Download - MFMP 3.0 What’s New Seminar
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MFMP 3.0 What’s New Seminar
2011
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• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
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Welcome to MFMP 3.0
MFMP is upgrading on September 6, 2011
https://Buyer.MyFloridaMarketPlace.com/Buyer/Main
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Welcome to MFMP 3.0
Why upgrade now?
• MFMP 3.0 upgrade allows MFMP to:
– Take advantage of new technology
– Improve the technical infrastructure
– Deliver exciting new features to better serve our
customers
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Upgrade Objectives:
• Implement new features from the latest Ariba technology
• Implement customer requested system changes
• In addition MFMP:
– Reviewed the Secure Reports to confirm customers still need these reports
– Worked with several agencies to review their workflow processes and make improvements where possible
– Addressed previous MFMP audit findings
Welcome to MFMP 3.0
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Seminar Objectives
• What‘s New in MFMP 3.0:
– System Overview
– Requisitioning
– Approving
– Receiving
– Invoicing
Welcome to MFMP 3.0
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Seminar Objectives
• Leave today with:
– Solid awareness about the MFMP 3.0 upgrade
– Understanding of new features and improvements
– Confidence about logging into MFMP 3.0 on September 6
Welcome to MFMP 3.0
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Seminar Objectives
• Upgrade resources:
– MFMP Minute
– Exclusive MFMP recorded training tours
– Office Hours webinars in September
– MFMP Toolkit – fully updated by September 6
Welcome to MFMP 3.0
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• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
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New Terminology
• Direct Order (DO) is now Purchase Order (PO)
– New unencumbered orders will have a PO prefix instead of
a DO prefix
– MFMP 2.0 DOs will still reflect the DO prefix
• Master Agreement (MA) is now Contract (C)
• Master Agreement Request (MAR) is now Contract
Request (CR)
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New Terminology
• Invoice eForm is now PO-based or Contract-based
Invoice
• Folders are now Labels
• MFMP Swoosh Page is now your MFMP Dashboard
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• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
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• Folders are now Labels
– Labels replace Personal folders
– Access Labels through the My Labels link
– Use Labels to tag or categorize requisitions, receipts, invoices, invoice reconciliations, etc.
– Remove or update Labels as needed
• MFMP 2.0 folders will convert to
MFMP 3.0 Labels
What's staying the same … and what’s improving
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What's staying the same … and what’s improving
New customizable ―Buyer Dashboard‖ (similar to Analysis 3.0)
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What's staying the same … and what’s improving
Customize Tabs on the Dashboard
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Set Email Notification Preferences
What's staying the same … and what’s improving
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Choose Preferences for System Functions
What's staying the same … and what’s improving
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Set Email Frequency
What's staying the same … and what’s improving
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Email Notice Sample
What's staying the same … and what’s improving
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Copying MFMP 2.0 items
• Copy MFMP 2.0 requisitions as a basis for MFMP 3.0
orders
• Confirm that all fields are updated and relevant
(including updated accounting information)
• Order prefix will now be ―PO‖ instead of ―DO‖ in
MFMP 3.0
What's staying the same … and what’s improving
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• We made minimal changes to the overall procurement-to-payment process
• MFMP customers complete functions as they did in MFMP 2.0
• So what is changing in MFMP 3.0
– For Requisitioning
– For Approving
– For Receiving
– For Invoicing
What's staying the same … and what’s improving
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3 Percent Withholding/W-9 Initiative
• The Department of Financial Services (DFS) will
begin withholding 3 percent of a vendor payments as
of January 1, 2013
– This new requirement is related to the Tax Increase
Prevention and Reconciliation Act (TIPRA) of 2005
– This law requires governments to withhold
3 percent of all payments greater than $10,000
What's staying the same … and what’s improving
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3 Percent Withholding/W-9 Initiative
• To enact the 3 percent withholding, DFS is requiring
all vendors to submit a new Form W-9 to be
validated by the IRS.
– All vendors are required to submit a new Form W-9
– This includes reluctant vendors
• Beginning November 7, 2011, DFS will begin
withholding payments for vendors who do not have a
valid Form W-9 on file.
