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

5/18/10 CRT-CRB Meeting 2

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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Agenda

5/18/10 CRT-CRB Meeting

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


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


Year End: Certified Forward


Year End: Certified Forward Manual Process Overview


Year End: Payables Process Overview


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


Year End: Release Encumbrance eForm Process Overview


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


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

http://dms-purchasing-ftp.state.fl.us/xx00/

http://dms.myflorida.com/mfmp_reporting

http://dms.myflorida.com/mfmp_jobaids


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



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



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


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Agenda


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

Page - 165/18/10 CRT-CRB Meeting

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

Page - 175/18/10 CRT-CRB Meeting

Agenda


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Agenda


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


Agenda


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Agenda


We’re taking a brief 15-minute break

We’ll resume with the CRB portion of today’s meeting


Break

Agenda


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Agenda


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Recap: Top Five Change Requests At the beginning of the last CRB meeting, these were the top five CRs:


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



CR 29: Include Voucher # and SWDN on payment update eForm

50 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


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Agenda



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


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Agenda


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Recap: Total CR Hours Requested vs. Budgeted



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


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


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Agenda


Wrap-UpNext Steps: Discussion

Questions / Comments?

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Wrap-Up!


Team Member E-mail Phone Number

Communications Analyst

[email protected] (850) 294-3080

F&A Process Analyst


Operations Manager [email protected] (850) 766-7670

Purchasing Process Analyst


Vendor Management Analyst


Chief, State Purchasing Operations


Wrap-Up

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Contact Us


Documents

Customer Roundtable (CRT) and Change Review Board (CRB) Meeting Tuesday, May 18, 2010 1:00 pm EDT