MFMP Customer Round Table Meeting

Transcription

1 MFMP Customer Round Table Meeting Meeting Information Meeting Title: MFMP Customer Round Table Meeting Occurrence: August 13, 2015 Time: 10:30 am Location: DMS Room 101 Attendees # Entity Name 1. AHCA Crystal Demott 2. APD Ashley Bridges (via phone) 3. APD Sue Taylor 4. CITRUS Dianne Screws (via phone) 5. COURTS Hanna Watson 6. DEO Sonja Strickland (via phone) 7. DEP Rebecca Hale 8. DFS Nancy Jewett 9. DHSMV Cricket Lee 10. DJJ Holly Rabon 11. DMS Angela Pereia 12. DMS/MFMP Eric Swanson 13. DMS/MFMP Judson Freeman 14. DOC Jacklyn Colson 15. DOC John Melton 16. DOC Marie Bailey 17. DOE Regina Fields 18. DOEA Bryon Saper 19. DOH Brenda Rivera 20. DOH Bruce Roberts 21. DOH Cynthia Rhodes (via phone) 22. DOH Randy Grieser (via phone) 23. DOH Regina Lindsey 24. DOT David Callaway 25. DOT James Helm 26. DVA Roxann Foreman (via phone) 27. FDLE Beverly Malloy 28. FDLE Teresa Welch 29. FDVA Robert Chauncey (via phone) 30. FSDB Susan Bright (via phone) 31. FWC Ashley Balkcom 32. FWC Becki Powell 33. FWC Rachel Bozeman 34. LOT Linda Smart 35. MFMP Crystal Owens (via phone) 36. MFMP Felicia Adams 37. MFMP Jeremy Kong 38. MFMP Robert Cooper III Page 1 of 11

2 # Agenda Description 1. Enhancements 2. UNSPSC Governance 3. MFMP Training 4. Vendor equote Communication 5. MFMP Website 6. Transaction Fee Review 7. einvoicing/catalog Updates Meeting Minutes for s # Minutes for s Recent Enhancements The following enhancements have recently been implemented. CR Number Description Date Implementation 266 Support DFS Object Code Conversion March 26, Requisition Mass Edit of Vendor Location March 26, Add a new Contract Type value to the Contract module 273 Scope Object Code Chooser and Support Nonencumbered conversion of Req/PO April 28, 2015 March 26, Update Rate Vendor VPT notification July 30, 2015 The following enhancements are set to be implemented in the coming months. Estimated CR Number Description Implementation 277 Update Templates for Award/Non-Award Notifications 284 Request to update the URL for Download Tutorial hyperlink in Sourcing (Vendor) 285 Change the default selection for notifying awarded and non-awarded vendors in Sourcing September 2015 September 2015 September Update transaction fee percentage November Page 2 of 11

3 Meeting Minutes for s # Minutes for s Change Request 2 CR Number Description Hours 2 Add vendor Remit to address, Does Business As name, and 1099 name to vendor details in Buyer 504 CR 2 was recently reprioritized. The original CR was created so long ago, the DMS MFMP team reevaluated the original CR to see how it could be improved to provide greater functionality and increase the benefit for agency customers. The original enhancement was amended to now include the vendor details in areas such as such as requisitions, invoice details, invoice reconciliations, contracts, etc. MFMP Buyer application displays The Order From address The vendor company name Customers need to confirm Remit To address Company Name Short Name (Does Business As) Name that appears on 1099 form F&A needs to confirm the Remit To addresses prior to approving IRs. Purchasing can benefit from having the Remit To address, Company Name, Short Name (Does Business As), and Name that appears on 1099 form fields available CR 2 - Creating Requisition Selecting the Vendor Location on the Requisition Click the Company link to display Order From and Remit To address An agency customer suggested that MFMP systematically notify users that they are able to click on the Company link to see the Remit To address. CR 2 - Requisition Line Details Clicking the Supplier link on the line item details page opens the Details for Supplier page where the new Company "Name", "Short Name (Does Business As)", and "Name that appears on 1099 form fields will be visible to purchasing customers. Page 3 of 11

