MyFloridaMarketPlace. equote Training State Agencies

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1 MyFloridaMarketPlace equote Training State Agencies 1

2 What is an equote When to use an equote Benefits Creating an equote Managing equotes Awarding & Viewing Results Resources Agenda

3 What is an equote When to use an equote Benefits Creating an equote Managing equotes Awarding & Viewing Results Resources Agenda

4 What is an equote? equote is a function of the MyFloridaMarketPlace (MFMP) Sourcing application. Buyers issue informal quotes (equotes) to a small group of vendors. - Those vendors receive equote requests directly in their Inboxes as well as in Sourcing, and respond electronically to the equote within the Sourcing application.

5 What is an equote When to use an equote Benefits Creating an equote Managing equotes Awarding & Viewing Results Resources Agenda

6 When to use an equote When do you use an equote? Launch your agency s informal quotes in MyFloridaMarketPlace (MFMP) Sourcing for goods and services for: - Purchases less than $35,000 (Category Two threshold). - To request quotes off state term contracts.

7 What is an equote When to use an equote Benefits Creating an equote Managing equotes Awarding & Viewing Results Resources Agenda

8 Benefits of equotes Web-based paperless application. Similar look and feel to MFMP Buyer and Analysis. Small "i" icons throughout the screens display information about the particular field. Sourcing auto-saves your work. Detailed error messages. Consistency in requests to vendors. Easy to repeat for example: For quarterly buys, copy the previously created event and update it to current quarter s needs. Score vendor responses.

9 Benefits of equotes Capture and store all content related to the request in one location. Functionality for vendors is generally the same for formal competitive solicitations and for informal quick quotes (equotes). MFMP Sourcing s notifications to vendors based on their selected commodity codes. Event clock clearly shows time remaining to respond. History of vendor responses to the equote. Download all responses as necessary, i.e., public records requests. Data available to help auto-populate requisition. Download awarded response and specifications for reference in building the requisition in MFMP Buyer.

10 What is an equote When to use an equote Benefits Creating an equote Managing equotes Awarding & Viewing Results Resources Agenda

Creating an equote To create an equote from a requisition, you will access Buyer: https://buyer.myfloridamarketplace.

11 Creating an equote To create an equote from a requisition, you will access Buyer: If you do not have a username and password, refer to the Resources" section of this training and work with your agency MyFloridaMarketPlace System Administrator to get access once you complete this training. Tip: Click the link above from this presentation to open the website and then save it to your Favorites as Buyer Production.

12 Creating an equote Customers with requisite access will navigate to the Create menu to start the requisition process Select Create from the top menu and a drop down will appear. Click Requisition.

13 Creating an equote For equotes you will select Non-Catalog Item Click Create Non-Catalog Item

14 Create the Line Item(s) for your equote Creating an equote Add a full description of the line item. This description will become the actual line item in your event for vendors to respond to. Choose a Commodity Code. Select Method of Procurement B, F or 16. Add the Quantity. Add the Price. Select Update Total. Click OK.

15 Creating an equote Requisition summary Add a Title to your requisition. Select Edit in the Line Items section.

16 Creating an equote Requisition line item details You may receive a notice at the top of the page to validate fields marked with an asterisk. Make sure the required fields are populated. Use the drop down menus to validate the fields. To have a valid requisition you must select a vendor location. Scroll down the entire page to ensure all fields are populated correctly. Select OK.

17 Create an MFMP equote event Select the link Create an MFMP equote event. This will take you to the Sourcing application. Creating an equote If you do not have Sourcing access you will not see this link, and you will need to work with your system administrator to get access to Sourcing.

Creating an equote After clicking the Create an MFMP equote event link in Buyer, you will login to Sourcing If you do not have a username and password, refer to the Resources" section of this

18 Creating an equote After clicking the Create an MFMP equote event link in Buyer, you will login to Sourcing If you do not have a username and password, refer to the Resources" section of this training and work with your agency MyFloridaMarketPlace System Administrator to get Sourcing access once you complete this training. Tip: Click the link above from this presentation to open the website and then save it to your Favorites as Sourcing Production.

