MyFloridaMarketPlace
MyFloridaMarketPlace Change Review Board (CRB)
February 11, 2009, 9:00 am
The toll free number is: (888) 808-6959
Conference Code: 4888366#
Agenda

Welcome / Introduction

OPPAGA Report- MFMP Next Generation

Recent Enhancement: Vendor Username / Password Reset Functionality

Update on Change Request #36: (Making the Direct Order Number the same as the
Encumbrance Number)

SPURS Update: Revoking access to add confidential vendors

Wrap-Up!
Page - 2
Agenda

Welcome / Introduction

OPPAGA Report- MFMP Next Generation

Recent Enhancement: Vendor Username / Password Reset Functionality

Update on Change Request #36: (Making the Direct Order Number the same as the
Encumbrance Number)

SPURS Update: Revoking access to add confidential vendors

Wrap-Up!
Page - 3
OPAAGA Report- MFMP Next Generation

MFMP Next Generation Overview
BCPI recommendations that could impact Change Requests:
 Renew for two years and renegotiate the MFMP contract to improve
payment terms
 Renegotiate in September 2010 prior to November 2010 contract
expiration

Use some of the revenue fees collected to annually replenish the
Contingency Budget (2%)
BCPI Recommendations

Reduce the number of Ariba application developers except during an
upgrade

BCPI recommends that agency shadow systems should be reviewed
and that DMS should work with all customer agencies to understand
and address agency workarounds to MFMP
BCPI Recommendations

BCPI also recommends system upgrades should be scheduled on a
regularly recurring basis
 Minor system releases every six to twelve months for approved
change requests
 Major system upgrades every other year

Two recommendations address documenting Ariba customizations and
reviewing them to see if business processes can be changed to undo
some of those
 BCPI’s perspective - too many customizations
Completed Change Requests to Date
CR # / Functional
Title
Area
Description
Request
From
Hours
Release
Date
CR 32 /
User
Queue
Report
Reporting
This enhancement enabled customers
to run Analysis reports to determine
the amount of time it takes individuals
to approve transactions
CRB
300
10/25/07
CR 23 /
Level 2
Integration
Ariba Buyer
This enhancement enabled agencies
to access FLAIR at the Level 2 access
CRB
140
12/26/07
CR 39 /
OSD
Automation
Vendor
Registration
This enhancement established a twoway interface between OSD and the
MFMP Vendor database that
encompasses data changes relating
to vendor information for minority- /
women-owned businesses
Stakeholder
652
4/7/08
Page - 7
Completed Change Requests to Date
CR 37 / Mass
edit of
Purchasing
Code / MOP
Ariba
Buyer
This enhancement enabled customers
to mass edit the Purchasing Code and
MOP fields on the requisition
CRB
144
5/29/08
CR 46 / MOP
Updates
Ariba Buyer
The existing MOP codes may not be
applicable for all agencies. The list of MOP
codes should be updated so that agencies
that reference the appropriate type of
purchase
CRB
13
5/29/08
CR 44 /
Legislative
data scoping
Ariba Buyer
OLS requested that their data be scoped
so that it is not visible be other MFMP
agencies
Customer
673
9/25/08
CR 45 / Add
ServiceDisabled
Veteran as
CMBE
Vendor
Registration
With the passing of HB 687, servicedisabled veterans are considered a Florida
CMBE. Changes were required for several
MFMP applications (Buyer, VRS
interfaces)
Stakeholder
407
10/29/08
Page - 8
BCPI Recommendations
 SPURS line item detail
As part of the SPURS Sunset activities, adding the Purchase Order
line item information to SPURSView is being considered
A rough order of magnitude has been completed and would result in
an approximate cost of 55 hours
Page - 9
Agenda

Welcome / Introduction

OPPAGA Report- MFMP Next Generation

Recent Enhancement: Vendor Username / Password Reset Functionality

Update on Change Request #36: (Making the Direct Order Number the same as the
Encumbrance Number)

