fall 2003
DESCRIPTION
State of Florida Department of Management Services. State Term Contract Vendor Forum. Fall 2003. Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions. - PowerPoint PPT PresentationTRANSCRIPT
Fall 2003
State Term Contract Vendor Forum
State of Florida Department of Management Services
2
Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions
3
Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions
4
What is MyFloridaMarketPlace?
MyFloridaMarketPlace covers full life cycle of purchasing (from requisition to
payment of goods and services)
MyFloridaMarketPlace connects buyers and vendors through electronic
exchange of catalogs, quotes, bids, contracts, purchase orders, invoices, etc.
MyFloridaMarketPlace includes on-contract and off-contract buying
MyFloridaMarketPlace includes a variety of off-contract techniques such as
RFPs, quotes, auctions and reverse auctions
ReceiveOrderSourceRequest PayApproval
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Vendor ToolsBuyer Tools
MyFloridaMarketPlace UsersInitial Users -
Pilots
Initial Users - Exec Agencies
Eligible Users - Other State Agency
State Term Contract Vendors
Minority Businesses
Agency/ Dept. Contract Vendors
Eligible Users – Univ, City, County
General Public
Small Businesses
• Vendor search
• State term contract items
• Requisitions/Purchase orders
• Online workflow approvals
• Informal solicitation (quotes < $25,000)
• Sealed bids (ITN, ITB, RFx > $25,000, auctions, reverse auctions)
• Receipt of Goods
• P-Card
• Contract development and administration
• Reports
• Self registration
• E-mail notification of formal and informal solicitations
• Online quoting on informal solicitations (< $25,000)
• Online submission of sealed bids (> $25,000)
• Electronic purchase order receipt
• Electronic submission of invoices
• Catalog creation and updates for State term contracts
• Reports
Business Support and Operations• Buyer Help Desk
• Vendor Help Desk
• Strategic Sourcing
• Procurement Assistance
• Catalog Enablement
• Training and Education
MarketPlaceMarketPlaceMarketPlaceMarketPlace
“I want to buy” “I want to sell”
Buyers Vendors
What is included in MyFloridaMarketPlace?
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Department of Transportation
Department of Children & Families
Department of Corrections
Department of Environmental Protection
Department of Revenue
Department of Lottery
Agency for Health Care Administration
Department of Highway Safety & Motor Vehicles
Department of Elder Affairs
Department of Education
Department of Law Enforcement
Department of Military Affairs
Department of Business & Professional Reg.
Agency for Workforce Innovation
Department of Community Affairs
Executive Office of the Governor
Department of Veteran’s Affairs
Department of Management Services
Initial Users – Executive Branch Agencies (Now through Spring 2004)
Other Eligible Users (To Be Determined) Other State Agencies
Educational Institutions
Other Governments (City, County, etc.)
Legislature
Judicial
Who are the Buyers?
Department of Health
State Technology Office
Agencies Currently Using MyFloridaMarketPlace
Department of Juvenile Justice Department of Citrus
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Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions
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Single Point of Registration
Access to Untapped Buyers
State of the Art Tools
Available Customer Support
Enhanced Economic Development Opportunities for Small Business
Reduced Administrative Burdens and Manual Processes
Dedicated Supplier Manager to Assist with Creation of On-Line Catalogs
Improved Enforcement of Term Contract Compliance by Buyers
Vendor Benefits
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There are specific vendor benefits that will result from MyFloridaMarketPlace.
Potential new business and sales Potential for selling a broader range of goods and services through increased visibility of products
and/or services (vendor searches, catalog searches)
Potential for finding additional buyers/customers through increased visibility across agencies (access to additional state agencies and local FL governments)
Streamlined operations and increased operating efficiencies Potential for increased order accuracy and order processing speed through receipt of electronic
purchase orders
Potential for decreased labor costs per order through use of electronic invoicing
Potential for decreased shipping and handling costs that result from shipping wrong goods or wrong quantity of goods due to order errors
Shortened order-to-cash cycle and improve cash flow Potential to shorten invoice processing time through vendor automation of invoicing and State
automation of matching
Potential to shorten the payment approval process through electronic approvals
Vendor Benefits
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MyFloridaMarketPlace will help to streamline the processes for doing business with the State.
