Myfloridamarketplace Buyer Training Initiative

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MyFloridaMarketPlace Buyer Training Initiative

Training Survey 2008

December 1, 2008

Table of Contents

Contents

Executive Summary

Introduction

Results

Action Items

Training Survey Questionaire Addendum 1

Training Survey Results Addendum 2

Executive Summary

The 2008 Training Survey was conducted October 15th-November 5th, 2008 and covered several areas of our training program. The survey was sent out to all Purchasing and Finance & Accounting liaisons including Directors who were then asked to forward it on to their MFMP customers and a total of 94 participants completed this survey over a three week period. Below, key findings from each area of the survey are presented.

Agency MFMP Training:

• Lack of knowledge about DMS MFMP liaisons (Q3)
• Lack of knowledge of training plan (Q5)
• A large percentage of respondents were unaware of any sort of internal training within their agency (Q6)

MFMP Training Initiative:

• Over 46% of respondents were unaware of the monthly DMS MFMP trainings offered in Tallahassee (Q10)
• Over 80% of respondents said they would be willing to print out their own training materials (Q18)
• Training class rankings: 1) New Requester; 2) Invoicing; 3) Analysis; 4) Secure Reports; 5) System Administrator (Q21)
• Over 65% of respondents would be willing to participate in an instructor-guided web based training similar to Web Ex or Moodle (Q22)
• Training class format rankings: 1) Live ‘hands on’ training; 2) Interactive online training (Web Ex); 3) Independent Web based training (OnDemand); 4) Seminar type training (Q23)
• Over 70 % of respondents were unwilling to pay a nominal fee ($25) for training (Q24)

Buyer Toolkit:

• Over 35% of respondents were unfamiliar with the buyer toolkit (Q25); of this over 65% of respondents utilize Job Aids on the buyer toolkit (Q27)
• Over 95% of respondents were interested in an MFMP User Manual (Q29)

Hot Topics:

• Approximately 65% of respondents receive hot topics and other MFMP communications on a regular basis (Q32); Of this group, 86% found the information helpful (Q33)

Other Training Tools:

• Over 55% of respondents were interested in establishing Buyer Teleconferences (Q30); of this 55%, over 65% preferred quarterly calls (Q31)
• Over 60% of respondents were unfamiliar with the OnDemand training tool (Q35)
• The majority of respondents were also unfamiliar with the Training ‘sandbox’ environment (Q36)

Vendor Activities:

• Over 55% of respondents were unfamiliar with the vendor teleconferences, toolkit and similar outreach activities (Q38-39)

Introduction

The MyFloridaMarketPlace Buyer Training Initiative began in May of 2008 and has continued throughout the 2008/2009 Fiscal Year. The goal of the initiative is to:

• Provide an opportunity for agencies to send MyFloridaMarketPlace customers to training sessions that will incorporate power-point training and “hands on” practical exercises. These sessions are intended to supplement the agency’s training regime and other MFMP provided training materials available on the Buyer Toolkit

• Offer monthly training sessions in the areas of: New Requester, Invoicing, Analysis and Secure Reports

• Offer quarterly, semi-annually and/or yearly training sessions in the areas of: Approver, System Administrator, Train the Trainer and Refresher Requester

Since July 2008, the DMS MFMP Team has trained 377 agency customers in Tallahassee, Tampa, Ft. Lauderdale and St. Augustine with an average evaluation score of 4.7 (1 being Poor and 5 being Excellent).

Results

A total of 94 participants completed the survey representing 23 different state agencies. The following represents questions which yielded informative key free-response answers.* A full listing of all questions and answers is included in Addendum 2.

Q5. In addition to MFMP-hosted training sessions, each agency is strongly encouraged to implement an internal training plan. Please describe your current internal MFMP training plan below:

Free Response Answers:

