Process a Contract 1

Terminal Learning Objective Action: Process a Contract Conditions: FM Leaders in a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS. Standard: With a minimum of 80% accuracy (70% for international students), learners must demonstrate proficiency with: Communicate processing contracts with Standard Procurement System (SPS) and Invoice, Receipt, Acceptance and Property Transfer (IRAPT) formerly known as Wide Area Workflow (WAWF) Process a contract without SPS with IRAPT formerly known as WAWF Discuss processing contracts without SPS or IRAPT formerly known as WAWF Explain processing contracts with SPS without IRAPT formerly known as WAWF Show Slide #2: Terminal Learning Objective Facilitator's Note: Read/State TLO Action: Process a Contract Conditions: FM Leaders in a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS. Standard: With a minimum of 80% accuracy (70% for international students), learners must demonstrate proficiency with: - Communicate processing contracts with Standard Procurement System (SPS) and Invoice. Receipt, Acceptance and Property Transfer (IRAPT) formerly known as Wide Area Workflow (WAWF) - Process a contract without SPS with IRAPT formerly known as WAWF - Discuss processing contracts without SPS or IRAPT formerly known as WAWF - Explain processing contracts with SPS without IRAPT formerly known as WAWF 2

Agenda Process Contract with SPS & IRAPT formerly known as WAWF Process Contract without SPS with IRAPT formerly known as WAWF Process Contract without SPS or IRAPT formerly known as WAWF Process Contract with SPS without IRAPT formerly known as WAWF 3

Process Contract (P2P) with SPS & IRAPT formerly known as WAWF Battle Drill 1: Process Contract (P2P) with SPS & WAWF 4

Three Way Match Three Way Match MIRO ME51N MIGO Legend GFEBS Operation Non-GFEBS Three Way Match Purchase Requisition Enter PR L1- Approve PR L4 - Certify PR Transmit PR to Standard Procurement System (SPS) via Interface Purchase Order Award or Modify Contract Transmit Contract Data to GFEBS via Interface* Record Contract as PO in GFEBS SPS or ME21N Good Receipt Post Goods Receipt * If not posted automatically via WAWF MIGO Invoice Post Invoice * If not posted automatically via WAWF MIRO Entire contracting process utilized with or without SPS or IRAPT formerly know as WAWF. If the SPS interface fails to produce an obligation, the PO Processor will manually create the PO. ME51N * If the SPS interface fails to produce an obligation, the PO Processor will manually create the PO 5

GFEBS Main Body Screen 6

Create a SPS PR Enter ME51N in the t-code box and select SPS PR from the dropdown menu. 7

Create a SPS PR (Cont.) Input all necessary information. 8

Create a SPS PR (Cont.) Select customer data tab and input all necessary information. 9

Create a SPS PR (Cont.) Go to Contracts tab and enter pay office, NAICS code and PSC code. 10

SPS Generates the PO in GFEBS Budget Analyst and KO’s must ensure the pre-draft contract matches the CLIN structure and amounts in GFEBS Upload all required supporting documents to the PR for Audit Readiness purposes If the PO auto generates, then each time a modification is created and PO will self update unless CLINs are added If the PO fails to generate within 24 hours, run an IDoc report and check to see if the error is on the report. The KO must send the pre-draft contract to the Budget Analyst prior to releasing the contract in SPS. If any items don’t match; ie: unit of issue, amount, or quantity, the SPS will fail and the PO won’t generate and you will be left with an IDoc error. You have to be careful when uploading the supporting documents in GFEBS. It is crucial to upload all supporting documents for Audit Readiness but not to exceed the 5mb limit. If you exceed this limit you then run the chance of the supporting documents not carrying over into SPS If the PO fails to generate the first time you will have to create it manually. Any time a modification is made to this contract then each will have to be update manually as well. 11

LSA #1 Check on Learning Q1. Which document type is used to auto generate a PO in GFEBS. a. LMP MIPR PR b. Miscellaneous Pay PR c. Purchase Requisition d. SPS PR Q2. T/F: If the SPS interface fails to produce an obligation, the PO Processor will manually create the PO. a. True False 12

