MFMP System Administrator Manual

Transcription

1 MFM Systm Administrtor Mnul Fbrury 2014

2 Tbl of Contnts MyFloridMrktlc (MFM) Ancy Administrtor Rsponsibilitis...3 Systm Administrtors... 3 urchsin nd Finnc nd Accountin Liisons Rsponsibilitis... 3 Monitorin Confidntil Dt... 4 Rmovin Confidntil Informtion... 5 Trinin... 5 Trinin Rcommndtions... 6 MFM Trinin Environmnt... 6 Crtin Trnsctions in th Trinin Environmnt... 6 Srtion of Dutis... 7 Ancy Monitorin of MFM Systm Groups/Rols... 7 Account sswords... 8 Workflow...9 Workflow Updt rocss Dsktop nd Cntrl Rcivin Crtin Nw MFM Accounts Undrstndin th Mnmnt Lvl Groups nd Rols Systm Administrtor Finnc nd Accountin urchsin Contrctin Rqustr Approvr Non-spcific Groups MFM Customr Account Inctivtion...23 Account Dltion Stps Appndics...25 Appndix 1 - Edit Accountin Appndix 2 - CO No Workflow Appndix 3 - Smpl Confidntil Informtion olicy MFM Glossry...31 MFM Rsourcs...36 Rsourcs MFM Systm Administrtor Mnul 2

3 MyFloridMrktlc (MFM) Ancy Administrtor Rsponsibilitis Th Dprtmnt of Mnmnt Srvics (DMS) dltd MFM Systm Administrtion rsponsibility to individul ncis, nd ch ncy spcifis individul usrs. Submit your ncy s nnul confidntil informtion policy Work with urchsin nd Finnc nd Accountin liisons on MFM inititivs Activly prticipt in MFM sponsord mtins nd vnts Systm Administrtors: 3 Assist with monitorin confidntil dt Ensur propr trinin for individuls with ccss Crt nw MFM ccounts, includin th ncy s MFM FLAIR ncumbrnc ccount Assin only ncssry roups/rols for ch customr Monitor, updt nd inctivt customr ccounts Rst ccount psswords Estblish nd mintin ncy Ship To nd Bill To ddrsss Mintin ncy rquisitions nd invoic pprovl flows Assist with mintnnc of MFM ncy distribution lists Distribut MFM communictions to ll ncy customrs Tip: Idntify t lst on bckup Systm Administrtor for your ncy to nsur covr whn th primry Systm Administrtor is out of offic. Bcus this is criticl rol, llow only fw stff mmbrs this lvl of ccss. urchsin nd Finnc nd Accountin Liisons Rsponsibilitis Rprsnt your ncy s point of viw in MFM mtins Chmpion MFM Fully undrstnd MFM functionlity MFM Systm Administrtor Mnul 3

4 Monitorin Confidntil Dt You must xclud confidntil informtion from MFM. This includs informtion in th commnts fild, lin itm dscription, s wll s ttchmnts. Includin such informtion in MFM my violt Chptr F.S., s wll s comprbl fdrl rultions rltin to confidntility such s th Hlth Insurnc ortbility nd Accountbility Act (HIAA). Annully submit your ncy Confidntil Informtion policy to MFM (MyFloridMrktlc@dms.MyFlorid.com) by Auust 31, sttin your ncy will not input confidntil informtion in MFM. This policy should includ stps th ncy uss to monitor for confidntil informtion. Appndix 3 includs smpl policy. Dirct ncy-spcific qustions bout confidntil informtion to your ncy s MFM scurity officr or Gnrl Counsl Offic. Exmpls of confidntil informtion includ, but r not limitd to, th followin itms: Clint/tint nms All lmnts of dts (xcpt yr) dirctly rltd to n individul, includin birth dt, dmission dt, dischr dt nd dt of dth Tlphon numbrs Emil ddrsss Socil Scurity numbrs Mdicl rcord numbrs Hlth pln bnficiry numbrs Account numbrs Crtifict/licns numbrs All orphic subdivisions smllr thn stt, includin strt ddrsss, city, county nd zip cods 4 MFM scur rports ssist your ncy in rviwin trnsctions tht miht contin confidntil dt: 1. IR Attchmnts by Commodity Cod This rport lists invoic rconcilitions with n ttchmnt linkd to th invoic rconcilition in th followin sttuss: Approvd, Approvin, id, yin, Rconcilin nd Rjctd for pr-dfind commodity cods (Clinics, Doctors, Dtntion trnsporttion, Drus, misc., Gurd, Lw nforcmnt nd scurity, Hospitls, Lnu intrprttion, Notris, Trinin, nd Uniforms). 2. Invoic Attchmnts by Commodity Cod This rport lists invoic rconcilitions with n ttchmnt linkd to th Invoic for in th followin sttuss: Approvd, Approvin, id, yin, Rconcilin nd Rjctd prdfind commodity cods (Clinics, Doctors, Dtntion trnsporttion, Drus, misc., Gurd, Lw nforcmnt nd scurity, Hospitls, Lnu intrprttion, Notris, Trinin, nd Uniforms). 3. R Audit by Commodity Cod This rport lists rquisitions in th followin sttuss: Composin, Submittd, Approvd, Dnid, Ordrin, Ordrd, Rcivin, Rcivd, Cnclin nd Cncld tht contin pr-dfind slctd commodity cods (Clinics, Doctors, Dtntion trnsporttion, Drus, misc., Gurd, Lw nforcmnt nd scurity, Hospitls, Lnu intrprttion, Notris, Trinin, nd Uniforms). Rfr to th Rports job id loctd on th MFM wbsit in th buyr toolkit undr MFM Rportin, or slct th link hr Rports job id. MFM Systm Administrtor Mnul 4

5 Rmovin Confidntil Informtion Th customr who oriinlly ttchs documnt into MFM cn dlt ttchmnts nd/or dit or dlt commnts. If rqustr ttchs confidntil informtion to rquisition nd somon dtcts it durin th pprovl flow, th rqustr or customr who oriinlly ttchd th documnt cn dlt th ttchmnt nd ttch nw documnt without th rquisition pprovl strtin ovr. Onc th trnsction hs fully procssd, nyon within th pprovl flow is bl to dd or rmov commnt or ttchmnt. Th History tb provids n udit tril for dits nd dltion of commnts nd ttchmnts for ordrs, invoics nd invoic rconcilitions. Stps to Succss: Rmovin ttchmnts Loct th ttchmnt or commnt tht you nd to rmov on th Summry tb. Click on th Dlt link for commnts or th Dlt Button for ttchmnts For mor informtion bout confidntil informtion, pls consult your ncy s confidntil informtion policy. 5 Trinin Whil MFM provids vrity of trinin opportunitis for MFM customrs, us ths trinins to supplmnt your ncy s trinin prorm. Whn ssinin roups/rols to n ncy customr, th Systm Administrtor is rsponsibl to nsur th customr rcivs th propr trinin. DMS offrs svrl tools, vilbl on th MFM buyr toolkit, to ssist in dvlopin your ncy s trinin prorm: Trinin prsnttions: DMS posts its MFM trinin cours mtrils onlin; w ncour ncis to us ths mtrils whn dvlopin ncy-spcific trinin courss. Onlin trinin: Intrctiv slf-pcd wb bsd trinin. MFM Trinin Environmnt: An nvironmnt tht simults th MFM production nvironmnt. It dos not dlivr purchs ordrs to vndors, ncumbr funds or post pymnts in FLAIR. Job Aids: Tools nd mnuls to provid uidnc on usin MFM. For ssistnc in dvlopin your ncy s trinin prorm, pls contct th DMS MFM tm t MyFloridMrktlc@dms.MyFlorid.com. DMS lso offrs svrl trinin options, includin intrctiv, trinin usin WbEx softwr, trinin tours, nd inprson trinin, in Tllhss nd throuhout th stt whn possibl. Intrctiv Wbinr Trinin Sssions offr ll customrs hour-lon intrctiv trinin from thir computrs nd phons on MFM functions. rticipnts must ristr onlin. Sminrs nd Workshops provid fc-to-fc trinin. Workshops includ hnds on work in MFM. MFM Onlin Trinins r rcordd trinin sssions of vrious MFM functions. ick tour lin nd w uid you throuh on of our trinin prsnttions, with ddd udio nd punchout to th MFM systm to simult typicl vrydy tsks. Find ristrtion nd trinin mtrils on th DMS wbsit undr Buyr Trinin Opportunitis, or slct th link hr Buyr Trinin Opportunitis. MFM Systm Administrtor Mnul 5

