myfloridamarketplace roundtable july 9, 2003 myfloridamarketplace
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MyFloridaMarketPlace Roundtable
July 9, 2003
MyFloridaMarketPlace
2
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session
Update on Go-Live
Training Approach
Break
Vendor Registration Guidelines
Resolution of Pending Issues / New Issues
Next Meeting Location / Time
3
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session
Update on Go-Live
Training Approach
Break
Vendor Registration Guidelines
Resolution of Pending Issues / New Issues
Next Meeting Location / Time
4
As of 7/8/2003…
13,304 vendors are registered
DOT, DMS, and STO have created 295 requisitions
13 POs have been transmitted to vendors
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Update on Go-LiveUpdate on Go-Live
5
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Update on Go-LiveUpdate on Go-Live
Investigation Request is identified
Fix is communicated back to agency
and tested
Investigation Request is prioritized and
worked
Related Activities:
• Project team works with DMS to prioritize investigation request and determine appropriate resolution
• Project team begins work to resolve investigation request
Related Activities:
• Investigation Request is escalated via Customer Service Center
• Investigation Request is identified as either a Blocker, a Major, a Minor or an Enhancement, and is added to Change Request process
Related Activities:
• Fix is completed and communicated to Agency Liaison for testing
• Agency completes testing and communicates result back to project team
• If successful, fix is migrated into Production
6
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session
Update on Go-Live
Training Approach
Break
Vendor Registration Guidelines
Resolution of Pending Issues / New Issues
Next Meeting Location / Time
7
Training Planning meeting should take place 3 – 4 months prior to go-live
Provide an understanding of web-based training
Discuss approach and schedule for upcoming Train the Trainer sessions, including the approach for low-complexity and high complexity modules
Understand Agency’s user base (e.g., # of users to be trained, suggested courses)
Review Action Items for Upcoming Training
Schedule for End User Training
Reserving facilities
Notifying users of upcoming sessions
Consideration of policy/procedure impacts that should be communicated to agency end users
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Training Planning MeetingsTraining Planning Meetings
8
Web Based Training will:
Be accessible online over the Internet, and be available 24 x 7,
Cover MyFloridaMarketPlace functionality
Allow multiple users to be trained simultaneously
Allow users to learn the MyFloridaMarketPlace system independently and at their own pace
Introduce users to basic system functions and give users opportunities for hands on practice
Provide high-fidelity simulations that mimic the live MyFloridaMarketPlace system
Provide four modes of use:
– See It! (users view each of the steps required to perform a task)– Try It! (users perform each task given data prompts)– Know It! (allows users to test whether they have learned how to perform a particular task)– Do It! (allows users to call up the training materials while they are using the system in production)
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Web-based TrainingWeb-based Training
9
High Volume / Low Complexity Sessions: These courses are focused toward the majority of the agency’s end users (e.g., Requisitioners, Approvers), and run 2 days in length.
System Basics
Requisitioning
Approving
Receiving
eQuote
Low Volume / High Complexity Sessions: These courses are focused toward those agency users that have a more focused roles (e.g., a focus on Sourcing, Finance and Accounting), and run 2 1/2 days in length.
Contracts
Advanced Purchasing
Sourcing
Invoicing
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Training ApproachTraining Approach
10
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Agency Training Activities by MonthAgency Training Activities by Month
T-3 T-2 T-1Week 1
Week 2
Week 3
Week 4
Key Activities:
Opportunity to attend other agency’s Train the Trainer session to participate in “advanced exposure” to system
Exposure to Low Complexity and High Complexity sessions
Agency focus is to identify policy and procedure impacts
Key Activities:
Agency participates in scheduled Train the Trainer sessions
Low Complexity session: 1 week of end to end review, 1 week of additional hands-on / teach-back opportunity
High Complexity session: 1 week of end to end review, 1 week of additional hands-on / teach-back opportunity
Key Activities:
Agency conducts end user training sessions to “core” users of the system
Suggestion is to have trainers “buddy up” to deliver training for the initial deliveries
Some agency end user training will take less than a month, some may take more
Week 1
Week 2
Week 3
Week 4
Low Complexity: Round 1
Low Complexity: Round 1
Week 1
Week 2
Week 3
Week 4
End User Training
End User Training
End User Training
End User Training
Low Complexity: Round 2 /High Complexity
Low Complexity: Round 2 /High Complexity
11
Agency’s User Base:
