MyFloridaMarketPlace Change Review Board (CRB) Meeting. August 6, 2015

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1 MyFloridaMarketPlace Change Review Board (CRB) Meeting August 6, 2015

2 Agenda Completed Change Requests CRs in Review

3 Each agency provided MFMP with a primary and backup member. If the primary representative is unable to attend a CRB meeting, they should send their designated backup. These primary and backup representatives are at the Purchasing or Finance and Accounting Director level to ensure an enterprise perspective when reviewing enhancement requests. If a CRB member agency does not submit votes or send a representative for 2 quarterly meetings in a row, the agency will be removed and replaced with an agency that has expressed interest in joining the group. CRB members or delegates will be asked to participate in design teams for changes. 3

4 CR # Description Hours Implementation Date Support DFS Object Code Conversion Requisition Mass Edit of Vendor Location 736 March 26, March 26, Add a new Contract Type value to the Contract module No cost (under 40 hours) April 28, Scope Object Code Chooser and Support Non-encumbered conversion of Req/PO 244 March 26, Update Rate Vendor VPT notification No cost (under 40 hours) July 30,

5 CR # Description Create an eform to update MFMP encumbrance in FLAIR Update transaction fee percentage Auto-add vendors to equote event by contract Update Templates for Award/Non-Award Notifications Estimated Hours Estimated Implementation 600 TBD 280 November TBD No cost (under 40 hours) Release September

6 CRs in Review CR # Description Request to update the URL for Download Tutorial hyperlink in Sourcing (Vendor) Change the default selection for notifying awarded and nonawarded vendors in Sourcing Estimated Hours No cost (under 40 hours) No cost (under 40 hours) Estimated Implementation Release September Release September

7 The following CRs are being reviewed based on agency feedback from the last CRB meeting/voting session: CR/Ticket # Title Hours Request to add agency solicitation number to PO print view (including vendor) Add a special approver to a requisition approval flow by commodity code and total requisition amount Add Contract to IR Accounting Update eform

8 Based on DMS and agency customer feedback, the MFMP team is also currently reviewing the following change requests: CR/Ticket # Title Hours Add vendor W9 status visibility to Sourcing Update 'Notify Vendors' label and description in Sourcing Add IR process for completing Journal Transfer payments in MFMP Request to add 'Doc ID' to the My Documents portlet in Sourcing TBD TBD TBD TBD 8

9 Based on DMS and agency customer feedback, the MFMP team is also currently reviewing the following change requests: CR/Ticket # Title Hours Update PO history tab to display 'PO not sent to vendor' when a PO is marked "Do Not Send to Vendor" Require 'Encumber Funds' checkbox to be marked when the 'Final Payment Indicator' checkbox is marked on IRs Add the ability to close a purchase order for service related purchase orders and receipts for goods Request to add Method of Procurement and Commodity Code to Requisition print view TBD TBD TBD TBD 9

10 : CR 2 CR/Ticket # Title Hours 2 Add vendor Remit to address, Does Business As name, and 1099 name to vendor details in Buyer Problem Statements There are 3 address "types" specified when vendors register within the Vendor Information Portal (VIP): "Order From", "Remit To", and "Bill To". Currently, the "Order From" address is the only address available in the Buyer application. 504 There are 3 vendor name fields available when vendors register within the Vendor Information Portal (VIP): Company "Name", "Short Name (Does Business As)", and "Name that appears on 1099 form". Currently, the "Name" field is the only field available in the Buyer application. Business Cases F&A customers often need to confirm the Remit To address, Company Name, Short Name (Does Business As), and Name that appears on 1099 form address associated with a vendor when processing an IR for payment. Having these new vendor data fields available in Buyer application will aid F&A customers as they process IRs. Purchasing customers will also benefit from having the Remit To address, Company Name, Short Name (Does Business As), and Name that appears on 1099 form fields available when submitting requisitions because it will allow them to ensure orders are being submitted to the correct vendor registration. 10

11 : CR 2 continued When selecting the Vendor Location on the Requisition, you can click the Company link to display the Details for Company page where the new Order From and Remit To fields display. 11

12 : CR 2 continued Clicking the Supplier link on the line item details page will open 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. 12

13 : CR 2 continued On the Invoice Reconciliation exceptions tab, clicking the Supplier link 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. 13

14 : CR 2 continued Clicking the Contact link on the IR exceptions tab will open the Supplier Details page where the new Company "Name", "Short Name (Does Business As)", and "Name that appears on 1099 form fields will be visible to F&A customers. 14

15 : CR 283 CR/Ticket # Title Hours 283 Punchout Catalog Pricing Audit Functionality 350 MFMP is reviewing options to automate the monitoring of content and pricing available on a vendor s punchout catalog. New validation will be added to MFMP to compare the price returned from the vendor punchout catalog to the State Term Contract price file. In the event the catalog price is higher, MFMP will automatically update the line item price to the correct State Term Contract value prior to requisition submission. Requesters will receive a notification that there was a price discrepancy and an automatic update has occurred. State Purchasing will be added as a watcher to all requests where MFMP identifies a price difference on a punchout catalog. New reports will be created to provide visibility into items that have been updated by punchout audit 15

16 As a reminder, MFMP posts a monthly Change Request list on the MFMP website under Meeting Materials. If you have further questions please contact the MFMP team at MyFloridaMarketPlace@dms.myflorida.com. We will schedule our next meeting in November. 16