Eric Ferraro MBA, PMP SPS/WAWF Project Director

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Presentation transcript:

Eric Ferraro MBA, PMP SPS/WAWF Project Director IUID and Wide Area Workflow (WAWF) DASN IUID Training # 4 14 July 2011 Eric Ferraro MBA, PMP SPS/WAWF Project Director

Mandatory system (web site) for DoD Invoice and Receipt Processing Wide Area Workflow Lower prompt pay interest penalties Lower DFAS processing fees Increase document visibility Instill standard processes https://wawf.eb.mil/

Navy WAWF Program Update Navy WAWF Leadership Eric Ferraro (PEO-EIS ) Katrin Dilli (DASN Acquisition and Logistics) Juan Arratia (FMO) Aaron Oeken (Navy WAWF Help Desk) Successes in FY 2011 to date Continuing to increase WAWF use (84%) Conducted two WAWF Training “Road Shows” WAWF v5.0 Technology Refresh (faster) and new look and feel “Save” Capability

Navy WAWF Program - Continued Challenges and Focus Areas Only 50% of ONE PAY invoices are in WAWF Note an additional 38% are electronic input Drive towards complete electronic processing RATES from DFAS (invoice, receiving report, contract data) Assist in Navy Financial Audit Readiness Continue to reduce delays in WAWF processing times and payment to vendors WAWF v5.2 Remove obstacles, facilitate problem solving and communicate with the WAWF user community to increase the Navy’s overall electronic commerce rates (currently only 37% “hands free”)

Local Processing Office (Certifies Funds are available) WAWF Process Overview 3 ways to input 1. Web Input 2. SFTP 3. EDI Vendor Creates/submits invoice and/or receiving report 1. DFAS Payment Office WAWF May automatically or manually trigger rejects/recall available May automatically suspend transactions pending review Manually re-enters failed transactions Processes electronic transactions 2. Govt. Inspector Receives email notification of awaiting actions. Accepts or rejects using WAWF. 3. Govt. Acceptor Receives email notification of awaiting actions. Accepts or rejects using WAWF. 4. Local Processing Office (Certifies Funds are available) Receives email notification of awaiting actions. Accepts or rejects using WAWF 5. DFAS Payment Office Receives email notification of awaiting actions. Researches any suspended transactions or rejects document to the initiator. 1. The process begins in the upper left corner with the vendor. The vendor is able to create and submit invoices and receiving reports. The vendor can submit data in one of three ways. Vendors may use the web-based entry forms. Or, the vendor may transmit data directly from their own systems using either file secure transfer protocol (SFTP) or electronic data interchange (EDI). May also View status of documents in the History folder. Correct and resubmit rejected documents. Void documents and receive e-mail notification of awaiting actions. 2. Once the receiving report is created in the WAWF (if the inspector is in the workflow) the inspector receives notification via e-mail that he or she is required to process a transaction in WAWF. Inspection is performed on-line in WAWF. If there is a problem with the data submitted by the vendor, the inspector may reject the transaction back. If the vendor did not submit the receiving report data in a timely manner or did not submit it at all, the inspector may initiate the receiving report, if the contract is NOT administered by DCMA. 3. In the next step, the acceptor receives an e-mail notification alerting him/her that acceptance is required. The acceptor can log on to WAWF and perform acceptance. Or, like the inspector, can reject a transaction back or initiate a receiving report. If inspection and acceptance is performed by the same person, this process can be combined in a single step. 4. Local Processing Officer (LPO) (if the LPO is in the work flow) will receive an e-mail notification requiring a review of the electronic versions of the contract, invoice and receiving report. The primary function of the LPO within WAWF is to certify documents prior to the documents being forwarded to DFAS. The LPO is not always involved in the process. Generally, this role is used to process Navy transactions ONE-PAY and CAPS-D payment systems. Additionally this is used for Misc.payment processing. 5. The Payment Office the receives notification of awaiting actions and also receives invoices and receiving report data into the entitlement system. The pay office reviews and rejects, with comments, improper invoices to the Vendor for correction and resubmission. The pay office is also responsible for managing transactions that fail to load into the entitlement systems, by either loading data such as contracts, mods, or vendor data into the system, allowing the transaction to reprocess successfully or by rejecting the transaction back to previous roles for correction. The payment office matches valid invoice and receiving report transactions to the contract, performs entitlement and prevalidation and releases a payment to the vendor. CCR (Central Contract Registration) – CAGE Code information is pulled from here. DAASC (Defense Automatic Addressing System Center) – DoDAAC information is pulled from here. EDA (Electronic Document Access) – contract information is pulled from here.

WAWF Document Types (Navy) Invoice and Receiving Report (Combo) Invoice as 2-in-1 Invoice (Fast Pay) Cost Voucher Navy Construction/Facilities Management Invoice Grant and Cooperative Agreement Voucher Navy Shipbuilding Invoice (Fixed Price) Miscellaneous Payment

Integrity - Service - Innovation WAWF User Roles Vendor Contractor or Supplier Valid Cage Code Centralized Contractor Registration (CCR) Inspector & Acceptor Requiring Activity, Contracting Officer Representative (COR), Quality Assurance Reviewer (QAR) Cost Voucher Reviewer/Approver Defense Contract Audit Agency (DCAA) Local Processing Office (LPO) Role used in situations where documents must be certified by a local office before forwarding to DFAS Integrity - Service - Innovation 4/7/2019

WAWF User Roles - continued Pay Official DFAS Paying Office Group Administration (GAM) Role is used by an individual selected at the organization/location level, that is charged with the responsibility of maintaining the users of his/her assigned organizations. View Only Can see documents in any status that have the Department of Defense Activity Address Code (DoDAAC) and corresponding role listed on them Integrity - Service - Innovation 4/7/2019

