1. Electronic Commerce & Wide Area Workflow Overview
7/8/2011
Electronic Commerce & Wide Area Workflow Overview
Presented by:
eSolutions Office
Summer 2011
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2. Integrity - Service - Innovation
7/8/2011
Topics
DFAS EC Tools Overview
What is WAWF
Definition
FAR Clause
User Benefits
User Roles
How WAWF Works
Document Routing
Notification
WAWF Receipt & Acceptance Process vs. Document Flow
Tools and References
Introduction
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3. Integrity - Service - Innovation
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DFAS EC Tools Overview
CCR Central Contractor Registration
CEFT Corporate Electronic Funds Transfer
EDA Electronic Document Access
EDI Electronic Data Interchange
SPSI Standard Procurement System Integration
XML Extensible Markup Language
WAWF Wide Area Workflow
WiNS Web Invoicing System
EFT Electronic Funds Transfer
AOP Advice of Payment 1
Vendor registers in CCR,
remittance data transmitted to
EC systems/CEFT 5
Vendor receives payment via electronic funds transfer (EFT) and uses myInvoice to track their payment. 2
Contracts/mods, vouchers are
posted to EDA
1 - Beginning in the upper left corner, the vendor registers in the Central Contractor Registry (CCR). They provide two important pieces of data during this process. First, we are able to gather remittance data which allows us to route a payment to the proper account and second they identify an electronic business point of contact. The EBPOC is our entry in to the company for much of the communication for EC. They are the ones who control access to the EC tools for the company’s employees and they are who we talk to when we do things like send out announcements for classes such as this one.
2 – Contracts modifications and vouchers are posted to the Electronic Document Access (EDA) repositories and contractual data is fed to the entitlement systems. EDA is accessible by vendors and allows you to view your contracts and modifications on-line in exactly the same manner as the government.
WAWF uses index information listed in EDA to route your billing documents from your system to the appropriate DFAS Entitlement System. EDA contract line item information details listed on your contract must be used to build invoice/receiving report line item details in WAWF. EDA contracts may list the type of document to create in WAWF and could provide you with “points of contact” for government Contracting Officers, government Inspectors/Acceptors, and the Payment Office
3 - Next, the vendor is able to submit their invoices and receiving reports electronically through WAWF or invoices only through WINS or EDI direct to the entitlement systems. You will also see that government officials are able to perform acceptance of goods or services on-line through WAWF. WAWF will be the focus of the rest of the briefing today.
4 - You will see the myInvoice system. Using myInvoice, vendors are able to track the status of their transactions in the entitlement system and view their advice of payment information on-line. Vendors may even elect to receive notifications as payment is made. Some companies even download data from myInvoice to populate their own accounts receivable systems.
5 - Finally, you see the vendor receiving payment via electronic funds transfer.
Vendor monitors invoice status and views AOP in MyInvoice. 4
Vendor enters invoice and
shipment data into WAWF, or transmit
invoices via EDI. 3
Government performs acceptance of
goods and services in WAWF transmitted
to entitlement/accounting systems.
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4. WAWF Eliminates Paper from the Acquisition Process…
7/8/2011
WAWF Eliminates Paper from the Acquisition Process…
WAWF stands for Wide Area Workflow
Department of Defense initiated WAWF to eliminate paper transactions from the acquisition process
An interactive web-based application that allows Vendors to electronically submit invoices and receiving reports, and the Government to inspect, accept, receive and pay electronically.
Traditionally, the Department of Defense (DoD) acquisition process has been paper-based,
labor intensive, and heavily dependent upon manual and repetitive data inputs from multiple
functional communities.
Wide Area Workflow (WAWF) began as a paperless Contracting prototype application to eliminate paper from the Receipt/Acceptance and Invoice/Payment process of the DoD contracting life cycle.
WAWF enables suppliers to have a single source for submitting Unique Identification (UID) and Radio Frequency Identifiers (RFID) data to comply with DoD acquisition policy. WAWF provides the nexus of information related to acceptance of goods and services in support of the DoD supply chain.
