mfmp 3.0 what’s new seminar

MFMP 3.0 What’s New Seminar

2011

2

• Welcome to MFMP 3.0

• New Terminology

• What‘s Staying the Same … and What‘s Improving

• Requisitioning

• Approving

• Receiving

• Invoicing

• New Fun Features

• Q&A Session

• Resources

Agenda

3

Welcome to MFMP 3.0

MFMP is upgrading on September 6, 2011

https://Buyer.MyFloridaMarketPlace.com/Buyer/Main

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Welcome to MFMP 3.0

Why upgrade now?

• MFMP 3.0 upgrade allows MFMP to:

– Take advantage of new technology

– Improve the technical infrastructure

– Deliver exciting new features to better serve our

customers

5

Upgrade Objectives:

• Implement new features from the latest Ariba technology

• Implement customer requested system changes

• In addition MFMP:

– Reviewed the Secure Reports to confirm customers still need these reports

– Worked with several agencies to review their workflow processes and make improvements where possible

– Addressed previous MFMP audit findings

Welcome to MFMP 3.0

6

Seminar Objectives

• What‘s New in MFMP 3.0:

– System Overview

– Requisitioning

– Approving

– Receiving

– Invoicing

Welcome to MFMP 3.0

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Seminar Objectives

• Leave today with:

– Solid awareness about the MFMP 3.0 upgrade

– Understanding of new features and improvements

– Confidence about logging into MFMP 3.0 on September 6

Welcome to MFMP 3.0

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Seminar Objectives

• Upgrade resources:

– MFMP Minute

– Exclusive MFMP recorded training tours

– Office Hours webinars in September

– MFMP Toolkit – fully updated by September 6

Welcome to MFMP 3.0

9

• Welcome to MFMP 3.0

• New Terminology

• What‘s Staying the Same … and What‘s Improving

• Requisitioning

• Approving

• Receiving

• Invoicing

• New Fun Features

• Q&A Session

• Resources

Agenda

10

New Terminology

• Direct Order (DO) is now Purchase Order (PO)

– New unencumbered orders will have a PO prefix instead of

a DO prefix

– MFMP 2.0 DOs will still reflect the DO prefix

• Master Agreement (MA) is now Contract (C)

• Master Agreement Request (MAR) is now Contract

Request (CR)

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New Terminology

• Invoice eForm is now PO-based or Contract-based

Invoice

• Folders are now Labels

• MFMP Swoosh Page is now your MFMP Dashboard

12

• Welcome to MFMP 3.0

• New Terminology

• What‘s Staying the Same … and What‘s Improving

• Requisitioning

• Approving

• Receiving

• Invoicing

• New Fun Features

• Q&A Session

• Resources

Agenda

13

• Folders are now Labels

– Labels replace Personal folders

– Access Labels through the My Labels link

– Use Labels to tag or categorize requisitions, receipts, invoices, invoice reconciliations, etc.

– Remove or update Labels as needed

• MFMP 2.0 folders will convert to

MFMP 3.0 Labels

What's staying the same … and what’s improving

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What's staying the same … and what’s improving

New customizable ―Buyer Dashboard‖ (similar to Analysis 3.0)

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What's staying the same … and what’s improving

Customize Tabs on the Dashboard

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Set Email Notification Preferences

What's staying the same … and what’s improving

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Choose Preferences for System Functions

What's staying the same … and what’s improving

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Set Email Frequency

What's staying the same … and what’s improving

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Email Notice Sample

What's staying the same … and what’s improving

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Copying MFMP 2.0 items

• Copy MFMP 2.0 requisitions as a basis for MFMP 3.0

orders

• Confirm that all fields are updated and relevant

(including updated accounting information)

• Order prefix will now be ―PO‖ instead of ―DO‖ in

MFMP 3.0

What's staying the same … and what’s improving

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• We made minimal changes to the overall procurement-to-payment process

