Customer Round Table Meeting November 3 2016 CRT Agenda MFMP Contract Extension Recent Enhancements Fax Transition Effort MFMP University Update New Commodity Codes Annual Customer Survey Results ID: 556244
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MyFloridaMarketPlaceCustomer Round Table Meeting
November 3,
2016Slide2
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition EffortMFMP University UpdateNew Commodity Codes Annual Customer Survey ResultsVIP UpdatesTriviaOpen ForumSlide3
MFMP Contract Extension
The MFMP contract (Contract #: DMS 11/12-030) was extended until June 30,
2017
The MFMP Contract was renewed effective July 01, 2017 through June 30, 2021 Agencies will not be impacted by the contract extensionSlide4
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition EffortMFMP University UpdateNew Commodity Codes Annual Customer Survey ResultsVIP UpdatesTriviaOpen ForumSlide5
CR 291: OBO Approval Flow
Agencies now have the option to opt-in to an additional requisition approval flow
After opting-in, if a customer with the CO No Workflow permission changes the On Behalf Of (OBO) field, MFMP only generates the new OBO in the approval flow
Any change to the OBO field
and
a field on the CO No Workflow list will
only
generate the new OBO in the approval flow
Any change to the OBO
and
a field
not
on the CO No Workflow list will regenerate the standard approval flow
If the customer
does not
have the CO No Workflow permission, the standard approval flow will generate
In order to activate this functionally, agencies must contact the
MFMP Customer Service Desk
and the update will be made per a standard Operational Data Request (ODU)Slide6
CR 295: FLAIR Password Validation
This enhancement adds functionality to the existing MFMP FLAIR Login Information
eForm
to confirm that the FLAIR password entered on the eForm matches the credentials in FLAIRFLAIR must be operational for the eForm to validate the passwordA new checkbox titled “Validate Credentials in FLAIR” will be added to the MFMP FLAIR Login Information eForm and will be default to checkedCustomers may uncheck the checkbox if they do not wish to validate their password in FLAIRIf a customer wishes to submit the eForm outside of expected FLAIR operational periods, they should uncheck this boxSlide7
FLAIR Password Validation Cont.
An email notification will be sent to the customer submitting the MFMP FLAIR Login Information eForm if the validation attempt fails in FLAIR
Customers will not have the ability to resend a previously failed MFMP FLAIR Login Information eForm and a new MFMP FLAIR Login Information eForm must be created to re-attempt validating the login credentials
This enhancement is scheduled for the November ReleaseSlide8
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition EffortMFMP University UpdateNew Commodity Codes Annual Customer Survey ResultsVIP UpdatesTriviaOpen ForumSlide9
Fax Transition Effort
As of February 1, 2017, MyFloridaMarketPlace will no longer send purchase orders to vendors via fax
Vendors may continue
to receive purchases orders via fax using an external email to fax conversion service The MFMP team will be contacting all vendors who are registered with fax and customers with open orders regarding this upcoming change MFMP will update all vendor accounts that were not updated by February 1, 2017. However, as the MFMP team is unable to verify whether or not the PO receipt email address is valid, MFMP strongly recommends that vendors update their own account prior to February 1, 2017The MFMP team developed a job aid for vendors with step-by-step instructions on how to change their purchase order receipt method within VIPMFMP encourages agencies to share this information with their vendors to avoid potential delays in receiving updated orders Slide10
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition EffortMFMP University UpdateNew Commodity Codes Annual Customer Survey ResultsVIP UpdatesTriviaOpen ForumSlide11
MFMP Training
All third quarter training registrations are available on the
MFMP U website
The MFMP team will be offering in-person training in the FL panhandle in the early springThe MFMP team recently developed and distributed a new System Administrator newsletter (distributed on September 9, 2016). Please let our team know if there are other areas where the MFMP team can provide additional training or communication supportSlide12
MFMP Communication Updates
The MFMP team has recently begun to distribute communications following each system enhancement. These communications contain pertinent information about the change, who it impacts, and other such information
Have you found the new communications helpful?
Beginning on January 1, 2017, the team will be piloting a process to distribute certain training related communications (e.g. Inside MFMP U) via an online tracking system. This will allow the team to track email open rates, link clicks, etcPlease let the team know if your agency has any difficulty receiving MFMP University communications after January 1stSlide13
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition EffortMFMP University UpdateNew Commodity Codes Annual Customer Survey ResultsVIP UpdatesTriviaOpen ForumSlide14
New Commodity Codes
MFMP will update the current MFMP commodity code set to the latest version of the United Nations Standard Products and Services Code (UNSPSC v19) on November
16
thAs part of this project, a governance group was established consisting of agency customers with the goal of reviewing the new codes and making recommendations on which codes to activate in MFMPThe latest UNSPSC code release focused on medical diagnoses services and dental/medical products
The
governance group reviewed
about 4,000 codes
The governance group recommended the activation of
187
new codes.
The new MFMP commodity code set has
17,081
total
codes
More
information about the Commodity Code
Change Management Process
can be found on the
DMS
WebsiteSlide15
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition EffortMFMP University UpdateNew Commodity Codes VIP UpdatesAnnual Customer Survey ResultsTriviaOpen ForumSlide16
VIP Updates and Reminders
MFMP will be performing the annual vendor inactivation process on November 17, 2016
This will remove all inactive vendors from MFMP Buyer and Sourcing
Upon request, MFMP will provide administrative access to VIP where approved customers can view vendor FEINs or SSNsSystem Administrators can request unique VIP access for customers as needed. All requests must be approved by a System AdministratorPlease contact the Customer Service Desk to deactivate accounts when a customer has left the agency or is no longer in that roleIn conjunction with the November vendor inactivation, MFMP will inactivate administrative VIP accounts that have not been accessed since May 28, 2016This will provide increased controls over vendor dataThis will be an ongoing annual activitySlide17
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition EffortMFMP University UpdateNew Commodity Codes VIP UpdatesAnnual Customer Survey ResultsTriviaOpen ForumSlide18
Preliminary Survey Results
Purchasing
2,739 surveys distributed (+2.5% vs 2015)
679 survey responses (+18.9% vs 2015)
Finance & Accounting
1,167 surveys distributed (+16.7% vs 2015)
228 survey responses (+46.2% vs 2015)
Answer Options
Overall
Satisfaction
Purchasing Satisfaction
F&A Satisfaction
5. Very
Satisfied
223
166
57
4. Satisfied
394
293
101
3. Moderately Satisfied
202
150
52
2. Dissatisfied
28
24
4
1.
Very Dissatisfied
6
6
0
0. No Basis
54
40
14
Total
907
679
228
2016 Satisfaction %
96.01%
95.31%
98.13%
2015 Satisfaction %
93.94%
93.78%
94.52%Slide19
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition EffortMFMP University UpdateNew Commodity Codes Annual Customer Survey ResultsVIP UpdatesTriviaOpen ForumSlide20
$10 million
During Hurricane Hermine, how much spend went through MFMP?
Trivia QuestionSlide21
CRT Agenda
MFMP Contract Extension
Recent Enhancements
Fax Transition EffortMFMP University UpdateNew Commodity Codes Annual Customer Survey ResultsVIP UpdatesTriviaOpen ForumSlide22
Open Forum
The open forums are intended to:
Discuss issues and concerns from agencies
Identify and review improvements to MFMP applications, training, and/or communications.Allow agencies to discuss internal process/policies with each otherAfter each meeting, the MFMP team will:Review feedback and determine next steps (create CR, find existing CR #, provide training material, follow-up for additional context, etc.)Communicate status back to original feedback originator Slide23
Highlights from the August Meeting
Of the ten items
that were
discussed, two were identified as potential change requestsThe request to send a notification to the OBO/Requester when a requisition fails FLAIR was added to the CR list and may be discussed and voted on in an upcoming CRB meetingThe request to update the system searches in Buyer is scheduled for the November ReleaseThe MFMP team has sent follow-up communications to all customers who responded to the August CRT Feedback Survey or who provided feedback in the August CRT MeetingPlease let the MFMP team know if you have any additional questions regarding the feedback providedSlide24
Wrap Up
If you have further questions please contact the MFMP team at
MyFloridaMarketPlace@dms.myflorida.com