6 Trinin Rcommndtions DMS rcommnds customrs in ch rol ttnd th followin clsss: Rqustor Suprvisor urchsin Finnc & Accountin Systm Administrtor Systm Ovrviw X X X X X Systm Administrtor Rportin X X X X Crtin Rquisition X X X Invoic X X X Approvin Rquisitions X X Undrstndin th Trnsction Fs X X X Rconcilin/Approvin IRs X X Rcivin X X Quot X X X X 6 MFM Trinin Environmnt DMS stblishd th trinin nvironmnt to hlp customrs in hnds-on xposur to th systm. Th trinin nvironmnt is sf nvironmnt whr customrs cn crt, pprov nd rciv tst trnsctions in th systm. In th trinin nvironmnt, you do not ctully snd your compltd trnsctions to FLAIR for pprovl. Th trinin nvironmnt contins production trnsctionl dt; howvr, it is only updtd monthly. If you s itms in Submittd sttus tht hv lrdy bn snt to th vndor, rmmbr this dt is snpshot of th dt s of th lst monthly rfrsh. Any nw customr ccounts ddd by th ncy s Systm Administrtor ftr th lst monthly rfrsh will not b in th trinin nvironmnt but Systm Administrtor cn dd thm. Accss th trinin nvironmnt t th DMS wbsit or slct th link hr Buyr trinin nvironmnt. Crtin Trnsctions in th Trinin Environmnt Whn crtin rquisitions nd rconcilin invoic rconcilitions within th trinin nvironmnt, it is importnt to kp th followin ky points in mind: 1. Nothin crtd nd/or ltrd in th trinin nvironmnt hs ny ffct on work within th production nvironmnt. 2. Th usrnm in th trinin nvironmnt is th sm s customr s usr nm in production. 3. Th dfult pssword for ll customrs in th trinin nvironmnt is trin You r unbl to viw ttchmnts in th trinin nvironmnt. 5. Whil ll ctlos r lodd, som vndors with unchout ctlos my not mintin thir tst ccounts. Thrfor, you my not b bl to punch-out to thir sit. 6. Customrs my crt Quots in this nvironmnt (thr will b no supplir rsponss to wrd). 7. Customr ordrs rmin in Ordrin sttus nd r not rcivd or invoicd whn customrs crt rquisitions nd slct Vndor Loctions with prfrrd ordrin mthod of Elctronic Ordrin. 8. You cn crt rquisitions s ncumbrd or unncumbrd. Encumbrd ordrs rciv ncumbrnc numbrs nd ncumbrnc lin numbrs vi FLAIR simultion. 9. Evn thouh FLAIR will b in th pprovl flow, no trnsctions r snt to FLAIR. 10. Th trinin nvironmnt is diffrnt nvironmnt thn th production nvironmnt, nd usrs my xprinc diffrnt prformnc (i.., p to p rspons tim) in th trinin nvironmnt. MFM Systm Administrtor Mnul 6

7 Srtion of Dutis Ech ncy s Systm Administrtor is rsponsibl for considrin nd ssinin pproprit roups nd rols to ch MFM ncy customr. Th roup/rol ssinmnt procss should fctor in th chcks nd blncs rquird for th ccount holdr to xcut th rsponsibilitis without compromisin scurity nd confidntility rquirmnts. Tht includs dhrnc to Gnrlly Accptd Accountin rincipls (GAA) nd srtion of incomptibl dutis. Systm Administrtors should vrify tht customr dos not hv multipl roups nd rols tht would dvrsly ffct srtion of dutis within sinl workflow. For xmpl, n ncy would not wnt n Invoic Mnr to lso hv purchsin nd rcivin rsponsibilitis. Tht llows on prson to rqust, rciv nd ct s th finl pprovr for n invoic. Two rports r vilbl to hlp Systm Administrtors monitor for incomptibl dutis. For dditionl informtion, pls s Ancy Monitorin of MFM Systm Groups/Rols blow. Ancy Monitorin of MFM Systm Groups/Rols Evry ncy hs ccss to two wkly, ncy-spcific rports tht list ncy MFM ccounts: 1. Usr Rport - Dtils ll individuls within your ncy with n MFM ccount. 2. Usrs nd Groups Rport: Dtils ll individuls within your ncy with n MFM ccount nd dtils ssind roups/rols. Th MFM tm nrts ths rports nd posts thm to th DMS Rport wbsit, you cn slct th link hr MFM Scur Rports. Rfr to th Rports job id loctd on th MFM wbsit in th buyr toolkit undr MFM Rportin, you cn slct th link hr MFM Rportin. 7 Ths rports r usful in ssistin Systm Administrtors to mintin usr ccounts nd you cn us thm to complt qurtrly ccss rviw to nsur tht: All ccounts r currnt. No ccounts hv incomptibl roups/rols. You updtd suprvisor ssinmnts s pproprit. Mnmnt lvls r ccurt. Ship To nd Bill To informtion is ccurt. You nd usrnm nd pssword to ccss scur rports, which r postd s zippd documnts. You nd WinZip (or nothr comprbl tool) to viw th dt. If you do not hv pssword to us th DMS Rport wbsit, mil MyFloridMrktlc@dms.MyFlorid.com to rqust on. MFM Systm Administrtor Mnul 7

8 Account sswords MFM is scur systm nd it is importnt tht customrs kp thir ccount psswords confidntil nd not shr thm with othrs. All psswords xpir ftr 90 dys. Whn your pssword xpirs, your nw pssword will nd to mt th nw pssword complxity rquirmnts. MFM pssword complxity complis with Stt of Florid scurity stndrds. All MFM psswords must b btwn 7 nd 16 chrctrs lon with no spcs. sswords nd to includ: - On upprcs lttr - On lowrcs lttr - On diit you must loct sinl diit within th middl of th pssword. For xmpl: ssword2 nd 2ssword r invlid; howvr, ssword22 nd ss2word r both vlid. You r unbl to r-us your pst 5 psswords. In MFM ll customrs cn rst thir own psswords. To rst psswords t futur tim, customrs nd to st scrt scurity qustions nd nswrs th first tim thy lo in. 8 Customrs cn rst thir own psswords, not th MFM Customr Srvic Dsk (CSD). Ancy Systm Administrtors cn lso rst thir customrs psswords. If customrs choos to rst thir own psswords, thy rciv ssword Rst Instructions mils. Th mils will contin prsonlizd link tht llows th customr to ccss nw scrn to ntr nw pssword. Emils for pssword rst rqusts xpir 24 hours ftr thy initit. Upon th crtion of nw pssword, MFM utomticlly los in th customr. Onc customrs succssfully crt nw psswords, th link in th ssword Rst Instructions mil bcoms unusbl. Stps to Succss: Rsttin psswords 1. Entr your Usr Nm nd nswr your scrt qustion (rmmbr it is cs snsitiv). 2. Entr your Usr Nm. Onc submittd, MFM dlivrs pssword rst uidnc to th mil ddrss on fil in your usr profil. 3. Click th link in th pssword rst uidnc mil. 4. On th nw scrn, dfin nw pssword. You must ntr th pssword twic for vrifiction. Th systm snds ssword Rst Notifiction confirmtion mil to th customr. Onc you succssfully crt nw pssword, th link contind in th ssword Rst Instructions mil is dctivtd. If customrs ntr thr incorrct rsponss to thir scrt qustion, th pssword rst functionlity bcoms disbld. If this hppns, Ancy Systm Administrtors cn rst th customrs psswords (not th MFM customr srvic dsk) by usin th pssword chn Form. In MFM, customrs with th Systm Administrtor roup r bl to crt ssword Chn Form. Compltin ssword Chn Form will updt n ncy customr s MFM, Anlysis, nd Sourcin/Quot psswords. Stps to Succss: Crtin pssword chn Form From your Dshbord: 1. Slct ssword Chn from your Crt mnu. 2. Entr n pproprit titl for th Form.. This my follow n ncy spcific titlin convntion. 3. Slct th ncy customr whos pssword is to b rst.. Do this by slctin Srch for Mor from th drop down mnu in th Nm fild. 4. Entr th updtd pssword in th Tmporry ssword fild. 5. Add ny ncssry commnts or ttchmnts. 6. Click Submit. Upon loin in with th nwly stblishd tmporry pssword, th ncy customr will b promptd to updt thir pssword. MFM Systm Administrtor Mnul 8

