MyFloridaMarketPlace Vendor MeetingsOctober 15, 2009: “Overview and Introduction to VIP”12:00 noon – 1:00 p.m. EDT
The toll free number is: (888) 808-6959Conference Code: 9766076#
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MyFloridaMarketPlace (MFMP) Overview
What’s New? (Overview of VIP functionality)
• What does “VIP” mean?
• “New and Improved” Functionality for Florida’s Vendors
Navigating the areas in VIP:
• Vendor Registration / Account Maintenance
• Billing and Collections
• Performance Tracking
When does VIP launch?
Where can I learn more?
Today’s Agenda
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Overview
MFMP Overview
MyFloridaMarketPlace (MFMP) is the State of Florida’s online electronic procurement system, the single e-commerce conduit between state agency buyers and vendors to conduct public purchasing on a daily basis
MFMP prides itself on public and private partnerships; its award winning technology applications create easier and faster transactions for both buyers and vendors • Excellence in IT Leadership Award from IT Florida• Excellence in Public Service Leadership from IT Florida• Honorable Mention given by the National Institute of Governmental
Purchasing• Achievement for Excellence in Procurement (2004, 2005, 2006, 2007,
2008, 2009)• ComputerWorld Laureate 2008
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Overview
MFMP Vendor Benefits
Equal access for small-, disabled-veteran, women- and minority-owned businesses
Electronic Invoicing (eInvoicing)
One stop registration that enables a vendor to receive all executive state agency bids for any selected commodity code
24/7 access to more bid opportunities and information
Vendor Bid System (VBS) Sourcing eQuote
Improved quality and accuracy of interactions with the state
Customer service support available to provide real time assistance
Green catalog and product listing options
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Overview
Importance of Keeping Your Account Up-to-Date
MFMP uses the information in vendor registration accounts to communicate opportunities / information to vendors
Facilitates timely payment
Facilitates timely delivery of purchase orders (PO)
MFMP allows vendors to update account information at their convenience (https://vendor.myfloridamarketplace.com)
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Overview
MFMP Vendor Registration
Example #1: Outdated Vendor Information
MFMP uses vendor information to communicate opportunities and information to vendors. When vendor information is not current, the following may happen:
If the remit to address is not updated in the Vendor Registration account: • Payments from Buyer customers (state agencies) could be mailed
to the incorrect location• Possible delayed delivery or even undeliverable Purchase Orders
(POs)
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Overview
MFMP Vendor Registration
Example #2: Outdated Vendor Information
When goods / services are added to a business, commodity codes should also be updated on the vendor account(s). If commodity codes are not updated, the following may happen:
• Missed quotes or solicitation opportunities • Receive quotes or solicitations for goods / services no longer
provided
Remember: MFMP enables vendors to update account information at their convenience (https://vendor.myfloridamarketplace.com)all day, everyday!
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Overview
Vendors are now able to reset their vendor registration password From VIP click the “Forgot Your Password?” link
Automated Vendor Password Reset
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Overview
Automated Vendor Password Reset
The system will then ask for a username or tax ID, followed by a contact email address listed on the vendor registration account
An email will then be sent to that specific email address to verify and complete the updated vendor registration username / password
Upon verification of the updated vendor password, the password will automatically be reset
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Overview
Commodity Codes
Commodity - An item of physical property as opposed to a service
Commodity code - A system of words and/or numbers designed to identify and list commodities or services by classes or sub-classes
Florida uses commodity codes in several tools to seek vendor
participation in solicitations (VBS, eQuote, Sourcing)
Commodity codes are selected by vendors as part of their MFMP registration
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Overview
eInvoicing
eInvoicing is presenting an invoice electronically
When deciding to eInvoice, consider:
How many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2007
See if you are invoicing these agencies on a frequent basis and look at
how many invoices were created during this calendar year thus far
The cost of time, research, and production of print invoices for your customers
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Overview
Benefits to eInvoicing
Saves a good amount of time for your business