What’s different when using MyFloridaMarketPlace? Electronic purchase orders with a consistent format
One statewide market access point
Electronic quotes
One-stop vendor registration
Ability for vendors to maintain company information online
What’s going to be the same or better using MyFloridaMarketPlace? Your relationship with agencies
Use of term contracts and open market purchases
Purchasing from the State will still be subject to State purchasing rules and laws (some of which may change as a result of eProcurement)
Why MyFloridaMarketPlace?
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Is there a fee associated with this contract?
The opportunities that result from using MyFloridaMarketPlace are made possible by business—for business.
Vendors must be registered in MyFloridaMarketPlace
No cost to register for MyFloridaMarketPlace
There is a 1% fee on all State purchases. This creates the opportunity for your business to:
• Gain access to new markets• Have state of the art procurement tools• Expand your reach
These guidelines are established as part of rule language that helps to clarify Florida Statute 287- a link to this rule language will be included in the "I Accept Language"
The fee is not new. The state currently uses fees with State Term Contracts, SNAPS agreements.
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Fee Collection: Self Reporting by the Vendor
Self Reporting is keeping track of the invoices you send to the state and then monthly, sending a check to the state for 1% of the total.
Currently, State Term Contract vendors self report fees from their State Term Contract
Self reporting has been required on a monthly basis since July 1
Forms and instructions for completing the self-reporting process are available on-line on the MyFloridaMarketPlace website
Billing and Collection of the fee is coming. Vendors will be kept informed about these changes.
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Fee Collection: Reporting Form Available On-Line
To find this form:1) Go to www.myflorida.com2) Click on MyFloridaMarketPlace
under Hot Topics3) Under Vendor section go to
Transaction Fee Reporting4) Download the form
To find this form:1) Go to www.myflorida.com2) Click on MyFloridaMarketPlace
under Hot Topics3) Under Vendor section go to
Transaction Fee Reporting4) Download the form
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Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions
15
Registration – What You Need Company name
Tax ID type and number – Social Security Number (SSN) or Federal Employer Identification Number (FEIN)
Tax filing information – Including the business name on your 1099 tax form (where applicable)
Location information:
A business name for each company location (if different from the company name)
A complete address for each location (including details for sending purchase orders, payments, and bills to each location
A contact person for each of your locations
Commodity codes that describe the products and/or services your company provides
Your CMBE (Certified Minority Business Enterprises) information
State-issued sequence number and PIN—available from DMS by faxing a request on company letterhead to (850) 414-8331
Vendor Registration
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MyFloridaMarketPlace:Registration Guidelines
The Vendor Registration System supports two different approaches to registration. The vendor may register all of their locations under one location or register each vendor location separately.
Vendor’s Decision Factors Challenges
Single Vendor Registration
• Ease of registration; • Want the ability to manage all location information at the corporate level• All locations will sell the same commodities/services• Locations will not compete with each other
• All location information must be maintained centrally• All bid responses must be submitted centrally• All locations must sell the same commodities/services
Multiple Vendor Registrations
• Some locations plan to sell different commodities• Some locations plan to compete with each other for business
• Separate locations may have different requirements which can be confusing to the buyers• Locations must manage their own profile information• Each location must register separately for sourcing events in order to participate
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The Vendor Registration System supports two different approaches to
registration. The vendor may register all of their locations under one location
or register each vendor location separately.
