Florida Department of Management Services



Florida Department of Management Services

MyFloridaMarketPlace

|Meeting Minutes |Change Review Board (CRB) |

| |02/01/2007 |

| |9:00 AM |

| |

|Type of meeting: |Working session of CRB with a focus on the MFMP 2.0 status and major upcoming activities – Training, User Acceptance Testing, and |

| |implementation. Also, the Design Approval Team for CR 3/3.1 and CR 28 conducted a development review. |

| |

|Attendees: |Charles Johnson (DOT), Kelly Lutz (DOT), Tim Ellinor (DC), David Perrin (DCA), Earl Campos (HSMV), Stacy Arias (HSMV), Paul Mauck (DCF), |

| |Laura Jennings (DJJ), Sharon Bussey (FWC), Bill Grove (DOR), Bob Notman (DOR), Kim Veldink (DOR), Rita Tucker (AHCA), Cathy McEachron |

| |(AHCA), Mary Quinsey (DEP), Susanne McDaniel (DOH), Lisa Punausuia (DOH), Michelle Harvey (DOH), |

| | |

| |MFMP Team: Josh Yaffin, Michael Johnston, Shireen Sackreiter, Daymon Jensen, Buffie Rodri, Angela Tilton, Lori Potts, Rachael Grumme, |

| |Debbie Gries, Scott Rainey |

|Key Discussion Highlights: | |

|Scott Rainey opened the meeting and went over the agenda which included a status update, upcoming training, User Acceptance Test (UAT), implementation, and contingency |

|planning |

|Status update – system test pass 2 is complete and system test pass 3 has been started. We have passed our 1st go/no-go decision point, and the code freeze for system |

|defects is still in place and has been extended past January |

|A snapshot of the next 2 months was discussed. There are a lot of things going on with training, UAT, and go/no-go decisions. UAT will be completed in 2 cycles; the |

|first will be conducted Feb 19-21 and the second will be conducted Feb 27-28, allowing time for corrections between the two cycles. There will be another go/no-go after |

|UAT has been completed on the 28th. Agency training, system administrator training, and UAT training all begin 2/12. Requestor training will be held March 19-29 in |

|several locations around the state: Tallahassee, Miami, Orlando, Tampa, and Ft. Lauderdale. The last go/no-go checkpoint is March 29 |

|There were updates on 2 of the Change Requests (CR). CR 28 (Workflow Regeneration) - Ariba does not take into account threshold validation with special commodity codes. |

|We are working with Ariba to try and resolve this issue. However, based on agreement in the meeting, CR 28 will be implemented with the upgrade even if Ariba cannot |

|resolve this issue beforehand. All other business rules still work with this CR as designed. CR 3 (Payment History) – the history is displayed on the DO and on the |

|orders tab in the IR. An amendment was made to the design to create an eForm which will allow you to adjust the PO balance. |

|26 of 28 agencies have scheduled their system administrator training. 24 of 28 agencies have scheduled their day long upgrade training; 2 more are working out the |

|logistics to schedule. We are finalizing the locations for the requestor training and hope to start scheduling this training next week |

|10.5 agencies have scheduled their UAT training. Agencies need to sign up for Cycle 1 of UAT (Feb 19-21), email myfloridamarketplace@ to do this |

|Testing is being conducted on over 1100 test conditions in system test pass 3. We are also starting performance testing on the production environment. The results of |

|the performance testing will play a major role in evaluating the two remaining go/no-go decisions. |

|Entry and Exit criteria have been established for UAT. To exit UAT, the must be no blocker or major issues, and only 30 moderate and 50 minor issues. After UAT, there |

|will be a sign-off by the Project Director |

|Implementation planning has been started. A message was sent out asking agencies to remove roles from inactive user profiles. Bob Notman asked why we would bring over |

|items in a composing status that are tied to an inactive user. This is something the team will look into. In preparation for MFMP 2.0, there is some clean-up work to be |

|done. There are over 10,000 PRs in composing status and we do not have a final number on the number of IRs in an “ing” status. Agencies will be given additional |

|guidance on these cleanup activities. |

|Bob Notman requested that additional communications be distributed to users to show them screen shots of the new MFMP 2.0 screens. The team will address this request in|

|the overall communications plan. |

|A necessary part of planning for MFMP 2.0 is contingency planning. The CRB was asked for direction regarding alternate MFMP 2.0 go-live dates. Specifically, is 4/9/2007|

|an acceptable back up go-live date and is it the only viable alternative for this Fiscal Year. CRB confirmed 4/9 is an acceptable contingency plan, but absolutely no |

|later. If we could not make a 4/9 date, we would need to defer the upgrade to FY08. August would be too early for F&A staff. Labor Day might be another option because of|

|the built-in down day. However, the group seemed to agree that a weekend in October would be the most viable date if we do not go live in April 2007. Additional |

|discussion is required on this matter. Also discussed in contingency planning whether or not the system could be unavailable for an additional day, 4/3, if necessary to|

|complete the upgrade conversion activities. As long as it was only 1 extra day, the group agreed that this was acceptable. |

|During the conversation weekend, we will update the 1-866-352-3776 line with status updates. Email messages will also be sent out with a final update regarding the |

|completion of the conversion activities and availability of MFMP 2.0. |

|During the first week of MFMP 2.0, there may be a need to cap the number of concurrent users so there is less risk to system performance and opportunity to tune the new |

|MFMP 2.0 installation. |

|A demo of MFMP 2.0 was conducted by Daymon Jensen |

|During the demo, the 5 CRs were shown. CR 25 (DO/MA on invoice eForm) requires the user to tie a DO/MA number to every invoice eForm. There were no questions asked about|

|this CR. |

|CR 6 (Hold Until) allows a PR to be withdrawn if there is a hold until date and it is in FLAIR integration. If the PR is withdrawn, it will go back through the approval |

|flow. Only the requestor can withdraw the PR. |

|CR 27 (Negative Receipts) allows for negative receipts to be completed. It was asked whether orders that were completed before MFMP 2.0 would still allow negative |

|receiving. The MFMP team has verified that orders completed before implementation can allow for negative receiving |

|CR 28 (Workflow Regeneration) was demonstrated and all business rules were walked through as well as fix to the latest SIR (price and quantity changed but not the |

|overall dollar amount) to show how the CR will work. The design team approved this CR (Laura Jennings by proxy.) |

|CR 3 (Payment History) was demonstrated. The CRB asked if it would be possible for there to be a hyperlink to the eForm that fixed the PO balance. This is something |

|that could be looked into, but would not be possible before MFMP 2.0 go-live. This CR was approved by the design team. |

|Daymon demonstrated additional MFMP 2.0 functionality and allowed for open discussion of upgraded features |

|The meeting was concluded by Scott noting the next CRB meeting scheduled for February 20. However, since this date is in the middle of UAT, we may need to explore an |

|alternate date. |

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