MyFloridaMarketPlace equote in MFMP Sourcing 3.0 State Agencies 2013

Transcription

1 MyFloridaMarketPlace equote in MFMP Sourcing 3.0 State Agencies 2013

2 Course Overview In today s session you will learn: What is an equote When do you use an equote Benefits of equote How to navigate through Sourcing 3.0 to execute an equote Options to use and not use when creating, monitoring, awarding, editing, and downloading results 2

3 Getting Started What is equote Benefits of equote equote Content Create an equote Vendor View Monitor equote Pause and Edit equote Create Award Scenarios Manual and Optimized Download equote Results Q & A Session Next Steps 3

4 What is equote? equote is a function of the MyFloridaMarketPlace (MFMP) Sourcing application. Buyers issue informal quotes (equotes) to a small group of vendors. - Those vendors receive equote requests directly in their Inboxes as well as in Sourcing, and respond electronically to the equote within the Sourcing application. When do you use an equote? Launch your agency s informal quotes in MyFloridaMarketPlace (MFMP) Sourcing 3.0 for goods and services for: - Purchases less than $35,000 (Category Two threshold). - To request quotes off state term contracts. 4

5 Getting Started What is equote Benefits of equote equote Content Create an equote Vendor View Monitor equote Pause and Edit equote - Create Award Scenarios Manual and Optimized Download equote Results Q & A Session Next Steps 5

6 Benefits of equote Web-based paperless application. Similar look and feel to MFMP Buyer and Analysis. Small i icons throughout the screens display information about the particular field. Sourcing auto-saves your work. Detailed error messages. Consistency in requests to vendors. Easy to repeat for example: For quarterly buys, copy the previously created event and update it to current quarter s needs. Score vendor responses. 6

7 Benefits of equote Capture and store all content related to the request in one location. Functionality for vendors is generally the same for formal competitive solicitations and for informal quick quotes (equotes). MFMP Sourcing s notifications to vendors based on their selected commodity codes. Event clock clearly shows time remaining to respond. History of vendor responses to the equote. Download all responses as necessary, i.e., public records requests. Data available to help auto-populate requisition. Download awarded response and specifications for reference in building the requisition in MFMP Buyer. 7

8 Getting Started What is equote Benefits of equote equote Content Create an equote Vendor View Monitor equote Pause and Edit equote - Create Award Scenarios Manual and Optimized Download equote Results Q & A Session Next Steps 8

9 Create an equote Enter your Sourcing 3.0 username and password using the following link: If you do not have a username and password, refer to the Next Steps section of this training and work with your agency MyFloridaMarketPlace System Administrator to get equote access once you complete this training Tip: Click the link above from this presentation to open the website and then save it to your Favorites as Sourcing Production. 9

10 Create an equote Create Your equote From the Dashboard Click Sourcing Project. 10

11 Create an equote Create Page Project = Quick Project Event Type = equote Notify Vendors = No on this page Notify Vendors? Selected Commodity Code Suppliers Notified? Manually Included Suppliers Notified? Public Access? When you select Yes: When you select No: Yes Yes Yes No Yes No 11

12 Create an equote Step 1: Rules Page Event Rules control how the event works. You need to complete the following sections: Timing Rules select the timing for your event; how long you will accept vendors responses. Market Feedback select whether you will be able to view responses in Sourcing before the event closes. Message Board identifies which address you will use to receive messages from vendors. 12

13 Create an equote Step 2: Team Page Sourcing automatically adds the equote creator as the project owner. You do not need to make any other changes on this page. 13

14 Create an equote Step 3: Supplier Page Use the following sites to find a list of vendors (including certified minority business enterprises) by criteria other than those available in the Sourcing Participant Search (i.e., Tax ID): MarketView No username or password required VIP Admin Username and password: publicuser Office of Supplier Diversity On-line directory of certified minority vendors 14

