System Administrator Manual

System Administrator Manual
MFMP System
Administrator
Manual
February 2016
Table of Contents
MyFloridaMarketPlace (MFMP) Agency Administrator..........................................................................3
Responsibilities...................................................................................................................................3
System Administrator Responsibilities..............................................................................................3
Purchasing and Finance and Accounting Liaisons Responsibilities ......................................................3
MFMP Communication and Meeting Matrix .....................................................................................3
Monitoring Confidential Data ..........................................................................................................4
Removing Confidential Information .................................................................................................6
Training..........................................................................................................................................6
Training Recommendations .............................................................................................................9
MFMP Training Environment ...........................................................................................................9
Creating Transactions in the Training Environment ...........................................................................9
Segregation of Duties.................................................................................................................... 10
Agency Monitoring of MFMP System Groups/Roles ........................................................................ 10
Account Passwords ....................................................................................................................... 11
Workflow......................................................................................................................................... 12
Requisition Catalog and Non-Catalog Approval Flow.................................................................... 12
Contract Request Approval Flow ................................................................................................ 13
Invoice Reconciliation Approval Flow.......................................................................................... 13
Desktop and Central Receiving ...................................................................................................... 13
Workflow Update Process ............................................................................................................. 14
Creating New MFMP Accounts .......................................................................................................... 15
Understanding the Management Level........................................................................................... 17
Groups and Roles.......................................................................................................................... 19
Group Definitions...................................................................................................................... 19
Role Definitions......................................................................................................................... 22
Suggested Assignments of Groups/Roles for Types of Users......................................................... 23
Viewing User Groups and Roles ..................................................................................................... 30
MFMP Customer Account Inactivation ........................................................................................... 31
Appendices ...................................................................................................................................... 34
Appendix A – Edit Accounting Fields............................................................................................... 34
Appendix B – CO No Workflow Fields ............................................................................................. 35
Appendix C – Sample Confidential Information Policy ..................................................................... 36
Appendix D – Sample New MFMP User Welcome Email .................................................................. 41
Appendix E – Requisition Cleanup Communication Template .......................................................... 43
Appendix F – eQuote Cleanup Communication Template ................................................................ 44
MFMP System Administrator Glossary ............................................................................................... 45
MFMP Resources.............................................................................................................................. 49
MFMP System Administrator Manual | 2
MyFloridaMarketPlace (MFMP) Agency Administrator
Responsibilities
The Department of Management Services (DMS) delegated MFMP System Administration responsibility
to individual agencies, and each agency specifies individual users.
System Administrator Responsibilities
Each of these responsibilities listed below are defined in greater detail in subsequent sections.
•
•
•
•
•
•
•
•
•
•
•
•
•
Work with your agency’s Purchasing and Finance and Accounting Liaisons
Submit your agency’s annual confidential information policy
Actively participate in MFMP sponsored meetings and events
Assist with monitoring confidential data
Ensure proper training for individuals with access
Create new MFMP accounts, including the agency’s MFMP FLAIR encumbrance account
Assign only necessary groups/roles for each customer
Monitor, update and inactivate customer accounts
Reset account passwords
Establish and maintain agency Ship To and Bill To addresses
Maintain agency requisitions and invoice approval flows
Assist with maintenance of MFMP agency distribution lists
Distribute MFMP communications to all agency customers, unless done by your agency’s Purchasing
or Finance and Accounting Liaisons.
Tip: Identify at least one backup System Administrator for your agency to ensure coverage when
the primary System Administrator is out of office. Because this is a critical role, allow only a few
staff members this level of access.
Purchasing and Finance and Accounting Liaisons Responsibilities
•
•
•
•
Represent your agency’s point of view in MFMP meetings
Champion MFMP
Fully understand MFMP functionality
Distribute MFMP communications within your agency
MFMP Communication and Meeting Matrix
The following table outlines planned communication events. The communication matrix includes
communication topics, objectives, form, audience, and frequency.
MFMP System Administrator Manual | 3
Topic
Audience
Form
Frequency
Change Review Board (CRB)
CRB members (designated
agency representatives)
Meeting
Quarterly
Commodity Code Annual Update
Purchasing Directors
Email
Annually
Customer Round Table (CRT)
State agency Purchasing and
F&A liaisons
Meeting
Quarterly
Customer Satisfaction Survey
State agencies
Email
Annually
eQuote Outliers
Email
As needed
Important alerts or notifications
eQuote creator, Purchasing
Director, and System Admin
State agencies and vendors
As needed
Inside MFMP U
System Admin and Liaisons
Email, DMS
website,
News feed,
CSD
signatures
MFMP U
Known Issues
Agency purchasing and F&A
liaisons
Agency purchasing and F&A
liaisons
Email
Monthly
Email, DMS
website
As needed
Agency purchasing and F&A
liaisons
Registered Vendors
Email, DMS
website
Email
As needed
Open Agency Ticket Report
Agency purchasing and F&A
liaisons
Email
Weekly
Release Notes
Agency purchasing and F&A
liaisons
Email, DMS
website
Every other month
Survey for Resolved CSD Tickets
Applicable state agencies and
vendors
Email
Daily
Training
State agencies and vendors
MFMP U
Varies by course
Unmatched Invoices
Impacted state agencies
Email
Daily
Utilization Scorecard
DMS Leadership, state agency
leadership
State agency purchasing and
F&A liaisons
Email
Quarterly
Email
Weekly
Maintenance Windows
Meeting notices
MFMP for Vendors
Vendor Inactivations and Vendors with
Invalid Data
Quarterly
Quarterly
Monitoring Confidential Data
You must exclude confidential information from MFMP. This includes information in the comments field,
line item description, as well as attachments. Including such information in MFMP may violate Chapter
MFMP System Administrator Manual | 4
119.071 F.S., as well as comparable federal regulations relating to confidentiality such as the Health
Insurance Portability and Accountability Act (HIPAA).
Annually submit your agency Confidential Information policy to MFMP
([email protected]) by August 31, stating your agency will not input
confidential information in MFMP. This policy should include steps the agency uses to monitor for
confidential information. Appendix C includes a sample policy.
Direct agency-specific questions about confidential information to your agency’s MFMP security officer
or General Counsel Office.
Examples of confidential information include, but are not limited to, the following items:
• Client/Patient names
• All elements of dates (except year) directly related to an individual, including birth date, admission
date, discharge date and date of death
• Telephone numbers
• Email addresses
• Social Security numbers
• Medical record numbers
• Health plan beneficiary numbers
• Account numbers
• Certificate/license numbers
• All geographic subdivisions smaller than a state, including street addresses, city, county and zip
codes
MFMP secure reports assist your agency in reviewing transactions that might contain confidential data:
1. IR Attachments by Commodity Code – This report lists invoice reconciliations with an
attachment linked to the invoice reconciliation in the following statuses: Approved,
Approving, Paid, Paying, Reconciling and Rejected for pre-defined commodity codes (Clinics,
Doctors, Detention transportation, Drugs, misc., Guard, Law enforcement and security,
Hospitals, Language interpretation, Notaries, Training, and Uniforms).
2. Invoice Attachments by Commodity Code – This report lists invoice reconciliations with an
attachment linked to the Invoice for in the following statuses: Approved, Approving, Paid,
Paying, Reconciling and Rejected pre-defined commodity codes (Clinics, Doctors, Detention
transportation, Drugs, misc., Guard, Law enforcement and security, Hospitals, Language
interpretation, Notaries, Training, and Uniforms).
3. PR Audit by Commodity Code – This report lists requisitions in the following statuses:
Composing, Submitted, Approved, Denied, Ordering, Ordered, Receiving, Received,
Canceling and Canceled that contain pre-defined selected commodity codes (Clinics,
MFMP System Administrator Manual | 5
Doctors, Detention transportation, Drugs, misc., Guard, Law enforcement and security,
Hospitals, Language interpretation, Notaries, Training, and Uniforms).
Refer to the Secure Reports job aid located on the MFMP website to learn about other secure reports
that may be useful.
Removing Confidential Information
The customer who originally attaches a document into MFMP can delete attachments and/or edit or
delete comments.
• If a requester attaches confidential information to a requisition and someone detects it during the
approval flow, the requester or customer who originally attached the document can delete the
attachment and attach a new document without the requisition approval starting over.
The History tab provides an audit trail for edits and deletion of comments and attachments for orders,
invoices and invoice reconciliations.
Steps to Success: Removing attachments
• Locate the attachment or comment that you need to remove on the Summary tab.
• Click on the ‘Delete’ link for comments or the ‘Delete’ Button for attachments.
For more information about confidential information, please consult your agency’s confidential
information policy.
Training
While MFMP provides a variety of training opportunities for MFMP customers, use these trainings to
supplement your agency’s training program. When assigning groups/roles to an agency customer, the
System Administrator is responsible to ensure the customer receives the proper training.