WAWF provides the Department and its suppliers the single point of entry to generate,
capture, and process invoice, acceptance, and payments related documentation and data to
support the DoD asset visibility, tracking, and payment processes. It provides the nexus of
information related to acceptance of goods and services in support of the DoD supply
chain.
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5. …and Enables Users to Access and to Process Documents Electronically
7/8/2011
…and Enables Users to Access and to Process Documents Electronically
Users can be:
Vendors
Government Officials
Documents include:
Contracts
Financing Documents
Invoices
Receiving Reports
Vouchers
Documents are used to generate payments for goods and services
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6. Why WAWF for Electronic Invoicing?
7/8/2011
Why WAWF for Electronic Invoicing?
Contractors must submit invoices electronically.
It’s the Law
Mandated by Public Law: Section 1008 of National Defense Authorization Act of FY 2001
It’s being enforced!
DFAS updated to include requirement for electronic invoicing, effective for contracts issued after Feb 28, 2003.
DFARS Clause (DFARS )
Requires electronic invoicing.
Requires electronic supporting documentation.
Read the slide.
DFARS SUBPART —ELECTRONIC SUBMISSION AND PROCESSING OF PAYMENT REQUESTS (Revised March 27, 2007)
DFARS clause Electronic Submission of Payment Requests.
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7. Notable Exceptions identified in DFARS 232.7002
7/8/2011
Notable Exceptions identified in DFARS
Purchases paid for with a Government-wide commercial purchase card;
Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified information or national security;
Contracts awarded by deployed contracting officers in the course of military operations, including, but not limited to, contingency operations as defined in 10 U.S.C. 101(a)(13) or humanitarian or peacekeeping operations as defined in 10 U.S.C. 2302(8), or contracts awarded by contracting officers in the conduct of emergency operations, such as responses to natural disasters or national or civil emergencies;
Purchases to support unusual or compelling needs of the type described in FAR ;
(5) Cases in which the contracting officer administering the contract for payment has determined, in writing, that electronic submission would be unduly burdensome to the contractor.
Here are some things that are exempt from Processing in WAWF.
READ THE SLIDE
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The WAWF Benefits
Ability to submit documents electronically in compliance with public law
Global Accessibility
Eliminates Lost or Misplaced Documents
Accuracy of Documents
Secure & Auditable Transactions
Enables DoD to take Maximum Benefit of Discounts
Enables Timely & Accurate Payments
Decreases Interest Penalties
Enables Capture of Unique Identifier (UID) and Radio Frequency Identifier (RFID) Data
Track movement of Government Furnished Property (GFP)/Government Furnished Equipment (GFE)
Global Accessibility: Multiple users will be able to globally access documents, which will streamline processing, reduce the need for re-typing, improve accuracy, and provide real time processing and access to document status.
Eliminates Lost or Misplaced Documents: All documents are stored in one place, accessible over the Web. A DoD Vendor is able to submit his/her Invoices electronically, and access contract payment records and status.
Accuracy of Documents: Current problems such as unmatched disbursements, duplicate payments, and payment delays can be alleviated using WAWF.
Secure & Auditable Transactions: Access to appropriate functions and documents will be controlled through the user registration process. In addition, Public Key Infrastructure (PKI) certificates will be used to verify user identification, and to digitally sign documents when required.
Enables DoD to take Maximum Benefit of Discounts: Government personnel can maximize Vendor-offered discounts because WAWF highlights those documents first.
Enables Timely & Accurate Payments: DoD vendors have experienced tremendous benefits by using WAWF. WAWF is capable of taking in EDI X12 files as well as FTP batch files. Vendors able to electronically connect, system-to-system, are seeing a decrease in the time it takes to generate a document and submit to the government for acceptance. What
normally took 10 days can now be accomplished in 1 day, if not minutes.
Decreases Interest Penalties: Since WAWF decreases processing time by several orders of magnitude, the system will reduce greatly the number of Prompt Payment Act (PPA) violations.
Enables Capture of RFID and IUID Data: DoD utilizes WAWF as the single source to capture IUID and RFID data.
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Who is Using WAWF?
