State Purchasing Round Table Meeting

Transcription

1 State Purchasing Round Table Meeting Meeting Information Meeting Title: State Purchasing Round Table (SPRT) Meeting Occurrence: November 14, 2014 Time: 2:00 pm Location: DMS, Room 101 (4050 Esplanade Way) Attendees # Entity Name 1. DMS Kelly Scott 2. DMS Cliff Chroust 3. DMS Robert Fierro 4. DMS Brenda Wells 5. DMS Lori Alberstadt 6. DMS Greg Bunn 7. DMS Veronica McCrackin 8. DMS Stephanie Sanford 9. DMS Jerilyn Bailey 10. DMS Dineen Cicco 11. DMS Richard Chatel 12. MFMP Kasey Bickley 13. MFMP Eric Swanson 14. MFMP Kim Stiver 15. MFMP NeShae Williams 16. MFMP John Hunter 17. MFMP TJ Tyler # Agenda Description 1. Catalog Enablement 2. Punch-out Overview 3. Sourcing Hot s 4. EInvoicing Update 5. FLAIR Gap Analysis Page 1 of 6

2 Meeting Minutes for s # Minutes for s MFMP offers vendors two types of catalogs, Line Item and Punchout. Line Item: Line item catalogs provide searchable item entries that can be selected to include on a requisition. Line item catalogs pre-populate requisitions with the following information: Vendor, Commodity Code, Item Description, Item Unit Price, Supplier Part Number, and State Term Contract number. Catalog line item information will not change without Contract Manager authorization. State agencies have access to 63 line item catalogs in MFMP. Punchout: A punchout catalog allows MFMP to communicate directly with a vendor's interactive e-commerce site. It provides agency customers the same procurement experience they would have within a website such as Amazon.com. State agency customers can punchout to a vendor s site and use the search tools to select the desired products and services. When complete, the customer exits the vendor s punchout site and the shopping cart (full of products and services) are transferred back into MFMP Buyer Depending on the contract, agency customers request that vendor s catalogs (specifically punch-out catalogs) include all of the vendors products or just those products as agreed upon in the state term contract. In the case with the Medical and Dental contract, agency customers specifically requested that the vendors make available all of their products, not just those agreed upon in the contract. Punchout Overview There are currently 21 active punchout catalogs in MFMP. Recently added: o Physicians Sales and Service (7/11) o Henry Schein (7/21) o Sun Surgical Supply (7/23) In Development: o American Medical Depot o Patterson Dental Supply o Pride Enterprises o Dade Paper Company State Purchasing Training MFMP trained 27 people within State Purchasing in March and October Page 2 of 6

3 Meeting Minutes for s # Minutes for s The MFMP team continues to provide weekly on-site catalog enablement support for State Purchasing, Thursdays from 9:00 am-12:00 pm. Published State Purchasing online training covering Sourcing, Catalog Enablement and Billing. SIR 3185 MFMP implemented a change to reolve an issue whereby Sourcing events with class-level commodity codes were not accessible to vendors with code-level commodity codes This was resolved in the Release 9.19 on October 30, 2014 Vendor Training 4. MFMP team provided assistance to 3 pre-bid conferences and Sourcing Event launches. o Rental Vehicles - September 9 o Mail Services - September 16 o Security Officer Services - October 9 The MFMP team posted 3 online trainings for vendors: o Understanding Transaction Fees o Vendor Sourcing and equote o Vendor Registration MFMP has been working to activate vendors for electronic invoicing. To date, 30 agencies have received and processed an einvoice in MFMP. Activated first service vendor (AlliedBarton) in September. Actively targeting vendors with highest invoice volume in the next wave. o MFMP is working with Ariba on a new wave of 23 vendors. o MFMP uses the Ariba platform, and the vendors possibly use Ariba with other customers. o If State Purchasing has questions about Ariba s fees to suppliers, State Purchasing should contact Eric Swanson Refining communications and on-boarding process for suppliers based on lessons learned. In Q1, MFMP has activated 11 new vendors. These vendors have already generated 167 einvoices for a total invoice amount of $161, FLAIR Gap Analysis: Overview An individual FLAIR Gap analysis is compiled to assist vendors and contract managers with reviews of vendor reporting and transaction fee compliance. 5. Determines if there is a variance or gap of FLAIR payments and MFMP transaction fees reported/billed in the VIP tool by the vendor in question. The gap only represents what the vendor potentially has over or under reported in VIP. Additional follow-up is required by the contract manager and vendor to verify Page 3 of 6

