MyFloridaMarketPlace Contracts Seminar

Transcription

1 MyFloridaMarketPlace Contracts Seminar

2 AGENDA MyFloridaMarketPlace Overview Contracts Overview Contract Requests and Creating Contracts Changing a Contract Adjusting a Contract Amount Creating Invoices against Contracts Common Questions Resources

3 MFMP Overview

4 Customizable dashboard MFMP Overview

5 Customize tabs on the dashboard MFMP Overview

6 MFMP Overview Expand the dashboard view Click on View More. Select the item to view.

7 Expand the dashboard view MFMP Overview

8 Logout MFMP Overview

9 MFMP Overview Purchasing and Finance and Accounting Requirements Methods of Procurement Commodity Code Object Codes

10 MFMP Overview Methods of Procurement PRIDE RESPECT of Florida State term contracts (STC) State purchasing agreements (SPA) Competitive solicitations Alternate contract sources (ACS) A complete ACS listing is available at Single source Statutory exemptions Informal quotes Emergency purchase

11 MFMP Overview Florida Commodity Codes Commodity codes are 13-digit codes The class and group are the first six digits Commodity codes for services begin with a 9 The requester or On Behalf Of approves Service invoices Commodity codes that begin with a number other than 9 are regular commodities MyFloridaMarketPlace generates a receipt for all commodity requisitions that needs to be completed by the requester or On Behalf Of

12 Florida Commodity Codes Search for commodity codes using MFMP Overview Department of Management Services

13 MFMP Overview Department of Financial Services (DFS) Object Codes Identify the type of services, materials, or other charges for which monies are expended. Six-digit codes that identify specific types of expenditures. First four digits are state standard. Last two digits are assigned by the agency. DFS Object Code listing:

14 MFMP Overview Commodity Code Name & Description : Job Bank & Employment Services Object Code Name & Description Temporary Employment Services : Transportation Services (Inbound & Outbound Freight) : Enveloper, Catalog & Shipping : Envelopes, Commercial and Specialty : Courier Services Freight Office Supplies Consumable Office Supplies Consumable Mailing and Delivery Service

15 MFMP Overview Preferences Change your password Delegate approval authority notification preferences

16 MFMP Overview Preferences Change your password

17 MyFloridaMarketPlace Password Complexity Passwords must comply with State of Florida security standards characters in length with no spaces Password requirements include: One uppercase letter One lowercase letter One digit, located within the middle of the password Unable to reuse your last five passwords. MFMP Overview

18 Password reset MFMP Overview

19 Delegate your Approval Authority When on leave and/or out of the office, complete a Delegation of Authority. MFMP Overview Delegation of Authority allows approval of requisitions, invoice reconciliations (IR) and receipts in a timely manner in your absence. Submit your delegation in advance to obtain your supervisor s approval before you leave. The scheduled delegation begins at 12 a.m., Eastern time on the date selected and ends at 11:59 p.m. on the selected End Date.

20 MFMP Overview Click on Preferences Select Delegate Authority Complete as usual

21 Set notification preferences MFMP Overview

22 Edit preferences MFMP Overview

23 Set frequency MFMP Overview

24 notice sample MFMP Overview

25 AGENDA MyFloridaMarketPlace Overview Contracts Overview Contract Requests and Creating Contracts Changing a Contract Adjusting a Contract Amount Creating Invoices against Contracts Common Questions Resources

26 MFMP Contracts Overview The MFMP Contract is a formal agreement between the agency and supplier set up electronically in MFMP. MFMP Contracts include agreements for: Agency Term Contracts: Contractual Service or Commodity purchasing agreements established between a specific agency and a vendor. Interagency Contracts: Contractual Service or Commodity purchasing agreements established between agencies. Alternate Contract Source: Contracts put in place by other entities that have been determined by the Department to be cost-effective, as authorized by Section (16), Florida Statutes.

