Army Classroom Training Defense Contract Management Agency (DCMA) Wide Area Workflow (WAWF) Overview Army Classroom Training June 2009 Presented By: Defense Contract Management Agency (DCMA)

Session Agenda WAWF Overview What is WAWF? Why WAWF? WAWF Procurement WAWF User Roles Benefits, So Far What Next; WAWF Supply Chain Integration

WAWF ~ What is it? WAWF stands for Wide Area WorkFlow WAWF is a system for performing electronic acceptance and invoicing on DoD contracts. ► Direct electronic feed to any system that needs the data ► Web, EDI or FTP input ► PKI-enabled (+ User ID & Password) ► Provides complete transaction visibility Animation:

Why Electronic Invoicing? It’s the Law The 2001 Defense Authorization act requires DoD to receive and process invoices electronically. DFARS 22.232-7003 electronic submission of payment requests requires electronic invoicing. It makes good sense Electronic invoices are paid sooner and more reliably then paper invoices.

DoD Benefits from WAWF BIG BENEFIT Reduced interest penalties Decreased document error rate Eliminates costs associated with manual data entry, reduces need for re-keying data Increased vendor discounts offered Improves accuracy, timeliness and integrity of data exchanged Secure transactions and added audit capability Reduces unmatched disbursements in receipt, acceptance, entitlement and payment process Creates standard data that can be shared by a wider range of communities BIG BENEFIT Cut cost of processing Department’s invoices from $22 - $30 each for manually processed to $6 - $12 for processing electronically

DCMA – WAWF Statistics Cumulative FY 08 ►e-Invoicing Total Invoices: 1,089,124 WAWF Invoices: 1,042,162 Percent WAWF Invoices: 95.7% Total WAWF Dollars Invoiced: $213.4 Billion ►e-Acceptance Total Source Acceptances: 739,355 WAWF Source Acceptances: 696,684 Percent WAWF Source Acceptances: 94.2% Over $210 million in savings! Animation:

WAWF Results Since WAWF has been initiated We have experienced: 80% reduction in Prompt Payment Act interest penalties Elimination of 70,000 lost documents per year 60% reduction in progress payment rejects 50-80% reduction in invoice cycle time Elimination of the manual entry of over 1.5 million documents per year 70% reduction in cost to process invoices Reduced shipment notification cycle time by 90%

New WAWF Users Added Daily Who’s Using WAWF Over 152,000 registered Government users: Army Navy Air Force Marine Corps Defense Finance and Accounting Service (DFAS) Defense Contract Management Activity (DCMA) Defense Contract Audit Agency (DCAA) Defense Logistics Agency (DLA) Defense Information Systems Agency (DISA) Other Defense Agencies Over 124,000 active vendors New WAWF Users Added Daily In FY08, processed over 120 Million transactions totaling over $1Trillion dollars of invoices

Key Stakeholders Air Force Richard P. Gustafson Audrey Y. Davis Ricky C. Staley Randy Huffman Deputy Asst Secretary Associate Deputy Director, AF Financial AF WAWF Program Mgr Financial Operations Asst Secretary Systems Operations AF Financial Systems Financial Operations Operations DFAS Mr. Jerry Hinton Ms. Dawn Coulter Ms. Louise Sylvain Director, Information & Director, eSolutions Director, eAccounting Technology (CIO) DLA Mr. Mike Scott, Ms. Scottie Knott CAPT Robert Therriault, Ms. Beth Altman J-33 Acting for Dave Falvey DCAA Ms. Karen K. Cash Mr. Thomas Trefry Mr. Mark Shanosky Asst Director – Chief, Technical Audit Program Manager, Operations & CIO Programs Division Electronic Business DISA Ms Kathleen Miller Col Robert Mitchell, USAF Mr. Jim Sweitzer, Jr. Ms. Susan D’Adamo Director of Procurement Deputy Director of Chief, Business Acting Branch Chief, (Selected) Procurement Operations Division Business Modernization