Creating an equote For customers that choose to create an equote directly in Sourcing (not through a requisition), you will login to Sourcing using the following link: https://sourcing.

19 Creating an equote For customers that choose to create an equote directly in Sourcing (not through a requisition), you will login to Sourcing using the following link: If you do not have a username and password, refer to the Resources" section of this training and work with your agency MyFloridaMarketPlace System Administrator to get Sourcing access once you complete this training. Tip: Click the link above from this presentation to open the website and then save it to your Favorites as Sourcing Production.

You ll notice some fields are already prepopulated if the equote was created from a requisition.

20 Create Sourcing project Creating an equote Add the description and select your department to create the equote. Complete all required fields marked with an asterisk. You ll notice some fields are already prepopulated if the equote was created from a requisition. It is best practice to leave No for the Notify Vendors field. You will select vendors in a later step. Notify Vendors? Selected Commodity Code Suppliers Notified? Manually Included Suppliers Notified? Public Access? When you select Yes: When you select No: Yes Yes Yes No Yes No

21 Creating an equote Step 1: Rules Page Event Rules control how the event works. You need to complete the following sections: Timing Rules select the timing for your event; how long you will accept vendor responses. Market Feedback select whether you will be able to view responses in Sourcing before the event closes. Message Board identifies which address you will use to receive messages from vendors.

22 Creating an equote Step 2: Team Page Sourcing automatically adds whomever was chosen as the equote creator from the requisition as the project owner. You can add additional team members if desired.

23 Step 3: Supplier Page Creating an equote Use the following sites to find a list of vendors (including certified minority business enterprises). VIP Admin Username and password: "publicuser Office of Supplier Diversity On-line directory of certified minority vendors

24 Creating an equote Step 3: Supplier Page Add suppliers you want to respond On this Suppliers Page you add only the vendors / participants you want to invite to participate and receive notices of this equote. Select Invite Participants.

25 Step 3: Supplier Page, Participant Search Creating an equote Search and add vendors by Organizational (Company) Name. Only Commodities or Supplier fields will return search results. MFMP recommends inviting a minimum of three vendors and maximum of 12. Florida does not use "approved commodities". Once you ve selected your suppliers, click OK.

26 Step 4: Content Page Vendors see and respond to your equote content. Typical content includes: - Introductory text, contact information, and instructions for vendors, participants, in equote - Scope and purpose of the quote - Terms and conditions related to using MyFloridaMarketPlace - Questions for participants to answer - Requirements participants must meet - Attachments for participants to view or populate Creating an equote If created from a requisition, line items will automatically be added as sections on the equote.

27 Step 4: Content Page required fields Creating an equote equote Section Field Field Type Section 1: Overview Requester Text Section 1: Overview Requester Text Section 1: Overview Requester Phone Text Section 1: Overview Ship-To Address: Text Section 1: Overview Delivery Needed By: Date Section 1: Overview Rush Delivery: (Two Business Days) Yes/No Section 1: Overview Freight Terms Drop down selectable Section 2: Purpose and Scope Additional Information Text Section 2: Purpose and Scope Substitute Products: Will accept substitute products? Yes/No

28 Step 4: Content Page vendor response Creating an equote In these sections you build your equote and provide space for vendors to respond. equote Section Field Field Type Section 3: Notes/Attachments Section, Lot, Question, Requirement, Attachment, Cost Terms, Formula, Content From Library, Edit Variable Section 4: Vendor Response Section, Lot, Question, Requirement, Attachment, Cost Terms, Formula, Content From Library, Edit Variable

29 Step 4: Content Page Answer types field for questions Creating an equote Drop Down List Vendor Response Option Response Field Type Text single line (4000 character limit) Provides single line free text box for vendor to input response Text/Number Text multiple line (Unlimited characters) Provides free text box with multiple lines for vendor to input response Text/Number Whole Number Accept whole number values (decimals are automatically removed) Number Decimal Number Accept decimal number values (set number of decimals places) Number Date Accept a date value Date Money Accept a dollar amount (USD) Number Yes/No "Yes" or "No" value Yes/No Attachment Attach a file Attachment Percentage Accept a percentage value (set number of decimals places) Number Quantity Accept a quantity value (each) Number

Creating an equote Step 4: Content Page Section 1 Section 2 Section 3 Build content in section one through four to have a complete equote that includes space where vendors respond.