15 Create an equote Step 3: Supplier Page Add suppliers you want to respond Earlier on the Create page, you selected the No radio button for Notify Vendors. On this Suppliers Page you add only the vendors / participants you want to invite to participate and receive notices of this equote. 15

16 Create an equote Step 3: Supplier Page Search and add vendors by Organizational (Company) Name Only Commodities or Supplier fields will return search results MFMP recommends inviting minimum of 3 vendors and maximum of 12. Florida does not use approved commodities. 16

17 Create an equote Step 4: Content Page Vendors see and respond to your equote content Typical content includes: - Introductory text, contact information, and instructions for vendors, participants, in equote - Scope and purpose of the quote - Terms and conditions related to using MyFloridaMarketPlace - Questions for participants to answer - Requirements participants must meet - Line items vendors bid on - Attachments for participants to view or populate 17

18 Create an equote Step 4: Content Page Required Fields equote Section Field Field Type Section 1: Overview Requester Text Section 1: Overview Requester Text Section 1: Overview Requester Phone Text Section 1: Overview Ship-To Address: Text Section 1: Overview Delivery Needed By: Date Rush Delivery: Section 1: Overview (Two Business Days) Yes/No Section 1: Overview Freight Terms Drop-down selectable Section 2: Purpose and Scope Additional Information Text Section 2: Purpose and Scope Substitute Products: Will accept substitute products? Yes/No 18

19 Create an equote Step 4: Content Page Vendor Response In these sections you build your equote and provide space for vendors to respond. equote Section Field Field Type Section 3: Notes/Attachments Section, Lot, Line Item, Question, Requirement, Attachment, Cost Terms, Formula, Content From Library, Edit Variable Section 4: Vendor Response Section, Lot, Line Item, Question, Requirement, Attachment, Cost Terms, Formula, Content From Library, Edit Variable 19

20 Create an equote Step 4: Content Page Answer Types Field for Questions Drop Down List Vendor Response Option Response Field Type Text single line Provides single line free text box for vendor (4000 character limit) to input response Text/Number Text multiple line Provides free text box with multiple lines (Unlimited characters) for vendor to input response Text/Number Whole Number Accept whole number values (decimals are automatically removed) Number Decimal Number Accept decimal number values (set number of decimals places) Number Date Accept a date value Date Money Accept a dollar amount (USD) Number Yes/No Yes or No value Yes/No Attachment Attach a file Attachment Percentage Accept a percentage value (set number of decimals places) Number Quantity Accept a quantity value (each) Number 20

21 Create an equote Step 4: Content Page Section 1 Build content in all four sections to have a complete equote that includes space where vendors respond Section 2 Section 4 Section 3 21

22 Create an equote Step 4: Content Page Add Requirement Requirements are read-only. Use requirement for absolute conditions. If a vendor can t meet them, you cannot consider the vendor. 22

23 Create an equote Step 4: Content Page Add Requirement Type your requirement. Select Yes for visible to participant. Keep team access control blank. Click Next. 23

24 Create an equote Step 4: Content Page Create Content for Vendor Response Create content (line item, or a question) to provide vendors with space to respond to your equote. 24

25 Create an equote Step 4: Content Page Add Line Items Add line items to capture price and quantity of items you need. Line items allow you to use Sourcing s optimization tool (see optimization award scenario). 25

26 Create an equote Step 4: Content Page Enter Details About Your Items Select Add inside. Input item name and description. Input commodity code. Select Yes for visible to participant. Keep team access control blank. Keep radio button for Participants bid per unit. 26

27 Create an equote Step 4: Content Page Select Price and Quantity Enter the quantity you need. Use ceiling price only when absolutely necessary because it limits the pricing vendors can provide. Click Done. 27

28 Create an equote Step 4: Content Page Add Questions Questions you build provide space where vendors respond. Example questions may be: Do you offer an extended warranty on your items? What is your company annual sales revenue/volume for lawn mowers in U.S. dollars? 28

29 Create an equote Step 4: Content Page Add Answer Type Select Any Value for acceptable values field. Select Yes, Participant Required for response required field. Select Yes for visible to participant. Select No for Participant can add additional comments and attachments. Click Done. 29

