system administrator training myfloridamarketplace
TRANSCRIPT
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System Administrator Training
MyFloridaMarketPlace
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Agenda
System Administrator Responsibilities
Understanding Groups and Roles
Establishing a profile in MFMP
Password changes
Inactivation Procedures
Address Maintenance
Scanning and Attachment Guidelines
Confidential Information
Questions and Answers
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Agenda
System Administrator Responsibilities
Understanding Groups and Roles
Establishing a profile in MFMP
Password changes
Inactivation Procedures
Address Maintenance
Scanning and Attachment Guidelines
Confidential Information
Questions and Answers
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System Administrator Responsibilities
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System Administrator Responsibilities
MFMP Inactivations - This document provides the necessary steps for inactivating the customer in MFMP
Understanding the Management Level – This document outlines the MFMP Management Level structure which correlates to the customer spend authority
MFMP Scanning and File Attachment Guidelines - This document gives guidance for attaching documents, the size of file you can attach, and recommended file types
Confidential Information Purge Request Process - This document explains the process of removing any confidential information from MFMP
Confidential Information Purge Request Form - Form to remove confidential information from MFMP
Sample Confidential Information Policy - This document gives Security Administrators a sample policy on how their agency should handle the monitoring and removal of any confidential information that may have been input in MFMP Page - 5
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Agenda
System Administrator Responsibilities
Understanding Groups and Roles
Establishing a profile in MFMP
Password changes
Inactivation Procedures
Address Maintenance
Scanning and Attachment Guidelines
Confidential Information
Questions and Answers
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Understanding Groups and Roles
In MFMP, all customers are assigned “Groups”. Groups are a collection of permissions that allow the customer to perform their required duties in MFMP. Permissions control the lowest level access to system functions, notifications or operations
Roles may or may not be assigned to a customer. The assignment of a role will depend on that customer’s job functions in MFMP. Roles will be PUI specific and used for routing purposes in workflows
The User Report and Users and Groups reports, located on the secure report website http://myfloridamarketplace.com/reports , will be routinely used by each agency’s System Administrator(s) to ensure profiles are maintained and up to date for their customers
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Understanding Groups and Roles
Groups A group is a collection of
permissions Examples of groups:
Analysis Contract Manager Edit Accounting eQuote Invoicing Purchasing Requester Req Approver System Administrator
Roles Roles will be used for PUI and
statewide routing in workflow processing
Examples of roles are:
Purchasing: 7200: Purchasing Agent 7200: Budget Approver 7200: Purchasing Office
Finance and Accounting: 7200: Exception Handler 7200: Invoice Manager
The MFMP Role Guide, located on the MFMP Toolkit http://dms.myflorida.com/buyertoolkit ,will assist you in understanding the groups and roles to be assigned to your customers
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Understanding Groups and Roles
A Requester might be assigned the following : Requester Group Edit Accounting Group eQuote Group Query Group
With these Groups, the Requester could: Create and Submit a Requisition Edit Accounting fields Access eQuote Initiate change orders Initiate receipts against orders Create and Submit an Invoice eForm Search and copy purchase orders
If this requester will only need to search for their
own requisitions, you will not need to give them the
Query Group.
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Agenda
System Administrator Responsibilities
Understanding Groups and Roles
Establishing a profile in MFMP
Password changes
Inactivation Procedures
Address Maintenance
Scanning and Attachment Guidelines
Confidential Information
Questions and Answers
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Establishing a profile in MFMP
Select Company eForm
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Establishing a profile in MFMP
Select ‘User Maintenance’ eForm
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Establishing a profile in MFMP
Using a meaningful description may help you in the
future if you archive this job in your
folders.
Based on your agency’s naming convention, enter a title or description of the function you are performing
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Establishing a profile in MFMP
Click in the dropdown and select the ‘Add’ function. (Once a profile has already been established and changes are required, you would select Update.) Click Next to
proceed from one page to the next
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Establishing a profile in MFMP
Complete the eForm in its entirety.
Note: the Entity automatically populates and should not be changed.
The information that you enter in the name field will populate exactly as written on the customer’s requisitions
Note: if the individual whose profile is being
established will not have a supervisor in
the system, a specific management level and group will have to be
assigned.