• MFMP customers complete functions as they did in MFMP 2.0

• So what is changing in MFMP 3.0

– For Requisitioning

– For Approving

– For Receiving

– For Invoicing

What's staying the same … and what’s improving

22

3 Percent Withholding/W-9 Initiative

• The Department of Financial Services (DFS) will

begin withholding 3 percent of a vendor payments as

of January 1, 2013

– This new requirement is related to the Tax Increase

Prevention and Reconciliation Act (TIPRA) of 2005

– This law requires governments to withhold

3 percent of all payments greater than $10,000

What's staying the same … and what’s improving

23

3 Percent Withholding/W-9 Initiative

• To enact the 3 percent withholding, DFS is requiring

all vendors to submit a new Form W-9 to be

validated by the IRS.

– All vendors are required to submit a new Form W-9

– This includes reluctant vendors

• Beginning November 7, 2011, DFS will begin

withholding payments for vendors who do not have a

valid Form W-9 on file.

• Agencies will not be able encumber funds for

vendors without a valid W-9 on file

What's staying the same … and what’s improving

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• DFS portal for vendor W-9 submission

https://flvendor.myfloridacfo.com

Click here to

access “Profile

Registration”

screen

Select any of

these options for

additional

information

What's staying the same … and what’s improving

25

• Welcome to MFMP 3.0

• New Terminology

• What‘s Staying the Same … and What‘s Improving

• Requisitioning

• Approving

• Receiving

• Invoicing

• New Fun Features

• Q&A Session

• Resources

Agenda

26

Requisitioning

Create Requisitions

• State Purchasing creates statewide agreements, State

Term Contracts (STC) and Alternate Contract

Sources (ACS)

• Use of STC are mandatory for state agencies

• STC and ACS are available in the MFMP catalog

– Punch-out

– Line-item

– Ordering Instructions

27

Create Requisitions

PO Numbering:

• Direct Orders are now Purchase Orders

– ―A‖ prefix for Encumbered Orders remains

– Continues to increment in numbering value after go-live

– Order IDs will not duplicate

Requisitioning

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Create Requisitions

• MFMP 3.0 streamlines the requisitioning process; to

put the emphasis on what you‘re buying

• From the dashboard, you can search the catalogs or

click the Requisition link to create requisitions

Requisitioning

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Create Requisitions

• Use refined catalog searches

Requisitioning

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Create Requisitions

• Customize your view of the catalog to see multiple items at one

time by clicking on ‗thumbnail‘ link

• If you cannot find what you‘re looking for in the catalog, create a

non-Catalog requisition; fill in all product details

Requisitioning

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Create Requisitions

• Compare line item catalog products to determine the best value

• Select the items you want to consider and click Compare

Requisitioning

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Create Requisitions

• Your items are available for side by side comparison

• Select the item you want to add to your cart

Requisitioning

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Create Requisitions

• Master Agreements are now Contracts

– Applies to both STC and Agency Term Contracts

– Existing Master Agreements at ―go-live‖ will continue to have

an ―MA‖ prefix current MA expires and a new contract is

created in MFMP 3.0.

• At that point it will have a ―C‖ prefix

• Change Orders made against an existing MFMP 2.0 order will

continue to be ―versioned‖ and will include a ―v‖

Requisitioning

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Create Contracts:

• You can record agency-issued contracts in MFMP

• Benefits of recording contracts in MFMP

– Spend Analysis

– Document Management

– Transparency

• Automatically loads the contracts as a catalog in MFMP

Requisitioning

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Requisitions

Create Contracts

• MFMP requires basic information to record a contract

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• Welcome to MFMP 3.0

• New Terminology

• What‘s Staying the Same … and What‘s Improving

• Requisitioning

• Approving

• Receiving

• Invoicing

• New Fun Features

• Q&A Session

• Resources

Agenda

37

Approve Requisitions

• Finds items that require your approval in your ‗To Do‘

list on either your Home tab or the Procurement tab

• Queue displays the requester

Approving

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Approving

Approve Requisitions

• As an approver, validate the product / service purchase

is necessary and appropriate

• Review the requisition and either approve, deny or edit

the request

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• Welcome to MFMP 3.0

• New Terminology

• What‘s Staying the Same … and What‘s Improving

• Requisitioning

• Approving

• Receiving

• Invoicing

• New Fun Features

• Q&A Session

• Resources

Agenda

40

Receiving

To initiate a receiving report, click ‗receive‘ under

Manage from the dashboard

41

Receiving

• Search for the order you need to receive against

• When the receiving report returns, enter the number

of items received and the actual date you received

them

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Break Time

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True or False

1. Your fully approved requisition becomes a purchase

order.

2. MFMP customers can customize their Dashboards.

3. MFMP 3.0 ―go-live‖ day is September 6.

4. In MFMP 3.0 you use Labels instead of Folders.

5. We upgraded now to make your work easier.

Bonus Question —

Anne Rabon took the photograph

on the MFMP 3.0 login page.

Pop Quiz Time

44

• Welcome to MFMP 3.0

• New Terminology

• What‘s Staying the Same … and What‘s Improving

• Requisitioning

• Approving

• Receiving

• Invoicing

• New Fun Features

• Q&A Session

• Resources

Agenda

45

Invoicing

Create a PO-based invoice

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Invoicing

Create a Contract-based invoice

• Process is similar to the PO-based invoice process

– Select the contract number instead of selecting a purchase order number

– Invoice lines do not populate on the invoice

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Invoicing

W-9 verification

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Invoicing

New Invoice tab

• View completed invoice

• View Reconciliation

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Reconciling and Approving• ―To Do‖ Box lets you link to the IRs

– From here you link easily to the IRs

– MFMP 3.0 identifies who initiated the invoice

• Access IRs

– Click the link in the ―To Do‖ box

– Click ―open‖ to begin the reconciliation

Invoicing

50

Invoicing

CFO Received Date

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• Welcome to MFMP 3.0

• New Terminology

• What‘s Staying the Same … and What‘s Improving

• Requisitioning

• Approving

• Receiving

• Invoicing

• New Fun Features

• Q&A Session

• Resources

Agenda

52

New Fun Features

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Reset Your password

New Fun Features

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Reset Your Password

New Fun Features

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Password Reset Email Notice

New Fun Features

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New Fun Features

MFMP Password Complexity• Passwords must comply with State of Florida security standards

• 7-16 characters in length

• New Password requirements include:

– One uppercase letter

– One lowercase letter

– One digit

• A digit must be located within the middle of the password. For

example: Password2 and 2Password are invalid. However,

Password22 and Pass2word are both valid.

– No spaces

• Unable to re-use your last five passwords

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Customize Views on the Dashboard

New Fun Features

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Expand the Dashboard View

New Fun Features

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New Fun Features

Labels• Labels help you reference / organize items

– Label the items you will reference later

– Organize items to categorize them in a logical

manner

• No suggested ―limit‖ for how many items

you should tie to a particular label

– MFMP team will monitor

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New Fun Features

Refined System Searches

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System Searches

• Any customer with MFMP 3.0 access can create system

searches

• Query group enables you to see transactions

enterprise wide

• You can export search results to Excel

New Fun Features

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System Searches

• Use at least two filters to narrow your search results

New Fun Features

63

IR Mass Update

• Finance and Accounting can now mass edit four fields

• Mass Update function is optional

• Invoice Reconciliation Account Mass Update eForm

• You can update Up to 10 IRs at a time (not to exceed 100 lines)