4 Meeting Minutes for s # Minutes for s CR 2 - Invoice Reconciliation On the Invoice Reconciliation exceptions tab Clicking the Supplier link displays o Company Name o "Short Name (Does Business As) o 1099 Name Clicking the Contact displays the Order From and Remit To address. UNSPSC Governance MyFloridaMarketPlace is currently using the 15 th version of the United Nations Standard Products and Services Code (UNSPSC). The MFMP team is in the process of converting to the 17 th version of the UNSPSC code set. Approximately 5,000 codes have been identified that we believe will be beneficial to your agencies and your vendors. These codes are primarily related to pharmaceuticals and non-gmo food products. A list of all codes from the current version may be found on the MFMP website. The MFMP team would like to involve the agency customers in this review process by creating a UNSPSC Governance Group. This group will be in charge of reviewing and approving the enablement of new codes. A communication was recently sent out to purchasing directors asking for your agency s involvement in the UNSPSC governance group. If you did not receive the initial communication and are interested in participating, please BuyerHelp@myfloridamarketplace.com. There are two methods of adding codes to the MyFloridaMarketPlace system. 1. After reviewing the latest version of the UNSPSC code (17 th version), we approach the UNSPSC council and inform them that we have recognized a need for this code in the state of Florida and propose the addition of a new code. If approved, the code would be added to the next version of the code set. If not approved, UNSPSC would reach back out to explain why it was not approved. They may make suggestions on how to revise the language to avoid complications or confusion. 2. If a code is already a part of the approved UNSPSC code set, but has not been activated in the MFMP system, agency customers have the ability to request the addition of new codes to the MFMP UNSPSC code set via a support desk ticket and the Operational Data Update (ODU) process. ODUs are implemented on a monthly basis. BuyerHelp@myfloridamarketplace.com to request the activation of codes. 2. Page 4 of 11

5 Meeting Minutes for s # Minutes for s An agency customer voiced concerns over vendors not being aware of the codes that are available to them, especially if new codes are added. He also referenced that some vendors add too many codes or include ones that do not apply to the types of goods or services they can provide. The MFMP team will be reaching out to the vendor community and targeting vendors to inform them of the new codes. Q: Are you getting any feedback from the vendor community on these communications? A: This will be the first time that we need to reach out to vendors to inform them of a change regarding their commodity codes. We will be monitoring the feedback we receive from the vendors during this process to improve these communications going forward. An agency customer asked about opting vendors into commodity codes automatically. The MFMP team does not plan to automatically opt vendors into commodity codes, since they may or may not want to be affiliated with those code. Those codes may not reflect the goods or services they provide at this time. Timeline August Governance Group Creation September Review new codes October Code implementation Q: Will the governance group be composed of the same group of people each year? A: No, we will be reaching out to all purchasing directors and liaisons and allowing the agencies to decide who participates on an annual basis. Q: What if my agency doesn t care about the pharmaceutical codes this year, but is still interested in participating going forward? There may be codes in the future that may be relevant to us. A: We will not exclude any agency going forward. If the codes in this version do not pertain to the business your agency conducts, we will simply acknowledge your non-interest in the current codes and will reach out to you again next year. Q: How often does UNSPSC add new codes to the set? A: This happens annually during the spring. Q: How often can you approach UNSPSC with suggestions for new codes? A: We are allowed to suggest new codes twice a year. It is the goal of the MFMP team to make this an annual practice and establish a routine of vetting and implementing new codes. Page 5 of 11

6 Meeting Minutes for s # Minutes for s MFMP Statewide Training The MFMP team will be offering in-person training in central Florida during the month of October. We will be in St. Petersburg and Bartow on the week of October 19 th. We are still reaching out to agency customers to finalize locations for future trainings. We will be distributing a survey to determine the location and trainings offered. We would appreciate your help finding training facilities. If any of your agencies have training facilities in Hillsborough, Polk, Osceola, and/or Orange counties, please let us know. MFMP Training Courses The MFMP team is developing several new training courses. Advanced Contracts, Advanced Requisitioning, and Advanced Disbursements webinars Vendor Bid System and VBS agency administrators trainings o The VBS trainings will be led by Eric Swanson. We are still working on determining what channel will be best for administrators. We are not looking at a formal, structured training (i.e. workshops and seminars) for administrators at this time. MFMP A to Z Seminars o Pilot scheduled for Sept. 22, 2015 o The intent of MFMP A to Z is to reach the customer based that isn t normally targeted. This includes regional staff whose primary job isn t purchasing or finance and accounting. However, these customers are still buying goods or services. This training will provide those customers with a comprehensive overview at a high level. Please note that invoicing has been renamed to disbursements. The course was renamed because we kept getting the wrong customers in the class. It is our hope that the new name will reemphasize the purpose and direction of this training. All Q1 and Q2 training registrations are available on the MFMP U website. The MFMP team offers a Train the Trainer program to train agency trainers Due to low registration numbers, the Train the Trainer seminar on August 25th was canceled. The MFMP team will send a poll to assess the agency s Train the Trainer needs. We want to understand how to help you train your users better. A lot of practices that were taught in the past are already being used. 3. Page 6 of 11

