Wide Area Workflow

1
Wide Area Workflow (WAWF) Overview Presented
By Carol Albany DCMA eBusiness July 2008
2
Agenda

• What is WAWF?
• Why WAWF?
• WAWF Procurement
• WAWF User Roles
• Benefits, So Far
• What Next WAWF Supply Chain Integration

3
What is WAWF?

• It is NOT the World Wrestling Federation
• It is a system for performing electronic
  acceptance and invoicing on DoD contracts.
• Direct electronic feed to payment system
• Web, EDI or FTP input
• Provides complete transaction visibility

4
Why WAWF?

• Problem DoD acceptance payment process was
  predominately supported by hard copy (1997).
• Objective Create anelectronic
  commerceenvironment using existingtools and
  systems.
• Beginnings WAWF began
• as a Paperless Contractingprototype application
  to
• eliminate paper from the receipt/acceptance and
  invoice/payment process of the DoD contracting
  life cycle. It became operational in FY99. DCMA
  Deployment started March 2002.

5
Vendor Benefit

• Vendors
• Electronic submission of documents
• Reduction of lost or misplaced documents
• Opportunity for discounts
• Total visibility of document status
• Cost/time of sending same documents through U.S.
  mail
• Secure transactions with audit trail

We experienced 99.99995 on time payments 90
reduction in acceptance cycle times 60 reduction
in invoice cycle times
6
DoD Benefit

• Electronic recording of inspection and acceptance
  of goods and services
• Global accessibility of documents
• Improved data accuracy
• Electronic transaction processing into
  entitlement systems Reduced re-keying
• Reduction in unmatched disbursements
• Real-time processing
• Secure transactions with audit trail

We experienced 99.99995 on time
payments Interest per million paid Non-WAWF
294 WAWF 3.6 cents
Early DCMA ROI
7
Vendor Submits Invoice
Operational View
GEX
Vendor
Vendor EDI
Vendor EDI
Vendor FTP
Vendor web
WAWF
Email notices sent to next workflow user
8
WAWF EXTERNAL INTERFACES

• EDA - Checks For Latest Contract Info (Issued
  by / Admin by / Pay Office / Issue Date) - Reads
  Thru Latest Mod Posted To Find Data
• Pitfalls Of Transfer ARZ Mods Which Dont Post
  To EDA
• CCR - Validates Any CAGE Data And Pulls Name And
  Address From CCR Extract To Populate WAWF Form
  CAGE Must Be Active In CCR!

9
WAWF EXTERNAL INTERFACES

• DAAS - Validates Ship To / Mark For Codes and
  Pulls Name and Address Data from DAAS Extract to
  Populate WAWF Form - Must Be Active Codes.
• TAC 2 (Freight Address) Is Used for All
  Addresses, Unless Blank In DAAS, Then WAWF Uses
  TAC 1 (Mailing Address)

10
Government Accepts
Operational View
GEX
Vendor
Vendor EDI
Government Workflow Users -Inspectors -Acceptors
-Certifiers
Vendor EDI
Vendor FTP
Invoice Receiving Report SIGN REJECT
Vendor web
WAWF
Email notices sent to next workflow user
11
System Distributes
Operational View
GEX
Vendor EDI
Vendor
Government Workflow Users -Inspectors -Acceptors
-Certifiers
DEBX
Vendor EDI
Vendor FTP
Invoice Receiving Report SIGN REJECT
Vendor web
WAWF
View Only Users -Contracting Officer -Payment
Clerks
Email notices sent to next workflow user
12
WAWF User Roles

• Vendors
• Submit Invoices and/or Receiving Reports
• Check Status of Documents in History Folder
• Correct Resubmit Rejected Documents
• Government Inspectors
• First Step in Acceptance Process, Only step if
  Source Inspection and Acceptance
• Add Quantity Received and Checks Inspection Block
  or Comments if Invoicing
• Can Create Receiving Report if Applicable
• Government Acceptors
• Digitally Signs (Acceptance or Approval)
• Can Accept/Approve One Step (w/o comments or
  inspection)
• Can Create Receiving Report if Applicable

13
WAWF-RA Roles Continued

• Payment Officials
• Review and Process Non-EDI Documents
• Reject Documents (except RR)
• Local Processing Offices (LPO)
• Certify Invoices and Receiving Reports if
  Applicable
• View Only
• Supervisors and/or Contracting Officers Monitor
  Process
• Auditors
• Transaction View to All Actions Taken

14
Scenario Acceptance
Vendor Inspector Acceptor
Pay Office
RR
RR
S-S
RR
RR
RR
S-D D-D
Inv

Transaction Types Commercial Invoices Receiving
Reports Combo
15
Scenario Approval
Vendor Inspector Acceptor
Pay Office
(CA) (ACO)
PP
PP
PP

Transaction Types Invoice 2-in-1 Progress
Payments Cost Vouchers Performance Based
Payments Commercial Item Financing
16
WAWF Statistics
DCMA 1st Quarter FY 08

• Total Invoices 271,829
• WAWF Invoices 253,448
• Percent WAWF Invoices 93.2
• Dollars Invoiced 52,046,198,412
• Total Acceptances 188,424
• WAWF Acceptances 177,686
• Percent WAWF Acceptances 94.3

17
FY06-FY08 Invoicing Rates
18
FY06-FY08 Source Acceptance Rates
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DCMA FY08 Goals

• BTA 75 of invoices electronic by December 2007
  
• OSD - 95 of MOCAS invoices processed in WAWF
• OSD - 95 of DCMA source acceptances processed in
  WAWF
• AFMC 95 of invoices electronic
• AFMC- 95 of payments made accurately
• DLA 95 of invoices processed in WAWF
• DLA 95 of source acceptances processed in WAWF
• AMCOM 95 of invoices processed in WAWF
• AMCOM 95 of source acceptances processed in
  WAWF (91 2/08)
• CECOM/TACOM/JML- TBD

20
Supply Chain Integration

• UII
• RFID
• Paperless GFP
• Property Transfer
• Updating Property Systems

21
WAWF and Supply Chain Integration
Web, EDI, and FTP Intake
Receiving Activity
Email notices sent to next workflow user
22
Helpful Information Sources

• WAWF Web-Based Training Online CBT
• http//www.wawftraining.com
• WAWF Training System - Practice Site
• https//wawftraining.eb.mil
• WAWF Production Site
• https//wawf.eb.mil
• DCMA E-Business Information
• http//www.dcma.mil (click on Electronic
  Invoicing)
• Unique Identification (UID)
• http//www.acq.osd.mil/dpap/uid
• Radio Frequency Identification (RFID)
• http//www.acq.osd.mil/log/rfid/index.htm

23
Questions