9 Workflow MFM routs itms for pprovl bsd on pprovl flows th Systm Administrtor stblishd. Ancis cn crt pprovl flows for rquisitions, contrct rqusts, invoic rconcilitions nd rquisition cnclltions. An ncy cn lct commodity cods or objct cods trir spcil pprovrs. For xmpl, if your ncy s IT (Informtion Tchnoloy) dprtmnt must rviw ll IT purchss; you cn dd spcil pprovr whn spcific commodity cod is listd on rquisition. MFM rcommnds th followin stndrd pprovl flows, which incorport th bsic lvls of pprovl: Rquisition Ctlo nd Non-Ctlo Approvl Flow Rqustr Mnmnt Spcil Approvr Budt urchsin FCO OCO Flt IT Contrct Rqust Approvl Flow 9 urchsin Spcil Approvr Budt urchsin FCO OCO Flt IT Invoic Rconcilition Approvl Flow Excption Hndlr Invoic Mnr Ancis cn mk chns to th currnt workflow throuh th workflow procss. To bin th workflow procss, mil BuyrHlp@MyFloridMrktlc.com. ls kp in mind tht ths chns do rquir systm updts nd MFM cnnot complt your rqust immditly. Tip: From th bsic, simpl workflow, ncis cn dd/or customiz thir workflow to ccommodt th ncy nds MFM Systm Administrtor Mnul 9

10 1 0 Workflow Updt rocss To initit workflow or cntrl rcivr updt, mil your rqust to BuyrHlp@MyFloridMrktlc.com. Eithr your ncy urchsin Dirctor or Finnc nd Accountin Dirctor must pprov ll rqusts. ls kp in mind tht ths chns do rquir systm updt nd MFM cnnot complt thm immditly. Monthly mintnnc rqusts includ updts rltd to cntrl rcivin fils or pprovd dditions of rols for n ncy. All othr workflow chns r considrd for qurtrly implmnttion. MFM Systm Administrtor Mnul 10

11 Dsktop nd Cntrl Rcivin In MFM, you cn rciv commoditis two wys: dsktop or cntrl. With dsktop rcivin, th oriinl rqustr of th product complts th rcivin rport. Cntrl rcivin nbls rol to complt th rcivin rport. Ancis with ddictd rcivin loction (wrhous) typiclly us cntrl rcivin. For cntrl rcivin, ncis must idntify cntrl rcivin loctions throuh th ddrss updt Form. Ancis oftn hv multipl Ship To nd Bill To loctions whr vndors ship oods nd snd invoics. As ncis dd or chn loctions, th Systm Administrtor cn mk th pproprit systm updts. Th rqustr s Ship To nd Bill To ddrsss utomticlly popult on th purchs rquisition / purchs ordr bsd on th informtion in th customr s MFM ccount profil. Th rqustr cn chn this informtion by slctin diffrnt Ship To nd Bill To ddrss. 1 1 To dd or updt n ddrss, th Systm Administrtor complts n Addrss Chn Form tht consists of thr stps: Stps to Succss: Updtin ddrsss 1. Titl: rovid n pproprit titl for th Form followin your ncy s stndrd titlin convntion. Slct Mintnnc Mod: From th dropdown box, slct whthr you nd to dd, updt or dlt n ddrss. Addrss: Slct th ddrss; this option is vilbl only if you r updtin or dltin n ddrss. 2. opult th rquird ddrss lmnts includin th offic nm, city, phon numbr, tc. Ship To, Bill To: Indict whthr you r ditin Bill To or Ship To ddrss. Th systm dfult is Ship To. 3. Rviw summry informtion to vrify you md th chns corrctly. Th ncy must sk MFM to crt spcific cntrl rcivin rol throuh th workflow procss. You nd to provid th Uniqu Addrss ID on your rqust. Tip: Th Uniqu Addrss ID is found on th Addrss Updt Form throuh th updt ftur. ls kp in mind tht ths chns do rquir systm updt nd MFM cnnot complt your rqust immditly. Onc th rol is stblishd, th systm dministrtor cn ssin th rol to th individuls who will rciv for tht loction. MFM Systm Administrtor Mnul 11

12 Crtin Nw MFM Accounts An MFM Systm Administrtor s rsponsibility includs crtin nw MFM ccounts. Whn crtin ths ccounts, th Systm Administrtor should considr th customr s dutis nd rsponsibilitis nd rnt only th ccss ncssry for th customr to complt ssind dutis. To stblish nw MFM ccount or profil, Systm Administrtor nds to complt Usr Mintnnc Form, which is thr-stp procss. Stps to Succss: Crtin nw customrs 1. Titl: rovid n pproprit titl for th Form followin your ncy s stndrd titlin convntion. 2. Slct th mintnnc mod tht indicts whthr you r ddin, updtin or dltin n ccount. 3. Entity*: This fild uto-popults bsd on th Systm Administrtor s ntity. Loin Nm: Dfults to th mil ddrss nm ntrd bfor symbol nd is th ctul usrnm. W rcommnd ncis ntr th mil ddrss in stndrd wy. Nm*: Entr th MFM ccount holdr s nm (pls not tht you cnnot chn or mnd it). Emil Addrss*: Th systm uss this mil ddrss to notify th ccount holdr whn somthin rquirs pprovl. Rmmbr, ll txt bfor symbol bcoms th MFM usrnm (cs snsitiv). Whil you cn chn th mil ddrss, th usrnm stys th sm. Mnmnt Lvl*: Spnd uthority (i.., mximum lvl or mount this customr cn spnd/pprov without suprvisory pprovl). Suprvisor*: Entr th ccount holdr s suprvisor nm whn itms rquir suprvisory pprovl (.., purchss outsid th ccount holdr s mnmnt lvl). Ship To*: Dfult loction tht popults on rquisition to idntify whr oods should b dlivrd; fild uto-popults on th rquisition. Bill To: Dfult loction tht popults on rquisition to idntify whr th invoic should b dlivrd; fild uto-popults on th rquisition. Orniztion Cod*: Dfult FLAIR orniztion cod tht utomticlly popults whn you crt rquisition. OrLvl: rovids th bility to st th orniztion cod spndin prmtrs. Th lvls follow FLAIR s orniztion cod lvls. L1 nbls customr to chr itms to ny orniztion cod in th ncy. L5 rstricts th customr to chrin purchss to on orniztion cod. UI: MFM UI (urchsin Unit Idntifir) numbr; rquisitions/invoics follow this UI s workflow. Sit Cod: FLAIR sit cod; fild uto-popults on th rquisition. 1 2 Tip: You will nd sprt MFM ccounts if usr works with mor thn on FLAIR sit cod. Groups nd Rols*: Entr th pproprit roups/rols for th ccount holdr. Customrs who prform th sm functions within MFM would blon to th sm Group. Rols r usd for routin. Rfr to th Groups nd Rols sction of this documnt (p 14). Confirm th chns nd submit th Form. Whil you hv th option to dd n pprovr, it is unncssry. 4. Onc you crt n ccount, you nd to crt ssword Form to stblish th ccount s initil pssword. *Th bov filds r rquird whn ddin customr. MFM Systm Administrtor Mnul 12