7 Meeting Minutes for s # Minutes for s equote Office Hours The MFMP team offers monthly, online equote office hours that: Provide equote support to agency customers. Discuss issues and concerns from agencies and vendors. Identify and review improvements to the Sourcing application, training and communications. The office hour was designed to take approach training different than a workshop or seminar does. We are trying to reduce the number of slides used and increase the amount of discussion and real time examples used. Please remember that there are online trainings related to equotes as well. These can be found on the MFMP U website. Register for this resource and invite all applicable equote users in your agency. We want to understand what your users are experiencing. Vendor equote Communication The team has identified that when communicating with vendors, clear and accurate equotes correlate to increased vendor participation. Developing a short and descriptive equote title reduces any vendor confusion. Including line items in the equote, with appropriate units of measure, clearly depicting what your agency is requesting. When requesting a quote consider timing of requested responses, based on the goods or services you need. We would like to help you understand how to build a quality equote up front, so there is no need to go back and edit or adjust it once it has already begun. Using best practices regarding equote creation should increase the vendor response rate. Vendor Notification Messages MFMP Sourcing sends s notifications to vendors when certain actions happen to an event. Vendors who have been invited directly or have joined an event are notified. All event notification messages can be customized. Customizations should be made prior to publishing or scheduling an event on the Summary Page. Award/non-award decision messages can be customized at the time of award. Customizing your notification messages is something that can be addressed in an equote office hour. 4. Page 7 of 11

8 Meeting Minutes for s # Minutes for s MFMP Website The MFMP website has been updated over the past months. These updates should make the website more intuitive and easier to use. RSS Feeds RSS stands for Really Simple Syndication. It allow you to subscribe to certain pages and receive notifications when a change is made to that page. You may benefit from setting up notifications for pages like VPT or meeting minutes. If you are using Microsoft Outlook, there is a dedicated RSS folder that your notifications will be filled into. equote Support Page The equote support page can be found under Utilization. This page was developed about a year ago to give agency customers support. It has been improved to provide more information and more information will added going forward. The equote support page now includes framework documents, training materials, reporting options and more. In the last equote office hour, an agency customer said they would love to have access to the slideshow used so they can share the information with his team. We are working on finding the optimal method of sharing this information with you. Vendor Training Page The vendor training page is being updated to consolidate information and provide more information to vendors. Vendor Performance Tracking (VPT) Vendor Performance Tracking page includes monthly reports on vendor performance and an access point to VPT. 5. We have identified that we are asking you to go to too many pages to find common information. We are looking to maximize the use of our course catalog. We will be adding presentation links to the course catalog so you can easily locate training materials. Transaction Fee Exemption Per Rule 60A-1, all vendors are required to pay a transaction fee for procurement transactions, unless exempt under Rule 60A With approval from the State Purchasing Director prior to the procurement, agencies may exclude a transaction from the fee, if it meets specific requirements. Transactions critical to the agency s mission Transactions necessary for public health, warfare, or safety The addition of the fee would prevent the transaction 6. You can exempt a transaction from the transaction fee during the requisition or invoice stage. It is recommended that you do this at the requisition stage. Page 8 of 11

