Florida Department of Management Services s1

Florida Department of Management Services MyFloridaMarketPlace

Change Review Board (CRB) Meeting Minutes 04/03/2006 9:00 AM

Type of meeting: Working session of CRB with a focus on reviewing and prioritizing current submitted Change Requests

Attendees: Stacy Arias (HSMV), Claudia Cooper (DCA), Christine Lynn (DFS), Darinda McLaughlin (DEP), Susanne McDaniel (DOH), Sharon Bussey (FWC), Robin Rollins (DOR), Laura Jennings (DJJ), Garrick Wright (MFMP), Kim Koegel (MFMP), Daymon Jensen (MFMP) Key Discussion Highlights: . Garrick Wright facilitated the meeting, and began by providing an overview of activities since the last CRB meeting, including the departure of Ommet as a Board member (and Chair). With no current Chairperson in place, Garrick has offered to continue to facilitate the meetings, with no voting rights. The group was fine with that approach. Stacy Arias suggested that DMS look at the PeopleFirst CRB to identify best practices. . Garrick highlighted that DMS is continuing to try to identify additional funds that can be used to support change requests for MyFloridaMarketPlace. As of the 4/3 CRB meeting, funds had not been secured. Garrick explained that he will go ahead and schedule a subsequent CRB meeting for 5/15/06; however, this meeting and future meetings to discuss requested changes will be canceled unless funds are secured. . Garrick discussed the outstanding items related to the CR form, including the addition of a signature line to the form. He also discussed the benefits of leaving the form in ‘Word’ format as opposed to locking it down (due to version control issues). He reiterated that agencies will have a copy of the original submitted form, and that this should serve as the record of the information sent by the agency. Stacy Arias suggested splitting up the form into two parts (an agency part and a board part) so that it is clear to agencies which fields need to be completed by the agency. . Stacy Arias asked whether DMS has included funds within their LBR for MyFloridaMarketPlace Change Requests. Garrick indicated that he would need to follow up to confirm, but that he was aware that Secretary Lewis was having discussions with colleagues at other agencies regarding availability of funds. . Garrick reviewed the following changes to the CR list: 1) the removal of 2 items (CR 335 and 342) by DOH that had been completed through an operational data update 2) updating CR 347 to be a ‘Billing and Collections’ CR as opposed to a Vendor Registration CR 3) the addition of supporting text for CR 226 4) the removal of CR 263 from the spreadsheet- as this was completed when the Method of Procurement field was redesigned and implemented 5) the addition of the ASN Link change request and the Password eForm change request 6) the removal of the CR related to the ‘Vendor Location not copying over to the requisition’ as this has since been corrected through a SIR . Daymon Jensen provided context around the change requests for the ASN link removal and the Password eForm. Garrick stated that these change requests will be completed regardless of available funding- but if prioritized as one of the top 5 will just take man hours away from other competing requests. . Stacy Arias reiterated the need for the group to think broader (i.e., outside of their own agency) when considering change requests and how they impact all users. . The group reviewed each of the listed change requests, and assigned a “high,” “medium,” or “low” indicator to each. They also indicated specific ones where more information might be needed. After completing the review, there were 5 that the group was able to prioritize as ones for which they’d like to see more detailed estimates. . The top 5 are as follows (in this priority): 1) 228: Need current amount shown on PO with links back to the Invoice 2) View transaction date in queue 3) Hold until requisitions (ability for users to have edit capabilities when a PO date is in the future and is sitting in the FLAIR approval queue) 4) 226: Vendor address on IR Form (i.e., the ‘Remit’ To address on the IR) 5) 254: Request that commodity codes be populated on PRs from punch-out sites . Action Item (Garrick Wright): Post CR form to Toolkit.