MyFloridaMarketPlace

MyFloridaMarketPlace

MyFloridaMarketPlace Change Review Board (CRB)

February 11, 2009, 9:00 amThe toll free number is: (888) 808-6959Conference Code: 4888366

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Agenda

Welcome / Introduction

OPPAGA Report- MFMP Next Generation

Recent Enhancement: Vendor Username / Password Reset Functionality

Update on Change Request #36: (Making the Direct Order Number the same as the Encumbrance Number)

Update on SPURS Line Item Detail

SPURS Update: Revoking access to add confidential vendors

Wrap-Up!

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Agenda







Wrap-Up!

BCPI Recommendations

BCPI Recommendations that could impact Change Requests:

Renew for two years and renegotiate the MFMP contract to improve payment terms

Use some of the revenue fees collected to annually replenish the Contingency Budget (funds from which system improvements are paid)

Option 1: Renegotiate in September 2010 prior to November 2010 contract expiration

Option 2: Re-compete the contract for post 2012


Reduce the number of Ariba application developers except during an upgrade

Reduce the number of CSD staff

BCPI recommends that agency shadow systems should be reviewed and that DMS should work with all customer agencies to understand and address agency workarounds to MFMP


BCPI also recommends system upgrades should be scheduled on a regularly recurring basis Minor system releases every six to twelve months for approved

change requests Major system upgrades every other year

Several recommendations address program governance (AEIT role, change management program, policies and legislation)

Two recommendations address documenting Ariba customizations and reviewing them to see if business processes can be changed to undo some of those BCPI’s perspective - too many customizations

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Agenda







Wrap-Up!

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Vendor Username / Password Reset

Step 1: Click the ‘Forgot Your Password’ link

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Step 2: The vendor is prompted to enter the vendor’s Username or Tax ID, and to select an email address which will receive the password reset information

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Step 3: If the vendor enters a Tax ID, and there are multiple registrations in MFMP for that Tax ID, then the screen will re-display with a list of registrations

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Step 4: Once the ‘Submit Form’ button is clicked, the vendor is taken to a ‘Password Reset Request Success!’ screen

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A ‘Password Reset Instructions’ email is generated and sent to the selected email address. The ‘Password Reset Instructions’ email contains a personalized link which allows the vendor to access a new screen to enter a new password

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If the vendor selected an ‘Other Contact Email,’ a separate notification email is sent to the Main Contact

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When the vendor clicks the link in the email message, it will prompt the ‘Reset Password’ screen, to create a new password

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The MFMP system will send a ‘Password Reset Notification’ confirmation email to the selected contact

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If an ‘Other Contact’ was selected, an email is also sent to the Main Contact

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Agenda







Wrap-Up!

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Update on Change Request #36

Description: Make the encumbrance number the direct order (DO) number

Current Challenge: Currently, the system assigns an encumbrance number just before an encumbered requisition is sent to FLAIR. Once the requisition is fully approved, a direct order (DO) number is assigned. As a result, there are two identifiers for an encumbered requisition and order: (1) a DO number or MA number and (2) an encumbrance number

Proposed Solution: Encumbrance numbers are required to be six characters. Once this change request is implemented, the first encumbrance number assigned must be greater than the last DO number assigned (that is currently expected to be greater than 800000) so that DO numbers will not be duplicated. Once the encumbrance number reaches 999999, alpha characters will be assigned (for example: A00000, A00001, A00002, ….).

When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number

Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers

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Update on Change Request #36

Design document approved by the Design Team:

Department of Elder Affairs (requesting agency) Department of Health Department of Environmental Protection Department of Juvenile Justice MFMP DMS Team

Testing for the enhancement will be scheduled for mid-February

We are on target for implementation before the end of March

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Agenda







Wrap-Up!

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SPURSView is the public portal and vendors often use SPURSView to view Direct Order information

Currently, MFMP does not send the line item description information to DMS to display in SPURSView

As part of the SPURS Sunset activities, adding the Purchase Order Line

Item Information to SPURSView is being considered

A rough order of magnitude has been completed and would result in an approximate cost of 55 hours

If / When implemented, this change request will not be retroactive

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Agenda







Wrap-Up!

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Officially sunset SPURS purchasing functions

DMS-MFMP and DMS CITS removed agency ability to add confidential vendors to FLAIR via SPURS

As of January 30, 2009, Vendor Add (VA) and Vendor Change (VC) permissions were removed from all SPURS users Current SPURS users will retain Purchasing Card add access (PK)

All SPURS users with expired passwords were deleted on January 30

Agencies are asked to transition (add/move) all confidential vendors from SPURS to the FLAIR Vendor Client (VC) file by April 1,2009 After April 1, 2009 all confidential vendors will be purged from SPURS

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Agenda







Wrap-Up!

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Wrap Up!

Any Questions?

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Documents

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