27 MFMP Contracts Overview Agencies should enter Agency Term Contracts into MFMP to assure consistency and control when purchasing from those contracts. Agencies can enter contracts for both Services and Commodity purchases. Refer to the Department of Financial Services Florida Accountability Contract Tracking System (FACTS) website for additional information and requirements related to FACTS. ng.htm

28 MFMP Contracts Overview The MFMP Contract Request is the initial contract information a customer populates in MFMP about a Contract. Agencies use the Contract Request (CR) function to establish and approve the Contract (C) in MFMP similar to the way you use a requisition to establish a purchase order. Contract Requests display with a CR prefix in MFMP and the Contracts display with a C prefix (For example: CR1234 and C1234). Once a Contract Request is approved in MFMP, the agency can generate releases (purchase orders) against the Contract.

29 MFMP Contracts allow agencies to MFMP Contracts Overview Electronically track spend against agency contracts. Define the scope of purchases against contracts. Allows agencies to manage budget (Contract Amount). Document multi-year agreements that are Release Required. The agency can issue a new release (purchase order) for each fiscal year. Agencies can set up different types of MFMP Contracts to allow flexibility for agency needs Supplier Level Commodity Level Item Level

30 Choosing the Contract Level to use MFMP Contracts Overview Supplier Level Supplier Level is the broadest option and allows orders to a supplier. Commodity Level Item Level Commodity Level allows orders of any goods or services by commodity code. Item Level allows orders of only specific goods or services from a supplier.

31 Choosing the Contract Level to use MFMP Contracts Overview General Guidelines: Use Supplier Level for contracts with a summary description of general types of goods or services. Example: General supplies for maintenance or general maintenance services. Use Commodity Level contract if your contract contains similar commodity types. Example: Pharmaceuticals. Use Item Level when the contract line items are well-defined with related fixed unit prices and/or rates. Example: Auto Parts. Regularly scheduled maintenance.

32 MFMP Contracts Overview Contract Request Statuses Composing Submitted Denied Approved Processed Status Status Description Customer creates the Contract Request; also, a Contract Request can return to the Composing status if the preparer withdraws the request. Customer submitted the Contract Request for approval. An approver denied the Contract Request. The appropriate approvers fully approved the Contract Request. The approvers approve the Contract Request and MFMP creates its associated Contract.

33 Contract Statuses Status Processed Open MFMP Contracts Overview Status Description Contract has completed processing and is ready for use. The Contract status moves to Open when one of the following events occurs: Contract s effective date starts. Current date is between the Contract s effective and expiration dates and has a valid available amount. Agency manually opens the Contract after it has been manually closed. Inactive Reached the Contract Expiration; however, has a remaining balance that allows processing of invoices. Closed The Contract status moves to Closed when one of the following events occurs: Reach Contract s expiration date and there is no available balance remaining on the Contract; or Agency manually closes the Contract.

34 MFMP Contracts Overview Standard Contract Workflow Contact is the person in MFMP that: - Manages the contract in the system - Approves service invoices - Attaches documentation required by Department of Financial Services Contract Manager is the person that: - Ensures information is entered appropriately and there is purchasing authority to have a contract in the system - Approves the MFMP Contract Contact (if not the preparer) Contract Manager

35 MFMP Contract Considerations MFMP Contracts Overview MFMP does not currently auto-encumber Contracts. Encumber funds for a Contract directly in Florida s Accounting Information Resource system (FLAIR) then record the encumbrance information on the Contract Request. Approved MFMP Contracts do not route to vendors. MFMP routes the releases (purchase orders) to vendors for MFMP Contracts set up as Release Required.

36 1% Transaction Fee MFMP Contracts Overview The State of Florida instituted a 1% transaction fee to provide vendors with electronic access to State buyers and to provide vendor support. 60A addresses MFMP vendor registration. 60A addresses the use of Transaction Fee language in purchasing transactions (unless exempted).

