Myfloridamarketplace Implementationlessons Learned

MyFloridaMarketPlace ImplementationLessons Learned

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). The state measures utilization through the MFMP Utilization Scorecard in five key eProcurement functions. These include Purchase Orders and Contracts, Invoicing, Catalog Requisitions, and Receiving. We will discuss the support approach for the eQuote utilization metric 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 procurementprocesses 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 to help our agency during this review process.
Lessons Learned

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

Successful Strategies

•Onsite “go-live” assistance isessential for requestors, purchasing, and accounts payable.

•Providing onsite assistance to departments and regional locations can help us get to know the requesters and offer more one-on-one time with people who need a little more help.

•Communicating throughout the process, from planning to “go-live,” to all customers helps drive success.

•Stakeholder meetings, are effective change management tools, andhelp communicate the project plan, provide an open forum for discussion and put customers at ease.

•Offering WebEx sessions called “Office Hours,” scheduled for a week and a half after “go-live”can help answer customers question early, minimize frustration and address incorrect practices before they become habits.

•Provide multiple opportunities for key people to attend training.

Track internal training registrations with a tool like SurveyMonkey to compare to training sign-in sheets to track who completed training.

•Develop materials that reflect our agency’s unique needs and distribute these at the trainings.

Potential Issues to Monitor

Planning

•In the early stages of the planning process, establish purchasing liaisons in each area and have the liaisons responsible toprovide a list of customersand their profile information. This allows you to target your communication efforts to affectedcustomers.

•Meet with each area or unique group prior to creating the project plan and updating the purchasing policy; assume you need to better understand all their processes.

•Ensure a common understanding and agreement of approval flow updates and how they will function in MyFloridaMarketPlace prior to implementation, especially because the Purchasing Unit Identifiers (PUIs) affected are existing PUIs and not new ones.

•Build sufficient time between your full utilization target date and your ”go-live” to ensure your agency is prepared to fully utilize MyFloridaMarketPlace.

•As necessary, ensure that your customershave scanning capabilities prior to “go-live.”

•Decide early aboutany approval flow management spend level updates and communicate them to all supervisors with management support.

•Make sure a signed copy of your procurement policy and procedures is in place before the trainings.

•Ensure Finance and Accounting, and Purchasing staff have a clear division of duties as to who handles what type of questions.

•Make sure you have management support in requiring employees to attend trainings.

Training

•If you have regional offices, hands-on internal training may be more effective for your customers than WebEx training.

•Set up example orders, invoices, or contracts so your customers in trainingcan practice on them.

•Tailor the Purchasing 101 training to youragency’s requesters and to reflect youragency’s policies.

•Ensure you have an adequate number of trainers for the number of requesters.

•Make sure training focuses on training related to your MyFloridaMarketPlace utilization goals.

Execution

•Purchasing, and Finance and Accounting staff need a positive attitude when dealing with customersafter “go-live” and should focus on the system benefits.