MFMP offers several resources, available on the MFMP University website, to assist in developing your
agency’s training program. These include:
•
•
•
•
Training presentations: MFMP posts all MFMP training course materials in the MFMP University
Course Catalog; we encourage agencies to use these materials when developing agency-specific
training courses.
Online training: Interactive self-paced web based training.
MFMP Training Environment: An environment that simulates the MFMP production environment. It
does not deliver purchase orders to vendors, encumber funds or post payments in FLAIR.
Job Aids and Manuals: Documents that provide guidance on using MFMP.
For assistance in developing your agency’s training program, please contact the DMS MFMP team at
[email protected]
MFMP System Administrator Manual | 6
MFMP also offers several training channels, including webinars, self-paced online trainings, and inperson training, in Tallahassee and throughout the state, when possible.
•
•
•
Interactive Webinar Training Sessions offer all customers hour-long interactive training from their
computers and phones on MFMP functions. Participants must register on the MFMP website.
Seminars and Workshops provide face-to-face training. Workshops include hands on work in
MFMP. Find registration and training materials on the MFMP website.
MFMP Online Trainings are recorded training sessions of various MFMP functions. Each key system
functionality in the Source-to-Pay process is covered by an online training. See the process flow
below for links to each relevant training.
MFMP System Administrator Manual | 7
*Red boxes indicate that online trainings are available for that topic. Click the box to go to that training.
No
A need for a
purchase is
Identified
New MFMP
user?
Yes
Watch the
System
Overview
Training
Are you a
System
Admin?
Yes
Watch System
Administrator
Training
Is an eQuote
needed?
No
Yes
Create an
eQuote
No
MFMP creates
PO and sends it
to vendor
Purchasing and
management
approve
requisition
Watch
Searching for
Vendors in VIP
Training
Yes
Trouble
finding
vendors?
Requester
initiates
requisition
No
A need for a
contract to be
added to MFMP
is identified
Create an
MFMP Contract
Create Invoice
Receive Goods
or Approve
Services
Reconcile and
Approve Invoice
Reconciliation
Complete
Vendor
Performance
Tracking Survey
Management
Reports on
transactions in
MFMP
Training Recommendations
DMS recommends customers in each role attend the following classes:
System Overview
System Administrator
Reporting
Creating a Requisition
Invoice
Approving Requisitions
Understanding the
Transaction Fees
Reconciling/Approving IRs
Receiving
eQuote
Requester
Supervisor
Purchasing
X
X
X
X
X
X
X
X
Finance &
Accounting
X
X
X
X
X
X
X
System Administrator
X
X
X
X
X
X
X
X
X
X
X
X
X
MFMP Training Environment
DMS established the training environment for every MFMP application to help customers gain “handson” exposure to the system. The training environment is a safe environment where customers can
create, approve and receive “test” transactions in the system. In the training environment, you do not
actually send your completed transactions to FLAIR for approval. The trai ning environment contains
production transactional data; however, it is only updated monthly. If you see items in Submitted status
that have already been sent to the vendor, remember this data is a snapshot of the data as of the last
monthly refresh.
Access the training environments via the links on the MFMP website or by linking the appropriate logo
below. MFMP users use the same username that they use in the “live” production environments to
access the training environments and the password is train30. Any new customer accounts added by the
agency’s System Administrator after the last monthly refresh will not be available in the training
environment until the next month, but a System Administrator can add them by creating a new user
profile in the training environment.
Creating Transactions in the Training Environment
When creating requisitions and reconciling invoice reconciliations within the training environment, it is
important to keep the following key points in mind:










Nothing created and/or altered in the training environment has any effect on work within the
production environment.
The username in the training environment is the same as a customer’s user name in production.
The default password for all customers in the training environment is train30.
You are unable to view attachments in the training environment.
While all catalogs are loaded, some vendors with Punchout catalogs may not maintain their test
accounts. Therefore, you may not be able to “punch-out” to their site.
Customers may create eQuotes in this environment (there will be no supplier responses to
award).
You can create requisitions as encumbered or unencumbered. Encumbered orders receive
encumbrance numbers and encumbrance line numbers via a FLAIR simulation.
Even though FLAIR will be in the approval flow, no transactions are sent to FLAIR.
Invoice Reconciliations (IRs) do not go to ‘Paid’ status unless the “Paid in FLAIR’ box is checked.
The training environment is a different environment than the production environment, and
users may experience different performance (i.e., page to page response time) in the training
environment.
Segregation of Duties
Each agency’s System Administrator is responsible for considering and assigning appropriate groups and
roles to each MFMP agency customer. The group/role assignment process should factor in the checks
and balances required for the account holder to execute the responsibilities without compromising
security and confidentiality requirements. That includes adherence to Generally Accepted Accounting
Principles (GAAP) and segregation of incompatible duties. System Administrators should verify that a
customer does not have multiple groups and roles that would adversely affect segregation of duties
within a single workflow.
For example, an agency would not want an Invoice Manager to also have purchasing and receiving
responsibilities. That allows one person to request, receive and act as the final approver for an invoice.
Two reports are available to help System Administrators monitor for incompatible duties. For additional
information, please see Agency Monitoring of MFMP System Groups/Roles below.
Agency Monitoring of MFMP System Groups/Roles
Every agency has access to two weekly, agency-specific reports that list agency MFMP accounts:
 User Report - Details all individuals within your agency with an MFMP account.
 Users and Groups Report: Details all individuals within your agency with an MFMP account and
details assigned groups/roles.
The MFMP team generates these reports and posts them to the MFMP Secure Reports website. Refer to
the Secure Reports job aid, located on the MFMP University website, to learn more about the available
reports.
These reports are useful in assisting System Administrators to maintain user accounts and you can use
them to complete a quarterly access review to ensure that:
 All accounts are current.
 No accounts have incompatible groups/roles.
MFMP System Administrator Manual | 10



You updated supervisor assignments as appropriate.
Management levels are accurate.
Ship To and Bill To information is accurate.
You need a username and password to access secure reports, which are posted as zipped documents.
You need WinZip (or another comparable tool) to view the data. If you do not have a password to use
the Secure Report website, email [email protected] to request one.
Account Passwords
MFMP is a secure system and it is important that customers keep their account passwords confidential
and not share them with others. All passwords expire after 90 days. When your password expires, your
new password will need to meet the new password complexity requirements. MFMP password
complexity complies with State of Florida security standards.
• All MFMP passwords must be between 7 and 16 characters long with no spaces.
• Passwords need to include:
- One uppercase letter
- One lowercase letter
- One digit – you must locate a single digit within the middle of the password. For example:
Password2 and 2Password are invalid; however, Password22 and Pass2word are both valid.
• You are unable to re-use your past 5 passwords.
In MFMP, all customers can reset their own passwords. To reset passwords at a future time, customers
need to set secret security questions and answers the first time they log in. Agency System
Administrators can also reset their customers’ passwords.
If customers choose to reset their own passwords, they will receive a “Password Reset Instructions”
email. This email will contain a personalized link that allows the customer to access a new screen to
enter a new password. Emails for password reset requests expire 24 hours after they initiate. Upon the
creation of a new password, MFMP automatically logs in the customer. Once customers successfully
create new passwords, the link in the “Password Reset Instructions” email becomes unusable.
Steps to Success: Resetting passwords
1. Enter your User Name and answer your secret question (remember it is case
sensitive).
2. Enter your User Name. Once submitted, MFMP delivers password reset guidance
to the email address on file in your user profile.
3. Click the link in the password reset guidance email.
4. On the new screen, define a new password. You must enter the password twice for
verification. The system sends a “Password Reset Notification” confirmation email
to the customer.
Once you successfully create a new password, the link contained in the “Password Reset
Instructions” email is deactivated.
MFMP System Administrator Manual | 11
If customers enter three incorrect responses to their secret question, the password reset functionality
becomes disabled. If this happens, Agency System Administrators can reset the customers’ passwords
(not the MFMP customer service desk) by using the password change eForm.
In MFMP, customers with the System Administrator group are able to create a Password Change eForm.
Completing a Password Change eForm will update an agency customer’s MFMP, Analysis, and
Sourcing/eQuote passwords.
Steps to Success: Creating a password change eForm
From your Dashboard:
1. Select Password Change from your Create menu.
2. Enter an appropriate title for the eForm.
a. This may follow an agency specific titling convention.
3. Select the agency customer whose password is to be reset.
a. Do this by selecting ‘Search for More’ from the drop down menu in the
‘Name’ field.
4. Enter the updated password in the ‘Temporary Password’ field.
5. Add any necessary comments or attachments.
6. Click Submit. Upon logging in with the newly established temporary password, the
agency customer will be prompted to update their password.
Workflow
MFMP routes items for approval based on approval flows the System Administrator established.
Agencies can create approval flows for requisitions, contract reque sts, invoice reconciliations and
requisition cancellations. An agency can elect commodity codes or object codes trigger special
approvers. For example, if your agency’s IT (Information Technology) department must review all IT
purchases; you can add a special approver when a specific commodity code is listed on a requisition.
