contract administrators’ meeting february 10, 2005 2:00 p.m

Contract Administrators’ Meeting

February 10, 20052:00 P.M.

State Purchasing

2

Contract Administrators’ Meeting February 10, 2005 Agenda

• Survey Results

• Vendor Performance Tracking System

• Centralized Contract Management System

• DEP Update – Contract Administration & Reporting System

• Next Meeting Location / Time

3

Top Five ConcernsDMS Impressions

• Sourcing/Contract Development - Communication with agency purchasing staff? Use of appropriate elements of Strategic Sourcing Methodology would solve a lot of the issues.

• Performance Monitoring – Consistent concerns. Message seems to say we either don't do it or we don't know how to do it. Is the message, "we don't know who is responsible for this, contact managers, administrators or program people"?

• Financial/Audit -- Seems to be sub-heading of Performance. Interesting that documentation was not more prevalent.

• HR/Prof. Development - We are doing a lot of training. Are we missing the "how" while doing a great job on the "what"?

4


• Survey Results





5

Roadmap to Excellence Recommended Solution to Recurring Problem

Inadequate systems exist for monitoring and rating vendor performance

We recommend a uniform vendor monitoring and rating system be created which incorporates links to contract monitoring reports, vendor websites, closeout evaluations, and a method for other agencies to access performance evaluations.

6

Roadmap to ExcellenceIssues under Performance Monitoring (200+)

• Documentation

• Internal controls

• Contractor accountability

• Contract files

• Verification of receipt of goods and services before payment to the vendor

• Adherence to purchasing statutes, rules and policies

• Training for contract managers

7

State Term Contract User

Survey(Active)

Contractor Performance

Rating(?)

Contract Management

Software(?)

MFMP Vendor Performance

Tracking(In Development)

4

3

21

Proposed Solution New Constellation of Integrated Systems

8

REQUESTOR UI

This interface allows Purchase Requestors and Master Agreement Contacts to submit vendor ratings on a per transaction basis. This interface will only allow Purchase Requestors and Master Agreement Contacts to rate transactions that were completed in MyFloridaMarketPlace.

9

REQUESTOR UI-PENDING VENDOR RATING SUBMISSIONS PAGE

Vendor Performance Tracking - MyFloridaMarketPlace

Pending Vendor Rating Submissions

VendorLocationFEINVendor Name

Vendor InvoiceNumber

Welcome

Russ Rothman

Copyright © 2005 State of Florida

Click on a Vendor Name.

Contract IDPO or MANumber

010F592122459APPLE COMPUTER 00116793 234-842-03-1 DO15676-V3

001F760476053AMERIGAS 0197327 DO36336

001F760476053AMERIGAS 2498723 DO75463

013F9426057943COM 011205 234-842-03-1

Warrant IssueDate(s)

01/06/2005

12/29/2004

01/07/2005

01/10/2005

01/13/2005

10

REQUESTOR UI-VENDOR PERFORMANCE RATING FORM


Vendor Invoice 00116793 Summary

Welcome > Pending Submissions

Russ Rothman


Vendor Transaction Performance Rating Form

Vendor Name:

FEIN:

PO or MA Number:Vendor Location:

Contract Number:

Contract Type:

234-842-03-1

DO15676-V3

STATE TERM

Performance toSpecifications

Delivery

Invoicing

Customer Service

Category

Fails to MeetMostRequirements

(1 Point)

Fails to MeetSomeRequirements

(2 Points)

MeetsRequirements

(3 Points)

ExceedsRequirements

(4 Points)

OutstandingPerformance

(5 Points)

Please provide comment if any rating is other than “Meets Requirements”. (1000 characters max.)

