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Fall 2003 PowerPoint Presentation

Fall 2003

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Fall 2003

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  1. State of Florida Department of Management Services State Term Contract Vendor Forum Fall 2003

  2. Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions Agenda

  3. Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions Agenda

  4. Request Source Pay Receive Order Approval What is MyFloridaMarketPlace? • MyFloridaMarketPlace covers full life cycle of purchasing (from requisition to payment of goods and services) • MyFloridaMarketPlace connects buyers and vendors through electronic exchange of catalogs, quotes, bids, contracts, purchase orders, invoices, etc. • MyFloridaMarketPlace includes on-contract and off-contract buying • MyFloridaMarketPlace includes a variety of off-contract techniques such as RFPs, quotes, auctions and reverse auctions

  5. What is included in MyFloridaMarketPlace? Initial Users - Pilots Eligible Users - Other State Agency State Term Contract Vendors Minority Businesses MyFloridaMarketPlace Users Initial Users - Exec Agencies Eligible Users – Univ, City, County Agency/ Dept. Contract Vendors Small Businesses General Public Buyers Vendors Buyer Tools Vendor Tools • Vendor search • State term contract items • Requisitions/Purchase orders • Online workflow approvals • Informal solicitation (quotes < $25,000) • Sealed bids (ITN, ITB, RFx > $25,000, auctions, reverse auctions) • Receipt of Goods • P-Card • Contract development and administration • Reports MarketPlace • Self registration • E-mail notification of formal and informal solicitations • Online quoting on informal solicitations (< $25,000) • Online submission of sealed bids (> $25,000) • Electronic purchase order receipt • Electronic submission of invoices • Catalog creation and updates for State term contracts • Reports “I want to buy” “I want to sell” Business Support and Operations • Buyer Help Desk • Vendor Help Desk • Strategic Sourcing • Procurement Assistance • Catalog Enablement • Training and Education

  6. Who are the Buyers? Agencies Currently Using MyFloridaMarketPlace • Department of Transportation • Department of Management Services • Department of Health • State Technology Office • Department of Juvenile Justice • Department of Citrus Initial Users – Executive Branch Agencies (Now through Spring 2004) • Department of Children & Families • Department of Corrections • Department of Environmental Protection • Department of Revenue • Department of Lottery • Agency for Health Care Administration • Department of Highway Safety & Motor Vehicles • Department of Elder Affairs • Department of Education • Department of Law Enforcement • Department of Military Affairs • Department of Business & Professional Reg. • Agency for Workforce Innovation • Department of Community Affairs • Executive Office of the Governor • Department of Veteran’s Affairs Other Eligible Users (To Be Determined) • Other State Agencies • Educational Institutions • Other Governments (City, County, etc.) • Legislature • Judicial

  7. Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions Agenda

  8. Vendor Benefits • Single Point of Registration • Access to Untapped Buyers • State of the Art Tools • Available Customer Support • Enhanced Economic Development Opportunities for Small Business • Reduced Administrative Burdens and Manual Processes • Dedicated Supplier Manager to Assist with Creation of On-Line Catalogs • Improved Enforcement of Term Contract Compliance by Buyers

  9. Vendor Benefits There are specific vendor benefits that will result from MyFloridaMarketPlace. Potential new business and sales • Potential for selling a broader range of goods and services through increased visibility of products and/or services (vendor searches, catalog searches) • Potential for finding additional buyers/customers through increased visibility across agencies (access to additional state agencies and local FL governments) Streamlined operations and increased operating efficiencies • Potential for increased order accuracy and order processing speed through receipt of electronic purchase orders • Potential for decreased labor costs per order through use of electronic invoicing • Potential for decreased shipping and handling costs that result from shipping wrong goods or wrong quantity of goods due to order errors Shortened order-to-cash cycle and improve cash flow • Potential to shorten invoice processing time through vendor automation of invoicing and State automation of matching • Potential to shorten the payment approval process through electronic approvals

  10. Why MyFloridaMarketPlace? MyFloridaMarketPlace will help to streamline the processes for doing business with the State. What’s different when using MyFloridaMarketPlace? • Electronic purchase orders with a consistent format • One statewide market access point • Electronic quotes • One-stop vendor registration • Ability for vendors to maintain company information online What’s going to be the same or better using MyFloridaMarketPlace? • Your relationship with agencies • Use of term contracts and open market purchases • Purchasing from the State will still be subject to State purchasing rules and laws (some of which may change as a result of eProcurement)

  11. Is there a fee associated with this contract? The opportunities that result from using MyFloridaMarketPlace are made possible by business—for business. • Vendors must be registered in MyFloridaMarketPlace • No cost to register for MyFloridaMarketPlace • There is a 1% fee on all State purchases. This creates the opportunity for your business to: • Gain access to new markets • Have state of the art procurement tools • Expand your reach • These guidelines are established as part of rule language that helps to clarify Florida Statute 287-  a link to this rule language will be included in the "I Accept Language" • The fee is not new. The state currently uses fees with State Term Contracts, SNAPS agreements.

  12. Fee Collection: Self Reporting by the Vendor • Self Reporting is keeping track of the invoices you send to the state and then monthly, sending a check to the state for 1% of the total. • Currently, State Term Contract vendors self report fees from their State Term Contract • Self reporting has been required on a monthly basis since July 1 • Forms and instructions for completing the self-reporting process are available on-line on the MyFloridaMarketPlace website • Billing and Collection of the fee is coming. Vendors will be kept informed about these changes.

