Wide Area Workflow: Electronic InvoicingWide Area Workflow Overview Presented by

Wide Area Workflow: Electronic InvoicingWide Area Workflow Overview Presented by www.phwiki.com

Wide Area Workflow: Electronic InvoicingWide Area Workflow Overview Presented by

Gaugh, Catherine, Features Editor has reference to this Academic Journal, PHwiki organized this Journal Wide Area Workflow: Electronic InvoicingWide Area Workflow Overview Presented by:Navy WAWF Office Today’s AgendaWAWF OVERVIEW WAWF HANDS-ON or DEMOQ&AWhat is WAWFWAWF st in addition to s as long as Wide Area Work Flow. It is a system used by contractors to invoice in addition to by government officials to accept in addition to certify as long as goods in addition to services.Department of Defense initiated WAWF to eliminate paper transactions from the acquisition processWHAT IS WAWF

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Why WAWFOUSD Memo of 14 JUL 2004Mr. Wynne – WAWF is DoD technical solutionASN (RD&A) Memo of 25 JAN 2006Dr. Etter – Navy implementation of WAWFSet FY07 & FY08 targets of 80% & 100%, respectivelyASN (RD&A) in addition to FMO Joint Memo of 16 MAR 2007Dr. Etter – BSO responsibility in WAWF deploymentFin & Acq WAWF deployment leads req’dWAWF must be fully deployed by end of FY08FMO of 25 SEP 2007Mr. Mark Easton – Funds Administrators must provide LPO DoDAACWAWF Has Significant BenefitsCost/time savings On Time Payment & Faster Processing TimeView documents in addition to status at any timeCorrect in addition to resubmit documents onlineImmediate feedback when government rejects a documentAudit trail displays comments as long as every rejectionSecure transactions with audit trailWHAT IS WAWF BENEFITSElectronically record inspection & acceptanceView documents in addition to status at any timeReal-time processingReduced interest penalties on late paymentsFewer lost in addition to misplaced documentsLess re-keying in addition to higher data accuracyMaximize vendor-offered discountsWAWF Has Significant BenefitsReduces interest paymentsVendors paid on timeElectronic vice snail mailReduces DFAS pmts (FY09 est.)CONTRACT REQUIREMENTS CO INVOLVEMENT– One Pay Manual – $24. 61 Electronic – $5.55 Savings – $19.06Navy is working on an SPS-MOCAS feed that will enable the Navy to receive the electronic rate as long as MOCAS contracts issued from SPS.

WAWF RolesWAWF RolesDocuments are Routed Through WAWF According to DoDAACs Entered by VendorCONTRACT REQUIREMENTS DoDAACs

Contracting Officers & Requiring Activities Have Key Roles in WAWF DeploymentEnsure Contract is Formatted as long as WAWF usage:Include DFAR clause 252.232-7003Include appropriate DoDAACs in WAWF Routing Tableprovided by Requiring activity Well Documented Requirements = Well Written Contract Ensures medium/small sized businesses are paid in a timely mannerEliminates interest penalties as long as late paymentsCONTRACT REQUIREMENTS CO INVOLVEMENTCONTRACT REQUIREMENTS DoDAACsRouting Table Lists Data Required by WAWF For a Successful Invoice SubmissionWho Needs to be InvolvedEVERYONE!! Communication is Key!Requesting Activity identifies req’t/nominates COR/TPOC/COTRIdentifies Ship To or Service Acceptor/Approver DoDAACProvides email address of COR/TPOC/COTRActivates DoDAAC in WAWF—if no GAM identify in addition to register GAMNominated COR/TPOC/COTR registers in WAWFComptroller’s Office – funds req’tIdentifies LPO DoDAAC on funding document (e.g., attaches WAWF routing table to funding doc)Activates DoDAAC in WAWF—if no GAM identify in addition to register GAMIndicates that the contract invoices will go through WAWFLPO registers in WAWF For FFP contracts, acceptance will take place at the COR/TPOC/COTR’s DoDAAC in addition to certification at the Fund Administrator’s DoDAAC. FISC DoDAACs (N00244, N00189, N68836, N00406, N00604, N32434) will NOT be used as long as acceptance or certification.