Key Stakeholders OSD Dr. James I. Findley Mrs. LeAntha Sumpter Lisa Romney Mr. Bruce Propert Deputy Under SecDef Deputy Director, Program Senior Procurement Analyst for Acq & Technology Development and Implementation, DPAP DCMA Mr. Michael Williams Mr. David Guinasso Executive Director of Director of eBusiness Information Technology Navy RADM Sean Crean CDR James Melone Dep Asst SECNAV e-Business Director for ACQ & Log Mgmt DASN A&LM (DASN A&LM) Army Mr. Thomas Castleman USMC Ms. Sonia Kitdhen Mr. Jarett Kuhfahl PM, Total Force MCSC, PG-10, TFITS IT Systems Paperless Acquisitions

Government Workflow Users Operational View System Distribution – Vendor Invoice & Receiving Report SUBMIT CORRECT Payment System EDI Accounting WEB Government Workflow Users Inspectors Acceptors Certifiers GEX FTP Invoice & Receiving Report SIGN REJECT Logistics EDI WAWF Accountable Property Invoice & Receiving Report VIEW View Only Users Contracting Officers Payment Clerks Email notices sent to next workflow user DAAS EDA CCR

WAWF Interfaces EDA - Checks For Latest Contract Info Pre-populates Issued by/Admin by/Pay Office/Issue Date Reads Thru Latest Mod Posted To Find Data CCR - Validates CAGE Data and active status DAAS - Validates DODAACs data Active status required TAC 2 (Freight Address ) default EDA - Checks For Latest Contract Info (Issued by / Admin by / Pay Office / Issue Date) - Reads Thru Latest Mod Posted To Find Data Pitfalls Of Transfer & ARZ Mods Which Don’t Post To EDA CCR - Validates Any CAGE Data And Pulls Name And Address From CCR Extract To Populate WAWF Form – CAGE Must Be Active In CCR! DAAS - Validates Ship To / Mark For Codes and Pulls Name and Address Data from DAAS Extract to Populate WAWF Form - Must Be Active Codes. TAC 2 (Freight Address) Is Used for All Addresses, Unless Blank In DAAS, Then WAWF Uses TAC 1 (Mailing Address)

Current WAWF System Architecture V4.0 released 18 Aug 08 Property Mgmt Systems WAWF Roles AFEMS - AF Invoice & Receiving Report INPUT GEX IUID Registry Entitlement Systems Vendors Vendor EDI MOCAS - DCMA SAMMS - DLA BSM - DLA One Pay - Navy CAPS - Army/ODAs IAPS – AF Navy ERP Unique Identifier Vendor FTP Vendor EDI Government Workflow User -Inspectors -Acceptors -Certifiers Invoice & Receiving Report SIGN REJECT PROCESS Vendor Web WAWF GEX Accounting Systems CAGEs (Vendor Address Codes) Invoice & Receiving Report VIEW Contract Data ACMS - JS EBIZ - DFAS SABRS – USMC Navy ERP STARS CCR DoDAACs (Govt Address Codes) Contract Data Contract Data View Only Users -Contracting Officer -Payment Clerks EDA DAASC SPS Logistics Systems DSS – DLA Navy ERP ILSMIS - Navy LMP Email notices sent to next workflow user

Applicable WAWF Roles Inspector ► Source QAR Inspects and/or Accepts on Receiving Reports ► CA Reviews Invoices Acceptor ► Destination Inspects and/or Accepts on Receiving Reports ►ACO Approves Invoices View Only Roles ► Can not sign ► Views same documents as action role ► Admin By View Only – Views Documents Administered by DCMA Vendors Submit Invoices and/or Receiving Reports Check Status of Documents in History Folder Correct & Resubmit Rejected Documents Government Inspectors First Step in Acceptance Process, Only step if Source Inspection and Acceptance Add Quantity Received and Checks Inspection Block or Comments if Invoicing Can Create Receiving Report if Applicable Government Acceptors Digitally Signs (Acceptance or Approval) Can Accept/Approve One Step (w/o comments or inspection) Payment Officials Review and Process Non-EDI Documents Reject Documents (except RR) Local Processing Offices (LPO) Certify Invoices and Receiving Reports if Applicable View Only Supervisors and/or Contracting Officers Monitor Process Auditors Transaction View to All Actions Taken

