MyFloridaMarketPlace Customer Round Table Meeting August 27 , 2013
CRT Agenda • Welcome-Kasey Bickley • Year End Success-Kasey Bickley • Training Update-Kasey Bickley • Upcoming Enhancements-Kasey Bickley • Commodity Code Restructure-Kasey Bickley • MarketView Sunset-Kasey Bickley • Vendor Inactivations-Eric Swanson • Distribution List Changes-Eric Swanson • Website Changes-Judson Freeman • Forms Review-Judson Freeman • Wrap Up-KB
Year End Processing for 2013 Year End Success The MFMP team began monitoring encumbered transactions queued for FLAIR nine weeks prior to July 1 st , noting significant Training Update increases from 2012, possibly a reflection of the MFMP Utilization Support initiative. Upcoming Enhancements Year End activities started Friday, June 28 th and completed on Commodity Code Tuesday, July 2 nd : Restructure MarketView Sunset • Post maintenance page Vendor Inactivations • Prepare environment for Year End processing Friday, June 28th Distribution List • Execute updates for the DFS Carry Forward file Changes • Complete batch recovery Saturday, June 29th Website Changes • Process queued July 1st transactions (both encumbered and unencumbered) • Complete batch recovery Forms Review • Remove maintenance page Monday, July 1st • Begin initial processing of failed orders Wrap Up • Complete initial processing of failed orders Tuesday, July 2nd
Year End Processing for 2013 Year End Success Based on successful testing, several major tasks were executed in parallel allowing 2013 Year End processing to Training Update complete ahead of schedule with the following record- Upcoming setting statistics. Enhancements Commodity Code Restructure Task 2013 2012 2011 DFS Carry Forward processing (split 52,780 46,923 44,240 accounting updates) (12% increase) MarketView Sunset 3,434 Unencumbered requisition processing 3,177 3,607 Vendor Inactivations (7% increase) 9,800 Distribution List Encumbered requisition processing 8,199 7,536 (almost 20% increase) Changes 12,672 July 1 st order generation (volume) 11,179 10,881 (13% increase) Website Changes 10 ½ hrs July 1 st order generation (timing) 16 hrs 21 ½ hrs (savings of over 5 hours) Forms Review 213 Failed order processing 234 238 (9% decrease) Wrap Up
MFMP Training Year End Success • MFMP Training has been rebranded as MFMP U. Training Update Upcoming Enhancements • Training has been scheduled for September, Commodity Code Restructure October and November. – MarketView Sunset Ten Workshop training events for agency customers. – Six Webinar training events for agency customers. Vendor Inactivations – Four training events for vendors. Distribution List – One Train the Trainer event for agency customers. Changes Website Changes • Stay tuned for additional training updates Forms Review including job aids, online training, seminars, Wrap Up webinars and workshops.
