MyFloridaMarketPlace

Purchasing DirectorMyFloridaMarketPlace Update

March 15, 2007

Page 2

MFMP 2.0 Upgrade Status

Plan Design

Accomplishments In progress Upcoming Development of 7.1

customizations Review of 8.2 test conditions System Test Pass 1 - 3 Workflow analysis Change Request evaluation Final upgrade scope Design of groups & roles Reporting assessment CR Designs/Development Go Decision – 1/19 & 3/01 UAT Training SA Training UAT Resolution & Retest Implementation Dress

Rehearsal

o Agency Training o Performance Testing/Tuningo Implementation planning

Go/No go decision for April 02 3/29/07

Requester Training MFMP 2.0 go-live dress

rehearsal (3/19) MFMP 2.0 cutover weekend

(3/30-4/2)

Test

Technical Infrastructure

Build Train4/2/07

Deploy

Page 3

MFMP 2.0 Upgrade – Plan Dates

ID Task Name Start FinishMar 2007Feb 2007 Apr 2007

2/11 4/12/25 4/83/253/182/18 3/11

1 2/16/20072/12/2007System Admin Training

2 3/16/20072/12/2007MFMP 2.0 Training (Agency Day training)

3 2/12/20072/12/2007UAT Training 1

2/14/20072/14/2007UAT Training 2

2/21/20072/19/2007

UAT Cycle 1

2/28/20072/27/2007UAT Cycle 2

3/29/20073/19/2007Requestor Training

3/30/20073/29/2007MFMP Cut-over

5

15

14

12

8

7

6 2/16/20072/16/2007UAT Training 3

3/4

4/2/20074/2/2007MFMP 2.0

9 3/1/20073/1/2007Go/No go #2 (UAT, Taining)

13 3/29/20073/29/2007Go/No go #3 (Final UAT, Performance, Conversion)

100%

85%

100%

100%

100%

100%

100%

100%

0%

0%

0%

0%

% Complete

10 100%3/9/20073/5/2007MFMP 2.0 Dress Rehearsal 1

11 0%3/21/20073/19/2007MFMP 2.0 Dress Rehearsal 2

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MFMP Upgrade Status:MFMP 2.0 Training

MFMP 2.0 Training System Administration & User Acceptance Training Complete

59 System Administrators trained from 27 agencies 26 testers trained from all CRB agencies

Agency training 25 of 27 agencies trained (93%) Over 880 people trained

Requester training overview Locations

• Tallahassee• Tampa• Ft. Lauderdale• Miami• Orlando• Jacksonville

1400 + Registered for training Target audience

• Infrequent user• Requester specific

Registration process • Web site registration – closed 3/14/07• Confirmations are posted on the website or you may contact the project team at

myfloridamarketplace@myflorida.com

Page 5

MFMP Upgrade Status:Final Testing Summary

System Testing 3 separate passes of internal project team tests were completed For all 3 passes, 2,935 test conditions were complete 97% of all conditions executed with no outstanding issues by the end of system

testing Total outstanding system issues less than 50% of allowable (38 existed, 80 allowed) No show stopper issues were present at end of system testing Over 350 issues resolved

UAT Status All 12 Change Review Board agencies and 33 testers supported and confirmed

acceptance testing Acceptance Testers identified 55 potential issues for investigation with 26 requiring a

fix or process change All specific test exit criteria achieved (see next slide)

Page 6

MFMP 2.0 Acceptance Testing Exit Criteria

ID Criteria Description Complete?

1

Successful Execution Of Test Conditions for Modified Groups/Roles/ Permissions

Review of available functionality and workflow based on newly defined user security structure through system administrator training and acceptance

√

2 Resolve and Close all Blocker and Major Issues identified in UAT

Zero (0) remaining Blocker and Major issues outstanding √

3 No more than 30 open moderate issues remaining with a corrective action plan for completion

12 total remaining Moderate issues with 7 of the issues forwarded to Ariba for resolution √

4 No more than 50 open minor issues with a corrective action plan for completion

17 total remaining Minor issues with 6 of the issues forwarded to Ariba for resolution. √

5 Obtain confirmation from Acceptance Testers (CRB Agency)

13 of 13 Acceptance Testing confirmations received. √

6 Obtain UAT sign-off from MFMP Project Director

Project Director received positive recommendation to accept the upgrade. √

Page 7

MFMP 2.0 Performance Testing Summary

Performance Testing Overview of the process

Using testing tools to simulate heavy load in production Targeting results based on the last year activity and specifically

FY06 Year End Testing on production hardware Executing between 2/19/07 - 3/29/07 Extensive test routines

• 8 different test objectives• Multiple tests per objective

Success Criteria 2 seconds or less for average screen to screen response time

for common transactions during peak load In 1 hour, complete 200 Purchase Orders and 190 Invoice

Reconciliations

Page 8

MFMP 2.0 Implementation Planning

MFMP 2.0 implementation planning Go/No go criteria

1/19: Are we aligned with the Aspire schedule? = Go 3/1 – Did we have a successful System Test and UAT? = Go 3/29 – Were performance test and conversion dress rehearsals

acceptable and are the remaining issues acceptable? Communications

Starting 2/23 - weekly communications to all users regarding MFMP 2.0 Upgrade Status during the conversion weekend will be provided via a

recorded message at 1-866-352-3776• This number will only provide a general status, e.g., “MFMP

upgrade implementation is in progress. MFMP 2.0 will be available Monday, 4/2”

• On 3/30/07, Buyer Help will be closed. Please direct inquiries to your MFMP DMS Liaison.