30 Create an equote Proceed to Summary of Event From the Content Tab, use the Actions button to View as Participant. You can see what your equote will look like to vendors. Click End Preview to exit and return to your equote. 30

31 Create an equote Step 5: Summary Page Review your equote Use the Summary Page to check your content before you publish your equote. Use the left navigation panel (in orange box here) to make edits. 31

32 Create an equote Step 5: Summary Page Publish your equote If no edits, click Publish. Publish generates notifications to the vendors you invited on the Supplier tab. 32

33 Getting Started What is equote Benefits of equote equote Content - Create an equote - Vendor View - Monitor equote - Pause and Edit equote - Create Award Scenarios Manual and Optimized Download equote Results Q & A Session Next Steps 33

34 Vendor View Vendors that accept to participate in electronic solicitations in their VIP (Vendor Information Portal) account, can login to Sourcing 3.0 to participate in the solicitation events, including equotes. 34

35 Vendor View Once a vendor logs into Sourcing 3.0 using his/her username and password, this view shows: My Events solicitation events to which the vendor was already invited/joined. Public Events solicitation events, not yet joined, matching at least one of the vendor s selected commodity codes; vendors must join to respond to the solicitation. Event 1 Event 2 Event 3 This area will include a short description of the event. 35

36 Vendor View The clock shows the remaining time until the solicitation event closes. - Vendors who wish to respond must click on Review Agreement and accept the terms of this agreement. Vendors can download or print event materials, or decline to respond. 36

37 Vendor View Review and Accept Agreement link displays the terms of the agreement vendors must accept to submit an official response. MyFloridaMarketPlace registered vendors already accepted the terms of use of the MyFloridaMarketPlace system. 37

38 Vendor View Vendors review the content of the equote. Vendors respond in the Submit Response section. After drafting a response, vendor must select Submit Entire Response to send responses for evaluation. 38

39 Getting Started What is equote Benefits of equote equote Content - Create an equote - Vendor View - Monitor equote - Pause and Edit equote - Create Award Scenarios Manual and Optimized Download equote Results Q & A Session Next Steps 39

40 Monitor equote Messages Tab monitor for vendors messages Project owners and vendors exchange messages within Sourcing Use the Messages tab to see Received messages Sourcing sends messages to each recipient s address Unread messages display in bold. Select message and click View, Respond or Delete as necessary. View message text by clicking the Subject of the message from this screen. 40

41 Monitor equote Replying to Messages Select recipients. Update subject line event ID is the default prefix. Compose your message. Click send. When you send a message, the recipients see: - A pop up in the lower right hand corner of their browser windows if they are logged in to Sourcing. - A message on their My Messages or Message tab list. - And they will receive an , based on the main contact addresses in their vendor registration profiles. 41

42 Monitor equote Access and Manage equote From Your Dashboard Use the Recently Viewed or My Documents boxes on your Sourcing Dashboard to access your equotes. 42

43 Monitor equote Use Dashboard Tabs to Monitor In your equote, use the tabs to monitor. Overview tab looks similar to the summary page before you launched. Content tab contains the content you have entered for vendors to see. Suppliers tab shows the vendors you added to the quote. Messages tab contains any messages you receive from vendors (we ll look at this tab in more detail later). Log tab tracks all activity related to your quote. Award tab is where you will make the 43 final award once the event closes.