Submit Reset

$3,000.00

Amount

Total Amount: $6,000.00

Warrant(s): Warrant Issue Date

Invoice ReconciliationLine

Split AccountingLine

$1,000.00

$2,000.00

1159153 01/10/2005

1

1

2

1

2

1

Warrant Number

Vendor Invoice Detail

APPLE COMPUTER

010

F592122459

11

REQUESTOR UI-RATING SUBMISSION CONFIRMATION PAGE

Vendor Transaction Rating Confirmation


Vendor Performance Tracking - MyFloridaMarketPlaceWelcome > Pending Submissions

Russ Rothman

Your Vendor Transaction Rating Form has been successfully recorded.

The form will be be factored into the Vendors Ratings within the next 24 hours.

12

REQUESTOR UI-Vendor Search Page

Search Reset

Please enter your search criteria.

Vendor Name Overall RatingFEIN

3 records found. Displaying 1 - 3.

COMPUSA, INC. 3.7F928370343

Maximum Results:

OFFICEMAX, INC. 3.0F873408751

APPLE COMPUTER 3.2F592122459

DELL, INC. 3.5F673408573

25

Search for a Vendor


Vendor Performance Tracking - MyFloridaMarketPlaceWelcome

Russ Rothman

Vendor Name:

Contract ID:

FEIN:

Requestor Name:

234-842-03-1 Agency Name:

Requestor Email Address:

Actual Submissions

310

2

1,908

12,312

Potential Submissions

704

30

2,000

24,002

e.g.: STC, SPA, or Agency Term Contract ID

13

REQUESTOR UI-View Vendor High Level Detail Page


Vendor FEIN Rating Summary

Welcome > Vendor Search

Russ Rothman


Vendor FEIN Rating Detail

Vendor Name: APPLE COMPUTER F592122459FEIN:

Performance to Specifications:

Delivery:

Invoicing:

Customer Service:

Overall Rating:

Actual Submissions:

Potential Submissions:

Location NamePerformance toSpecifications Delivery

CustomerServiceOverall

ActualSubmissions

PotentialSubmissions

Click on a Location for further detail.

3.4

3.2

3.2

3.0

3.2

1,908

2,000

005_APPLE COMPUTER

010_APPLE COMPUTER

011_APPLE COMPUTER

3.2 3.3 3.3 3.1 3.0 534 551

3.3 3.5 3.1 3.3 3.1 720 748

3.2 3.4 3.2 3.2 2.9 654 701

Invoicing

14

REQUESTOR UI-View Vendor Specific Location Detail Page


Vendor Location Rating Summary

Welcome > Vendor Search > FEIN Detail

Russ Rothman


Vendor Location Rating Detail

Location Name: 010_APPLE COMPUTER F592122459FEIN:


Delivery:

Invoicing:

Customer Service:

Overall Rating:

Actual Submissions:


Delivery InvoicingCustomerService

3.5

3.1

3.3

3.1

3.3

720

748

3 3 3 3 3

3.5 4 3 4 3

4 5 4 3 4

Location: 010

Vendor InvoiceNumber Contract ID

PO or MANumber

00116793 234-842-03-1 DO15676-V3

89237492 DO124-P92

43762223 991-882-04-1

Performance toSpecificationsOverall Comments

NA

Click Here

Click Here

15

REQUESTOR UI-View Comments Page


Vendor Transaction Rating Comments


Free form comments will be displayed here. This window will open when the Comment’s “ClickHere” link is clicked. The window will be locked and the only options the user have will be tominimize or close the window.

16

VENDOR UI

This interface is allows vendors to view vendor ratings on FEIN, location and transaction levels. This interface will only allow vendors to view rating on transactions that were completed in MyFloridaMarketPlace.

17

VENDOR UI-Choose System Page

[Privacy Statement] [Terms of Use] [Frequently Asked Questions] [Glossary]Copyright © 2003 State of FloridaMyFloridaMarketPlace Vendor Registration Customer Service: 866-FLA-EPRO (866-352-3776)

Statewide Vendor Portal - MyFloridaMarketPlace

What would you like to do?

