Change Review Board CRB Meeting Thursday March 25

Change Review Board (CRB) Meeting Thursday, March 25, 2010 9: 00 am EDT (888) 808 -6959; 9766976#

Agenda • Welcome/Introduction [ Walt Bikowitz] • CR Update – Prioritize Top Five CRs – Additional CRs • • W-9 Project Update Analysis Upgrade & CRs VBS Enhancements Wrap-Up 3/25/10 CRB Meeting 2

Agenda • Welcome/Introduction • CR Update – Review Top Five CRs – Additional CRs • • W-9 Project Update Analysis Upgrade & CRs VBS Enhancements Wrap-Up 3/25/10 CRB Meeting 3

Update – Top Five Change Requests At the last CRB meeting, the following CRs were ranked as the top five: Change Request Hour Estimate CR 29 Include Voucher # and SWDN on payment update e. Form 50 hours CR 30 Add contract ID to the DO 48 hours CR 41 CFO Received Date 496 hours CR 53 Buyer Password Reset 512 hours CR 86 Default the checkbox to be unchecked 40 hours 3/25/10 CRB Meeting 4

Update – CR 29: Include Voucher # and SWDN on payment update e. Form Ø Current Challenge: When a disbursement is completed directly in FLAIR, the “Paid in FLAIR” checkbox will be marked on the associated Invoice Reconciliation (IR). Users will then utilize the Payment Update e. Form to enter the FLAIR payment details for that disbursement. Currently, users have the ability to enter the Warrant Number and Warrant Date for each payment associated to the IR. Users have requested the ability to update the Voucher Number and Statewide Document Number on the Payment Update e. Form. Ø Proposed Solution: Add the Voucher Number and Statewide Document Number to the Payment Update e. Form. These new fields will not be required on the e. Form. Users will be allowed to enter a value or leave the Voucher Number and Statewide Document Number fields blank. If the user enters a value for these fields, then the value will be updated on the Payment and associated Invoice Reconciliation (IR) accounting objects. Ø Estimated ROM: 50 hours 3/25/10 CRB Meeting 5

Update – CR 30: Add contract ID to the DO Ø Current Challenge: Customers have requested the display of the following on the print view of a Requisition: • Both the State Contract ID and Agency Contract ID • Line item commodity code, commodity description and PUI Currently, only the Agency Contract ID is displayed on the print view. Ø Proposed Solution: Add the above fields to the print view of a Requisition and PO. Ø Estimated ROM: 48 hours 3/25/10 CRB Meeting 6

Update – CR 41: CFO Received Date Current Challenge: Ø Currently, when the DFS calculates an agency’s prompt payment they do not have particular fields available to them from My. Florida. Market. Place (MFMP) (i. e. , the date that the Invoice Reconciliation (IR) is received by the auditor). Ø Instead, they are utilizing a date not provided by MFMP (CFO Received Date) that is captured after the auditors have approved the transaction for payment. Ø This causes the prompt payment report to include the agency’s processing time and the auditor’s processing time as a part of the agency’s 20 -day timeframe for invoices audited in MFMP. 3/25/10 CRB Meeting 7

Update – CR 41: CFO Received Date Proposed Solution: Ø In order to accurately report an agency’s prompt payment percentage for MFMP audited invoices, changes will be made in both MFMP and FLAIR. Ø In MFMP, changes will be made to store a date at the header level of new Invoice Reconciliations (IRs) to reflect the MFMP calculated CFO Received Date. Ø Changes will also be made in MFMP for all disbursement transaction (51 S, 53 S and 70 S) interface transactions so that the “MFMP CFO Received Date” is submitted to DFS for calculation. Ø This “MFMP CFO Received Date” will be entered by the MFMP interface in the “CKDT” (check date) field when submitting a disbursement transaction to FLAIR. Estimated ROM: 496 hours 3/25/10 CRB Meeting 8