13 Undrstndin th Mnmnt Lvl Th Mnmnt Lvl rprsnts MFM customr spnd uthority. Systm Administrtors dfin customrs spnd uthority whn thy crt nw usr ccounts. You must ntr numbr in this rquird fild whn stblishin nw customr ccount. It is utomticlly st to 100, which indicts tht th nw ccount hs spnd uthority of $0 (ll rquisitions would rquir suprvisor s pprovl). If customr crts rquisition for lss thn th mount idntifid in th Mnmnt Lvl, th rquisition dos not rquir suprvisor pprovl. If th rquisition xcds th Mnmnt Lvl, th rquisition dos rquir suprvisor pprovl. Th hihr th mnmnt lvl, th lowr th usr s spnd uthority (rfr to tbl blow). Only Systm Administrtors cn incrs or dcrs usr s mnmnt lvl in th systm. Mnmnt Lvl Usr s Spnd Authority Mnmnt Lvl Usr's Spnd Authority 100 $ 0 95 $ $ $ 1, $ 1, $ 2, $ 2, $ 5, $ 7, $ 10, $ 15, $ 20, $ 25, $ 35, $ 50, $ 65, $ 195, $ 325, $ 100,000 9 $ 150,000 8 $ 250,000 7 $ 200,000 6 $ 300,000 5 $ 500,000 4 $ 1,000,000 3 $ 5,000,000 2 $ 10,000,000 1 $ 9,999,999, (Mnmnt lvls r in spnd Authority ordr.) MFM Systm Administrtor Mnul 13

14 Groups nd Rols Customrs who prform th sm functions within MFM blon to th sm roup. A roup controls th lvl of ccss nd wht functions customr cn ccomplish; roups dtrmin if customr cn dit rquisition or just crt rquisition. Groups lso control th typs of notifictions tht customr rcivs, bsd on th customr s notifiction prfrncs. rmissions in roups r stndrd for ll th stt ncis usin MFM. All MFM customrs cn crt n invoic (no roups r rquird). Groups* Rols* Systm Admin Anlysis ABOI (Avilbl Blnc Ovrrid Indictor) Edit Buyr CO No Workflow Edit Accountin FLAIR Mintnnc Invoicin Contrct Contrct Exmption Contrct Mnr Quot urchsin Qury Trnsction F Exmpt Rqustr O Not Snt Rq Approvr ADA No Approvr Emils No Suprvisor No Wtchr Emils Sourcin Sourcin Quot Systm Administrtor Invoicin Gtkpr Invoic Mnr Excption Hndlr Cnclltion Approvr Cntrl Rcivr Contrct Mnr urchsin Gtkpr urchsin Offic urchsin Ant Contrct Offic Contrct Spcilists Contrct Mnr FCO (Fixd Cpitl Outly) Approvr FA (Finncil Approvr) Approvr Ll Approvr OCO (Oprtor Cpitl Outly) Approvr Tlcommunictions Approvr Excutiv Approvr IT Approvr Flt Approvr Budt Offic Budt Approvr Rprorphic Approvr Qulity Assurnc Approvr Mobil Equipmnt Approvr rsonl Approvr Tlcommunictions Excutiv Approvr Insurnc Approvr Us rols for pprovl routin purposs only. If customr is rquird to pprov invoic rconcilitions for n ncy, th customr nds to hv th rols tht r prt of th ncy s prdfind workflow. Rols do not rnt customrs prmission or dtrmin th customrs functionlity. All rols bin with n ncy s UI; th only xcption to th rul is for Cntrl Rcivrs. MFM uss rols for UI nd sttwid routin in workflow procssin. In th followin sctions: Inhrits mns you utomticlly hv th cpbility listd s prt of your roup. Form Accss mns you us th listd Form, found in MFM. *Ths r th most commonly usd Groups nd Rols by businss function. 1 4 MFM Systm Administrtor Mnul 14

15 Systm Administrtor Systm Admin roup Dscription: Allows customrs to dd, updt, dlt nd inctivt customrs from th systm. Thy cn lso rst customrs' psswords nd dd nw, or modify xistin, Bill To or Ship To ddrsss in th systm. Only limitd numbr of customrs pr ncy should blon to this roup for scurity purposs. DMS rnts initil Systm Administrtor ccss to ncis nw to MFM. Anlysis roup Form Accss: Addrss Chn, ssword Updt, Usr Mintnnc, Invoic Dscription: Allows customrs to ccss Anlysis (My Dshbord). Customrs r bl to run d-hoc rports on historicl trnsctions, nd xport rports into Excl. Whil Anlysis is robust tool, it cn b complx. 1 5 Systm Administrtor rols Form Accss: Invoic UI XXXX: Systm Administrtor Tip: If you hv qustion on roups or rols, pls contct th MFM Customr Srvic Dsk t (866) Tip: Giv th Qury roup to customrs so thy cn srch for rquisitions, ordrs, rcipts, invoics, or invoic rconcilitions nothr customr crtd. Systm Administrtor MFM Systm Administrtor Mnul 15

16 Finnc nd Accountin Anlysis roup ABOI Edit roup CO No Workflow roup Edit Accountin roup Dscription: Allows customrs to ccss Anlysis (My Dshbord). Customrs r bl to run d-hoc rports on historicl trnsctions, nd xport rports into Excl. Form Accss: Invoic Dscription: Allows customrs to dit th Avilbl Blnc ovrrid Indictor (on th Accountin dtils p of rquisition or invoic rconcilition). Form Accss: Invoic Dscription: Allows customrs to mk spcific chns to rquisition without nrtin th workflow. A customr cn chn 38 filds without nrtin th rquisition workflow. S Appndix 2 for ll th filds. Form Accss: Invoic Dscription: Enbls customrs to dit ll ccountin filds. This roup llows customrs to dit mor thn just th Orniztion Cod, nd Expnsion Option nd Objct Cod. To dit ccountin informtion on rquisition, customr nds to hv Rqustr or urchsin roup. 1 6 FLAIR Mintnnc roup Invoicin roup Finnc nd Accountin Rols Form Accss: Invoic Dscription: Allows customrs to crt FLAIR Mintnnc Form. Invoic mnrs, customrs with Rls Encumbrnc Form Accss, nd th sinl ncy ncumbrnc ccount must hv FLAIR Mintnnc roup ccss. Form Accss: Invoic, FLAIR Loin Informtion Form Dscription: Allows customrs to rconcil, submit, pprov, rjct nd rfr IRs (invoic rconcilitions). Inhrits: Edit Accountin S Appndix 1 for listin of th filds. Form Accss: Invoic, ymnt Updt, Rls Encumbrnc, Dlt Disbursmnt, Rstor ymnt Amount UI XXXX: Invoicin Gtkpr UI XXXX: Invoic Mnr UI XXXX: Excption Hndlr MFM Systm Administrtor Mnul 16