30 Creating an equote Step 4: Content Page Section 1 Section 2 Section 3 Build content in section one through four to have a complete equote that includes space where vendors respond. Section(s) will be created for each requisition line item (starting at section 5) for equotes created from requisitions. If created from a requisition, the Requisition ID field is prepopulated with the requisition number. This field should not be changed. Any changes needed for elements populated from a requisition must be updated in the requisition in Buyer. Section 4

31 Creating an equote Step 4: Content Page Add requirement Requirements are read-only. Use requirement for absolute conditions. If a vendor can t meet them, you cannot consider the vendor. Select the checkbox next to section 3. Click the Add drop down and select Requirement.

32 Creating an equote Step 4: Content Page Add requirement Type your requirement. Select "Yes" for visible to participant. Keep team access control blank. Click Done.

33 Creating an equote Step 4: Content Page Add questions Questions you build provide space where vendors respond. Example questions may be: Do you offer an extended warranty on your items? What is your company annual sales revenue/volume for your product/service in U.S. dollars? Select the checkbox next to section 4. Click the Add drop down and select Question.

Select "Yes, Participant Required for response required field.

34 Creating an equote Step 4: Content Page Add answer type Add your question in the Name box. Select "Any Value" for acceptable values field. Select "Yes, Participant Required for response required field. Select "Yes" for visible to participant. Select "No" for Participant can add additional comments and attachments. Click "Done.

35 Creating an equote View as vendor participant From the Content Tab, use the Actions drop down on the right side of the screen to "View as Participant." You can see what your equote will look like to vendors.

36 Creating an equote View as vendor participant then proceed to summary of event View the responses to ensure vendors are able to respond to your questions. Click "End Preview" at the top left to exit and return to your equote. Then select Next to view your Summary in Step 5.

37 Creating an equote Step 5: Summary Page Review your equote Use the Summary Page to check your content before you publish your equote. Use the left navigation panel to return to a step to make edits. To edit the overview, in the Summary section select the Actions drop down and then select Edit Overview.

38 Creating an equote Edit requisition to update equote (if applicable) If you need to edit elements (line items, commodity code, etc.) of the equote that were created from the requisition, login to Buyer and select the requisition. Once open it will take you to the Summary page. Select the Edit button to make your changes.

Reset the equote in Buyer (if applicable) Creating an equote You are now able to edit your requisition. Make your changes. In the Reset MFMP equote Event field select Yes.

39 Reset the equote in Buyer (if applicable) Creating an equote You are now able to edit your requisition. Make your changes. In the Reset MFMP equote Event field select Yes. Select the link, Create an MFMP equote event. You will need to log back into Sourcing to complete the equote process. You are able to reset your event while in either Draft or Canceled status.

40 Creating an equote Reset your equote from the requisition when line items need to be added or removed (if applicable). Note: the reset option is only available when the equote event is in Draft or Canceled status. Customers will not be prevented from editing requisitions with associated equote events, however, if these changes are made in the equote they will not properly update in the requisition.

Creating an equote Step 5: Summary Page Publish your equote If your equote was created from a requisition and you need to edit line items, you will need to complete this in the

41 Creating an equote Step 5: Summary Page Publish your equote If your equote was created from a requisition and you need to edit line items, you will need to complete this in the requisition in Buyer and reset the equote before you select Publish. If there are no more edits, click Publish. Publish generates notifications to the vendors you invited on the Supplier tab.