# of Requisitioners?
# of Purchasing Agents?
# of Approvers?
# of Receivers?
# of Finance and Accounting personnel?
# of System Administrators?
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Understanding the Understanding the Agency’s User Base
12
Proposed Schedule for Training
Identify Agency Trainers
Advanced Exposure classes (T-3)
Train the Trainer classes (T-2)
Agency End User Training (T-1)
Schedule facilities for end user training
Notify users of upcoming training sessions
Need to consider policy / procedure impacts that should be communicated to agency end users
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Action Items for Upcoming Training
13
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session
Update on Go-Live
Training Approach
Break
Vendor Registration Guidelines
Resolution of Pending Issues / New Issues
Next Meeting Location / Time
14
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session
Update on Go-Live
Training Approach
Break
Vendor Registration Guidelines
Resolution of Pending Issues / New Issues
Next Meeting Location / Time
15
Vendor Registration GuidelinesVendor Registration Guidelines
The Vendor Registration System supports two different approaches to
registration. The vendor may register all of their locations under one location
or register each vendor location separately. Each approach has benefits and
challenges.
Benefits Challenges
Single Vendor Registration
• Ease of registration; management at the corporate level
• All location information must be maintained centrally• All bid responses must be submitted centrally
Multiple Vendor Registrations
• Allows each location to respond to bids independently• Allows each location to submit invoices electronically independently
• Separate locations may have different requirements increasing confusion for the buyers
16
Common Vendor Common Vendor Registration QuestionsRegistration Questions
“I have multiple locations at my company, but I receive all of my purchase orders and submit invoices from one location, how should I register?”
- The vendor should complete a single vendor registration with multiple locations. All of the locations should contain the same purchase order
and remit to information.
“I have multiple locations, but I receive my purchase orders and submit invoices at the various locations. All of our locations provide the same
goods and we respond to the State’s bids from our corporate office.”
- The vendor should complete a single vendor registration with multiple locations. Each location should have their own purchase order
information and remit to information.
17
Common Vendor Common Vendor Registration QuestionsRegistration Questions
“I have multiple locations, but I receive my purchase orders and submit invoices at the various locations. All of our locations
provide same goods, but we respond to the State’s bids individually.”
- Each vendor location should register themselves separately in order to respond to bids independently.
“Our company has multiple locations the provide different goods or services and function as separate businesses, how should
we register?”
- Each vendor location should register themselves separately.
18
Common Vendor Common Vendor Registration QuestionsRegistration Questions
“We have multiple locations in SPURS, should we only register one location or should we register all
locations?”
- The vendor may choose to clean-up the number of registrations that are currently contained in
SPURS, but should register at least the number of locations for each different remit to address in
SPURS. For example, if a vendor has 8 locations in SPURS (but only 6 are unique locations due to
duplicate records in SPURS), there should be at least 6 location registrations in MyFloridaMarketPlace.
19
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session
Update on Go-Live
Training Approach
Break
Vendor Registration Guidelines
Resolution of Pending Issues / New Issues
Next Meeting Location / Time
20
MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda
Welcome / Overview of Today’s Session
Update on Go-Live
Training Approach
Break
Vendor Registration Guidelines
Resolution of Pending Issues / New Issues
Next Meeting Location / Time
21
Next Meeting: Time / LocationNext Meeting: Time / Location
July 16th
9:00 a.m. – 11:00 a.m.
Carr Building, Room 170
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