System Administrator Training MyFloridaMarketPlace.

System Administrator Training

MyFloridaMarketPlace

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Agenda

System Administrator Responsibilities

Understanding Groups and Roles

Establishing a profile in MFMP

Password changes

Inactivation Procedures

Address Maintenance

Scanning and Attachment Guidelines

Confidential Information

Questions and Answers

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Agenda




Password changes


Address Maintenance




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MFMP Inactivations - This document provides the necessary steps for inactivating the customer in MFMP

Understanding the Management Level – This document outlines the MFMP Management Level structure which correlates to the customer spend authority

MFMP Scanning and File Attachment Guidelines - This document gives guidance for attaching documents, the size of file you can attach, and recommended file types

Confidential Information Purge Request Process - This document explains the process of removing any confidential information from MFMP

Confidential Information Purge Request Form - Form to remove confidential information from MFMP

Sample Confidential Information Policy - This document gives Security Administrators a sample policy on how their agency should handle the monitoring and removal of any confidential information that may have been input in MFMP Page - 5

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Agenda




Password changes


Address Maintenance





In MFMP, all customers are assigned “Groups”. Groups are a collection of permissions that allow the customer to perform their required duties in MFMP. Permissions control the lowest level access to system functions, notifications or operations

Roles may or may not be assigned to a customer. The assignment of a role will depend on that customer’s job functions in MFMP. Roles will be PUI specific and used for routing purposes in workflows

The User Report and Users and Groups reports, located on the secure report website http://myfloridamarketplace.com/reports , will be routinely used by each agency’s System Administrator(s) to ensure profiles are maintained and up to date for their customers

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Groups A group is a collection of

permissions Examples of groups:

Analysis Contract Manager Edit Accounting eQuote Invoicing Purchasing Requester Req Approver System Administrator

Roles Roles will be used for PUI and

statewide routing in workflow processing

Examples of roles are:

Purchasing: 7200: Purchasing Agent 7200: Budget Approver 7200: Purchasing Office

Finance and Accounting: 7200: Exception Handler 7200: Invoice Manager

The MFMP Role Guide, located on the MFMP Toolkit http://dms.myflorida.com/buyertoolkit ,will assist you in understanding the groups and roles to be assigned to your customers

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A Requester might be assigned the following : Requester Group Edit Accounting Group eQuote Group Query Group

With these Groups, the Requester could: Create and Submit a Requisition Edit Accounting fields Access eQuote Initiate change orders Initiate receipts against orders Create and Submit an Invoice eForm Search and copy purchase orders

If this requester will only need to search for their

own requisitions, you will not need to give them the

Query Group.

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Agenda




Password changes


Address Maintenance




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Select Company eForm

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Select ‘User Maintenance’ eForm

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Using a meaningful description may help you in the

future if you archive this job in your

folders.

Based on your agency’s naming convention, enter a title or description of the function you are performing

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Click in the dropdown and select the ‘Add’ function. (Once a profile has already been established and changes are required, you would select Update.) Click Next to

proceed from one page to the next

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Complete the eForm in its entirety.

Note: the Entity automatically populates and should not be changed.

The information that you enter in the name field will populate exactly as written on the customer’s requisitions

Note: if the individual whose profile is being

established will not have a supervisor in

the system, a specific management level and group will have to be

assigned.

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Click the Select links to search for and populate the groups, and PUI specific roles (as appropriate), for your new customer. (Please refer to the MFMP Role Guide for assistance)

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To locate the role(s)• Type in your PUI• Click Search • Locate the role (or roles) • Check the box to the left of the role

When all roles have been selected, click OK

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When selecting groups, all established groups will appear• Scroll down the page • Locate the group (or groups) • Check the box to the left of each group to be assigned

When all groups have been selected, click OK

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The login name will be determined after completing the fields below and is derived from the email address

Verify the roles and groups you have assigned

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Add an attachment as per your agency’s practices

Comments may be added, but are not required

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Although no approvers are required, add them as per your agency’s practice

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Verify the accuracy of your information before you click submit

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Agenda




Password changes


Address Maintenance




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Password Changes

The system does not automatically assign the customer their password. Select ‘Password Change’ to enter a temporary password for your customer. (This is the same process you will follow to reset a password as well)

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Password Changes


Click in the dropdown box and select “Other” to search for your customer’s name

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Password Changes

Enter the customer name or partial name and click the Search button

When the customer’s name returns, click on the Select button

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Password Changes

Once you click Submit, the password has been established. Notify your customer of the temporary password. The customer will be prompted to change the password on their login

Please ensure you provide your customer their username when providing them with their password.

