Wide Area Workflow (WAWF) Tutorial

Wide Area Workflow (WAWF)
Tutorial
Presented by:
Carol F. Albany
March 2, 2011
WAWF
Slide #1
Wide Area Workflow (WAWF)
DoD’s “system-of-choice” for performing electronic
.
acceptance and invoicing
on DoD contracts
WAWF Functionality and Features
! Enables global access of contract and related
documents
! More contract “data” will be available soon using
Procurement Data Standards (PDS)
! Enables transfer tracking of DoD equipment and
property
! Industry to DoD, DoD to Industry, DoD to DoD,
Industry to Industry, Contract to Contract
! Provides direct data feeds “to/from” front-end
and downstream systems via a variety of
electronic formats:
! Web (online entry), EDI (ANSI X12 data sets), or
SFTP (via secure flat file uploads)
Wide Area Workflow (WAWF)
DoD’s “system-of-choice” for performing electronic
acceptance and invoicing on DoD contracts
WAWF Functionality and Features
!
Enables secure and auditable transactions
!
Over $1 trillion invoices processed (so far)
!
Millions of marked and coded (IUID) and tagged
(RFID) items already processed
! System developed using PKI technology
!
Enables access via digital certificate or
User ID with Strong Password
!
Enables a Digital “tracking” footprint for each
product (audit trail information)
Why WAWF for E-Invoicing?
•It’s the Law
•2001 Defense Authorization Act
PAPER
•It’s in the Regulations
•DFARS 252.232-7003-Electronic Invoicing (March 2003)
•It makes good business sense
WAWF
•99.99995% on time payments
•80% reduction in invoice cycle times
•Decreased PPA Interest paid (when using WAWF)
•FY2010 = 38% decrease - $16 million saved
•FY2011 = 40% decrease - $1.9 million saved (so far, 1st
two months)
•Decreased invoice processing costs (billing rate savings)
•Processed manually (Average cost between $22 and $30)
•Processed via WAWF (Average cost between $6 and $12)
Why WAWF for E-Acceptance?
• It’s in the Regulations
• DFARS 252.246-7000-MIRR Form DD250 (March 2008)
WAWF
• Fulfills requirement for paper distribution
• Faster identification of “acceptance” to support payment
• 90% reduction in shipment notification cycle time
• It interfaces with IUID Registry and required DoD systems
• DFARS Clause 252.211-7003-IUID (April 2005)
• DFARS Clause 252.211-7006-RFID (February 2007)
• It fulfills clause requirements for IUID and RFID* data
submissions via:
• Web entry-Receiving Report or Invoice/Receiving Report Combo
• SFTP-Secure file transfer protocol (flat file uploads)
• EDI-ANSI X12 Advanced Shipment Notice (856) or
Advanced Shipment and Billing Notice (857) Transactions
*Only method
Why WAWF for GFP Transfers?
•
It’s in the Regulations
• DFARS 252.211-7007-IUID GFP (November 2008)
•
Property
Systems
It enables electronic processing of property transfer documentation
• DD1348-1 - DoD Single Line Item Release/Receipt Document, used when DoD
is receiving property from a contractor
• DD1149 - Requisition and Invoice/Shipping Document, used when DoD is
shipping property to a contractor
•
It’s currently being used by industry and government to track property
custody changes for items contained in the IUID Registry
• From a DoD organization to another DoD organization; From a
DoD organization to a contractor; From a contractor to a DoD
organization; From a contractor to another contractor; or, From
one contract to another contract
•
It has interface capability with DoD property systems
•
It fulfills requirements for DD1662 (DoD annual property inventory)
•
Training is available for both government and industry users
Additional WAWF Benefits
•
Decreases document error rate and
reduces re-keying of data
•
Eliminates annual costs associated with
manual entry of over 1.5 million documents
•
Eliminates 70,000+ lost documents
annually
•
Increases offerings of vendor discounts
•
Improves accuracy, timeliness and
integrity of data exchanged
•
Reduces unmatched disbursements in
receipt, acceptance, entitlement, and
payment processes
•
Creates standard data that can be shared
by a wider range of communities
FY 2010 Accomplishments
• Over 68,000 new WAWF users
• Approximately 6 million documents created
• 2 million created via EDI/SFTP
• Completed over 143 million transactions
valued at approximately $497B
• Over 1.8 million UIDs created
• Over 25 million RFIDs created
As of March 31, 2009:
"WAWF processed over 328 million transactions, totaling
over $1.2 trillion dollars of invoices.