37 MFMP Contracts Overview 1% Transaction Fee The 1 percent Transaction Fee applies to all transactions that are not specifically exempted in Rule 60A-1.032, F.A.C. Level Vendor Contract Transaction Description If a vendor is a non-profit or government entity, they are generally exempt from the Transaction Fee. An exemption that applies to all transactions (purchase orders or disbursements) conducted with a vendor for a specific contract within an agency. An agency must flag a contract as exempt from the 1 percent transaction fee by completing the Contract Exemption eform. Users must have the Contract Exemption group assigned to their user profile to complete this eform. Allows agencies to indicate that all or a portion of the transaction is exempt from the Transaction Fee. When a transaction is exempt, the customer must check the Fee Eligible checkbox on the Accounting Details page of the IR/PR and select the appropriate reason code. The ability to flag a transaction as exempt from the 1 percent transaction fee is permission based; users must have the Transaction Fee Exempt group assigned to their user profile.

38 1% Transaction Fee Exemptions MFMP Contracts Overview 1A - Procurement under Section Florida Statutes 1B - Procurement under Section Florida Statutes 1C - Procurement under Chapter 255 Florida Statutes 1D - Transaction with a Non-Profit entity 1E - Transaction with another Governmental agency 1F Transaction with required sole source provider or price paid and payee established by Federal or Private grant 1G - Payment to unregistered vendor under Rule 60A-1.030(3) 1H - Payment to vendor in exchange for providing healthcare services at or below Medicaid rates 1I Disbursement to recipient or sub-recipient; payment to satisfy maintenance of efforts required; or Payment to match Federal award

39 1% Transaction Fee Exemptions cont. MFMP Contracts Overview 2A - Transaction is critical to the agency s mission or necessary for public health safety and welfare. 2B - Imposition of fee would prevent the consummation of the transaction. 3 Emergency transaction per Rule 60A-1.032(3).

40 Contract Exemption eform Contract Level Exemptions Create a Contract Exemption eform Requires the Contract Exemption eform group Requires approval from Purchasing MFMP Contracts Overview Select Contract Exemption eform from the Common Actions section under Create.

41 Contract Exemption eform Enter a Title Enter the contract number using the dropdown MFMP Contracts Overview MFMP recommends searching for the contract using the ID. Field Explanation Form of Contract Agency Term or Alternate Source Contract ID Agency or Alternate Source Contract number ID MFMP Contract number (C2147) Title Title of the contract

42 Contract Exemption eform Enter the exemption reason Check the Exempt? box Enter comments Add attachments as required Submit Approval flow MFMP Contracts Overview The Purchasing department must approve the Contract Exemption eform. Once approved, all invoices tied to the contract will populate the Transaction Fee Exemption and Reason checkbox.

43 AGENDA MyFloridaMarketPlace Overview Contracts Overview Contract Requests and Creating Contracts Changing a Contract Adjusting a Contract Amount Creating Invoices against Contracts Common Questions Resources

44 Contract Requests and Contracts Key Terms Definitions Release Required Limits Pricing Terms Access Control Appendixes Summary Provides high-level information about the MFMP Contract, (title, contract effective dates, method of procurement). Indicates that a purchase order is required each time a purchase is made against a specific MFMP Contract. Defines structure of contract, including minimum and maximum limits. Defines terms agreed upon by the State of Florida and supplier. Identifies the customers with edit and/or purchase permissions on the MFMP Contract. Add documents to the MFMP Contract as necessary. Allows for the review of all information entered for the MFMP Contract Request.

45 Create a Contract Request Contract Requests and Contracts Click the "Contract Request" link in the Common Actions area, or Click "Contract Request" link if you are on the Contracts tab.

