Customer Roundtable (CRT) and Change Review Board (CRB) Meeting Tuesday, May 18, 2010 1:00 pm EDT
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Transcript of Customer Roundtable (CRT) and Change Review Board (CRB) Meeting Tuesday, May 18, 2010 1:00 pm EDT
Customer Roundtable (CRT) and Change Review Board (CRB) Meeting
Tuesday, May 18, 20101:00 pm EDT
(888) 808-6959; 9766076#
We’re meeting with the CRT for the first half of the meetingYear End activitiesUpgrade news
Then switching gears to discuss CRB itemsCurrent CRs Contingency Budget
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Today’s Agenda
Agenda
CRT: 2010 Year End Activities CRT: Analysis Upgrade Update CRT: Denied Requisitions Break CRB: Previous Top Five Priorities CRB: Audit Change Requests / Additional Changes CRB: Contingency Budget Review / Buyer Upgrade Hours CRB: Next Steps / Wrap-Up
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The past two years, MFMP was taken down on July 1st to complete the “Certified Forward” and “Delay Purchase Until” process
Customers are notified of the systems availability through e-mail communications
Following the June 30th/July 1st Year End processing activities, the CSD worked through the purchase orders that required intervention (resends required because of inaccurate vendor data, etc)
There were 263 transactions requiring manual intervention as opposed to 387 the previous year
All of these transactions were handled by noon on Wednesday, July 2nd whereas these exception transactions required approximately a week to handle in years past
Overall, the 2009 Year End processing finished within 39 hours (the fastest Year End close ever)
These reductions in time assisted in a successful year end process
We plan to repeat the process again this year, taking MFMP down on Thursday, July 1, 2010
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Year End: Review
On July 1, 2010, (early a.m.), MFMP will be receiving the file update from FLAIR as to which encumbered requisitions should be marked with a Certified Forward Indicator
This process will only mark encumbered requisitions Unencumbered requisitions will need to be marked manually by initiating a
change order
Change Orders can be completed on requisitions in “Received” status
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Year End: Certified Forward
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Year End: Certified Forward Manual Process Overview
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Year End: Payables Process Overview
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Year End: Reducing/Releasing Encumbrances
There are four ways to reduce / release encumbrances in MFMP:
Change Orders can be submitted to reduce the quantity/amount of your order, reducing the encumbered amount
Final Payment Indicator can be checked when approving an IR for encumbered payments to un-encumber the remaining balance, this check box is located on the line level detail of the IR
Release Encumbrance eForm can be used to release all the remaining funds associated on an order
Release Encumbrance Request Form can be submitted to the Customer Service Desk to release the encumbrance, however, you will need to supply the REF (Release Encumbrance eForm) number
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Year End: Release Encumbrance eForm Process Overview
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Year End: Disbursement Transaction Override
During disbursement processing, the disbursement transaction type may be changed from encumbered to unencumbered disbursement, or unencumbered to encumbered disbursement by checking or unchecking the ‘Encumber Funds’ checkbox
Customers assigned the “Invoicing” group will have the ability to override the disbursement type
The ‘Encumber Funds’ checkbox is at the split accounting level and must be updated for each split accounting line (Note: All transactions must be the same type)
If the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance eForm to release the remaining encumbrance amount
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Year End: Reports and Resources
Agencies can access MFMP reports posted to the DMS website http://dms-purchasing-ftp.state.fl.us/xx00/ http://dms.myflorida.com/mfmp_reporting
Job aids are also available on the buyer toolkit Year End job aid Year End Purchasing / F&A Tips & Tricks Reporting job aid http://dms.myflorida.com/mfmp_jobaids
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Year End: Suggested Reports
IRs With Last Approver Primarily used by Finance & Accounting to monitor the status and
activity of IRs to ensure prompt payment processing Lists Invoice Reconciliations (IRs) in Reconciling and Approving
status This includes IRs generated from the Ariba Supplier Network (ASN)
(Purchasing Unit Indicator (PUI): 9999) and IRs that failed Central FLAIR IRs that failed Central FLAIR will list the approving invoice manager by
name and will remain in Approving status until resolved This excludes IRs that list FLAIR Integration as the active approver and
does not list IRs in Paid status Customers whose queue the IR is currently active will be listed
• This also includes IRs routed to the Invoice Administrator. This only applies to ASN invoices
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Year End: Suggested Reports
