change review board (crb) meeting wednesday, december 1, 2010 9:00 a.m., eastern time

Change Review Board (CRB) MeetingWednesday, December 1, 2010

9:00 a.m., Eastern time

(888) 808-6959; 9766076#

Agenda

Welcome/Introduction Buyer 3.0 Upgrade Update

Upgrade Objectives What’s new in Buyer 3.0?

Contingency Budget Review W-9 Project / Vendor Inactivations Contact Us

2

Agenda

12/1/10 CRB Meeting

Agenda




3

Agenda

12/1/10 CRB Meeting

We’re upgrading MFMP Buyer!

Buyer 3.0 Upgrade

12/1/10 CRB Meeting Page - 4

MFMP 3.0 Operational Objectives MFMP 3.0 Other Objectives

MFMP secure report evaluation Ariba 9R1 / CR evaluation

Workflow process improvement Address previous audit findings

Clean-up of open approvables Update current FLAIR interface

http://dms.MyFlorida.com/mfmp_upgrades

Agenda




5

Agenda

12/1/10 CRB Meeting

What’s New?

A new customizable “Buyer Dashboard,” similar to Analysis 3.0

Buyer 3.0 Upgrade


What’s New?

Steps to create a requisition were reduced to 1 single step

Buyer 3.0 Upgrade


What’s New?

Identify requisitions that are copied as a link in the history tab

In

Buyer 3.0 Upgrade


Including the requisition it was copied from

What’s New?

A new form for invoicing includes fewer steps

Buyer 3.0 Upgrade


What’s New?

Detailed Ariba error messages, including the number of errors

Buyer 3.0 Upgrade

12/1/10 CRB Meeting

More than one comment can be added to the header of a requisition.

Attachments can be included without entering a comment.

Catalogs have expanded search capabilities.

Long-term integration with Analysis 3.0.

Enhanced delegation of approval authority.

12/1/10 CRB Meeting 11

Buyer 3.0 Upgrade

What Else is New?


Buyer 3.0 Upgrade

Upgrade Activity Estimated Timeline

Code freeze In place

Development begins In place

System testing Spring 2011

User Acceptance Testing (UAT) / Buyer 3.0 Training

Summer 2011

Go-Live Fall 2011

http://dms.MyFlorida.com/mfmp_upgrades

Buyer Upgrade Proposed Timeline

Agenda




13

Agenda

12/1/10 CRB Meeting


CR Review: CRB Previous Recommendations

For enhancements that aren’t included in Ariba 9R1 as “out of the box” solutions, we must pay for them from the contingency budget.

For the MFMP 3.0 upgrade, we have approximately 750 contingency budget hours which we can dedicate to the enhancement effort.



The CRB discussed the following at the 5/18/10 meeting:

Enterprise Customer-Driven ROM Estimate

Statutory Changes CR 114 ( formerly 260014): Green/Recycled Reporting

200 hours

Audit Findings CR 108: PO Start Date / End Date 40 hours

CR 110: Buyer Password Complexity 360 hours

Other Requested Changes

CR 116: Improvements to the Invoice eForm 48 hours

CR 29: Include Voucher # & SWDN on Payment Update eForm

50 hours

CR 30: Add Contract ID to the DO 48 hours

Total CR Hours 746 hours


Change Request ROM Estimate

Enhancement Request: Adding PUI to the DO search FREE

CR 116: Improvements to the Invoice eForm FREE

CR 110: Buyer Password Complexity FREE

CR 132: W-9 RTI – Phase 2, Part 2 216 hours

CR 108: PO Start Date / End Date 40 hours

CR 114: Enhanced Recycled / Green reporting 200 hours

Total CR Hours 456 hours


Considering Ariba 9R1 functionality and statutory changes, these are the change requests we must implement in Buyer 3.0:

Approximately 294 hours (750-456) are available for Buyer 3.0 upgrade enhancements.

What else are we considering?

Before finalizing the CRs for the upgrade, we are still exploring change requests for:

IR Mass Accounting Edit

•Can IR Mass Accounting edit be implemented without hindering system performance?

Buyer Password Reset

•Review state’s security standards with Agency for Enterprise Information Technology (AEIT).



Wrap-Up

Next Steps: We’ll hold a conference call within the next two weeks to vote on the remaining contingency hours.

Questions / Comments?

18

CR Review: Next Steps

12/1/10 CRB Meeting

Agenda




19

Agenda

12/1/10 CRB Meeting

Beginning this month, MFMP will remove dormant vendors from the Vendor Information Portal (VIP).

Periodically, vendors will become dormant when they have not accessed their VIP account or responded to bids through Sourcing within the past two fiscal years.

Vendors receiving purchase orders or payments are not considered dormant.

Where can I find more information? MFMP View eNewsletter Vendor bulletin board Vendor Inactivation reports DMS is partnering with DFS for vendor outreach and education


W-9 Project / Vendor Inactivations

Why? Removing dormant vendors from MFMP allows our buyer

customers to select active vendor locations with accurate information when completing purchase requisitions (PRs). This will eliminate delays in processing the PRs.

Removing these vendors also assists DFS with its W-9 Project. The W-9 project requires DFS to have valid Form W-9s on file before it releases payments to the vendor.

Removing dormant vendors helps MFMP obtain valid Form W-9s from a smaller set of vendors, and reduces the pay cycle time for buyer and vendor customers.


W-9 Project / Vendor Inactivations

Agenda




22

Agenda

12/1/10 CRB Meeting

Wrap-Up

23

Contact Us

Team Member E-mail Phone Number

Communications Analyst

[email protected] (850) 294-3080

F&A Process Analyst


Operations Manager [email protected] (850) 413-0474

Vendor Management Analyst


Chief, State Purchasing Operations


12/1/10 CRB Meeting

change review board (crb) meeting wednesday, december 1, 2010 9:00 a.m., eastern time

Documents

mfmp buyer

upgrade12110 crb meetingpage

upgrade12110 crb meetingmore

agenda12110 crb meetingwere

fewer steps buyer

new form

fromwhats new

contingency budget revieww