MyFloridaMarketPlace

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MyFloridaMarketPlace
MyFloridaMarketPlace Customer Roundtable
Meeting September 3, 2008, 900 am
EDT Conference dial-in number (888)
808-6959Conference code 4888366
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Agenda

• Welcome / Introduction
• MyFloridaMarketPlace Updates
• Customer Satisfaction Survey Results
• Year-End Review
• Training Update
• System Enhancement Update
• Vendor Initiatives
• Vendor Outreach Initiatives
• Vendor Informational Teleconferences
• Enhanced Vendor Toolkit
• SPURS Sunset Update
• Reporting Initiative
• Questions / Open Discussion

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Agenda

• Welcome / Introduction
• MyFloridaMarketPlace Updates
• Customer Satisfaction Survey Results
• Year-End Review
• Training Update
• System Enhancement Update
• Vendor Initiatives
• Vendor Outreach Initiatives
• Vendor Informational Teleconferences
• Enhanced Vendor Toolkit
• SPURS Sunset Update
• Reporting Initiative
• Questions / Open Discussion

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Survey Distribution / Demographics

• The Customer Satisfaction survey was sent to
  1,414 customers from all agencies currently
  utilizing MyFloridaMarketPlace
• The distribution list included purchasing and FA
  customers, targeting the most active system users
  with a focus on proportional representation from
  each active agency
• 345 customers responded to the survey (24
  response rate)

Respondent Statistics by Audience
Respondent Statistics by Geography

• Tallahassee represented the greatest number of
  responses by geographical area
• More than 70 locations across the state were
  represented

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Survey Distribution / Demographics

• 24 agencies had customers who responded to the
  survey

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Survey Distribution / Demographics
76 of Purchasing respondents and 71 of FA
respondents used MFMP for more than 2 years

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Trending (from 2006-2008)
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Key Findings

• Overall, end user satisfaction with
  MyFloridaMarketPlace is increasing, with a
  combined Overall Satisfaction result for July
  2008 of 93
• In comparison to the August 2007 survey, the July
  2008 survey showed increases in nearly all areas
  surveyed
• 5 increase in Purchasing Satisfaction  94 of
  respondents are moderately to very satisfied
  with the purchasing tool. This is up from 89 in
  August 2007
• 4 decrease in FA Satisfaction  90 are
  moderately to very satisfied with the invoicing
  tool.  This is a change from 94 in August 2007.
  Specific areas that decreased in satisfaction
  included responses around Communication
  Effectiveness and CRB Effectiveness. MFMP
  will take steps to address these concerns.

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Agenda

• Welcome / Introduction
• MyFloridaMarketPlace Updates
• Customer Satisfaction Survey Results
• Year-End Review
• Training Update
• System Enhancement Update
• Vendor Initiatives
• Vendor Outreach Initiatives
• Vendor Informational Teleconferences
• Enhanced Vendor Toolkit
• SPURS Sunset Update
• Reporting Initiative
• Questions / Open Discussion

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Year End Processing Update

• Completed the certified forward processing, which
  updated 32,095 requisition line items and 31,440
  PO line items
• Task was completed in two hours as compared to
  eight hours last year
• Completed processing of Delay Purchase Until
  orders
• 6,711 encumbered requisitions processed
• 2,124 unencumbered requisitions processed
• 387 transactions requiring intervention as
  opposed to over 1,000 in years past
• Reset and implemented requested changes for FY
  2009 statistical sampling
• Customer communications were consistently sent
  throughout the process to keep agency users aware
  of system availability and completed processes

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Agenda

• Welcome / Introduction
• MyFloridaMarketPlace Updates
• Customer Satisfaction Survey Results
• Year-End Review
• Training Update
• System Enhancement Update
• Vendor Initiatives
• Vendor Outreach Initiatives
• Vendor Informational Teleconferences
• Enhanced Vendor Toolkit
• SPURS Sunset Update
• Reporting Initiative
• Questions / Open Discussion

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Training Initiative

• DMS MFMP Team began conducting regularly
  scheduled training in August 2008. Training will
  be offered monthly in Tallahassee and once per
  fiscal year at select locations throughout the
  state
• These training sessions are free of charge and
  intended to supplement ongoing training programs
  already in place at each agency
• Agency-specific training may be provided on a
  case-by-case basis, time permitting Please
  contact your Agency Liaison for additional
  information
• A hands-on Train the Trainer session is being
  developed and slated for delivery February 2009.
  In this training we plan to cover
• Experienced Requester
• Invoicing
• System Administration
• Analysis
• Secure Reports

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Training Survey

• The DMS MFMP team is developing a training survey
  to assess our customers needs
• We anticipate sending this survey out at the end
  of September and will adjust our current training
  plan based on the results
• Currently we offer the following training
• New Requester
• Invoicing
• System Administration
• Analysis
• Secure Reports
• Refresher Requester
• Approver
• Train the Trainer