44 Monitor equote Notifications Alert A yellow icon next to Notifications displays on your Dashboard when you have messages. 44

45 Monitor equote Actions Button Use the Actions button to manage any needed changes. 45

46 Getting Started What is equote Benefits of equote equote Content - Create an equote - Vendor View - Monitor equote - Pause and Edit equote - Create Award Scenarios Manual and Optimized Download equote Results Q & A Session Next Steps 46

47 Pause and Edit equote Pause Event Access event. Go to Overview tab. Use the Actions button. Make changes as necessary in this example we will Pause Event. 47

48 Pause and Edit equote Paused Event Time Remaining clock changes to Paused. 48

49 Pause and Edit equote Edit Event Select Edit under Actions button. Proceed with necessary edits. 49

50 Pause and Edit equote Update Event Summary page displays your pending changes. Click Update to incorporate your changes into the event. 50

51 Pause and Edit equote Update Event Select how or if you want to notify vendors that already responded, about your changes. Default selection is to Keep and . Sourcing will notify vendors that already responded so they can review their responses and update if needed. 51

52 Pause and Edit equote Update Event Confirmation Sourcing published your updated event. Click Monitor to return to event page. Resume the event. 52

53 Pause and Edit equote Resume Event From Content tab, click Actions button. Click Resume Event to start the clock again. Clock resumes from where you paused it. 53

54 Getting Started What is equote Benefits of equote equote Content - Create an equote - Vendor View - Monitor equote - Pause and Edit equote - Create Award Scenarios Manual and Optimized Download equote Results Q & A Session Next Steps 54

55 Create Award Scenario Review Vendor Responses on the Content Tab Click content tab Click Content Tab. Review Yellow Vendor star Responses. icons indicate Yellow lowest star icons price indicate offered. lowest price offered. 55

56 Create Award Scenario Create Manual and Optimization Scenarios Click Scenario tab Create both manual and optimization scenarios for comparison purposes. This leverages Sourcing s ability to show you different approaches to select vendors that include the overall lowest price. To use optimization, your equote must include line items. To begin, click the Scenario tab to build a Manual scenario. 56

57 Create Award Scenario Create a Manual Scenario Click Create. Select Manual Scenario. 57

58 Create Award Scenario Manual Scenario Select Vendor(s) Name your scenario, e.g., Manual Scenario. You can award all items to one vendor, or one vendor to each item your choice. Use the drop-down box for each item to select vendor(s). Click Done to save scenario. 58

59 Create Award Scenario Review the Award Summary and Save Scenario Click Summary tab to view award scenario summary. Click Award Proposal Details tab to view award scenario details again. To save scenario, click Done. 59

60 Create Award Scenario Create an Optimization Award Scenario Next create optimized scenarios Click Create. Select Optimization Scenario. 60

61 Optimized Award Scenario Create an Optimization Scenario Optimize price with minimal suppliers Click Scenario tab. Your eqoute must include line items to use optimization. Name your scenario. Set Minimum Coverage to Yes. Click Optimize. 61

62 Create Award Scenario Create an Optimization Scenario Optimize price with minimal suppliers Click Continue. 62

63 Create Award Scenario Create an Optimization Scenario Optimize price with multiple suppliers Click Scenario tab. Your eqoute must include line items to use optimization. Name your scenario. Set Minimum Coverage to No. Click Optimize. 63

64 Optimized Award Scenario Create an Optimization Scenario Optimize price with multiple suppliers Click Scenario tab. Your eqoute must include line items to use optimization. Name your scenario. Set Minimum Coverage to No. Click Optimize. 64

65 Create Award Scenario Create an Optimization Scenario Optimize price with multiple suppliers Click Continue. 65

66 Create Award Scenario Review the Scenario Details Manual or Optimized Scenarios Review manual and/or optimized award scenario details. Click Award Proposal Details tab to view detailed information about the award scenario. Click Summary tab to view summary or scenario. 66

67 Create Award Scenario Review the Award Summary Click Summary tab to view award scenario summary. Click Award Proposal Details tab to view award scenario details again. To save scenario, click Done. 67

68 Create Award Scenario Review Summary of Scenarios Comparison of scenarios you created From the Scenario tab view a comparison of the scenarios you created. Extended Price column shows the extended price based on scenario to help you make your decision. Use the radio button to select the scenario of your choice and click View 68