46 Contract Requests and Contracts Areas to Complete Input information for five areas to complete the Contract Request. Review a "Summary" of the information. The MFMP navigation panel helps advance you through the process. Asterisks (*) note required fields Please note that the following fields cannot be edited after the contract has been approved: MFMP Contract Type Release Required

47 Contract Requests and Contracts Step 1: Definitions 1. Complete the Contract Request to define the contract. 2. After titling the contract, there are mandatory fields in this step, including: - Method of Procurement - Form of Contract - Contract ID - Contract Type. 3. Contact is the owner of the MFMP Contract who approves service invoices. 4. The MFMP Contract Type defaults to "Item Level," but you can change this selection type to "Supplier Level" or "Commodity Level.

48 Contract Requests and Contracts Step 1: Definitions Enter this information: - Effective Date - Expiration Date - Supplier Location Release Required will default to "Yes, Change this selection if releases (purchase orders) are not required as part of using this Contract.

49 Contract Requests and Contracts Step 2: Limits Define the minimum and maximum commitment amounts. The maximum is the total contract amount. Define any allowed percentage above the maximum. If desired, you can define the minimum amount required per invoice against the agreement; and define notification limits. Add additional approvers to notify if minimum or maximum limits are reached.

50 Step 3: Pricing Terms Contract Requests and Contracts The Pricing Terms area tracks the contract terms agreed upon by the State of Florida and the supplier. The agency establishes all accounting details for the Contract, including split accounting and associates the MFMP Contract to the FACTS Contract number. The Pricing Terms landing page provides you with a summary view in the "Description" field of any pricing terms you apply. The Pricing Terms Definition populates to releases (purchase orders) and invoices. Pricing terms differ based on the MFMP Contract Type selected; Supplier Level, Commodity Level, or Item Level.

51 Step 3: Pricing Terms (Supplier Level) Contract Requests and Contracts The description and accounting information apply to the entire contract.

52 Contract Requests and Contracts Step 3: Pricing Terms (Commodity Level) The description and accounting information apply to specific commodity groupings on a MFMP Contract.

53 Step 3: Pricing Terms (Item Level) Contract Requests and Contracts Release Required No Release Required

54 Contract Requests and Contracts Step 3: Pricing Terms Use the Discount Percent option to edit the pricing information / available discounts. To apply multiple discount rates, select "Tiered Pricing" and click Define Tiers. For Term-Based Pricing, select Define Terms and enter a start date and percentage discount; MFMP will apply these specified discounts on the selected start date.

55 Step 3: Pricing Terms Accounting Details Information is needed for the following sections: Organization Code Expansion Opt Object Code Contract Transaction Fee Exempt? Contract Requests and Contracts For EO, always chose the search for more option.

56 Step 4: Access Control Contract Requests and Contracts Use Access Control to select agency buyer customers by name and provide customers with edit capabilities. Access Control limits which customers have access to edit or create releases (purchase orders) for a Release Required MFMP Contract.

57 Step 5: Appendixes Contract Requests and Contracts Use the Appendix area to upload contract-related documents. Click on Add Appendix to browse for and upload documents. Limit attachment size to less than four megabytes (4 MB). MFMP recommends using common file types such as Excel, Word, or PDF.

58 Contract Requests and Contracts Step 6: Summary The Summary page provides a view of the information entered in Steps 1 5 of the MFMP Contract Request process. The Summary provides the Pricing Terms and the Approval Flow on separate tabs. The MFMP Contract Request (CR) number displays in the upper left hand corner of the screen.

59 Contract Requests and Contracts Step 6: Summary Add documentation to support the MFMP Contract, i.e. copy of contract, price sheet, scope of work. Add comments to support contract and/or facilitate payments.

60 Contract Requests and Contracts Step 6: Summary MFMP Contract Requests require the MFMP Contract Manager s approval to become active. Confirm that the necessary MFMP Contract approvers are listed in the approval flow. Your MFMP Contract approval flow is different from your standard workflow for requisitions.