42 What is an equote When to use an equote Benefits Creating an equote Managing equotes Awarding & Viewing Results Resources Agenda

43 Viewing equote from requisition (if applicable) Managing equotes If you have Sourcing access, you can navigate to the equote from the requisition by logging in to Buyer. Note: you will notice you no longer have the capability of resetting your equote once it has been published.

44 Vendor view Managing equotes Vendors that accept to participate in electronic solicitations in their VIP (Vendor Information Portal) account, can login to Sourcing to participate in the solicitation events, including equotes.

Managing equotes Vendor view Once a vendor logs into Sourcing using his/her username and password, this view shows: My Events solicitation events to which the vendor was already invited/joined.

45 Managing equotes Vendor view Once a vendor logs into Sourcing using his/her username and password, this view shows: My Events solicitation events to which the vendor was already invited/joined. Public Events solicitation events, not yet joined, matching at least one of the vendor s selected commodity codes; vendors must "join" to respond to the solicitation. Event 1 Event 2 Event 3 This area will include a short description of the event.

46 Managing equotes Vendor view The clock shows the remaining time until the solicitation event closes. - Vendors who wish to respond must click on "Review Agreement" and accept the terms of this agreement. Vendors can download or print event materials, or decline to respond.

47 Vendor view Managing equotes "Review and Accept Agreement" link displays the terms of the agreement vendors must accept to submit an official response. MyFloridaMarketPlace registered vendors already accepted the terms of use of the MyFloridaMarketPlace system.

48 Managing equotes Vendor view Vendors review the content of the equote. Vendors respond in the Submit Response section. After drafting a response, vendor must select "Submit Entire Response" to send responses for evaluation.

Messages tab is used to monitor vendor messages Project owners and vendors exchange messages within Sourcing Use the Messages tab to see Received messages Sourcing sends messages to each recipient's

49 Messages tab is used to monitor vendor messages Project owners and vendors exchange messages within Sourcing Use the Messages tab to see Received messages Sourcing sends messages to each recipient's address Managing equotes Unread messages display in bold. Select Messages and click View, Respond or Delete as necessary. View message text by clicking the Subject of the message from this screen.

Managing equotes Replying to messages Select recipients. Update subject line. The event ID is the default prefix. Compose your message. Click send.

50 Managing equotes Replying to messages Select recipients. Update subject line. The event ID is the default prefix. Compose your message. Click send. When you send a message, the recipients see: A pop up in the lower right hand corner of their browser windows if they are logged in to Sourcing. A message on their My Messages or Message tab list. And they will receive an , based on the main contact addresses in their vendor registration profiles.

51 Managing equotes Access and manage equote from your dashboard Use the Recently Viewed or My Documents boxes on your Sourcing Dashboard to access your equotes.

Managing equotes Use dashboard tabs to monitor In your equote, use the tabs to monitor. Overview tab looks similar to the summary page before you launched.

52 Managing equotes Use dashboard tabs to monitor In your equote, use the tabs to monitor. Overview tab looks similar to the summary page before you launched. Content tab contains the content you have entered for vendors to see. Suppliers tab shows the vendors you added to the quote. Messages tab contains any messages you receive from vendors (we'll look at this tab in more detail later). Log tab tracks all activity related to your quote. Award tab is where you will make the final award once the event closes.

53 Managing equotes Notifications alert A yellow icon next to "Notifications" displays on your Dashboard when you have messages.

54 Managing equotes Actions button Use the Actions button to manage any needed changes.

55 Managing equotes Pause event Access event. Go to Overview tab. Use the Actions drop down menu. Select Pause Event to make changes. Note: If the equote was created from a requisition and line item(s) are changed in the equote, it will not populate back to the requisition.

56 Managing equotes Paused event Time Remaining clock changes to "Paused."

57 Managing equotes Edit event Select Edit under the Actions drop down menu. Proceed with necessary edits. Note: If the equote was created from a requisition and line item(s) are changed in the equote, it will not populate back to the requisition.

