State Purchasing Round Table Meeting

Transcription

1 State Purchasing Round Table Meeting Meeting Information Meeting Title: State Purchasing Round Table (SPRT) Meeting Occurrence: March 5, 2015 Time: 9:30 am Location: DMS, Room 101 (4050 Esplanade Way) Attendees # Entity Name 1. DMS Jerilyn Bailey 2. DMS Mina Barekat 3. DMS Gregory Bunn 4. DMS Claudia Cooper 5. DMS Sharita Newman 6. DMS George Rozes 7. DMS Stephanie Sanford 8. DMS Brenda Wells 9. Judson Freeman 10. Anne Rabon 11. Eric Swanson 12. Felicia Adams 13. John Hunter 14. Jeremy Kong 15. Kim Stiver 16. NeShae Williams Agenda Topic Description 1. Notification Forms 2. Pre-Bid Scheduling 3. State Purchasing Training and Resources 4. STC Reporting and Collection Process 5. einvoicing 6. Wrap Up Page 1 of 6

2 Notification Forms Notification forms are used by State Purchasing to add, update or remove contract information in. The Notification Form is available on the DMS SharePoint The Workplace. A notification form should be submitted for the following scenarios: Change Contact Add/Delete Vendor(s) Vendor Name Change Add/Delete Products Change Pricing Add/Remove Contract Create Contract Request Re-open Contract Request Close Contract Extend Contract Renew Contract 1. Notification Forms Requests submitted by the 1 st of the month will be implemented by the end of the month via an Operational Data Update (ODU). If a report is not received until the 2 nd of the month, it will be implemented at the end of the following month. Send approval notification forms to the team at BuyerHelp@MyFloridaMarketPlace.com and the State Purchasing Website Contacts at Purwebposting@dms.myflorida.com. Notification Timeline for a New Contract DMS State Purchasing decides to establish a new state contract, DMS submits a notification form. o The form can be submitted well in advance of the contract being finalized or awarded. team will add the new state term contract number to. Once DMS State Purchasing awards a solicitation, a notification form will be submitted, updated/re-submitted, with the vendor information to associated to the new State Term Contract number. If a catalog is desired, will add a Contract Request (CR) to for Contract Manager approval. Notification Timeline for Contract Renewal/Extension If a change is made to an existing State Term Contract, DMS updates/re-submits a notification form and the team will amend the CR. Contract Requests After submitting a Notification Form to the Customer Service Desk, the team will update the contract request (CR) and submit to the contract manager for review Page 2 of 6

3 and approval. Only Contract Requests that are tied to a catalog are maintained in. sends notifications based on your preferences to the Contract Approver of the STC when a Contract Request is created/updated and requires approval. Approvers should review the contract request (CR) information for accuracy. If changes need to be made, click Edit and amend the information. Once the details of the request are reviewed and validated, you may approve. The contract request must be approved by the Contact (Contract Manager) and then by the 7264: Contract Manager role. All State Purchasing team members share this role; however, only the contract manager or a member of his/her team should approve the request. The Team will activate the contract request and provide an confirmation of the activation. Pre-Bid Scheduling Discussion The Team is available to provide support during solicitation launches, Pre-Bid conferences, and bid openings on an as-needed basis. However, we request at least a one week notice on upcoming Pre-Bid conferences, to ensure resource availability. Citrix Pre-Bid training opportunities are available for vendors who are not able to attend in-person conferences. 2. Citrix GoToMeeting links can be included in VBS solicitations. Utilization of GoToMeeting will provide an opportunity for increased communication and will facilitate greater understanding between parties. The Citrix GoToMeeting Job-Aid will be posted to The Workplace. All Pre-Bid support requests can be submitted to Judson Freeman at Judson.Freeman@dms.myflorida.com State Purchasing Training and Resources Sourcing Full Project Workshop, for DMS State Purchasing employees is scheduled on April 21 st from 9:00 am 12:00 pm. 3. The team continues to provide weekly on-site catalog enablement support for Sate Purchasing on Thursdays, from 9:00 am 12:00 pm. New State Purchasing Office Hours have been established to discuss key stem functionality, process standardization and recommendations from the team. 14 attended the first office hour on January 29 th to review import/export functionality and sharing resources within State Purchasing. Office Hours are scheduled through the remainder of the fiscal year: o March 12 th from 10:30 11:30 am Page 3 of 6