Substantially reduces paper flow and associated costs
Encourages prompt and accurate processing of invoices
Improves data accuracy, which reduces payment cycle times
Additional information on the vendor toolkit:http://www.dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_einvoicing
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Overview
MFMP Vendor Email Notifications
MFMP sends email notifications to keep vendors updated on important topics and information
Common notifications vendors receive include:• MyFloridaMarketPlace general announcements• Fee Processing notices and reminders• VendorHelp responses• eQuote / Sourcing / VBS notifications
To ensure you receive these communications, your email address in vendor registration must be current
Make sure MFMP is on your ‘safe list’ if your organization has email filters / SPAM filters
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Overview
MFMP Vendor Email Notifications
MyFloridaMarketPlace Notifications
Vendors receive notifications about general MFMP information on a regular basis. This includes:
• Maintenance windows• Hot Topics/bulletin board postings• Training Opportunities• Vendor Resources• Web site updates• Teleconference Announcements / Reminders
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Overview
MFMP Vendor Email Notifications
Fee Processing Notifications
MFMP will automatically send an email to remind vendors of reporting the 1% transaction fee
– 30 day notice– 60 day notice
Vendors will also receive an e-mail reminder to submit past due CBIs (Consolidated Billing Invoices)
– These are accessible online and are used to record the Transaction Fee Report
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Overview
MFMP Vendor Email Notifications
VendorHelp Notifications
Anytime vendors have a question regarding MFMP, the Vendor Help Customer Service Desk is ready to provide assistance with any issue that arises
When vendors submit questions to the Vendor Help Customer Service Desk, they will receive an e-mail response from [email protected]
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Overview
MFMP Vendor Email Notifications
eQuote / Sourcing / VBS Notifications
According to your email preferences, you may receive bid notifications from:
• eQuote: tool used to respond to informal price quotes (<$25,000)• Sourcing: tool used to respond to formal solicitations (>$25,000)• VBS: online bid posting site displaying all formal solicitations
eQuote ([email protected]) sends a request notification whenever an agency customer creates a quote for goods/services
Sourcing ([email protected]) distributes notifications of solicitations to the account contact
VBS ([email protected]) sends notifications of published formal solicitations to the account contact
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MyFloridaMarketPlace (MFMP) Overview
What’s New? (Overview of VIP functionality)
• What does “VIP” mean?
• “New and Improved” Functionality for Florida’s Vendors
Navigating the areas in VIP:
• Vendor Registration / Account Maintenance
• Billing and Collections
• Performance Tracking
When does VIP launch?
Where can I learn more?
Today’s Agenda
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Overview
“VIP” is the new name for the State of Florida’s “Vendor Information Portal”
VIP Provides….
An updated look and feel to the State’s current vendor registration system
Improved Information Views and Navigation
Commodity Code Search Capabilities
Simplified Fee Reporting
What is VIP?
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Information Views and Navigation
Overview
Vendors are able to see summary information more easily
“Drop Down” options are available for vendors to easily navigate to various areas in the system
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Information Views and Navigation
Overview
“Just in time” help is located throughout the system!
Vendors can easily click on the question marks to see helpful information about the area of the application they are using
Overview
Improved registration instructions and direction
Contextual help and error messages
Commodity Code Search capability that allows keyword searching
Minimal data entry requirements and auto-calculation features for Transaction
Fee Reporting
What else is New and Improved?
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MyFloridaMarketPlace (MFMP) Overview
What’s New? (Overview of VIP functionality)
• What does “VIP” mean?
• “New and Improved” Functionality for Florida’s Vendors
Navigating the areas in VIP:
• Vendor Registration / Account Maintenance
• Billing and Collections
• Performance Tracking
When does VIP launch?
Where can I learn more?
Today’s Agenda
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MyFloridaMarketPlace (MFMP) Overview
What’s New? (Overview of VIP functionality)
• What does “VIP” mean?
• “New and Improved” Functionality for Florida’s Vendors
Navigating the areas in VIP:
• Vendor Registration / Account Maintenance
• Billing and Collections
• Performance Tracking
When does VIP launch?
Where can I learn more?
