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) WAWF It makes good business sense 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, 1 st 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) 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 WAWF
Why WAWF for GFP Transfers? It s in the Regulations DFARS 252.211-7007-IUID GFP (November 2008) It enables electronic processing of property transfer documentation Property Systems 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 2010 Invoices 80% of our International vendors submit all of their invoices electronically Includes vendors from: Canada Ireland Netherlands Sweden Spain Korea Japan France Germany Turkey Egypt Australia Thailand Singapore Italy United Kingdom Afghanistan And many more
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 DCAA Transporters View Only Contractor Document Creation CEFT Pay Systems Voucher Approval DCMA Office Source Inspection And Acceptance Receiving Activity Document Creation and Destination Acceptance Web, EDI, SFTP ANSI X12 Accounting Systems Logistics Systems Local Processing Document Certification WAWF Transportation Systems Pay Official Payment Processing Logisticians Depot/Destination Receiving Property Mgmt Creation of Property Transfer Documents Program Mgmt. View Only EDA CCR/ DAASC Other Systems IUID Registry Property Systems
WAWF WAWF Roles Roles Vendors Government Workflow User -Inspectors -Acceptors -Certifiers View Only Users -Contracting Officer -Payment Clerks Current WAWF System Architecture Invoice & Receiving Report INPUT Invoice & Receiving Report SIGN REJECT PROCESS Invoice & Receiving Report VIEW Email notices sent to next workflow user Vendor EDI Vendor Web CCR DAASC Vendor FTP CAGEs (Vendor Address Codes) DoDAACs (Govt Address Codes) GEX EDA Property Mgmt Systems WAWF Contract Data AFEMS - AF Vendor EDI Contract Data Contract Data Standard Procurement System V4.0 released 18 Aug 08 IUID Registry Unique Identifier GEX Logistics Systems DSS DLA Navy ERP ILSMIS - Navy LMP Entitlement/ Pay Systems MOCAS - DCMA SAMMS - DLA BSM - DLA One Pay - Navy CAPS - Army/ODAs IAPS AF Navy ERP Accounting Systems ACMS - JS EBIZ - DFAS SABRS USMC Navy ERP STARS
UID/RFID Data Capture Wide Area Workflow Invoice, Receiving Report, UID/RFID Data Invoice, Receiving Report DoD Apps UDF Direct Web User Interface EDI UID XML ACMS BSM CAPS EBIZ IAPS MOCAS MOCAS-RS One Pay SABRS SAMMS Vendors Mark Items with UID Data Elements Shipment Notice +RFID Invoice UID Registry Key: New Enhanced No change EDI Electronic Data Interchange UDF User Defined Format
WAWF-UID/RFID/GFP Transfer Data Vendor Submits Receiving Shipping Reports, & Invoices, Property Shippers, Receivers When UID/RFID or GFP Transfer data is required EDI FTP Data Upload Web Input using Web Forms WAWF WAWF -RA Application WAWF transmits payment actions EDI 810C, 856, & 861 via GEX to DoD pay systems Bank CEFT Internet DoD Pay Systems GEX sends UIDs to receiving activity system, Property systems Authorize transfer of funds via CEFTto Vendor s bank. Inspecting Activity Property Systems - Receives email notification of awaiting actions. -Inspects / rejects using Web Forms online in WAWF. Receiving Activity Local Processing Official (LPO) Property Transfer Data Available Payment Office - Receives email notification of awaiting actions. - Accepts / rejects using Web Forms online in WAWF. - Receives email notification of awaiting actions. - Certifies using Web Forms online in WAWF. - 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
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 CSCASSIG@CSD.DISA.MIL DCMA Issues WWW.DCMA.MIL: Click on ebusiness, Click on Electronic Invoicing (WAWF) Email: e-invoicing@dcma.mil 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: cco-ec-army-wawf-helpdesk@dfas.mil 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 wawf.team@wpafb.af.mil
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: BTA-DBSAE-WAWF@bta.mil
Questions?