1. Communicate the Procurement Process in GFEBS
Show Slide 1: Communicate the Procurement Process in GFEBS
SECTION I. ADMINISTRATIVE DATA
Academic Hours / Methods
3 hrs Small or Large Group Instruction
SECTION II. INTRODUCTION: Today we are going to discuss the Procurement Process in GFBES
Method of Instruction. Conference / Discussion
Instructor to Student Ratio: 1:16 or 1:25
Time of Instruction 3 hrs 00 mins
Media: Small or Large Group Instruction
Motivator: In today’s Army, we define ourselves as being the best trained, equipped and the best led Army that the United States has ever known. So to keep this image we as Financial Leaders and Managers have to become the best at financially supporting our Soldiers and being stewards of taxpayer dollars. Knowing this we have embraced Standard Financial Information System (SFIS) and the General Fund Enterprise Business System (GFEBS) in that it provides our Army decision makers with accurate, reliable, timely business and financial information to keep our War Fighters within their fiscal responsibilities.
Student Materials:
DFAS-IN Regulation 37-1, Finance and Accounting Policy Implementation
DFAS-IN Manual , The Army Management Structure
DODFMR R, Vol 10, Department of Defense Financial Management Regulation
GFEBS Funds Distribution Excel Spreadsheet
Student Funds Management PowerPoint slides
Access to AFMS TED 357 1

2. Terminal Learning Objective
Action: Communicate the Procurement Process in GFEBS
Conditions: FM Leaders in a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS.
Standard: Analysis includes:
- Process a PR
- Uploading supporting documents in GFEBS
- Process a PO
Show Slide 2: Terminal Learning Objective
Read TLO
SAFETY REQUIREMENTS: In a training environment, leaders must perform a risk assessment in accordance with DA PAM , Risk Management. Leaders will complete a DD Form 2977 RISK MANAGEMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the
work/rest cycles and water replacement guidelines IAW TRADOC Regulation
Risk Assessment Level: Low. Hazard Identification: Electrical Shock, Fire, Slippery Floors, Physical Injure/Strain, Tripping Tight Spaces in Classroom, and Influenza. Hazard controls: Primary Instructor (PI) will ensure: All electrical cords are properly stored under desks, liquid containers have lids on them and all spills are immediately cleaned and mopped and allowed to completely dry before allowing students/personnel to walk on them. All chairs are ergonomically designed, adjust to individual preference and that all students are awake and paying attention in class. All cables/cords are properly plugged in, sheathed, and secured along tables, walls, and ceilings. No damaged or frayed cords/cables will be used. PI will brief proper hand washing techniques, the use of hand sanitizer, and evacuation procedures. All trash will be removed daily.
ENVIRONMENTAL STATEMENT: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT.
EVALUATION. At the end of the S8 Module a culminating event, resulting in a briefing to the Commander, will be assessed.
INSTRUCTIONAL LEAD IN - Before we can understand how to control our funds, we must briefly discuss the procurement process. 2

3. Agenda Process Contract with SPS & WAWF
Process Contract without SPS with WAWF
Process Contract without SPS or WAWF
Process Contract with SPS without WAWF
Show Slide 3: Agenda
Provide overview of each process
Process Contract with SPS & WAWF
Process Contract without SPS with WAWF
Process Contract without SPS or WAWF
Process Contract with SPS without WAWF 3

4. * If the SPS interface fails to produce an obligation, the PO
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
ME51N
Show Slide 4: Three Way Match
Discuss entire contracting process utilized with or without SPS WAWF
If the SPS interface fails to produce an obligation, the PO Processor will manually create the PO.
* If the SPS interface fails to produce an obligation, the PO
Processor will manually create the PO 4

