vendor advisory group initial meeting april 23, 2003
DESCRIPTION
MyFloridaMarketPlace. Vendor Advisory Group Initial Meeting April 23, 2003. Objectives of Today’s Meeting. Introduce Vendor Advisory Group Members Provide an overview of MyFloridaMarketPlace Project Background Contract Highlights and Current Status - PowerPoint PPT PresentationTRANSCRIPT
Vendor Advisory GroupInitial Meeting
April 23, 2003
MyFloridaMarketPlace
2
Objectives of Today’s MeetingObjectives of Today’s Meeting
Introduce Vendor Advisory Group Members
Provide an overview of MyFloridaMarketPlace
Project Background
Contract Highlights and
Current Status
Discuss Vendor Advisory Group Responsibilities
Select Next Meeting Date and Time
3
Introduction of Members
Name Chair and Vice Chair
MyFloridaMarketPlace Overview
Vendor Advisory Council Role
Other Business
Meeting Schedule
Close
Agenda
4
Name Company represented Position in company How you do business with the State now
Introduction of MembersIntroduction of Members
5
Introduction of Members
Name Chair and Vice Chair
MyFloridaMarketPlace Overview
Vendor Advisory Council Role
Other Business
Meeting Schedule
Close
Agenda
6
DMS will name the initial chair and vice chair• Both serve for 1 year• Vice chair not necessarily next chair• Group elects new slate in Spring 2004
Role of the Chair and Vice Chair– Chair
• Preview and suggest additional agenda topics• Chair all meetings• Be primary liaison to other groups
– Vice Chair• Serve in the Chair’s absence• Serve as the Council Secretary• Provide additional liaison activities as needed
Roles for the Chair and Vice ChairRoles for the Chair and Vice Chair
7
Introduction of Members
Name Chair and Vice Chair
MyFloridaMarketPlace Overview
Vendor Advisory Council Role
Other Business
Meeting Schedule
Close
Agenda
8
Supporting the Governor’s PrioritiesSupporting the Governor’s Priorities
More effective and efficient Government that harnesses the use of technology
Running Florida Government like a Business Enterprise-wide Initiative Private Sector Best Practice
Diversifying Florida’s Economy / One Florida
Performance-based Measurement and Accountability
Public / Private Partnerships
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Overview of Florida Re-Engineering Initiatives
Human Resources – People First—Deals with the State’s personnel system, leave and attendance and
benefits management
Purchasing– MyFloridaMarketPlace—Will integrate the State’s purchasing activities for all State
Buyers and for vendors doing business with the State
Financial Management– FLAIR Replacement—Will replace the State’s legacy accounting and financial
system with an integrated enterprise resource planning system
Florida has embarked on three major Enterprise Re-engineering Planning efforts
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5 year Contract (signed October 9, 2002)
Major Milestones
• Pilot (DOT and DMS): • Begin Vendor Registration - 03/31/2003• Begin Contracts Loading - 04/28/2003• Begin Transactions - 07/01/2003
• Statewide (Initial Users): “Go Live” – 09/2003 through 05/2004
Financial Model• No Appropriation Required; Project Paid for by 1% Fee on State Purchase • Initial 1% fee funds the LBR for DMS• Once LBR is funded, 1% fee funds Accenture Base System Cost
MyFloridaMarketPlace Contract OverviewMyFloridaMarketPlace Contract Overview
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Goals and Objectives
Goals and Objectives: Implement a single, statewide eProcurement solution enabling
electronic buying and selling
Aggregate all Government spending into an efficient buying channel
Leverage new technology and capitalize on best practices
Enable and facilitate the One Florida Program
Generate savings through Strategic Sourcing and process efficiencies
MyFloridaMarketPlace…Connecting Buyers and Vendors…
Expanding Opportunities…
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Current Purchasing Systems
Vendor BidSystem
SPURS
FLAIR
SPURSView
Current system has multiple integration points
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MyFloridaMarketPlace System
Portal
FLAIR / FLAIRReplacement
MyFloridaMarket
MyFlorida Portal
Fully implemented system has one integration point
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ReceiveOrderSource
Scope of the eProcurement InitiativeScope of the eProcurement Initiative
Full life cycle of purchasing (requisition to payment of goods and services)
Connects buyers and vendors through electronic exchange of catalogs, quotes, bids, contracts, purchase orders, invoices, etc.