Corporate ManagedCorporate Registration-
Location Managed
Corporate
Location 1
Location 2
Location 1 Location 2 Location 3
Corporate Location 1
Location Registration
MyFloridaMarketPlace:Registration Guidelines
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MyFloridaMarketPlace:Where to Find the Path
Click here to start the registration process
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Vendor Registration
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Vendor Registration
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Vendor Registration
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Vendor Registration
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Vendor Registration
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Vendor Registration
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Vendor Registration
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Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions
27
Vendor Invoicing
MyFloridaMarketPlace supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process)
Purchase Order Flip - Vendor can select purchase order upon receipt and use the line items from the purchase order to create an invoice and submit electronically
State Term Contract vendors will use the Ariba Supplier Network (ASN) to receive purchase orders and send invoices to state buyers
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Electronic Invoice “Flipping”
The process by which the vendor looks up a Purchase Order and “flips” it into an Invoice to send to the Agency Account Manager, electronically
A tool for Vendors to improve their Invoicing processes
Can be done at anytime, from almost any computer
Powered through the Ariba Supplier Network (ASN)
– By registering for MyFloridaMarketPlace, all state term contract vendors will use the ASN for receiving purchase orders and sending invoices
– You will login with your username and password (your user name and password will be emailed to you automatically)
Vendor Invoicing
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Login to Ariba Network
1. Login - Enter your username and password that you created during vendor registration.
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Go to Inbox
1. Review – Review important information to all vendors.
2. Inbox – Click on the Inbox link to review new messages
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Review Purchase Orders
1. Review – Look at the orders sent to you by MyFloridaMarketPlace buyers
2. Inbox – Select an Order by clicking on the Order number
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Review Order Detail
1. Review – Confirm the PO information is correct.
2. Generate Invoice – Click the Generate Invoice link to create invoice
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Pick Invoice Type
1. Select – Click the Standard Invoice Link
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Quick Entry Form
1. Complete Form – Enter your Invoice Number and any other pertinent information. Invoice number is the only required field.
2. Click Review – Click the Review button to see the completed invoice.
• Invoice number is the number used by your internal AR/AP system.
• This is how you connect your internal record with your MyFloridaMarketPlace invoice
• Invoice number is the number used by your internal AR/AP system.
• This is how you connect your internal record with your MyFloridaMarketPlace invoice
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Quick Entry Form
1. Confirm – Review the invoice to confirm all information is correct
2. Submit – Click the Submit button to send this to the Agency Account Manager.
You can also edit the information on the screen or cancel the invoiceYou can also edit the information on the screen or cancel the invoice
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Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions
37
On-Line Submission of Sealed Bids
Sourcing—Formal Solicitations for Products or Services
The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms
Used for formal bids > $25,000
“Ariba Enterprise Sourcing 4.0” adopted by the State to electronically source goods and services
– Supports several types of RFXs - RFI (request for information), RFQ (request for quote), and RFP (request for proposal)
– Vendors respond electronically to RFXs
– Free to vendors – no membership fees
– Requires username and password
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Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions
39
Informal Quoting
eQuote
Used for requests for informal quotes
Replaces more manual quoting processes (phone, fax, paper catalogs)
Vendors respond by buyers electronically
Option to participate in nationwide electronic quotations (separate agreement)
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Informal Quoting
MyFloridaMarketPlace is
the solution for bringing
together public sector
buyers and vendors for on-
line purchasing.
Welcome to MyFloridaMarketPlace
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Managing Your Account Preferences:Account
Click on the “Account” tab to enter your company information.
North South & East West Supply Company
Managing Your Account Preferences:Account
Click on the “Account” tab to enter your company information.
North South & East West Supply Company
Informal Quoting
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North South & East West Supply Company North South & East West Supply Company
North South & East West Supply Company - NSEW
Phone 111-111-1111
Fax: 111-111-1111
NSWESC.COM
North South & East West Supply Company
NSWE Supply
NSWE Supply
NSEW
NSEW
NSEW
NSEW
Managing Your Account Preferences:Marketing
By clicking on the “marketing” tab, you can edit the logo and description that appears on your
company marketing page.
