System Overview Training. MyFloridaMarketPlace System Overview

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System Overview Training

MyFloridaMarketPlace

System Overview

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Agenda

• What is MyFloridaMarketPlace (MFMP)? • Logging in to Buyer

• Dashboard & Navigation • User Profile Management • Searches

• Procure to Pay Process • Tips & Resources

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Introduction

• MyFloridaMarketPlace is the State of Florida’s

eProcurement system, and has been in operation for more than ten years.

• The system is a source for centralized procurement activities; streamlining interactions between vendors and state government entities and provides tools to support innovative procurement for the State of

Florida.

• This System Overview course will cover an ‘big picture’ view of the MFMP system, focusing on the Buyer

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MyFloridaMarketPlace Benefits

• MyFloridaMarketPlace leverages the state’s significant buying power

• Web-based, paperless application with 24/7 access • All applications have a similar look and feel

• Reduced Error Rates

• Faster order processing time

• Captures and stores all content related to the transaction in one place.

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MFMP Website

• The MyFloridaMarketPlace website contains training information, current projects, announcements,

information for vendors, utilization scorecard information, and more.

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MFMP Buyer

• MFMP Buyer routes requisitions for approval for both

catalog and non-catalog purchases. Requisitions become orders and are sent to vendors.

• Vendors can submit invoices for payment as an eInvoice or agencies can create PO-based or Contract-based

Invoices.

• Invoices are sent for payment request to FLAIR, creating a full procure to pay cycle.

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MFMP Sourcing

• MFMP Sourcing provides an automated way to create,

launch, manage, evaluate, and award solicitations for goods and services.

• Vendors must register through the Vendor Information Portal (VIP), add commodity codes to their account, and select ‘yes’ to receive solicitation notifications from

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MFMP Analysis

• MFMP Analysis provides the ability to build analytical

reports using several different sources of information. • Analysis includes data from Buyer, VIP, FLAIR payments

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MFMP VIP

• MFMP VIP provides Florida’s vendors with self-service

tools for registration, account maintenance,

performance rating reviews, and transaction fee reporting.

• Agencies can search for vendors with the ‘publicuser’ account.

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MFMP Applications

MFMP Buyer FLAIR MFMP Sourcing MFMP Analysis VBS VIP

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Agenda

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Log into MFMP Buyer

Log into

MFMP Buyer

using your username and

password.

• If you do not have access to MFMP Buyer, please contact your System Administrator.

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• Passwords must comply with State of Florida security standards:

- 7-16 characters in length with no spaces, one uppercase

letter, one lowercase letter, and one digit, located within the middle of the password.

- Unable to re-use your last five passwords - Eg. MFMPloves2train

• To reset your password, answer your secret question, created when you first logged in.

- Secret Answers must be a least 5 characters long.

• Change your password or secret question/answer from the ‘Preference’ dropdown on the menu bar.

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Agenda

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MFMP Buyer Dashboard

Dashboard Tabs – display based on your permissions

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Home Tab

Use the tabs at the top to quickly access different modules of the system.

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To Do Portlet

The To Do portlet provides an immediate preview of all action items.

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Search Portlet

The Search Page can also be accessed from the

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My Documents Portlet

Click ‘View More’ to view by transaction type.

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Common Actions Menu

The Create Section displays links to commonly used

request types

The Manage Section

displays links to commonly used management tools

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Labels

You can use labels to help categorize those transactions you frequently reference.

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Agenda

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Account Preferences

• Change your password

• Delegate approval authority • E-mail notification preferences

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Delegate Authority

• When on leave and/or out of the office, complete a Delegation of Authority

• Delegation of Authority allows approval of requisitions, invoice reconciliations (IR) and receipts in a timely

manner in your absence

• Submit your delegation in advance to obtain your supervisor’s approval before you leave

• The scheduled delegation begins at 12 a.m., Eastern time on the date selected and ends at 11:59 p.m. on the selected End Date

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Delegate Authority

• Click on Preferences

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Set E-Mail Notification Preferences

On the ‘Preferences’ menu, click ‘Change email notification preferences.’

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Set E-Mail Notification Preferences

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Set E-Mail Notification Preferences

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Set E-Mail Notification Preferences

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Agenda

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System Searches Basics

• System searches are simple to execute.

• Any customer with MFMP access can create system searches.

• Query group enables customers to see transactions enterprise-wide.

• Use a minimum of three search filters: - Date range

- PUI (Purchasing Unit Identifier) - Other

• Save System Searches you use frequently. • You can export search results to Excel.

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Create a System Search

• Click Search on the menu bar

– Click the drop-down arrow to view all – Click on the type of search to create

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System Search Filters

• Enter a minimum of three search filters: - Date range

- PUI (Purchasing Unit Identifier)

- Other, e.g., requisition number, order number, invoice number

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Saving System Searches

Click ‘Save Search’ to save the search the search and associated parameters.

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Export System Searches

Click the ‘Table Options’ icon to export search results to Microsoft Excel.

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Add System Searches Tabs

Add new tabs to your Dashboard • Step 1:

- Click ‘Configure Tabs’ from the Home Tab - Select ‘Add New Tab’

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Add System Searches Tabs (Cont.)

• Step 2

- Enter a Tab name (e.g., Saved Search) - Click "OK"

• Step 3

- Click "Saved Search"

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Add System Searches Tabs (Cont.)

• Step 4

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Add System Searches Tabs (Cont.)

• Step 5

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Agenda

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Procure to Payment

All transactions in MFMP Buyer are tied together, to easily locate each item in the procure to payment process.

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Standard Approval Flows

Recommended Catalog

Invoice Reconciliation

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Confidential Information

• MyFloridaMarketPlace prohibits customers from

including in the system confidential Information directly related to an individual.

- Comments field

- Line item description - Attachments

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Types of Confidential Information

• The following list shows examples of common types of confidential information to redact:

- Names and Titles

- All street addresses, city, county, and zip codes

- All elements of dates (except year) directly related to an individual, including birth date, admission date, discharge date, and date of death

- Telephone numbers - E-mail addresses

- Social Security numbers - Medical record numbers

- Health plan beneficiary numbers - Account numbers

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Delete Attachment/Comments

• Whoever attaches the document or comments can remove them

- This applies to requisitions / orders and invoice reconciliations

- Remove even if the approval process already started - Transaction workflow will not regenerate

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Agenda

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System Administrator

Requester Supervisor Purchasing Finance and Accounting MFMP System Overview _X _X _X _X _X MFMP System Administrator _X Reporting _X _X _X _X Advanced Reporting _X Creating Requisitions _X _X Advanced Requisitions (Spring

2015) _X _X

Creating Invoices _X _X _X Approving Requisitions _X _X

Understanding Transaction Fees

X X X

Reconciling & Approving Invoices _X _X Receiving Goods & Approving

Services _X _X

Buyer eQuote _X _X _X

Searching for Vendors in VIP _X _X _X _X Vendor Performance Tracking _X _X _X

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Resource Links

• MyFloridaMarketPlace production applications:

- MFMP Buyer

- MFMP Sourcing

- MFMP Analysis

- MFMP Vendor Information Portal (VIP) (the username and password is “publicuser”)

• MyFloridaMarketPlace website

- The MFMP website provides additional useful tools such as frequently asked questions, training opportunities, job aids, manuals and links to applications.

• For questions for assistance, contact the MFMP Customer Service Desk at (866) 352-3776 or

[email protected]. The MFMP Customer

Service Desk is available Monday through Friday, from 8 am to 6 pm.

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Training Links

• Webinar Training Sessions

- Interactive training modules using WebEx technology. Customers participate from their own computers and phone lines, using a toll-free conference line. All participants need to register online and webinar capacity is limited.

• Seminar and Workshop Training Sessions

- Offer face-to-face training. Seminars provide classroom instruction. Workshops provide hands-on learning. All participants need to register online as capacity is limited.

• MFMP online trainings

- Allow access to the same basic information provided in the seminar and webinar training sessions. You can take these courses at your convenience.

• You can access the training material and register for upcoming workshops, seminars and webinars on the MFMP Buyer Training Opportunities page.

• The MFMP Buyer training environment allows you to practice what you’ve learned.

- Your user name is the same as your production login and the password is “train30”

System Overview Training. MyFloridaMarketPlace System Overview