Florida Department of Management Services



Florida Department of Management Services

MyFloridaMarketPlace Project

|Discussion/Meeting Minutes | |

| |12/10/2008 |

| |9:00 – 11:00 a.m. |

| | |

|Subject: |MyFloridaMarketPlace Customer Roundtable Meeting |

| | |

|Attendees: |DOH (Terry Paul, Doug Black), DOR (Bill Grove, Joel Floyd), DJJ (Holly Rabon), DEP (Diane Harper, Mary Quincy, Steve |

| |Waters, Darinda McLaughlin), DCA (Nancy Quaney, Christine Savage, Tammy Kuhn), DCF (Carolyn Love, Richard Chatel, Rob |

| |Dorman), DC (Doug McCleeary), DOE (Regina Johnson), DEA (Alicia Ponclak), FWC (Allegra Small, Cindy Collier), HSMV |

| |(Cricket Lee), AHCA (Rita Tucker), DMS (Mark Foss, Stu Potluck, Kelley Scott) |

| | |

| |Invited Guests: Grainger (Rick Lopez), Trey Collins (DMS) |

| | |

| |MFMP Team Members: Walt Bikowitz, Charles Covington Rachael Lieblick, Debbie Gries, Amy Smyth, Eric Swanson, Kasey |

| |Bickley, Shireen Sackreiter, Kim Koegel, Brian Cliburn, Melissa Turner, Christine Call |

| | |

|Discussion Topics |

| |

|Walt Bikowitz, Chief of State Purchasing Operations, welcomed everyone and started the meeting with introductions. |

|Walt thanked the group for their assistance with the Office of Program Policy Analysis and Governmental Accountability (OPPAGA) report by participating in |

|telephone surveys. |

|Walt discussed eQuote and how we can use this tool on an enterprise level. |

|He discussed the current purchasing threshold of $25,000 for informal quotes. Walt explained the last time the threshold was increased was 1999 and it was |

|increased from $15,000 to $25,000. |

|Walt added the team recently did a non-scientific analysis of the cost of procurement. The analysis shows the cost to be about $9,000 (281 hours per |

|procurement x $32.00/hr. = $8,992) |

|He asked the group who would like to see the discretionary threshold raised from $25,000 to $50,000. The majority of the Customer Round Table (CRT) |

|attendees indicated that they would like the threshold increased. |

|Walt provided background on the OPPAGA report. He added that DMS met with OPPAGA following the audit to explain there is competition with purchases under |

|$25,000 because agencies do acquire quotes with telephone calls and emails, in addition to using the eQuote tool. |

|Walt said that the Legislature wants to feel comfortable that competition is occurring and that a threshold increase will not adversely affect competition. |

|He added, if everyone in the room used eQuote, MFMP would be able to provide data to support the documentation of competition for informal quotes. |

|Walt added that MFMP is developing new reporting capabilities, by agency, to document use of eQuotes for purchases under $25,000 and for state term contracts|

|(STC). |

|Walt highlighted eQuote benefits: |

|eQuotes can be directed to known suppliers or you can search for suppliers by their category of commodity/services provided |

|eQuotes on average take 15 to 30 minutes to complete in MFMP (compare to 281 hours for a formal bid procurement). Data is then available to report. |

|eQuote facilitates the post quote purchasing process. The requisition is processed as normal; however, the eQuote responses are viewable electronically (vs.|

|as an attachment) and feed into your requisition/purchase order once you award the eQuote. Letter or telephone quotes do not. |

|Because eQuotes are an electronic version of a quote, there is no need to scan and attach written documents to the requisition/purchase order |

|Terry Paul, DOH, said she uses eQuote and likes it, however, shared concerns about the broadness of Category 3, the drill down process, to find the |

|subcategories for the vendor base needed. Walt explained that the team is planning to address some of these questions as part of training. |

|There was discussion on the number of registered vendors (106,000) and reasons vendors register in MFMP, with the main reason being the opportunity to do |

|business with Florida. |

|Walt turned the meeting to Debbie Gries, MFMP Process Manager, who provided an eQuote demonstration. She began by asking how many have used eQuote which |

|several do. |

|There was discussion about adding the scope of service as an attachment or including this information as line items. Debbie explained whatever method works |

|best for the agency and how the agency currently creates a requisition should be used. |