4 Will focus on groups, roles and permissions related to sourcing. o May 7 th from 10:00 11:00 am Office hours should be treated as an open forum to discuss any topics or questions related to Sourcing. STC Reporting and Collection Process STC/ACS contract vendors are required to submit self-reports for payments received from the State of Florida Agencies and Other Eligible Users (OEUs) by the 15 th of each month. Vendors are still required to submit a $0 report if they do not have any sales. The Billing Team conducts a monthly review of STC vendors who have not submitted self-reports and distribute communications to vendors that have missing selfreports that are days past due. Payments received in December should appear on the December self-report, which will update the January CBI If a vendor had not self-reported in January they will receive a missing notice communication that they are 30 days past due for the January CBI in March. 4. The Transaction Fee Report is distributed quarterly and details amounts reported and/or missing reports for current fiscal year. This report will start being posted on The Workplace to assist with visibility regarding vendors who have not paid. The Transaction Fee Report has been streamlined to make it more user-friendly. A dash on the report indicates no sales that month, Missing indicates that the report is missing. will deliver the next Transaction Fee Report the week of April 20 th. Vendors who owe $50.00 or more in transaction fees receive notifications when delinquent fees are 30, 60 and 90 days past due. STC vendors that are submitting past due reports should pay immediately to avoid being sent to a third party collection agency When accounts reach 120 days delinquent, they are referred to a third party for collection and have the potential to impact a vendor s credit score. Vendors are sent to collections at the FEIN level. If there are multiple vendor registration accounts, a STC vendor could appear in collections for a location not reporting against the State Term Contract A Vendor Flagged in Collections column is available on the Transaction Fee Report to indicate if a STC vendor has been sent to collections. 5. The Total Outstanding Balance column provides visibility into all balances tied to the FEIN. einvoicing Onboarding Process has developed a standardized onboarding process to activate new vendors on einvoicing. The goal is to be proactive in reaching out to vendors. Confirm Page 4 of 6

5 o DMS approves vendors for einvoicing o sends einvoice overview and questionnaire o Schedule welcome call with vendor to review onboarding process Test o Conduct detailed testing and training with vendor Deploy o monitors vendor einvoice activity o distributes Vendor enablement to agency customers informing of new active vendors einvoicing Update In FY14-15, 14 vendors were enabled. In Q2, 3 vendors were enabled. During that time, 367 einvoice were processed for a total invoice amount of $316, Q2 Activations All American Poly Advanced Fire & security, Inc. Brenntag Mid-South Q3 Activations Carahsoft Technology Corp. 6. Actively working with: Bordon Dairy Ferrellgas Konica Minolta Harris Wrap Up Feel free to contact our team with questions. Judson Freeman Sourcing and Reporting (Analysis and Secure Reports) Anne Rabon Catalogs and Notification Forms Eric Swanson Vendor Registration, Billing & Collections, and VBS Action Items # Action Item Description Assigned To Post einvoicing overview 1. and benefits to The Workplace 2. Post the GoToMeeting Job- Aid to the Workplace Send follow up to 3. State Purchasing with a link to presentation and follow up items Status Due Date Comments Complete Complete In Progress Page 5 of 6

6 Action Items # Action Item Description Assigned To Provide list of STC vendors that receive a Intent to 4. Collect Notice to Contract Managers before sending vendor to Third Party Colletions Agency. Status Due Date Comments In Progress Page 6 of 6