myfloridamarketplace
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MyFloridaMarketPlace. MyFloridaMarketPlace Customer Roundtable (CRT) Meeting April 8, 2009, 9:00 am EDT The toll free number is: (888) 808-6959 Conference Code: 5263885 #. Agenda . Welcome / Introduction [Walt Bikowitz] Review: Year End Processes Certified Forward Payables - PowerPoint PPT PresentationTRANSCRIPT
MyFloridaMarketPlace
MyFloridaMarketPlace Customer Roundtable (CRT)Meeting
April 8, 2009, 9:00 am EDTThe toll free number is: (888) 808-6959Conference Code: 5263885 #
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Agenda
Welcome / Introduction [Walt Bikowitz]
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update
Punchout Catalogs
Vendor Updates
SPURS Sunset
Wrap-Up!
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Agenda
Welcome / Introduction
Review: Year End Processes [Anne Rabon] Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update
Punchout Catalogs
Vendor Updates
SPURS Sunset
Wrap-Up!
Review: Year End
Last year, MFMP was taken down on July 1st to complete the “Certified Forward” and “Delay Purchase Until” process
Customers were notified of the systems availability through e-mail communications
61% fewer transactions needed manual intervention than in previous years The 387 transactions needing manual intervention, were resolved on July 3rd whereas
in previous years, they took approximately a week
Improvements were made to the MFMP Certify Forward program that processes the DFS Certify Forward file resulting in a reduction of overall run time for that batch program from eight hours to under two hours (32,095 requisition line items were processed in less than two hours compared to 30,324 in eight hours the previous year
These reductions in time assisted in a successful year end process
We would like to repeat the process again this year, taking MFMP down on July 1, 2009
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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update
Punchout Catalogs
Vendor Updates
SPURS Sunset
Wrap-Up!
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Certified Forward
On July 1, 2009, (early a.m.), MFMP will be receiving the file update from FLAIR as to which encumbered requisitions should be marked with a Certified Forward Indicator
This process will only mark encumbered requisitions. Unencumbered requisitions will need to be marked manually by initiating a change order
Change Orders can be completed on requisitions in “Received” status
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Identify the Orders to mark as CF
Complete Change Order
(CO No Workflow & PO Not Sent)
Certified Forwards: Manual Process Overview
Activity will need to be completed by Finance and Accounting
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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update
Punchout Catalogs
Vendor Updates
SPURS Sunset
Wrap-Up!
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Payables: Process Overview
Activity will need to be completed by Finance and Accounting
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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update
Punchout Catalogs
Vendor Updates
SPURS Sunset
Wrap-Up!
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Reducing/Releasing Encumbrances
There are four ways to reduce or release encumbrances in MFMP:
Change Orders can be submitted to reduce the quantity/amount of your order, reducing the encumbered amount
Final Payment Indicator can be checked when approving an IR for encumbered payments to un-encumber the remaining balance, this check box is located on the line level detail of the IR
Release Encumbrance eForm can be used to release all the remaining funds associated on an order
Release Encumbrance Request Form can be submitted to the Customer Service Desk to release the encumbrance, however, you will need to supply the REF (Release Encumbrance eForm) number
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Release Encumbrance eForm: Process Overview
Activity will need to be completed by Finance and Accounting
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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update Punchout Catalogs
Vendor Updates
SPURS Sunset
Wrap-Up!
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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
Customers assigned the “Invoicing” group will have the ability to override the disbursement type
The ‘Encumber Funds’ checkbox is at the split accounting level and must be updated for each split accounting line (Note: All transactions must be the same type)
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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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update
Punchout Catalogs
Vendor Updates
SPURS Sunset
Wrap-Up!