17 urchsin Anlysis roup CO No Workflow roup Dscription: Allows customrs to ccss Anlysis (My Dshbord). Customrs r bl to run d-hoc rports on historicl trnsctions, nd xport rports into Excl. Form Accss: Invoic Dscription: Allows customrs to mk spcific chns to rquisition without nrtin th workflow. A customr cn chn 38 filds without nrtin th rquisition workflow. Customrs will lso nd th urchsin roup to b bl to chn rquisitions with th sm UI. Contrct roup Contrct Exmption roup S Appndix 2 for ll th filds. Form Accss: Invoic Dscription: Allows customrs to crt nd dit Contrct Rqusts Inhrits: Edit Accountin; Qury roup Form Accss: Invoic Dscription: Allows customrs to crt nd dit Contrct Exmption Form to xmpt contrct from th 1 prcnt trnsction f. 1 7 Contrct Mnr roup Edit Accountin roup Form Accss: Invoic nd Contrct Exmption Dscription: Allows customrs to crt contrct rqust nd dit Rstor Contrct Form. Inhrits: Edit Accountin; Qury roup Form Accss: Invoic nd Rstor Contrct Dscription: Enbls customrs to dit ll ccountin filds. This roup llows customrs to dit mor thn just th Orniztion Cod, nd Expnsion Option nd Objct Cod. Without this roup, customrs cn dit only th orniztion cod, xpnsion option nd objct cod. Form Accss: Invoic MFM Systm Administrtor Mnul 17

18 urchsin (continud) Quot roup Dscription: This roup llows customrs th bility to ccss th Quot punchout sit. You must hv this roup in conjunction with Rqustr or urchsin roup. urchsin roup Usin Quots, you cn t lctronic quots from vndors who prticipt in th Quot procss. (Whn vndor ristrs in MFM, th vndor hs th opportunity to slct if thy wnt to prticipt in Quots.) Form Accss: Invoic Dscription: Customrs in this roup cn dit nd pprov rquisitions. Thy cn lso nrt Sourcin Rqusts for Contrct (Mstr Armnt). 1 8 Inhrits: O Not Snt Qury roup Trnsction F Exmpt roup Form Accss: Invoic nd Cncl Rquisition Dscription: Allows customrs to prform systm srchs. Without this roup, customrs cn srch only for itms thy crtd or pprovd. Form Accss: Invoic Dscription: Customrs in this roup cn xmpt rquisition from th 1 prcnt trnsction f. Mrk s xmpt only trnsctions xmpt by Rul, 60A urchsin rols Form Accss: Invoic UI XXXX: Cnclltion Approvr UI XXXX: Contrct Mnr UI XXXX: urchsin Gtkpr UI XXXX: urchsin Offic UI XXXX: urchsin Ant MFM Systm Administrtor Mnul 18

19 Contrctin Contrct roup Dscription: Allows customrs to crt nd dit Contrct Rqusts Contrct Exmption roup Contrct Mnr roup Inhrits: Edit Accountin; Qury roup Form Accss: Invoic Dscription: Allows customrs to crt nd dit Contrct Exmption Form to xmpt contrct from th 1 prcnt trnsction f. Alwys complt th form if contrct is xmpt. Form Accss: Invoic nd Contrct Exmption Dscription: Allows customrs to crt contrct rqust nd dit Rstor Contrct Form. Inhrits: Edit Accountin; Qury roup 1 9 Contrctin rols Form Accss: Invoic nd Rstor Contrct UI XXXX: Contrct Mnr MFM Systm Administrtor Mnul 19

20 Rqustor Edit Accountin roup Quot roup Qury roup Rqustr roup Dscription: Enbls customrs to dit ll ccountin filds. Without this roup, customrs cn dit only th orniztion cod, xpnsion option nd objct cod. To dit ccountin informtion on rquisition, customrs nd to hv th Rqustr or urchsin roup. Form Accss: Invoic Dscription: This roup llows customrs to complt lctronic quots in th Sourcin tool Usin Quot; you cn t lctronic quots from vndors who prticipt in th Quot procss. Systm dministrtors cn rnt ncy customrs Quot ccss. Dscription: Allows customrs to prform systm srchs. Without this roup, customrs cn srch only for itms thy crtd or pprovd. Form Accss: Invoic Dscription: Allows customrs to crt nd submit rquisitions. 2 0 O Not Snt roup Form Accss: Invoic nd Cncl Rquisition Dscription: Allows customrs to indict whn O should not b snt to vndor. Rqustr rols Form Accss: Invoic Not Applicbl Rqustrs do not rquir rols. MFM Systm Administrtor Mnul 20

21 Approvr Rq Approvr roup Edit Accountin roup Qury roup Approvr rols Dscription: Allows customrs to dit nd pprov rquisitions snt for pprovl. Suprvisors who r rquird to pprov thir subordints rquisitions should hv this rol. This roup pprovs rquisitions bsd on commodity cods nd/or dollr thrsholds. Mmbrs of this roup cnnot dit ccountin. Form Accss: Invoic Dscription: Enbls customrs to dit ll ccountin filds. Without this roup, customrs cn dit only th orniztion cod, xpnsion option nd objct cod. To dit ccountin informtion on rquisition, customrs nd to hv th Rqustr or th urchsin roup. Form Accss: Invoic Dscription: Allows customrs to prform systm srchs. Without this roup, customrs cn srch only for itms thy crtd or pprovd. Form Accss: Invoic UI XXXX: FCO Approvr UI XXXX: FA Approvr UI XXXX: Ll Approvr UI XXXX: OCO Approvr UI XXXX: Tlcommunictions Approvr UI XXXX: Excutiv Approvr UI XXXX: IT Approvr UI XXXX: Flt Approvr UI XXXX: Budt Offic UI XXXX: Budt Approvr UI XXXX: Rprorphic Approvr UI XXXX: Qulity Assurnc Approvr UI XXXX: Mobil Equipmnt Approvr UI XXXX: rsonl Approvr UI XXXX: Tlcommunictions Excutiv Approvr UI XXXX: Insurnc Approvr 2 1 MFM Systm Administrtor Mnul 21

22 Non-spcific Groups ADA (Amricn Disbilitis Act) roup Dscription: For customrs with this roup, th systm rmovs som tbls nd scroll brs, which mks scrn rdrs mor ffctiv. Anlysis roup No Approvl Emils roup No Suprvisor roup Form Accss: Invoic Dscription: Allows customrs to ccss Anlysis. Customrs r bl to run d-hoc rports on historicl trnsctions nd xport thm into Excl. Form Accss: Invoic Dscription: rvnts customrs from rcivin notifictions for itms witin rquird pprovls. In liu of th roup, customrs cn lso customiz mil notifictions by updtin thir customr prfrncs. Form Accss: Invoic Dscription: Allows customrs to hv no suprvisor ssind on th customr profil. If n pprovl is pndin customr with this roup, th itm dos not sclt if it is ovrdu. Additionlly, rquisition dos not rquir mnmnt pprovl no mttr th cost if customr hs th No Suprvisor roup. 2 2 Not: A customr must hv mnmnt lvl of 1 or $9,999,999,999 nd th suprvisor st t no vlu on th customr profil. No Wtchr Emils roup Form Accss: Invoic Dscription: rvnts customrs from rcivin notifictions for itms pndin thir optionl pprovl. Customrs cn lso customiz thir mil notifictions by updtin thir customr prfrncs. Qury roup Form Accss: Invoic Dscription: Allows customr to prform systm srchs. Without this roup, customrs cn srch only for itms thy crtd or pprovd. Buyr roup Form Accss: Invoic This roup dos not iv ny prmissions, only ccss to MFM. Inctiv customrs r ivn this roup, without ny rols. MFM Systm Administrtor Mnul 22