4 Meeting Minutes for s # Minutes for s potential underpayments. A FLAIR Gap analysis can be requested through feeprocessing@myfloridamarketplace.com. State Purchasing can work with vendors to find out how to provide clarification on the FLAIR Gap analysis. The CSD can aid State Purchasing in requesting a report. Eric Swanson or NeShae Williams from MFMP will provide assistance to State Purchasing with this process as requested. FLAIR Gap Analysis: Compiling the Report 3 reports are used to compile a FLAIR Gap analysis based on a specified date range. FLAIR Payments (MFMP Analysis Tool) o Determines the total amount of invoices paid to the vendor s FEIN during the report date range. o Provides a count and sum of all invoices paid to the vendor s FEIN. o Provides payment details such as agency, voucher number, voucher type, warrant number, and warrant date. VIP Aging Report o Displays the total amount of CBIs generated in the vendor s VIP account during the report date range. VIP Deposits o Displays the total amount of transaction fee check deposits that have been posted to the vendor s VIP account during the report date range. FLAIR Gap Analysis: Performing the Analysis An excel workbook is used to compile the report data and determine the gap between what the vendor has been reporting or billed in VIP and what has actually been paid in FLAIR. If there is a gap overage, the vendor may, for example, be reporting payments received from Other Eligible Users of the STC, not reflected in FLAIR. FLAIR Gap overages are displayed as No Underpayment in the FLAIR to VIP Gap column of the analysis. If the gap amount is less than what the vendor was paid in FLAIR, the FLAIR to VIP Gap column will list the transaction fee amount that is potentially underreported/under-paid. o There may be valid reasons, including vendor exemption, for the gap. In this case, vendor FLAIR payments and invoice details are provided with the analysis to assist vendors in determining why some invoices were not reported in VIP. Page 4 of 6

5 Meeting Minutes for s # Minutes for s When reading the report, it may sometimes appear like the vendor overpayed. This may be the result of an Other Eligible User (OEU) payment. The likely scenario is that the vendor owes more than what they reported in VIP. There is no consolidated way for State Purchasing to know what they spent with an OEU. Quarterly sales reports, however, are a good way to verify. MFMP will let State Purchasing know if the vendor is in collections. The easiest way for State Purchasing to avoid a FLAIR GAP is to keep up your vendors reporting on a regular basis. The level of effort to complete a FLAIR GAP analysis is too large to justify providing these reports every month or every quarter for all vendors, however we are discussing ways to expedite certain reports. We are looking at providing them six months out from contract expiration. MFMP is currently brainstorming ways for contract managers to conduct FLAIR Gap Analysis when needed. When reviewing vendor invoice details, it may be helpful to review the voucher type. PE and IE are MFMP voucher types; these invoices are included in the VIP system and are more than likely fee eligible. FLAIR Gap Analysis: Review Results If the vendor has a past due account balance, the collections amount will be provided to make the contract manager aware that the vendor is not in compliance with paying the transaction fee. If the analysis determines that the vendor has potential under payments, the FLAIR payment and invoice details should be reviewed to assist in determining why there are potential underpayments. Contract managers should encourage vendors to keep track of the invoices they report in VIP. Also, Contract managers should hold vendors more accountable for the quarterly sales report contract deliverable. MFMP is willing to explain the process to vendors during onboarding. Eric Swanson and NeShae Williams should be contacted if State Purchasing is interested in learning more. MFMP bills State-term contract (STC) vendors differently than other vendors. We ask STCs to report to us the entirety of their payments. As a result, we see that STC vendors don t always report, compared to other vendors who generate CBIs and are sent to collections. In the future the VIP system will change and start automatically billing STC vendors; however, they will still be responsible for reporting spend outside MFMP to include OEU spend. State Purchasing would like to discuss the collection process in the next meeting. Page 5 of 6

6 Meeting Minutes for s # Minutes for s MFMP will be providing VBS training next week; please make plans to attend if interested. Action Items # Action Item Description Assigned To 1. Post meeting presentation on website DMS 2. Schedule next meeting DMS Status Due Date Comments Completed In Progress November 14 th Page 6 of 6