Who Needs to be InvolvedContracting writes contract– requirements package should include at a minimum:COR/TPOC/COTR contact info, including emailShip To or Service Acceptor/Approver DoDAAC—Where goods are being shipped, services are being accepted, or final CVs are being approvedAcceptance at Other DoDAAC (if applicable)—Where acceptance is completed if other than the Ship To DoDAACLPO DoDAAC (if applicable)—To whom the funds belong; Funds AdministratorActivity DoDAAC must be active in WAWF in addition to all users (i.e., Acceptor, LPO) must be registeredVendor invoices in WAWFCOR/TPOC/COTR – Accepts in WAWFLPO – Certifies in WAWFTransaction as long as Others (TFO) CrosswalkWAWF Transaction as long as Self (TFS)—certifying as long as Navy Funds on the FADASDN, AAA, ACRN(s)WAWF Transaction as long as Other (TFO)—certifying as long as non-Navy agencies not on the FADASDN, AAA, ACRN(s)Additional fields as specified by the LOA Job Aid on the DASN One Source site: http://acquisition.navy.mil/content/view/full/99 WAWF Can Be Used to Create & Process a Number of Documents Electronically St in addition to Alone Invoice Invoice as 2-in-1 (Services Only) – as long as non-cost reimbursable service contractsCommercial Item Financing Per as long as mance Based Payment St in addition to Alone Receiving ReportInvoice in addition to Receiving Report (Combo) – as long as supply contracts or mix of service & supplies / only doc type that allows as long as “short pay”Cost Voucher – Cost Reimbursable Contracts; DCAA audit required in addition to ACO approval on final CVWHAT IS WAWF PROCESS

WAWF Can Be Used to Create & Process a Number of Documents Electronically Grant in addition to Cooperative Agreement VoucherNavy Construction / Facilities Management Invoice Progress Payment (not available as long as One Pay) Fast Pay – Contract must include Fast Pay clause 52.213Construction Payment Invoice (not available in One Pay)Misc. Pay – Vendor or Government initiatedWHAT IS WAWF PROCESSInvoice 2-in-1 is Routed from Vendor to Inspector, Acceptor, in addition to then to LPO Be as long as e it Ends at Payment OfficeHOW WAWF WORKS DOCUMENTS: INVOICE 2-in-1Invoice in addition to Receiving Report Travel as One Document The LPO role is required as long as OnePay, optional as long as CAPS, not available as long as MOCASCombo Documents are Routed Separately Through WAWFHOW WAWF WORKS DOCUMENTS: COMBOCombo WorkflowIn accordance with the DFARs, vendors are required to distribute two (2) copies of the WAWF RR or DD250 with their shipments.The LPO role is required as long as OnePay, optional as long as CAPS, not available as long as MOCAS

Acceptance at Other – When the Acceptance is not done at the Ship To LocationSometimes supplies or services will be shipped to one location, but will be accepted at another location.ACCEPTANCE AT OTHERAcceptance at Other – When the Acceptance is not done at the Ship To Location1. The Vendor will need to change the Acceptance point to “Other” when selecting the document type to create.ACCEPTANCE AT OTHERAcceptance at Other – When the Acceptance is not done at the Ship To Location2. The vendor will need to put the Ship To DoDAAC in the “Ship to Code” box in addition to the Acceptor DoDAAC in the “Acceptor at Other DoDAAC” box.ACCEPTANCE AT OTHER

Cost VouchersUsed to invoice as long as Cost Reimbursement ContractsT&M ContractsLH ContractsThere are three kinds of cost vouchersInterim VoucherDirect VoucherFinal VoucherHOW WAWF WORKS DOCUMENTS: COST VOUCHERSAn Interim Voucher is submitted to the DCAA Auditor as long as inspection.HOW WAWF WORKS DOCUMENTS: INTERIM VOUCHER (NON-DIRECT BILL)Interim Voucher Workflow The LPO role is required as long as OnePay, optional as long as CAPS, not available as long as MOCASVendors with Direct Bill Authority submit Direct Vouchers instead of Interim Vouchers.HOW WAWF WORKS DOCUMENTS: INTERIM COST VOUCHERS (DIRECT BILL)Direct Voucher WorkflowThe LPO role is required as long as OnePay, optional as long as CAPS, not available as long as MOCAS

