice to therefore, the invoice is deemed
  invalid - no agency approval flow is generated
  and the IR gets routed to the Invoice
  Administrator queue.
• The project team is currently reaching out to
  agencies who have IRs routed to the Invoice
  Administrator queue based on the user tied to the
  Invoice eForm. If invoice is received via ASN,
  the team may not have the necessary agency
  information, and so the team is reaching out to
  the vendor. 

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Invoice Administrator Queue Discussion

• To prevent your agency from appearing on this
  report, the following should be followed for
  Invoice eForms
• When users are creating invoice eforms, they must
  search for and select the appropriate purchase
  order  or master agreement for the paper invoice
  sent by the supplier. 
• Once the correct PO or MA is selected, the user
  must click the "Generate Invoice" button to
  display the line items contained on the matched
  document.  Once these lines are displayed, the
  user will need to make sure the information from
  the invoice received matched the line item
  information displayed.  If needed, the user can
  edit the description, quantity and price
  indicated for each line item. 
• Once the line items displayed on the eform match
  the actual invoice received, the user will need
  to continue to the Summary screen to attach the
  scanned image of the invoice received to the
  invoice eform. 
• After the invoice is attached, the user can then
  submit the invoice eform.  Once submitted, the
  system will generate an invoice reconciliation
  request which will be routed to the appropriate
  user within the agency's PUI. 
• Completing these actions for an invoice eform
  will prevent the system from routing the
  resulting IR to the Invoice Administrator
  "catch-all" queue.

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Invoice Administrator Queue Discussion

• Copying an Invoice eForm When copying an invoice
  eform, the system will display the selected PO or
  MA which was linked to the original eform. 
  However, it is necessary to click the 'Generate
  Invoice' button to re-establish the link to the
  selected PO or MA.  If this button is not clicked
  and the eform is submitted, when the IR is
  generated it will not be linked to the request. 
  The system will route the IR to the Invoice
  Administrator queue.
• To prevent your agency from appearing on the
  report, the following should be followed for ASN
  invoices  (i.e. Office Depot, Grainger, etc.) 
  If a change order is completed for an ASN
  supplier, the user MUST NOT select the option 'Do
  Not Send Purchase Order to Vendor'.  When this
  option is selected the changed version of the
  purchase order is generated but it does NOT
  transmit to the supplier.  If a supplier
  completes a PO Flip for the original version of
  the purchase order, when the system attempts to
  match the purchase order from the ASN invoice to
  a purchase order in Ariba and its not found, the
  system will route the invoice reconciliation to
  the Invoice Administrator queue.  If a supplier
  has selected a preferred ordering method of
  'Electronic Ordering', the option to not send the
  PO to the vendor should not be selected.

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Agenda

• Welcome / Introduction
• Action Plan Update from 3/08 User Meeting
• Aspire Update
• Status of SPURS Sunset
• Certified Forward Discussion / End of Year
  Processing
• Invoice Administrator Queue Discussion
• Follow Up Discussion on Payment Against Master
  Agreements
• Change Request Discussion
• Next Meeting Time / Location

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Master Agreement Overview
Types of Master Agreements
Supplier Level is the broadest option and it
allows orders to a specific supplier. Pricing
terms defined in the agreement apply to all of
the supplier's goods and/or services they offer
to the State. May have percentage discounts or
tiered pricing terms.
Supplier Level
Commodity Level allows orders of any commodities
specified from a given supplier. Pricing terms
defined in the agreement apply to specific
commodity codes selected in the agreement. May
have percentage discounts or tiered pricing
terms. Multiple commodity codes may be within the
same agreement and each commodity code within the
agreement may have its own pricing terms.
Commodity Level
Item Level
Item Level allows orders of only specific items
from a specific supplier. Pricing terms defined
in the agreement apply to specific items selected
in the agreement. May have percentage discount,
tiered, or fixed pricing terms. Multiple items
may be within the same agreement and each item
within the agreement may have its own pricing
terms.
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Master Agreements Comparison of Release
Required and No Release Required Options
Purchasing Involvement
FA Involvement
Scenario

• Create an Encumbered Master Agreement with
  Release Required

• Set up Master Agreement Request and submit for
  approval
• Indicate Release Required
• Confirm Accounting Information with FA and enter
  encumbrance number on Master Agreement
• Issue Purchase Orders for each purchase
  associated with the Master Agreement (Accounting
  Information will be automatically populated)

• Manually encumber Master Agreement amount in
  FLAIR
• Enter / Review invoices tied to the purchase
  orders from this Master Agreement

• Manually encumber Master Agreement amount in
  FLAIR
• Enter / Review invoices tied to this Master
  Agreement

• Set up Master Agreement Request and submit for
  approval
• Indicate No Release Required
• Confirm Accounting Information with FA and enter
  encumbrance number on Master Agreement

• Create an Encumbered Master Agreement No Release
  Required

These are suggested tasks. Task responsibility
may vary by agency.
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Master Agreements Comparison of Release
Required and No Release Required Options
Purchasing Involvement
FA Involvement
Scenario

• Create an Unencumbered Master Agreement with
  Release Required

• Set up Master Agreement Request and submit for
  approval
• Indicate Release Required
• Issue Purchase Orders for each purchase
  associated with the Master Agreement
• Accounting Information will need to be entered
  for each purchase order issued (not automatically
  populated)

• Enter / Review invoices tied to the purchase
  orders from this Master Agreement

• Enter / Review invoices tied to this Master
  Agreement
• Accounting Information will need to be updated
  for each invoice entered (not automatically
  populated)

• Set up Master Agreement Request and submit for
  approval
• Indicate No Release Required

• Create an Unencumbered Master Agreement No
  Release Required

These are suggested tasks. Task responsibility
may vary by agency.
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Agenda

• Welcome / Introduction
• Action Plan Update from 3/08 User Meeting
• Aspire Update
• Status of SPURS Sunset
• Certified Forward Discussion / End of Year
  Processing
• Invoice Administrator Queue Discussion
• Follow Up Discussion on Payment Against Master
  Agreements
• Change Request Discussion
• Next Meeting Time / Location

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Change Request Discussion
Change Request Process
Change Requests are Scheduled for Release
DMS conducts Quarterly Change Request Meeting
Agency collects Change Requests initiated from
agency users

• Agency will maintain an internal list of all
  enhancements (i.e., Change Requests) that are
  escalated by agency users.
• Agencies are asked to document Change Request
  information using the CR Form.
• Agencies are asked to provide details of business
  impact for each Change Request documented.

• Meeting Logistics will be distributed to the
  agency liaisons for each agency.
• During this meeting, agencies will discuss their
  Top 3 Change Requests (per agency).
• Agency Users in attendance will confirm priority
  of each Change Request.

• Project Team will review Change Requests and
  provide an estimate of work hours associated with
  each request.
• Change Requests will then be scheduled (taking
  priority and work hours into consideration).
• Users will receive an update on target dates for
  Change Requests to be implemented.

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Agenda

• Welcome / Introduction
• Action Plan Update from 3/08 User Meeting
• Aspire Update
• Status of SPURS Sunset
• Certified Forward Discussion / End of Year
  Processing
• Invoice Administrator Queue Discussion
• Follow Up Discussion on Payment Against Master
  Agreements
• Change Request Discussion
• Next Meeting Time / Location

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Next Meeting Time / Location

• Tuesday, May 10, 2005
• Carr Building, Room 170
• 9 a.m. 11 a.m.
• Meetings will include a monthly update of SPURS
  Sunset activities and an Aspire Update