|Debbie completed the demonstration and then displayed a submitted eQuote, showing how to punchout to the eQuote from the requisition. |

|Rita Tucker, AHCA, wanted clarification about easy access to the scope of services and that they may need to attach it to the requisition. Debbie explained |

|that the scope can be attached to the requisition, but punching out to the eQuote provides that information in one central location. |

|Walt opened the floor to questions about the eQuote tool and whether it makes sense to make more use of it. |

|Terry Paul, DOH, reiterated that she likes eQuote but rolling out some training will be beneficial. She added that she likes that all the information is in |

|a centralized place. |

|Walt added that although it may be easier in the front end to phone or email vendors; eQuote saves time on the back end with all of the data / documentation |

|in a central location. |

|Terry Paul wanted to know if there was going to be encouragement to use eQuote. Charles Covington, Director of State Purchasing, said, Yes, that any tool |

|that makes purchasing easier and saves time will be encouraged to have wider use. |

|Walt shared the MFMP goals to have more use of eQuote, eInvoicing and master agreements. |

|An audience member asked how many draft eQuotes can be saved. Debbie explained only one and eQuotes cannot be copied. |

|Doug McCleeary, DC, wanted to know how many vendors are registered for eQuote vs. how many registered vendors. There are 106,000 registered vendors and |

|53,623 are registered with eQuote. |

|Rachael Lieblick, MFMP Operations Manager, added that when the Help Desk receives questions from vendors, they check the registration to ensure the vendors |

|are registered for Sourcing, eQuote and VBS and the numbers are increasing. |

|Walt explained that if we everyone uses eQuote, the vendors too will use eQuote and find it worthwhile. |

|Rachael Lieblick then reviewed this year’s completed system enhancements: |

| |

| |

|Title |

|Description |

|Hours |

|Release Date |

| |

|CR23: Level 2 integration |

|Enabled FSDB and DOAH to encumber funds through MFMP |

|140 |

|12/2007 |

| |

|CR39: OSD - Automation |

|Two-way interface between OSD and the MFMP Vendor database that encompasses data changes that relates to vendor information |

|652 |

|4/2008 |

| |

|CR37: Mass edit for the Purchasing Code and Method of Procurement fields |

|Enabled mass edit of the Purchasing Code and Method of Procurement |

|144 |

|5/2008 |

| |

|CR46: Method of Procurement Updates |

|Updated existing Method of Procurements |

|13 |

|5/2008 |

| |

|CR44: Legislative data scoping |

|Scoped data so that it is not visible by other agencies in MFMP |

|673 |

|9/2008 |

| |

|CR45: Add SDBVE as CMBE classification |

|With the passing of legislation (HB 687), service-disabled veterans will be considered a Florida CMBE. Changes were required for several MFMP applications |

|(VRS, Buyer, interfaces). |

|407 |

|10/2008 |

| |

|  |

|Total |

|2029 |

|  |

| |

|*Approximately 1300 hours remaining in the CRB Contingency budget |

| |

| |

| |

| |

| |

| |

|CR 36 - Make the encumbrance number the direct order (DO) number - is the change request currently in process. Rachael added the team is working on |

|development and this system enhancement is anticipated to be complete in March 2009. |

|Rachael turned the meeting over to Kasey Bickley, Purchasing Process Specialist, to provide a training update. |

|Kasey explained that Since July 1, 2008, the DMS MFMP team trained 377 customers with an average evaluation score of 4.7 (with 1 being poor and 5 being |

|excellent) |

|She added they are looking for training facilities, especially in the Orlando area, and asked if the group had any possibilities. |

|Registration will be available 30 days prior to the training. The upcoming training locations are: |

|January - Orlando |

|March - Pensacola |

|April - Ft. Myers |

|May - Miami |

|Kasey highlighted the Tallahassee training and that there will be a Train-the-Trainer session beginning February. |

|She discussed training attendance and that they recently experienced a high volume of last minute cancellations and no-shows. Kasey added the Tallahassee |

|classes use waiting lists; however, when people don’t attend or cancel late, these spots cannot be filled with customers from the waiting lists. |

|Kasey asked the group for suggestions to increase attendance numbers. Terry Paul, DOH, suggested calling registrants three days prior to ensure they are |

|still able to attend. She added that this is a workload issue though and may not be feasible. |