This allows you to communicate any key marketing messages to your customers.
North South & East West Supply Company North South & East West Supply Company
North South & East West Supply Company - NSEW
Phone 111-111-1111
Fax: 111-111-1111
NSWESC.COM
North South & East West Supply Company
NSWE Supply
NSWE Supply
NSEW
NSEW
NSEW
NSEW
Managing Your Account Preferences:Marketing
By clicking on the “marketing” tab, you can edit the logo and description that appears on your
company marketing page.
This allows you to communicate any key marketing messages to your customers.
Informal Quoting
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Managing Your Account Preferences:Categories
You can easily identify the products your company sells by clicking the “Categories” tab. The categories you select will determine the
types of requests you receive for eQuotes, such as “Furniture” and “Office Equipment &
Supplies”.
Managing Your Account Preferences:Categories
You can easily identify the products your company sells by clicking the “Categories” tab. The categories you select will determine the
types of requests you receive for eQuotes, such as “Furniture” and “Office Equipment &
Supplies”.
Informal Quoting
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North South & East West Supply Company Respond to eQuotes
Within your Inbox - eQuotes section, you will find any current requests for eQuotes. These requests will include pertinent information such as: Title, Status, Organization, Sender, Responder and the Response Due Date.
Expanded information for each request is displayed in the eQuote response screen by clicking on the underlined “Title” description.
The Local
School District
Michael W.
North South & East West Supply Company Respond to eQuotes
Within your Inbox - eQuotes section, you will find any current requests for eQuotes. These requests will include pertinent information such as: Title, Status, Organization, Sender, Responder and the Response Due Date.
Expanded information for each request is displayed in the eQuote response screen by clicking on the underlined “Title” description.
The Local
School District
Michael W.
Informal Quoting
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Your Local School District111 Academic DriveAnytown, NC 88888-8888
Michael W.
123-456-7890
[email protected] Respond to eQuotes
The “Create eQuote Response” page will give you expanded information for each eQuote request, including an overview of the
request and specifications from the buyer.
Your Local School District111 Academic DriveAnytown, NC 88888-8888
Michael W.
123-456-7890
[email protected] Respond to eQuotes
The “Create eQuote Response” page will give you expanded information for each eQuote request, including an overview of the
request and specifications from the buyer.
Informal Quoting
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Respond to eQuotes
Scrolling down the “Create eQuote Response” page will allow you to start creating your response to the buyer. Here you will list your
response information such as your quoted price, offer expiration date, offer of substitute items if necessary, shipping method, additional notes
or file attachments, and if you choose, an option to send a response declining a quotation for this specific request.
Respond to eQuotes
Scrolling down the “Create eQuote Response” page will allow you to start creating your response to the buyer. Here you will list your
response information such as your quoted price, offer expiration date, offer of substitute items if necessary, shipping method, additional notes
or file attachments, and if you choose, an option to send a response declining a quotation for this specific request.
Informal Quoting
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Respond to eQuotes
Clicking on the “Continue” tab from the previous “Create eQuote Response” page will bring you here, to the “Review and Submit” page.During an actual eQuote response, scrolling down this screen will give
you an overview of the eQuote information you will submit.