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 industry users (vendors)
New WAWF
Users Added
Daily
International Vendors
Includes vendors from:
2010 Invoices
80% of our International
vendors submit all of their
invoices electronically
Canada
Ireland
Netherlands
Sweden
Spain
Korea
Japan
France
Germany
Turkey
Egypt
Australia
Thailand
Singapore
Italy
United Kingdom
Afghanistan
And many more…
3/7/2011
Supply Chain Integration
• Item Unique Identification (IUID)
• Radio Frequency Identification (RFID)
• Paperless Government Furnished
Property (GFP)
• Property Transfers
• Updating Property Systems/Applications
Property
Systems
WAWF and the “Supply Chain”
*Email notices sent to next workflow user
Contracting
Officer
Financing Acceptance
Transporters
View Only
Contractor
CEFT
Pay
Systems
Document Creation
DCAA
Voucher Approval
DCMA Office
Accounting
Systems
Web, EDI, SFTP
Source Inspection
And Acceptance
ANSI
X12
Receiving Activity
Document Creation and
Destination Acceptance
WAWF
Local Processing
Logistics
Systems
Transportation
Systems
Document Certification
Pay Official
Property
Systems
Payment Processing
CCR/
DAASC
Logisticians
Depot/Destination
Receiving
Property Mgmt
Creation of Property
Transfer Documents
EDA
Program Mgmt.
View Only
Other
Systems
IUID
Registry
Current WAWF System Architecture
V4.0 released 18 Aug 08
Property Mgmt
Systems
WAWF
WAWFRoles
Roles
GEX
TP
WAWF
CCR
DAASC
Email notices sent to next workflow user
EDA
Accounting
Systems
Cont
ract
Data
Invoice &
Receiving
Report
GEX
act D
ata
Co
nt
ra
ct
Da
ta
r
do s)
n
e e
(V od
Es ss C
G
A e
C ddr
A
Con
tr
SIGN
REJECT
PROCESS
VIEW
• MOCAS - DCMA
• SAMMS - DLA
• BSM - DLA
• One Pay - Navy
• CAPS - Army/ODAs
• IAPS – AF
• Navy ERP
rF
-Contracting
Officer
-Payment Clerks
Entitlement/
Pay Systems
Vendor EDI
do
View Only Users
eb
rW
-Inspectors
-Acceptors
-Certifiers
o
nd
Ve
Government
Workflow User
IUID
Registry
Unique
Identifier
n
Ve
INPUT
Invoice &
Receiving
Report
AFEMS - AF
Vendor EDI
Do
D
Ad AAC
d re
s
ss (Gov
Co
des t
)
Vendors
Invoice &
Receiving
Report
Standard
Procurement
System
• ACMS - JS
• EBIZ - DFAS
• SABRS – USMC
• Navy ERP
• STARS
Logistics
Systems
• DSS – DLA
• Navy ERP
• ILSMIS - Navy
• LMP
UID/RFID Data Capture
Invoice,
Receiving Report,
UID/RFID Data
Invoice,
Receiving Report
Wide Area
Workflow
EDI
UDF Web User
Direct Interface
UID XML
Vendors
Mark Items with UID Data Elements
Shipment Notice +RFID
Invoice
DoD Apps
ACMS
MOCAS
BSM
MOCAS-RS
CAPS
One Pay
EBIZ
SABRS
IAPS
SAMMS
Key:
New
Enhanced
No change
UID Registry
EDI – Electronic Data Interchange
UDF – User Defined Format
WAWF-UID/RFID/GFP Transfer Data
Vendor
Submits
Receiving
Submits
Shipping
Reports,&Invoices,
Reports
Invoices
Property
Shippers,
Receivers
When UID/RFID or GFP
Transfer data is required
WAWF -RA
WAWF
Application
Bank
WAWF transmits payment
actions EDI 810C, 856, & 861
via GEX to DoD pay systems
EDI
FTP Data Upload
CEFT
EFT
Web Input using Web Forms
Internet
DoD Pay
Systems
GEX sends UIDs
to receiving
activity system,
Property systems
Property
Systems
Inspecting
Activity
- Receives email notification
of awaiting actions.
-Inspects / rejects using Web
Forms online in WAWF.
Authorize transfer of funds
via CEFT to Vendor’s bank.
Property Transfer Data Available
Receiving
Activity
- Receives email notification
of awaiting actions.
- Accepts / rejects using Web
Forms online in WAWF.
Local
Processing
Official (LPO)
- Receives email notification
of awaiting actions.
