System Overview Training - DMS · •Tips & Resources. MFMP Overview •MyFloridaMarketPlace is the...
Transcript of System Overview Training - DMS · •Tips & Resources. MFMP Overview •MyFloridaMarketPlace is the...
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System Overview Training
MyFloridaMarketPlace System Overview
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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.
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Agenda
• What is MyFloridaMarketPlace (MFMP)?
• Logging in to Buyer
• Dashboard & Navigation
• User Profile Management
• System Searches
• Procure to Pay Process
• Tips & Resources
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Agenda
• What is MyFloridaMarketPlace (MFMP)?
• Logging in to Buyer
• Dashboard & Navigation
• User Profile Management
• System Searches
• Procure to Pay Process
• Tips & Resources
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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MFMP Application Relationships
MFMPBuyer
FLAIR
MFMPSourcing
MFMP Analysis
VBS
VIP
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Agenda
• What is MyFloridaMarketPlace (MFMP)?
• Logging in to Buyer
• Dashboard & Navigation
• User Profile Management
• System Searches
• Procure to Pay Process
• Tips & Resources
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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
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First Time Access
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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.
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Agenda
• What is MyFloridaMarketPlace (MFMP)?
• Logging in to Buyer
• Dashboard & Navigation
• User Profile Management
• System Searches
• Procure to Pay Process
• Tips & Resources
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Dashboard Management
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Labels
You can use labels to help categorize those transactions you frequently reference.
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Agenda
• What is MyFloridaMarketPlace (MFMP)?
• Logging in to Buyer
• Dashboard & Navigation
• User Profile Management
• System Searches
• Procure to Pay Process
• Tips & Resources
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Changing Password
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Changing Your Secret Question
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Delegating Approval Authority
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Changing Your Email Notifications
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Viewing System Permissions
• Permissions determine what system access customers are allowed.
• View your permissions by clicking, ‘Change your profile.’
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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.
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Agenda
• What is MyFloridaMarketPlace (MFMP)?
• Logging in to Buyer
• Dashboard & Navigation
• User Profile Management
• System Searches
• Procure to Pay Process
• Tips & Resources
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System Searches
• You can complete basic system searches to find transactional information in MFMP by using the ‘Search’ drop down.
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Create a System Search Video
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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.
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System Searches Tabs
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Agenda
• What is MyFloridaMarketPlace (MFMP)?
• Logging in to Buyer
• Dashboard & Navigation
• User Profile Management
• System Searches
• Procure to Pay Process
• Tips & Resources
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MFMP Procure-to-Pay Process
A need for a purchase is Identified
Is the item(s)
on a contract?
Requester initiates
requisition
No
YesPurchasing and management
review requisition
Requisition
approved
No
Yes
PO is electronically sent to the Vendor
Vendor delivers goods or provides services
Goods
Service
Create /award a formal solicitation or
eQuote
Requester/Clerk/ Finance &
Accounting Staff creates invoice in
MFMP
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
MFMP
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Procure to Payment
All transactions in MFMP Buyer are tied together.
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Standard Approval Flows
Recommended Catalog
Invoice Reconciliation
Recommended Non-Catalog
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Agenda
• What is MyFloridaMarketPlace (MFMP)?
• Logging in to Buyer
• Dashboard & Navigation
• User Profile Management
• Searches
• Procure to Pay Process
• Tips & Resources
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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.
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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
Yes
No
Yes
No
Yes
No
No
Yes
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Training Resources
• MFMP University provides training for all agencies.
– Manuals and Job Aids
– Training Opportunities / Materials
– Online Training
– Vendor Resources
– Bulletin Boards
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MFMP WebsiteCurrent Initiatives
State Term Contracts
MFMP Buyer MFMP Sourcing
Websites
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Contact the MyFloridaMarketPlace
Customer Service Desk:
Phone: 866-352-3776
Email: [email protected]
Online: Customer Assistance Request (CAR)Form
Hours: Monday – Friday, 8:00 a.m. – 6:00 p.m., EST
Resources
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Thank you for taking MFMP University’s Online Training.