WAWF e-Business Suite Federal Agencies Getting Started D Guidance 26-Jun: Would like to see a refresh of this title slide. Should be able to see representation of all services and civilians (i.e. humanitarian effort). Director would like for us to bring him a few recommendations of possible design refreshes. (8 Mar 2018)

Federal Agencies - Getting Started Help To implement the applications in WAWF e-Business Suite at your Federal Agency: Step 1. Identify the Federal Agency Functional Lead. Step 2. Ensure that the Federal Agency contracts currently active are assigned valid Location Codes. Step 3. Have your Federal Agency Location Codes added to the WAWF e-Business Suite Group Structure. Step 4. Determine who will function as the Federal Agency Group Administrator (GAM). Step 5. Set up the appropriate Federal Agency Payment Office. Step 6. Establish your Federal Agency Organizational Email Address. Step 7. If your Federal Agency has it’s own Help Desk, have the WAWF PMO update the Government Customer Support in the WAWF e-Business Suite with your Federal Agency’s Help Desk information. Step 8. Inform your Federal Agency Vendor Participants your Federal Agency will be using the WAWF e-Business Suite. Step 9. Complete the Form DD577 (Federal Agency Certifiers Only). Step 10. Set up your Federal Agency Personal Computers (PCs) to access the WAWF e-Business Suite. Step 11. Have your Federal Agency Users Self-Register on the WAWF e-Business Suite Web Site. Step 12. Have your Federal Agency GAM(s) activate the Federal Agency WAWF e-Business Suite users. Step 13. Have the Federal Agency WAWF e-Business Suite users practice using the WAWF e-Business Suite.

Federal Agencies Getting Started Step 1: Identify the functional lead This will be the primary person representing your Federal Agency to assist you in the deployment at your site. Return to the TOP of the page. Step 2: Ensure that contracts currently active are assigned valid DoDAACs. DoDAACs can be validated at https://www.transactionservices.dla.mil/daasinq/dodaac.asp?cu=d (External Link) Return to the TOP of the page. Step 3: Have your Federal Agecny Location Codes added to the proper Group Structure. Your Location Code/s must be added to the proper Group Structure before any personnel can self-register in the Wide Area Workflow e-Business Suite. If your Agency has multiple Location Codes they can all be added to your group at the same time. Optional Location Code extensions can be created to subdivide your Location Code into smaller units. Each Location Code and extension will have its own organizational e-mail address. The email addresses will be used to notify your sub-groups that an iRAPT document status has changed. To establish a Government Group for your Location Code, your Wide Area Workflow e-Business Suite POC needs to either call the Customer Support Center phone number or send an email to DISA Ogden. If your Federal Agency organization has multiple Location Codes, the Wide Area Workflow e-Business Suite Customer Support Center will assist in adding all your Location Codes to your Location Code Group Structure. (see Customer Support link) Phoned in requests will be activated online. Emailed requests will be processed within 48 hours after receipt. Return to the TOP of the page.

Federal Agencies Getting Started Step 4: Determine who will function as the Federal Agency Group Administrator (GAM) Your Federal Agency can determine who has access to the data in the Wide Area Workflow e-Business Suite. Your Federal Agency organizations shall appoint a Group Administrator (GAM) to manage and activate various users in their organization to give them access to the Wide Area Workflow e-Business Suite data. The GAM may be an individual tasked with security responsibilities or they may be someone else. It is up to your Federal Agency to determine who has this responsibility. GAMs are usually government employees; however contractors acting on behalf of the Government may be appointed as a GAM for the Government. To appoint a GAM, the Federal Agency must contact their existing GAM with information defining the identity of the designated GAM. Notification must be supported by an official appointment letter signed by the Federal Agency designating this responsibility to the individual(s). A copy of the appointment letter will be submitted electronically to the Ogden Customer Support Center. The initial deployment of a GAM for a new activity will start once the OST receives the GAM letter. Subsequent GAM requests are maintained by the Federal Agencies original/primary GAM. If you are unsure of your GAM, utilize the "Group Administrator Lookup" link located under the Help/Training button on the WAWF e-Business Suite homepage. If additional support is needed, please contact the WAWF e-Business Suite Customer Support Center by phone (1-866-618-5988) or email Customer Support. A sample of an official appointment letter is available on the WAWF e-Business Suite web site. See sample GAM Appointment letter. The GAM information is available for review to all WAWF e-Business Suite registered users. The GAM information is available on the WAWF e-Business Suite Training site. An overview of GAM responsibilities follows: 1. Manage Group Structure. 2. Administer Location Codes. 3. Look up group names and GAM information. 4. View and edit User Profile Information. 5. Activate (add) and deactivate users. 6. User Activation Reports. 7. Reset user passwords. 8. Reset certificates. Return to the TOP of the page.

Federal Agencies Getting Started Step 5: Notify appropriate payment office Notify your Federal Agency payment office and ensure that the office is registered and trained. Return to the TOP of the page. Step 6: Establish an organizational email address The applications in WAWF e-Business Suite routes information according to government DoDAACs. The WAWF e-Business Suite documents themselves do not get routed, but status information about the documents is sent. For example, email notices are sent when a vendor SUBMITS a document. Email notices are sent when the government ACCEPTS or REJECTS a document. Your Federal Agency must decide who has access to this organizational email account and how the Federal Agency email messages will be managed. Work with your LAN administrator to set up and test your organizational email address. The GAM or the Federal Agency WAWF e-Business Suite liaison shall provide the organizational email address to the Customer Support Center. Note: If you do not set up an organizational email address, the personal email address of the first person who self-registers from your Federal Agency DoDAAC will be used as the organizational email address. Return to the TOP of the page.