Includes sourcing tools for bids, quotes, auctions and reverse auctions
Integrated with FLAIR financial system
Request PayApproval
MyFloridaMarketPlaceMyFloridaMarketPlace
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MyFloridaMarketPlace FunctionsMyFloridaMarketPlace Functions
Vendor ToolsBuyer Tools
MyFloridaMarketPlace UsersInitial Users - Pilots
Initial Users - Exec Agencies
Eligible Users - Other State Agency
State Term Contract Vendors
Minority Businesses
Agency/ Dept. Contract Vendors
Eligible Users – Univ, City, County
General Public
Small Businesses
• Vendor search• State term contract items• Requisitions/Purchase
orders• Online workflow approvals• Informal solicitation
(quotes < $25,000)• Sealed bids (ITN, ITB, RFx
> $25,000, auctions, reverse auctions)
• Receipt of Goods• P-Card• Contract development and
administration• Reports
• Self registration• E-mail notification of formal
and informal solicitations• Online quoting on informal
solicitations (< $25,000)• Online submission of
sealed bids (> $25,000)• Electronic purchase order
receipt• Electronic submission of
invoices• Catalog creation and
updates for State term contracts
• Reports
Business Support and Operations• Buyer Help
Desk • Vendor Help Desk
• Strategic Sourcing
• Procurement Assistance
• Catalog Enablement
• Training and Education
“I want to buy” “I want to sell”
Buyers Vendors
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MyFloridaMarketPlace BuyersMyFloridaMarketPlace BuyersInitial Users - Pilot Agencies
Department of Transportation
Department of Children & Families Department of Health Department of Corrections Department of Juvenile Justice Department of Environmental Protection Department of Revenue Department of Lottery Agency for Health Care Administration Department of Highway Safety & Motor Vehicles Department of Elder Affairs
Department of Education Department of Citrus Department of Law Enforcement Department of Military Affairs Department of Business & Professional Regulation Agency for Workforce Innovation Department of Community Affairs Executive Office of the Governor Department of Veteran’s Affairs
Department of Management Services
Initial Users – Executive Branch Agencies
Other Eligible Users Other State Agencies
Universities/Community Colleges
Other Governments (City, County, etc.)
Legislature Judicial
State Technology Office
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Communication and Marketing activities, together with an effective sponsorship approach, will help State Buyer and Florida Vendors move up the commitment change curve over time.
Unaware Awareness
Understanding
Fully Informed
Involvement
Commitment Curve
Time
Leve
l of c
omm
itmen
tCommitment to MyFloridaMarketPlace Commitment to MyFloridaMarketPlace
State Buyers
Florida STC Vendors
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Project StatusProject StatusCompleted Project Activities
Vendor Communications initiated on 1/10/03.
Vendor forums conducted in February and April (additional sessions planned for May)
Agency Roundtables conducted weekly
Individual Agency Head meetings in progress
Finalized initial State Term Contract loading schedule
Completed Strategic Sourcing interviews with all agencies
Third Party Monitor brought on by DMS
Vendor Registration website live and more than 1,000 vendors registered
Upcoming Project Activities
Continue state term contract vendor forums and continue statewide general vendor information sessions
Initiate State Term Contract loading and Vendor Registration
Continue regular Agency Roundtables
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The project will be completed over four phases: Mobilization, Development, Deployment and Operations, all of which include specific milestones.