Update – CR 53: Buyer Password Reset Ø Current Challenge: Currently, if a buyer forgets his or her MFMP password, the agency system administrator must reset the password utilizing the Password Change e. Form. Agencies are requesting the ability for a buyer to reset his or her password without contacting the agency system administrator. The functionality would be similar to the vendor password reset enhancement. Ø Proposed Solution: MFMP will implement an automated password reset function for buyer customers, similar to the VIP vendor password reset already in place. Ø Estimated ROM: 512 hours 3/25/10 CRB Meeting 9

Update – CR 86: Default the checkbox to unchecked Ø Current Challenge: Currently, when creating a comment on a Requisition, the “include comment/attachment(s) on purchase orders” checkbox is defaulted to checked. . Ø Proposed Solution: Changes will be required to the comment functionality within MFMP to default the “include comment/attachment(s) on purchase orders” to be unchecked when adding a new comment to a Requisition. Ø Estimated ROM: 40 hours 3/25/10 CRB Meeting 10

Issues: • CR 86: Default the checkbox to be unchecked Ø Where is the value added? • CR 53: Buyer Password Reset Ø Implementation will result in an audit finding unless scope is increased up to 30% to provide security measures • Consider alternatives to these two CRs? 3/25/10 CRB Meeting 11

Wrap-Up CR 260014: Green and Recycled Reporting (Charlie Goddard, DEP) Ø Current Challenge: MFMP already has the capability to report in some detail for green or recycled products in catalogs (4, 900 products), but MFMP does not currently have the capability to report on non-catalog green or recycled products (16, 000 products). Ø Proposed Solution: Add a “yes” or “no” indicator for the agency to indicate when they are purchasing a non-catalog green or recycled product. The addition of this change request would only show that a product is green or recycled. For green products, they would be products that are on the DMS “Florida Climate Friendly Product List. ” For recycled products, they may be either found on the “Florida Climate Friendly Product List” or the vendor has certified to the agency that the product has recycled content. However, the amount of recycled content or material would not be tracked and reported in MFMP. 3/25/10 CRB Meeting 12

Wrap-Up CR 260014 CR 35: Edit Capabilities on Master Agreements (David Callaway, DOT) Ø Current Challenge: Currently, there are limited editing capabilities on MAs. Ø Proposed Solution: Changes will be made to the edit functionality for MAs to allow users to edit the following line item fields when changing a MAR: “Full Description”, “Unit of Measure”, “Supplier Part Number” and “Commodity Code. ” Changes will also be made so users can edit the “Release Required” field when changing a MAR and allow users to delete existing line items when changing a MAR. Changes will also be made to copy comments from a MAR to the associated MA once the MAR is fully approved. 3/25/10 CRB Meeting 13

Top Five CRs - Prioritization Wrap-Up • With the upgrade, our plan is to implement the maximum number of CRs • Need CRB input on general approach Enterprise Customer-Driven Statutory Changes CR 29: Include Voucher # & SWDN on Payment Audit Findings CR 30: Add Contract ID to the DO W-9 Form Project CR 41: CFO Received Date Upgrade Requirements CR 53: Buyer Password Reset CR 86: Default Checkbox to be Unchecked 3/25/10 CRB Meeting 14

Agenda • Welcome/Introduction • CR Update – Review Top Five CRs – Additional CRs • • W-9 Project Update [Rachael Lieblick] Analysis Upgrade & CRs VBS Enhancements Wrap-Up 3/25/10 CRB Meeting 15

W-9 Project Information I. - - - Wrap-Up DFS W 9 Web site – W 9 completed prior to vendor registering in MFMP Vendor Information Portal (VIP) A DFS hosted Web site will manage all data pertaining to electronic W 9 s Vendors will leverage the DFS Web site to create and update their company’s W 9 information based upon their Tax. ID (FEIN or SSN) Vendors must log into the DFS W 9 Web site with secure credentials that only members of their organization have access to The MFMP VIP registration system will be modified to display a DFS W 9 status with real-time update for the Tax. ID associated with the VIP registration 3/25/10 CRB Meeting 16