• Agencies will not be able encumber funds for
vendors without a valid W-9 on file
What's staying the same … and what’s improving
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• DFS portal for vendor W-9 submission
https://flvendor.myfloridacfo.com
Click here to
access “Profile
Registration”
screen
Select any of
these options for
additional
information
What's staying the same … and what’s improving
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• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
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Requisitioning
Create Requisitions
• State Purchasing creates statewide agreements, State
Term Contracts (STC) and Alternate Contract
Sources (ACS)
• Use of STC are mandatory for state agencies
• STC and ACS are available in the MFMP catalog
– Punch-out
– Line-item
– Ordering Instructions
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Create Requisitions
PO Numbering:
• Direct Orders are now Purchase Orders
– ―A‖ prefix for Encumbered Orders remains
– Continues to increment in numbering value after go-live
– Order IDs will not duplicate
Requisitioning
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Create Requisitions
• MFMP 3.0 streamlines the requisitioning process; to
put the emphasis on what you‘re buying
• From the dashboard, you can search the catalogs or
click the Requisition link to create requisitions
Requisitioning
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Create Requisitions
• Use refined catalog searches
Requisitioning
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Create Requisitions
• Customize your view of the catalog to see multiple items at one
time by clicking on ‗thumbnail‘ link
• If you cannot find what you‘re looking for in the catalog, create a
non-Catalog requisition; fill in all product details
Requisitioning
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Create Requisitions
• Compare line item catalog products to determine the best value
• Select the items you want to consider and click Compare
Requisitioning
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Create Requisitions
• Your items are available for side by side comparison
• Select the item you want to add to your cart
Requisitioning
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Create Requisitions
• Master Agreements are now Contracts
– Applies to both STC and Agency Term Contracts
– Existing Master Agreements at ―go-live‖ will continue to have
an ―MA‖ prefix current MA expires and a new contract is
created in MFMP 3.0.
• At that point it will have a ―C‖ prefix
• Change Orders made against an existing MFMP 2.0 order will
continue to be ―versioned‖ and will include a ―v‖
Requisitioning
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Create Contracts:
• You can record agency-issued contracts in MFMP
• Benefits of recording contracts in MFMP
– Spend Analysis
– Document Management
– Transparency
• Automatically loads the contracts as a catalog in MFMP
Requisitioning
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Requisitions
Create Contracts
• MFMP requires basic information to record a contract
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• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
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Approve Requisitions
• Finds items that require your approval in your ‗To Do‘
list on either your Home tab or the Procurement tab
• Queue displays the requester
Approving
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Approving
Approve Requisitions
• As an approver, validate the product / service purchase
is necessary and appropriate
• Review the requisition and either approve, deny or edit
the request
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• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
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Receiving
To initiate a receiving report, click ‗receive‘ under
Manage from the dashboard
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Receiving
• Search for the order you need to receive against
• When the receiving report returns, enter the number
of items received and the actual date you received
them
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Break Time
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True or False
1. Your fully approved requisition becomes a purchase
order.
2. MFMP customers can customize their Dashboards.
3. MFMP 3.0 ―go-live‖ day is September 6.
4. In MFMP 3.0 you use Labels instead of Folders.
5. We upgraded now to make your work easier.
Bonus Question —
Anne Rabon took the photograph
on the MFMP 3.0 login page.
Pop Quiz Time
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• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
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Invoicing
Create a PO-based invoice
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Invoicing
Create a Contract-based invoice
• Process is similar to the PO-based invoice process
– Select the contract number instead of selecting a purchase order number
– Invoice lines do not populate on the invoice
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Invoicing
W-9 verification
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Invoicing
New Invoice tab
• View completed invoice
• View Reconciliation
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Reconciling and Approving• ―To Do‖ Box lets you link to the IRs
– From here you link easily to the IRs
– MFMP 3.0 identifies who initiated the invoice
• Access IRs
– Click the link in the ―To Do‖ box
– Click ―open‖ to begin the reconciliation
Invoicing
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Invoicing
CFO Received Date
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• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
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New Fun Features
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Reset Your password
New Fun Features
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Reset Your Password
New Fun Features
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Password Reset Email Notice
New Fun Features
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New Fun Features
MFMP Password Complexity• Passwords must comply with State of Florida security standards
• 7-16 characters in length
• New Password requirements include:
– One uppercase letter
– One lowercase letter
– One digit
• A digit must be located within the middle of the password. For
example: Password2 and 2Password are invalid. However,
Password22 and Pass2word are both valid.