Invoice Reconciliation Report Will assist Finance and Accounting in determining outstanding invoices by
budget to determine what action needs to be taken when budgets change Lists all non-ASN IRs in an Approving, Reconciling or Rejecting status
POs Without IRs Is primarily used by Finance & Accounting to identify Orders where IRs were
not created through MyFloridaMarketPlace Lists Commodity POs in a Receiving or Received status Service POs in Ordered Status
All Received Orders Report Is primarily used by Finance and Accounting to identify purchase orders
containing commodities to determine if invoices have been received and processed
Lists Orders in a Received status
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Year End: Suggested Reports
All Open Orders Report Is primarily used by Finance and Accounting to identify all “Open” POs to determine
if invoices have been received and processed. This is also used by Purchasing personnel to determine if the purchase order needs to be changed, canceled or closed for future receiving
Lists POs in Ordering, Ordered and Receiving status
All Orders Report Is the same as the All Open Orders Report but includes Orders in Received status
PRs in Submitted Status Displays intended PR obligation by organizational code before the money is
committed through a direct order. Managers are able to review spending plans before the agency is committed to an expenditure
List the latest version of a PR in a Submitted status
Agenda
CRT: 2010 Year End Activities CRT: Analysis Upgrade Update CRT: Denied Requisitions Break CRB: Previous Top Five Priorities CRB: Audit Change Requests / Additional Changes CRB: Contingency Budget Review / Buyer Upgrade Hours CRB: Next Steps / Wrap-Up
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CR42 integrates accounting information for Purchase Orders and Invoice Reconciliations in Analysis
In process of being implemented for Analysis
MFMP is also upgrading the Analysis Platform
With this upgrade, we are adding additional information into the database, creating a more robust reporting tool
Enhancements include:
- CR 93: FLAIR Encumbrance Data
- CR 96: Contract (MA) Data
- CR 98: Invoice Data
- CR 99: PO Data
- CR 95: FLAIR History Payment Data
- CR 103: VIP Vendor Data
Analysis Upgrade
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Current go-live date: Late July 2010
We’ll be offering WebEx training sessions
Nine sessions over three weeks
July 12-30, Monday/Wednesday/Friday
Registration coming early June
http://dms.myflorida.com/mfmp_upgrades
Analysis Upgrade Training
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Agenda
CRT: 2010 Year End Activities CRT: Analysis Upgrade Update CRT: Denied Requisitions Break CRB: Previous Top Five Priorities CRB: Audit Change Requests / Additional Changes CRB: Contingency Budget Review / Buyer Upgrade Hours CRB: Next Steps / Wrap-Up
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Denied Requisitions can impact Finance & Accounting
A change order is completed on a 1 line requisition to add a second
line to the order, the order is approved and sent to FLAIR and FLAIR
then denies the requisition
The line to be added to the requisition has created an encumbrance
line
In order for MFMP to remove the added line from FLAIR, the
requestor will need to withdraw the requisition
MFMP Requisition Process to FLAIR•Add any new TR 60s
•Process TR 61s
Denied Requisitions
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Agenda
CRT: 2010 Year End Activities CRT: Analysis Upgrade Update CRT: Denied Requisitions Break CRB: Previous Top Five Priorities CRB: Audit Change Requests / Additional Changes CRB: Contingency Budget Review / Buyer Upgrade Hours CRB: Next Steps / Wrap-Up
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We’re taking a brief 15-minute break
We’ll resume with the CRB portion of today’s meeting
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Break
Agenda
CRT: 2010 Year End Activities CRT: Analysis Upgrade Update CRT: Denied Requisitions Break CRB: Previous Top Five Priorities CRB: Audit Change Requests / Additional Changes CRB: Contingency Budget Review / Buyer Upgrade Hours CRB: Next Steps / Wrap-Up
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Recap: Top Five Change Requests At the beginning of the last CRB meeting, these were the top five CRs:
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Change Request Hour Estimate
CR 29: Include Voucher # and SWDN on payment update eForm
50 hours
CR 30: Add Contract ID to the DO 48 hours
CR 41: CFO Received Date 496 hours
CR 53: Buyer Password Reset 700 hours
CR 86: Default the checkbox to be unchecked
40 hours
Total 1,334 hours
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Updated: Top Five Change Requests The group opted to swap CR 86 for CR 114 (formerly 260014) Green/Recycled Reporting
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Change Request Hour Estimate
CR 29: Include Voucher # and SWDN on payment update eForm
50 hours
CR 30: Add Contract ID to the DO 48 hours
CR 41: CFO Received Date 496 hours
CR 53: Buyer Password Reset 700 hours
CR 114: Green / Recycled Reporting 200 hours
Adjusted Total 1,494 hours
Note: This is now a statutory change per House Bill 7243 and must be implemented before September 30, 2011. This ROM estimate was not included in previous hours.