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Reports
There are several MyFloridaMarketPlace reports that are generated for use by agencies and posted to the DMS Web site (http://dms-purchasing-ftp.state.fl.us/xx00/)
A job aid is also available on the DMS Web site (in the MFMP Toolkit) that lists the available reports along with a description of each Note: this document is currently being updated (http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit)
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Suggested Year End Reports
The following reports (from the DMS Web site) should be helpful in year end processing:
IRs With Last Approver Primarily used by Finance & Accounting to monitor the status and activity of IRs to
ensure prompt payment processing Lists Invoice Reconciliations (IRs) in Reconciling and Approving status
This includes IRs generated from the Ariba Supplier Network (ASN) (Purchasing Unit Indicator (PUI): 9999) and IRs that failed Central FLAIR
IRs that failed Central FLAIR will list the approving invoice manager by name and will remain in Approving status until resolved
This excludes IRs that list FLAIR Integration as the active approver and does not list IRs in Paid status
Customers whose queue the IR is currently active will be listed This also includes IRs routed to the Invoice Administrator. This only
applies to ASN invoices
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Suggested Year End Reports
Invoice Reconciliation Report Will assist Finance and Accounting in determining outstanding invoices by
budget to determine what action needs to be taken when budgets change Lists all non-ASN IRs in an Approving, Reconciling or Rejecting status
POs Without IRs Is primarily used by Finance & Accounting to identify Orders where IRs
were not created through MyFloridaMarketPlace Lists Commodity POs in a Receiving or Received status Service POs in Ordered Status
All Received Orders Report Is primarily used by Finance and Accounting to identify purchase orders
containing commodities to determine if invoices have been received and processed
Lists Orders in a Received status
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Suggested Year End Reports
All Open Orders Report Is primarily used by Finance and Accounting to identify all “Open” POs
to determine if invoices have been received and processed. This is also used by Purchasing personnel to determine if the purchase order needs to be changed, canceled or closed for future receiving
Lists POs in Ordering, Ordered and Receiving status
All Orders Report Is the same as the All Open Orders Report but includes Orders in
Received status
PR’s in Submitted Status Displays intended PR obligation by organizational code before the
money is committed through a direct order. Managers are able to review spending plans before the agency is committed to an expenditure
List the latest version of a PR in a Submitted status
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Suggested Year End Reports
Punchout vs NonCatalogsUsed by Finance and Accounting and Purchasing. F&A will be able to
view the Orders being placed against Punchout vendors, resulting in an eInvoice and Purchasing will be able to determine if the Punchout features are being utilized
Vendors being captured Dell Marketing L.P. Hewlett-Packard Company VF Imagewear, Inc. Lenovo Inc. Grainger Industrial Supply Fisher Scientific Company LLC Office Depot BSD (pull only Non-Catalog Requisitions)
Lists Orders in Ordered, Ordering, and Received status
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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process [ Eric Swanson]
Training Update
Punchout Catalogs
Vendor Updates
SPURS Sunset
Wrap-Up!
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Transaction Fee Exemptions
Level Description
Vendor
If a vendor is a non-profit or government entity, they are generally exempt from the Transaction Fee. If the vendor is not required to register in MyFloridaMarketPlace or is reluctant to register, the vendor may be exempt from the Transaction Fee. The reluctant vendor registration can only be processed if the reason meets specifications outlined in Rule 60A-1.030 of the FAC
Contract
An exemption that applies to all transactions (purchase orders or disbursements) conducted with a vendor for a specific contract within an agency. An agency must flag a contract as exempt from the 1% transaction fee by completing the Contract Exemption electronic form
TransactionAllows agencies to indicate that all or a portion of the transaction is exempt from the Transaction Fee. When a transaction is exempt, the agency must check the Fee Eligible checkbox of the requisition/invoice and select the appropriate reason code
The 1% Transaction Fee applies to all transactions that are not specifically exempted in Rule 60A-1.032 of the FAC. The table below explains the three levels that a vendor or specific purchase can be exempt from the 1% Transaction Fee:
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Transaction Fee Exemption Review
We are beginning a new process to review the transaction fee exemptions
DMS reviews a monthly report that details all transaction fee exemptions at the transaction level by all agencies, including Vendors registered with the incorrect business designation Approved transactions that do not follow F.A.C. 60A-1.032
The exemptions highlighted compare the vendor to the specific exemption
Our goal is to assist the agencies in selecting the most appropriate exemption
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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update [Kasey Bickley]
Punchout Catalogs
Vendor Updates
SPURS Sunset
Wrap-Up!
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Training Update
To date in FY 08/09, MFMP trained 551 customers with an average evaluation score of 4.7 (on a scale from 1 to 5)
Training attendance has been increasing Outlook invitations are now sent as confirmations Reminder emails are also sent the day prior to the training
To receive a certificate for any course, you must attend over half of the training
February 16th-19th we held Train the Trainer training: All aspects of the system were covered (Requesting, Invoicing,
etc.), as well as advanced topics including CR 36, FLAIR Integration, etc.
We plan to offer at least two Train the Trainer trainings next FY
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Training Update
We have scheduled our trainings for April and May:
In April we will be offering only New Requester and Invoicing Training
In May, we will be offering New Requester, Invoicing, Analysis, and Secure Reports
We will not be conducting trainings in June and July in order for customers to focus on Year End
If 2-3 business days prior to the training we have less than 5 registered customers, we will cancel and reschedule the session
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Training Updates: Survey Action Items
Completed Training Survey Action Items include:
Updated Buyer FAQs Eliminated DMS printing for individual training sessions Created and distributed hot topics, specifically:
OnDemand Training tool Sandbox information Buyer toolkit information
Added a page onto the Buyer Toolkit for “Working with Vendors” to tailor vendor information from a buyer perspective
Created and posted the following job aids: How to Create a Non-Catalog Requisition Vendor Registration Receiving Made Simple
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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update
Punchout Catalogs [Kasey Bickley]
Vendor Updates
SPURS Sunset
Wrap-Up!
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Punchout Catalogs
The following Punchout Catalogs are available in MFMP: Office Depot Grainger (both hand tools and WSCA) Fisher Scientific Dell – PCs, laptops and monitors Dell – Network Infrastructure HP Lenovo VF Imagewear
Take advantage of eInvoicing with these vendors - complete your purchase through their Punchout catalog
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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update
Punchout Catalogs
Vendor Updates [Eric Swanson]
SPURS Sunset
Wrap-Up!