9 Meeting Minutes for s # Minutes for s Q: What is the disadvantage of exempting a transaction on the invoice side? A: The disadvantage is that you would have to exempt every invoice. If you exempt the requisition, the exemption would apply to all invoices under than requisition. This also applies to an MFMP contract. To exclude a transaction fee exemption, complete Form 3778 prior to completing the transaction. If the State Purchasing Director approved the exemption, complete the transaction in MFMP and check the Transaction Fee Exempt? box on the requisition, contract, or invoice. If a transaction was not marked as exclude, the vendor must complete the Vendor Dispute Form. The State Transaction Fee will be reduced from 1% to.7% beginning November 1st, The fee change is not retroactive and will be applied to transactions between November 1 st, 2015 and June 30 th, The MFMP Team is in the process of: Revising MFMP Terms of Use with DMS legal. Finalizing Draft Rule, which holds the current 1% Transaction Fee language. Preparing communications regarding the Transaction Fee change. Updating training materials: (e.g.: manuals, recorded training, job aids, presentations, website, and other notifications) Preparing updates to the Vendor Information Portal and MFMP Buyer. If you have questions about the transaction fee reduction, please BuyerHelp@myfloridamarketplace.com. Transaction fee related inquiries are escalated directly to the DMS team. einvoicing Updates # of Vendors Enabled FY14-15 einvoice Amounts FY14-15 Q4 # einvoices Invoice Amount ,818 $39,112, Actively working with: Konica Minolta Computer Associates CDW-G 7. If you have issues with getting a specific vendor to adopt einvoicing, please reach out to the customer service desk. Page 9 of 11

10 Meeting Minutes for s # Minutes for s Q: What happens if an agency creates a paper invoice and the vendor responds through an einvoice? A: MFMP recognizes the duplicate and rejects the last one. The MFMP team reaches out to both parties and lets them know that the vendor has electronically invoiced. Q: How do I know if a vendor has been activated with einvoicing? A: The MFMP team currently reaches out to the F&A liaisons to let them know a new vendor has been activated and is considering communicating with Purchasing liaisons as well. Q: Who is the einvoice sent to? A: The einvoice is sent to the requester/obo for services. We are working on boarding the scope of who those notifications are sent to. Q: Do Central Receivers receive einvoices? A: No. Central receiving would only complete receipts for goods and they would not have a receipt for a service. When you get an einvoice for a service, the IR is generated and the requester/obo is the first approver in the approval flower. If the einvoice for a good, the IR goes to the PUI specific exception handler. Q: Can einvoices be submitted by the vendor more than once? A: No, not with the same invoice number. If the vendor does need to resubmit, they would have to change the invoice number. We have seen some vendors simply add -1 or -A to the end of the invoice number. An agency customer requested that MFMP work with Advanced Business Systems to use einvoicing. The MFMP continues to identify and activate new vendors on einvoicing. The MFMP team monitors the daily unmatched invoice report and proactively works with vendors to reduce unmatched einvoicing occurrences. Catalog Updates Q4 and July Catalog Activations: Dade Paper Punchout Catalog 5 new catalogs activated in FY Actively working with: PRIDE Carahsoft Technology Corp. SHI Canon Hewlett Packard Page 10 of 11

11 Meeting Minutes for s # Minutes for s Q: Is there an ongoing issue with the medical dental catalog? My agency has been experiencing issues accessing it. A: The MFMP team monitors the health of punchout catalogs daily. Some of the issues are on the vendor side and we reach out to the vendor to get them to resolve those issues. Ariba, which can be thought of as the bridge between MFMP and the punchout catalogs, has been experiencing issues lately that have impacted all catalogs. We have noticed and are working with them to rectify the issue. Normally, if there is a short term issue issue, we do not reach out to the agency to inform them of it. If the issue persists and becomes more long term, we do reach out to your agency s technical team. Q: An agency noticed that Office Depot does not have 2016 calendars on their punchout catalog. A: On punchout catalogs, the vendor has access to update those catalogs. We can work with the contract manager to make sure the catalog are up-to-date. Action Items # Action Item Description Assigned To 1. Send MFMP information DOH about the vendor and the transaction details. 2. Follow up with DOH to resolve the issue mentioned in Action Item #1. 3. Reach out to MFMP with information pertaining to state wide training locations, specifically in Hillsborough, Polk, Osceola, and/or Orange county. 4. Update einvoicing activation communications to include Purchasing liaisons 5. Reach out to Advanced Business Systems to discuss einvoicing MFMP Agency Customers MFMP MFMP Status Due Date Comments DOH mentioned that a number of transactions that had a transaction fee applied, even though the transaction fee exempt box was checked. Page 11 of 11