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Final Vouchers must be approved (from acceptance folder) by the Service Approver/Acceptor.HOW WAWF WORKS DOCUMENTS: FINAL COST VOUCHERFinal Cost Voucher WorkflowThe LPO role is required as long as OnePay, optional as long as CAPS, not available as long as MOCASCost Voucher—Additional copies of the invoice must be provided in accordance with contract instructionsACO will approve Final Vouchers (from Acceptance Folder).For FISC Contracts: Vendors MUST still provide a copy of the invoice in addition to any applicable documentation that supports payment to the Contracting Officer’s Representative (COR) if applicable. In order as long as CORs to receive a copy of the invoice via email, their email addresses must have been provided to the contracting office along with the funding document.For FISC Contracts: Additionally, a copy of the invoice(s) in addition to attachment(s) at time of submission in WAWF must also be provided to each point of contact identified to receive a copy in the contract. In order as long as additional individuals to receive a copy of the invoice via email, their email addresses must have been provided to the contracting office along with the funding document.Cost Voucher— WAWF Visibility of the DocumentsInterim/Non-direct CV Workflow:Acceptors/LPOs should register against any of the following roles: (ranked in order of suggestion): Acceptor View Only. (note: LPOs should register against this role if contracts are paid via MOCAS)LPO View Only (if OnePay).Admin By View Only.DCAA View Only Role. Direct CV Workflow:Acceptors/LPOs should register against any of the following roles (ranked in order of suggestion): Acceptor View Only Role. (note: LPOs should register against this role if contracts are paid via MOCAS)LPO View Only (if OnePay).DCAA View Only Role.Admin By View Only. Final CV:CORs/Acceptors/LPOs should register against any of the following roles (ranked in order of suggestion): LPO View Only (if OnePay). Acceptor View Only Role against ACO’s DoDAAC.Admin By View OnlyDCAA View Only Role.

WAWF Allows Users to Send Multiple E-mail NotificationsEmail notifications are automatically sent to organizational emails of CAGE in addition to DoDAACs involved.Users can send additional e-mail notifications following an action. (Individual Acceptor/LPO receives email notification if vendor enters email addresses on the email distribution. E-mail addresses are saved as long as future use, but defaults to “Do not Send” button. Users must click the “Send” button to ensure an additional email notification is sent.HOW WAWF WORKS INFORMATION FLOWS: E-MAILSSample Email NotificationSubject: N4008507C3000 1L1A9 CI2N1CFHCFH SubmittedAction DoDAACExt: Document Type: Invoice 2-in-1 (Services Only)Status: SubmittedAcceptance Date: Processed Date: 2006/11/07Contract Number: N4008507C3000Delivery Order Number: Contract Issue Date: Vendor CAGEExt: 1L1A9Shipment Number: CFHShipment Date: 2006/11/07Invoice Number: CFHInvoice Date: 2006/11/07Has been Submitted by Tyler Moon on 2006/11/07. Status is Submitted.THIS IS A SYSTEM GENERATED EMAIL MESSAGE, PLEASE DO NOT RESPOND TO THIS EMAIL. HOW WAWF WORKS INFORMATION FLOWS: E-MAILSUnderst in addition to ing Status Codes Will Help You Determine Where a Document Is Within the WorkflowSubmitted: Has been created by Vendor in addition to is awaiting initial Government actionInspected: Has been inspected.Accepted: Has been accepted in addition to is in the LPO/LPOR’s folder.In-Process: Cost Voucher has been reviewed by the DCAA Reviewer.Approved: Cost Voucher has been signed by the DCAA Approver. Pre-Certified: Has been reviewed by a Local Processing Office ReviewerCHECK THE STATUS OF A DOCUMENT

WAWF’s Security Time-Out Function Limits the Session to 30 Minutes of InactivityWAWF NAVIGATION & INTERFACE TIME -OUT5-minute window to click pop-up window’s OK buttonData not submitted will be lost Complete WAWF actions in one sittingYou Must Log Out From WAWF as long as Security Reasons to Prevent Unauthorized Access WAWF NAVIGATION & INTERFACE LOG OUTClick the link, then close your browserAdditional WAWF ResourcesWAWF Production Sitehttps://wawf.eb.milWAWF Practice Sitehttps://wawftraining.eb.milDFAS Customer Service Supporthttp://www.dfas.mil/ -1-800-756-4571WAWF Web Based Training Site—PowerPoint-based Traininghttp://www.wawftraining.comDASN WAWF Website—WAWF Resources in addition to Quick Reference Guideshttp://acquisition.navy.mil/content/view/full/99 (Click Government In as long as mation)DFAS eSolutions Helpdesk1-877-251-9293 CCL-EC-Navy-WAWF-Helpdesk@dfas.milOgden Help Desk -1-866-618-5988 (4:30am to 10:00pm MT)

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