Approach for Agency Access to the Sandbox Environment

1. Approach for Agency Access to the Sandbox Environment Background: The MyFloridaMarketPlace project recognizes the need for users to access the MyFloridaMarketPlace application and to be able to practice and perform their regular duties in an unstructured, yet facilitated environment. Overview: To meet this need, we are implementing a two pronged approach: • Access to a sandbox environment • Enrollment in facilitated sessions (“Model Office”) where users can come and use the system in an unstructured environment. During a “Model Office” session, users can simulate their daily job processes and explore system capabilities.

2. Summary of the Sandbox Environment Purpose and Approach Purpose: • To provide agency users access to MyFloridaMarketPlace, allowing them to interact with the application and practice the concept and skills learned in training Approach: • Beginning June 3rd, agencies will be able to direct a subset of users to logon to MyFloridaMarketPlace in a sandbox environment • Agencies will need to identify the appropriate user population to have access to the sandbox environment • Agencies will need to limit the number of users using the sandbox environment prior to their agency’s scheduled Model Office sessions • Once an agency has participated in Model Office, they can invite broader participation in the sandbox environment

3. Expectations to Keep in Mind in a Sandbox Environment There are several expectations agencies will need to keep in mind in a sandbox environment: • Prior to July 7th, initial capacity for concurrent users is limited, and users will be sharing the sandbox environment with training. Agencies need to be able to manage the number of concurrent users at their agency to 4 users at any one time. • Prior to an agency participating in Model Office sessions, users attempting to perform complex functions may become frustrated with the application. Agencies need to help manage the expectations of the users appropriately. Users will be able to “preview” the system. • Users will likely have lots of questions. Prior to an agency participating in Model Office, agencies need to instruct sandbox users to route questions to the agency liaison.

4. Sandbox Environment Next Steps The implementation steps to rolling out the sandbox environment are: • Agency liaisons need to identify the appropriate audience for sandbox environment access • Agency liaisons need to schedule users access time to the sandbox environment to insure the number of users does not exceed capacity • The Buyer Adoption team will communicate the appropriate access information, including user ids and passwords, to the agency liaisons by May 30th • What to expect • Sign-on instructions • Basic instructions • Helpful hints

5. Purpose and Desired Outcomes of Model Office Purpose: • To provide agency Super Users access to MyFloridaMarketPlace, allowing them to interact with the application in a facilitated environment, and practice the transactions and business processes meaningful to the work they will perform once their agency is live Outcomes: • Increase the familiarity with the application to key agency users • Create an environment where users can interact with the system in a less structured environment than training and Acceptance Test • Answer the question, “Will I be able to do my job in MyFloridaMarketPlace?” • Gather feedback on any agency specific key issues and gaps in the system prior to agency Acceptance Test and go-live

6. Summary of the Model Office Approach Approach: • Beginning June 9th, agencies will be able to participate in facilitated sessions called Model Office • Agencies will identify a small number of Super Users who will attend the Model Office session(s) assigned to their agency • Each Model Office session will focus on a particular area of the system • These Model Office sessions will consist of agency super users attending a computer enabled room during a scheduled period of time to interact with the system in a facilitated environment • An Application team member will be in each Model Office session to document any problems or concerns that arise in a session

7. Model Office Format Model Office Format: • Each session will last about 4 hours • Each session will focus on a particular business process area: • Purchase orders • Contracts • Invoices • Bidding events • Each session will begin with an introduction of the objectives and the process • A member of the Application team will give a brief overview/demo of the functional area • Users will then have unstructured time dedicated for them to practice performing business functions within the application

8. Model Office Participants and Facilities Participants: • Agency will identify Super Users in the following functional areas to participate during an agencies assigned Model Office sessions • Purchasing • Contracts • Invoicing • Bidding & Solicitations • Buyer Adoption representatives will attend with their agencies • Application Team representatives will attend to facilitate Model Office sessions corresponding to their area of expertise Facilities: • Model Office sessions will be held in a room equipped with 12 – 15 computers

9. Model Office Data Data: • Users will be given one of several generic user ids • All of the user ids will be configured as DMS employees • Users will see and use DMS business rules and approval workflows • Agency users will be responsible for creating their own data or coordinating their efforts. For example, a user who wants to enter an invoice and match against it will need to have a PO and Receipt Report in the system. The user may: • Create the needed records • Coordinate with other agency users to create in advance • Because user ids will be shared, it is possible that data you expected to find has been changed or processed by someone else

10. Model Office Prerequisites Prerequisites: • Agency liaisons will submit a roster of participants to the Buyer Adoption team prior to their agency’s scheduled sessions (no sharing PCs) • Participants scheduled for Model Office will need to take a self-study training course prior to attending their scheduled session • Participants will take the self-study course corresponding to the Model Office functional area they will be attending • Participants will need to bring a printed copy of the certificate generated at the end of the self-study training in order to demonstrate their completion of the course

11. Expectations to Keep in Mind in a Model Office There are several expectations agencies will need to keep in mind in a Model Office approach: • Attending a Model Office session is not attending training. Agencies need to manage the expectations of their participants to insure that they understand the difference between Model Office and training. • Participation in the Model Office plan is limited to a small number of users. Similar to conference room pilot, Model Office participation is limited by the capacity of the facilities and the people required to staff the facilities. • Keep in mind that the application may still have some bugs to be worked out • Keep in mind that this environment is being used for training

12. Model Office Next Steps The implementation steps to rolling out Model Office are: • The Buyer Adoption team needs to identify a facility to host Model Office by May 30th • The Buyer Adoption team needs to confirm the Model Office schedule • The Buyer Adoption team needs to review the Model Office schedule with the Agency Roundtable • Agency liaisons need to identify the participants for their agency’s Model Office sessions • The Buyer Adoption team needs to provide instructions on how to access the self-study tutorials participants will need to take prior to attending Model Office