5. Show Slide 5: ERP
Discuss ERP and Business Intelligence tabs. 5

6. Show Slide 6: ME51N
Enter ME51N in the t-code box and select SPS PR from the dropdown menu. 6

7. Show Slide 7: Header Text
Input all necessary information. 7

8. Show Slide 8: Customer Data
Select customer tab and input all necessary information. 8

9. Show Slide 9: Contracts
Go to Contracts tab and enter pay office and NAICS code. 9

10. Process Contract with SPS & WAWF
LSA - 1
Show Slide 10: Process Contract with SPS and WAWF
Section III. Presentation
Learning Step / Activity 1. Process Contract with SPS and WAWF
Instructor to Student Ratio: 1:16 or 1:25
Time of Instruction: 20 mins
Media: Small or Large Group Instruction 10

11. 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.
Show Slide 10:
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. 10

12. Show Slide 11: Process Contract (P2P) with SPS & WAWF
Battle Drill 1: Process Contract (P2P) with SPS & WAWF
Show Slide 11: Process Contract (P2P) with SPS & WAWF
Requesting unit/S4 12

13. 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
Show Slide 12: Create Purchase Requisition
Using the DA 3953 PURCHASE REQUEST AND COMMITMENT (PR&C) PRC6250, walk through the PR process in GFEBS with the students. 12

14. Show Slide 13: Process Contract (P2P) with SPS & WAWF
Battle Drill 1: Process Contract (P2P) with SPS & WAWF
Show Slide 13: Process Contract (P2P) with SPS & WAWF 14

15. 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
Show Slide 14: Create Purchase Order
Using the DD 1155 Copy 1, ORDER FOR SUPPLIES OR SERVICE, Solicitation, OFFER AND AWARD CONTRACY/PURCH ORDER NO. M-1589, walk through the Create Purchase Order process in GFEBS with the students. 14

16. Process Contract without SPS with WAWF
LSA - 2
Show Slide 15: Process Contract without SPS with WAWF
Section III. Presentation
Learning Step / Activity 2. Process Contract without SPS with WAWFMethod of Instruction: Conference / Discussion
Instructor to Student Ratio: 1:16 or 1:25
Time of Instruction: 20 mins
Media: Small or Large Group Instruction 16

17. 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
Show Slide 10:
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. 10

18. Show Slide 16: Process Contract (P2P) without SPS with WAWF
Battle Drill 2: Process Contract (P2P) without SPS with WAWF
Show Slide 16: Process Contract (P2P) without SPS with WAWF
Process Contract (P2P) without SPS with WAWF Requesting unit/S4 18

19. 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
Show Slide 17: Create Purchase Requisition
Instructor Note: Using the DA 3953 PURCHASE REQUEST AND COMMITMENT (PR&C) PRC6250, walk through the PR process in GFEBS with the students. 17

20. Show Slide 18: Process Contract (P2P) without SPS with WAWF
Battle Drill 2: Process Contract (P2P) without SPS with WAWF
Show Slide 18: Process Contract (P2P) without SPS with WAWF
Resource Manager performance steps 20

21. 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
Show Slide 19: Create Purchase Order
Instructor Note: Using the DD 1155 Copy 1, ORDER FOR SUPPLIES OR SERVICESSOICITATION, OFFER AND AWARD CONTRACY/PURCH ORDER NO. M-1589, walk through the Create Purchase Order process in GFEBS with the students. 19

22. Process Contract without SPS without WAWF
LSA - 3
Show Slide 20: Process Contract without SPS without WAWF
Section III. Presentation
Learning Step / Activity 3. Process Contract without SPS without WAWFMethod of Instruction: Conference / Discussion
Instructor to Student Ratio: 1:16 or 1:25
Time of Instruction: 20 mins
Media: Small or Large Group Instruction 20

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
Show Slide 10:
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. 10

24. Show Slide 21: Process Contract (P2P) without SPS or WAWF
Battle Drill 3: Process Contract (P2P) without SPS or WAWF
Show Slide 21: Process Contract (P2P) without SPS or WAWF
Requesting unit/S4 21

25. 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
Show Slide 22: Create Purchase Requisition
Instructor Note: Using the DA 3953 PURCHASE REQUEST AND COMMITMENT (PR&C) PRC6250, walk through the PR process in GFEBS with the students.