Today’s Agenda
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Accessing Vendor Registration in VIP
Registering with VIP
Navigate to the MFMP Vendor Information
Portal at
https://vendor.myfloridamarketplace.com
Returning vendors can use the username /
password entry under ‘Vendor Login’
New vendors can set up an account using
the ‘New Vendor Registration’ entry box
When registering for MyFloridaMarketPlace,
it is strongly recommend to use a Federal
Employer Identification Number (FEIN)
rather than a social security number
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Accessing Vendor Registration in VIP
Registering with VIP
Returning vendors can log into their
account and see a ‘Vendor Summary’
page
This view provides quick access to
additional information for:
• Vendor Registration / Account
Maintenance activities
• Billing and Collections
• Performance Tracking
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Accessing Vendor Registration in VIP
Registering with VIP
New Vendors will enter a username and password as part of registration
Wizard functionality will take vendors “step-by-step” through the registration process
Completed steps are highlighted in GREEN
In Process steps are highlighted in YELLOW
Steps yet not completed are highlighted in RED
“Required” fields are highlighted throughout the process
Existing vendors can login to update their account information at any time
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Account Registration / Account Maintenance
Registering with VIP
The ‘Main Contact’ Information page is very important to keep current
A main contact is the default contact that is used for communication between MFMP and the vendor
It is recommended that vendors review / verify their account information at least monthly
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Account Registration / Account Maintenance
Registering with VIP
The “registration wizard” will lead the vendor through subsequent screens (such as General Information) to enter in ‘1099 name’ and ‘DBA name’
Vendors can also add optional information such as:
• Dun and Bradstreet Number
• Company Website
• Florida Revenue ID number
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Account Registration / Account Maintenance
Registering with VIP
The ‘Business Profile’ page allows vendors to select the designation that best describes their company (e.g., US Corporation, Government Entity, Partnership / Joint Venture, etc.)
Please do not confuse the term ‘Government Entity’ with the fact that you are a vendor doing business with the State of Florida
If a vendor has questions about whether they are considered a ‘government entity,’ please contact the MFMP Customer Service Desk at [email protected]
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Account Registration / Account Maintenance
Registering with VIP
The ‘Certified Business Enterprise’ page allows vendors to select an appropriate designation(s) for :
• Minority Business Designation
• Woman Owned Designation
• Service-Disabled Veteran Business Enterprise Designation
This information is also reviewed and confirmed by the Office Of Supplier Diversity for applicable certification
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Account Registration / Account Maintenance
Registering with VIP
The ‘Locations/Contacts’ page is used to add additional account contacts to a vendor’s account
Adding ‘locations’ to the account is where the following information is added:
• Purchase Order email / fax information
• Remit-To Information
• Billing Contacts
Fields such as ‘email address,’ ‘fax number,’ and ‘Remit-To information’ need to be accurate in order for vendors to receive their MFMP purchase orders and payments
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Account Registration / Account Maintenance
Registering with VIP
The ‘Commodity Code Selection’ page allows vendors to select applicable commodity codes for the types of products and/or services offered
While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes
Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors
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Account Registration / Account Maintenance
Registering with VIP
When adding commodity codes, the ‘Search Commodity Codes’ function provides vendors with the ability to search by a keyword descriptor
The system then returns a set of results that include the key word as part of the commodity code
Vendors can simply select the applicable commodity codes and save the changes to their account
While a vendor may provide “specific” products, sometimes a “general” search may be best. For example- in this scenario, the vendor searched by the word ‘desk’ to bring back a variety of results as selection options
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Account Registration / Account Maintenance
Registering with VIP
Vendors also have the opportunity to complete registration for additional State Solicitation Tools such as “Sourcing” and “eQuote”
The Sourcing Tool is used for formal bids (> $25,000)
The eQuote Tool is used for informal bids (< $25,000)
The MFMP team facilitates a separate, dedicated session to ‘Solicitations’
For vendors interested in attending a session on ‘Solicitations,’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP Toolkit
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Account Registration / Account Maintenance
Registering with VIP
The last steps in the Vendor Registration activity include:
• Email address confirmation
• Terms of Use Review / Acceptance
Once these items are finished, the registration is complete, and a registration summary will be sent to the vendor’s account!
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MyFloridaMarketPlace (MFMP) Overview
What’s New? (Overview of VIP functionality)
• What does “VIP” mean?
• “New and Improved” Functionality for Florida’s Vendors
Navigating the areas in VIP:
• Vendor Registration / Account Maintenance
• Billing and Collections
• Performance Tracking
When does VIP launch?