23 MFM Customr Account Inctivtion It is ch ncy Systm Administrtor s rsponsibility to mintin ccount informtion for ll customrs with MFM ccss. Thr r occsions whn you nd to inctivt n ccount (.., mploy rtirs, trnsfrs to nothr ncy, trmints, tc.). Thr r svrl ctions Systm Administrtor must tk to succssfully trnsfr rsponsibilitis from on customr to nothr. Assin rols to nothr usr who ssums th pprovl rsponsibility for rols tht wr ssind xclusivly to th mploy ccount. This is importnt whn considrin spcil pprovrs of spcific commodity nd objct cods. If usr is chnin to diffrnt r of th sm ncy nd still rquirs MFM ccss, DMS rcommnds inctivtin th old ccount nd sttin up nw ccount for th nw position. Stps to Succss: Inctivtin n ccount 1. Chn th ccount pssword to prvnt th usr from ccssin th systm. 2. Lo in s th dprtin mploy nd provid scrnshots of th followin to th nw usr rsponsibl: ) Approv Rqusts quu b) Opn Ordr quu (found by clickin th Approvd quu from th shortcut mnu nd roupin th quu by typ) c) Rconcil Invoics quu 3. Click th Composin link on th shortcut mnu nd dlt ll trnsctions listd within this quu. 4. Lo in s th Systm Administrtor, nd updt th Usr Mintnnc Form: ) Updt th mil ddrss to th mil ddrss of th usr now rsponsibl for thos pprovls. Not: Multipl mil ddrsss cus problms with customrs rsttin thir ccount pssword usin th Forot your pssword link on th MFM loin scrn. b) In th Usr Mintnnc Form Nm fild, dd th lbl inctiv bfor th customr s nm (.. Inctiv-John Do). 2 3 Tip: Th usr who will ssum pprovl rsponsibility should not us th sm Nm fild of th usr to b inctivtd. 5. Vrify th dprtin mploy is not listd s th suprvisor for othr usrs by rviwin th Usr nd Groups rport vilbl on th MFM Rports wbsit. If h/sh is nothr usr s suprvisor, us th Usr Mintnnc Form to slct diffrnt suprvisor for th impctd usrs. 6. Rmov ll rols nd roups with th xcption of th Buyr roup. 7. Dlt th pprovl uthority to nothr usr. Onc you dlt th usr pprovl uthority, th dlt cn prform th followin ctions: ) Approv/Dny rqusts tht list th dprtin mploy (ithr by nm or rol) s rquird pprovr b) Rciv commodity ordrs (ithr by nm or cntrl rcivin rol) c) rocss invoics routd to th dprtin mploy MFM Systm Administrtor Mnul 23

24 Stps to Succss: Dltin n ccount Aftr prformin th ctivitis hihlihtd in th Account Inctivtion sction, you cn dlt usr ccount if th mploy: 1. Actd s n Approvr only or, 2. Dos not hv ny rqusts in th followin sttuss: Composin Submittd Approvd Ordrin Ordrd Cnclin Rcivin 3. Did not crt rquisition On Bhlf Of nothr usr Dlt th usr ccount by usin th Usr Mintnnc Form nd slct th Dlt mintnnc mod. Onc you succssfully dlt usr ccount, you cnnot conduct systm srch for ny trnsctions crtd On Bhlf Of or rprd by th dprtin mploy. 2 4 MFM Systm Administrtor Mnul 24

25 Appndics 2 5 MFM Systm Administrtor Mnul 25

26 Appndix 1 - Edit Accountin ybl Stt rorm Extrnl Objct ybl Numbr Extrnl rorm Groupin Chrctr ybl Lin Numbr Grnt BIN (Binnin roprty Itm Numbr) Finl ymnt Indictor Othr Cost Accumultor Crtifid Forwrd Indictor Contrct Encumbrnc Numbr Contrct Btch Contrct Encumbrnc Lin Numbr Ancy Uniqu Dscription Orniztion Cod Contrct Yr Quntity Expnsion Option Grnt Yr Count Objct Cod rojct ID Sub-Vndor Budt Entity Ext Ctory Tims Int Budt Indictor Gnrl Ldr Unit Ctory Ctory Yr Extrnl Gnrl Ldr roduct ID 2 6 Appndix 2 - CO No Workflow O Strt Dt Int Budt Ind Gn Ld O End Dt Ctory Encumbrnc Gn Ld UI Ctory Yr Ext Gn Ld Fiscl Yr Stt rorm - Stndrd Encumbrnc Ext Gn Ld Lin itm dscription Extrnl rorm roduct ID Avilbl Blnc Ovrrid Indictor Grnt Ext Objct Advncd ymnt Indictor Othr Cost Accum Crry Forwrd Orniztion Cod Contrct Btch Expnsion Opt Ancy Uniqu Dscription (Split Accountin dscription) Opt Vrsion Contrct Yr Quntity Objct Cod Grnt Yr Count rior riod Indictor rojct ID Sub-Vndor Budt Entity Ext Ctory MFM Systm Administrtor Mnul 26

27 Appndix 3 SAMLE CONFIDENTIAL INFORMATION OLICY Du to th snsitiv ntur of th informtion tht my b trnsmittd in MyFloridMrktlc, w dvis ch ncy to dopt confidntil informtion policy. Us this smpl policy to customiz for your ncy. I. olicy This sction should includ nrl policy sttmnt tht xplins why th ncy should not disclos protctd informtion (.., HIAA nd privcy lws). Also includ informtion bout proposd disciplinry ction(s) for policy violtions. Smpl Lnu: <INSERT AGENCY NAME> will not disclos protctd informtion violtin rs rfrncd in Chptr 119, Florid Sttut, s wll s fdrl lw nd rultions such s HIAA, nd ny othr stt confidntility lws. This policy provids uidlins for mnmnt nd workforc mmbrs to nsur tht confidntil informtion is ditd or rdctd out of supportin documnttion scnnd into MyFloridMrktlc (MFM), nd is not ntrd into ny MFM commnt boxs. It pplis to ll workforc mmbrs of <AGENCY NAME> who scn nd/or ttch documnts or ntr commnts into MFM. Employs who dlibrtly violt this policy r subjct to disciplinry ction up to nd includin trmintion. 2 7 II. III. Authority This sction dfins uthority for th confidntil informtion policy. Smpl Lnu: <INSERT AGENCY NAME> will dhr to ny Stt or Fdrl lw nd rultions rrdin confidntil informtion. MFM Scurity Officr Sintur Block with Effctiv Dt This sction idntifis th prson th ncy dsints to b rsponsibl to vrify no confidntil informtion is input into th systm. Smpl Lnu: Th Ancy ssins n MFM Scurity Officr to ovrs th dministrtion of this policy. Th MFM Scurity Officr is rsponsibl for monitorin tht ll Ancy MFM usrs rciv trinin on th policy nd comply with th policy. If th Ancy MFM Scurity Officr finds confidntil informtion in th MFM systm, s/h idntifis th ntur of th confidntil informtion, notifis th Ancy s Inspctor Gnrl, nd xpdits pur rqust. <INSERT MFM SECURITY OFFICER SIGNATURE AND TITLE> Dt: <INSERT AGENCY HEAD SIGNATURE AND TITLE Dt: <INSERT AGENCY NAME> MFM Systm Administrtor Mnul 27

28 IV. Dfinitions This sction includs rlvnt dfinitions of trms usd in th policy. Smpl Lnu: A. HIAA: Hlth Insurnc ortbility nd Accountbility Act of 1996 Lw tht provids complinc uidlins for hndlin of rotctd Hlth Informtion nd othr confidntil prsonl informtion. B. MFM: MyFloridMrktlc Stt of Florid s lctronic procurmnt systm. C. Supportin Attchmnts: 1. urchs Ordr rocssin Attchmnts snt to vndor: Any ncssry trms nd conditions not ntrd into th systm, but rquird for th vndor to hv th complt dscription of th trnsction. Exmpls includ spcifiction shts, dirms nd sktchs, or portions of sttmnts of work or supplir contrct forms tht hv not lrdy bn md vilbl to vndor. 2. ymnt rocssin Attchmnts md by O-bsd or Contrct-bsd invoic, or ppr invoics ttchd in MFM, nd ny othr supportin documnttion ndd to support th trnsction nd/or show complinc with pplicbl lws, ruls nd rultions. 2 8 D. Confidntil Informtion (rltd dirctly to n individul): Lw prohibits you from includin Confidntil Informtion rltd dirctly to n individul from bin includd in MFM. This includs informtion in th commnts fild, lin itm dscription s wll s ttchmnts. Th followin list is not xhustiv, but provids th common typs of confidntil informtion to rdct from ttchmnts includd in MFM. Dirct ncy-spcific qustions bout confidntil informtion to th ncy s HIAA complinc officr or Gnrl Counsl Offic. 1. Nms/Titls 2. All orphic subdivisions smllr thn stt, includin strt ddrsss, city, county nd zip cods. 3. All lmnts of dts (xcpt yr) dirctly rltd to n individul, includin birth dt, dmission dt, dischr dt nd dt of dth. 4. Tlphon numbrs 5. Elctronic mil ddrsss 6. Socil Scurity numbrs 7. Mdicl rcord numbrs 8. Hlth pln bnficiry numbrs 9. Account numbrs 10. Crtifict/licns numbrs V. rocdur This sction includs ncy-spcific procdurs to complt on dily, monthly, qurtrly, nd nnul bsis. Smpl Lnu: Ancy stff shll dhr to th followin: A. Ancy MFM customrs xclud confidntil informtion, by ntry or ttchmnt into MFM. MFM Systm Administrtor Mnul 28