– No spaces
• Unable to re-use your last five passwords
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Customize Views on the Dashboard
New Fun Features
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Expand the Dashboard View
New Fun Features
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New Fun Features
Labels• Labels help you reference / organize items
– Label the items you will reference later
– Organize items to categorize them in a logical
manner
• No suggested ―limit‖ for how many items
you should tie to a particular label
– MFMP team will monitor
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New Fun Features
Refined System Searches
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System Searches
• Any customer with MFMP 3.0 access can create system
searches
• Query group enables you to see transactions
enterprise wide
• You can export search results to Excel
New Fun Features
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System Searches
• Use at least two filters to narrow your search results
New Fun Features
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IR Mass Update
• Finance and Accounting can now mass edit four fields
• Mass Update function is optional
• Invoice Reconciliation Account Mass Update eForm
• You can update Up to 10 IRs at a time (not to exceed 100 lines)
• Accounting validation does not occur on the Mass Edit Update eForm
New Fun Features
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New Fun Features
IR Mass Update
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New Fun Features
Fewer steps to delegate your approval authority
• Click on Preferences
• Select Delegate Authority
• Complete as usual
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New Fun Features
Detailed error messages include number of errors
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New Fun Features
Delete Attachments and Comments
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New Fun Features
Delete Attachments and Comments
• Whoever attaches the document can remove the
document– 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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New Fun Features
Delete Attachments and Comments
• Agencies can remove attachments without using the
―Purge Request‖ process
– System Administrator can inactivate MFMP accounts
– Remove attachment even after approval process started
– In unique situations, MFMP Customer Service Desk can assist
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New Fun Features
Indicate Recycled and Green items on Punch-out
and Non-Catalog items
http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_infor
mation/state_contracts_agreements_and_price_lists/florida_climate_friendly_prefe
rred_products_list
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New Fun Features
Requisitions copied display as a link in the history tab
Including the requisition it was copied from
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New Fun Features
PO End Date Validation
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New Fun Features
Payment Update eForm includes Voucher # and SWDN
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New Fun Features
Improvements to Invoices• Invoice date validates when you select the ―next‖ button
• Automatically populates the invoice with the lines of the purchase order
• The cursor now defaults to the quantity field
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New Fun Features
New Legend Item for IR Rejections
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New Fun Features
Create an eQuote
• Use MFMP Sourcing for electronic quotes (eQuote)
https://sourcing.myfloridamarketplace.com/Sourcing/Main/ad/loginPage
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Create an eQuote
• Sourcing Dashboard
New Fun Features
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Create an eQuote• Follow five steps to set up and send your electronic
quotes to vendors
New Fun Features
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New Fun Features
Create an eQuote
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New Fun Features
Coming Soon to MFMP 3.0: Analysis
• Beginning October 2011, Access Analysis through your
MFMP 3.0 dashboard
• Analysis is the reporting tool of MFMP
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• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
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• Welcome to MFMP 3.0
• New Terminology
• What‘s Staying the Same … and What‘s Improving
• Requisitioning
• Approving
• Receiving
• Invoicing
• New Fun Features
• Q&A Session
• Resources
Agenda
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Resources
Additional training– Exclusive online MFMP Training Tour
• Recorded training for each topic
– MFMP Minute (10-week countdown to 3.0, begins July 1)
• Quick recorded tips about MFMP 3.0 enhancements
– Check with your agency liaison for additional training specific to
your agency
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Resources
Post-Upgrade– Six, one-hour webinars covering what‘s new in System
Overview, Requisitioning, or Invoicing (one topic per
webinar)
– Four, one-hour ―Office Hours‖ webinars
• Bring your questions or just listen and learn from the
discussion
– Three, day-long workshops (in Tallahassee)
• Requisitioning, Oct. 4, 9 a.m. to 4 p.m.
• Invoicing, Oct. 11, 9 a.m. to 4 p.m.
• Reporting, Nov. 15, 9 a.m. to 4 p.m.
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Resources
Upgrade Tools & Communications– Updated Buyer Manual and System Administrator Manual
• http://www.dms.myflorida.com/business_operations/state_purchasi
ng/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_too
lkit
– Online Bulletin Board for up-to-date information
• http://www.dms.myflorida.com/business_operations/state_purchasi
ng/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_too
lkit/mfmp_communications/mfmp_hot_topics_bulletin_board
– Emails from agency liaisons and/or system administrators and
our eNewsletter
– Follow ―Florida DMS‖ on Facebook and Twitter
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Resources
When you have questions, either before or after the
upgrade, feel free to contact the MFMP Customer
Service Desk.
(866) 352-3776
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MFMP 3.0 Launches September 6, 2011
Delivering the change our customers requested