Update My Vendor Registration Submit My Transaction Fee ReportOnline

Change My Company’s Contact

Change My Company’s Information

Change My Telephone/Email address/Fax Number

Update My Commodity Codes

Register to participate in Solicitations(Sourcing)

Register to participate in eQuotes

View My Consolidated Billing Invoice (CBI)

Submit My Transaction Fee ReportOnline (PUR 3776)

View My Vendor Rating

View My Vendor Rating

18

VENDOR UI-View Vendor High Level Detail Page






Delivery:

Invoicing:

Customer Service:

Overall Rating:

Actual Submissions:




ActualSubmissions



3.4

3.2

3.2

3.0

3.2

1,908

2,000

005_APPLE COMPUTER

010_APPLE COMPUTER

011_APPLE COMPUTER

3.2 3.3 3.3 3.1 3.0 534 551

3.3 3.5 3.1 3.3 3.1 720 748

3.2 3.4 3.2 3.2 2.9 654 701

Invoicing

Logout

Required Information

Username/Password

Main Contact

General Information

Business Profile

Certified Minority

Business Enterprise

Locations/Contacts

Commodity Selection

eQuote

Terms of Use

Registration Summary

Solicitations

Submit Transaction Report

View CBI

View Vendor Rating


19

VENDOR UI-View Vendor Specific Location Detail Page






Delivery:

Invoicing:

Customer Service:

Overall Rating:

Actual Submissions:



3.5

3.1

3.3

3.1

3.3

720

748

3 3 3 3 3

3.5 4 3 4 3

4 5 4 3 4

Location: 010


PO or MANumber

00116793 234-842-03-1 DO15676-V3

89237492 DO124-P92

43762223 991-882-04-1

Performance toSpecificationsOverall Comments

NA

Click Here

Click Here

Logout

Required Information

Username/Password

Main Contact

General Information

Business Profile

Certified Minority

Business Enterprise

Locations/Contacts

Commodity Selection

eQuote

Terms of Use

Registration Summary

Solicitations

Submit Transaction Report

View CBI

View Vendor Rating


20

VENDOR UI-View Comments Page


Vendor Transaction Rating Comments

Free form comments will be displayed here. This window will open when the Comment’s “ClickHere” link is clicked. The window will be locked and the only options the user have will be tominimize or close the window.


21

VPT ADMINISTRATIVE UI

This interface allows an Administrator to search on vendors and update ratings and comments submitted against vendor transactions. This interface will only allow a VPT Administrator or Super Admin to update transaction ratings that have been completed by a Requestor or MA contact

22

ADMINISTRATIVE UI-VENDOR SEARCH PAGE

Search Reset

Please enter your search criteria.

Vendor Name Overall RatingFEIN

3 records found. Displaying 1 - 3.

COMPUSA, INC. 3.7F928370343

Maximum Results:

OFFICEMAX, INC. 3.0F873408751

APPLE COMPUTER 3.2F592122459

DELL, INC. 3.5F673408573

25

Search for a Vendor



Russ Rothman

Vendor Name:

Contract ID:

FEIN:

Requestor Name:

234-842-03-1 Agency Name:

Requestor Email Address:

Actual Submissions

310

2

1,908

12,312

Potential Submissions

704

30

2,000

24,002

e.g.: STC, SPA, or Agency Term Contract ID

23

ADMINISTRATIVE UI- VENDOR HIGH LEVEL DETAIL PAGE



Vendor Search

Russ Rothman





Delivery:

Invoicing:

Customer Service:

Overall Rating:

Actual Submissions:




ActualSubmissions



3.4

3.2

3.2

3.0

3.2

1,908

2,000

005_APPLE COMPUTER

010_APPLE COMPUTER

011_APPLE COMPUTER

3.2 3.3 3.3 3.1 3.0 534 551

3.3 3.5 3.1 3.3 3.1 720 748

3.2 3.4 3.2 3.2 2.9 654 701

Invoicing

24

ADMINISTRATIVE-View Vendor Specific Location Detail Page



Vendor Search > FEIN Detail

Russ Rothman





Delivery:

Invoicing:

Customer Service:

Overall Rating:

Actual Submissions:



3.5

3.1

3.3

3.1

3.3

720

748

3 3 3 3 3

3.5 4 3 4 3

4 5 4 3 4

Location: 010


PO or MANumber

00116793 234-842-03-1 DO15676-V3

89237492 DO124-P92

43762223 991-882-04-1

Performance toSpecificationsOverall

25

ADMINISTRATIVE UI-UPDATE RATINGS PAGE


Vendor Invoice 00116793 Summary

Vendor Search > FEIN Detail > Location Detail

Russ Rothman


Vendor Transaction Performance Rating Form

Vendor Name:

FEIN:

PO or MA Number:Vendor Location:

Contract Number:

Contract Type:

234-842-03-1

DO15676-V3

STATE TERM

Performance toSpecifications

Delivery

Invoicing

Customer Service

Category

Fails to MeetMostRequirements

(1 Point)

Fails to MeetSomeRequirements

(2 Points)

MeetsRequirements

(3 Points)

ExceedsRequirements

(4 Points)

OutstandingPerformance

(5 Points)

Please provide comment if any rating is other than “Meets Requirements”. (1000 characters max.)

Comments will be populated here and editable.

Submit Reset

APPLE COMPUTER

010

F592122459

26

ADMINISTRATIVE UI-UPDATE CONFIRMATION PAGE

•

Vendor Transaction Rating Confirmation


Vendor Performance Tracking - MyFloridaMarketPlaceVendor Search > FEIN Detail > Location Detail

Russ Rothman

The Vendor Transaction Rating Form has been successfully updated.

The updated form will be be factored into the Vendors Ratings within the next 24 hours.

27

VPT QUARTERLY REPORT

The purpose of this report is to allow the general public and vendors have high level visibility into the Vendor Performance Tracking system.

28

PUBLIC VIEW (QRTRLY RPT)-VPT Requestor/MA Contact

Welcome Page


Requestor or Master Agreement Contact Administration

Welcome to the Vendor Performance Tracking System.

What would you like to do?

Submit Pending Vendor Ratings

Search for a Vendor


Russ Rothman

29


Survey(Active)


Rating(?)

Contract Management

Software(?)



4

3

21


30

Roadmap to ExcellenceDistribution of the 494 Findings

• Performance monitoring (45%)

• Procurement methodology (20%)

• Contract writing (17%)

• Payment (10%)

• Needs assessment (7%)

• Contract closure (1%)

31

Primary purposes of Contractor Performance Tracking System

• A single electronic file for recording and tracking the performance of all contractors on all contracts at closeout.

• A tool for evaluating contractors for future use.

32


• Survey Results





33


Survey(Active)


Rating(?)

Contract Management

Software(?)



4

3

21


34

Roadmap to Excellence Recommended Solution to Recurring Problem

Agencies’ use of different processes and procedures in awarding and managing contracts causes the contract documents to vary considerably in format and content

We recommend DMS, with the assistance of other agencies, develop standard contract formats for use by all state agencies.

35

Contract Management System Primary purposes

• A database for all contracts.

• A single electronic file for all documents related to a contract.

• Report capability.

• Document retrieval capability.

• A tool for managing contracts, measuring performance and recording results.

36


• Survey Results





37

DEP UpdateCARS

[see separate presentation]

38


• Survey Results





39

Contract Administrators’ MeetingNext Meeting

Time: 2:00 pm to 3:00 pm

Date: Thursday, March 10, 2005

Location: Betty Easley Center, Room 152

contract administrators’ meeting february 10, 2005 2:00 p.m

Documents

accenture llp

contract managers

contract managementsoftware

performance evaluations

uniform vendor monitoring

rating vendor performancewe

vendor ratings

vendor adherence