Computer Based Training
We are currently in the process of revamping our training.
Monthly training classes are made available to State Courts users, state-wide.
We do not use the MFMP provided training. However, we do use DOR developed training on the MFMP training version. We have developed two "study guides", one for requesters and one for approvers.
Initial training is completed by a senior employee within our MFMP section. Thereafter, QAR's are completed each month in which the supervisor is able to identify any issues and provide further guidance/training.
The Disbursements Office also provides training to the Division F&A liaisons on invoice approval and submittal requirements.
we give training sessions to various program areas and provide purchasing aids in our OUTLOOK public folders
Almost nonexistent
Employees are trained on MFMP invoicing as needed when hired in the disbursements section.
Currently we allow hands on OJT. Nothing Formal.
None
We do not have an internal training plan.
TRAINING FROM CO-WORKERS.
I KNOW HOW TO LOOK UP A PURCHASE ORDER OR DIRECT ORDER. I'M LEARNING HOW TO PROCESS AN INVOICE FROM A DIRECT ORDER
IMPROVE MY SKILLS IN MFMP.
Purchasing provides training as needed and with new hires
Was not aware of the internal training requirement; this is a first.
None
Training from Tallahassee and in-house training
Upon a MFMP system add, a default e-mail is sent to the new user including a powerpoint presentation(s) and links to the training environment along with their appropriate log on (user name and password). Additionally, one on one training is offered at that time or as necessary and DFS agency training is offered to all users once a month or upon request by DFS internally.
Usually provide hands on training when needed and refer folks to the training website.
MFMP Purchasing Liaison conducts new user training.
Coordinated thru our Tallahassee office.
As needed, we are a very small agency and have very little turn over.
Yes
None that I am aware of. Each auditor in this department trains/passes on information to each other.
none
I'm not aware of an internal training sessions, however, I get helpful tips and update notifications thru e-mail
A member checks for updates, emails, other forms of communication to apply as example to how our agency does day to day operations. Proactively interacts with staff of new or revised processes.
We provide a new user packet as users are added to the system and determining that there is another user that will mentor them. We also provide one on one training and group training when there are several new. At least annually we provide general purchasing and MFMP refresher training. We have been recommending the new DMS training since it became available. It is difficult, however, for new users to get into a class until a couple of months after they have started using the system. The offering of these classes is very helpful, however, and there are a lot of users that need to take advantage of the training.
We currently conduct quarterly New Employee MFMP Training classes.
None
As Purchasing, receiving and payment processing issues occur.
All MFMP potential users must satisfactorily complete the MFMP web based training prior to accessing the MFMP production module. Upon successful completion of the web based training users are assisted by other experienced users having similar menu options, i.e., approver; requester; invoice manager; etc. until they reach an acceptable level on the learning curve.
Each new employee is trained in my section to use MFMP to process invoices.
We hold quarterly training and provide one-on-one sessions for the new hires.
Don't have one
It's a touch and go method
We are notified and trained as the need arises.
The last training was April 2008, year end training
Don't have one
Online training is available as new staff come on board.
DEP conducts quarterly training sessions for MFMP users. We have also begun conducting agency wide quarterly conference calls to address common issues, new updates and other related topics. Also, DEP maintains a MFMP webpage with reference information for agency users.
There are only four (4) individuals in our Area that utilize MFMP and have access and we keep each other abreast of any changes and updates as we are all located in the Area Office
Telephone consulting as necessary
By phone as needed
We are offered training throughout the year but it is usually when a group of new employees start and then it is offered as a refresher course to others.
MFMP Computer Base Training, A Guide Card created by the Procurement Office and One on One with each requestor.
We have it on our intranet site.
I don't know what it is.
New MFMP User Training
We hold bi-monthly MFMP end user trainings for all DOH employees. We also provide one-on-one training when requested.
Provided on an as needed basis by Systems Administrator when requested.
Currently as needed due to I have just started using MFMP.
Use training tool on MFMP web site
none that i know at this time
Gus Bell handles the training sessions.
The Department hold quarterly training sessions for all program areas. Staff is guided through MFMP process via power point and the MFMP sandbox.
We currently do not have one.
The agency has none.
We conducted train-the-trainer sessions so that our Regional offices could be trained; we offer Central Receiver training at the Central Office.

Q11.Does the current frequency of Tallahassee training classes meet your needs? Please describe in the space below:

Free Response Answers:

Yes
Yes, but need more slots available.
Most State Courts users attend training internally, a few have participated in MFMP sponsored training
Sure, if it is monthly
Yes
Yes, for refresher and new employees training.
Yes
YES
YES
Yes
No since I did not know that this was occurring
Yes, all users are sent out frequent training communications and the dates/locations are reasonable and the training offered is very helpful.
Yes - its great to have local training classes especially for refresher training.
Yes
We are not located in Tallahassee. We prefer the alternative locations training sessions.
Yes
I'm a new user of MFMP, so I'm not yet familiar with any of it at this time.
Yes
Yes, I would like to attend - i want to know more about running reports
The classes are limited in size and it is difficult for users to register immediately after becoming a MFMP user.
Yes.
The greater majority of our MFMP users are located throughout the State. Travel to Tallahassee is expensive and in most cases requires overnight stays. We are attempting to utilize the alternative sites where you train to avoid the extra costs involved in travel.
Is this for time users or do you offer more advanced classes?
Yes
No, I am outside the area
We have not attended any of these classes
Adequate for Tally
No because due to budget constraints, travel to Tallahassee is not feasible.
We don't use your training. But if a individual wants to go to it they can.
No too far away; travel costs
Yes
Yes
Yes
I'm not sure
No. All classes fill up too quickly. You have to wait months to get training
Yes.