- Certifies using Web
Forms online in WAWF.
Payment
Office
- Receives email notification
of awaiting actions.
- Pays or rejects invoices
using Web Forms online
in WAWF.
WAWF’s Future
•
Version 5.0 – Deployed on February 14, 2011
• Major Tech Refresh (Bringing code to a new technology level,
allowing for faster fixes, and savings on new development)
• New “Look and Feel” (Based on user desired changes; no
document tabs, new preview capability, faster features overall)
•
Version 5.0.1 “Portal” – Deployment anticipated mid-March 2011
• DAI iSupplier - Limited pilot initially (specific contracts only)
•
Version 5.1 – Deployment anticipated mid-July 2011
• ECP 655 = UII Verification
" RR will update Registry if no entry exists (new acquisition)
" RRR will check Registry to ensure UII already exists, if none
exists, it will reject the entry (repaired item only)
WAWF v5.0“New Look and Feel”
17
WAWF v5.0“New Look - IUID Specific”
After inputting the CLIN
information select the UID
tab.
WAWF v5.0“New Look - IUID Specific”
Select ‘Add UID’
WAWF v5.0“New Look - IUID Specific”
Select UID construct
type.
Note: Next slide helps
with UID type selection
WAWF v5.0“New Look - IUID Specific”
Enter General UID information.
Note: If D was selected as the ‘Issuing
Agency Code’, then the Enterprise
Identifier is your CAGE code.
If you require information on UIDs which
are not created against your CAGE code,
refer to the UID website first, and then if
needed contact your contract’s
Administration office.
WAWF v5.0“New Look - IUID Specific”
Select Add UID
WAWF v5.0“New Look - IUID Specific”
Enter the FULL UID
number
Select ‘Save
UID’
Enter the Serial number
DoD UID Forum-WAWF v5.0
www.uidforum.com
To learn more about WAWF and IUID Registry Interfacing,
to include Property Tracking, please plan to attend the
following sessions during the Forum:
-IUID Registry and WAWF Demo Labs – See posted
schedule:
--Attendees may bring specific program/contract
issues to be reviewed by IUID/WAWF Experts
-WAWF and IUID Registry Outreach Booth
-Basic GFP Requirements
WAWF Support Contacts
WAWF System-Related Issues, User Issues such as Registration/Access, General Issues
WAWF Help Desk -DISA DECC Ogden Electronic Business (EB) Operational Support Team (OST):
CONUS ONLY: 1-866-618-5988
COMMERCIAL: 801-605-7095
DSN: 388-7095
FAX COMMERCIAL: 801-605-7453
FAX DSN: 388-7453
[email protected]
DCMA Issues
WWW.DCMA.MIL: Click on ebusiness, Click on Electronic Invoicing (WAWF)
Email: [email protected]
For Invoice Status and Payment Status (after being processed in WAWF)
Contact DFAS Customer Service
http://www.dfas.mil/contractorpay/dfascustomerservicephonenumbers.html
For all Other Issues
Contact DFAS WAWF Help Desk at Columbus: COMMERCIAL: 614-693-6868
WAWF Support Contacts
Army Functionality Issues
Army WAWF Help Desk : 1-866-598-3560
Commercial: 614-693-0290
DSN: 869-0290
Email: [email protected]
Navy Functionality Issues
Navy WAWF Hotline: 800-559-WAWF (9293)
NAVFAC: Cathy Capozziello on 703-731-6137
Marine Corps Functionality Issues
Cathy Capozziello on 703-221-6911
Air Force Functionality Issues
[email protected]
Helpful Information Sources
WAWF Production System
https://wawf.eb.mil
WAWF Web-based Training Course (WBT)
http://www.wawftraining.com
WAWF “Hands-on” Practice System
https://wawftraining.eb.mil
Defense Federal Acquisition Regulation Supplement (DFARS) and Procedures ,
Guidance, and Information (PGI)
http://www.acq.osd.mil/dpap/dars/dfars/index.htm
DoD RFID Policy (WAWF Advance Shipment Notice-ASN)
http://www.acq.osd.mil/log/rfid/advance_shipment_ntc.htm
IUID FAQs (UII Data Capture via WAWF)
http://www.acq.osd.mil/dpap/pdi/uid/faq.html
DOD UID Policy
http://www.acq.osd.mil/dpap/pdi/uid/policy_and_regulations.html
Business Transformation Agency (BTA)
http://www.dod.mil/bta
WAWF Program Management Office (PMO)
Email: [email protected]
Questions?
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