61 Approving Contract Requests Contract Requests and Contracts MFMP Contract approvers review all MFMP Contract Request data entered in Steps 1 5. Approvers review the MFMP Contract to confirm it is set up to support one of the following: Your agency s two-party written agreement with the vendor for purchasing and invoicing; or The Contract is set up as Release Required.

62 Approving Contract Requests Contract Requests and Contracts Review to verify the MFMP Contract includes: Contract Effective Date. Contract Expiration Date. Description. Pricing Terms. Accounting Information. FACTS Contract Number (if applicable). Attachments (For example: Scope of Work).

63 AGENDA MyFloridaMarketPlace Overview Contracts Overview Contract Requests and Creating Contracts Changing a Contract Adjusting a Contract Amount Creating Invoices against Contracts Common Questions Resources

64 Changing a Contract Amount Contract Changes Editable Fields Contract Fields, Not Editable Contract Pricing Terms, Not Editable Contact MFMP Contract Type Description Edit Permissions Release Required Commodity Code Release Authorization Currency Supplier Part Number Add Money Extend Contract Term Supplier Auxiliary Part ID Unit of Measure Update/Add Encumbrance Number

65 Search for and select the Contract Request Changing a Contract

66 Changing a Contract Click the Change button To see the edit box, you need Edit Access on the MFMP Contract.

67 AGENDA MyFloridaMarketPlace Overview Contracts Overview Contract Requests and Creating Contracts Changing a Contract Adjusting a Contract Amount Creating Invoices against Contracts Common Questions Resources

68 Key Terms Adjusting a Contract Amount Restoring Dollars - adds money back to your MFMP Contract. Depleting Dollars - removes money from your MFMP Contract.

69 Adjusting a Contract Amount

70 Adjusting a Contract Amount Overview of how to draw down funds against MFMP Contracts When a customer makes a payment in MFMP against a MFMP Contract, or a purchase order associated to a MFMP contract, MFMP reduces the Contract dollars when the invoice goes to "Paid" status. If a customer establishes a PCard purchase against a MFMP Contract, MFMP reduces the dollars from the Contract as soon as the purchase order goes into "Ordered" status.

71 Adjusting a Contract Amount Overview of how to draw down funds against MFMP Contracts If the agency needs to adjust the contract available amount only specific MFMP customers can restore or deplete money to the Contract. These customers are: Contract initiator (Preparer) Contract Contact Customers with "edit" permission for the Contract

72 Click Restore Contract Amount Adjusting a Contract Amount Click on "Restore Contract Amount" in the Common Actions.

73 Complete Restore Contract eform Adjusting a Contract Amount Enter a Title based on your agency s titling conventions. Select the MFMP Contract number. Select the radio button for "Restoring Dollars" or "Depleting Dollars". Enter the dollar amount to restore or deplete. Enter Comments and click Submit.

74 AGENDA MyFloridaMarketPlace Overview Contracts Overview Contract Requests and Creating Contracts Changing a Contract Adjusting a Contract Amount Creating Invoices against Contracts Common Questions Resources

75 Key Terms Creating Contract Invoices PO-Based Invoice Invoice for contracts with release (purchase order). Contract-Based Invoice Invoice created directly against the contract, no release (purchase order).

76 Creating Contract Invoices Use a PO-based invoice for MFMP Contracts set as Release Required. Select "PO-based Invoice" from the Common Actions area.

77 Creating Contract Invoices Complete the Invoice fields, searching for and entering the for the Purchase Order and Vendor Location.

78 Creating Contract Invoices Create invoices from contracts in one of two ways: Contract-based invoice or From the invoice button on the Contract or Contract Request. Creating invoices from the Contract or Contract reduces data entry. MFMP enters the Contract number and Supplier information. Select "Contract-based Invoice" from the Common Actions area. Enter the information for the invoice. Attach a copy of the paper invoice. Submit.

79 Creating Contract Invoices Search for the Contract (C). Click the Invoice button. MFMP enters the contract number and the supplier information.

