FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
Meeting Minutes
January 15, 2013, 10:30 a.m. – 12:00 p.m.
Subject:
Attendees:
FACTS-MFMP Workgroup Meeting
DOE (Regina Fields, Harriett Swarttz); ACHA (Leilani Hildinger, Crystal Demott, Lance
Dyal),DMS (Danita Johnson), DFS (Donna Vollertson), DCF (Mike Wolfe, Tom Lewis),
DOT (Angela Serpico, Carla Perry, Jim Lane, Dave Callaway; DLA (Sabrina Donavan);
DC (Jill Reynolds); DOH (Shondrea Thomas); DMS/MFMP (Stacy Arias, Joe Wright,
Kelly Loll, Cliff Chroust, Kasey Bickley, Anne Rabon, Kimberly Cain); DFS/FACTS
(Elwood McElhaney, Danielle Kosberg, Bill DuBose, Karen Preacher)
Meeting Notes:
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Danielle Kosberg opened the meeting and recapped the results of the last workgroup meeting and
stated the objective of this meeting is to review the list of MFMP fields and their mapping to FACTS.
Danielle turned the meeting over to the MFMP team to review the MFMP Contract module fields.
Kasey Bickley and Anne Rabon reviewed the MFMP fields with the workgroup and the mapping to
FACTS. Anne and Kasey answered and took note of questions about the MFMP fields.
The group recommended several of the MFMP field names/choices be updated with Florida
language/law.
Kasey told the group the MFMP Contract module fields are mostly Ariba out-of-the-box fields and
they have not been customized to Florida in the same way as the MFMP purchase order (PO)
module.
Danielle discussed with the workgroup the two major gaps between FACTS and MFMP that would
need to be addressed if the systems were to share information. The workgroup agreed these are the
major gaps
1. Amendments - MFMP has the ability to make changes to contracts and purchase orders
through an electronic change order process. MFMP only displays the most recent updates on
the new version (for example contract end date) of the contract or PO. MFMP tracks the
detailed changes in the audit history as a comment. The workgroup did not believe the 8
amendment FACTS fields could be mapped to MFMP.
2. Vendor Information- All vendor records on the Statewide Vendor File are available in FACTS
for association with a contract. MFMP only contains MFMP registered vendors. There are
contracts in FACTS with vendors not registered with MFMP.
The workgroup confirmed the there are 19 fields that map between MFMP Contracts and FACTS
Danielle reiterated the purpose of the workgroup is to review the similarities between the two
systems and identify if there is opportunity to reduce duplication of workload for the agencies.
Danielle asked the group if they believe it is worth the effort for the systems to talk.
The workgroup agreed that even though only 19 fields map exactly, the agencies are entering the
same type of information in the two systems.
Danielle asked the group if the systems were to talk would it be best for FACTS to share data with
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FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
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the MFMP PO module or the Contract module.
The workgroup discussed the options. Some agencies said they would prefer the PO module
because of the ability to encumber without a manual process. Others in the group preferred the
Contracts module because certain agreements do not need a purchase order. The group agreed if
encumbering (not a manual encumbrance) could be accomplished on the MFMP Contract; they
prefer the MFMP Contracts module rather than the PO module.
Mike Wolf recommended there be one system to enter information into and that it feed the other.
Mike recommended agencies enter into FACTS and it feed MFMP.
Danielle said that DMS and DFS will discuss the results of the workgroup meetings and potential
solutions. The group may reconvene if DMS and DFS are able determine solution.
Danielle asked for any final comments; there were none, and the meeting was adjourned.
Action items:
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The MFMP team will update the mapping spreadsheet with additional details about the MFMP fields
and respond to workgroup questions.
The FACTS team will send the meeting minutes and the revised mapping spreadsheet to the
workgroup.
