Meeting Minutes Template - Florida Department of ...



1913890-37211000MFMP Commodity Code Governance MeetingMeeting InformationMeeting Title:MFMP Commodity Code Governance Group Meeting – Introduction Occurrence:September 8, 2015 Time:10:00 amLocation:MyFloridaMarketPlace Project Site, 2002 Old Saint Augustine Road, Suite E45, Tallahassee, FL, 32301 and onlineAttendees#EntityNameDCF Paul Mauck (via web)DMSBrenda Wells (via web)DMSFrank Miller (via web)DMS/MFMPAnne RabonDOHBrandon Brantley (via web)DOHBruce Roberts (via web)DOHJennifer Pitts (via web)DOTJoyce Plummer (via web)FDVARobert Chauncey (via web)FLHSMVCricket Lee (via web)FWCAshley Balkcom (via web)MFMPJeremy KongMFMPJon Gluesenkamp (via web)MFMPMichael JackmanMFMPRobert Cooper IIITopic #Agenda Topic DescriptionMFMP Commodity Code Governance UNSPSC Taxonomy Refresher Current UNSPSC Release and MFMPGovernance Group Responsibilities Review Approach and ProcessResources and Information Meeting Minutes for TopicsTopic #Minutes for Topics MFMP CR 155 – Commodity Code Standardization Optional project service elected by DMS in FY2014 Replace the current, FL commodity code set (FLID)Implemented at year end for use in FY2015 Overall CR 155 Project Strategic GoalsEnhance spend analyticsEnhance strategic sourcing capabilities Enhance e-commerce All vendor catalogs were updated with UNSPSC code set. Some punch outs were already using those codes. DMS elected to use United Nations Products and Services Classification (UNSPSC) code set. The UNSPSC is a hierarchical convention that is used to classify all products and services. For more information, visit . New concern: size of the code set FLID code set had about 5,000 codes at class/group level.Current version was UNSPSC v15 with > 54,000 codes.MFMP implemented a limited selection of UNSPSC codes to be in MFMP commodity code set. Activated about 9,000 codes including all commodity level services codes. Significant limitation of commodity level goods codes. The commodity level goods codes can be too specific (ex. Live aubergine anemone) and you may not require that level of detail. For example, maybe the code for Flower is sufficient. It is not consistent with the strategic goals to perform spend analysis on the type of flower, color, size, etc. It is more likely that analytics will be run against flowers as a whole. Commodity code change management processCR 155 included governance deliverable to manage overall state change processCommodity code governance group established Part of governance included a group to review new UNSPSC releasesInitial group was DMS state purchasing but expanded to various departmental purchasing groupsTwo primary change points for MFMP codes.Request to activate an “existing” code.This is a code that is part of the code set, but has not been activated. You can submit a request via the monthly ODU process to activate a specific code. UNSPSC releases new code setThe major difference between the two is that activating an existing code can be done on a monthly basis and the new release from UNSPSC only happens once a year.Please note, submitting an Operational Data Update (ODU) to add an existing commodity code is a new process that will be done going forward. The previous process happened once a year. UNSPSC Structure The UNSPSC commodity code structure is an 8 digit code with 4 levels of breakdown in terms of specificity. Code Format: WW XX YY ZZ (no spaces) Example: 23 15 29 08 – Bottle washing machine (23152908) WW Segment – The logical aggregation of families for analytical purposesXX Family – A commonly recognized group of inter-relate commodity categories.YY Class – A group of commodities sharing common characteristics ZZ Commodity – A group of substitutable products or services. In MFMP, we activate everything at the class level unless we want the additional specifics.We have all service level commodity codes and at a minimum all class level for goods unless we decide to add the specific commodity level. UNSPSC publishes a new version once a year.UNSPSC has released two versions since CR 155. UNSPSCS v16 – focused on drugs and pharmaceuticals UNSPSC v17 – focused on food items (Non GMO and organic)All release include ad hoc code change requests UNSPSC release change audit log with each versionUse to track adds, updates, moves, deletesUpdates are normally name changes MFMP used the log to determine the impact to the MFMP commodity code set MFMP team pre-processed the new UNSPSC versionIdentify changes impacting current MFMP code setIdentify recommendations for adds MFMP business logic for activating UNSPSC codesAll segment level codes activatedAll family level codes activatedAll class level codes activatedAll commodity level codes that are services activated Commodity level codes that are goods are activated with review and approval This review process will allow us to determine if we need that level of specificity for commodity level codes for goods. UNSPSC v17 has > 77,000 codes. 