80 AGENDA MyFloridaMarketPlace Overview Contracts Overview Contract Requests and Creating Contracts Changing a Contract Adjusting a Contract Amount Creating Invoices against Contracts Common Questions Resources

81 Frequently Asked Questions Question: Why don t I see a "Change" button on a Contract Request I am trying to edit? Answer: There are two primary reasons a customer will not see a "Change" button on a Contract Request: - The user did not create the initial Contract Request; or - The user was not granted "edit" access to the Contract as part of the "Define Access Control" step when the contract was created. Question: Do the rules for attaching and deleting attachments for Contracts work the same way as they do in the rest MFMP? Is the person who adds an attachment or a comment the only person who can delete the attachment or comment too? Answer: Yes, these rules function consistently across MFMP. The person who adds an attachment or comment is the person who can delete the attachment or comment.

82 Frequently Asked Questions Question: Are any fields on a Contract Request locked from updates after the initial contract creation? Answer: Customers can edit only select fields on a Contract Request when making a change. Fields not available to edit are: - MFMP Contract Type - Release Required - Currency There are also fields within the "Pricing Terms" area that cannot be modified when doing a change. These fields are: - Description - Commodity Code - Supplier Part Number - Supplier Auxiliary Part ID - Unit of Measure

83 Frequently Asked Questions Question: Is there a file size limit for Contract attachments? Answer: While there is not a specified limit for total attachment size (across all files uploaded to a particular contract), each unique file must be four megabytes (MB) or less. Question: If I am on the Summary page, and I change my Commodity or Item level contract to a Supplier Level contract, are the pricing terms the only thing that is impacted? Or are there other fields I would have to modify? Answer: The pricing terms area is the only section impacted after updating the contract type.

84 Frequently Asked Questions Question: What if I realize (while I am on the Summary page) that I selected the wrong supplier? If I change the supplier, are there additional updates to make? Answer: If you change the supplier on the Summary tab (or by one of the approvers), you must re-enter only the pricing terms. All other fields of the contract remain unchanged. Question: If I add approvers to the Contract Request, can they make edits? Answer: Approvers that have the Contract group can make edits to the Contract Request as an approver. If someone is added to the workflow that does not have the Contract group, he / she will not be able to make edits to the Contract Request. Instead, the approver would see only the following options: Approve, Deny, Excel Export, and Print.

85 Frequently Asked Questions Question: Do I have to change the contract to add an attachment? Answer: Yes, adding attachments require a change to the contract. This is done through the contract request. Question: Do I have to change the contract if I just need to add comments? Answer: No. You can add comments to the contract without changing it.

86 Frequently Asked Questions Question: When does a Blanket Purchase Order(BPO) have a shorter workflow? Answer: See below Contract BPO Selection BPO Checked / Encumbered BPO Checked/ Unencumbered BPO Not Checked/ Encumbered BPO Not Checked/Unencumbered Not applicable No approvers required Agency default workflow Agency default workflow

87 Frequently Asked Questions Question: What impact does checking the BPO have on my release? Answer: See below Contract BPO Selection BPO Checked Release encumbrance defaults to unchecked and is not editable. BPO Not Checked 1. No encumbrance on contract = Agency defaults for encumbrance on requisition (agency default preference and edit preference). 2. Encumbrance information on Contract = Encumber funds not checked and field is not editable on release. BPO Not Checked/Unencumbered Agency default workflow

88 AGENDA MyFloridaMarketPlace Overview Contracts Overview Contract Requests and Creating Contracts Changing a Contract Adjusting a Contract Amount Creating Invoices against Contracts Common Questions Resources

89 Resources For questions or assistance, contact the MFMP customer service desk at (866) or Online resources at include MyFloridaMarketPlace and System Administrator manuals, training information and more. To search for vendors: VIP Admin: Username and password: publicuser

90 Resources Register for MFMP training at: Training environments allow you to practice what you learn. MFMP Training Environment The username is the same as your regular login. The password is: train30