MFMP recommends the following standard approval flows, which incorporate the basic levels of
approval:
Requisition Catalog and Non-Catalog Approval Flow
Requester
Management
Special
Approver
FCO
OCO
Budget
Purchasing
Fleet
IT
MFMP System Administrator Manual | 12
Contract Request Approval Flow
Special
Approver
Requester
FCO
Budget
OCO
Fleet
Purchasing
IT
Invoice Reconciliation Approval Flow
Requester/OBO (For
services only)
Exception
Handler
Invoice Manager
Agencies can make changes to the current workflow through the workflow update process. To begin the
workflow process, email [email protected] Please keep in mind that these
changes do require system updates and MFMP cannot complete your request immediately.
Tip: From the basic, simple workflow, agencies can add/or customize their workflow to accommodate the agency
needs.
Desktop and Central Receiving
In MFMP, you can receive commodities two ways: desktop or central.
With desktop receiving, the original requester of the product completes the receiving report. Central
receiving enables a role to complete the receiving report. Agencies with a dedicated receiving location
(warehouse) typically use central receiving.
For central receiving, agencies must identify central receiving locations through the address update
eForm.
MFMP System Administrator Manual | 13
Agencies often have multiple Ship To and Bill To locations where vendors ship goods and send invoices.
As agencies add or change locations, the System Administrator can make the appropriate system
updates.
The requester’s Ship To and Bill To addresses automatically populate on the purchase requisition /
purchase order based on the information in the customer’s MFMP account profile. The requester can
change this information by selecting a different Ship To and Bill To address.
To add or update an address, the System Administrator completes an Address Change eForm that
consists of three steps:
Steps to Success: Updating addresses
1. Title: Provide an appropriate title for the eForm following your agency’s standard
titling convention.
Select Maintenance Mode: From the dropdown box, select whether you need to add, update or
delete an address.
Address: Select the address; this option is available only if you are updating or deleting an
address.
2. Populate the required address elements including the office name, city, phone
number, etc. Ship To, Bill To: Indicate whether you are editing a Bill To or Ship To
address. The system default is Ship To.
3. Review summary information to verify you made the changes correctly.
The agency must ask MFMP to create a specific central receiving role through the workflow update
process. You need to provide the Unique Address ID on your request.
Tip: The Unique Address ID is found on the Address Update eForm through the update feature.
Please keep in mind that these changes do require a system update and MFMP cannot complete your
request immediately.
Once the role is established, the system administrator can assign the role to the individuals who will
receive for that location.
Workflow Update Process
To initiate a workflow or central receiver update, email your request to
[email protected] Either your agency Purchasing Director or Finance and
Accounting Director must approve all requests.
Please keep in mind that these changes do require a system update and MFMP cannot complete them
immediately.
MFMP System Administrator Manual | 14
Monthly maintenance requests include updates related to central receiving files or approved additions
of roles, resulting in new workflows, for an agency.
Creating New MFMP Accounts
A key MFMP System Administrator responsibility includes creating new MFMP accounts. When creating
these accounts, the System Administrator should consider the customer’s duties and responsibilities and
grant only the access necessary for the customer to complete assigned duties. The MFMP team
recommends requiring new MFMP users to take training, prior to using the system. View a sample
training welcome email in Appendix D for more information.
MFMP System Administrator Manual | 15
To establish a new MFMP account or profile, a System Administrator needs to complete a User
Maintenance eForm, which is a three-step process.
Steps to Success: Creating new customers
1. Title: Provide an appropriate title for the eForm following your agency’s standard titling
convention.
2. Select the maintenance mode that indicates whether you are adding, updating or deleting an
account.
3. Complete the eForm with the fields discussed below.
Entity*: This field auto-populates based on the System Administrator’s entity.
Login Name: Defaults to the email address name entered before the “@” symbol and is the actual
username. We recommend agencies enter the email address in a standard way.
Name*: Enter the MFMP account holder’s name (please note that you cannot change or amend it).
Email Address*: The system uses this email address to notify the account holder when something
requires approval. Remember, all text before the “@” symbol becomes the MFMP username (case
sensitive). While you can change the email address, the username stays the same. This email address is
also used for Password resets.
Management Level*: Spend authority (i.e., maximum level or amount this customer can spend/approve
without supervisory approval). This is discussed further in the Management Level section below.
MFMP System Administrator Manual | 16
Supervisor*: Enter the account holder’s supervisor name when items require supervisory approval (e.g.,
purchases outside the account holder’s management level).
Ship To*: Default location that populates on a requisition to identify where goods should be delivered;
field auto-populates on the requisition.
Bill To: Default location that populates on a requisition to identify where the invoice should be
delivered; field auto-populates on the requisition.
Organization Code*: Default FLAIR organization code that automatically populates when you create a
requisition.
OrgLevel: Provides the ability to set the organization code spending parameters. The levels follow
FLAIR’s organization code levels. L1 enables a customer to charge items to any organization code in the
agency. L5 restricts the customer to charging purchases to one organization code.
PUI: MFMP PUI (Purchasing Unit Identifier) number; requisitions/invoices follow this PUI’s workflow.
Site Code: FLAIR site code; field auto-populates on the requisition.
Tip: You will need separate MFMP accounts if a user works with more than one FLAIR site code.
Groups and Roles*: Enter the appropriate groups/roles for the account holder. Customers who perform
the same functions within MFMP would belong to the same Group. Roles are used for routing. For more
information about Groups and Roles, Refer to the Groups and Roles section.
Confirm the changes and submit the eForm. While you have the option to add an approver, it is
unnecessary.
4. Once you create an account, you need to create a Password eForm to establish the account’s
initial password.
*The above fields are required when adding a customer.
Understanding the Management Level
The Management Level represents MFMP customer “spend authority.” System Administrators define
customers’ spend authority when they create new user accounts. You must enter a number in this
required field when establishing a new customer account. It is automatically set to 100, which indicates
that the new account has a spend authority of $0 (all requisitions would require a supervisor’s approval).
MFMP System Administrator Manual | 17
If a customer creates a requisition for less than the amount identified in the Management Level, the
requisition does not require supervisor approval. If the requisition exceeds the Management Level, the
requisition does require supervisor approval. The higher the management level, the lower the user’s
spend authority (refer to table below).
Only System Administrators can increase or decrease a user’s management level in the system. The
MFMP team recommends, as a best practice, to mirror an agency customer’s Management Level/Spend
Authority with their Pcard Authority.
Management Level User’s Spend Authority
Management Level
100
95
90
80
75
70
60
50
45
40
30
25
20
17
15
13
12
11
10
9
8
7
6
5
4
3
2
1
User's Spend Authority
$
0
$
250
$
500
$
1,000
$
1,500
$
2,000
$
2,500
$
5,000
$
7,500
$
10,000
$
15,000
$
20,000
$
25,000
$
35,000
$
50,000
$
65,000
$
195,000
$
325,000
$
100,000
$
150,000
$
250,000
$
200,000
$
300,000
$
500,000
$
1,000,000
$
5,000,000
$
10,000,000
$
9,999,999,999
(Management levels are in spend Authority order.)
MFMP System Administrator Manual | 18
Groups and Roles
Customers who perform the same functions within MFMP belong to the same group. A group controls
the level of access and what functions a customer can accomplish; for example, groups determine if a
customer can edit a requisition or just create a requisition. Groups also control the types of notifications
that a customer receives, based on the customer’s notification preferences. Permissions in groups are
standard for all the state agencies using MFMP. All MFMP customers can create an invoice (no groups
are required).
Use roles for approval routing purposes only. If a customer is required to approve invoice reconciliations
for an agency, the customer needs to have the roles that are part of the agency’s predefined workflow.
Roles do not grant customers’ permission or determine the customers’ functionality. All roles begin with
an agency’s PUI; the only exception to the rule is for Central Receivers. MFMP uses roles for PUI and
statewide routing in workflow processing.
Group Definitions
The following table offers descriptions of all groups for each type of user in MyFloridaMarketPlace.
Descriptions of each group will appear in the second column along with any eForm access that is
associated with the group.
In the following sections:
“Inherits” means you automatically have the capability listed as part of your group.
“eForm Access” means you use the listed eForm, found in MFMP.
Groups
ABOI (Available Balance Override
Indicator) Edit
ADA
Analysis
Buyer
CO No Workflow
Description: Allows customers to edit the Available
Balance override Indicator (on the Accounting details
page of a requisition or invoice reconciliation).
eForm Access: Invoice
Description: For customers with this group, the
system removes some tables and scroll bars, which
makes screen readers more effective.
eForm Access: Invoice
Description: Allows customers to access MFMP
Analysis. Customers are able to run ad-hoc reports on
historical transactions, and export reports into Excel.
While Analysis is a robust application, it can be
complex.
eForm Access: Invoice
Description: This group does not give any permissions,
only access to MFMP. Inactive customers should be
given this group (along with Sourcing eQuote), without
any roles.
