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Electronic Commerce & Wide Area Workflow Overview

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1 Electronic Commerce & Wide Area Workflow Overview
7/8/2011 Electronic Commerce & Wide Area Workflow Overview Presented by: eSolutions Office Summer 2011 Integrity - Service - Innovation

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 Integrity - Service - Innovation

3 Integrity - Service - Innovation
7/8/2011 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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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 Integrity - Service - Innovation

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. Integrity - Service - Innovation

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 Integrity - Service - Innovation

8 Integrity - Service - Innovation
7/8/2011 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. Integrity - Service - Innovation

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7/8/2011 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 Integrity - Service - Innovation

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7/8/2011 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. Integrity - Service - Innovation

11 Integrity - Service - Innovation
7/8/2011 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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

17 Integrity - Service - Innovation
7/8/2011 Documents are Routed Through WAWF According to DoDAACs Entered by Vendor Explain relationship between DoDAACs on the contract and the data entered into WAWF. Integrity - Service - Innovation

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. Integrity - Service - Innovation

19 Sample Email Notification
7/8/2011 Sample Notification Integrity - Service - Innovation

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 Integrity - Service - Innovation

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 Integrity - Service - Innovation

22 Integrity - Service - Innovation
7/8/2011 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 Integrity - Service - Innovation

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. https://wawftraining.eb.mil Click on the active hyperlink and DEMO this web page. Integrity - Service - Innovation

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7/8/2011 For More Information… WAWF production web-site: https://wawf.eb.mil DFAS eCommerce web site: WAWF Reject Requests: myInvoice: https://myinvoice.csd.disa.mil//index.html EDA web site: DoD RFID Info: Unique Identification (UID): Federal Acquisition Regulation Web Site: DFAS Customer Service: Integrity - Service - Innovation

25 Integrity - Service - Innovation
Thank You! Integrity - Service - Innovation


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