1. 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)

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

3. 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:

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

5. 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

6. 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:

7. 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%

8. 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

9. 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 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

10. 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

11. 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
notices sent to next workflow user
DAAS
EDA
CCR

12. 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)

13. 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
notices sent to next workflow user

14. 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

15. Home Page
URL
Action

16. 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

17. 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

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

19. 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

20. 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

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

22. 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
notices sent to next workflow user

23. 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:
COMMERCIAL:
DSN:
FAX COMMERCIAL:
FAX DSN:
Army Functionality Issues
Army WAWF Help Desk (Commercial: ; DSN: )
Navy Functionality Issues  
Navy WAWF Hotline WAWF (9293)
NAVFAC: Cathy Capozziello
Marine Corps Issues
Help Desk numbers: Cathy Capozziello ; office:
Air Force Functionality Issues
DCMA Issues
Click on eBusiness and then Click on eInvoicing (WAWF)
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

24. Helpful Information Sources
About WAWF/What’s New/System Messages:
WAWF Training Links
Web Based:
Hands-on Experimentation:
Related Links
Defense Federal Acquisition Regulations Supplement (DFARS)
RFID Policy:
IUID Data Capture through WAWF:
UID Policy Website:
About BTA
WAWF PMO

25. Questions