Home Page URL Action

If CAC, do not select e-mail Logon Logon with User ID and PW or CAC To Self Reset PW If CAC, do not select e-mail

Acceptor Folders, Inspector’s are same but labeled Inspector Once Logged On User role(s) Maintenance Acceptor Folders, Inspector’s are same but labeled Inspector

Typical Folder Search Screen Unless Action Folders, defaults to last 30 days

RR, vendors still needs to Scenario: Acceptance Vendor Inspector Acceptor Pay Office RR RR S-S RR RR RR S-D D-D Inv $$ When Gov’t creates RR, vendors still needs to create invoice Transaction Types: Commercial Invoices Receiving Reports Combo

Scenario: Approval Vendor Inspector Acceptor Pay Office (CA) (ACO) $$ Transaction Types: Invoice 2-in-1 Progress Payments Cost Vouchers Performance Based Payments Commercial Item Financing

Supply Chain Integration UII RFID Paperless GFP Property Transfer Updating Property Systems

WAWF and Supply Chain Integration Contracting Officer Financing Acceptance Transporters View Only Contractor Document Creation EFT DFAS Pay Systems DCAA Voucher Approval Web, EDI, and FTP “Intake” DFAS Accounting Systems DCMA Office Source Inspection & Acceptance ANSI X12 Logistics Systems Wide Area Workflow Receiving Activity Destination Acceptance Transportation Systems Local Processing Document Certification Pay Official Payment Processing Property Systems CCR/ DAASC Logisticians Depot/Destination Receiving UID Registry EDA Other Systems Property Mgmt. View Only Program Mgmt. View Only Email notices sent to next workflow user

WAWF Support Points-of-Contact System Related Issues, User Issues such as Registration, and General Issues WAWF Help Desk at DISA  DECC Ogden Electronic Business (EB) Operational Support Team (OST): CONUS ONLY: 1-866-618-5988 COMMERCIAL: 801-605-7095 DSN: 388-7095 FAX COMMERCIAL: 801-605-7453 FAX DSN: 388-7453 CSCASSIG@CSD.DISA.MIL  Army Functionality Issues Army WAWF Help Desk 1-866-598-3560 (Commercial: 614-693-0290; DSN: 869-0290) cco-ec-army-wawf-helpdesk@dfas.mil Navy Functionality Issues   Navy WAWF Hotline 1-800-559-WAWF (9293) NAVFAC: Cathy Capozziello 703-731-6137 Marine Corps Issues Help Desk numbers: Cathy Capozziello 703-731-6137; office:703-221-6911 Air Force Functionality Issues wawf.team@wpafb.af.mil DCMA Issues WWW.DCMA.MIL: Click on eBusiness and then Click on eInvoicing (WAWF) Email e-invoicing@dcma.mil For Invoice Status and Payment Status (after being processed in WAWF) DFAS Customer Service For all Other Issues Contact the DFAS WAWF Help Desk at Columbus 614-693-6868

Helpful Information Sources About WAWF/What’s New/System Messages: https://wawf.eb.mil WAWF Training Links Web Based: http://www.wawftraining.com Hands-on Experimentation: https://wawftraining.eb.mil Related Links Defense Federal Acquisition Regulations Supplement (DFARS) http://www.acq.osd.mil/dpap/dars/dfars/index.htm RFID Policy: http://www.acq.osd.mil/log/rfid/advance_shipment_ntc.htm IUID Data Capture through WAWF: http://www.acq.osd.mil/dpap/UID/DataSubmission.htm#HowWAWF UID Policy Website: http://www.acq.osd.mil/dpap/UID/policy.htm About BTA http://www.dod.mil/bta WAWF PMO Email: BTA-DBSAE-WAWF@bta.mil

Questions