Specific DoD Components and other government offices using DoD WAWF include:
DoD Vendors
Air Force (USAF)
Army (USA)
Defense Finance and Accounting Service (DFAS)
Defense Information Systems Agency (DISA)
Defense Contract Audit Agency (DCAA)
Defense Contract Management Agency (DCMA)
Defense Logistics Agency (DLA)
Marine Corps (USMC)
Navy (USN)
Other Defense Agencies
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Payment Systems & WAWF
CAPS (Computerized Accounts Payable System);
Army, Defense Agencies and USMC
EBS (Enterprise Business System) formerly called BSM;
DLA
IAPS-E (Integrated Accounts Payable System - Electronic);
Air Force
MOCAS (Mechanization of Contract Administration Services);
Defense Contract Management Agency and all the Military Services
One Pay;
Navy, Defense Agencies and USMC
Navy ERP (Enterprise Resource Planning)
Navy
GFEBS (General Funds Enterprise Business System)
Army
DEAMS (Defense Enterprise Accounting and Management System)
USTRANSCOM and Air Force
DAI (Defense Agencies Initiative)
Defense Agencies
Read slide.
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User Roles at a Glance
Vendor
Contractor or Supplier
Inspector & Acceptor
Requiring Activity, Contracting Officer Representative (COR), Quality Assurance Reviewer (QAR)
Local Processing Office (LPO)
role used in situations where documents must be certified by a local office before forwarding to DFAS
Cost Voucher Reviewer/Approver
DCAA/DCMA
Grant Approver
role used to approve and certify Grant and Cooperative Agreements before sending them to the Pay Office
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. (Gate Keeper)
View Only
roles are used by supervisors and administrators
Functional Role Selection
Once the user has logged in to the application, the Navigation menu provides links to the Active Functional Roles for which the user has registered. After clicking on these links, the user is presented with a list of options that pertain to that functional role.
For a Vendor, these links allow him/her to create new documents and view the documents that are in his/her History folder as well as access any rejected documents.
For a government users, these links provide him/her with access to the various Work folders.
View Only - In addition to the roles outlined above, additional personnel who have a need to view documents can be granted access in a view only mode. Once a document has been captured and processed, it is made available for view only. Access to the documents is limited by the Contractor and Government Entity (CAGE) Code or the Department of Defense Activity Address Code (DoDAAC), to which the individual is responsible for monitoring. A single electronic copy of the document to be accessed by any authorized user with Web capability is available. Authorized government personnel are able to view the Contract, Receiving Reports, and Invoices. Vendors will be able to query and view his/her previously submitted documents.
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12. WAWF Create & Process a Number of Documents Electronically…
7/8/2011
WAWF Create & Process a Number of Documents Electronically…
Stand Alone Invoice - FAR
Fast Pay Invoice - FAR
Invoice 2-IN-1 - FAR
Construction Payment - FAR ; FAR
Commercial Item Financing - FAR (b); FAR & -30
Performance Based Payment - FAR ; FAR
Progress Payment - FAR 32.5; FAR
Stand Alone Receiving Report - DFAR Appendix F, DFARS
Invoice and Receiving Report (Combo) - FAR ; DFAR Appendix F
Reparables Receiving Report –
Invoice and Reparables Receiving Report (Combo) -
Cost Voucher – FAR , -13, & -14; FAR
Grand and Cooperative Agreement Voucher –
Navy Shipbuilding Invoice (Fixed Price) – DoD FMR Vol 10 CH B
Navy Construction / Facilities Management Invoice -
Telecom Invoice (Contractual) - FAR ; DFARS
Miscellaneous Payment
Telecom Invoice (Non-Contractual)
Your contract may contain a directive to create a specific WAWF document, or it may contain a FAR/DFAR clause number referring to a specific type of WAWF document.
Read the slide.
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13. Integrity - Service - Innovation
What’s New in WAWF 5.0?
The messages are now color coded based on severity.
Error messages are displayed in red text.
Information and Warning messages will be displayed using blue text.
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14. What’s New in WAWF? (Cont)
New columns have been added to the Search Results Page
Submit Date
Shipment Date
Purge
All columns on the search results screen are sortable with the exception of the Item column
Columns can be sorted in ascending (A-Z) or descending (Z-A) order.