Description: Allows customers to make specific
changes to a requisition without generating the
MFMP System Administrator Manual | 19
workflow. A customer can change most fields without
generating the requisition workflow.
See Appendix B for all the fields.
eForm Access: Invoice
Description: Allows customers to create and edit
Contract Requests.
Contract
Contract Exemption
Inherits: Edit Accounting; Query group
eForm Access: Invoice
Description: Allows customers to create and edit a
Contract Exemption eForm to exempt a contract from
the transaction fee.
eForm Access: Invoice and Contract Exemption
Description: Allows customers to create a contract
request and edit a Restore Contract eForm.
Contract Manager
Edit Accounting
eQuote
FLAIR Maintenance
Inherits: Edit Accounting; Query group
eForm Access: Invoice and Restore Contract
Description: Enables customers to edit all accounting
fields. This group allows customers to edit more than
just the Organization Code, and Expansion Option and
Object Code. To edit accounting information on a
requisition, a customer needs to have a Requester or
Purchasing group.
eForm Access: Invoice
Description: This group allows customers the ability to
access the eQuote punchout site. You must have this
group in conjunction with a Requester or Purchasing
group.
Using eQuotes, you can get electronic quotes from
vendors who participate in the eQuote process. (When
a vendor registers in MFMP, the vendor has the
opportunity to select if they want to participate in
eQuotes.)
eForm Access: Invoice
Description: Allows customers to create a FLAIR
Maintenance eForm. Invoice managers, customers
with Release Encumbrance eForm Access, and the
single agency encumbrance account must have FLAIR
Maintenance group access.
MFMP System Administrator Manual | 20
eForm Access: Invoice, FLAIR Login Information eForm
Description: Allows customers to reconcile, submit,
approve, reject and refer IRs (invoice reconciliations).
Inherits: Edit Accounting
Invoicing
No Approver Emails
No Supervisor
No Watcher Emails
PO Not Sent
See Appendix A for a listing of the fields.
eForm Access: Invoice, Payment Update, Release
Encumbrance, Delete Disbursement, Restore Payment
Amount
Description: Prevents customers from receiving
notifications for items awaiting required approvals. In
lieu of the group, customers can also customize email
notifications by updating their customer preferences.
eForm Access: Invoice
Description: Allows customers to have no supervisor
assigned on the customer profile. If an approval is
pending a customer with this group, the item does not
escalate if it is overdue. Additionally, a requisition
does not require management approval no matter the
cost if a customer has the ‘No Supervisor’ group.
Note: A customer must have a management level of 1
or $9,999,999,999 and the supervisor set at no value
on the customer profile.
eForm Access: Invoice
Description: Prevents customers from receiving
notifications for items pending their optional approval.
Customers can also customize their email notifications
by updating their customer preferences.
eForm Access: Invoice
Description: Allows customers to indicate when a PO
should not be sent to a vendor.
eForm Access: Invoice
Description: Customers in this group can edit and
approve requisitions. They can also generate Sourcing
Requests for a Contract (Master Agreement).
Purchasing
Inherits: PO Not Sent
eForm Access: Invoice and Cancel Requisition
MFMP System Administrator Manual | 21
Query
Req Approver
Requester
Sourcing
Sourcing eQuote
System Admin
Transaction Fee Exempt
Description: Allows customers to perform system
searches. Without this group, customers can search
only for items they created or approved.
eForm Access: Invoice
Description: Allows customers to edit and approve
requisitions sent for approval. Supervisors who are
required to approve their subordinates’ requisitions
should have this role. This group approves requisitions
based on commodity codes and/or dollar thresholds.
Members of this group cannot edit accounting.
eForm Access: Invoice
Description: Allows customers to create and submit
requisitions.
eForm Access: Invoice and Cancel Requisition
Description: This group allows customers to access
and view electronic quotes in MFMP Sourcing.
Description: This group allows customers to complete
electronic quotes in MFMP Sourcing. Using eQuote;
you can get electronic quotes from vendors who
participate in the eQuote process.
Description: Allows customers to add, update, delete
and inactivate customers from the system. They can
also reset customers' passwords and add new, or
modify existing, Bill To or Ship To addresses in the
system. Only a limited number of customers per
agency should belong to this group for security
purposes. DMS grants initial System Administrator
access to agencies new to MFMP.
eForm Access: Address Change, Password Update,
User Maintenance, Invoice
Description: Customers in this group can exempt a
requisition from the transaction fee. Mark as exempt
only transactions exempt by Rule, 60A-1.032.
eForm Access: Invoice
Role Definitions
The following table lists all roles available for users in MyFloridaMarketPlace. Each role is assigned by
PUI and will appear in the following format: “PUI: Role Title.” An example is 7200: FCO Approver.
MFMP System Administrator Manual | 22
Roles
Budget Approver
Budget Office
Cancellation Approver
Central Receiver
Contract
Contract Manager
Contract Office
Contract Specialists
Exception Handler
Executive Approver
FA (Financial Approver) Approver
FCO (Fixed Capital Outlay) Approver
Fleet Approver
Insurance Approver
Invoice Manager
Invoicing Gatekeeper
IT Approver
Legal Approver
Mobile Equipment Approver
OCO (Operator Capital Outlay)
Approver
Personal Approver
Purchasing Agent
Purchasing Gatekeeper
Purchasing Office
Quality Assurance Approver
Reprographic Approver
System Administrator
Telecommunications Approver
Telecommunications Executive
Approver
Suggested Assignments of Groups/Roles for Types of Users
The following tables offer recommended groups and/or roles for each type of user in
MyFloridaMarketPlace. The type of user will appear at the top of the table (eg. System Administrator).
The recommended groups and/or roles will appear in the first column (eg. System Admin, An alysis, and
Query groups and System Administrator Role by PUI). Descriptions of each group and/or role will appear
in the second column along with any eForm access that is associated with the group/role.
In the following sections:
“Inherits” means you automatically have the capability listed as part of your group.
“eForm Access” means you use the listed eForm, found in MFMP.
MFMP System Administrator Manual | 23
*These are the most commonly used Groups and Roles by business function.
System Administrator
System Admin group
Analysis group
Query group
System Administrator roles
Description: Allows customers to add, update, delete and inactivate
customers from the system. They can also reset customers'
passwords and add new, or modify existing, Bill To or Ship To
addresses in the system. Only a limited number of customers per
agency should belong to this group for security purposes. DMS grants
initial System Administrator access to agencies new to MFMP.
eForm Access: Address Change, Password Update, User
Maintenance, Invoice
Description: Allows customers to access MFMP Analysis. Customers
are able to run ad-hoc reports on historical transactions, and export
reports into Excel. While Analysis is a robust application, it can be
complex.
eForm Access: Invoice
Description: Allows customers to perform system searches. Without
this group, customers can search only for items they created or
approved.
eForm Access: Invoice
PUI XXXX: System Administrator
Tip: If you have a question on groups or roles, please contact the MFMP Customer Service Desk at 866 - 3523776.
Tip: Give the Query group to customers so they can search for requisitions, orders, receipts, invoices, or
invoice reconciliations another customer created.
Finance and Accounting
Analysis group
ABOI Edit group
Description: Allows customers to access MFMP Analysis. Customers are able
to run ad-hoc reports on historical transactions, and export reports into Excel.
eForm Access: Invoice
Description: Allows customers to edit the Available Balance override Indicator
(on the Accounting details page of a requisition or invoice reconciliation).
eForm Access: Invoice
MFMP System Administrator Manual | 24
CO No Workflow group
Description: Allows customers to make specific changes to a requisition
without generating the workflow. A customer can change most fields without
generating the requisition workflow.
See Appendix B for all the fields.
Edit Accounting group
FLAIR Maintenance group
Invoicing group
eForm Access: Invoice
Description: Enables customers to edit all accounting fields. This group allows
customers to edit more than just the Organization Code, and Expansion
Option and Object Code. To edit accounting information on a requisition, a
customer needs to have a Requester or Purchasing group.
eForm Access: Invoice
Description: Allows customers to create a FLAIR Maintenance eForm. Invoice
managers, customers with Release Encumbrance eForm Access, and the single
agency encumbrance account must have FLAIR Maintenance group access.
eForm Access: Invoice, FLAIR Login Information eForm
Description: Allows customers to reconcile, submit, approve, reject and refer
IRs (invoice reconciliations).
Inherits: Edit Accounting
See Appendix A for a listing of the fields.
Finance and Accounting Roles
Purchasing
Analysis group
CO No Workflow group
eForm Access: Invoice, Payment Update, Release Encumbrance, Delete
Disbursement, Restore Payment Amount
PUI XXXX: Invoicing Gatekeeper
PUI XXXX: Invoice Manager
PUI XXXX: Exception Handler
Description: Allows customers to access Analysis (My Dashboard). Customers
are able to run ad-hoc reports on historical transactions, and export reports
into Excel.
eForm Access: Invoice
Description: Allows customers to make specific changes to a requisition
without generating the workflow. A customer can change 38 fields without
generating the requisition workflow. Customers will also need the Purchasing
group to be able to change requisitions with the same PUI.
