MyFloridaMarketPlace Roundtable
June 24, 2003
MyFloridaMarketPlace
2
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.)
Update on Vendor Communications / Self-Reporting Process
(9:10 a.m. – 9:30 a.m.)
Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.)
Break (10:00 a.m. – 10:10 a.m.)
Receiving Demo (10:10 a.m. – 10:50 a.m.)
Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)
3
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.)
Update on Vendor Communications / Self-Reporting Process
(9:10 a.m. – 9:30 a.m.)
Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.)
Break (10:00 a.m. – 10:10 a.m.)
Receiving Demo (10:10 a.m. – 10:50 a.m.)
Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)
4
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Fee Reporting for MyFloridaMarketPlaceFee Reporting for MyFloridaMarketPlace
Per Rule 60A-1.031, beginning July 1, 2003, all MyFloridaMarketPlace sales and associated fees shall, on a monthly basis, be reported on PUR form 3776. Fees and form should be mailed to:
MyFloridaMarketPlace
P.O. Box 5497
Tallahassee, FL 32314-5497
5
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Fee Reporting for MyFloridaMarketPlace Fee Reporting for MyFloridaMarketPlace
Automatic deduction of eligible transaction fees from invoices paid
through MyFloridaMarketPlace will not occur until available in new
FLAIR system (estimated July 1, 2005)
Starting 7/1/03, vendors will be required to self-report all transaction
fees on a monthly basis using Form PUR 3776
We will be moving to billing and collection, however, it will not be
available until 10/01/03 at the earliest
Even then, transactions that are made with users who are not yet on the
system will need to be self-reported
6
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Fee Reporting for MyFloridaMarketPlace Fee Reporting for MyFloridaMarketPlace
State Term Contract Vendor Communication sent on Friday, June 20th
Sent to all State Term Contract vendors
Provided a copy of PUR form 3776
Provided detailed instructions for completing form
Provided support information (Customer Service Center phone number and e-mail
address)
A communication is being sent to system registered vendors and GVIS attendees
the week of June 23rd
7
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.)
Update on Vendor Communications / Self-Reporting Process
(9:10 a.m. – 9:30 a.m.)
Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.)
Break (10:00 a.m. – 10:10 a.m.)
Receiving Demo (10:10 a.m. – 10:50 a.m.)
Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)
8
Transaction Fee ExemptionTransaction Fee ExemptionProcess – 60A-1.032(1)Process – 60A-1.032(1)
Transaction Fee Exemption Process60A-1.032(1)
Cus
tom
erS
ervi
ce D
esk
Age
ncy
PurchasingAgent
PurchasingAgent
Agency submitstransaction fee
exemption form toCustomer Service
Desk via email
Agency completestransaction feeexemption form
including justification
MyFloridaMarketPlace
Customer Service Deskupdates
MyFloridaMarketPlacewith exemption request
Customer ServiceDesk notifies agency
via email uponcompletion of
exemption requestCustomer Service Desk
Personnel
9
Transaction Fee ExemptionTransaction Fee ExemptionProcess – 60A-1.032(1)Process – 60A-1.032(1)
Agencies may request a transaction fee exemption per 60A-1.032(1). The
steps to be completed are summarized below:
1. The Agency will complete a form summarizing the exemption request.
2. The Agency will submit the exemption form to the Customer Service
Desk at [email protected].
3. The Customer Service Desk will flag the purchase agreement in
MyFloridaMarketPlace as exempt from the transaction fee within 24
hours of notification.
4. The Customer Service Desk will contact the requesting Agency upon
completion of the transaction exemption.
