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Wide Area Work Flow (WAWF) Overview

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  • Read bullets.
  • Concern (Read the Bullet) The goal is to move from traditional paper-based documents into an electronic environment. Requirement (Read the Bullet) Those basic items are contract, receiving report, invoice and electronic funds transfer. Objective – (Read the Bullet) Some of the Primary DoD electronic tools are: Electronic Data Interchange (EDI) standards Electronic Document Access (EDA) system. Wide Area Workflow (WAWF) Web Invoicing System (WINS)
  • Defense Federal Acquisition Regulation Supplement (DFARS) has been updated to include a requirement for electronic invoicing. Clause 252.232.7003 is the reason why we are going electronic. If this clause is on your contract you’re required to submit electronically. However you don’t have to have the clause on your contract to voluntarily begin submitting electronically. Three Electronic Options There are three options to meet the electronic mandate they are: Wide Area Workflow (Web-based application which allows for you to create and submit both invoice and Receiving Report), Web Invoicing System (which allows you to create and submit only invoices), Electronic Data Interchange (EDI) (which is a direct feed from computer to computer). “ Electronic Form” means any automated system that transmits information electronically from the initiating system to all affected systems. Quick summary Faxes and Emails don’t count.
  • Read the Top Paragraph Read First Bullet Read Second Bullet Read Third Bullet Read Fourth Bullet Read Fifth Bullet – Provides GLOBAL visibility to all users – and say - You have the capability to monitor your transactions as they change status through the entire process.
  • Ability to submit documents electronically: Allows you to meet the Electronic Invoicing Mandate. Reduction of lost or Misplaced documents: Ask the Question: Have you ever sent something to DFAS only to find out it never arrived. Now if you can see it in WAWF so can the government users. Opportunity for Discounts: In paper, by the time an invoice gets to the appropriate entitlement clerk, many times the discount is no longer available; since mail time is eliminated it is more likely that DFAS can take advantage of discounts offered. Ability to Access Documents - The vendor can view previously submitted documents, determine current status, and review actions taken by government officials (to include access to name, email and phone numbers). Immediate Feedback - The vendor receives system-generated emails advising them of action taken by government officials. If a receiving report or invoice is rejected the vendor has capability to correct data and resubmit. Thus, only individual data elements need to be corrected - as opposed to retyping the entire document. Reduction in Cycle Time: For Example Vendor Feedback has stated that cycle time from the time they initiate an invoice to the time they receive payment has reduced from sixty-seventy days down to thirty or less. Secure Transactions with Audit Trail: It adheres to the highest level of security offered on DOD computer systems running at 128 Byte Encryption. Every time your document is touched for action that persons name phone number email address time and date and action taken is recorded on your document. UID/RFID and GFP/GFE : WAWF is also being used to support inventory control to capture UID, RFID, and track the movement of GFP/GFE.
  • UID Background - In every troop deployment this century, DoD has been plagued by a major difficulty-the inability to see assets as they flow into a theater and are in storage. This situation has led to direct and significant degradation in operational readiness. When assets in the pipeline are not visible, they are difficult to manage. Property is lost and customers submit duplicate requisitions. Assets at the retail level are not visible and therefore, not available for redistribution, further compound the degradation of operational readiness.” Joint Total Asset Visibility Office – DoD. UID Deployment - Under Secretary of Defense (USD) is to achieve interim operating capability no later than December 31, 2005. Military Departments and Washington HQS Service (WHS), shall begin planning now for UID inventory implementation.
  • 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. 1. The process begins in the upper left corner with the vendor . The vendor is able to create and submit invoices and receiving reports, or rather, more specifically, the shipping information used to populate the receiving report. 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 transfer protocol (FTP) or electronic data interchange (EDI). By using this method, you have a true transmission of data from the source. 2. Once the receiving report is created in the WAWF (if the inspector is in the workflow) the inspector receives notification via e-mail 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 e-mail 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 e-mail notification triggering a review of the electronic versions of the contract, invoice and receiving report. The LPO then electronically certifies the documents to indicate they are ready for payment. The LPO is not always involved in the process. Generally, this role is used to process Navy transactions into the One Pay entitlement system. Additionally, the role is used for miscellaneous 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. 6. The payment office matches valid invoice and receiving report transactions to the contract, performs entitlement and prevalidation and releases a payment to the vendor.
  • View Only provides the capability for a user to see an invoice and/or receiving report whatever the status may be. GAM – When a user registers in WAWF the GAM will activate the users. The GAM will receive an email that someone has registered and activate them upon verification of the users identity. The GAM will also need to make sure users are deactivated when they leave the company.