29 B. urchsin stff copis purchs ordr supportin documnttion nd dits or rdcts ll confidntil informtion prior to scnnin into MFM. Mintin oriinls for subsqunt udit purposs. C. Accountin stff copis supportin documnttion for ppr invoics, contrctul srvic rmnts, nd ny othr pymnt documnts, nd dits or rdcts ll confidntil informtion prior to scnnin into MFM. Mintin oriinls for subsqunt udit purposs. D. Tk th followin ction if you idntify trnsction with confidntil informtion: Any rquisition or invoic subsqunt pprovr rcivs tht contins confidntil informtion is dnid bck to th buyr to dlt th trnsction nd prpr nw trnsction. E. Stff xcluds ny confidntil informtion into ny MFM commnt boxs. Not: Th oriintor of th confidntil commnt or ttchmnt cn dlt it. If th oriintor is no lonr with th ncy, follow th Attchmnt ur rocss by submittin th UR 3785 form (in th MyFloridMrktlc toolkit). Trinin: Ancy dvlops nd dopts trinin policy, or rviss currnt trinin policy to incorport trinin rltd to rquirmnts round confidntil informtion / protction of scur informtion. Spcificlly, th trinin policy should provid th followin: 2 9 A. In ddition to MFM systm trinin nd prior to bin rntd ccss to th MFM systm, ch nw hir rcivs trinin on th ncy s confidntil informtion policy, includin scltion procdurs whn you idntify confidntil informtion. B. By Auust 1 of ch yr, ll mploys with ccss to MFM rciv rfrshr trinin on th ncy s confidntil informtion policy, includin scltion procdurs whn you idntify confidntil informtion. On monthly bsis, th MFM Scurity Officr: A. Conducts smplin of 10 prcnt of trnsctions (purchs ordrs nd invoics), nd rviws ttchmnts nd commnts to nsur tht confidntil informtion hs not bn includd. Not: Th oriintor of th confidntil commnt or ttchmnt cn dlt it. If th oriintor is no lonr with th ncy, follow th Attchmnt ur rocss by submittin th UR 3785 form (in th MyFloridMrktlc toolkit). On qurtrly bsis, th MFM Scurity Officr: A. Snds n mil to rmind ll ncy customrs to rmind thm of thir rsponsibilitis for idntifyin, rmovin nd protctin confidntil informtion. B. Rviws ncy ssinmnt of rols. MFM Scurity Officr rviws mploy position dscriptions nd ssins MFM usr rols bsd on th sttd job rsponsibilitis. Limit rols with QuryAll ccss to stff tht nd this ccss to prform thir job rsponsibilitis. C. Rviws ncy trinin to vrify tht it includs informtion rrdin: 1. Th rdction of confidntil informtion from ttchmnts to b includd in MFM 2. Th ttchmnt rmovl procss tht cn b inititd by compltin form UR 3785 should confidntil informtion b idntifid in th systm. On n nnul bsis, th MFM Scurity Officr: A. Rviws nd sins off on th ncy s scurity nd trinin policis. B. Submit th policis to th Dprtmnt of Mnmnt Srvics no ltr thn Auust 31 vry yr. MFM Systm Administrtor Mnul 29

30 If you idntify violtion or hv spcific qustions bout this policy, immditly consult with th ncy MFM Scurity Officr. VI. VII. Distribution List: This sction includs list of ncy prsonnl tht rciv this policy nd ssocitd updts. History / Updts to this Documnt: This sction includs th crtion dt nd ny subsqunt dts of policy updts. Includ rfrnc to th policy updts bin rdistributd to thos on th distribution list. Smpl Lnu: A. Crtd on: <INSERT DATE> B. Updt md by <INSERT NAME>, nd rdistributd to distribution list on <INSERT DATE> C. Updt md by <INSERT NAME>, nd rdistributd to distribution list on <INSERT DATE> D. Etc. 3 0 Not: This is smpl policy, intndd to ssist you with crtin policy bsd on your ncy stndrds. MFM Systm Administrtor Mnul 30

31 MFM Systm 3 1 Administrtor Glossry MFM Systm Administrtor Mnul 31

32 Accountin Vrifiction Excption - Gnrts for ll Invoic Rconcilition (IR) documnts. This xcption is rmindr to vrify tht th ccountin informtion for ch lin itm ssocitd with th invoic is corrct prior to pprovin pymnt. Ancy - Any stt offics, dprtmnts, divisions, nd burus of th xcutiv or cbint brnch of stt ovrnmnt. Ancy dos not includ th univrsity nd coll bords of trusts or th stt univrsitis or colls. This is lso known s th OLO in FLAIR. Amount Vrinc Excption - A hdr lvl xcption tht occurs whn th totl cost of th invoic is rtr thn th totl cost of th purchs. Approvl Authority - Authority to pprov rqusts. (S lso Dltd Approvl Authority) Approvbl - A trnsction tht rquirs pprovl from dsintd prsonnl in th MFM systm bfor customrs tk ny furthr ction. Approvl flow - Spcifis roup of customrs (ithr by nm or rol) tht r xpctd to rviw trnsction prior to its ccptnc in MFM. Customrs cn viw th pprovl flow in th MFM systm. Approvr - A customr with th uthority to pprov trnsction tht is ctiv in his or hr pprovl To Do portlt. In mny css, ncis rquir st of pprovrs with diffrnt lvls of pprovl uthority to pprov trnsction, s outlind in th pprovl flow. Arib Ntwork (AN) Th systm vndors us to lctroniclly rciv purchs ordrs nd submit Invoics to ncis throuh MFM. Avilbl Blnc An uxiliry fil from FLAIR tht mintins currnt blncs for Fund Csh, Unxpndd Fund Rlss, Orniztion Csh, nd Orniztion Allotmnts. Customrs with th pproprit roup my slct to ovrrid th utomtic systm chck of this fil by slctin th Avilbl Blnc Ovrrid Indictor (ABOI). Auto Rjct Amount Vrinc Excption - A hdr-lvl xcption tht occurs whn th totl cost of th invoic is rtr thn th totl cost of th purchs ordr. By dfult, if MFM finds this typ of xcption, it uto-rjcts th invoic. Bill To Addrss - Addrss Buyr dsints whil crtin th rquisition to rciv th invoic. Brows - Th ct of srchin for n ttchmnt to includ in MFM. Buyr - Anyon who rquisitions or procsss purchs ordr or invoic for oods nd srvics throuh MFM. Ctlo - An ornizd dscriptiv list of oods or srvics on stt trm contrcts vilbl to potntil buyrs. MFM uss lin itm ctlos nd punchout ctlos. (S lso sprt ntris for ch ctlo typ) Cntrl Rcivr - Customr(s) idntifid to rciv oods shippd to n ncy s cntrl rcivin ddrss. Crtifid Businss Entrpris (CBE) - Vndor tht mts tht stt s rquirmnts to b crtifid businss ntrpris by th Florid Offic of Supplir Divrsity. Ths vndors hv dsintd cods to idntify thir minority sttus in MFM nd MFM customrs cn viw thm. Chn Ordr - Chns n xistin purchs ordr, by mkin chns to th rquisition. Commodity - An itm of physicl proprty customrs ordr nd vndors dlivr. This is lso known s ood. Commodity Cod - A systm of numbrs (with dscriptions) dsind to idntify nd list commoditis or srvics by ctoris nd clsss in MFM. Confidntil Informtion - Informtion xmpt from public rcords rquirmnts undr stt or fdrl sttuts. Contrct - A forml rmnt st up lctroniclly in MFM. Dshbord - Th MFM hom p tht customrs customiz for thir work nds. 3 2 MFM Systm Administrtor Mnul 32