North South & East West Supply Company
Informal Quoting
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Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions
49
eCatalog Process Overview
Data review and cleansing
DMS will
complete bid
packages and
send out
DMS will
receive bids and
evaluate
DMS will make
selections and
notify winning
vendors and
eProc team
Ÿ Award
Notification
package sent to
eProcurement team
Ÿ Provide
Vendors with
Award Info
Ÿ Educational
Overview
eProcurement
Requirements
Ÿ Vendor
Information Packet
sent to vendors
Ÿ Vendor
understanding of
E-procurement
data requirements
Ÿ Determine vendor
Catalog specifics
Ÿ Catalog
completed with
correct
descriptions and
commodity
codes
Ÿ Catalog should
also contain
correct
products/pricing
Ÿ Data format
validated
Ÿ Error report is
generated for
revisions
Ÿ Catalogs are
revised by
vendors until
error free
Ÿ Error free catalog
sent to Contract
Specialist for
approval
Ÿ Vendor Manager
submits catalog for
loading
Ÿ Catalog loaded
into Florida
eProcurement
system
Evaluate BidsAward Contract/
Post-Award
Conference
Vendor Contact Data Submitted
from Vendor
Data Review,
Cleansing & State
Approval of Data
Load Data to
Production
Catalog Enablement
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Awarded vendors will be asked to submit data templates that will be used to build their electronic catalogs
Each term contract vendor will be contacted by a supplier manager to help them through the process
Feedback and guidance will be provided if data is incomplete or not formatted correctly
The State approves all products or services offered in the on-line catalog
Catalog Enablement
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Distributors and Locations
Term Contract Vendors can use distributors to fulfill orders
Distributors MUST register as vendors in Vendor Registration (and enter all applicable order receipt locations)
Distributors cannot be made available to buyers if they have not registered and a branch/office is not entered as a Location
Distributors are responsible for accepting Florida’s Terms & Conditions
Catalog Enablement
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Purpose of Design Documents
Catalog standardization across a contract
- Easy for buyers to find your products
- Access to specific product information
Data strategy approach
- Template/B-forms
- PunchOut
- Ordering Instructions
- Catalog data not required
Catalog Enablement
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Specific design documents for this contract will be sent to all awarded vendors following bid award
Catalog Enablement
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Catalog Enablement
Specific data templates for this contract will be sent to all awarded vendors following bid award
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Catalog Updates
Catalog updates are sent directly to the appropriate supplier manager for your contract
State approval will then be required prior to loading the updated catalog into production
Catalog updates are limited to 1 per week per vendor
Catalog updates are live 3 days after receipt
Catalog Enablement
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Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions
57
Buyer’s View of Offerings
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Buyer’s View of Offerings
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Buyer’s View of Offerings
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Summary of Catalog Enablement
Contract Design Document
Catalog Template
Catalog Line Item
eProcurement team completes
Vendor completes
System generates
1
2
3
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Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions
62
Several resources are available to help vendors and buyers successfully use the MyFloridaMarketPlace.
Service Description Location
Vendor Training On-Demand web-based, interactive training application for Vendors to learn how to respond to an event using the MyFloridaMarketPlace sourcing tool
https://marketplace.myflorida.com/vendor/vendor_training.htm
Agency Training Session
1.5 days of Buyer training before they come onboard
Please contact your Buyer Adoption liaison for the schedule
Communication Tool Kit
Tools for Agencies to communicate with their employees on various aspects of the initiative
http://marketplace.myflorida.com/toolkit/toolkit.htm
Sourcing Events Services
Help with specific questions regarding the tool functionalities and how to set-up and load events in the MyFloridaMarketPlace tool
• MyFloridaMarketPlace Help Desk @ (866) 352-3776
• Sourcing Event tool kit will be available on MyFloridaMarketPlace to help Purchasing Analyst conduct the event correctly.
Training for Vendors
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Vendor Training Overview
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Example of Training
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Example of Training
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Next Steps
Vendor Registration
You will be contacted by a supplier manager to help you through the process
Work with the supplier manager to complete catalog data template
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Learn more about MyFloridaMarketPlace at http://www.MyFlorida.com , look under ‘Hot Topics’ and click on the MyFloridaMarketPlace/ePro link
– Download Training Materials
E-mail specific questions to:– [email protected]
Make sure we are not in your SPAM filter. Please put an exception in your e-mail filters for [email protected]
For More Information
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Agenda
Introduction
Overview of MyFloridaMarketPlace
Vendor Benefits
Registration
Invoicing
Sourcing
eQuote
Catalog Enablement
Buyer’s View of Catalogs
Available Vendor Training
Questions