MFMP System Administrator Manual | 25
See Appendix B for all the fields.
Contract group
eForm Access: Invoice
Description: Allows customers to create and edit Contract Requests
Inherits: Edit Accounting; Query group
Contract Exemption group
eForm Access: Invoice
Description: Allows customers to create and edit a Contract Exemption eForm
to exempt a contract from the transaction fee.
Contract Manager group
eForm Access: Invoice and Contract Exemption
Description: Allows customers to create a contract request and edit a Restore
Contract eForm.
Inherits: Edit Accounting; Query group
Edit Accounting group
eForm Access: Invoice and Restore Contract
Description: Enables customers to edit all accounting fields. This group allows
customers to edit more than just the Organization Code, and Expansion
Option and Object Code. Without this group, customers can edit only the
organization code, expansion option and object code.
eForm Access: Invoice
Purchasing (continued)
eQuote group
Purchasing group
Description: This group allows customers the ability to access the eQuote
punchout site. You must have this group in conjunction with a Requester or
Purchasing group.
Using eQuotes, you can get electronic quotes from vendors who participate in
the eQuote process. (When a vendor registers in MFMP, the vendor has the
opportunity to select if they want to participate in eQuotes.)
eForm Access: Invoice
Description: Customers in this group can edit and approve requisitions. They
can also generate Sourcing Requests for a Contract (Master Agreement).
MFMP System Administrator Manual | 26
Inherits: PO Not Sent
Query group
eForm Access: Invoice and Cancel Requisition
Description: Allows customers to perform system searches. Without this
group, customers can search only for items they created or approved.
Transaction Fee Exempt group
eForm Access: Invoice
Description: Customers in this group can exempt a requisition from the
transaction fee. Mark as exempt only transactions exempt by Rule, 60A-1.032.
Purchasing roles
eForm Access: Invoice
PUI XXXX: Cancellation Approver
PUI XXXX: Contract Manager
PUI XXXX: Purchasing Gatekeeper
PUI XXXX: Purchasing Office
PUI XXXX: Purchasing Agent
Contracting
Contract group
Description: Allows customers to create and edit Contract Requests
Inherits: Edit Accounting; Query group
Contract Exemption group
Contract Manager group
eForm Access: Invoice
Description: Allows customers to create and edit a Contract Exemption eForm
to exempt a contract from the transaction fee. Always complete the form if
contract is exempt.
eForm Access: Invoice and Contract Exemption
Description: Allows customers to create a contract request and edit a Restore
Contract eForm.
Inherits: Edit Accounting; Query group
Contracting roles
eForm Access: Invoice and Restore Contract
PUI XXXX: Contract Manager
MFMP System Administrator Manual | 27
Requester
Edit Accounting group
eQuote group
Query group
Requester group
PO Not Sent group
Requester roles
Description: Enables customers to edit all accounting fields. Without this
group, customers can edit only the organization code, expansion option and
object code. To edit accounting information on a requisition, customers need
to have the Requester or Purchasing group.
eForm Access: Invoice
Description: This group allows customers to complete electronic quotes in
MFMP Sourcing. Using eQuote; you can get electronic quotes from vendors
who participate in the eQuote process.
System administrators can grant agency customers eQuote access.
Description: Allows customers to perform system searches. Without this
group, customers can search only for items they created or approved.
eForm Access: Invoice
Description: Allows customers to create and submit requisitions.
eForm Access: Invoice and Cancel Requisition
Description: Allows customers to indicate when a PO should not be sent to a
vendor.
eForm Access: Invoice
Not Applicable
Requesters do not require roles.
Approver
Req Approver group
Description: Allows customers to edit and approve requisitions sent for
approval. Supervisors who are required to approve their subordinates’
requisitions should have this role. This group approves requisitions based on
commodity codes and/or dollar thresholds. Members of this group cannot
edit accounting.
eForm Access: Invoice
MFMP System Administrator Manual | 28
Edit Accounting group
Query group
Approver roles
Non-specific Groups
ADA (American Disabilities Act)
group
Analysis group
Description: Enables customers to edit all accounting fields. Without this
group, customers can edit only the organization code, expansion option and
object code. To edit accounting information on a requisition, customers need
to have the Requester or the Purchasing group.
eForm Access: Invoice
Description: Allows customers to perform system searches. Without this
group, customers can search only for items they created or approved.
eForm Access: Invoice
PUI XXXX: FCO Approver
PUI XXXX: FA Approver
PUI XXXX: Legal Approver
PUI XXXX: OCO Approver
PUI XXXX: Telecommunications Approver
PUI XXXX: Executive Approver
PUI XXXX: IT Approver
PUI XXXX: Fleet Approver
PUI XXXX: Budget Office
PUI XXXX: Budget Approver
PUI XXXX: Reprographic Approver
PUI XXXX: Quality Assurance Approver
PUI XXXX: Mobile Equipment Approver
PUI XXXX: Personal Approver
PUI XXXX: Telecommunications Executive Approver
PUI XXXX: Insurance Approver
Description: For customers with this group, the system removes some tables
and scroll bars, which makes screen readers more effective.
eForm Access: Invoice
Description: Allows customers to access Analysis. Customers are able to run
ad-hoc reports on historical transactions and export them into Excel.
eForm Access: Invoice
MFMP System Administrator Manual | 29
No Approval Emails group
No Supervisor group
Description: Prevents customers from receiving notifications for items
awaiting required approvals. In lieu of the group, customers can also
customize email notifications by updating their customer preferences.
eForm Access: Invoice
Description: Allows customers to have no supervisor assigned on the
customer profile. If an approval is pending a customer with this group, the
item does not escalate if it is overdue. Additionally, a requisition does not
require management approval no matter the cost if a customer has the ‘No
Supervisor’ group.
Note: A customer must have a management level of 1 or $9,999,999,999 and
the supervisor set at no value on the customer profile.
No Watcher Emails group
eForm Access: Invoice
Description: Prevents customers from receiving notifications for items
pending their optional approval. Customers can also customize their email
notifications by updating their customer preferences.
Query group
eForm Access: Invoice
Description: Allows customer to perform system searches. Without this
group, customers can search only for items they created or approved.
Buyer group
eForm Access: Invoice
This group does not give any permissions, only access to MFMP. Inactive
customers should be given this group (along with Sourcing eQuote), without
any roles.
Viewing User Groups and Roles
System Administrators can view their agency user’s assigned group(s) and roles(s), along with all
historical changes made to that user’s profile in MFMP. The ability to view changes made a user’s profile
may help System Administrators if they desire to mirror a new user’s assigned groups and roles with an
inactive user.
MFMP System Administrator Manual | 30
Steps to Success: Viewing user profile changes
1. Search for the user’s profile by selecting ‘User Maintenance’ from the search menu
drop down.
2. Enter the name of the user you wish to view.
3. View each version of the User Maintenance form until you find the one with the
information needed (Tip: filter by Date Created). To view the most recent groups
and roles assigned to an inactive user, select the most recently created User
Maintenance form from the list.
MFMP Customer Account Inactivation
It is each agency System Administrator’s responsibility to maintain account information for all customers
with MFMP access. There are occasions when you need to inactivate an account (e.g., employee retires,
transfers to another agency, terminates, etc.). There are several actions a System Administrator must
take to successfully transfer responsibilities from one customer to another.
Assign roles to another user who assumes the approval responsibility for roles that were assigned
exclusively to the employee account. This is important when considering special approvers of specific
commodity and object codes.
If a user is changing to a different area of the same agency and still requires MFMP access, DMS
recommends inactivating the old account and setting up a new account for the new position.
Steps to Success: Inactivating an account
4. Change the account password to prevent the user from accessing the system.
5. Log in as the departing employee and provide screenshots of the following to the
new user responsible:
a) Approve Requests queue
b) Open Order queue (found by clicking the Approved queue from the
shortcut menu and grouping the queue by type)
c) Reconcile Invoices queue
MFMP System Administrator Manual | 31
6. Click the Composing link on the shortcut menu and delete all transactions listed
within this queue.
7. Log in as the System Administrator, and update the User Maintenance eForm:
a) Inactivate the email address of the user by placing three x’s in front of
the user’s old email address (eg. [email protected]).
b) In the User Maintenance eForm Name field, add the label ‘inactive’
before the customer’s name (e.g. Inactive-John Doe).
8. If the inactive user is responsible for approving active transactions, delegate their
approval authority to another active user.
9. Verify the departing employee is not listed as the supervisor for other users by
reviewing the User and Groups report available on the MFMP Reports website. If
he/she is another user’s supervisor, use the User Maintenance eForm to select a
different supervisor for the impacted users.
10. Remove all roles and groups with the exception of the Buyer and Sourcing eQuote
groups.