Agenda
CRT: 2010 Year End Activities CRT: Analysis Upgrade Update CRT: Denied Requisitions Break CRB: Previous Top Five Priorities CRB: Audit Change Requests / Additional Changes CRB: Contingency Budget Review / Buyer Upgrade Hours CRB: Next Steps / Wrap-Up
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Enterprise Customer-Driven ROM Estimate
Statutory Change CR 114 ( formerly 260014): Green/Recycled Reporting
200 hours
Audit Findings CR 108: PO Start Date / End Date 40 hours
CR 110: Buyer Password Complexity 360 hours
CR 111: VIP Password Complexity 392 hours
CR 112: Updates to the VIP Change Log Solution 1: 200 hoursSolution 2: 600-800 hours
CRB Requested CR 115: Require Contract # based on MOP 120 hours
Invoice Workgroup Requested
CR 116: Improvements to the Invoice eForm 48 hours
Total Additional CR Hours (not including the CRB top five) 1,160 hours OR1,560-1,760 hours
Additional CRs
Note: This is now a statutory change per House Bill 7243 and must be implemented before September 30, 2011. This ROM estimate was not included in previous hours.
Agenda
CRT: 2010 Year End Activities CRT: Analysis Upgrade Update CRT: Denied Requisitions Break CRB: Previous Top Five Priorities CRB: Audit Change Requests / Additional Changes CRB: Contingency Budget Review / Buyer Upgrade Hours CRB: Next Steps / Wrap-Up
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Recap: Total CR Hours Requested vs. Budgeted
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Change Request Hour Estimate
CRB Top Five CRs-CR 29, 30, 41, 53, 114
1,494 hours
Audit CRs / Additional CRs-CR 108, 110, 111, 112, 115, 116
1,160 – 1,760 hours
Total CR ROM Hours 2,654 – 3,254 hours
Available Hours 750 hours
Enterprise Change Request ROM Estimate
CRB Requested CR 29: Include Voucher # & SWDN on Payment 50 hours
CR 30: Add Contract ID to the DO 48 hours
Invoice Workgroup Requested
CR 116: Improvements to the Invoice eForm 48 hours
Statutory Changes CR 114 ( formerly 260014): Green/Recycled Reporting
200 hours
Audit Findings CR 108: PO Start Date / End Date 40 hours
CR 110: Buyer Password Complexity 360 hours
Total CR Hours 746 hours 29
DMS RecommendationsBased on the 750 hours available and considering anticipated statutory changes and return on
investment, DMS recommends the following:
Agenda
CRT: 2010 Year End Activities CRT: Analysis Upgrade Update CRT: Denied Requisitions Break CRB: Previous Top Five Priorities CRB: Audit Change Requests / Additional Changes CRB: Contingency Budget Review / Buyer Upgrade Hours CRB: Next Steps / Wrap-Up
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Wrap-UpNext Steps: Discussion
Questions / Comments?
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Wrap-Up!
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Team Member E-mail Phone Number
Communications Analyst
[email protected] (850) 294-3080
F&A Process Analyst
[email protected] (850) 294-0739
Operations Manager [email protected] (850) 766-7670
Purchasing Process Analyst
[email protected] (850) 294-0494
Vendor Management Analyst
[email protected] (850) 445-3894
Chief, State Purchasing Operations
[email protected] (850) 488-7809
Wrap-Up
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Contact Us
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