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MyFloridaMarketPlace Commodity Code Change Management Process

Overview

This webpage provides a general overview of the MFMP commodity code change management process and describes the overall process for managing future changes to Florida’s version of the UNSPSC commodity code set, outlining each step in the commodity code change management process, including an overview and timeline of the update process. 

The commodity code change management process impacts all MFMP applications (Analysis, Buyer, Sourcing, Vendor Information Portal (VIP), and Vendor Bid System (VBS)) and other Florida enterprise systems such as the Office of Supplier Diversity (OSD), the Florida Accounting Information Resource (FLAIR), and the Florida Accountability Contract Tracking System (FACTS).

 Process Overview

Each State of Florida agency customer has the ability to submit a request to: rename a code, remove a code, renumber (move) a code, add a code, activate an existing code not yet active, and inactivate currently active codes. This process will be managed internally by the MFMP program and the implementation of a change will follow a process flow with numerous decision points.

The following is a simple overview of the governance process for changes initiated by agencies: 

  • Agency customer should review available codes on the UNSPSC website.
  • An agency may then submit a request to the MFMP Customer Service Desk
  • The request would then be escalated to the MFMP Production Support Team to add, update, or remove a code in MFMP. 
  • Upon reviewing the request and validating the requisite details, escalation would continue to MFMP DMS Team who will determine if the request will be escalated further for review or denied. 
  • If the request is escalated, it will be sent to the DMS Commodity Code Manager who will approve, deny, or submit the request to GS1 US and the UNSPSC governing body for consideration.
    • Codes available in the UNSPSC version currently enabled in MFMP will be added via the monthly Operational Data Update (ODU) process.
    • Codes available in a more recent UNSPSC version than the one currently enabled in MFMP will be added during the annual commodity code change management process.
    • Codes not currently available in the UNSPSC set will be submitted to the UNSPSC governing body.

According to the UNSPSC website, a new version of the UNSPSC set is released on an annual basis. As a voting member of the UNSPSC governing body, the DMS Commodity Code Manager may participate and vote during the process of determining the next version of the UNSPSC set. A change audit file is provided with the release of each UNSPSC set version to assist with management and implementation tasks. Upon release, the DMS Commodity Code Manager may then work with Commodity Code Review Team to review changes to the UNSPSC set and determine any respective changes to the State of Florida commodity code set. 

 Scheduling & Timing

The MFMP team will implement existing, approved codes in MFMP via the standard ODU process. The timeframe of the addition of new codes to the UNSPSC set will revolve around both the UNSPSC Governing Body voting process and the latest UNSPSC code set version release. The MFMP processes are dependent upon the UNSPSC processes to release a new code set and therefore may be impacted by changes in the UNSPSC Governing Body deadlines.  

The exact date for UNSPSC Governing Body voting changes each year, but usually occurs in the fall (around October or November). Customer requests to alter the State of Florida commodity codes must be submitted by the end of August each year to be appropriately incorporated into the UNSPSC processes. After the votes are tabulated, a new UNSPSC set is usually released between January and February of the following year. Once the DMS Commodity Code Manager receives the notification for the updated code set, they will work with the Commodity Code Review Team to determine the changes to incorporate in to a new version of the State of Florida commodity code set. This process will include considering changes to the UNSPSC code set based upon the new version as well as requests submitted to activate or inactivate codes that may have already existed in a previous UNSPSC set version. Once finalized, the MFMP team will implement the approved codes in MFMP and released to third party systems via the monthly update process. All updates will be communicated to the relevant parties.

A tentative schedule follows for the 2016 update process: