System Overview Training - DMS · •Tips & Resources. MFMP Overview •MyFloridaMarketPlace is the...

transcript

System Overview Training

MyFloridaMarketPlace System Overview

How to Take this Training

• Move forward and backward through the presentation by clicking on the section titles in the navigation panel. Select the drop down arrow to expand sections.

• Use the menu bar to adjust the volume, review your progress, play/pause, and move forward and backward.

• Interactive sessions throughout the presentation will be in several formats including: information buttons you can click to learn more about a specific topic, true/false and multiple choice questions.

Agenda

• What is MyFloridaMarketPlace (MFMP)?

• Logging in to Buyer

• Dashboard & Navigation

• User Profile Management

• System Searches

• Procure to Pay Process

• Tips & Resources

Agenda

• System Searches

MFMP Overview

• 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 a ‘big picture’ view of the MFMP system, focusing on the Buyer application.

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.

MFMP Buyer

• MFMP Buyer routes requisitions for approval for both catalog and non-catalog purchases. Requisitions become orders and are sent to vendors.

• Requisitions can be created and sent to MFMP Sourcing for electronic quotes for 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.

MFMP Sourcing

• MFMP Sourcing provides an automated way to create, launch, manage, evaluate, and award solicitations for goods and services.

• The Sourcing application is the platform for electronic quotes.

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

MFMP Analysis

• MFMP Analysis provides the ability to build analytical reports using several different sources of information.

• Analysis includes data from

– Buyer,

– Vendor Information Portal (VIP)

– Florida Accounting Information Resource (FLAIR )payments and encumbrance information.

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.

MFMP VBS

• Vendor Bid System is the official application for all state formal advertisements.

• State agencies, universities, community colleges, water management districts, and counties post advertisements on VBS.

• Advertisements include all variations of competitive procurements, grants, single source awards, agency decisions, and public meetings.

• VBS meets the requirements for electronic posting of decisions and intended decisions per Rule 60A-1.021, F.A.C.

MFMP Application Relationships

MFMPBuyer

MFMPSourcing

MFMP Analysis

Agenda

• System Searches

Properties

Show interaction in menu as: Single Item

Allow user to leave interaction: At any time

Prev/Next player buttons go to: Step in the interaction

Edit PropertiesEdit in Engage

First Time Access

Password Reset

• Once you’ve set your password, security question and answer you will be able to reset your own password should you forget it by using the ‘Forget your username or Password?’ link on the MFMP Buyer login screen.

• If you select the ‘Forget your username and password?’ link you will receive an email similar to the one below. The password resent instructions will contain a personalized link allowing you to change your password.

• The password rest functionality becomes disables if you enter three incorrect responses to your secret question. If this happens, contact your agency’s system administrator.

Agenda

• System Searches

Dashboard Management

Labels

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

Agenda

• System Searches

Changing Password

Changing Your Secret Question

Delegating Approval Authority

Changing Your Email Notifications

Viewing System Permissions

• Permissions determine what system access customers are allowed.

• View your permissions by clicking, ‘Change your profile.’

Reset Default Preferences

• Preferences can be reverted back to their default settings by going to ‘Preferences’ within the Menu.

• The options selected here may impact how items display on the dashboard.

Agenda

• System Searches

System Searches

• You can complete basic system searches to find transactional information in MFMP by using the ‘Search’ drop down.

Create a System Search Video

System Searches Tabs

• Customers can create customized tabs with saved system searches. This will allow you to easily view all of your saved searches in one location.

• Create a new tab by clicking the ‘Configure Tabs’ link.

System Searches Tabs

Agenda

• System Searches

MFMP Procure-to-Pay Process

A need for a purchase is Identified

Is the item(s)

on a contract?

Requester initiates

requisition

YesPurchasing and management

review requisition

Requisition

approved

PO is electronically sent to the Vendor

Vendor delivers goods or provides services

Service

Create /award a formal solicitation or

eQuote

Requester/Clerk/ Finance &

Accounting Staff creates invoice in

MFMP routes Invoice Reconciliation (IR) to the Requester/ On Behalf Of (OBO) for

approval of receipt of service

Physically receive product

Requester approves IR (Reconciles

invoice to services provided)

Requester/On Behalf Of (OBO) or Central Receiver completes MFMP receipt

MFMP routes the IR to the Exception

Handler

MFMP routes the IR to the Invoice Manager

Service Provided by Vendor

MFMP Routes IR to DFS if audited and to

FLAIR for payment

Warrant created/Payment sent to vendor and recorded in

Procure to Payment

All transactions in MFMP Buyer are tied together.

Standard Approval Flows

Recommended Catalog

Invoice Reconciliation

Recommended Non-Catalog

Agenda

• Searches

Confidential Information

• Confidential information should not be entered in MyFloridaMarketPlace. This includes the comments section, line item descriptions and any attachments.

• Confidential information can include: patient or client information, social security numbers, and law enforcement information.

• If you detect confidential information in attachments or comments, have the person who created the comment or attached the document remove it.

• If you have questions, you should view your agency’s confidentiality policy and contact your agency security administrator or your general counsel’s office.

Available MFMP Online Training

A need for a purchase is Identified

Create an eQuote

Requester initiates

requisition

Purchasing and management

approve requisition

Receive Goods or Approve

ServicesCreate Invoice

Reconcile and Approve Invoice Reconciliation

Complete Vendor

Performance Tracking Survey

Management Reports on

transactions in MFMP

Is an eQuote needed?

New MFMP user?

Watch the System

Overview Training

Are you a System Admin?

Watch System Administrator

Training

A need for a contract to be

added to MFMP is identified

MFMP creates PO and sends it

to vendor

Trouble finding

vendors?

Watch Searching for

Vendors in VIP Training

Watch the Understanding

Transaction Fees Training

Create an MFMP Contract

Training Resources

• MFMP University provides training for all agencies.

– Manuals and Job Aids

– Training Opportunities / Materials

– Online Training

– Vendor Resources

– Bulletin Boards

MFMP WebsiteCurrent Initiatives

State Term Contracts

MFMP Buyer MFMP Sourcing

Websites

Contact the MyFloridaMarketPlace

Customer Service Desk:

Phone: 866-352-3776

Email: BuyerHelp@MyFloridaMarketPlace.com

Online: Customer Assistance Request (CAR)Form

Hours: Monday – Friday, 8:00 a.m. – 6:00 p.m., EST

Resources

Thank you for taking MFMP University’s Online Training.

System Overview Training - DMS · •Tips & Resources. MFMP Overview •MyFloridaMarketPlace is the...

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