Q24.Would you be willing to pay a nominal fee (up to $25) to attend a live 'hands on' or auditorium -style training session?

Free Response Answers:

Hands on only. Watching the training is not as effective as hands-on training.
Generally, we don't advocate going to generic training for our users, since we use MFMP in a specific fashion.
What would be the purpose of the fee? Books and materials?
If agency approves payment as a registration fee
It should be free to all users
As long as the agency would cover the cost because it is related to current job duties.
I do not know if my agency would pay for this training
I do not know if my agency would pay for this.
If funds are available, but that might not be possible.
We don't currently have the funds for this with all the budget cuts.
Based on availability of funds
We are forced to use this system, there should be no cost
This is part of my job duties and the Department should provide necessary training.
We'd probably decline if there was a fee.
Should be provided by employee
I would not be able to attend due to budget
There is simply no budget for training

Q28. Please submit any suggestions for Job Aids below:

Free Response Answers:

Instructions on catalog -vs- non-catalog purchases; receipt creation details and 'goods' vs. 'services' process for receiving and invoicing; more details on processing 'goods' vs. 'services' in MFMP
When we first started in 2004 we used one of the job aids to make our own.
I will try to utilize the toolkit more
The correct way to reconciling IE's like backorders, item not received how to handle this with the vendors

Q29. Would a MFMP User Manual (a 'how to' guide) be a helpful tool to add to the Buyer Toolkit?

Free Response Answers:

Invoice processing
All relevant details for requisitioners, receiving and invoicing; also include relevant reports and how to retrieve the information via MFMP and Secure Reports site.
If possible geared to the agency requirements
Common problems and how to resolve or work around
requisition instructions, invoicing, receiving
More experienced System Admin/Train the Trainer guide and a more detailed Invoicing guide from the behind the scenes for F&A Staff
The basics that a new requester could pick up and read and be able to handle a PR from start to finish.
I'm new at this, so any additional info would help
From beginning to the very end of paying an invoice in ARIBA
Everything you need to know to use MFMP successfully
Basic system "rules" and a Q&A for trouble shooting
Our section created a User Manual that has been helpful in training new staff and as a refresher.
Everything and anything....from starting a PR to processing the invoice
Resolution to frequent problems/blockers
Change orders, Receipts and EI's
Step by Step "how to"; roles; what each role can do in MFMP; trouble shooting;

Q35. Are you familiar with the OnDemand ( tool available on the toolkit?

Free Response Answers:

WE DO NOT USE IT
Send email to new prospective users to train
For more remote circuits (south Florida) I offer this as a tool for learning how to use the system.
This is VERY helpful. I have modified it to conduct DFS specific training as part of our training initiative.
Don't believe it is being used at this time - but could be.
I said I was familiar, not that we use it.
New users are asked/encouraged to use the site to learn and practice use of the system.
We don't currently use it, but we have posted it on our MFMP Website.
I instruct new users to go to this website prior to the training just to become familiar with the steps.
Users are introduced to the system using the tool and encouraged to revisit when needed.
This is what we use.
Reference Material
We don't use it.
In our Central Receiver Training administered by the Central Office.

Q36. Please describe how your agency utilizes the Training 'Sandbox' Environment ()?

Free Response Answers:

We use it for all requesters with a number of DOR developed scenarios.
When preparing for a major process and system use change within MFMP.
Tell new users to use a a way to become more familiar with MFMP
This concept is difficult to get new users to understand - confuses most users I've tried to use it with.
None
We do not use it
We have thought about utilizing this as a pre-hiring screen however, we only utilize this for users who have been added to the system and need additional knowledge of MFMP or during agency training.
Recommended for requesters to use when time permits to learn MFMP.
I'm new to this position, I don't know if we have staff using this functionality or not.
I can only speak for my department but I am not aware of this.
None
I have not utilized this program
We advise users in training of the location and how to use it. I do not think it is utilized much. The data is very limited.
We currently use this site to conduct our quarterly MFMP Training.
The training sandbox is helpful but most of our users require a lot of handholding.
We do not use it.
We've used it during the trainings. That tool is helpful for hands on training.
Hands On Training with real examples and department specific codes
We don't use it - our trainings are held in a computer lab - so it's hands-on.
Requesters are required to use this method prior to be set up in MFMP if not attending a live class session.
All members must attending training and pass and MFMP training course prior to being added to the system. Attendees are required to practices in the sandbox with the instructor prior to completing the course.
Purchasing require new user to review all material and take the test and this include the sandbox. But they do by them self’s.