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Contract 2002 2006 2007Phase/Activity Month Oct*-Dec Jan-Mar Apr-JunJul-SepOct-Dec Jan-Mar Apr-Jun Jul-Sep Oct-Dec Jan-Mar Apr-Jun Jul-Sep Oct-Dec Jan-Dec Jan-Oct
Mobilization Phase 1- Program Establishment- StaffingDevelopment Phase 4-10- Conference Room Pilot - Confirm Requirements
- Launch Vendor Reg. Portal
Deployment Phase 6-22
- Transition from SPURS 22
20052003 2004
Operations Phase 23 61-
- Pilot Implementation (DMS&DOT) 10
- Bring on Additional Users 22
- Online Contract / Catalog Loading 8
Initial Users Live- 18
Development Phase TimelineDevelopment Phase Timeline
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General Vendor Information Sessions*Tallahassee, FL
4/15, 5/13, 7/8, 8/12, 9/9
Gainesville, FL
5/6 and 5/8
Ocala, FL
5/7
Orlando, FL
4/8, 4/10, 7/1, 7/2
Lakeland, FL
5/20, 5/22
Tampa, FL
4/30 and 5/1Clearwater, FL
5/2
Ft. Lauderdale, FL
4/22, 6/17, 6/18
Coconut Creek, FL
4/24Miami, FL
4/1, 4/2, 4/3, 6/24, 6/26
St. Augustine, FL
5/29
Daytona, FL
5/27, 5/28
Naples, FL
6/4
Ft. Myers, FL
6/3
Pensacola, FL
7/16, 7/17Panama City, FL
7/22, 7/24Ft. Walton Beach, FL
7/15
Sarasota, FL
7/31
* April - August 2003 only shown here
Jacksonville, FL
5/14, 5/15
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Vendor Forum Technology Surveys
Vendor Feedback Forms – Miami and Orlando Sessions (4/1-3, 8, 10)
50% of Feedback Forms received were completed by CMBE/MBE Vendors
The vendors were asked three yes/no technology questions: Does your business have an internet accessible computer? Does your business have a fax machine? Does your business have an email address?
YES!
All of the MBE/CMBE vendors in those sessions who completed feedback forms answered "yes" to all three of the above questions.
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Vendor Feedback
Vendor Feedback Forms
Overall Impressions:“Easier to do business with the state"“Access to all agencies"“Access to greater opportunities”“New business opportunities“
General Comments:“Excellent opportunity for Small Business”“This will give more opportunities in the bidding process"."It is what the State has been waiting for and will really help end users““Great! Where do I sign up?““...I think this is the best thing since grits! Hats off to you and your staff.““It is going to be wonderful once everyone is aware of it and is mandated to use it."
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Agency Deployment ScheduleAgency Deployment Schedule
Agency Deployment Sequencing Criteria
Interest / Willingness to Volunteer
Spend of agency
• Large spend (> $175 million in spend)
• Medium spend ($25 million - $175 million in spend)
• Small spend ($1 million - $25 million in spend)
Size of agency (# of employees)
Percentage spend on State Term Contracts
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Agency Sequence & Timing
* Other State Level entities that are eligible users
** Commodities and contractual services transactions 07/03. Working w/ DOT on other spending areas (annual spending total $2,322,890,365)