Federal Agencies Getting Started Step 7: Inform vendor participants that your Federal Agency will be using the applications in the WAWF e-Business Suite Inform vendor participants that your Federal Agency will be using the WAWF e-Business Suite and provide them with instructions on how to transition. The following reference is provided from Defense Federal Acquisition Regulations Supplement (DFARS) which is available at: http://www.acq.osd.mil/dpap/dars/dfars/index.htm (External Link) Subpart 232.70 - Electronic Submission and Processing Payments Requests 232.7003 - Procedures (a) the accepted electronic forms for transmission are: (a) The accepted electronic form for submission of payment requests and receiving reports is Wide Area Workflow (see website https://wawf.eb.mil/). (b) For payment of commercial transportation services provided under a Government rate tender or a contract for transportation services, the use of a DoD-approved electronic third party payment system or other exempted vendor payment/invoicing system (e.g., Powertrack, Transportation Financial Management System, and Cargo and Billing System) is permitted. (c) For submitting and processing payment requests and receiving reports for rendered health care services, use of TRICARE Encounter Data System as the electronic format is permitted. 232.7004 - Contract clause. Except as provided in 232.7002. (a)Use the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports, in solicitations and contracts, including solicitations and contracts using FAR part 12 procedures for the acquisition of commercial items. (b)Use the clause at 252.232-7006, Wide Area Workflow Payment Instructions, in solicitations and contracts, including solicitations and contracts using FAR part 12 procedures for the acquisition of commercial items. When 252.232-7003 is used, neither 232.7003(b) nor (c) apply. See PGI 232.7004 for instructions on completing the clause. Return to the TOP of the page.

Federal Agencies Getting Started Step 8: Complete Form DD577 if using DFAS Payment System (Certifiers only) Individuals in your organization appointed as certifiers are required to complete and submit a DD Form 577 Appointment/Termination Record - Authorized Signature. Open and complete form DD0577 entitled "APPOINTMENT/TERMINATION RECORD - AUTHORIZED SIGNATURE". Per Volume 5, Chapter 33, paragraph 330501: The DD Form 577 must specifically identify the types of payments, such as vendor pay, purchase card, centrally billed accounts, travel, transportation, and civilian pay to be certified. For individuals certifying miscellaneous vendor payments, the DD Form 577 must identify the specific type of miscellaneous payment, such as medical reimbursement, damage claims, or tuition assistance, to be certified. Block 14 of the DD Form 577 card should contain the following statement: To certify true electronic documents <list all specific types of miscellaneous payments> in iRAPT with a Local Processing Official (LPO) Role for <List the Agency/Activity at which each of you are located>. For electronic certification, a digitally signed DD Form 577 can be submitted via secure e-mail to dfas-incddd577@dfas.mil, per DoDFMR, Volume 5, Chapter 33, paragraph 330602. If DD Form 577 has a wet signature, the original is required to be mailed to the following address: Defense Finance & Accounting Service Center-Indianapolis Disbursing Operations, System Division (Col 135B) 8899 E 56th Street Indianapolis, IN 46249 SSNs need to be masked prior to uploading the document to a user account in WAWF e-Business Suite. Return to the TOP of the page.

Federal Agencies Getting Started Step 9: Set up PCs to access the WAWF e-Business Suite Work with your LAN administrator to set up the PCs of your Federal Agency organization's users to access the WAWF e-Business Suite. Please try using the WAWF e-Business Suite first and then if you experience problems check your set-up by selecting the "Machine Setup" link on the WAWF e-Business Suite home page or call the Ogden Help desk for assistance - for Ogden Help desk information select the "Customer Support" link on the WAWF e-Business Suite home page. A general outline of the steps is: 1. Verify Hardware adequacy. 2. Verify Software adequacy. 3. Plug-ins (if needed). 4. PKI Certificate Installation/Configuration and Browser Setup. 5. Establish Client Security. 6. Ensure current computer environment is functioning properly. Return to the TOP of the page.

Federal Agencies Getting Started Step 10: Have all users self-register on the WAWF e-Business Suite web site Every user of an application in the WAWF e-Business Suite must self-register on the WAWF e-Business Suite web site by completing the online registration form. Select the "Registration" button on the WAWF e-Business Suite home page and follow the instructions. If further assistance is needed, please contact the WAWF e-Business Suite Customer Service Center. Note: An Access Approval is automatically generated on registration. However, registration will not be activated until the online Access Approval has been approved by your supervisor. If a user's account has not been activated within 2 business days of self-registering, notify your Federal Agency GAM or WAWF e-Business Suite Customer Support Center. NOTE: Users must contact their GAM to DEACTIVATE their account when leaving the Federal Agency organization, changing roles, etc. Return to the TOP of the page.

Federal Agencies Getting Started Step 11: Practice Using applications in WAWF e-Business Suite. Online Training Site - Once you have completed steps 1-10, you may want to practice using applications in the WAWF e-Business Suite in the online training site. This site is for practice only. You can practice submitting documents for payment, and viewing and working on documents in the online training site. For Login Credentials to the Training Platform Please Contact - The WAWF Help Desk at 866-618-5988 or 520-533-9132 or 520-538-1925 or 520-538-4670. To practice in the online training site go to the following URL https://wawftraining.eb.mil/ (External Link). Return to the TOP of the page.

Federal Agencies Getting Started