33 Dly urchs Until - Rquisitions crtd with Dly urchs Until dt procd throuh th pprovl flow nd MFM holds thm until th spcifid dt; on tht dt, MFM rlss thm to FLAIR (if ncumbrd) nd th vndor. Dltd Approvl Authority - Authority to pprov rqusts on bhlf of th oriinl pprovr, only whn dsintd. (S lso Approvl Authority) Dlt - Somon with dltd pprovl uthority on bhlf of nothr customr. Th dlt rcivs nd pprovs rquisitions nd invoic rconcilitions for th oriinl customr. Dltor - Customr who ssins pprovl uthority to nothr customr. Dsktop Rcivin - Oriinl rqustr rsponsibl for compltin th rcipt whn ncy rcivs purchss. Form - An lctronic form. Encumbrnc - Th numbr ssocitd to rqust to rsrv funds for purchs in FLAIR, th stt s finncil systm. You cn utomticlly mrk rquisition to ncumbr funds throuh MyFloridMrktlc nd FLAIR. You cn py MFM or FLAIR ncumbrncs throuh MFM. rocurmnt - Applis Commrc tchnoloy to strmlin th purchsin procss; intrts customr nd vndor businss procsss. Quot - Elctronic quottion for oods nd/or srvics submittd to vndors who rspond lctroniclly. Excption - Vrincs btwn th purchs ordr, rcipt (if pplicbl), nd th invoic rconcilition includin Amount Vrinc Excption, Accountin Vrifiction Excption, tc. Ancis must ccpt or rconcil ths xcptions to procss invoic rconcilitions. Excption Hndlr - Th first Finnc nd Accountin pprovr for n Invoic Rconcilition tht is rsponsibl for rconcilin ll xcptions. Groups Ctoris of prmissions ssind by th ncy systm dministrtor to control th lvl of ccss customr cn hv to systm functions, notifictions or oprtions. Invoic - A documnt, writtn or lctronic, dlivrd to th Bill To ddrss indictd on th purchs ordr itmizin th oods nd/or srvics th vndor providd, ssocitd costs, nd th totl costs. Invoic Mnr - Th finl ncy pprovr for n IR. Invoic Rconcilition (IR) - Whn you submit n Invoic in MFM or vndor submits n lctronic invoic (Invoic), MFM crts invoic rconcilitions (IR). IRs displys ll xcptions (diffrncs btwn th ordr, invoic nd rcipt if pplicbl) tht must b rconcild bfor th IR is pprovd for pymnt. IRs cn b submittd to FLAIR for disbursmnt rqusts. IR Squnc Numbr - Th numbrs tht ppr ftr th dsh ( - ) in th IR numbr, for xmpl, in IR th IR squnc numbr is Lin Itm - On itm on n ordr, rrdlss of quntity. Lin Itm Ctlo - MFM ntrs stt trm contrcts in th systm s srchbl lin itms. MFM popults Lin Itm Ctlos with th supplir loction, vndor nm, commodity cod, nd unit pric nd prt numbr if pplicbl. Customrs slct lin itms for thir rquisitions. Lo Out Wrnin - Whn your sssion hs bn idl for 29 minuts, Loout Wrnin popup, with countdown of 60 sconds pprs on th scrn. Mnu Br - rovids dirct ccss for th customr to opn th hom p, lo out, prfrncs, tips, currncy, nd onlin hlp; loctd t th top of th scrn. Mthod of rocurmnt (MO) - Indicts th sttutory uthority you r usin to mk purchs. 3 3 MFM Systm Administrtor Mnul 33

34 MyFloridMrktlc (MFM) - Th Stt of Florid rocurmnt prorm rprsntd by four min pplictions: Buyr, Sourcin, Anlysis, nd th Vndor Informtion ortl (VI). Nd By Dt - Dt whn th customr nds to rciv n itm or srvics from th vndor. Non-ctlo Itm - An itm not listd in lin itm ctlo or unchout ctlo. Th customr mnully ntrs th dtil informtion for th dsird itm. On Bhlf Of (OBO) - Rqustr s cn spcify if thy r crtin rquisition on bhlf of nothr usr. Th OBO will b rsponsibl for rcivin oods for th ordr or pprovin th IR for srvics. rlll Approvr - Approvrs tht rciv th sm trnsction simultnously. Th trnsction cnnot fully procss until ll th pprovrs pprov it. rprr - Customr who ctully crtd rquisition On Bhlf Of nothr customr; th On Bhlf Of customr is th Rqustr. ric Vrinc Excption - Excption tht occurs whn th pric on th invoic lin itm is diffrnt from th pric on th purchs ordr lin itm. urchsin Unit Idntifir (UI) - Numbr tht idntifis customr s purchsin unit nd dfults bsd on th rqustr s profil. MFM uss th UI for trnsction routin purposs. unchout Ctlo - Customrs punchout from MFM to vndor wbsit to purchs itms dirctly; itms thn popult in lin itm form on th MFM rquisition. urchsin Crd (Crd) - A Stt of Florid bnk crd issud to stt mploys for th pymnt of commoditis nd srvics. Ancis idntify rquisitions thy wish to py with Crd. urchs Ordr (O) - Crtd whn rquisition complts th pprovl procss in MFM. MyFloridMrktlc snds Os to th chosn supplir by fx, mil, or throuh th vndor s ASN ccount (dpndin on th vndor s prfrrd mthod). Encumbrd ordrs nrt n lphnumric O numbr nd unncumbrd ordrs nrt O numbr. Quntity Vrinc Excption - Excption tht occurs whn th quntity on th invoic lin itm is diffrnt from th quntity lft to invoic on th purchs ordr lin itm. Rcipt - Elctronic rcivin rport th rqustr or On Bhlf of complts whn h or sh rcivs th commodity on purchs ordr. (Complt rcipts in complinc with sction , Florid Sttuts.) Rcivd Quntity Vrinc Excption - Excption tht occurs whn th quntity fild on th invoic lin itm is diffrnt from th quntity lft to invoic on th rcipt lin itm. Rconcil - Rsolvin xcptions contind on th invoic rconcilition (IR). Th On Bhlf Of is lso rsponsibl for rconcilin IRs for srvics in ordr to vrify tht srvics wr rndrd. Rdct - To obscur or rmov confidntil informtion bfor scnnin nd ttchin documnt into MFM. Rls - urchs ordr crtd inst n MFM Contrct to notify vndor to ship products or srvics s dsintd on th contrct. Rqustr - Customr dsintd in th On Bhlf Of fild on rquisition who stblishs th nd for procurin oods or srvics. Rquisition (R) - A rqust to idntify nd to procur commodity nd/or srvic. Onc th rquisition complts th pprovl procss, MFM nrts O nd trnsmits it to th vndor. Rquisition Numbr - Uniqu idntifyin numbr MFM ssins to ch rquisition. Rols - UI-spcific ssinmnt usd for routin purposs in th pprovd workflow. Customrs my hv no rols or multipl rols bsd upon thir rsponsibilitis. Rols do not provid ny ccss nd roups r usd for ssinin prmissions. 3 4 MFM Systm Administrtor Mnul 34