In follow-up to the MFMP questions, MFMP has provided the following table outlining how accounting
functions differ for contracts and requisitions:
Contracts
Requisitions
When selecting accounting fields, values are
limited due to the customer's OLO and
Accounting combination scoping previously selected accounting values on the
Contract pricing term (such as the Organization
Code).
When selecting accounting fields, values are
limited due to the customer's OLO and
previously selected accounting values on the
requisition line item (such as the Organization
Code).
Approvables created against
contracts/requisitions
Requisitions or Invoices created against the
contracts will have accounting values that are
copied from the contracts. The accounting
values will be validated with FLAIR on the
requisitions and invoices.
Individual accounting field
validation
If values are selected on Contract pricing terms,
Values selected on requisition line items must
they must be existing accounting values.
be valid values in MyFloridaMarketPlace
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Invoices created against the requisitions will
have accounting values that are copied from the
requisitions.
FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
existing accounting values.
Requirement of accounting
details

Customers are not required to select accounting Customers are required to select accounting
values for Contract pricing terms.
values for requisition line items.
The following addresses additional questions for the MFMP team (identified by field # from the Table
below):
o
o
o
o
o
o
# 11 (Contract Type): This field label could be modified through the MFMP change request process.
# 14 (MFMP Contract Type): This field label could certainly be modified through the MFMP change
request process.
Difference between # 29 (Send Notifications) / # 38 (Send Notifications):
 #29 - Send Notifications - This field refers to # of days before the contract expiration date that
email notifications are sent to the “Contact” on the contract and any customers listed in the
“Edit access” field if the amount spent does not meet the specified percentage of the Minimum
Commitment.
 #38 - Send Notifications - This field refers to the # of days before the contract expiration date
that email notifications are sent.
# 44 (Contract Encumbrance Number): The field requirement is 6 characters. This number must be
manually encumbered in FLAIR and then the number recorded on the MFMP contract.
# 47 (Bill-To): This field does populate by default via a user's profile but can be modified via a
dropdown.
# 100 (Gen Led):
 If the Gen Led is established on a contract request, this information will populate on the
purchase order created against it. Further research confirmed that when setting all other
accounting fields (Org, EO, Object Code) on the purchase order, the Gen Led did revert back
to the default for the selected accounting. However, a customer can manually update the Gen
Led field to the value listed on the contract.
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FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
MFMP Field Name
MFMP
Required?
(Y/N)
1
Entity
Yes
2
PUI
Yes
3
Email
Yes
4
Title
No
5
Description
6
Physical Location
7
8
Method of
Procurement
Form of Contract
Available
in FACTS?
(Y/N)
FACTS Notes
Yes
FLAIR Agency
Identifier (OLO)
Yes
Agency Service
Area
Yes
Email
Free-form text field
Yes
Long Title
No
Free-form text field
Yes
General Overview
of the Contract
No
Free-form text field
No
Yes
Yes
9
Contract ID
Yes
10
Contract Details URL
No
MFMP Notes
This field is associated a user's
profile (Contact on MFMP
Contract)
This field is associated a user's
profile (Contact on MFMP
Contract)
This field is associated a user's
profile (Contact on MFMP
Contract)
Drop down lists available
Methods of Procurement
Drop down lists Agency Term,
State Term, Interagency
Contract, Alternate Contract
Source (Only DMS can select
State Term Contracts)
Drop down to select a specific
State Term Contract if "Form
of Contract" was designated
as State Term. For all other
forms of contract, the
Contract ID is a free-form text
field.
Free-form text field
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Yes
Map to Method of
Procurement and
Method of
Procurement
Description (these
are 2 fields in
FACTS)
No
Yes
No
Agency Contract
ID/ State Term
Contract ID (2
fields in FACTS and
2 Fields in MFMPBased on MOP)
Comments From
Workgroup
Meeting in January
FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
11
MFMP Field Name
Contract Type
MFMP
Required?