SPURS Update: Revoking access to add confidential vendors

Wrap-Up!
Page - 10
Vendor Username / Password Reset
Step 1: Click the ‘Forgot Your Password’ link
Page - 11
Vendor Username / Password Reset
Step 2: The vendor is prompted to enter the vendor’s Username or Tax ID, and
to select an email address which will receive the password reset information
Page - 12
Vendor Username / Password Reset
Step 3: If the vendor enters a Tax ID, and there are multiple registrations in
MFMP for that Tax ID, then the screen will re-display with a list of registrations
Page - 13
Vendor Username / Password Reset
Step 4: Once the ‘Submit Form’ button is clicked, the vendor is taken to a
‘Password Reset Request Success!’ screen
Page - 14
Vendor Username / Password Reset
A ‘Password Reset Instructions’ email is generated and sent to the selected
email address. The ‘Password Reset Instructions’ email contains a
personalized link which allows the vendor to access a new screen to enter a
new password
Page - 15
Vendor Username / Password Reset
If the vendor selected an ‘Other Contact Email,’ a separate notification email is
sent to the Main Contact
Page - 16
Vendor Username / Password Reset
When the vendor clicks the link in the email message, it will prompt the ‘Reset
Password’ screen, to create a new password
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Vendor Username / Password Reset
The MFMP system will send a ‘Password Reset Notification’ confirmation email
to the selected contact
Page - 18
Vendor Username / Password Reset
If an ‘Other Contact’ was selected, an email is also sent to the Main Contact
Page - 19
Agenda

Welcome / Introduction

OPPAGA Report- MFMP Next Generation

Recent Enhancement: Vendor Username / Password Reset Functionality

Update on Change Request #36: (Making the Direct Order Number the same as the
Encumbrance Number)

SPURS Update: Revoking access to add confidential vendors

Wrap-Up!
Page - 20
Update on Change Request #36
Description: Make the encumbrance number the direct order (DO) number

Current Challenge: Currently, the system assigns an encumbrance number just
before an encumbered requisition is sent to FLAIR. Once the requisition is fully
approved, a direct order (DO) number is assigned. As a result, there are two
identifiers for an encumbered requisition and order: (1) a DO number or MA
number and (2) an encumbrance number

Proposed Solution: Encumbrance numbers are required to be six characters.
Once this change request is implemented, the first encumbrance number
assigned must be greater than the last DO number assigned (that is currently
expected to be greater than 800000) so that DO numbers will not be duplicated.
Once the encumbrance number reaches 999999, alpha characters will be
assigned (for example: A00000, A00001, A00002, ….).
 When the encumbered requisition is fully approved and an order is
generated, a DO number will be assigned starting with “DO” and then
appended with the encumbrance number
 Encumbered and unencumbered requisitions will use the same incremental
counter to reduce the frequency of creating duplicate DO numbers
Page - 21
Update on Change Request #36

Design document approved by the Design Team:
 Department of Elder Affairs (requesting agency)
 Department of Health
 Department of Environmental Protection
 Department of Juvenile Justice
 MFMP DMS Team

Testing for the enhancement is scheduled for February 12

We are on target for implementation before the end of March
Page - 22
Agenda

Welcome / Introduction

OPPAGA Report- MFMP Next Generation

Recent Enhancement: Vendor Username / Password Reset Functionality

Update on Change Request #36: (Making the Direct Order Number the same as the
Encumbrance Number)

SPURS Update: Revoking access to add confidential vendors

Wrap-Up!
Page - 23
SPURS Update:
Revoking access to add confidential vendors

Officially sunset SPURS purchasing functions

DMS-MFMP and SSRC removed agency ability to add confidential vendors
to FLAIR via SPURS

As of January 30, 2009, Vendor Add (VA) and Vendor Change (VC)
permissions were removed from all SPURS users
 Current SPURS users will retain Purchasing Card add access (PK)

All SPURS users with expired passwords were deleted January 30

Agencies are asked to transition (add/move) all confidential vendors from
SPURS to the FLAIR Vendor Client (VC) file by April 1, 2009
 After April 1, 2009 all confidential vendors will be purged from SPURS
Page - 24
Agenda

Welcome / Introduction

OPPAGA Report- MFMP Next Generation

Recent Enhancement: Vendor Username / Password Reset Functionality

Update on Change Request #36: (Making the Direct Order Number the same as the
Encumbrance Number)

SPURS Update: Revoking access to add confidential vendors

Wrap-Up!
Page - 25
Contact Us
If we can assist you in any way, please contact us:
Walt Bikowitz
Chief, State
Purchasing
Operations
Walt.Bikowitz@dms.myflorida.com
(850) 488-7809
Rachael Lieblick
Operations
Manager
Rachael.Lieblick@dms.myflorida.com
(850) 414-6735
Eric Swanson
Vendor
Management
Analyst
Eric.Swanson@dms.myflorida.com
(850) 487-9981
Amy Smyth
Communications
Analyst
Amy.Smyth@dms.myflorida.com
(850) 294-3080
Kasey Bickley
Purchasing
Process
Analyst
Kasey.Bickley@dms.myflorida.com
(850) 294-0494
Anne Rabon
F&A Process
Analyst
Anne.Rabon@dms.myflorida.com
(850) 294-0739
Page - 26
Wrap Up!
Any Questions?
Page - 27