11. Delegate the approval authority to another user. Once you delegate the user
approval authority, the delegate can perform the following actions:
a) Approve/Deny requests that list the departing employee (either by name
or a role) as a required approver
b) Receive commodity orders (either by name or central receiving role)
c) Process invoices routed to the departing employee
Steps to Success: Deleting an account
After performing the activities highlighted in the Account Inactivation section, you can delete a user
account if the employee:
1. Acted as an Approver only or,
2. Does not have any requests in the following statuses:
Composing
Submitted
Approved
Ordering
Ordered
Canceling
Receiving
3. Did not create a requisition ‘On Behalf Of’ another user
Delete the user account by using the User Maintenance eForm and selecting the ‘Delete’ maintenance
mode. Once you successfully delete a user account, you cannot conduct a system search for any
transactions created ‘On Behalf Of’ or ‘Prepared’ by the departing employee.
MFMP System Administrator Manual | 32
MFMP System Cleanup
The MFMP team recommends that each agency perform an annual system cleanup effort to delete unneeded pending transactions. System Administrators should develop a list of requisitions in composing
status and eQuotes in draft status that users have created but have no intention of completing. System
Administrators may wish to use the PRs in Composing Status and the Sourcing eQuote Event Activity
reports on the Secure Reports website to develop these lists. This cleanup process will ensure that old
and outdated information is removed from the system. Appendix E contains a communication template
to communicate with users who need to clean up their requisitions in composing status and Appendix F
contains a communication template to communicate with users who need to clean up their eQuotes in
draft status.
MFMP System Administrator Manual | 33
Appendices
Appendix A – Edit Accounting Fields
The table below contains the fields that are editable on a requisition when the requester has the Edit
Accounting permission.
Appendix A - Edit Accounting
Payable
State Program
External Object
Payable Number
External Program
Payable Line Number
Grant
Final Payment Indicator
Other Cost Accumulator
Grouping Character
BPIN (Beginning Property Item
Number)
Certified Forward Indicator
Contract Encumbrance Number
Contract
Batch
Contract Encumbrance Line Number
Agency Unique
Description
Organization Code
Contract Year
Quantity
Expansion Option
Grant Year
Count
Object Code
Project ID
Sub-Vendor
Budget Entity
Ext Category
Times
Int Budget Indicator
General Ledger
Unit
Category
External General Ledger
Category Year
Product ID
MFMP System Administrator Manual | 34
Appendix B – CO No Workflow Fields
The table below contains the fields that are editable on a Change Order (CO) that, when the requester
has the CO No Workflow permission, does not generate an approval flow.
CO No Workflow Fields
PO Start Date
PO End Date
PUI
Fiscal Year
Line item description
Int Budget Ind
Category
Category Year
State Program - Standard
External Program
Gen Led
Encumbrance Gen Led
Ext Gen Led
Encumbrance Ext Gen Led
Product ID
Available Balance Override Indicator
Grant
Ext Object
Advanced Payment Indicator
Organization Code
Expansion Opt
Opt Version
Object Code
Prior Period Indicator
Budget Entity
Other Cost Accum
Contract
Agency Unique
Contract Year
Grant Year
Project ID
Ext Category
Carry Forward
Batch
Description (Split Accounting description)
Quantity
Count
Sub-Vendor
MFMP System Administrator Manual | 35
Appendix C – Sample Confidential Information Policy
Due to the sensitive nature of the information that may be transmitted in MyFloridaMarketPlace, we
advise each agency to adopt a confidential information policy. Use this sample policy to customize for
your agency.
I.
Policy
This section should include a general policy statement that explains why the agency should not
disclose protected information (e.g., HIPAA and privacy laws). Also include information about
proposed disciplinary action(s) for policy violations.
Sample Language:
<INSERT AGENCY NAME> will not disclose protected information violating areas referenced in
Chapter 119, Florida Statute, as well as federal law and regulations such as HIPAA, and any other
state confidentiality laws. This policy provides guidelines for management and workforce
members to ensure that confidential information is edited or redacted out of supporting
documentation scanned into MyFloridaMarketPlace (MFMP), and is not entered into any MFMP
comment boxes. It applies to all workforce members of <AGENCY NAME> who scan and/or
attach documents or enter comments into MFMP. Employees who deliberately violate this
policy are subject to disciplinary action up to and including termination.
II.
Authority
This section defines authority for the confidential information policy.
Sample Language:
<INSERT AGENCY NAME> will adhere to any State or Federal law and regulations regarding
confidential information.
III.
MFMP Security Officer – Signature Block with Effective Date
This section identifies the person the agency designates to be responsible to verify no
confidential information is input into the system.
Sample Language:
The Agency assigns an MFMP Security Officer to oversee the administration of this policy. The
MFMP Security Officer is responsible for monitoring that all Agency MFMP users receive training
MFMP System Administrator Manual | 36
on the policy and comply with the policy. If the Agency MFMP Security Officer finds confidential
information in the MFMP system, s/he identifies the nature of the confidential information,
notifies the Agency’s Inspector
General, and expedites a purge request.
<INSERT MFMP SECURITY OFFICER SIGNATURE AND
TITLE>
Date:
<INSERT AGENCY HEAD SIGNATURE AND TITLE
Date:
<INSERT AGENCY NAME>
IV.
Definitions
This section includes relevant definitions of terms used in the policy.
Sample Language:
A. HIPAA: Health Insurance Portability and Accountability Act of 1996 – Law that
provides compliance guidelines for handling of Protected Health Information and
other confidential personal information.
B. MFMP: MyFloridaMarketPlace – State of Florida’s electronic procurement system.
C. Supporting Attachments:
1. Purchase Order Processing
Attachments sent to vendor: Any necessary terms and conditions not entered into the system,
but required for the vendor to have the complete description of the transaction. Examples
include specification sheets, diagrams and sketches, or portions of statements of work or
supplier contract forms that have not already been made available to vendor.
2. Payment Processing
Attachments made by a PO-based or Contract-based invoice, or paper invoices attached in
MFMP, and any other supporting documentation needed to support the transaction and/or
show compliance with applicable laws, rules and regulations.
MFMP System Administrator Manual | 37
D. Confidential Information (related directly to an individual):
Law prohibits you from including Confidential Information related directly to an individual from
being included in MFMP. This includes information in the comments field, line item description
as well as attachments. The following list is not exhaustive, but provides the common types of
confidential information to redact from attachments included in MFMP. Direct agency-specific
questions about confidential information to the agency’s HIPAA compliance officer or General
Counsel Office.
1. Names/Titles
2. All geographic subdivisions smaller than a state, including street addresses,
city, county and zip codes.
3. All elements of dates (except year) directly related to an individual,
including birth date, admission date, discharge date and date of death.
4. Telephone numbers
5. Electronic mail addresses
6. Social Security numbers
7. Medical record numbers
8. Health plan beneficiary numbers
9. Account numbers
10. Certificate/license numbers
V.
Procedure
This section includes agency-specific procedures to complete on a daily, monthly, quarterly, and
annual basis.
Sample Language:
Agency staff shall adhere to the following:
A. Agency MFMP customers exclude confidential information, by entry or attachment
into MFMP.
B. Purchasing staff copies purchase order supporting documentation and edits or
redacts all confidential information prior to scanning into MFMP. Maintain originals
for subsequent audit purposes.
C. Accounting staff copies supporting documentation for paper invoices, contractual
service agreements, and any other payment documents, and edits or redacts all
confidential information prior to scanning into MFMP. Maintain originals for
subsequent audit purposes.
D. Take the following action if you identify a transaction with confidential information:
Any requisition or invoice a subsequent approver receives that contains confidential
information is denied back to the buyer to delete the transaction and prepare a new
transaction.
E. Staff excludes any confidential information into any MFMP comment boxes.
MFMP System Administrator Manual | 38
Note: The originator of the confidential comment or attachment can delete it. If the originator is
no longer with the agency, follow the Attachment Purge Process by submitting the PUR 3785
form on the MyFloridaMarketPlace website).
Training:
Agency develops and adopts a training policy, or revises current training policy to incorporate training
related to requirements around confidential information / protection of secure information. Specifically,
the training policy should provide the following:
A. In addition to MFMP system training and prior to being granted access to the MFMP
system, each new hire receives training on the agency’s confidential information policy,
including escalation procedures when you identify confidential information.
B. By August 1 of each year, all employees with access to MFMP receive refresher training
on the agency’s confidential information policy, including escalation procedures when
you identify confidential information.
On a monthly basis, the MFMP Security Officer:
A. Conducts a sampling of 10 percent of transactions (purchase orders and invoices), and
reviews attachments and comments to ensure that confidential information has not
been included.
Note: The originator of the confidential comment or attachment can delete it. If the originator is
no longer with the agency, follow the Attachment Purge Process by submitting the P UR 3785
form (in the MyFloridaMarketPlace website).
On a quarterly basis, the MFMP Security Officer:
A. Sends an email to remind all agency customers to remind them of their responsibilities
for identifying, removing and protecting confidential information.