(Y/N)
MFMP Notes
Yes
Drop down lists the following
choices: Commodities Purchase, Commodities Lease, Consulting/Services Actuarial/Auditing/Accounting
, Consulting/Services Architectural/Landscape,
Consulting/Services Engineering,
Consulting/Services - IT,
Consulting/Services Janitorial, Consulting/Services
- Legal, Consulting/Services Management,
Consulting/Services Medical/Health,
Consulting/Services - Other,
Consulting/Services - Security,
Consulting/Services Temporary Help,
Consulting/Services Training/Education, IT Equipment Sales, IT Equipment Purchase, IT Software Escrow, IT Software License, IT Maintenance, IT Outsourcing, Legal - Contract
Attorney, Legal - Court
Reporters, Legal - Expert
Witness, Legal Governmental/Interagency,
Legal - Other, Real Property Building/Land Lease, Real
Property - Equipment Lease,
Real Property - Right of Way
Land
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Available
in FACTS?
(Y/N)
No
FACTS Notes
Comments From
Workgroup
Meeting in January
Contract Type
choices do not
currently match
FACTS types.
The selection
choices are not a
true type by the
meaning. The
name of the field
does not match the
selection.
FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
MFMP Field Name
MFMP
Required?
(Y/N)
MFMP Notes
Available
in FACTS?
(Y/N)
12
Professional/Business
License Type
No
Free-form text field
No
Yes
Defaults to person creating
the contract request but can
be changed as needed via
search function. This person
will be put in the approval
flow of an IR to approve
services.
No
13
Contact
Yes
FACTS Notes
Comments From
Workgroup
Meeting in January
MFMP
Recommends this
map to the Agency
Contract Manager
Name.
Does not apply to
all agencies
Title of this field
can be confusingwith other contract
type field also as a
selection
14
MFMP Contract Type
Yes
Drop down lists Item Level,
Commodity Level, and
Supplier Level
15
Effective Date
Yes
Date field (can be entered or
selected from calendar)
Yes
Date of Beginning
Yes
Original End Date
No
16
Expiration Date
Yes
Date field (can be entered or
selected from calendar).
Required only for nonevergreen contracts
17
Evergreen
No
Defaults to No
Yes
Vendor Name
(MFMP will display
the other 4 fields
Address, City,
State, and zip)
Vendor FEIN
18
Supplier
Yes
Available for display only; field
will populate once Vendor
Location is set
19
Vendor Location
Yes
Clicking select link will allow
you to search for and select
vendor information
Yes
20
Blanket Purchase
Order
No
Check box only
No
21
Contract Encumbrance
#
No
Free-form text field
No
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FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
MFMP Field Name
MFMP
Required?
(Y/N)
MFMP Notes
Available
in FACTS?
(Y/N)
22
Contract Encumbrance
Line #
No
Free-form text field
No
No
23
Release Required
Yes
Defaults to Yes. If selected as
"Yes", then a purchase order
must be released against the
contract (and invoice is
created against release
purchase order). If selected
as "No", contract is only
available for invoicing (no
purchase orders can be
created).
24
Currency
No
Defaults to US Dollar
No
25
Distributor?
No
Check box only
No
26
Historical Spend
No
Free-form numeric field
No
27
Minimum Amount
No
Free-form numeric field
No
28
If Amount Spent is
below (%)
No
0-100%
No
29
Send Notification (to
amount spent as
below)
No
Numeric value for the number
of days
No
30
Maximum Amount
No
Free-form numeric field
Yes
31
Hard Maximum
Amount
No
Free-form numeric field
No
32
Send Notification
when Amount
Available is at or
below (%)
No
0-100%
No
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FACTS Notes
Original Contract
Amount
Comments From
Workgroup
Meeting in January
FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
MFMP Field Name
MFMP
Required?
(Y/N)
MFMP Notes
Available
in FACTS?