58 Managing equotes Update event Summary page displays your pending changes. Click "Update" to incorporate your changes into the event.

59 Managing equotes Update event Select how or if you want to notify vendors that already responded, about your changes. Default selection is to "Keep and . Sourcing will notify vendors that already responded so they can review their responses and update if needed.

60 Managing equotes Update event Confirmation Sourcing published your updated event. Click "Monitor" to return to event page. Resume the event.

61 Managing equotes Resume event From Content tab, click "Actions" button. Click "Resume Event" to start the clock again. Clock resumes from where you paused it.

62 What is an equote When to use an equote Benefits Creating an equote Managing equotes Awarding & Viewing Results Resources Agenda

63 Review vendor responses on the content tab Click content tab Awarding & Viewing Results In the Content tab you can review vendor responses. Yellow star icons indicate lowest price offered.

Create manual and optimization scenarios Click Scenario tab Awarding & Viewing Results Create both manual and optimization scenarios for comparison purposes.

64 Create manual and optimization scenarios Click Scenario tab Awarding & Viewing Results Create both manual and optimization scenarios for comparison purposes. This leverages Sourcing s ability to show you different approaches to select vendors that include the overall lowest price. To use optimization, your equote must include line items. To begin, click the Scenario tab to build a Manual scenario.

65 Awarding & Viewing Results Create a manual scenario Click "Create." Select "Manual Scenario."

66 Use manual scenario to select vendor(s) Awarding & Viewing Results Name your scenario, e.g., Manual Scenario. You can award all items to one vendor, or one vendor to each item. Use the drop down menu for each item to select vendor(s). Click "Done" to save the scenario.

67 Awarding & Viewing Results Review the award summary and save scenario Click the "Summary" tab to view award scenario summary. Click Award Proposal Details tab to view award scenario details again. To save a scenario, click "Done.

68 Create an optimization award scenario Next create optimized scenarios Awarding & Viewing Results Click "Create. Select "Optimization Scenario.

69 Create an optimization scenario Optimize price with minimal suppliers Awarding & Viewing Results Click the "Scenario" tab. Your eqoute must include line items to use optimization. Name your scenario. Set "Minimum Coverage" to Yes. Click "Optimize.

70 Create an optimization scenario Optimize price with minimal suppliers Awarding & Viewing Results Click "Continue.

71 Create an optimization scenario Optimize price with multiple suppliers Awarding & Viewing Results Click the "Scenario" tab. Your eqoute must include line items to use optimization. Name your scenario. Set "Minimum Coverage" to No. Click "Optimize.

72 Create an optimization scenario Optimize price with multiple suppliers Awarding & Viewing Results Click the "Scenario" tab. Your eqoute must include line items to use optimization. Name your scenario. Set "Minimum Coverage" to No. Click "Optimize.

73 Create an optimization scenario Optimize price with multiple suppliers Awarding & Viewing Results Click "Continue.

74 Review the scenario details Manual or optimized scenarios Awarding & Viewing Results Review manual and/or optimized award scenario details. Click "Award Proposal Details" tab to view detailed information about the award scenario. Click "Summary" tab to view summary or scenario.

75 Review the award summary Awarding & Viewing Results Click the "Summary" tab to view the award scenario summary. Click the Award Proposal Details tab to view the award scenario details again. To save the scenario, click "Done.

Review summary of scenarios Comparison of scenarios you created Awarding & Viewing Results From the "Scenario" tab view a comparison of the scenarios you created.

76 Review summary of scenarios Comparison of scenarios you created Awarding & Viewing Results From the "Scenario" tab view a comparison of the scenarios you created. The extended Price column shows the extended price based on the scenario to help you make your decision. Use the radio button to select the scenario of your choice and click "View.

Awarding & Viewing Results Submit for award Click "Submit for Award" when you are ready to complete the equote. If created from a requisition, the award results will populate in the requisition.