Change Request Enhancements Year End Success • CR 185: Add Minority Code to Sourcing Vendor Search Training Update – Allows customers to search for vendors by Upcoming Enhancements selecting minority status when adding to Sourcing events. Commodity Code Restructure – Implemented 7/30/13 in 9.12 release. MarketView Sunset Vendor Inactivations Distribution List Changes Website Changes Forms Review Wrap Up
Change Request Enhancements Year End Success • CR 180: Extend Buyer Timeout – Changes were made to the MFMP Buyer application Training Update to increase the timeout session from fifteen minutes Upcoming to thirty minutes. Enhancements – Implemented 7/30/13 in 9.12 release. Commodity Code Restructure • CR 154: Sourcing to Buyer Requisition MarketView Sunset – This change will allow eQuote users to integrate Vendor Inactivations between MFMP Buyer and Sourcing eQuote. Distribution List – This automation will streamline the quote-to-buy Changes process. Website Changes – Implementation is targeted for fall 2013. Forms Review A CRB meeting will be held on September 4, 2013. Wrap Up
Commodity Code Standardization Year End Success • The Department of Management Services has received Training Update funding to implement a standardized commodity code structure. Upcoming Enhancements • The United Nations Products and Services Classification Commodity Code (UNSPSC) commodity code structure has been selected. Restructure • UNSPSC is a standard used by many vendors and includes the MarketView Sunset codes most vendors provide with their catalogs and punch- out solutions. Vendor Inactivation Distribution List • Benefits include: Changes – Enhanced spend analytics. – More precise targeting of solicitations to appropriate vendors. Website Changes – Reduced effort for vendors to provide catalogs to the State of Florida. Forms Review – Improved method of managing future code changes. Wrap Up
MarketView Sunset Year End Success The Department of Management Services intends to sunset MarketView in the coming fiscal year. We plan to sunset the Training Update system in two phases. Upcoming Phase One: Enhancements • Starting in September 2013, once the FACTS purchase – Commodity Code order functionality goes live, MarketView customers Restructure will be directed to FACTS for purchase order information. MarketView Historical PO information will no longer be available Sunset – through MarketView; however, agencies can access PO Vendor Inactivations information using MFMP system search features, MFMP Analysis or MFMP Secure Reports. Distribution List Changes Phase Two: • In July 2014, we will sunset the vendor search and Website Changes commodity code functionality of MarketView in conjunction with the implementation of the Forms Review commodity code restructuring project. Wrap Up
Vendor Inactivations Year End Success • Annual deactivation of vendors without activity in the last two fiscal years is Training Update tentatively scheduled for November. Upcoming Enhancements Commodity Code • Based on discussions with DFS, MFMP is Restructure updating ongoing vendor deactivation MarketView Sunset criteria to now include: Vendor – Invalid vendor data (name or purchasing address). Inactivations – DFS identified duplicate vendor registrations or Distribution List locations. Changes – DMS/DFS request inactivation of the vendor (failing to Website Changes pay the 1 percent transaction fee, contract non- compliance, IRS ‘B Notice’, etc .). Forms Review – Vendor consolidations of registrations and/or adhoc Wrap Up vendor requests.
Distribution List Review Year End Success • The Department of Management Services is updating the agency distribution list. Training Update Upcoming • The goal is to validate Purchasing liaisons, F&A Enhancements liaisons, Transaction Fee Dispute liaisons, and Commodity Code Restructure Utilization Scorecard distribution contacts. MarketView Sunset • Communication to agency Purchasing Liaisons Vendor Inactivations went out on August 5 th and the list is being Distribution List revised as responses are received. Changes Website Changes Forms Review Wrap Up
DMS MFMP Website Changes • The MFMP team is currently planning updates to the Year End Success MFMP website. Once completed, the website will Training Update follow a new structure from the main page: Upcoming – MFMP Agency Customers Enhancements – MFMP Vendors Commodity Code – Utilization Initiative Restructure – MFMP Program Information MarketView Sunset – MFMP Contract Vendor Inactivations • There will be updates to terminology: Distribution List Changes – Agency Customers page will replace the Buyer Toolkit. Website Changes – Agency Vendors will replace the Vendor Toolkit. Forms Review Wrap Up • Communications will be sent closer to website changes.
Review of Forms Year End Success • The Department of Management Services is reviewing and updating several forms: Training Update – Change Request Form Upcoming – Vendor Transaction Fee Dispute Form Enhancements – Release Encumbrance Form – Report Request Form Commodity Code – Confidential Information Removal Request Form Restructure – Notice of Fee Eligible Contract Exception to Vendor Exemption – Request for Transaction Fee Exemption MarketView Sunset Vendor Inactivations • The modifications will ensure forms are relevant and Distribution List useful for customers. Changes Website Changes • Communications will be sent once form updates are Forms Review finalized and published to the DMS website. Wrap Up
Wrap Up Year End Success Training Update Upcoming If you have further questions please contact Enhancements the MFMP team at Commodity Code MyFloridaMarketPlace@dms.myflorida.com Restructure MarketView Sunset Vendor Inactivations Distribution List Changes Website Changes Forms Review Wrap Up
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