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Agenda




Password changes


Address Maintenance




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There will be occasions where a customer account will need to be inactivated, such as: Customer retires Transfers to another agency Terminated

Before a customer is inactivated or deleted, actions the Security Administrator will need to take in order to successfully transfer responsibilities from one customer to another are: Change their password Print the customer’s queues Add “Inactive” after the customer’s name Change the email address to the customer who will be given delegation of

approval authority Verify the customer is not listed as the supervisor for others Remove all roles and groups (with the exception of the Buyer Group) Delegate the customer’s approval authority

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After completing the steps above, you can inactivate the customer account by using the User Maintenance eForm and selecting the maintenance mode of ‘Delete’

If the customer acted as an approver only in the system, account deletion WILL be possible

If the customer created a requisition ‘On Behalf Of’ another customer, the system will NOT allow you to delete their account (see the attached page for a list of those statuses)

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A customer account can only be deleted if a request is NOT in one of the following statuses: Composing Submitted Approved Ordering Ordered Canceling Receiving

For complete step-by-step instructions, follow the MFMP Inactivations Job Aid found on the Toolkit http://dms.myflorida.com/buyertoolkit

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Agenda




Password changes


Address Maintenance




Address Maintenance

If a new or modified Ship To and/or Bill To address is needed, the Security Administrator will handle this function. Agencies may, and often will, have multiple Ship To and Bill To locations

The requester’s Ship To and Bill To address automatically populate on the purchase requisition/ purchase order based on the information in the customer’s profile. The requester can change this information by selecting a different Ship To and Bill To address for their agency, as directed by their agency policy

As locations change they can be modified or deleted as appropriate

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Address Maintenance

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Select ‘Address Change’ eForm

Address Maintenance

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Select the ‘Add’ function. (Once an address has already been established and changes are required, you would select ‘Update’)

Click Next to proceed through the pages

Address Maintenance

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Complete the form in it’s entirety

Note: Even if the Ship To Address and the Bill To Address are going to be the same, two separate address maintenance eForms must be completed and submitted Enter in a comment, or add an

attachment, as per your agency’s practices

Address Maintenance

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Verify the accuracy of your information before you click submit

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Agenda




Password changes


Address Maintenance




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Scanning and Attachments Guidelines

MFMP is designed to support the storage of necessary but not exhaustive purchase order, contract and invoice documentation in conformance with established guidelines. Each attachment on a MFMP transaction cannot exceed 4 megabytes in size

Recommended File Types for MFMP include: .bmp – Bitmap Image.doc .doc - MS Word .fdf – Adobe Acrobat Forms Document. .csv – MS Excel Comma Separated Values File .rft – Rich Text Format .xls – MS Excel Worksheet .pcx – PCX Image Document .tif – TIF Image Document .wri – Write Document

Refer to the MFMP Scanning and File Attachment Guidelines document found on the MFMP Toolkit http://dms.myflorida.com/buyertoolkit for additional information

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Agenda




Password changes


Address Maintenance




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Confidential Information that is directly related to an individual is prohibited from being included in MFMP. This includes information included in the comments field, line item description as well as attachments. Including such information in MFMP may violate F.S. 119.071 as well as comparable federal regulations relating to confidentiality such as the Health Insurance Portability and Accountability Act (HIPAA)

Agency specific questions about confidential information should be directed to their agency’s HIPAA compliance officer or General Counsel’s Office

It is the agency’s responsibility to redact this information prior to posting it to MFMP. Workflow approvals that are included in MFMP offer the opportunity for multiple customers to identify and take action against a transaction that includes confidential information, including initiating the Confidential Information Purge Request process. The form and process are posted on the MFMP toolkit http://dms.myflorida.com/buyertoolkit under Job Aids


Examples of confidential information include, but are not limited to, the following items: Names All elements of dates (except year) directly related to an individual,

including birth date, admission date, discharge date, and date of death Telephone numbers Electronic mail addresses Social security numbers Medical record numbers Health plan beneficiary numbers Account numbers Certificate/license numbers All geographic subdivisions smaller than a state, including street

addresses, city, county and zip codes

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Confidential Information Policy: Each agency is to submit a policy stating no confidential information will be

input in MFMP

The policy will state how the agency will monitor for confidential information that may be input

Each policy will have a training plan which includes how to train customers not to put in confidential information

Each agency will have a security officer who is responsible for their agency’s policy

There is a sample policy (Sample Confidential Information Policy) posted on the MFMP toolkit http://dms.myflorida.com/buyertoolkit under Job Aids for agencies to use as an example

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MFMP can assist you in following your agency’s confidential information policy by providing you with reports that search invoices, invoice eForms and purchase orders for predefined commodity codes thought to be most likely to contain confidential data/information

These reports are available on the secure website at:

http://myfloridamarketplace.com/reports PR_Audit_by_Commodity_Code Invoice_Attachments_by_CCode Invoice_Eform_Attachments_by_CCode

A description of these reports are available in the MFMP Reporting Job Aid posted on the Toolkit at: http://dms.myflorida.com/buyertoolkit

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Agenda




Password changes


Address Maintenance




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Thank you for your attendance!

Please contact the MFMP team with any questions you have:

Customer Service Desk:

by email: [email protected], or;

by phone: 1-866-FLA-EPRO (1-866-352-3776)

Buyer Process Improvement:

Kasey Bickley: [email protected]

Anne Rabon: [email protected]

Contact Us

System Administrator Training MyFloridaMarketPlace.

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Transcript of System Administrator Training MyFloridaMarketPlace.