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15. What’s New in WAWF? (Cont)
The ability has been added to Save a document in WAWF to continue working on it at a later time.
A Save and Continue button has been added to the bottom of all documents for all roles excluding the Pay Official Role.
Documents are saved for 7 days before they are purged and revert back to a pre-saved status.
Saved documents will be removed from the saved status by performing an action (i.e. submitting, acceptance) or by selecting to purge them from the search results screen.
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16. What’s New in WAWF? (Cont)
All documents with the exception of RR and RRR, will have the Invoice date auto-populated with the “WAWF System Server Date”
The invoice date can be modified by the initiator which will result in the field label changing to “Invoice Date”
Adjusting the date to a future date will provide a warning message for the initiator but will not prevent them from submitting the document.
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Documents are Routed Through WAWF According to DoDAACs Entered by Vendor
Explain relationship between DoDAACs on the contract and the data entered into WAWF.
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18. WAWF Allows Users to Send Multiple E-mail Notifications
7/8/2011
WAWF Allows Users to Send Multiple Notifications
WAWF uses a unique system for notifying the various users within the workflow of actions to be taken and document status.
Users have ability to send notifications to additional addresses following an action.
addresses are saved for future use after submitted.
Read slide.
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19. Sample Email Notification
7/8/2011
Sample Notification
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20. How Does It Work? - WAWF Receipt & Acceptance Process
7/8/2011
How Does It Work? - WAWF Receipt & Acceptance Process
3 ways to input
1. Web Input
2. SFTP
3. EDI
Vendor
Creates/submits invoice and/or receiving report 1. 6.
Bank
EFT
WAWF 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
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.
WAWF transmits
payment actions
EDI 810C, 856, & 861
via DEBX to DoD
pay systems.
via GEX to DoD
DoD Pay Systems
DFAS entitlement system processes payments that match on invoice, receiving report, and contract. Authorizes transfer of funds via EFT to Vendors bank.
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. 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.
WAWF External Interfaces
CCR
CEFT
DAASC
EDA
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21. Invoice and Receiving Report Integrity - Service - Innovation
7/8/2011
Invoice 2-in-1 Workflow
LPO
Local
Processing
Official
(Optional)
Inspector
(Optional)
Acceptor
Contractor
Pay Office
Invoice/ RR
Invoice/ RR
Invoice/ RR
Invoice/ RR
Document is routed from the Vendor to the Acceptor, then to LPO if there is one, before it ends at the Payment Office.
The Invoice 2-in-1:
Merges a Commercial Invoice with a Receiving Report
Used when a Services contract requires invoice acceptance prior to submission for payment
Creates a single document from one data entry session
Invoice and Receiving Report
Move as One Document
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22. Integrity - Service - Innovation
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Combo (Invoice/RR) Workflow
LPO
Local
Processing
Official
(Optional)
Inspector
Acceptor
Vendor
Pay Office
(Optional)
Invoice
Invoice
Depends on Inspection and Acceptance Points.
The Combo:
Enables a Vendor to Create a Separate Invoice and Receiving Report simultaneously
Creates two documents – Invoice and Receiving Report from one data entry session
Eliminates need to re-key data RR RR RR RR
Invoice and Receiving Report
Move as 2 Separate Documents
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23. WAWF Training Opportunities
7/8/2011
WAWF Training Opportunities
WAWF Web-Based Training Site - Go here to learn how to use WAWF via self paced, online training. This training is an excellent place to begin learning about WAWF.
WAWF Vendor Classroom Training - Go here to register for upcoming WAWF classroom training provided by DFAS.
WAWF Training Practice Web Site - Go here to practice using the WAWF application.
Click on the active hyperlink and DEMO this web page.
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24. Integrity - Service - Innovation
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For More Information…
WAWF production web-site:
DFAS eCommerce web site:
WAWF Reject Requests:
myInvoice:
EDA web site:
DoD RFID Info:
Unique Identification (UID):
Federal Acquisition Regulation Web Site:
DFAS Customer Service:
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25. Integrity - Service - Innovation
Thank You!
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