<Agency Name> Process and Procedures Considerations

Project Name: / <Agency Name> MFMP Utilization Support
Begin Date: / <Begin Date> / Target End Date: / <Target Date> / Final End Date: / <Actual Completion Date>
Project Background
The State of Florida is currently engaged in an enterprise initiative for all agencies to fully utilize MyFloridaMarketPlace (MFMP). Utilization is being measured through the MFMP Utilization Scorecard in five key eProcurement functions. These include Purchase Orders and Contracts, Invoicing, Catalog Requisitions, and Receiving. The support approach for the eQuote utilization metric will be discussed in another document. While <Agency Name> is showing progress towards our utilization goals, we are focusing additional support to enable full utilization.
As we work towards our full utilization target, a key step is to review our existing procurement processes and procedure and determine if any changes are needed to support the push to full utilization. The MFMP team has provided these considerations outlined below as a launching point that will help our agency during this review process.
Policy and Procedure Considerations

There are several areas regarding policy and procedures that can have significant impact on our utilization of MFMP. The MFMP Team has provided a list of key recommendations and considerations as we review our existing procurement policy and procedures.

Area / Considerations / Agency Response
Executive Level Sponsorship / ·  Provide executive directive with written policy, to demonstrate leadership’s commitment to increasing utilization of the procure-to-pay system.
·  Clearly identify purchasing authority and policy over individual program areas.
·  Create teams for monitoring utilization (purchasing, contracts, invoicing, communications/training), including all program areas.
Policy and Procedure Review Process / ·  Set target date to complete policy and procedures updates well before full utilization target date to ensure time to roll-out to agency.
·  Recommend a gap analysis to map major functions of MFMP and make policy decisions to support new processes.
·  Identify transactions should go through MyFloridaMarketPlace (PCard, phone bills, utilities, confidential information, quotes).
·  Ensure that the overall method of procurement policies are in line with state procurement policies.
Organization Structure / ·  Confirm agency configuration will support proper workflow routing of requests.
·  If workflow updates are needed, ensure requests are submitted in advance of full utilization support date.
·  Review current MFMP users and roles. Ensure consideration is given if user clean-up/enablement is needed.
Sourcing and eQuote / ·  Clearly define when agency users are expected to utilize eQuote.
·  Develop any agency specific eQuote questions or content to standardize and streamline event build process.
·  Define procedure for “awarding” the eQuote event including who will complete the eQuote event and who will enter the award in MFMP Buyer as a procurement vehicle.
Contracts / ·  Recommend that all agency operational (good and service) contracts related to F.S. 287.057 are entered in MFMP.
·  Review requirements related to contract manager certification statements and contractual summary form. (http://www.myfloridacfo.com/aadir/cm0/cmmaster1213.htm)
Invoices / ·  Recommend that if a procurement vehicle (PO, Contract) exists in MFMP the invoice should be processed in MFMP.
·  Determine who will enter the invoices. Will it be the requestor, purchasing, or accounts payable.
Requisitions and Purchase Orders / ·  Recommend quarterly or annual requisitions and contracts based on vendor and volume.
·  If start date is later than July 1, determine impact of PO changes mid-year.
·  Recommend creation of single year rather than multi-year purchase orders.
·  Recommend utilizing MFMP catalogs over non-catalog requisitions whenever possible.
·  Determine if a naming convention for requisitions will be defined to assist in workflow queue management.
P-card / ·  Determine level of PCard usage in MFMP as it provides the recommended prior approval and details from PCard spend.
·  If entering PCard in MFMP, determine how customers should handle emergency PCard purchases.
·  If entering PCard in MFMP, determine how customers should handle after-the-fact purchases.
Receiving / ·  Clearly define that all good PO line items are received in MFMP upon receipt.
·  Define expectations for approving services in MFMP; the On Behalf Of (on the requisition) will be responsible for receiving services on PO-based invoices while the Contact (from the contract) will be responsible for approving services. Determine receiving method (central vs. desktop); central receiving is typically only used for warehouse or distribution type facilities.