  13. Fee Collection: Reporting Form Available On-Line • To find this form: • Go to www.myflorida.com • Click on MyFloridaMarketPlace under Hot Topics • Under Vendor section go to Transaction Fee Reporting • Download the form

  14. Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions Agenda

  15. Vendor Registration • Registration – What You Need • Company name • Tax ID type and number – Social Security Number (SSN) or Federal Employer Identification Number (FEIN) • Tax filing information – Including the business name on your 1099 tax form (where applicable) • Location information: • A business name for each company location (if different from the company name) • A complete address for each location (including details for sending purchase orders, payments, and bills to each location • A contact person for each of your locations • Commodity codes that describe the products and/or services your company provides • Your CMBE (Certified Minority Business Enterprises) information • State-issued sequence number and PIN—available from DMS by faxing a request on company letterhead to (850) 414-8331

  16. MyFloridaMarketPlace:Registration Guidelines The Vendor Registration System supports two different approaches to registration. The vendor may register all of their locations under one location or register each vendor location separately.

  17. MyFloridaMarketPlace:Registration Guidelines The Vendor Registration System supports two different approaches to registration. The vendor may register all of their locations under one location or register each vendor location separately. Corporate Registration- Location Managed Corporate Managed Location Registration Location 1 Corporate Corporate Location 1 Location 1 Location 2 Location 3 Location 2

  18. MyFloridaMarketPlace:Where to Find the Path Click here to start the registration process

  19. Vendor Registration

  20. Vendor Registration

  21. Vendor Registration

  22. Vendor Registration

  23. Vendor Registration

  24. Vendor Registration

  25. Vendor Registration

  26. Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions Agenda

  27. Vendor Invoicing • MyFloridaMarketPlace supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process) • Purchase Order Flip - Vendor can select purchase order upon receipt and use the line items from the purchase order to create an invoice and submit electronically • State Term Contract vendors will use the Ariba Supplier Network (ASN) to receive purchase orders and send invoices to state buyers

  28. Vendor Invoicing • Electronic Invoice “Flipping” • The process by which the vendor looks up a Purchase Order and “flips” it into an Invoice to send to the Agency Account Manager, electronically • A tool for Vendors to improve their Invoicing processes • Can be done at anytime, from almost any computer • Powered through the Ariba Supplier Network (ASN) • By registering for MyFloridaMarketPlace, all state term contract vendors will use the ASN for receiving purchase orders and sending invoices • You will login with your username and password (your user name and password will be emailed to you automatically)

  29. Login to Ariba Network • Login- Enter your username and password that you created during vendor registration.

  30. Go to Inbox • Review– Review important information to all vendors. • Inbox – Click on the Inbox link to review new messages

  31. Review Purchase Orders • Review– Look at the orders sent to you by MyFloridaMarketPlace buyers • Inbox – Select an Order by clicking on the Order number

  32. Review Order Detail • Review– Confirm the PO information is correct. • Generate Invoice – Click the Generate Invoice link to create invoice

  33. Pick Invoice Type • Select – Click the Standard Invoice Link

  34. Quick Entry Form • Complete Form – Enter your Invoice Number and any other pertinent information. Invoice number is the only required field. • Click Review – Click the Review button to see the completed invoice. • Invoice number is the number used by your internal AR/AP system. • This is how you connect your internal record with your MyFloridaMarketPlace invoice

  35. Quick Entry Form • Confirm – Review the invoice to confirm all information is correct • Submit – Click the Submit button to send this to the Agency Account Manager. You can also edit the information on the screen or cancel the invoice

  36. Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions Agenda

  37. On-Line Submission of Sealed Bids • Sourcing—Formal Solicitations for Products or Services • The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms • Used for formal bids > $25,000 • “Ariba Enterprise Sourcing 4.0” adopted by the State to electronically source goods and services • Supports several types of RFXs - RFI (request for information), RFQ (request for quote), and RFP (request for proposal) • Vendors respond electronically to RFXs • Free to vendors – no membership fees • Requires username and password

  38. Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions Agenda

  39. Informal Quoting • eQuote • Used for requests for informal quotes • Replaces more manual quoting processes (phone, fax, paper catalogs) • Vendors respond by buyers electronically • Option to participate in nationwide electronic quotations (separate agreement)

  40. Informal Quoting Welcome to MyFloridaMarketPlace MyFloridaMarketPlace is the solution for bringing together public sector buyers and vendors for on-line purchasing.

  41. Informal Quoting

  42. Informal Quoting

  43. Informal Quoting

  44. Informal Quoting

  45. Informal Quoting

  46. Informal Quoting

  47. Informal Quoting

  48. Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions Agenda

  49. Data Review, Award Contract/ Load Data to Data Submitted Evaluate Bids Vendor Contact Cleansing & State Post-Award Production from Vendor Approval of Data Conference Data review and cleansing Ÿ Award DMS will Ÿ Vendor Ÿ Catalog Ÿ Error free catalog Ÿ Data format Notification complete bid Information Packet completed with sent to Contract validated package sent to packages and sent to vendors correct Specialist for eProcurement team send out descriptions and approval Ÿ Error report is DMS will Ÿ Vendor commodity generated for Ÿ Provide receive bids and understanding of codes Ÿ Vendor Manager revisions Vendors with evaluate E-procurement submits catalog for Award Info DMS will make data requirements Ÿ Catalog should loading Ÿ Catalogs are selections and also contain revised by Ÿ Educational notify winning Ÿ Determine vendor correct Ÿ Catalog loaded vendors until Overview vendors and Catalog specifics products/pricing into Florida error free eProcurement eProc team eProcurement Requirements system Catalog Enablement eCatalog Process Overview

  50. Catalog Enablement • Awarded vendors will be asked to submit data templates that will be used to build their electronic catalogs • Each term contract vendor will be contacted by a supplier manager to help them through the process • Feedback and guidance will be provided if data is incomplete or not formatted correctly • The State approves all products or services offered in the on-line catalog