Documents are Routed By DoDAAC Codes WAWF Pre-Population Where EDA document is available, some WAWF routing DoDAACs will auto-populate Where EDA doc is loaded in an XML format, WAWF can use data to pre-populate CLIN data This is a quick overview of the WAWF process to expose you to the primary roles involved. The type of document and the DoDAACs identified will drive the processing path. For example, documents requiring an ACO or a DCAA signature will move through processing paths including those users. This flow chart outlines most of the primary roles that take action on transactions in WAWF. N65888 N00244

Obtaining your “role” Group Administrator Approves Navy DoDAAC Hierarchy established in WAWF (some examples): Navy/Commander US Pacific Fleet/Submarine Force Pacific/Submarine Squadron 11 Navy/NAVSEA/NSWC Crane Navy/HQ COMNAVRESFOR/Fleet Logistics Squadron VR 57 Go to WAWF URL: https://wawf.eb.mil/ New User? Registration User Authentication Type (User Id/Password or CAC) Data Capture Government Role Group Administrator Approves Email notifications

E-mail Notifications are Sent Standardized format is used Notifies users of action taken or Required Can utilize Outlook/WAWF features to manage e-mail notices

Helpful Hint for Vendors Utilize WAWF Functionality to Send E-mail Notifications to your Acceptor Users have ability to send notifications to additional e-mail addresses following an action. E-mail addresses are saved for future use after submitted.

Look for a WAWF Routing Table in Section G: Payment Instructions Helpful Hint Look for a WAWF Routing Table in Section G: Payment Instructions Document Type Indicate which invoice type vendor should use Contract Number N00173-07-C-5010 or GSA # if applicable Delivery Order Number (if applicable) If applicable Issued By N00173 Admin By Service/Supply Acceptor N00052 Ship To / Extension N03789 LPO (Certifier) Pay DoDAAC N68688 Acceptor Email Eric.ferraro@navy.mil

UIDs Unique Identifier (UID) is a number that uniquely identifies tangible items Provides asset accountability within the DoD Supply Chain Must include a Unique Identifier under the CLIN/SLIN/ELIN if the item meets the DFARS 252.211.7003 requirements UID tab appears when entering line item information

UIDs More information http://www.acq.osd.mil/dpap/pdi/uid/index.html Creating UIDs (Unique Identifiers) section of WAWF Web-Based Training https://wawftraining.eb.mil/xhtml/unauth/web/wbt/demo/UidOverview.htm

RFIDs Radio Frequency Identification (RFID) tags Shows how the various pallets, packages, boxes, containers, etc. of a shipment are put together Enter RFID information on Pack tab “Pack Later” - submitting the document and returning later to create the packaging information

MILSTRIPs If your government contract references a MILSTRIP document number for the contract line items, please include the MILSTRIP document number in the Wide Area Workflow (WAWF) receiving report information. After entering your Line Item information, enter the MILSTRIP information on the MILSTRIP TAB at the top of the page. Doing so will ensure timely processing of your payment request. Not all government contracts have a MILSTRIP document number. When the contract does not reference a MILSTRIP document number, leave the MILSTRIP field blank.

MILSTRIPs Military Standard Requisitioning and Issue Procedures (MILSTRIP) MILSTRIP tab appears when entering line item information The total quantities entered in the MILSTRIP Quantity field must be equal to the "Quantity Shipped" field on the Line Item Details page. May need to create a MILSTRIP entry with the word "NONE" in the number field to balance the quantities

WAWF Web Based Training Location: https://wawftraining.eb.mil/xhtml/unauth/web/wbt/WbtMainMenu.xhtml “Web Based Training” Link, then “WAWF WBT” Link Description: This Web-Based Training Course provides a first look at the Wide Area Workflow System. It is an overview of the different areas of WAWF. The WBT contains demos for navigating, and creating and working different type documents in the WAWF system.

Where to Find Additional Information DFAS Electronic Commerce End Users Tool Box Location: http://www.dfas.mil/contractorpay/electroniccommerce/ECToolBox.html Description: Web-Site that contains getting started guides, step-by-step procedures for processing WAWF transactions, interactive demonstrations of WAWF, links to other sites and more. Where to Find Additional Information Resources for vendor and government users!

Where to Find Additional Information Navy-Specific Materials Location: http://acquisition.navy.mil/content/view/full/99 Description: Links to government and vendor procedures, policy letters, briefing charts, training dates, Navy WAWF Engineering Change Proposals, etc.

Helpful Links WAWF Production WAWF “Sand Box” Training Site https://wawf.eb.mil/ WAWF “Sand Box” Training Site https://wawftraining.eb.mil/ WAWF Web-Based Training Site https://wawftraining.eb.mil/xhtml/unauth/web/wbt/WbtMainMenu.xhtml WAWF Software User’s Manual (SUM) https://wawf.eb.mil/SUM_RoboHelp_Web_Help/WAWF_SUM.htm DAASINQ (DoDAAC Query) https://www.daas.dla.mil/daasinq/ DoDAAD Committee (add, modify, delete DoDAACs) http://www.dla.mil/j-6/dlmso/Programs/Committees/DoDAAD/dodaad.asp

Helpful Links Electronic Document Access (EDA) Navy WAWF Site http://eda.ogden.disa.mil/ Navy WAWF Site https://acquisition.navy.mil/content/view/full/99 DFAS WAWF Site (including info on Vendor WAWF training) http://www.dfas.mil/dfas/ecommerce/wawf/info.html DFAS Electronic Commerce Site http://www.dfas.mil/dfas/ecommerce.html DoD UID Information http://www.acq.osd.mil/dpap/pdi/uid/index.html http://iuidtoolkit.com/overview/