26. Show Slide 23: Process Contract (P2P) with SPS & WAWF
Battle Drill 3: Process Contract (P2P) with SPS & WAWF
Show Slide 23: Process Contract (P2P) with SPS & WAWF
Resource Manager performance steps 23

27. 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
Show Slide 24: Create Purchase Order
Instructor Note: Using the DD 1155 Copy 1, ORDER FOR SUPPLIES OR SERVICESSOICITATION, OFFER AND AWARD CONTRACY/PURCH ORDER NO. M-1589, walk through the Create Purchase Order process in GFEBS with the students. 24

28. Process Contract with SPS without WAWF
LSA - 4
Show Slide 25: Process Contract with SPS without WAWF
Section III. Presentation
Learning Step / Activity 4. Process Contract with SPS without WAWFMethod of Instruction: Conference / Discussion
Instructor to Student Ratio: 1:16 or 1:25
Time of Instruction: 20 mins
Media: Small or Large Group Instruction 25

29. 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.
Show Slide 10:
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. 10

30. Battle Drill 4: Process Contract (P2P) with SPS without WAWF
Show Slide 26: Battle Drill 4: Process Contract (P2P) with SPS without WAWF
Requesting unit/S4 26

31. 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
Show Slide 27: Create Purchase Requisition
Instructor Note: Using the DA 3953 PURCHASE REQUEST AND COMMITMENT (PR&C) PRC6250, walk through the PR process in GFEBS with the students. 27

32. Resource Manager performance steps
Battle Drill 4: Process Contract (P2P) with SPS without WAWF
Show Slide 28: Battle Drill 4: Process Contract (P2P) with SPS without WAWF
Resource Manager performance steps 28

33. 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
Show Slide 29: Create Purchase Order
Instructor Note: Using the DD 1155 Copy 1, ORDER FOR SUPPLIES OR SERVICESSOICITATION, OFFER AND AWARD CONTRACY/PURCH ORDER , walk through the Create Purchase Order process in GFEBS with the students. 29

34. Check on Learning
What must occur after a SPS PR has been L-1 approved?
2. What t-code is utilized if SPS fails to produce a PO?
How do you fund certify an SPS PR? 18

35. Terminal Learning Objective
Action: Communicate the Procurement Process in GFEBS
Conditions: FM Leaders in a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS.
Standard: Analysis includes:
- Process a PR
- Uploading supporting documents in GFEBS
- Process a PO
Show Slide 2: Terminal Learning Objective
Read TLO
SAFETY REQUIREMENTS: In a training environment, leaders must perform a risk assessment in accordance with DA PAM , Risk Management. Leaders will complete a DD Form 2977 RISK MANAGEMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the
work/rest cycles and water replacement guidelines IAW TRADOC Regulation
Risk Assessment Level: Low. Hazard Identification: Electrical Shock, Fire, Slippery Floors, Physical Injure/Strain, Tripping Tight Spaces in Classroom, and Influenza. Hazard controls: Primary Instructor (PI) will ensure: All electrical cords are properly stored under desks, liquid containers have lids on them and all spills are immediately cleaned and mopped and allowed to completely dry before allowing students/personnel to walk on them. All chairs are ergonomically designed, adjust to individual preference and that all students are awake and paying attention in class. All cables/cords are properly plugged in, sheathed, and secured along tables, walls, and ceilings. No damaged or frayed cords/cables will be used. PI will brief proper hand washing techniques, the use of hand sanitizer, and evacuation procedures. All trash will be removed daily.
ENVIRONMENTAL STATEMENT: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT.
EVALUATION. At the end of the S8 Module a culminating event, resulting in a briefing to the Commander, will be assessed.
INSTRUCTIONAL LEAD IN - Before we can understand how to control our funds, we must briefly discuss the procurement process. 35

36. Questions Show Slide 30: Questions Restate TLO and Summarize lesson.32