42% increase from v15 (+23,000 codes)Almost all (95%) are commodity level changesAlmost all (94%) are for good codesNumber of changes impacting MFMP About 1,800 changes impact MFMP28 delete, 36 moves, 175 changes and 1,588 adds Segments, families, classes and service commodities 1,588 codes will be added to MFMP commodity code setNext MFMP code set minimally 10,600 (an 18% increase)Commodity level good not auto-activated23,125 new commodity codes that are goodSegment 50: food beverage and tobacco products14,614 commodity codes need to be reviewedSegment 51: drugs and pharmaceuticals 7,923 commodity codes to be reviewedGeneral: Various ad hoc changes588 commodity codes to be reviewed. We will be broken up into two teams, a pharmaceuticals team and a general team. Homework: review codes for your group before meetingExpectation for today’s meeting is to review general codesUnderstand the overall goals and justify activationOnly recommend activation commodity code level where specifis are neeededSpend categorization, solicitation control, search-abilityFeel empowered and make decisionsWhat happens if we miss something?Ability for agencies to request activation laterActivation requests part of monthly ODU processWhat about those food changes in segment 50?Segment 50 data is posted online and available to all team members for reviewMFMP’s review has determined the level specificity is not neededInitial decision is to not formally review in meeting Members should review and recommend the addition of commodity level codesDMS is the final decision maker on code activation/inclusion in MFMP code set based on this group’s recommendation. Once we go through this process, final list will be provided to DMS. DMS will approve the codes to be added through the ODU process to get the new codeset into the MFMP system Team Breakdown GeneralPharmaceuticalsCricket Lee (HSMV)Bruce Roberts (DOH)Paul Mauck (DCF)Brenda Wells (DMS)Tyler Brown (DOH)Brandon Brantley (DOH)Ashley Balkcom (FWC)Jennifer Pitts (DOH)Joyce Plummer (DOT)Frank Miller (DMS)Robert Chauncey (FDVARobert Chauncey asked about commodity codes related to food and what to do if an agency would like certain food codes added. Food codes will be available on the MFMP website for everyone to view. If you find codes that you would like to add, please bring it up in the meeting. Pharmaceuticals group – 2 meetingsCommodity code meeting schedule September 15, 2015 2:00 pm – 4:00 pm @ MFMPSeptember 29, 2015 2:00 pm – 4:00 pm @ MFMP Review new class level codes in segment 51Basic background and understanding of UNSPSC effortReview new commodity level codes in segment 51 Rolling review for activation decisionsHomework will be critical for an expedited review process.We recommend that you look at the sheet showing the class level. Since we activate all classes, this will give you a better idea of the new classes that have been added. This is especially true for the pharmaceuticals and drugs. Please be familiar with these categories. If you recommend a specific code, our first question will be “Why isn’t the class sufficient?” General group has 2 meetingsCommodity code meeting schedules Today, September 8th 2015 2:00 pm – 4:00 pm @ MFMP September 22, 2015 2;00pm – 4:00 pm @ MFMPReview new commodity level codesRolling review for activation decisionsOnly 588 to be reviewed and mostly in meetingYou are reviewing only the codes that have not been previously recommended Screenshots of the UNSPSC Review worksheets. On the top sheet, you can see where we have activated the class level for Floral Plants. But we have not activate commodity codes for something like poinsettias plants or azaleas plants. On the bottom sheet, you can see where fresh fruit purees has been activated and we have recommended that apple purees be activated. But we have not recommended that something more specific such as ambrosia apple purees or braeburn apple purees be activated. We are happy to walk you through our recommended process for filtering this data during the meetings. If a code is highlighted green, it means that it is a new code. Robert Chauncey asked about not being able to use family level codes in MFMP. He was able to before with FLID codes but is not able to anymore. The reason for this is because a decision was made to require more specificity when selecting a code. You are not allowed to select just a segment or family because it is too high level. Where are the codes for review?On the DMS MFMP Current Projects website for all groups. Remember, we will not be reviewing the food codes in our meetings but they are available and you can review those codes on your own and bring any recommendations to the meetings. UNSPSC Governance Team Leads Anne Rabon, MFMP Business Process Analyst Anne.Rabon@dms. Michael Jackman, MFMP Applications ManagerMichael.C.Jackman@ Robert Cooper III, MFM Production Support LeadsRobert.C.Cooper.III@ Weber Glusenkamp – MFMP Support Analyst Jon.Gluesenkamp@ Action Items #Action Item DescriptionAssigned ToStatusDue DateCommentsDiscuss the implications of not being able to select a good at a segment or family level and how that is negatively impacting agencies. MFMP ................
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