• Accounting validation does not occur on the Mass Edit Update eForm

New Fun Features

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New Fun Features

IR Mass Update

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New Fun Features

Fewer steps to delegate your approval authority

• Click on Preferences

• Select Delegate Authority

• Complete as usual

66

New Fun Features

Detailed error messages include number of errors

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New Fun Features

Delete Attachments and Comments

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New Fun Features

Delete Attachments and Comments

• Whoever attaches the document can remove the

document– This applies to requisitions / orders and invoice

reconciliations

– Remove even if the approval process already started

– Transaction workflow will not regenerate

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New Fun Features

Delete Attachments and Comments

• Agencies can remove attachments without using the

―Purge Request‖ process

– System Administrator can inactivate MFMP accounts

– Remove attachment even after approval process started

– In unique situations, MFMP Customer Service Desk can assist

70

New Fun Features

Indicate Recycled and Green items on Punch-out

and Non-Catalog items

http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_infor

mation/state_contracts_agreements_and_price_lists/florida_climate_friendly_prefe

rred_products_list

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New Fun Features

Requisitions copied display as a link in the history tab

Including the requisition it was copied from

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New Fun Features

PO End Date Validation

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New Fun Features

Payment Update eForm includes Voucher # and SWDN

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New Fun Features

Improvements to Invoices• Invoice date validates when you select the ―next‖ button

• Automatically populates the invoice with the lines of the purchase order

• The cursor now defaults to the quantity field

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New Fun Features

New Legend Item for IR Rejections

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New Fun Features

Create an eQuote

• Use MFMP Sourcing for electronic quotes (eQuote)

https://sourcing.myfloridamarketplace.com/Sourcing/Main/ad/loginPage

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Create an eQuote

• Sourcing Dashboard

New Fun Features

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Create an eQuote• Follow five steps to set up and send your electronic

quotes to vendors

New Fun Features

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New Fun Features

Create an eQuote

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New Fun Features

Coming Soon to MFMP 3.0: Analysis

• Beginning October 2011, Access Analysis through your

MFMP 3.0 dashboard

• Analysis is the reporting tool of MFMP

81

• Welcome to MFMP 3.0

• New Terminology

• What‘s Staying the Same … and What‘s Improving

• Requisitioning

• Approving

• Receiving

• Invoicing

• New Fun Features

• Q&A Session

• Resources

Agenda

82

• Welcome to MFMP 3.0

• New Terminology

• What‘s Staying the Same … and What‘s Improving

• Requisitioning

• Approving

• Receiving

• Invoicing

• New Fun Features

• Q&A Session

• Resources

Agenda

83

Resources

Additional training– Exclusive online MFMP Training Tour

• Recorded training for each topic

– MFMP Minute (10-week countdown to 3.0, begins July 1)

• Quick recorded tips about MFMP 3.0 enhancements

– Check with your agency liaison for additional training specific to

your agency

84

Resources

Post-Upgrade– Six, one-hour webinars covering what‘s new in System

Overview, Requisitioning, or Invoicing (one topic per

webinar)

– Four, one-hour ―Office Hours‖ webinars

• Bring your questions or just listen and learn from the

discussion

– Three, day-long workshops (in Tallahassee)

• Requisitioning, Oct. 4, 9 a.m. to 4 p.m.

• Invoicing, Oct. 11, 9 a.m. to 4 p.m.

• Reporting, Nov. 15, 9 a.m. to 4 p.m.

85

Resources

Upgrade Tools & Communications– Updated Buyer Manual and System Administrator Manual

• http://www.dms.myflorida.com/business_operations/state_purchasi

ng/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_too

lkit

– Online Bulletin Board for up-to-date information

• http://www.dms.myflorida.com/business_operations/state_purchasi

ng/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_too

lkit/mfmp_communications/mfmp_hot_topics_bulletin_board

– Emails from agency liaisons and/or system administrators and

our eNewsletter

– Follow ―Florida DMS‖ on Facebook and Twitter

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Resources

When you have questions, either before or after the

upgrade, feel free to contact the MFMP Customer

Service Desk.

(866) 352-3776

BuyerHelp@MyFloridaMarketPlace.com

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MFMP 3.0 Launches September 6, 2011

Delivering the change our customers requested