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Training Schedule

• We will also be offering training in the
  following cities throughout the State
• Tampa (August 2008)
• Ft. Lauderdale (October 2008)
• Jacksonville (November 2008)
• Orlando (January 2009)
• Pensacola (March 2009)
• Ft. Myers (April 2009)
• Miami (May 2009)
• Statewide training will include
• New Requester
• Invoicing
• Secure Reports
• Analysis
• Refresher Requester
• To register for training, please visit the
  Training Opportunities Web page on the Buyer
  Toolkit at http//dms.myflorida.com/buyertoolkit
• If you have any questions regarding training or
  experience difficulty while registering, please
  contact the DMS MFMP team at myfloridamarketplace
  _at_dms.myflorida.com

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Agenda

• Welcome / Introduction
• MyFloridaMarketPlace Updates
• Customer Satisfaction Survey Results
• Year-End Review
• Training Update
• System Enhancement Update
• Vendor Initiatives
• Vendor Outreach Initiatives
• Vendor Informational Teleconferences
• Enhanced Vendor Toolkit
• SPURS Sunset Update
• Reporting Initiative
• Questions / Open Discussion

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System Enhancement Update

• Change Request 44 Legislature Data Scoping
• The Legislature is the remaining customer of
  SPURS and this change request will support the
  sunset of SPURS activities
• Customizations are being made to MFMP to scope
  Legislature procurement and disbursement
  information so that it is not visible by other
  agencies in MFMP
• Legislature will only be able to search and view
  their records
• Executive Branch agencies will not be able to
  search or view Legislature records
• Scheduled to be completed by September 30, 2008

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System Enhancement Update

• Change Request 45 Service Disabled Veterans
  Business Enterprises
• Florida House Bill 687 states that
  service-disabled veteran businesses must be
  identified in the procurement process
• Changes will be made to the Vendor Registration,
  Buyer and eQuote applications so that vendors can
  be identified as a service-disabled Veteran
  Business Enterprise
• Two new business codes will be added to Vendor
  Registration
• W Service-Disabled Veteran Business Enterprise,
  Certified
• Y Service-Disabled Veteran Business Enterprise,
  Non-Certified
• This change will be effective by November 11,
  2008

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System Enhancement Update

• CR 36 Make the encumbrance number the direct
  order (DO) number
• The first encumbrance number assigned must be
  greater than the last DO number assigned so that
  DO numbers will not be duplicated.
• Once the encumbrance number reaches 999999, alpha
  characters will be assigned (for example A00000,
  A00001, .).
• 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.
• This change will be effective in the third
  quarter of the fiscal year

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Agenda

• Welcome / Introduction
• MyFloridaMarketPlace Updates
• Customer Satisfaction Survey Results
• Year-End Review
• Training Update
• System Enhancement Update
• Vendor Initiatives
• Vendor Outreach Initiatives
• Vendor Informational Teleconferences
• Enhanced Vendor Toolkit
• SPURS Sunset Update
• Reporting Initiative
• Questions / Open Discussion

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Vendor Outreach

• Vendor Teleconferences (Fireside Chats)
• DMS MFMP Team launched the program in May 2008.
  The intent of this initiative is to assist
  vendors in knowing how to do business with the
  State of Florida and to knowing how to use MFMP
•  http//dms.myflorida.com/vendorteleconferences
• Past Topics
• 06/25 "Keeping Accounts Updated"
• 07/09 "Solicitations"
• 07/16 "Solicitations" (repeat of 7/09)
• 07/23 "Keeping Accounts Updated"
• 08/20 Transaction Fee Processing Reporting
• 8/27/08  Certified Minority Business Enterprise
  (CMBE) Vendor Overview

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Vendor Outreach

• Vendor Teleconferences (Fireside Chats)
• MFMP is excited to announce three additional
  Vendor teleconference sessions this fall
• 9/10/08  Importance of Keeping Accounts Updated
• 10/1/08  Solicitations
• 10/15/08 Transaction Fee Processing Reporting
  
• For additional information about online training
  opportunities, please visit the Vendor Toolkit
  http//dms.myflorida.com/vendortoolkit

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Updates to Web Pages and Tools

• MFMP (General)
• New Training division home, with links to both
  buyer and vendor training opportunities
• Updated project information, contact information
  and page archiving
• Streamlined page navigation for all customers
• Buyer/Vendor portals off of DMS home page

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Updates to Web Pages and Tools

• Buyer
• New Buyer home page, complete with Buyer training
  information
• New Training Opportunities page, with links to
  upcoming available trainings around the State
• Updated Buyer Toolkit, including archiving old
  documents and files, and updating the Job Aids

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Updates to Web Pages and Tools

• Vendor
• New Vendor home page, complete with Vendor
  teleconference series information
• New comprehensive Vendor toolkit, including a
  communications bulletin board
• Updated Vendor FAQs, pertaining to individual
  common questions

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Upcoming Plans

• Future Updates
• Revise Buyer FAQs
• Utilize Training home page, posting all upcoming
  opportunities for customers
• Our goal in all these updates is to make it
  easier for you to get the information you want
  directly with fewer clicks
• Better to let your fingers do the walking!

