MyFloridaMarketPlace State Purchasing Round Table Meeting

MyFloridaMarketPlace State Purchasing Round Table Meeting November 14, 2014

SPRT Agenda Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing Update FLAIR Gap Analysis

Catalog Enablement Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis Catalog Types: Line Item – Line item catalogs provide searchable item entries that can be selected to include on a requisition. – Line item catalogs pre-populate requisitions with the following information: Vendor, Commodity Code, Item Description, Item Unit Price, Supplier Part Number, and State Term Contract number. – Catalog line item information will not change without Contract Manager authorization. – State agencies have access to 63 line item catalogs in MFMP.

Catalog Enablement Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis Catalog Types: Punchout – A punchout catalog allows MFMP to communicate directly with a vendor's interactive e-Commerce site. It provides agency customers the same procurement experience they would have within a website such as Amazon.com. – State agency customers can “punchout” to a vendor’s site and use the search tools to select the desired products and services. When complete, the customer exits the vendor’s punchout site and the shopping cart (full of products and services) are transferred back into MFMP Buyer.

Punchout Overview Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis There are currently 21 active punchout catalogs in MFMP. Recently added: – Physicians Sales and Service (7/11) – Henry Schein (7/21) – Sun Surgical Supply (7/23) In Development: – American Medical Depot – Patterson Dental Supply – Pride Enterprises – Dade Paper Company

Sourcing Hot Topics Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis State Purchasing Training – 27 attended in-person training for State Purchasing in March and October 2014. – The MFMP team continues to provide weekly onsite catalog enablement support for State Purchasing, Thursdays from 9:00 am-12:00 pm. – Published State Purchasing online training covering Sourcing, Catalog Enablement and Billing. SIR 3185 Sourcing events with class-level commodity codes are not accessible to vendors with code-level commodity codes – Resolved in Release 9.19, implementation on October 30, 2014.

Sourcing Hot Topics Catalog Enablement Punchout Overview Vendor Training – MFMP team provided assistance to 3 pre-bid conferences and Sourcing Event launches. Sourcing Hot Topics Rental Vehicles - September 9 eInvoicing Mail Services - September 16 FLAIR Gap Analysis Security Officer Services - October 9 – The MFMP team posted 3 online trainings for vendors: Understanding Transaction Fees Vendor Sourcing and eQuote Vendor Registration

eInvoicing Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis To date, 30 agencies have received and processed an eInvoice in MFMP. Activated first service vendor (AlliedBarton) in September. Actively targeting vendors with highest invoice volume in the next wave. Refining communications and on-boarding process for suppliers based on lessons learned. # of Vendors Enabled Q1 New Vendors YTD Q1 # eInvoices Invoice Amount 23 11 167 161,249.73

FLAIR Gap Analysis Overview Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis An individual FLAIR Gap analysis is compiled to assist vendors and contract managers with reviews of vendor reporting and transaction fee compliance. – Determines if there is a variance or “gap” of FLAIR payments and MFMP transaction fees reported/billed in the VIP tool by the vendor in question. – The “gap” only represents what the vendor potentially has over or under reported in VIP. Additional follow-up is required by the contract manager and vendor to verify potential underpayments. – A FLAIR Gap analysis can be requested through feeprocessing@myfloridamarketplace.com.

FLAIR Gap Analysis: Compiling the Report Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis 3 reports are used to compile a FLAIR Gap analysis based on a specified date range. – FLAIR Payments (MFMP Analysis Tool) Determines the total amount of invoices paid to the vendor’s FEIN during the report date range. Provides a count and sum of all invoices paid to the vendor’s FEIN. Provides payment details such as agency, voucher number, voucher type, warrant number, and warrant date. – VIP Aging Report Displays the total amount of CBIs generated in the vendor’s VIP account during the report date range. – VIP Deposits Displays the total amount of transaction fee check deposits that have been posted to the vendor’s VIP account during the report date range.

FLAIR Gap Analysis: Performing the Analysis Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis An excel workbook is used to compile the report data and determine the “gap” between what the vendor has been reporting or billed in VIP and what has actually been paid in FLAIR.

FLAIR Gap Analysis: Performing the Analysis Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis If there is a “gap” overage, the vendor may, for example, be reporting payments received from “Other Eligible Users” of the STC, not reflected in FLAIR. FLAIR Gap overages are displayed as “No Underpayment” in the FLAIR to VIP Gap column of the analysis.

FLAIR Gap Analysis: Performing the Analysis Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis If the “gap” amount is less than what the vendor was paid in FLAIR, the FLAIR to VIP Gap column will list the transaction fee amount that is potentially underreported/under-paid . – There may be valid reasons, including vendor exemption, for the gap. In this case, vendor FLAIR payments and invoice details are provided with the analysis to assist vendors in determining why some invoices were not reported in VIP.

FLAIR Gap Analysis: Review Results Catalog Enablement Punchout Overview Sourcing Hot Topics eInvoicing FLAIR Gap Analysis If the vendor has a past due account balance, the collections amount will be provided to make the contract manager aware that the vendor is not in compliance with paying the transaction fee. If the analysis determines that the vendor has potential under payments, the FLAIR payment and invoice details should be reviewed to assist in determining why there are potential underpayments. – Contract managers should encourage vendors to keep track of the invoices they report in VIP.

Wrap Up Feel free to contact our team with questions Team Member SP Area of Responsibility Kasey Bickley Program Management Judson Freeman Sourcing and Reporting (Analysis and Secure Reports) Anne Rabon Catalogs and Notification Forms Eric Swanson Vendor Registration, Billing & Collections, and VBS

-State agency customers can "punchout" to a vendor's site and use the search tools to select the desired products and services. When complete, the customer exits the vendor's punchout site and the shopping cart (full of products and services) are transferred back into MFMP Buyer. Catalog Enablement Punchout Overview Sourcing Hot .