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Establishing a profile in MFMP
Click the Select links to search for and populate the groups, and PUI specific roles (as appropriate), for your new customer. (Please refer to the MFMP Role Guide for assistance)
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Establishing a profile in MFMP
To locate the role(s)• Type in your PUI• Click Search • Locate the role (or roles) • Check the box to the left of the role
When all roles have been selected, click OK
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Establishing a profile in MFMP
When selecting groups, all established groups will appear• Scroll down the page • Locate the group (or groups) • Check the box to the left of each group to be assigned
When all groups have been selected, click OK
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Establishing a profile in MFMP
The login name will be determined after completing the fields below and is derived from the email address
Verify the roles and groups you have assigned
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Establishing a profile in MFMP
Add an attachment as per your agency’s practices
Comments may be added, but are not required
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Establishing a profile in MFMP
Although no approvers are required, add them as per your agency’s practice
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Establishing a profile in MFMP
Verify the accuracy of your information before you click submit
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Agenda
System Administrator Responsibilities
Understanding Groups and Roles
Establishing a profile in MFMP
Password changes
Inactivation Procedures
Address Maintenance
Scanning and Attachment Guidelines
Confidential Information
Questions and Answers
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Password Changes
The system does not automatically assign the customer their password. Select ‘Password Change’ to enter a temporary password for your customer. (This is the same process you will follow to reset a password as well)
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Password Changes
Based on your agency’s naming convention, enter a title or description of the function you are performing
Click in the dropdown box and select “Other” to search for your customer’s name
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Password Changes
Enter the customer name or partial name and click the Search button
When the customer’s name returns, click on the Select button
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Password Changes
Once you click Submit, the password has been established. Notify your customer of the temporary password. The customer will be prompted to change the password on their login
Please ensure you provide your customer their username when providing them with their password.
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Agenda
System Administrator Responsibilities
Understanding Groups and Roles
Establishing a profile in MFMP
Password changes
Inactivation Procedures
Address Maintenance
Scanning and Attachment Guidelines
Confidential Information
Questions and Answers
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Inactivation Procedures
There will be occasions where a customer account will need to be inactivated, such as: Customer retires Transfers to another agency Terminated
Before a customer is inactivated or deleted, actions the Security Administrator will need to take in order to successfully transfer responsibilities from one customer to another are: Change their password Print the customer’s queues Add “Inactive” after the customer’s name Change the email address to the customer who will be given delegation of
approval authority Verify the customer is not listed as the supervisor for others Remove all roles and groups (with the exception of the Buyer Group) Delegate the customer’s approval authority
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Inactivation Procedures
After completing the steps above, you can inactivate the customer account by using the User Maintenance eForm and selecting the maintenance mode of ‘Delete’
If the customer acted as an approver only in the system, account deletion WILL be possible
If the customer created a requisition ‘On Behalf Of’ another customer, the system will NOT allow you to delete their account (see the attached page for a list of those statuses)
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Inactivation Procedures
A customer account can only be deleted if a request is NOT in one of the following statuses: Composing Submitted Approved Ordering Ordered Canceling Receiving
For complete step-by-step instructions, follow the MFMP Inactivations Job Aid found on the Toolkit http://dms.myflorida.com/buyertoolkit
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Agenda
System Administrator Responsibilities
Understanding Groups and Roles
Establishing a profile in MFMP
Password changes
Inactivation Procedures
Address Maintenance
Scanning and Attachment Guidelines
Confidential Information
Questions and Answers
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Address Maintenance
If a new or modified Ship To and/or Bill To address is needed, the Security Administrator will handle this function. Agencies may, and often will, have multiple Ship To and Bill To locations
The requester’s Ship To and Bill To address automatically populate on the purchase requisition/ purchase order based on the information in the customer’s profile. The requester can change this information by selecting a different Ship To and Bill To address for their agency, as directed by their agency policy
As locations change they can be modified or deleted as appropriate
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Address Maintenance
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Select ‘Address Change’ eForm