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Agenda

• Welcome / Introduction
• MyFloridaMarketPlace Updates
• Customer Satisfaction Survey Results
• Year-End Review
• Training Update
• System Enhancement Update
• Vendor Initiatives
• Vendor Outreach Initiatives
• Vendor Informational Teleconferences
• Enhanced Vendor Toolkit
• SPURS Sunset Update
• Reporting Initiative
• Questions / Open Discussion

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SPURS Sunset Update

• SPURS Sunset Activities
• Closing out of open SPURS POs was recently
  completed
• Removal of SPURS for accounts older than 6 months
  was completed on 8/29/08
• Updated lists of users who have accessed SPURS in
  less than 6 months will go out 1st week of
  September
• We have met with DFS to discuss the new
  application for entering payee information
• This will be the replacement for SPURS
• The new application should be available by the
  beginning of the new calendar year
• SPURSView Line item detail
• Executive Order to post contracts being developed
• DFS developed a survey
• POs are included to be posted
• MFMP and CITS estimates because SPURSView may be
  best vehicle to post POs

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Agenda

• Welcome / Introduction
• MyFloridaMarketPlace Updates
• Customer Satisfaction Survey Results
• Year-End Review
• Training Update
• System Enhancement Update
• Vendor Initiatives
• Vendor Outreach Initiatives
• Vendor Informational Teleconferences
• Enhanced Vendor Toolkit
• SPURS Sunset Update
• Reporting Initiative
• Questions / Open Discussion

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Reporting Initiative

• The DMS MFMP Team launched a Reporting Initiative
  to
• Conduct research on the current reporting tools
• Identify agency customers reporting needs
• Educate customers on the available reporting
  tools
• Identify any shortcomings of the current state of
  reporting
• Identify reporting alternatives with the goal to
  identify and implement the optimal reporting
  tools for all MFMP customers

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Reporting Initiative

• Research conducted to determine where we are
• Project Charter
• Identifying initiative goals, objectives, scope,
  etc.
• Gap Analysis
• Identifying functional requirements that are
  currently not resident in the MFMP reporting
  environment
• Alternative Analysis
• Identifying application alternative solutions to
  agency customer reporting needs

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Reporting Initiative

• MFMP Reporting tools
• Secure Reports
• Designed with an emphasis on Finance Accounting
  
• Analysis
• Currently contains mostly Purchasing data /
  information
• Buyer System Searches
• Can be used by customers at any system level
• Report Requests
• Can be submitted by agency customers anytime
  there is a business need for a (secure) report
  that does not exist

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Reporting Initiative

• Secure Reports Training
• Developed in an effort to keep customers educated
  on the current reporting tools available
• First training conducted August 14, 2008, in
  Tampa, FL
• Helps customers understand
• What reports are used for
• How to access and use secure reports
• How to request additional reports
• Will lead to
• Increased customer awareness
• Increased use of MFMP tools and resources
• Customers ability to perform day-to-day tasks
  more efficiently and effectively

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Reporting Initiative

• MFMP Reporting Survey
• Developed to identify agency customers reporting
  needs and expectations
• Was administered Monday, August 25, 2008, and
  will end Friday, October 3, 2008
• Addresses each of the MFMP reporting tools
• Results will lead to an increase in reporting
  training requests

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Reporting Initiative

• Whats Next?
• Follow-up/data compilation
• Secure Reports Training feedback
• Reporting Training feedback
• Development of the MFMP Reporting website
• All MFMP and related Reporting tools
• Located on the Buyer Toolkit
• Development of job aids/tutorials
• Reports Job Aid (update)
• System Searches Job Aid (update)
• Secure Reports module in OnDemand Training

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Agenda

• Welcome / Introduction
• MyFloridaMarketPlace Updates
• Customer Satisfaction Survey Results
• Year-End Review
• Training Update
• System Enhancement Update
• Vendor Initiatives
• Vendor Outreach Initiatives
• Vendor Informational Teleconferences
• Enhanced Vendor Toolkit
• SPURS Sunset Update
• Reporting Initiative
• Questions / Open Discussion

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Closing

• Closing
• Questions

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Contact Us

• If we can assist you in any way, please contact
  us

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