(Y/N)
33
Set Item Limits by
No
Only on Item Level contract
Choice of Amount or Quantity
No
34
Minimum Allowed per
Release
No
Free-form numeric field
No
35
Maximum Allowed per
Release
No
Free-form numeric field
No
36
Release Limit
Tolerance (%)
No
0-100%
No
37
Additional Approvers
No
Chooser to select individuals
No
38
Send Notification
(days before contract
expires)
No
Numeric value for the number
of days
No
39
Re-notify every (days)
No
Numeric value for the number
of days
No
40
Send notifications to
No
Chooser to select individuals
No
41
Editing users
No
Chooser to select individuals
No
42
Restrict Release
Access
No
Check box only
No
43
Full Description
Yes
A pricing term will
automatically generate and
may be edited as needed
No
44
Contract Encumbrance
#
No
Free-form text field
No
45
Contract Encumbrance
Line #
No
Free-form text field
No
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FACTS Notes
Comments From
Workgroup
Meeting in January
does MFMP have a
digit requirement
for this field?
FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
MFMP Field Name
MFMP
Required?
(Y/N)
MFMP Notes
Available
in FACTS?
(Y/N)
No
No
46
Pricing and Discounts
section
Yes
Includes selections for None,
Discount Percent, Tiered
Pricing (option to define tiers),
and Term Based Pricing
(option to define terms).
47
Bill To
Yes
Chooser to select bill-to
address
48
Full Description
Yes
49
Commodity Code
Yes
50
Contract Encumbrance
#
No
Free-form text field
No
51
Contract Encumbrance
Line #
No
Free-form text field
No
52
Minimum Amount
No
Free-form numeric field
No
53
Maximum Amount
No
Free-form numeric field
No
54
Tolerance (%)
No
0-100%
No
55
Pricing and Discounts
section
Yes
56
Bill To
Yes
57
Full Description
Yes
58
Commodity Code
Yes
A pricing term is required to
be added for this contract
type.
Chooser to select available
commodity code
Includes selections for None,
Discount Percent, Tiered
Pricing (option to define tiers),
and Term Based Pricing
(option to define terms).
Chooser to select bill-to
address
Free-form text field; A pricing
term is required to be added
for this contract type.
Chooser to select available
commodity code
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FACTS Notes
Does this auto
populate based on
user profile
No
Yes
Commodity /
Service Type
No
No
No
Yes
Comments From
Workgroup
Meeting in January
Commodity /
Service Type
FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
MFMP Field Name
MFMP
Required?
(Y/N)
MFMP Notes
Available
in FACTS?
(Y/N)
59
Supplier Part Number
Yes
Free-form text field
No
60
Contract Encumbrance
#
No
Free-form text field
No
61
Contract Encumbrance
Line #
No
Free-form text field
No
62
Supplier Auxiliary Part
ID
No
Free-form text field
No
63
Unit of Measure
Yes
Chooser to select available
UOM
No
64
Negotiated Price
Yes
Free-form numeric field
No
65
Set Limits By
Yes
Choice of Amount or Quantity
No
66
Minimum Amount
No
Free-form numeric field
No
67
Maximum Amount
No
Free-form numeric field
No
68
Tolerance (%)
No
0-100%
No
Yes
Includes selections for None,
Tiered Pricing (option to
define tiers), and Term Based
Pricing (option to define
terms).
No
69
Pricing and Discounts
section
70
Account Type
Yes
Defaults to Expense and is the
only available option.
No
71
Bill To
Yes
Chooser to select bill-to
address
No
72
Contract Encumbrance
Number
No
Text
No
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FACTS Notes
Comments From
Workgroup
Meeting in January
Ariba out-of-thebox field that does
not match Florida
accounting
FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
MFMP Field Name
MFMP
Required?
(Y/N)
MFMP Notes
Available
in FACTS?