W-9 Project Information Wrap-Up II. DFS W 9 Web site – W 9 completed during VIP vendor registration via punch-out to DFS W 9 Web site A DFS hosted Web site will manage all data pertaining to electronic W 9 s Vendors will leverage the DFS Web site to create and update their company’s W 9 information based upon their Tax. ID (FEIN or SSN) Vendors must log into the DFS W 9 Web site with secure credentials that only members of their organization have access to The MFMP VIP registration system will be modified to display a DFS W 9 status with real-time update for the Tax. ID associated with the VIP registration 3/25/10 CRB Meeting 17

W-9 Project Information Wrap-Up III. MFMP – DFS Batch – W-9 entered in VIP system and then transmitted via nightly batch interface to FLAIR W-9 file - The MFMP VIP registration system will be modified to display W 9 specific fields W 9 information will be sent to FLAIR separate from the existing SWVF interface MFMP vendors will maintain their W 9 within the MFMP VIP system Non-MFMP vendors will maintain their W 9 information via other processes, which may include a DFS W 9 Web site or a manual processing including mail / fax 3/25/10 CRB Meeting 18

Agenda • Welcome/Introduction • CR Update – Review Top Five CRs – Additional CRs • • W-9 Project Update Analysis Upgrade & CRs [Rachael Lieblick] VBS Enhancements Wrap-Up 3/25/10 CRB Meeting 19

Analysis Upgrade • Analysis upgrade design work is underway • The upgrade includes seven requested enhancements: Ø CR 93 - FLAIR Encumbrance Data Ø CR 96 - Contract (MA) Data Ø CR 98 - Invoice Data Ø CR 99 - PO Data Ø CR 95 - FLAIR Payment History Data Ø CR 103 - VIP Vendor Data in Analysis Ø CR 42 - Add Accounting Details to Analysis • Projected go-live of July 2010 3/25/10 CRB Meeting 20

Analysis Upgrade Training Wrap-Up • Web. Ex training – Nine sessions over three weeks – Monday, Wednesday Friday of each week 7/12 – 7/30 • Upgrade Web page on buyer toolkit 3/11/2010 21

Agenda • Welcome/Introduction • CR Update – Review Top Five CRs – Additional CRs • • W-9 Project Update Analysis Upgrade & CRs VBS Enhancements [Eric Swanson] Wrap-Up 3/25/10 CRB Meeting 22

Wrap-Up VBS Enhancements • State Purchasing Operations is investigating making updates to VBS Ø Enhancements to the user interface Ø Enhanced functionality for postings Ø Enhanced reporting and administration functions Ø Enhanced search functions (agency and vendor) • DMS received suggestions from vendors, agencies, and OEUs at the buyer conference • Other suggestions? 3/25/10 CRB Meeting 23

Agenda • Welcome/Introduction • CR Update – Review Top Five CRs – Additional CRs • • W-9 Project Update Analysis Upgrade & CRs VBS Enhancements Wrap-Up 3/25/10 CRB Meeting 24

Wrap-Up! • Questions / Comments? 3/25/10 CRB Meeting 25

Wrap-Up Contact Us Team Member E-mail Phone Number Communications Analyst Amy. Smyth@dms. myflorida. com (850) 294 -3080 F&A Process Analyst Anne. Rabon@dms. myflorida. com (850) 294 -0739 Operations Manager Rachael. Lieblick@dms. myflorida. com (850) 766 -7670 Purchasing Process Kasey. Bickley@dms. myflorida. com Analyst (850) 294 -0494 Vendor Management Analyst (850) 445 -3894 Eric. Swanson@dms. myflorida. com DMS Division of State Purchasing purchasingcustomerservice@dms. myflorida. com http: //dms. myflorida. com/contracts 3/11/2010 (850) 488 -8440 26