MFMP Customer Service Desk will offer extended support hours 4/2-4/6 from 7:00 AM to 7:00 PM

Overview of migration weekend System down at 6:00 PM Thursday, 3/29/07 MFMP 2.0 available 7:00 AM Monday, 4/2/07

Page 9

Are you ready for MFMP 2.0?

Agency Readiness Review Distributed to all agencies 2/20 Posted to the MFMP 2.0 web site in the deployment section (

http://dms.myflorida.com/mfmp2) Extremely important to review the Readiness Checklists now and

not after the fact 3 key sections to the Readiness Review (covered on following

screens): Section 1: Communications/Training Section 2: Functional Considerations Section 3: Verification Steps

Page 10

Are you ready for MFMP 2.0 (cont’d)?

Section 1: Communications/Training Are communications in place for agency MFMP users?

Communication, communication, and more communication Does your agency know about the upgrade? What do you know about the upgrade? Do you know how the upgrade impacts your daily job? How do you communicate or have you communicated the upgrade? What can the project team do differently?

At a minimum, have the changes in MFMP 2.0 been communicated? There is extensive material covering the upgrade on the MFMP 2.0 Training web

site (http://dms.myflorida.com/mfmp2training) The team is training 27 of 28 agencies plus requester training

Are the agency System Administrators trained and ready? Extensive changes with groups and roles

Is a central point of contact identified to handle questions? Expect a large amount of “help” calls

Have the key purchasing, finance & accounting, and requesters practiced in the Learning environment?

This will make the transition easier with some of the new features

Indicates critical success factors for agency readiness

Page 11

Are you ready for MFMP 2.0 (cont’d)?

Section 2: Functional Considerations Do you understand the positive impact of Change Request 3 – (PO Balance/Payment

History tracking)? Only orders created (“Ordered”) after upgrade can take advantage of the change

request Using “Hold until” (“Delay Purchase until”) and setting a date subsequent to the

upgrade may help you Fully approved requisitions using a “Delay purchase until” with a date after the

upgrade will incorporate the change request. Review the changes with the “Hold until” (“Delay purchase until”) change request

After April 2, will be able to withdraw and edit requisitions at FLAIR Integration Do you have any User Maintenance in “Composing”?

Strongly recommend to complete all “Composing” work System Administrators must review and confirm the role/group crosswalk for their agency

by 3/16. Clean up work not completed – Goal is to have nothing in an “-ing” status

Complete or delete Purchase Requisitions in “Composing” (emails sent 2/28 & 3/9) - Clean up IR in “Reconciling” by paying the IR or rejecting as applicable Complete items in the Invoice Administrator Queue received each Monday…this

process will be eliminated with the upgrade with Change Request 25 Clean up the “Approve” folder by deleting, archiving or creating personal folders and

moving the items

Indicates critical success factors for agency readiness

Page 12

Are you ready for MFMP 2.0 (cont’d)?

Section 3: Verification Steps Review recent user report and inactivate user logins for those

people no longer with the agency (Review the User Inactivation Process on the tool kit)

On 3/29/07 all users should annotate or print off all work in progress Requesters: print of the list from all pages for requisitions in

Submitted status (use Print Screen function to capture the list and put it in a document or send it directly to a printer)

Approvers: under Approval menu, choose “needs approval” and print requests pending your approval

Exception handlers and Invoice Manager: under the “Reconcile” menu click the invoices link and print all pages

Indicates critical success factors for agency readiness

Page 13

The Back up plan – Our Plan B!

Back up planning is the right thing to do! Only if necessary, we have an alternate go-live date for MFMP 2.0

4/9/2007 Same transition weekend approach applies – MFMP will not be

available on Friday 4/6 while we upgrade the system. MFMP 2.0 will be available on Monday 4/9/07.

Only if necessary, we will take up to an extra day to convert the existing data into the MFMP 2.0 environment (e.g., include Monday, 4/2 as a non-operational day and go-live on

4/3) What is an alternate launch date after the fiscal year?

Initial input = October We will address only if required

Page 14

Key MFMP 2.0 Dates

March 16th is the target for all Agencies to review and confirm the group-to-role crosswalk

Analysis will be down for a four week period after MFMP 2.0 goes live and is targeted to be available again on April 30th

Report Requests and other data updates (ODU) are currently on hold, and will resume in May, 2007. If you have questions or concerns about report requests or ODU, please contact your MFMP DMS Liaison

4/2 – 4/9: first week of MFMP 2.0 operations, please encourage your agency folks to resist logging in as a curious bystander. We would like to focus the first week to a normal level of activity. Everyone is encouraged to use the MFMP 2.0 Learning site at: https://learning.myfloridamarketplace/Buyer/Main

12 business days until MFMP 2.0

Page 15

MFMP 2.0 Upgrade Interesting Facts

The upgrade project team included 44 people plus the 12+ Change Review Board member and the 28 acceptance testers

The 44 people put in 19,820 hours of work to date More than 2,000 roles were condensed and standardized into 32

groups in the upgrade – this means less administrative work for all Over 400 system issues were found and more than 375 have been

corrected The total number of MFMP users trained directly by the project team

(forecasted to be more than 2,000) is double the number trained for the initial go-live

Over two-thirds of the agencies have shown more than 40% decrease in the number of requisitions removed from composing status since Jan. 2007

27 of 28 agencies participated in System Admin training and Agency Training

12 business days until MFMP 2.0!