LSA #1 Summary 13

ME51N/ME54N – Create and fund certify SPS Purchase Requisition Simulation The instructor demonstrates this activity while you follow along Hands on Exercise The instructor will lead you step by step through the activity using the training materials provided 14

Process Contract (P2P) without SPS with IRAPT formerly known as WAWF Battle Drill 2: Process Contract (P2P) without SPS with WAWF 15

Without SPS in GFEBS Budget Analyst and KO’s must ensure the pre-draft contract matches the CLIN structure and amounts in GFEBS Upload all required supporting documents to the PR for Audit Readiness purposes The PO will not automatically generate, the PO must be created manually Any and all modifications must be entered manually 16

LSA #2 Check on Learning Q1. T-Code ME54N is used to ______ a purchase requisitions? a. Display b. Delete c. Create d. Approve Q2. T/F: The requestor verifies the information and returns the paperwork (along with the 448-2 acceptance) back to the performer. a. True False (Performer / Requestor) 17

LSA #2 Summary 18

ME51N/ME54N – Create and fund certify Purchase Requisition Simulation The instructor demonstrates this activity while you follow along Hands on Exercise The instructor will lead you step by step through the activity using the training materials provided 19

ME21N – Create Purchase Order Simulation The instructor demonstrates this activity while you follow along Hands on Exercise The instructor will lead you step by step through the activity using the training materials provided 20

Process Contract (P2P) without SPS or IRAPT formerly known as WAWF Battle Drill 3: Process Contract (P2P) without SPS or WAWF 21

LSA #3 Check on Learning Q1. At a minimum, the three levels needed in GFEBS to successfully execute a MIPR / MIPR Acceptance are; a. L1, L2, L3 b. L1, L4, L5 c. L1, L4, L8 Q2. T/F: Once the requestor receives the DD 448-2 (MIPR Acceptance), the L5 certification is executed. a. True b. False 22

LSA #3 Summary 23

Without SPS in GFEBS Budget Analyst and KO’s must ensure the pre-draft contract matches the CLIN structure and amounts in GFEBS Upload all required supporting documents to the PR for Audit Readiness purposes The PO will not automatically generate, the PO must be created manually Any and all modifications must be entered manually 24

Process Contract (P2P) with SPS without IRAPT formerly known as WAWF Battle Drill 4: Process Contract (P2P) with SPS without WAWF 25

LSA #4 Check on Learning Q1. T/F: According to the Outbound MIPR Process, a direct-cite MIPR PO is auto-created in SPS upon L1 / L4 / L5 release. a. True b. False Q2. What symbol is used to adopt a Purchase Requisition (PR), when creating a Purchase Order (PO). a. c. d. 26

LSA #4 Summary 27

Questions? 28

TLO Summary Action: Process a Contract Conditions: FM Leaders in a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS. Standard: With a minimum of 80% accuracy (70% for international students), learners must demonstrate proficiency with: Communicate processing contracts with Standard Procurement System (SPS) and Invoice. Receipt, Acceptance and Property Transfer (IRAPT) formerly known as Wide Area Workflow (WAWF) Process a contract without SPS with IRAPT formerly known as WAWF Discuss processing contracts without SPS or IRAPT formerly known as WAWF Explain processing contracts with SPS without IRAPT formerly known as WAWF Action: Process an Outbound Reimbursable Agreement Conditions: FM Leaders in a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS. Standard: With a minimum of 80% accuracy (70% for international students), learners must demonstrate proficiency with: - Communicate processing contracts with Standard Procurement System (SPS) and Invoice. Receipt, Acceptance and Property Transfer (IRAPT) formerly known as Wide Area Workflow (WAWF) - Process a contract without SPS with IRAPT formerly known as WAWF - Discuss processing contracts without SPS or IRAPT formerly known as WAWF - Explain processing contracts with SPS without IRAPT formerly known as WAWF 29