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Vendor Updates
eInvoicing
BT Conferencing and Compellent are now eInvoicing in MFMP
We will continue to communicate with the buyer community as new vendors begin to eInvoice
We are working with several other large vendors to begin eInvoicing
A list of current eInvoicing vendors is available off of the buyer toolkit, http://dms.myflorida.com/buyertoolkit
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Vendors Currently eInvoicing with MFMP
Office Depot VF Imagewear, Inc.
Grainger Industrial Supply, Inc. Information Builders, Inc.
Compellent, Inc. BT Conferencing, Inc.
Colamco, Inc. Law Enforcement Targets, Inc.
Alston & Bird, LLP Lewis Digital, Inc.
BMC Software Distribution, Inc. Thermal Tech, Inc.
Hayes eGovernment Resources, Inc. Marpan Supply Co., Inc.
Stanbio Laboratory MSC Industrial Supply
The Canopy of Technology, Inc. The Classic Printing Company
Gulf Ice Systems, Inc. Computer Tutors USA
Sysco Food Services of South Florida KC Integrated Systems, Inc.
Stew Leonard III Children’s Charities Dell Marketing L.P.
Bay Systems, Inc. Paterson Pope, Inc.
TYBRIN Corp. Extensys, Inc.
Leitz & Reed Office Products, Inc.
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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update
Punchout Catalogs
Vendor Updates
SPURS Sunset [Walt Bikowitz]
Wrap-Up!
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SPURS Sunset
We’ve come a long way with sunsetting SPURS Agencies are not purchasing through SPURS All agency permissions in SPURS are now removed except for P-
Card vendor adds SPURS access reduced from 2237 to 293
There is no funding for SPURS after July 1, 2009
When SPURS is shutdown SPURS data will no longer be availableDMS DIVTEL (CITS) can create an Access database for each
agency (offers searching capability)
Communication distributed and is posted on the buyer bulletin board at http://dms.myflorida.com/mfmp
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SPURS Sunset: Vendor Add Application
We have been working very hard with the Department of Financial Services over the last few months to develop the new Vendor Add Application in FLAIR
Designs are complete and development work underway
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SPURS Sunset: Vendor Add Application
DMS/DFS MOU:
MOU addresses commitment between DMS and DFS to build the Vendor Add application
The new vendor-add application will contain edits/enhancements needed by DFS to meet Internal Revenue Service requirements and prepare for the 3% withholding law (Note: Federal stimulus delayed but did not remove requirements)
Employee Interchange Agreement – staff being hired
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SPURS Sunset
Phase I:
Development of a batch interface between MFMP and FLAIR for the addition and update of MFMP registered vendors to the FLAIR vendor file
Development of a FLAIR online application for vendor maintenance Allows agencies to add vendors which will be used only in the FLAIR
Purchasing Card subsystem Allows DFS / Accounting and Auditing (A&A) to add and maintain
vendors which may be used in any agency transaction Development of an annual process for DFS to provide MFMP with
information to inactivate “B” notice vendors (Note: first annual “B” Notice process successfully completed in December 2008)
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SPURS Sunset
Phase II: MFMP will develop an online W-9 form within the MFMP Vendor
Registration System MFMP intends to enhance the batch interface between MFMP and
FLAIR to transmit the W-9 data DFS intends to enhance the batch interface between MFMP and FLAIR
to set MFMP Vendors to a “pending” status until a W-9 has been received and validated by DFS/ A&A
DFS intends to alter FLAIR to prevent all non-MFMP Vendor payments from processing if the Statewide Vendor record is in a “pending” status
Phase III: Enhancement to the MFMP Vendor Registration System to standardize
and validate address formats Enhancement to the FLAIR Vendor application (online and batch
interface) to standardize and validate address formats
SPURS Sunset
Related Change Requests: CR 47 & CR 51
CR 47 - Line Item DescriptionCurrently, MFMP extracts purchase order data nightly for importing into SPURSView. However, MFMP does not send the PO line item description information with the PO data. With CR 47, MFMP will send line item description to DMS, displaying the data with the DO information within SPURSView.
Implemented because SPURS data will no longer be available Prospectively going forward
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SPURS Sunset
Related Change Requests:
CR 51 - Inactivation Reason CodeDuring SPURS sunset discussions, DFS requested that MFMP add an inactivation reason code in the Vendor Registration System to indicate the reason a vendor's registration (or location) is inactivated. This inactivation reason code will be passed to FLAIR in the nightly MFMP to FLAIR vendor interface for updates on the statewide vendor file.
DFS provided a list of inactivation reasons, including:
(1) DFS request – no IRS match; (2) vendor request, no reason; (3) vendor request – duplicate registration; and (4) DMS request – vendor went out of business.
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Agenda
Welcome / Introduction
Review: Year End Processes Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids
1% Fee Exemption Process
Training Update
Punchout Catalogs
Vendor Updates
SPURS Sunset
Wrap-Up!
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Wrap - Up
Questions / Comments