  • Here are all the entitlement systems used within the DFAS network. The entitlement systems listed can receive Electronic Data Interchange transactions with the exception of the Integrated Accounts Payable System (IAPS), CAPS-C, Stars and One Pay (Army) MOCAS is used to make payment on any contract where the Service or Agency Procurement Contracting Officer (PCO) has delegated contract administration to the Defense Contract Management Agency (DCMA).
  • Read all bullets Point out : WAWF Production web site – this is the actual web site that you will access to submit your invoices and receiving reports WAWF Training web site – this is the site we will be working in today and that you can practice in when you go back to your desk. We will talk more about this site later! WAWF Web Based Training – this is the site that you can go into to train on specific needs i.e. if you needed to know how to process an invoice or a receiving report you could go here and complete a lesson on creating an invoice or receiving report. There are also quiz's that will be given throughout the lesson to confirm what you have learned and at the end of the lesson you will receive a certificate. WAWF Army Help Desk – You will speak with a live person and they will assist you with any WAWF issues. You will receive prompt service.
  • Transcript

    • 1. Wide Area Work Flow (WAWF) Overview Presented by : Defense Finance and Accounting Service
    • 2. Presentation Outline
      • Background - Why was WAWF-RA Developed?
      • WAWF-RA - What is it and How does it Work?
      • WAWF Process
      • User Roles - Who will use WAWF-RA?
      • Benefits - How will Vendors Benefit?
      • More Information - How Can I Find Out More?
    • 3. Background
      • Concern: Acceptance & payment process is predominately paper-based.
      • Requirement: Electronically capture and coordinate the basic items necessary to make a payment.
      • Objective: Create an electronic commerce environment leveraging existing DoD electronic tools coupled with Web technology to process payment information.
    • 4. Electronic Invoicing Mandate
      • Defense Federal Acquisition Regulation Supplement (DFARS) has been updated to include a requirement for electronic invoicing
        • 252.232-7003 Electronic Submission of Payment Requests (contract clause) & 232.70 —Electronic Submission and Processing of Payment Requests Revised January 13, 2004
      • Three Electronic Options
        • Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests using one of the following electronic forms:
          • Wide Area WorkFlow-Receipt and Acceptance (WAWF-RA).
          • Information regarding WAWF-RA is available on the Internet at https://wawf.eb.mil .
          • (2) Web Invoicing System (WInS).
          • Information regarding WInS is available on the Internet at https://ecweb.dfas.mil .
          • (3) American National Standards Institute (ANSI) X.12 electronic data interchange (EDI) formats.
      • “ Electronic form” means any automated system that transmits information electronically from the initiating system to all affected systems.
        • Facsimile, e-mail, and scanned documents are not acceptable electronic forms for submission of payment requests. However, scanned documents are acceptable when they are part of a submission of a payment request made using one of the electronic forms provided for in paragraph (b) of this clause.
    • 5. What is WAWF-RA?
      • A user friendly application that allows government users to digitally sign electronic documents via the world wide web.
      • Eliminates paper from the invoicing and receipt/acceptance processes of the DoD contracting life cycle.
      • Electronically transmits data to the entitlement systems for payment.
      • Uses e-mail notification to notify workflow users of document status.
      • Provides GLOBAL visibility to all users.
      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.
    • 6. Significant Benefits for Vendor
      • Ability to submit documents electronically
      • Reduction of lost or misplaced documents
      • Opportunity for discounts
      • Ability to access documents and view processing status at any time
      • Immediate feedback when the government rejects a document
      • Reduction in Cycle Time
      • Secure transactions with audit trail
      • Mechanism for capturing Unique Identifier (UID) and Radio Frequency Identifier (RFID) Data
      • Track movement of Government Furnished Property (GFP)/Government Furnished Equipment (GFE)
    • 7. Unique Identification (UID)
      • Unique Identification (UID) is a system of distinguishing one object from another, allowing DoD to track identical objects separately.
      • Contracting officers shall include clause 252.211-7003, Item Identification and Valuation, in all solicitations and contracts that require delivery of items effective January 2004.
      • UID submission is now mandatory for items meeting these categories:
        • Costs over $5,000
        • Serially managed.
        • Mission essential.
        • Controlled inventory.
        • A consumable item or material where permanent identification is necessary.
      • To date UID/RFID is not fully deployed throughout the DoD.
      • WAWF is the single entry point for UID/RFID information on DoD procurement actions
      • In today’s training we will show you where to input UID and RFID. For further information please refer to the resource CD or student guide provided today.
