myfloridamarketplace roundtable january 21, 2003 10:00 a.m. – 12:00 p.m. myfloridamarketplace
TRANSCRIPT
MyFloridaMarketPlace Roundtable
January 21, 2003
10:00 a.m. – 12:00 p.m.
MyFloridaMarketPlace
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Welcome and Overview of the Roundtable Session
Project Status Update
Conference Room Pilot Update
Communications Update
Training Needs Assessment Survey
Vendor Outreach Activities
Future Meeting Participation
Question and Answer
Roundtable AgendaRoundtable Agenda
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What are the goals of the MyFloridaMarketPlace Roundtable?
Provide the opportunity for the project team to update agency personnel on project status and system functionality
Provide a forum for agencies to interact, share best practices, and discuss upcoming activities for MyFloridaMarketPlace
Identify additional feedback from agencies concerning the MyFloridaMarketPlace system
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What is my role as an agency liaison?
Act as the central point of contact for your agency for the MyFloridaMarketPlace project
Appoint a “cross-functional team” from your agency (representing resources from Purchasing, Accounting/Finance, and Technology) to help work through implementation tasks for MyFloridaMarketPlace
Attend monthly Roundtable sessions (All cross-functional team members will be asked to participate going forward)
Distribute e-mail communications to the personnel in your agency that are participating in the implementation of the MyFloridaMarketPlace initiative
Escalate any concerns that your agency has not previously communicated to the project team
Sign off for your agency on specific documents (e.g. CRP requirements, workflow)
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Project Status Update
Completed Conference Room Pilots (CRPs)
Vendor Registration
Completed functional definition
Completed development
Testing of vendor registration website begins this week
Target go-live date (February 17, 2003)
Vendor adoption
Sent out e-mail and invitations to over 1000 state term contract vendors
Amend each state term contract
Begin the process of loading catalogs for each of the State Term Contract Catalogs
Met with Steering Committee
Monthly meeting
Represented: Governors Office, Senate, House of Representatives, DOH, STO, DOE, DOC, DFS, DOT
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Conference Room Pilot Update
Completed Conference Room Pilots (12/9/02 – 12/20/02)
139 people from 21 agencies attended. Thank you.
Received over 120 requests for additional/changed functionality
Analyzed requests
Developed approach with DMS on how to finalize the definition of functional requirements
Approach for review and Signoff of requirements
Approximately 192 requirements were identified as requiring some action (includes contractual requirements that were deemed to require a review)
Analyzed each requirement with a recommendation for each requirement to 1) required day 1, 2) not required or 3) required future release
Presenting recommendations to MyFloridaMarketPlace Roundtable
Agency liaison needs to go back to their agency to discuss these requirements with appropriate individuals
Meet again next week (1/28) to discuss any specific feedback
Each agency liaison needs to signoff on the requirements at that time
Highlight specific requirements
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Communications Update
Conducted First Steering Committee Meeting on 01/13/03
Distributed State Term Contract Vendor Communication (> 1000 vendors)
Addressing inquiries via the [email protected] e-mail account
Communications to vendors regarding upcoming Vendor Forums and Vendor Information Sessions
Working with Vendor Management Team to execute ongoing vendor communications
Conducting ongoing sessions for agency communication opportunities (e.g. MyFloridaMarketPlace Roundtable discussions
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Training Needs Assessment Survey
Estimates of how many people need to be trained at each agency by user category (e.g. requisitioners, approvers, etc.).
Provide information on available training resources (e.g. facilities, trainers, etc.)
Provide information on your user skill level on using the internet
Provide information on the technical infrastructure of your agency to see whether it meets recommended minimum requirements
Due by 5 p.m. on January 28th (Next Tuesday)
If you have any questions, please contact your eProcurement project liaison (Stephen, Lindsay, or Greg)
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Vendor OutreachVendor OutreachStrategyStrategy
General Vendor Information Sessions Over 40 Sessions held around the state,
starting in March Open to any vendor interested in doing
business with the state
Communication Methods Email Direct Mail Outreach through Business Associations
Information available through MyFlorida.com General Vendor Information Sessions Schedule and Sign Up Frequently Asked Questions Vendor Registration Tutorials
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Vendor OutreachHow you can help
Purchase Order Flier
Direct vendors to MyFlorida.com for additional information
Provide vendors with an e-mail address to which they can send inquiries ([email protected])
Assist the project team with identifying Critical Impact Vendors
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Vendor OutreachCritical Impact Vendors
Who are critical vendors? Key Vendors with whom you do business with on a regular basis (large spend and/or critical
goods/services that your agency could not operate without)
How are they sent to the Vendor team? Spreadsheet will be emailed to Agency Liaison Agency Liaison will complete and send back to vendor team via email
How will we contact them? Email Phone Flier via Purchase Order mailouts
How will we report on Critical Impact Vendors? We will track your Critical Impact Vendors against vendor registration and send you a monthly
report with the status This Critical Impact Vendor Status Report can be requested more frequently, if needed
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MyFloridaMarketPlace Roundtable Meetings
Meeting Frequency
Future Topics
Cross-functional team participation• A core team of 5 or less people is recommended• Team should include people from different areas within
your agency.- Purchasing- Finance & Accounting- Technology