B. Reviews agency assignment of roles. MFMP Security Officer reviews employee position
descriptions and assigns MFMP user roles based on the stated job responsibilities. Limit
roles with ‘QueryAll’ access to staff that need this access to perform their job
responsibilities.
C. Reviews agency training to verify that it includes information regarding:
1. The redaction of confidential information from attachments to be included in
MFMP
2. The attachment removal process that can be initiated by completing form PUR
3785 should confidential information be identified in the system.
On an annual basis, the MFMP Security Officer:
A. Reviews and signs off on the agency’s security and training policies.
MFMP System Administrator Manual | 39
B. Submit the policies to the Department of Management Services no later than August 31
every year.
If you identify a violation or have specific questions about this policy, immediately consult with the
agency MFMP Security Officer.
VI.
Distribution List:
This section includes a list of agency personnel that receive this policy and associated updates.
VII.
History / Updates to this Document:
This section includes the creation date and any subsequent dates of policy updates. Include
reference to the policy updates being redistributed to those on the distribution list.
Sample Language:
A. Created on: <INSERT DATE>
B. Update made by <INSERT NAME>, and redistributed to distribution list on <INSERT
DATE>
C. Update made by <INSERT NAME>, and redistributed to distribution list on <INSERT
DATE>
D. Etc.
Note: This is a sample policy, intended to assist you with creating a policy based on your agency
standards.
MFMP System Administrator Manual | 40
Appendix D – Sample New MFMP User Welcome Email
Welcome To MyFloridaMarketPlace!
MyFloridaMarketPlace (MFMP) is a source for centralized procurement activities; streamlining
interactions between vendors and state government entities and providing tools to support innovative
procurement for the State of Florida. MyFloridaMarketPlace uses several applications to manage the
entire procure-to-pay process.
If this is your first time using MFMP, please take the MFMP System Overview Online Training. Next, you
should take MFMP training that is relevant to your role in the system. The MFMP U team offers in person trainings, register for these on the MFMP University website. MFMP also offers a full suite of
online trainings that guide you through the steps needed to create orders, pay invoices, and other types
of actions need in MyFloridaMarketPlace. Please watch the trainings that match your position’s role or
responsibility in MFMP (eg. If you are creating requisitions in MFMP, you should watch Creating
Requisitions).
For step-by-step instructions on how to use MFMP, please view the MFMP Buyer manual and/or any of
the detailed job aids available on the MFMP University website.
The MFMP team recommends that all agency customers view the Accounting Details, Change Order,
F&A Quick Reference Guide, Negative Receiving, and Vendor Inactivation job aids.
Additional information and resources can be found on the MFMP website to assist you within MFMP.
MFMP Application Links:
Use the links below to access the MFMP applications. The MFMP team recommends saving these links
to your internet browser’s favorites list for easy access.
Please note that when accessing MFMP with an Internet Explorer browser version 9 or higher, you must
put your browser in compatibility mode. View this job aid for steps on how to complete this easy
process.
MFMP Buyer – This MFMP application is used for all purchasing
and invoicing activities.
MFMP Sourcing – This MFMP application provides an automated
way to create, launch, manage, evaluate, and award solicitations for
goods and services.
MFMP System Administrator Manual | 41
MFMP Analysis – This MFMP application provides the ability to build
analytical reports using several different sources of information.
Vendor Information Portal (The username and password is
‘publicuser’. Enter in lower case.) – This MFMP application provides
Florida’s vendors with self-service tools for registration, account
maintenance, performance rating reviews (VPT), and transaction fee
reporting.
Additional Helpful Links:
State Contracts and Agreements
Florida Statutes (Purchasing - Chapter 287; Prompt Payment Chapter 215.422)
Florida Administrative Code
MFMP Contact Information:
You can reach our team via phone at 866-352-3776 or via email to
[email protected] The Customer Service Desk is open Monday – Friday from 8:00
am to 6:00 pm ET.
MFMP System Administrator Manual | 42
Appendix E – Requisition Cleanup Communication Template
Good morning/afternoon,
[Your Agency Name] has identified numerous Purchase Requisitions (PRs) in MFMP Buyer that
are composing status. Please review the attached spreadsheet to see if you have any PRs that
have been identified. [Your Agency Name] is requesting that all MFMP users to review and
delete any PR in composing status that is no longer needed and will not be submitted for
approval. You can follow the quick steps below to delete the PR from your MFMP queue:
1.
2.
3.
4.
Login to MFMP Buyer
Locate your “My Documents” queue from the Home tab
Click on the applicable PR in composing status
Choose to edit, submit, or delete the PR
Please have this completed no later than [Insert Due Date]. Please let me know if you have any
questions or concerns.
Thank you!
MFMP System Administrator Manual | 43
Appendix F – eQuote Cleanup Communication Template
Good morning/afternoon,
[Your agency] has identified numerous eQuotes in MFMP Sourcing that are draft status. Please
review the attached spreadsheet to see if you have any eQuotes that have been
identified. [Your Agency} is requesting that all MFMP users to review and delete any eQuote in
draft status that is no longer needed and will not be published. You can follow the quick steps
below to delete the eQuote from your MFMP queue:
1.
2.
3.
4.
5.
6.
Login to MFMP Sourcing
Select Event on the Search menu
Select eQuote as the Event Type, Draft as the Status, and your username as the Owner
Click the title of the eQuote and clicking View details
Click the Actions button and click delete
Click the delete button
Please have this completed no later than [Insert Due Date]. Please let me know if you have any
questions or concerns.
Thank you!
MFMP System Administrator Manual | 44
MFMP System Administrator Glossary
Accounting Verification Exception - Generates for all Invoice Reconciliation (IR) documents. This
exception is a reminder to verify that the accounting information for each line item associated with the
invoice is correct prior to approving payment.
Agency - Any state offices, departments, divisions, and bureaus of the executive or cabinet branch of
state government. “Agency” does not include the university and college boards of trustees or the state
universities or colleges. This is also known as the ‘OLO’ in FLAIR.
Amount Variance Exception - A header level exception that occurs when the total cost of the invoice is
greater than the total cost of the purchase.
Approval Authority - Authority to approve requests. (See also Delegated Approval Authority)
Approvable - A transaction that requires approval from designated personnel in the MFMP system
before customers take any further action.
Approval flow - Specifies a group of customers (either by name or role) that are expected to review a
transaction prior to its acceptance in MFMP. Customers can view the approval flow in the MFMP
system.
Approver - A customer with the authority to approve a transaction that is active in his or her approval
To Do portlet. In many cases, agencies require a set of approvers with different levels of approval
authority to approve a transaction, as outlined in the approval flow.
Ariba Network (AN) – The system vendors use to electronically receive purchase orders and submit
eInvoices to agencies through MFMP.
Available Balance – An auxiliary file from FLAIR that maintains current balances for Fund Cash,
Unexpended Fund Releases, Organization Cash, and Organization Allotments. Customers with the
appropriate group may select to override the automatic system check of this file by selecting the
Available Balance Override Indicator (ABOI).
Auto Reject Amount Variance Exception - A header-level exception that occurs when the total cost of
the invoice is greater than the total cost of the purchase order. By default, if MFMP finds this type o f
exception, it auto-rejects the invoice.
Bill To Address - Address Buyer designates while creating the requisition to receive the invoice.
Browse - The act of searching for an attachment to include in MFMP.
Buyer - Anyone who requisitions or processes a purchase order or invoice for goods and services
through MFMP.
Catalog - An organized descriptive list of goods or services on state term contracts available to potential
buyers. MFMP uses line item catalogs and punchout catalogs. (See also separate entries for each catalog
type)
Central Receiver - Customer(s) identified to receive goods shipped to an agency’s central receiving
address.
Certified Business Enterprise (CBE) - Vendor that meets that state’s requirements to be a certified
business enterprise by the Florida Office of Supplier Diversity. These vendors have designated codes to
identify their minority status in MFMP and MFMP customers can view them.
Change Order - Changes an existing purchase order, by making changes to the requisition.
MFMP System Administrator Manual | 45
Commodity - An item of physical property customers order and vendors deliver. This is also known as a
good.
Commodity Code - A system of numbers (with descriptions) designed to identify and list commodities or
services by categories and classes in MFMP.
Confidential Information - Information exempt from public records requirements under state or federal
statutes.
Contract - A formal agreement set up electronically in MFMP.
Dashboard - The MFMP home page that customers customize for their work needs.
Delay Purchase Until - Requisitions created with a Delay Purchase Until date proceed through the
approval flow and MFMP holds them until the specified date; on that date, MFMP releases them to
FLAIR (if encumbered) and the vendor.
Delegated Approval Authority - Authority to approve requests on behalf of the original approver, only
when designated. (See also Approval Authority)
Delegatee - Someone with ‘delegated approval’ authority on behalf of another customer. The delegate
receives and approves requisitions and invoice reconciliations for the original customer.
Delegator - Customer who assigns approval authority to another customer.