Q37. Please describe any other MFMP training requests or problems you would like the MFMP team to consider:

Free Response Answers:

There are a couple of circuits in south Florida who cannot travel to Tallahassee to attend training. An MFMP training session in the near future in south Florida would facilitate them being able to send their staff to MFMP training less expensively than them traveling to Tallahassee or me traveling to south Florida. State Courts funds are very limited this fiscal year. Thanks!
More detailed reports.
With staff downsizing, need for training other designated backup staff.
I work through the system pretty well once I initially get into a requisition. It is extremely hard (for me) to initially find the correct company I want to use, and when asking the company how they are registered in MFMP, they DO NOT know. It seems like it would be a good thing if you could get where you need to be (initially) with a Tax ID Number. This does not even work.
The Training provided follows the On-Line Training tool without using the sandbox to it's best advantage. I know the time element has some effect on that but often use of the sandbox will reinforce the lessons presented so that the user comes away with experience as well as training.
Training for interested purchasing agents on some of the behind the scene issues such as PR's stuck @ FLAIR and vendor registrations. Would love to have access to a complete print-out of screen by screen shots of a vendor registration.
attachments needed- bids, etc. and where to find them
Adding vendors to MFMP/spurs for P-Card. There needs to be more clarification on how to identify in spur whose registers and who not.
Need a Receiving Class, or make that subject part of another class

*Answers such as “don’t know” and “n/a” have been omitted, for a full listing of responses please refer to Addendum 2.

Action Items

Action Item / Estimated Date of Completion
Establish regional liaisons in each agency (NW, NE, Central, SE, SW) to increase awareness of the DMS MFMP trainings and further communication efforts (Key finding for Q5) / December 31, 2008
Eliminate DMS printing for individual training sessions and instead, send out the training materials for agencies to print themselves (Key finding for Q18) / December 1, 2008
Hot topic for OnDemand Training tool and Sandbox information (Key finding for Q35-36). / December 5, 2008
SP / MFMP Purchasing Forum (this would address several training and vendor outreach questions throughout the survey). / TBA
Conduct quarterly Buyer Teleconferences to highlight vendor outreach activities and assist agencies with vendor interaction and other valuable information (Key finding for Q38-39). / February 2009
Add a page onto the Buyer Toolkit for “Working with Vendors” to tailor vendor information to a buyer perspective (Key finding from Q38-39) / January 5, 2009
Update Buyer Frequently Asked Questions (FAQ’s) to include valuable and useful questions in the areas of Purchasing, Finance & Accounting, Reporting, Working with Vendors, System Admin, and MFMP General (Finding from free response Q29) . / December 9, 2008
Develop a MFMP User Manual that is a template for agencies to input agency specific information and make available for their customers (Key finding for Q29). / June 30, 2009
Schedule meetings with each agency to discuss their internal training plans and assist with them with the development of a plan as needed (Key finding for QQ6). / June 30, 2009
Create and post “How to Create a Non-Catalog Requisition” Job Aid on the toolkit with screen shots for help in creating a requisition from start to finish (Finding from free response Q28). / December 9, 2008
Create and post a “How to Receive” Job Aid on the buyer toolkit with screen shots for ease in receiving (Finding from free responses for Q28, 29, and 37). / February 3, 2009
Add a page to the buyer toolkit to explicitly list DMS MFMP liaisons for increased awareness for agency customers as to who their liaison is (Key finding for Q3). / January 15, 2009
Include an article in the 3rd MFMP eNewsletter to address the information available on the buyer toolkit (Key finding for Q25). / March 30, 2009
Present the buyer toolkit and the materials it contains at the Purchasing Director’s meeting and FASAAD (Key finding for Q25). / February 2009
Meet with DEP and DOR regarding their current internal training plan to see if it would be information that would be helpful in sharing with other agencies (Key finding for Q6). / February 2009
Send out Happy Holidays greeting from DMS MFMP liaison to MFMP customers at each agency (Key finding for Q3). / December 31, 2008
Complete a “Vendor Registration” Job Aid for buyers who are assisting vendors with the registration process but have never seen vendor registration (Finding from free response Q37). / January 15, 2009

Training Survey 2008