69 Create Award Scenario Submit for Award Click Submit for Award when you are ready to complete the equote. 69

70 Create Award Scenario Choose to Notify the Vendors Notifying vendors here is optional. - Awarded participants - Non-Awarded participants Use Customize Award s to customize messages as necessary, keeping information in brackets unchanged. Uncheck notification boxes if your agency prefers to not notify vendors at this point. 70

71 Getting Started What is equote Benefits of equote equote Content - Create an equote - Vendor View - Monitor equote - Pause and Edit equote - Create Award Scenarios Manual and Optimized Download equote Results Q & A Session Next Steps 71

72 Download equote Results Export equote Content Export Award Results Excel sheet contains award results with list of item(s) with description, quantity, price, and name of vendor(s). Export All Vendor Responses Excel sheet contains equote content (requester information, shipping details, terms and conditions, and all vendor responses). Download All Vendor Attachments (if applicable) Zip file contains all vendor attachments. Print Event Information Word document contains commodity code(s), equote ID#, and department name. 72

73 Download equote Results Use Export Award Results for Excel format From the Award tab, click Excel export to download the results of the items and vendor(s) you selected. Sourcing asks about saving the Excel document into your computer. Be sure popup blockers are not blocking this message. 73

74 Download equote Results Use Export All Vendor Responses for Excel with all responses From the Content tab, use the small table icon to right of the Display field. Be sure responses displays in that field. Click the table icon to display the list of available options. Click Export all rows. 74

75 Download equote Results Use Download All Supplier Attachments for a zip file From the Content tab, click the Actions button on the right. Click download all supplier attachments. 75

76 Download equote Results Use Print Event Information for Word format From the Content tab, click the Actions button on the right. Click print event information. 76

77 Download equote Results Export the equote Reports When Needed From the Report tab, click the Download Reports button on the right. Click the report you need from the list. 77

78 Download equote Results Copy Commodity Code to Paste into MFMP Buyer 78

79 Download equote Results Find Awarded Vendor Responses 79

80 Download equote Results Populate Item Information 80

81 Getting Started What is equote Benefits of equote equote Content - Create an equote - Vendor View - Monitor equote - Pause and Edit equote - Create Award Scenarios Manual and Optimized Download equote Results Q & A Session Next Steps 81

82 Q & A Session We have time for a few questions. 82

83 Getting Started What is equote Benefits of equote equote Content - Create an equote - Vendor View - Monitor equote - Pause and Edit equote - Create Award Scenarios Manual and Optimized Download equote Results Q & A Session Next Steps 83

84 Next Steps Access Now that you completed equote training, your agency MyFloridaMarketPlace system administrators submit a request to BuyerHelp@MyFloridaMarketPlace.com, with a copy to MyFloridaMarketPlace@dms.MyFlorida.com to request access for both the equote training and production environments. Please include this information: - Name - Agency - address - MFMP Buyer login MFMP staff will follow-up with the system administrator about the next steps and any questions. 84

85 Next Steps Training Prior to using equote, all agencies need to require their agency equote customers to complete equote training using one of these opportunities. Webinar opportunities: Online recorded equote training tour : Sourcing 3.0 equote for Buyers MyFloridaMarketPlace recommends that agency equote customers complete the equote Training Activities. - Work in the Sourcing training environment to apply the knowledge gained from the training. - On-line at equote Resources Page coming soon. 85

86 Next Steps Resources and Links to Save to Favorites Sourcing training environment: PasswordAdapter1 Sourcing production environment: apter=passwordadapter1 Online resources at include FAQs, MFMP 3.0 and System Administrator manuals, training information and more. For questions or assistance, contact the MFMP customer service desk at (866) or Tip: Click from this document to access the Sourcing environments and then save to your Favorites. Copying the addresses and ing them to others can compromise the URL so that it may not work correctly for you or your agency customers. 86

87 Next Steps Training Evaluation Your feedback is important to us and helps us with continuous improvement of our training offerings. Watch for an with a link to an evaluation about today s training. 87

88 equote in MFMP Sourcing 3.0 Delivering the change our customers requested 88