77 Awarding & Viewing Results Submit for award Click "Submit for Award" when you are ready to complete the equote. If created from a requisition, the award results will populate in the requisition. If created from a requisition, you must award the vendor in the equote for the information to populate in the requisition. Closing the equote does not update the requisition. Note: Encumbered requisitions cannot have multiple vendors when the equote is created from a requisition.

78 Choose to notify the vendors Awarding & Viewing Results Notifying vendors here is optional. - Awarded participants - Non-Awarded participants Use Customize Award s to customize messages as necessary, keeping information in brackets unchanged. Uncheck the notification boxes if your agency prefers not to notify vendors at this point.

79 Export equote content in Sourcing Awarding & Viewing Results Export Award Results Excel sheet contains award results with a list of item(s) with their description, quantity, price, and the name of vendor(s). Export All Vendor Responses Excel sheet contains equote content including: requester information, shipping details, terms and conditions, and all vendor responses. Download All Vendor Attachments (if applicable) Zip file contains all vendor attachments. Print Event Information Word document contains commodity code(s), equote ID#, and department name.

80 Awarding & Viewing Results Use "Export Award Results" for Excel format From the Award tab, click "Excel export" to download the results of the items and vendor(s) you selected. Sourcing asks about saving the Excel document into your computer. Be sure pop-up blockers are not blocking this message.

81 Awarding & Viewing Results Use "Export All Vendor Responses" for an Excel spreadsheet with all the responses From the Content tab, use the small table icon to right of the Display field. Be sure responses displays in that field. Click the table icon to display the list of available options. Click "Export all rows."

82 Awarding & Viewing Results Use "Download All Supplier Attachments" for a zip file From the Content tab, click the Actions button on the right. Click "download all supplier attachments.

83 Awarding & Viewing Results Use "Print Event Information" for Word format From the Content tab, click the Actions button on the right. Click "print event information.

84 Export the equote reports when needed Awarding & Viewing Results From the Report tab, click the Download Reports button on the right. Click the report you need from the list."

85 Awarding & Viewing Results Viewing awarded equote in requisition (if applicable) Login to Buyer and select the requisition. Select Detail next to the line item you would like to view.

86 Awarding & Viewing Results Viewing awarded equote in requisition (if applicable) Line item details now display the awarded vendor(s) and their responses submitted through the equote in Sourcing. The line item price in the awarded vendor response will also populate in the requisition. You must select the location in the Vendor Location field. Once the requisition is updated with the equote award information, the requisition workflow will occur to process the requisition to a purchase order. Requisitions should not be fully approved until the equote is awarded. Select OK to go back to the requisition summary.

87 What is an equote When to use an equote Benefits Creating an equote Managing equotes Awarding & Viewing Results Resources Agenda

88 Resources Access Your agency MyFloridaMarketPlace system administrator will maintain access to equote by assigning either the Sourcing or Sourcing equote group in Buyer. User names and passwords in Buyer will be synchronized to Sourcing twice a day. Customers will maintain their passwords (and secret questions) in Buyer only.

89 Resources Training Upcoming Buyer Webinar Training Catalog of Online Agency Training Upcoming Vendor Training Opportunities Agency customers should encourage their vendors to complete equote training. MyFloridaMarketPlace recommends that agency equote customers work in the Buyer and Sourcing training environment to apply the knowledge gained from this training. equote Exercises have been prepared to assist with training activities. Additional resources can be found on the MyFloridaMarketPlace website.

90 Resources Links Buyer production environment Sourcing production environment Buyer training environment Sourcing training environment Tip: Click from this document to access the Buyer and Sourcing environments and then save them to your Favorites. Copying the addresses and ing them to others can compromise the URL so that it may not work correctly for you or your agency customers. For questions or assistance, contact the MFMP customer service desk at (866) or

MyFloridaMarketPlace (MFMP) Information Technology Staff Augmentation Services State Term Contract equote Training

MyFloridaMarketPlace (MFMP) Information Technology Staff Augmentation Services State Term Contract equote Training 1 Agenda Overview and Benefits of equotes Creating an equote Vendor View Managing equotes