MyFloridaMarketPlace
MyFloridaMarketPlace Change Review Board (CRB)
February 11, 2009, 9:00 amThe toll free number is: (888) 808-6959Conference Code: 4888366#
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Agenda
Welcome / Introduction
OPPAGA Report- MFMP Next Generation
Recent Enhancement: Vendor Username / Password Reset Functionality
Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)
SPURS Update: Revoking access to add confidential vendors
Wrap-Up!
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Agenda
Welcome / Introduction
OPPAGA Report- MFMP Next Generation
Recent Enhancement: Vendor Username / Password Reset Functionality
Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)
SPURS Update: Revoking access to add confidential vendors
Wrap-Up!
OPAAGA Report- MFMP Next Generation
MFMP Next Generation Overview
BCPI recommendations that could impact Change Requests: Renew for two years and renegotiate the MFMP contract to improve
payment terms Renegotiate in September 2010 prior to November 2010 contract
expiration
Use some of the revenue fees collected to annually replenish the Contingency Budget (2%)
BCPI Recommendations
Reduce the number of Ariba application developers except during an upgrade
BCPI recommends that agency shadow systems should be reviewed and that DMS should work with all customer agencies to understand and address agency workarounds to MFMP
BCPI Recommendations
BCPI also recommends system upgrades should be scheduled on a regularly recurring basis Minor system releases every six to twelve months for approved
change requests Major system upgrades every other year
Two recommendations address documenting Ariba customizations and reviewing them to see if business processes can be changed to undo some of those BCPI’s perspective - too many customizations
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Completed Change Requests to Date
CR # / Title
Functional Area
Description Request From
Hours Release Date
CR 32 / User Queue Report
Reporting This enhancement enabled customers to run Analysis reports to determine the amount of time it takes individuals to approve transactions
CRB 300 10/25/07
CR 23 / Level 2 Integra-tion
Ariba Buyer This enhancement enabled agencies to access FLAIR at the Level 2 access
CRB 140 12/26/07
CR 39 / OSD Auto-mation
Vendor Registration
This enhancement established a two-way interface between OSD and the MFMP Vendor database that encompasses data changes relating to vendor information for minority- / women-owned businesses
Stake-holder
652 4/7/08
Completed Change Requests to Date
CR 37 / Mass edit of Purchasing Code / MOP
Ariba Buyer
This enhancement enabled customers to mass edit the Purchasing Code and MOP fields on the requisition
CRB 144 5/29/08
CR 46 / MOP Updates
Ariba Buyer The existing MOP codes may not be applicable for all agencies. The list of MOP codes should be updated so that agencies that reference the appropriate type of purchase
CRB 13 5/29/08
CR 44 / Legislative data scoping
Ariba Buyer OLS requested that their data be scoped so that it is not visible be other MFMP agencies
Customer 673 9/25/08
CR 45 / Add Service-Disabled Veteran as CMBE
Vendor Registration
With the passing of HB 687, service-disabled veterans are considered a Florida CMBE. Changes were required for several MFMP applications (Buyer, VRS interfaces)
Stake-holder
407 10/29/08
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BCPI Recommendations
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SPURS line item detail
As part of the SPURS Sunset activities, adding the Purchase Order line item information to SPURSView is being considered
A rough order of magnitude has been completed and would result in an approximate cost of 55 hours
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Agenda
Welcome / Introduction
OPPAGA Report- MFMP Next Generation
Recent Enhancement: Vendor Username / Password Reset Functionality
Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)
SPURS Update: Revoking access to add confidential vendors
Wrap-Up!
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Vendor Username / Password Reset
Step 2: The vendor is prompted to enter the vendor’s Username or Tax ID, and to select an email address which will receive the password reset information
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Vendor Username / Password Reset
Step 3: If the vendor enters a Tax ID, and there are multiple registrations in MFMP for that Tax ID, then the screen will re-display with a list of registrations
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Vendor Username / Password Reset
Step 4: Once the ‘Submit Form’ button is clicked, the vendor is taken to a ‘Password Reset Request Success!’ screen
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Vendor Username / Password Reset
A ‘Password Reset Instructions’ email is generated and sent to the selected email address. The ‘Password Reset Instructions’ email contains a personalized link which allows the vendor to access a new screen to enter a new password
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Vendor Username / Password Reset
If the vendor selected an ‘Other Contact Email,’ a separate notification email is sent to the Main Contact
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Vendor Username / Password Reset
When the vendor clicks the link in the email message, it will prompt the ‘Reset Password’ screen, to create a new password
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Vendor Username / Password Reset
The MFMP system will send a ‘Password Reset Notification’ confirmation email to the selected contact
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Vendor Username / Password Reset
If an ‘Other Contact’ was selected, an email is also sent to the Main Contact
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Agenda
Welcome / Introduction
OPPAGA Report- MFMP Next Generation
Recent Enhancement: Vendor Username / Password Reset Functionality
Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)
SPURS Update: Revoking access to add confidential vendors
Wrap-Up!
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Update on Change Request #36
Description: Make the encumbrance number the direct order (DO) number
Current Challenge: Currently, the system assigns an encumbrance number just before an encumbered requisition is sent to FLAIR. Once the requisition is fully approved, a direct order (DO) number is assigned. As a result, there are two identifiers for an encumbered requisition and order: (1) a DO number or MA number and (2) an encumbrance number
Proposed Solution: Encumbrance numbers are required to be six characters. Once this change request is implemented, the first encumbrance number assigned must be greater than the last DO number assigned (that is currently expected to be greater than 800000) so that DO numbers will not be duplicated. Once the encumbrance number reaches 999999, alpha characters will be assigned (for example: A00000, A00001, A00002, ….).
When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number
Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers
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Update on Change Request #36
Design document approved by the Design Team:
Department of Elder Affairs (requesting agency)Department of HealthDepartment of Environmental ProtectionDepartment of Juvenile JusticeMFMP DMS Team
Testing for the enhancement is scheduled for February 12
We are on target for implementation before the end of March
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Agenda
Welcome / Introduction
OPPAGA Report- MFMP Next Generation
Recent Enhancement: Vendor Username / Password Reset Functionality
Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)
SPURS Update: Revoking access to add confidential vendors
Wrap-Up!
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SPURS Update: Revoking access to add confidential vendors
Officially sunset SPURS purchasing functions
DMS-MFMP and SSRC removed agency ability to add confidential vendors to FLAIR via SPURS
As of January 30, 2009, Vendor Add (VA) and Vendor Change (VC) permissions were removed from all SPURS users Current SPURS users will retain Purchasing Card add access (PK)
All SPURS users with expired passwords were deleted January 30
Agencies are asked to transition (add/move) all confidential vendors from SPURS to the FLAIR Vendor Client (VC) file by April 1, 2009 After April 1, 2009 all confidential vendors will be purged from SPURS
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Agenda
Welcome / Introduction
OPPAGA Report- MFMP Next Generation
Recent Enhancement: Vendor Username / Password Reset Functionality
Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)
SPURS Update: Revoking access to add confidential vendors
Wrap-Up!
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Contact Us
If we can assist you in any way, please contact us:
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Walt Bikowitz Chief, State Purchasing Operations
[email protected] (850) 488-7809
Rachael Lieblick Operations Manager
[email protected] (850) 414-6735
Eric Swanson Vendor Management Analyst
[email protected] (850) 487-9981
Amy Smyth CommunicationsAnalyst
[email protected] (850) 294-3080
Kasey Bickley Purchasing Process Analyst
[email protected] (850) 294-0494
Anne Rabon F&A Process Analyst
[email protected] (850) 294-0739