Where can I learn more?
Today’s Agenda
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Vendor Summary
Billing and Collections in VIP
Returning vendors can log into their account and access their ‘Vendor Summary’ page
Navigating to the ‘Billing and Collections’ area provides vendors with a view of:
• Bill-To Contact Information
• Self-Reporting Summary (of last 3
reports)
• Consolidated Billing Invoice (CBI)
Snapshot (of last 3 months)
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Billing and Collections Navigation
Billing and Collections in VIP
This provides details of a vendor’s transaction fee reporting and payment account
Vendors have the option to quickly navigate to:
• Submit a Report
• View Company Summary
• View Full CBI History
• View Self-Reporting History
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Accessing CBIs / Submitting Reports in VIP
Billing and Collections in VIP
Vendors can access individual Consolidated Billing Invoices (CBIs) by simply clicking on the links under the ‘CBI Snapshot’ area
State Term Contract Vendors can also submit self-reports for any payments received on contracts
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Example: Submitting a Transaction Fee Report
Billing and Collections in VIP
State Term Contract (STC) vendors are required to provide monthly reports for payments received; Non- STC vendors may have additional fees to report that were not included as part of a CBI
To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add’
Pages have been simplified so that there is one field to be completed for fee-eligible payments
Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated
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Example: Submitting a Transaction Fee Report
Billing and Collections in VIP
Automated calculation will show the resulting transaction fees due
The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment
For vendors interested in attending a session on ‘Transaction Fee Reporting and Payment,’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP Toolkit
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MyFloridaMarketPlace (MFMP) Overview
What’s New? (Overview of VIP functionality)
• What does “VIP” mean?
• “New and Improved” Functionality for Florida’s Vendors
Navigating the areas in VIP:
• Vendor Registration / Account Maintenance
• Billing and Collections
• Performance Tracking
When does VIP launch?
Where can I learn more?
Today’s Agenda
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Vendor Performance Information in VIP
Performance Tracking
Returning vendors can log into their account and access their ‘Vendor Summary’ page
Navigating to the ‘Performance Tracking’ area provides vendors with a view of performance tracking inputs
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Vendor Performance Information in VIP
Performance Tracking
Vendors are able to see:
• Rating Summary
• Rating Detail
• The Rating Scale that agency customers use when answering survey questions about the vendor’s performance
3.57
7637
8288
3.56
3.61
3.55
3.56
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MyFloridaMarketPlace (MFMP) Overview
What’s New? (Overview of VIP functionality)
• What does “VIP” mean?
• “New and Improved” Functionality for Florida’s Vendors
Navigating the areas in VIP:
• Vendor Registration / Account Maintenance
• Billing and Collections
• Performance Tracking
When does VIP launch?
Where can I learn more?
Today’s Agenda
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MyFloridaMarketPlace (MFMP) Overview
What’s New? (Overview of VIP functionality)
• What does “VIP” mean?
• “New and Improved” Functionality for Florida’s Vendors
Navigating the areas in VIP:
• Vendor Registration / Account Maintenance
• Billing and Collections
• Performance Tracking
When does VIP launch?
Where can I learn more?
Today’s Agenda
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Additional Resources
Where can I learn more?
• Information will continue to be posted on the Vendor Information Portal (VIP) page on the MFMP Toolkit
• For technical questions concerning MFMP or the registration process, please contact Vendor Help at: [email protected] or 1-866-352-3776
• For questions about becoming a certified minority business enterprise (CMBE), please contact the Office of Supplier Diversity (OSD) at: [email protected]
• General MFMP Contact information: Phone: 866-352-3776Fax: 850-414-8192Email: [email protected]: http://myfloridamarketplace.com
Hours: Monday – Friday, 8:00 a.m. – 5:30 p.m. EDT
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How do I get on the “VIP List?”
Wrap-Up!
• Vendors who are currently registered with MyFloridaMarketPlace do not have to re-register in VIP
• Current vendor registration information will be converted into the VIP system
• All vendors should confirm their current account information- make sure it is current!
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Vendor Information Portal
Questions and Answers
Thank You for your Participation Today!