TEAM MEETING - DMS



|Agency Meeting |June 9, 2010 |

| |2:00 pm |

| |Conference Call |

|Meeting: |VBS Buyer Design Team |Meeting Purpose: |Overview of Planned VBS/SpursView enhancements and discussion of Release 1 |

|Facilitator: |Kasey Bickley and Eric Swanson | |

|Attendees: |DOT-David Callaway and Joyce Plummer, Lottery-Rhett Frisbie, DOH-Lori Jones, DMS-Mark Hernandez, DC-Tim Ellinor and Shelly Kelley |

|Agenda Items/Notes |

|Topic | | |

| |

|Welcome/Introduction | |

|Role of Design Team | |

|VBS Vendor Survey and related enhancements | |

|Review of all Buyer related VBS/SpursView enhancements | |

|Discuss Release 1-Change 3 | |

|Adjournment | |

|Meeting Summary |

|Welcome – Kasey provided a welcome to everyone and the group introduced themselves and their experience with VBS. |

|Role of the Design Team – Kasey discussed that the design team would provide feedback and guidance on the proposed action plans for the buyer related |

|enhancements. A minimum of one meeting would be scheduled per release with some larger releases (such as Release 4) requiring more than one meeting. There is|

|a possibility that the design team will be asked to participate in User Acceptance Training (UAT) prior to Go-Live. |

|VBS Vendor Survey – Eric discussed the survey that was sent out to a sampling of vendors to illicit feedback on VBS. Using this data, we added enhancements |

|such as simplifying the Search Advertisements page, adding a keywords search, and adding functionality to quickly view new bids or bids closing soon. We are|

|also adding pages when search results return to address agency/vendor frustration with the “More” button when viewing search results in VBS |

|DMS and Lottery both liked the keyword search idea and Rhett Frisbie suggested we use a scroll bar to address the “More” button. Rhett also suggested we |

|include in our training materials that vendors should use a generic email address for their VBS notifications |

|Review of Enhancements – Kasey described, at a high level, each buyer-related change request that is currently recorded on the VBS/SPURSView Enhancement |

|spreadsheet. Some questions and additional enhancements were suggested: |

|Change 28- Rhett asked if we even needed the “Attachments” section of the Create Advertisement page. Mark Hernandez said the redundancy didn’t hurt. |

|Rhett suggested that we modify the text in e-mail notifications to address bid reporting services. |

|The suggestion was made to have the ability to delete attachments; this will be discussed at the next VBS/SpursView design meeting between DMS MFMP and our |

|technical group. |

|Discuss Release 1-Change 3 – Shelly Kelley asked if we would be able to reuse the bid number if it was “removed”. We stated that we did not think you would |

|be able to but we would check with our technical group and report back in an email to the group. Shelly also said that DC currently uses the “cancel” feature|

|as it is intended now however they would like the ability to edit the text prior to “cancelling”. |

|Other – Rhett mentioned that he is interested to discuss Change 29-Notification Logs more to make them meet his agency’s needs. Tim Ellinor asked if we would|

|be changing the time fields in VBS and we stated that we were not, however we would look at changing the text on the Begin/End Time field to be Begin Time |

|since an advertisement ends at 11:59 pm on the End Date regardless of the time you select. |

|Adjournment – Everyone was comfortable to the approach for Release 1 once we get back with the group on some outstanding questions. We briefly covered all |

|the changes slated for R1 and informed the group that once the Oracle database was upgraded we would have a more concrete timeline for the subsequent |

|releases. We will schedule another meeting to discuss R2 and R3 once R1 has been implemented. |

|Action Items |

|Key Follow-up Items |Primary Responsibility |Due Date |

| |

|CR 3- Will a bid number be able to be reused |MFMP |June 23, 2010 |

|with the new “remove” feature? | | |

|CR 3- Will we have a “remove” and “cancel” |MFMP |June 23, 2010 |

|button? | | |

|Add Delete Attachment enhancement |MFMP |June 23, 2010 |

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