MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace User Meeting July 13, 2005

Agenda • Welcome / Introduction • Action Plan Update from 5/10 User Meeting • Aspire Update • Year End Follow Up Discussion • Looking Ahead to this Fiscal Year • Vendor Management Update • Next Meeting Time / Location

Aspire Update • The Project Team’s first rule: “We will not deploy Aspire before it is ready.” • Replanning Effort • Timeframe for Pilot and Wave 1 Agency • Timeframe for Remaining Agencies • Current activities • Closing out development issues • Vendor just finished Cycle 3 Testing of the software • Preparing for Cycle 4 vendor testing • Reviewing and improving Aspire documentation • To verify requirements will be met • As a yardstick for testing • Reviewing test scripts • Upcoming Activities • User Acceptance Testing • Extending Advocate contracts

Year End Follow Up Discussion • Summary of Key Tasks / Milestones • 6/24: Deadline for IRs to be submitted to Auditor’s queue • 7/1: Over 9,500 purchase orders with a “hold until” date of either 6/30 or 7/1 were processed. 99% of these orders were processed without intervention (e.g., failed due to outdated vendor information) • 7/11: Completed processing of Certified Forward file from DFS (i.e., updated MyFloridaMarketPlace with this information) • Year End Reports will continue to be provided through end of July (Includes the daily report for orders ‘Received’ but not ‘Invoiced’)

Year End Follow Up Discussion (Highlights)

Year End Follow Up Discussion • Continue to document any lessons learned from year to year • Example of a key point from this year: • Identified some agencies with purchase orders being processed with a hold until date of “6/30” when user intent was to put “7/1” on the purchase order • Action for Next Year: Reinforce during month of May and June to make sure to verify hold until date on purchase orders if intent is to hold until “7/1”

Looking Ahead to Next Fiscal Year 7/1/05: Purchase Orders with a “hold until” date of 7/1 processed 7/29/05: All multi-year purchase orders in MyFloridaMarketPlace Quarter 1 Data Migration • Conduct regularly scheduled Change Request meetings • Continue quarterly data migrations Late August Through September: Analysis Working Group Sessions Jul ‘05 Aug ‘05 Sep ‘05 Oct ’05 and beyond Continue to work with Aspire on Integration and Functional Transition Tasks Between now and 7/29: Agencies should continue to enter all multi-year purchase orders and/or contracts into MyFloridaMarketPlace, and review any open purchase orders that should be closed.

Vendor Management Update • The Vendor Management team has noticed an increase in billing disputes from vendors- often because the fee exempt checkbox is not checked on the order (if the purchase is fee exempt) • Agencies are encouraged to review orders that are determined to be fee exempt and make sure the checkbox is marked (can be completed during the creation or approval process) • For situations where a Master Agreement is being utilized to a vendor that is exempt, please make sure that a “Contract Exemption eForm” has been completed • Web-based training for transaction level and contract level exemptions is found under the Advanced Purchasing Lesson 7.6: Exemptions • Grainger and Office Depot have offered to be in attendance at the August 10th meeting • Agencies are encouraged to submit any questions that you may have for these vendors to MyFloridaMarketPlace@myflorida.com by Tuesday, August 2nd

Next Meeting Time / Location • Wednesday, August 10, 2005 • Carr Building, Room 170 • 9 a.m. – 11 a.m.

MyFloridaMarketPlace