(Y/N)
73
Contract Encumbrance
Line Number
No
Text
No
74
Available Balance
Override Indicator
No
Check box
No
Populated based on OLO (2
characters), GAAFR (2
characters), State Fund (1
character), Fund Identifier (6
characters), Budget Entity (8
characters), Int Budget
Indicator (2 characters),
Category (6 characters),
Category Year (2 characters
Drop Down Chooser (option
to search)
75
Account Code
No
76
Organization Code
No
77
Expansion Opt
No
Drop Down Chooser (option
to search)
No
78
Opt Version
No
Not editable (populates based
on above)
No
79
Object Code
No
Drop Down Chooser (option
to search)
No
80
PriorPeriodIndicator
No
Drop Down Menu
No
81
Budget Entity
No
Drop Down Chooser (option
to search)
No
82
Int Budget Ind
No
Drop Down Chooser (option
to search)
No
83
GAAFR Fund
No
Drop Down Chooser (option
to search)
No
84
External Fund
No
Drop Down Chooser (option
to search)
No
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Yes
No
FACTS Notes
Account Code
Comments From
Workgroup
Meeting in January
FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
MFMP Field Name
MFMP
Required?
(Y/N)
MFMP Notes
Available
in FACTS?
(Y/N)
85
State Fund
No
Drop Down Chooser (option
to search)
No
86
Fund Identifier
No
Drop Down Chooser (option
to search)
No
87
Category
No
Drop Down Chooser (option
to search)
No
88
Category Year
No
Drop Down Chooser (option
to search)
No
89
State Program Standard
No
Drop Down Chooser (option
to search)
No
90
External Program
No
Drop Down Chooser (option
to search)
No
91
Grant
No
Drop Down Chooser (option
to search)
No
92
Other Cost Accum
No
Drop Down Chooser (option
to search)
No
93
Revolving Fund
No
Drop Down Chooser (option
to search)
No
94
Contract
No
Drop Down Chooser (option
to search)
Yes
95
Agency Unique
No
Drop Down Chooser (option
to search)
No
96
Contract Year
No
Drop Down Chooser (option
to search)
No
97
Grant Year
No
Drop Down Chooser (option
to search)
No
98
Project ID
No
Drop Down Chooser (option
to search)
No
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FACTS Notes
FLAIR Contract Id
Comments From
Workgroup
Meeting in January
FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
MFMP Field Name
MFMP
Required?
(Y/N)
MFMP Notes
Available
in FACTS?
(Y/N)
99
Ext Category
No
Drop Down Chooser (option
to search)
No
100
Gen Led
No
Drop Down Chooser (option
to search)
No
101
Encumbrance Gen Led
No
Drop Down Chooser (option
to search)
No
102
Ext Gen Led
No
Drop Down Chooser (option
to search)
No
103
Encumbrance Ext Gen
Led
No
Drop Down Chooser (option
to search)
No
104
Product ID
No
Drop Down Chooser (option
to search)
No
105
Ext Object
No
Drop Down Chooser (option
to search)
No
106
Other Doc Num
No
Not editable
No
107
Grouping Character
No
Not editable
No
108
BPIN
No
Not editable
No
109
Certified Forward
Indicator
No
Drop Down Menu
No
110
Batch
No
Text
No
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FACTS Notes
Comments From
Workgroup
Meeting in January
Does this pull from
the contract or
does the flair
validation override
what is on the
contract if
different?
FACTS-MFMP Workgroup Meeting Notes
Department of Financial Services and
Department of Management Services
MFMP to FACTS Map
#
MFMP Field Name
MFMP
Required?
(Y/N)
MFMP Notes
Available
in FACTS?
(Y/N)
111
Description
No
Text
No
112
Quantity
No
Text
No
113
Count
No
Text
No
114
Transaction Fee
Exempt
No
Check box
No
115
Transaction Fee
Exemption Reason
No
Drop Down Chooser (option
to search)
No
116
Sub-Vendor
No
Text
No
117
Encumbrance Date
No
Not editable
No
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FACTS Notes
Comments From
Workgroup
Meeting in January
Does this pull on
the RDS report?