Note: Forms will be available on MyFloridaMarketPlace
10
Transaction Fee ExemptionTransaction Fee Exemption Process- 60A-1.032(2) Process- 60A-1.032(2)
Transaction Fee Exemption Process60A-1.032(2)
Age
ncy
Hea
dor
De
sign
ee
Sta
teP
urch
asin
gD
irect
or
Cus
tom
erS
ervi
ce D
esk
Age
ncy
Customer Service Deskupdates
MyFloridaMarketPlacewith exemption request
MyFloridaMarketPlace
Customer ServiceDesk notifies agency
via email uponcompletion of
exemption request
PurchasingAgent
PurchasingAgent
Agency submitstransaction fee
exemption form toAgency Head or
designee forreview
Customer Service DeskPersonnel
Agencycompletes
transaction feeexemption form
includingjustification
Agency Head orDesignee
State PurchasingDirector
Agency Head ordesignee reviews
exemption request andforwards request via
email to the StatePurchasing Director for
consideration
State PurchasingDirector reviews and
responds to anagency’s request within
14 days
If the exemption isgranted, the State
Purchasing Director willsubmit the form to the
Customer Service Deskvia email State Purchasing
Director
11
Transaction Fee ExemptionTransaction Fee Exemption Process- 60A-1.032(2) Process- 60A-1.032(2)
Agencies may request a transaction fee exemption per 60A-1.032(2). The steps
to be completed are summarized below:
1. The Agency will complete a form summarizing the exemption request
including justification.
2. The Agency’s head or designee will submit the form for consideration via
email to the State Purchasing Director at [email protected].
3. The State Purchasing Director will respond within 14 days either granting,
denying, or requesting additional information regarding the exemption
request.
4. If the exemption is granted, DMS will forward the form via email to the
Customer Service Desk at [email protected].
Note: Forms will be available on MyFloridaMarketPlace
12
Transaction Fee Transaction Fee Exemption ProcessExemption Process
5. The Customer Service Desk will flag the purchase agreement in
MyFloridaMarketPlace as exempt from the transaction fee within 24 hours
of notification.
6. The Customer Service Desk will contact the requesting Agency and the
State Purchasing Director upon completion of the transaction exemption.
13
Vendor Registration Vendor Registration Exemption ProcessExemption Process
Vendor Registration Exemption Process Flow
Age
ncy
Cus
tom
erS
ervi
ce D
esk
Ven
dor
Vendor Contact
PurchasingAgent
MyFloridaMarketPlace
Agency gatherskey vendor
registration datafrom vendor
Agency submitsvendor registrationform to Customer
Service DeskPurchasing
Agent
Customer Service Deskregisters vendor in
MyFloridaMarketPlace
Customer ServiceDesk notifies agency
via email uponcompletion of vendor
registrationCustomer Service Desk
Personnel
14
Vendor Registration Vendor Registration Exemption ProcessExemption Process
In the event a vendor is not willing to register, the following steps will be
followed:
1. The Agency will gather the key vendor registration data and complete the
registration form.
2. The Agency will submit the registration form to the Customer Service Desk
via email at [email protected]
3. The Customer Service Desk will register the vendor within
MyFloridaMarketPlace within 24 hours of notification.
4. The Customer Service Desk will contact the requesting Agency via email
upon completion of the registration.
Note: Forms will be available on MyFloridaMarketPlace
15
Vendor Registration Vendor Registration Exemption ProcessExemption Process
Data Element Values Vendor InformationBusiness Name - Short ABC Janitorial SuppliesDoes Business As ABC Janitorial SuppliesLegal Name on 1099 ABC Janitorial SuppliesTax ID Type SSN, FEIN, Other FEINTax ID 123456789Sequence NumberPIN NumberMain Contact First Name AnnMain Contact Last Name SmithMain Contact Title Vice PresidentMain Contact Email [email protected] Contact Phone (850)555-5555Main Contact Fax Number (850)555-3333Business DesignationDate Incorporated MM-DD-YYYY 1/1/2001State in which incorporated FLPrimary Place of BusinessCurrent Minority Code ALocation Name ABC Janitorial Supplies - Tallahassee Order From Address Line 1 123 Main StreetOrder From Address Line 2 Suite 600Order From Address Line 3Order From City TallahasseeOrder From State FLOrder From County LeonOrder From Zip/Postal 32301Order From Country USOrder From Contact First Name Jim Order From Contact Last Name BrownOrder From Contact Title Sales ManagerOrder From Contact Email [email protected] From Contact Phone (850)555-1111Order From Contact Fax Number (850)555-2222Preferred Purchase Order Method FaxPcard Acceptance Level 1 1
SAMPLE
16
Vendor Registration Vendor Registration Exemption ProcessExemption Process
Upon completion of the registration by the Customer Service
Desk, the agency will be able to:
1. Issue payments to the vendor via FLAIR. The vendor record will
be passed from MyFloridaMarketPlace to SPURS to FLAIR.