      • For additional information. http:// www.acq.ods.mil/uid
    • 8. How Does It Work? - WAWF Process Submits Shipping Reports & Invoices EDI FTP Data Upload Web Input - Receives email notification of awaiting actions. - Inspects / rejects using Web Forms online in WAWF. - Receives email notification of awaiting actions. - Pays or rejects invoices using Web Forms online in WAWF. Authorize transfer of funds via EFT to Vendor’s bank. Inspecting Activity Inspecting Activity Bank Bank Payment Office Payment Office Vendor Vendor Submits Shipping Reports & Invoices EDI FTP Data Upload Web Input - of awaiting actions. - - Receives email notification of awaiting actions. - Accepts / rejects using Web Forms online in WAWF. Accepting / Receiving Activity Accepting / Receiving Activity - Receives email notification of awaiting actions. - Accepts / rejects using Web Forms online in WAWF. - Receives email notification of awaiting actions. - Pays or rejects invoices using Web Forms online in WAWF. DoD Pay Systems DoD Pay Systems Authorize transfer of funds via EFT to Vendor’s bank. EFT EFT - Receives email notification of awaiting actions. - Certifies invoices ready for payment in WAWF. Local Processing Office Local Processing Office - Receives email notification of awaiting actions. - Certifies invoices ready for payment in WAWF. Internet Internet WAWF - RA Application WAWF 1. 2. 3. 4. 5. 6. Inspecting Activity Bank Payment Office Vendor Accepting / Receiving Activity - Receives email notification of awaiting actions. - Accepts / rejects using Web Forms online in WAWF. DoD Pay Systems EFT Local Processing Office - Receives email notification of awaiting actions. - Certifies invoices ready for payment in WAWF. Internet WAWF - RA Application WAWF transmits payment actions EDI 810C, 856, & 861 via DEBX to DoD pay systems. Accepting / Receiving Activity Local Processing Office WAWF transmits payment actions EDI 810C, 856, & 861 via DEBX to DoD pay systems. WAWF transmits payment actions EDI 810C, 856, & 861 via DEBX to DoD pay systems.
    • 9. WAWF-RA Other Roles
      • View Only
      • Used by those who need to view/monitor process, but not take action
      • Vendor, Inspector, Acceptor, LPO, and Pay Office all have view only roles available
      • Group Administrator (GAM)
      • Controls access to authorized accounts (Gate Keeper)
      • Point of Contact for subordinate users
    • 10. Entitlement Systems
      • BSM---Business System Modernization
        • For payment of Defense Logistic Agency contracts
      • CAPS-C---Computerized Accounts Payable System - Clipper
        • For payment of Army, Marine Corps, contracts (European theater)
      • CAPS-W--- Computerized Accounts Payable System - Windows
        • For payment of Army, Marine Corps, Defense agencies contracts
      • IAPS---Integrated Accounts Payable System
        • For payment of Air Force contracts
      • STARS
        • For payment of Navy contracts
      • STARS ONE PAY (ARMY)
        • For payment of Army contracts (Pacific theater only)
      • MOCAS---Mechanization of Contract Administration Services
        • For payment of Contract Pay Purchases
      • SAMMS---Standard Automated Material Management System
        • For payment of Defense Logistic Agency contracts
    • 11. For More Information...
      • Wide Area Workflow Web Sites
        • Production web site: https://wawf.eb.mil
        • Training web site : https://wawftraining.eb.mil
        • WAWF Web Based Training: http://www.wawftraining.com
      • WAWF Help Desks
        • DISA Ogden Customer Service Center 801-605-7095 or email: csassig@ogden.disa.mil
        • WAWF Army Help Desk (toll free) 1-866-598-3560
      • EDA web-site
        • http://eda.ogden.disa.mil/
      • Vendor Pay Inquiry System
        • http://www.dod.mil/dfas/money/vendor/
      • myInvoice
        • https://myinvoice.csd.disa.mil//index.html
      • DFAS e-Commerce web page
        • http://www.dod.mil/dfas/ecedi/
      • Federal Acquisition Regulation Web Site
        • http://farsite.hill.af.mil
      • Unique Identification (UID)
        • http://www.acq.osd.mil/dpap/UID/
    • 12. Acronyms
      • ANSI: American National Standards Institute – Organization that establishes Standard Format for Electronic Transactions
      • BPN: Business Partner Network - Used for CAGE Code Validation
      • DAAS: Defense Activity Address System - Used for DODAAC Validation
      • EDA: Electronic Document Access - Contract Information
      • EDI: Electronic Data Interchange - Standard Format for Transactions
      • EFT: Electronic Funds Transfer - Payment Made to Vendor Bank Account via US Treasury
      • FTP: File Transfer Protocol - Used for Batch Input
      • GEX Global Exchange Server – Used to Translate EDI to WAWF User Defined File and Vice Versa
      • LPO: Local Processing Office: DoD Office that certifies document for payment
      • PKI: Public Key Infrastructure – Electronic signature identity
      • PPA:Prompt Payment Act - Federal Law governing federal payments
      • PSS: Payment System Specific
      • RFP: Request For Proposal – submitted to contracting to request a contract
    • 13. Questions?

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