|One audience member asked if they need to call in to register or if this information is available online. Kasey said the information is online and a |

|notification is sent to the liaisons about upcoming training and which classes are being offered. She emphasized the need to distribute the notifications to|

|the district offices. |

|Kasey then turned the discussion to the Training Survey results and that the Executive Summary is included with the handouts. |

|A total of 94 participants completed this survey during a three-week period. |

|A complete report of the survey findings is available on the Buyer Toolkit under Communications |

| |

|Kasey highlighted the key proposed training action items: |

|Establish regional liaisons in each agency (NW, NE, Central, SE, SW) to increase awareness of the DMS MFMP trainings and further communication efforts |

|Conduct quarterly Buyer Teleconferences to highlight vendor outreach activities and assist agencies with vendor interaction and other valuable information |

|Add a page to the Buyer Toolkit for “Working with Vendors” to tailor vendor information from a Buyer perspective |

|Develop a MFMP User Manual that is a template for agencies to input agency specific information and make available for their customers |

|Schedule meetings with each agency to discuss their internal training plans and assist with the development of a plan |

|Create and post additional job aids |

|“How to Create a Non-Catalog Requisition” |

|“How to Receive” |

|“Vendor Registration for Agencies” |

|Heighten awareness of the variety of information available on the Buyer Toolkit |

|Kasey then discussed the Reporting Survey findings. |

|The MFMP Reporting Needs Assessment Survey was distributed to 611 customers |

|More than 35% of selected agency customers participated |

|The Executive Summary is included with the hand outs and will be available on the Buyer Toolkit under Communications |

|Key proposed action items include (in concert with the Gap analysis): |

|Document the Report Request Process |

|Develop MFMP Reporting Web page, which will be located on the Buyer Toolkit |

|Develop Secure Reports OnDemand Training |

|Update Reports Job Aid |

|Create a Hot Topic on the Analysis Tool |

|Kasey turned the meeting over to Eric Swanson, Vendor Manager. |

|Eric highlighted the most recent vendor activities and the success of the fireside chats (vendor teleconferences) with vendors. The upcoming schedule is: |

|12/17 – MFMP Overview |

|1/7 – 1% Transaction Fee and Reporting |

|To register and view presentations visit: |

|Eric also emphasized the Match Maker 2008 Conference and the benefits of the MFMP workshops especially the Service Disabled Veterans Minority Enterprise |

|(SDVME) classification. |

|Eric then introduced Rick Lopez of Grainger who was in attendance to provide an overview of Grainger’s available products via the WSCA contract. |

|Rick Lopez said they have a contract for hand and power tools. He highlighted the benefits to Florida with the contract and the savings offered. |

|He added that Grainger was awarded a West States Contract Alliance (WSCA) contract and explained the process for using the WSCA and the key benefits of the |

|contract. |

|Rick added that using Florida WSCA saved almost 1.5 million for Sarasota County schools. |

|Debbie Gries then discussed Punchout Catalogs and that these are designed to assist the agency customers with their ordering needs. She highlighted the |

|vendors with punchout catalogs in MFMP |

|She explained that the requisition line item fields are automatically populated, saving time and cutting down on errors. She added that once the requisition|

|is approved, orders are electronically submitted to these punchout vendors electronically, via the Ariba Supplier Network (ASN). |

|Debbie reviewed best practices when using a punchout catalog and demonstrated how to use a punchout catalog. |

|Trey Collins, DMS Purchasing Specialist, discussed the Green Purchasing initiatives. He explained the Florida Climate-Friendly Preferred Products List |

|(FCFPPL) that includes 5,000 state term contract products from 36 vendors. The FCFPPL was created because of Executive Order No. 07-126. |

|Trey explained the green labels and standards list. He said that all products must be certified by or comply with at least 1 of 19 green labels or |

|standards. |

|The FCFPPL maintenance is done by state purchasing with quarterly updates. |

|Trey then demonstrated how to locate Green catalogs in MFMP. |

|Walt mentioned there was interest in having a meeting with the security administrators and this is in progress. |

|He added that the CRT members will be sent a survey for feedback on the meeting and topics. |

|The meeting adjourned. |

|The presentation and minutes are posted to the MFMP Toolkit at: |

|myflorida_marketplace_toolkit/meeting_materials Customer Roundtable Materials (Presentations and Minutes). |

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