2. Issue purchase order to the vendor
17
Vendor Registration Vendor Registration Exemption ProcessExemption Process
Upon completion of the registration by the Customer Service
Desk, the vendor will NOT be able to:
1. Respond to solicitations issued through MyFloridaMarketPlace
2. Respond to requests for electronic quotes through
MyFloridaMarketPlace
3. Manage their vendor profile through MyFloridaMarketPlace
4. Complete CMBE certification process
18
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.)
Update on Vendor Communications / Self-Reporting Process
(9:10 a.m. – 9:30 a.m.)
Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.)
Break (10:00 a.m. – 10:10 a.m.)
Receiving Demo (10:10 a.m. – 10:50 a.m.)
Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)
19
MyFloridaMarketPlace supports a number of different functions including:
– Vendor Registration – Allows vendors to register and maintain their vendor information in the system. The vendor may also register for CMBE certification within the Vendor Registration System
– Requisitioning – Online creation of requisition from an online catalog or contract. Supports submitting electronic quotes to vendors and allowing vendors to respond to the quote online.
– Contract tracking – Online tracking of contracts including available balance, contract term, contract pricing, etc.
MyFloridaMarketPlace System OverviewMyFloridaMarketPlace System Overview
20
MyFloridaMarketPlace System Overview MyFloridaMarketPlace System Overview (cont.)(cont.)
– Invoice reconciliation – Online matching of invoice, purchase order, receipt, and/or contract. The discrepancies will be identified and routed to the agency for review
– Reporting – Customized reporting capabilities providing the agencies with spend visibility, contract compliance, etc.
– Bidding – Online submission of solicitations to vendors. Vendors will respond to their bids online and the agency may evaluate the responses online as well.
21
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.)
Update on Vendor Communications / Self-Reporting Process
(9:10 a.m. – 9:30 a.m.)
Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.)
Break (10:00 a.m. – 10:10 a.m.)
Receiving Demo (10:10 a.m. – 10:50 a.m.)
Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)
22
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Comments on P-Card MemoComments on P-Card Memo
“What I am concerned about is the very low dollar limit excluded in item 1, referencing Section (3)(b) which allows an agency to do business with an unregistered vendor. The dollar limit selected by DMS is $250 on purchases made with an unregistered vendor on the Internet for non-contracted items. I am okay with the theory just not the dollar amount. I believe a more reasonable and realistic amount to be $2500 (agencies may choose to be more restrictive if that fits their model of current operation).
We have no method to prevent these transactions from happening when the card is used. I am concerned that we will be bogged down with unproductive audit reviews for very low dollar amounts. Defeating any economy otherwise gained from using the card and eprocurement.”
23
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Comments on P-Card MemoComments on P-Card Memo
“On the question of Internet. What constitutes an Internet purchase to satisfy the directive concerning P-cards? Merriam-Webster: Internet - an electronic communications network that connects computer networks and organizational computer facilities around the world. This would seem to imply any electronic communications method via a network would satisfy P-Card purchases via the Internet. Is this correct?”
24
Next Meeting: Time / LocationNext Meeting: Time / Location
July 1st
9:00 a.m. – 11:00 a.m.
Carr Building, Room 170
Beginning with the July 9th Roundtable, we will begin to meet on Wednesday mornings from 9 a.m.- 11 a.m.