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Address Maintenance
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Based on your agency’s naming convention, enter a title or description of the function you are performing
Select the ‘Add’ function. (Once an address has already been established and changes are required, you would select ‘Update’)
Click Next to proceed through the pages
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Address Maintenance
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Complete the form in it’s entirety
Note: Even if the Ship To Address and the Bill To Address are going to be the same, two separate address maintenance eForms must be completed and submitted Enter in a comment, or add an
attachment, as per your agency’s practices
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Address Maintenance
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Verify the accuracy of your information before you click submit
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Agenda
System Administrator Responsibilities
Understanding Groups and Roles
Establishing a profile in MFMP
Password changes
Inactivation Procedures
Address Maintenance
Scanning and Attachment Guidelines
Confidential Information
Questions and Answers
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Scanning and Attachments Guidelines
MFMP is designed to support the storage of necessary but not exhaustive purchase order, contract and invoice documentation in conformance with established guidelines. Each attachment on a MFMP transaction cannot exceed 4 megabytes in size
Recommended File Types for MFMP include: .bmp – Bitmap Image.doc .doc - MS Word .fdf – Adobe Acrobat Forms Document. .csv – MS Excel Comma Separated Values File .rft – Rich Text Format .xls – MS Excel Worksheet .pcx – PCX Image Document .tif – TIF Image Document .wri – Write Document
Refer to the MFMP Scanning and File Attachment Guidelines document found on the MFMP Toolkit http://dms.myflorida.com/buyertoolkit for additional information
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Agenda
System Administrator Responsibilities
Understanding Groups and Roles
Establishing a profile in MFMP
Password changes
Inactivation Procedures
Address Maintenance
Scanning and Attachment Guidelines
Confidential Information
Questions and Answers
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Confidential Information
Confidential Information that is directly related to an individual is prohibited from being included in MFMP. This includes information included in the comments field, line item description as well as attachments. Including such information in MFMP may violate F.S. 119.071 as well as comparable federal regulations relating to confidentiality such as the Health Insurance Portability and Accountability Act (HIPAA)
Agency specific questions about confidential information should be directed to their agency’s HIPAA compliance officer or General Counsel’s Office
It is the agency’s responsibility to redact this information prior to posting it to MFMP. Workflow approvals that are included in MFMP offer the opportunity for multiple customers to identify and take action against a transaction that includes confidential information, including initiating the Confidential Information Purge Request process. The form and process are posted on the MFMP toolkit http://dms.myflorida.com/buyertoolkit under Job Aids
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Confidential Information
Examples of confidential information include, but are not limited to, the following items: Names All elements of dates (except year) directly related to an individual,
including birth date, admission date, discharge date, and date of death Telephone numbers Electronic mail addresses Social security numbers Medical record numbers Health plan beneficiary numbers Account numbers Certificate/license numbers All geographic subdivisions smaller than a state, including street
addresses, city, county and zip codes
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Confidential Information
Confidential Information Policy: Each agency is to submit a policy stating no confidential information will be
input in MFMP
The policy will state how the agency will monitor for confidential information that may be input
Each policy will have a training plan which includes how to train customers not to put in confidential information
Each agency will have a security officer who is responsible for their agency’s policy
There is a sample policy (Sample Confidential Information Policy) posted on the MFMP toolkit http://dms.myflorida.com/buyertoolkit under Job Aids for agencies to use as an example
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Confidential Information
MFMP can assist you in following your agency’s confidential information policy by providing you with reports that search invoices, invoice eForms and purchase orders for predefined commodity codes thought to be most likely to contain confidential data/information
These reports are available on the secure website at:
http://myfloridamarketplace.com/reports PR_Audit_by_Commodity_Code Invoice_Attachments_by_CCode Invoice_Eform_Attachments_by_CCode
A description of these reports are available in the MFMP Reporting Job Aid posted on the Toolkit at: http://dms.myflorida.com/buyertoolkit
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Agenda
System Administrator Responsibilities
Understanding Groups and Roles
Establishing a profile in MFMP
Password changes
Inactivation Procedures
Address Maintenance
Scanning and Attachment Guidelines
Confidential Information
Questions and Answers
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Thank you for your attendance!
Please contact the MFMP team with any questions you have:
Customer Service Desk:
by email: [email protected], or;
by phone: 1-866-FLA-EPRO (1-866-352-3776)
Buyer Process Improvement:
Kasey Bickley: [email protected]
Anne Rabon: [email protected]
Contact Us