1. 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

2. 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

3. 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

4. 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”)

5. 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 notification of awaiting actions. Accepts or rejects using WAWF. 3.
Govt. Acceptor
Receives notification of awaiting actions. Accepts or rejects using WAWF. 4.
Local Processing Office
(Certifies Funds are available)
Receives notification of awaiting actions. Accepts or rejects using WAWF 5.
DFAS Payment Office
Receives 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 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 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 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 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.

6. 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

7. 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

8. 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

9. 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

10. 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:
New User?
Registration
User Authentication Type (User Id/Password or CAC)
Data Capture
Government Role
Group Administrator Approves
notifications

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

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

13. 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
N C 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

14. 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 requirements
UID tab appears when entering line item information

15. UIDs More information http://www.acq.osd.mil/dpap/pdi/uid/index.html
Creating UIDs (Unique Identifiers) section of WAWF Web-Based Training

16. 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

17. 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.

18. 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

19. WAWF Web Based Training
Location:
“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.

20. Where to Find Additional Information
DFAS Electronic Commerce End Users Tool Box
Location:
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!

21. Where to Find Additional Information
Navy-Specific Materials
Location:
Description: Links to government and vendor procedures, policy letters, briefing charts, training dates, Navy WAWF Engineering Change Proposals, etc.

22. Helpful Links WAWF Production WAWF “Sand Box” Training Site
WAWF “Sand Box” Training Site
WAWF Web-Based Training Site
WAWF Software User’s Manual (SUM)
DAASINQ (DoDAAC Query)
DoDAAD Committee (add, modify, delete DoDAACs)

23. Helpful Links Electronic Document Access (EDA) Navy WAWF Site
Navy WAWF Site
DFAS WAWF Site (including info on Vendor WAWF training)
DFAS Electronic Commerce Site
DoD UID Information