***These agencies have expressed an interest in adjusting their deployment date or discussing further.
# Category Agency Plan
ned
Tran
sact
ion
Go
Live
Dat
e
Annual Spend 1 Initial User - Pilot Department of Transportation** 07/03 552,062,183$ Pilot2 Initial User - Pilot Department of Management Services (incl. STO, Div. Of Administrative Hearings) 07/03 305,712,795$ Pilot3 Initial User Department of Children and Families*** 09/03 863,309,560$ Large4 Initial User Department of Corrections*** 09/03 327,105,425$ Large5 Initial User Agency for Health Care Administration 10/03 181,302,039$ Volunteer6 Initial User Department of Juvenile Justice*** 10/03 326,185,937$ Large7 Initial User Department of Health*** 10/03 286,042,337$ Large8 Other Eligible Users* Department of Financial Services 10/03 88,651,201$ Large, FLAIR9 Initial User Department of Environmental Protection 11/03 277,244,485$ Large
10 Initial User Department of Highway Safety and Motor Vehicles 11/03 69,609,362$ Volunteer11 Other Eligible Users* Department of Agriculture and Consumer Affairs 11/03 74,935,211$ Medium12 Initial User Agency for Workforce Innovation 12/03 39,556,529$ Medium13 Initial User Executive Office of the Governor 12/03 3,873,151$ Small14 Initial User Department of the Lottery 12/03 92,316,106$ Medium15 Initial User Department of Veterans' Affairs 01/04 5,832,948$ Small16 Initial User Department of Business and Professional Regulation 01/04 19,093,725$ Medium17 Initial User Department of Revenue 01/04 103,218,529$ Large18 Initial User Department of Elder Affairs*** 01/04 77,154,774$ Small19 Initial User Department of Education 01/04 87,315,427$ Medium20 Initial User Department of Citrus 02/04 39,700,696$ Medium21 Initial User Department of Law Enforcement 02/04 29,421,959$ Medium22 Initial User Department of Community Affairs 03/04 10,998,769$ Medium23 Other Eligible Users* Department of State 03/04 16,818,957$ Medium24 Initial User Department of Military Affairs 03/04 29,544,468$ Small25 Other Eligible Users* Office of Attorney General & Dept. of Legal Affairs 04/04 8,850,965$ Small26 Other Eligible Users* Fish and Wildlife Conservation Commission 04/04 51,526,670$ Medium27 Other Eligible Users* Florida School of the Deaf and Blind 04/04 17,584,915$ Small28 Other Eligible Users* Justice Administrative Commission 05/04 27,210,396$ Medium29 Other Eligible Users* Legislative Purchasing 05/04 26,474,057$ Medium30 Other Eligible Users* State Court System 05/04 12,566,847$ Small31 Other Eligible Users* Parole Commission 05/04 744,149$ Small32 Other Eligible Users* Public Service Commission 05/04 2,492,118$ Small33 Other Eligible Users* Ringling Museum 05/04 631,654$ Small34 Other Eligible Users* Office of the Auditor General 05/04 1,460,001$ Small35 Other Eligible Users* State Board of Administration 05/04 TBD Small36 Other Eligible Users* Enterprise Florida 05/04 TBD Small37 Other Eligible Users* Future Waves of Other Eligible Users (e.g. Local Education Institutions, Cities, Counties) TBD TBD TBD
DRAFT
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Introduction of Members
Name Chair and Vice Chair
MyFloridaMarketPlace Overview
Vendor Advisory Council Role
Other Business
Meeting Schedule
Close
Agenda
26
Vendor Advisory Council RoleVendor Advisory Council Role
Providing input and feedback to the Project Management Team on: Needs Problems Successes Effective Practices Long-term Strategic Objectives Other Requested Input Provide leadership in recruiting businesses to MyFloridaMarketPlace Sponsor and champion MyFloridaMarketPlace initiative by sharing
experience
27
Introduction of Members
Name Chair and Vice Chair
MyFloridaMarketPlace Overview
Vendor Advisory Council Role
Other Business
Meeting Schedule
Close
Agenda
28
Introduction of Members
Name Chair and Vice Chair
MyFloridaMarketPlace Overview
Vendor Advisory Council Role
Other Business
Meeting Schedule
Close
Agenda
29
Meeting Schedule for Council
Quarterly
At the call of the Chair
Suggested dates: – In conjunction with Florida Government Expo
• September 24-26, 2003 in Tampa
30
Introduction of Members
Name Chair and Vice Chair
MyFloridaMarketPlace Overview
Vendor Advisory Council Role
Other Business
Meeting Schedule
Close
Agenda