Meeting Minutes Template - Florida Department of ...



1932940-37211000Customer Round Table MeetingMeeting InformationMeeting Title:Customer Round Table MeetingOccurrence:December 5, 2013Time:3:30-4:30pmLocation:DMS, Room 101 and via phoneAttendees#EntityNameAPDAshley BridgesAPDDavid Ganely via phoneAPDDawn HammCITRUSDianne Screws via phoneDCFRobert DormanDCFAnne Rabon via phoneDEPJanice PursleyDEPMary QuincyDHSSally Huggins via phoneDJJTiffany RosierDMSKaren ArmstrongDMSCliff ChroustDMSDanita Gallmon-JohnsonDMSAngela PereiraDMSKelley ScottDMSShawn WhitfieldDOAHGregg PlaDOCJames Black via phoneDOCJill ReynoldsDOERegina FieldsDOHMarie Bailey via phoneDOHKristen BlaesserDOHDorothy HoldenDOHBetty Johnson via phoneDOHLisa Kemp via phoneDOHMalecia Matheny via phoneDOHMonique Moore via phoneDOHDora Peterson via phoneDOHJacob Quigley via phoneDOHDonna Sanchez via phoneDOHLinda Staton via phoneDOHRobbin Thibodeau via phoneDOHHannah VolzDOHJohn WestDOHGayle Wikes via phoneDOLTamara Francis via phoneDORJames NixDORKim VelDink via phoneDOTElizabeth Brantley via phoneDOTGail Brown via phoneDOTJoseph Davis via phoneDOTSally Dobson via phoneDOTRobin Morgan via phoneDOTJoyce PlummerDVARobert Chauncey via phoneSCSJoarvonia AlexanderSCSHanna WatsonSCSSheila WrightFPCWinston McGriff via phoneFWCRachel BozemanFWCSharon BusseyFWCAllegra SmallSSRCWilliam ZimmermanMFMPKasey BickleyMFMPEric SwansonMFMPJudson FreemanMFMPKevin LundgrenMFMPShireen SackreiterMFMPBrian CliburnMFMPJoy SchneiderMFMPTJ TylerMFMPGreg NelsonTopic #Agenda Topic DescriptionUpcoming EnhancementsCommodity Code StandardizationUtilization SupportTraining UpdateeQuote Update (including CR 154)Vendor InactivationsCustomer Assistance Request FormPO data in FACTSOther ConcernsMeeting Minutes for TopicsTopic #Minutes for TopicseQuote Focus Group EnhancementsThe following enhancements have been approved as a result of feedback from an eQuote focus group of agency representatives:CR 203: Add FEIN to Sourcing vendor search page.CR 205: Add a solicitation contact in VIP.CR 207: Remove unused search fields from the vendor search screen in Sourcing.CR 210: Update Sourcing invitation email.Scheduling of the implementation is currently being worked on.Change Request EnhancementsEnhancements have been discussed previously in the Change Review Board meeting held on November 12th. Future meetings will be held on a quarterly basis starting in early February 2014.The CRB has prioritized the following changes:CR 215: Auto-populate Method of Procurement for catalog items.CR 211: Add Vendor Location (county) into Sourcing.CR 212: Flag IRs rejected by DFS.MFMP is working to establish expected implementation dates for the first two changes and the CRB can reprioritize the list at the next meeting, as well as add any new enhancements. The MFMP team has created a “Current Projects” page on the MFMP website to communicate major activities to both agency customers and vendors. It will be used as a centralized point of communication for the project.The webpage includes a timeline of the project:August 2013 – the UNSPSC code set was selected.December 2013 – mapping from the old codes will be posted.January to February 2014 – MFMP will start to work with agencies on workflows.July 1, 2014 – Implementation. MFMP will work with system administrators in late January or early February about changes to agency commodity approvers in approval flows.The CR 155 design team met on November 20th to review the design for all applications and changes that would occur to agency workflows.The next phase of the project includes development efforts to implement changes to the MFMP applications (Buyer, Sourcing, Analysis and VIP).The most recent (November 15th) Utilization Scorecard was posted to the MFMP website. The next will produced on December 15th.eQuote continues to improve with 9 agencies meeting the October 31st milestone (25% or greater).The MFMP team delivered its last 3rd Quarter “Train the Trainer” training session on November 7th and received a 100% satisfaction rating.Training is being scheduled for the 3rd Quarter and registration links will be provided for the trainings on the DMS website under Buyer Training Opportunities.CR 154 (Buyer to Sourcing Integration for eQuote) Released on October 29, 2013. Requested by multiple state agencies as an effort to reduce the duplication of work, as well as to support the utilization metric. Webinars were provided on October 29th and November 14th that detailed the integration process and both had a larger than expected attendance.The eQuote Focus Group helped develop an action plan that includes:Sending targeted communications to vendors who have received a PO with the Method of Procurement B, F or 16 over the last two fiscal years.Developing reports on vendors who have participated in Sourcing events; vendors who received a PO with Method of Procurement B, F or 16; and eQuote activity per agency.Enhance our Buyer eQuote training to include more hands-on trainings and develop more complex practical exercises related to services.A new practical exercise has been developed and all existing practical exercises have been revised.Develop an eQuote Job Aid that would include screen shots on how to create an eQuote.Annual deactivation of vendors without activity in the last two fiscal years was completed on November 19, 2013.In relation to previous years, approximately double (11,178) unique vendor locations were inactivated (across 10,703 unique FEINs).You can now contact the MFMP team via a new Customer Assistance Request (CAR) Form. This form is an additional method to communicate with the Customer Service Desk and allows customers to send online requests for assistance.The link for the CAR Form will be on the Buyer Bulletin Board, Vendor Bulletin Board, and the Program Information link under Contact MFMP. The MFMP team implemented changes in October to seven reports used for loading PO data in FACTS.The FACTS team completed integration and user acceptance testing.As part of implementation activities, the FACTS team is planning to load all MFMP orders issued or paid since July 1, 2013.The MFMP team will notify purchasing liaisons once a go-live date is established. After go-live and once the PO information is available in FACTS, the PO section of MarketView will be modity Code searching will be sunsetted at the end of this fiscal year in accordance with the go-live of the Commodity Code project. Vendor searching will be sunsetted as well.Action Items #Action Item DescriptionAssigned ToStatusDue DateCommentsAdd link to CAR Form on Main MFMP pageMFMPDetermine if a PO will be in FACTS if it was originally issued before July 1, but a change order was made after July 1MFMP ................
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