Desktop Receiving - Original requester responsible for completing the receipt when agency receives
purchases.
eForm - An electronic form.
Encumbrance - The number associated to a request to reserve funds for a purchase in FLAIR, the state’s
financial system. You can automatically mark a requisition to encumber funds through
MyFloridaMarketPlace and FLAIR. You can pay MFMP or FLAIR encumbrance s through MFMP.
eProcurement - Applies eCommerce technology to streamline the purchasing process; integrates
customer and vendor business processes.
eQuote - Electronic quotation for goods and/or services submitted to vendors who respond
electronically.
Exception - Variances between the purchase order, receipt (if applicable), and the invoice reconciliation
including Amount Variance Exception, Accounting Verification Exception, etc. Agencies must accept or
reconcile these exceptions to process invoice reconciliations.
Exception Handler - The first Finance and Accounting approver for an Invoice Reconciliation that is
responsible for reconciling all exceptions.
Groups – Categories of permissions assigned by the agency system administrator to control the leve l of
access a customer can have to system functions, notifications or operations.
Invoice - A document, written or electronic, delivered to the ‘Bill To’ address indicated on the purchase
order itemizing the goods and/or services the vendor provided, associated costs, and the total costs.
Invoice Manger - The final agency approver for an IR.
Invoice Reconciliation (IR) - When you submit an Invoice in MFMP or a vendor submits an electronic
invoice (eInvoice), MFMP creates invoice reconciliations (IR). IRs di splays all exceptions (differences
between the order, invoice and receipt if applicable) that must be reconciled before the IR is approved
for payment. IRs can be submitted to FLAIR for disbursement requests.
IR Sequence Number - The numbers that appear after the dash (“-“) in the IR number, for example, in
IR1100140684-1526335 the IR sequence number is 1526335.
Line Item - One item on an order, regardless of quantity.
Line Item Catalog - MFMP enters state term contracts in the system as searchable line items. MFMP
populates Line Item Catalogs with the supplier location, vendor name, commodity code, and unit price
and part number if applicable. Customers select line items for their requisitions.
MFMP System Administrator Manual | 46
Log Out Warning - When your session has been idle for 29 minutes, a Logout Warning popup, with a
countdown of 60 seconds appears on the screen.
Menu Bar - Provides direct access for the customer to open the home page, log out, preferences, tips,
currency, and online help; located at the top of the screen.
Method of Procurement (MOP) - Indicates the statutory authority you are using to make a purchase.
MyFloridaMarketPlace (MFMP) - The State of Florida eProcurement program represented by four main
applications: Buyer, Sourcing, Analysis, and the Vendor Information Portal (VIP).
Need By Date - Date when the customer needs to receive an item or services from the vendor.
Non-catalog Item - An item not listed in a line item catalog or a Punchout catalog. The customer
manually enters the detail information for the desired item.
On Behalf Of (OBO) - Requester’s can specify if they are creating a requisition on behalf of another user.
The OBO will be responsible for receiving goods for the order or approving the IR for services.
Parallel Approver - Approvers that receive the same transaction simultaneously. The transaction cannot
fully process until all the approvers approve it.
Preparer - Customer who actually created a requisition “On Behalf Of” another customer; the “On
Behalf Of” customer is the Requester.
Price Variance Exception - Exception that occurs when the price on the invoice line item is different
from the price on the purchase order line item.
Purchasing Unit Identifier (PUI) - Number that identifies customer’s purchasing unit and defaults based
on the requester’s profile. MFMP uses the PUI for transaction routing purposes.
Punchout Catalog - Customers “punchout ” from MFMP to a vendor website to purchase items directly;
items then populate in line item form on the MFMP requisition.
Purchasing Card (PCard) - A State of Florida bank card issued to state employees for the payment of
commodities and services. Agencies identify requisitions they wish to pay with a PCard.
Purchase Order (PO) - Created when a requisition completes the approval process in MFMP.
MyFloridaMarketPlace sends POs to the chosen supplier by fax, email, or through the vendor’s ASN
account (depending on the vendor’s preferred method). Encumbered orders generate an alphanumeric
PO number and unencumbered orders generate a “PO” number.
Quantity Variance Exception - Exception that occurs when the quantity on the invoice line item is
different from the quantity left to invoice on the purchase order line item.
Receipt - Electronic receiving report the requester or On Behalf of completes when he or she receives
the commodity on a purchase order. (Complete receipts in compliance with section 215.422, Florida
Statutes.)
Received Quantity Variance Exception - Exception that occurs when the quantity field on the invoice
line item is different from the quantity left to invoice on the receipt line item.
Reconcile - Resolving exceptions contained on the invoice reconciliation (IR) . The On Behalf Of is also
responsible for reconciling IRs for services in order to verify that services were rendered.
Redact - To obscure or remove confidential information before scanning and attaching a document into
MFMP.
Release - Purchase order created against an MFMP Contract to notify a vendor to ship products or
services as designated on the contract.
Requester - Customer designated in the On Behalf Of field on a requisition who establishes the need for
procuring goods or services.
Requisition (PR) - A request to identify a need to procure a commodity and/or service. Once the
requisition completes the approval process, MFMP generates a PO and transmits it to the vendor.
Requisition Number - Unique identifying number MFMP assigns to each requisition.
MFMP System Administrator Manual | 47
Roles - PUI-specific assignment used for routing purposes in the approved workflow. Customers may
have no roles or multiple roles based upon their responsibilities. Roles do not provide any access and
groups are used for assigning permissions.
Services - Work a vendor provides that does not include the manufacturing or delivery of goods.
Session - A single period of time a customer logs in to use the MyFloridaMarketPlace system. A
customer’s session will time-out after 30 minutes of inactivity. See also Log Out Warning
Ship To Address - The physical address set up to identify where vendors deliver commodities and/or
provide services.
Sourcing - Electronic application used to develop and manage both strategic sourcing procurements
(RFI, RFP, RFQ, ITB, and ITN) and electronic quotes (eQuotes).
Split Accounting - Allows customers to split the cost of a line between different accounts, organizations,
and/or funds. At the line item level, customers can specify a split for the charge across multiple accounts
by percentage, quantity, or total amount.
Transaction Fee - Effective July 1, 2003, the state instituted, through Rule 60A-1 of the Florida
Administrative Code (F.A.C.), a transaction fee for procurement transactions to provide funding for
state-of-the-art purchasing tools and technology.
Two-way Match - Process by which MFMP matches the purchase order and invoice to check for
variances in quantity or amount, and applies to all orders for services.
Three-way Match - Process by which the system matches the purchase order, receipt, and invoice to
check for variances in quantity or amount. This applies to all orders for commodities.
Unmatched Invoice - Exception that occurs when MFMP is unable to match a purchase order to the
eInvoice. These IR’s are rejected on the agency’s behalf. Agencies can coordinate with vendors to
receive the invoice with an adequate purchase order.
Unmatched Line Item - Exception that occurs when the vendor or agency customer creates eInvoices or
Invoices against an unknown line number of the purchase order.
User Profile - Specific customer’s MFMP preferences and settings, in addition to roles and groups in the
system.
Vendor - Businesses registered with MFMP to conduct business with the State of Florida and its entities.
Watcher (Optional Approver) - Customer the agency added to an approval flow to monitor a
transaction, but without authority to approve or deny.
MFMP System Administrator Manual | 48
MFMP Resources
Customer Service Desk (CSD)
Contact the MFMP CSD at [email protected] or (866) 352-3776 for assistance with
MFMP, eQuote, MFMP Sourcing and VIP Technical assistance.
For password resets use the password reset functionality or contact your agency System Administrator.
Please note that the password synchronization between MFMP Buyer and MFMP Sourcing happens
twice a day, once at 6:45 PM and once at 12:45 PM.
MFMP Buyer
https://Buyer.MyFloridaMarketPlace.com/
MFMP Analysis
http://Analysis.MyFloridaMarketPlace.com/
MFMP Sourcing
https://Sourcing.MyFloridaMarketPlace.com/Sourcing/Main?System&passwordadapter=PasswordAdapt
er1
MFMP Website

Main website: http://www.dms.myflorida.com/mfmp/agencycustomers

Meeting materials http://www.dms.myflorida.com/mfmp/agencycustomer/meetingmaterials

Manuals and Job aids http://www.dms.myflorida.com/mfmp/jobaids
MFMP University

Local Registration: http://www.dms.myflorida.com/mfmp/agencycustomer/registration

Statewide Registration:
http://www.dms.myflorida.com/mfmp/agencycustomer/statewideregistration

Exclusive MFMP online training: http://www.dms.myflorida.com/mfmp_buyer_tours

Training materials: http://www.dms.myflorida.com/mfmp/agencycustomer/trainingmaterials
Vendor Searches
Vendor Information Portal: https://Vendor.MyFloridaMarketPlace.com/

Username and password: ‘publicuser’ (enter in lower case)
MFMP System Administrator Manual | 49
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