Wide Area Workflow (WAWF) Tutorial

APRIL 10-12, 2012
Atlanta, Georgia
www.UIDforum.com
Wide Area Workflow (WAWF)
Tutorial
Presented by:
Carol F. Albany
April 11, 2012
Slide #1
WAWF Tutorial
•
Provide a description of WAWF’s features,
functionality, benefits, and a discussion of the
system’s legal and regulatory requirements.
•
Provide an overview of IUID Data registration via
WAWF’s web formats - Receiving Report (RR) and
Reparable Receiving Report (RRR) - with a focus on
specific line item inputs via the web for newly
procured Items (new acquisition).
•
Provide a brief discussion of recent WAWF “IUIDspecific” updates.
Wide Area Workflow (WAWF)
DoD’s “system-of-choice” for performing electronic
.
invoicing and acceptance
on DoD contracts
WAWF Functionality and Features
 Enables global access of contract and related
documents and supporting documentation
 More contract “data” now available from EDA
 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

Millions of marked and coded (IUID) and tagged
(RFID) items already processed

PKI – Enabling access via digital certificate or
User ID with Strong Password

Enables a Digital “tracking” footprint for each
product (audit trail information)

Passwords “In-the-Clear”

FOUO and PII Masking
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)
•Decreased invoice processing costs
•Processed manually – on average $22 to $30
•Processed via WAWF – on average $6 to $12
•Decreased DFAS billing rates for payment systems
•MOCAS decreased substantially, even more cost-efficient
than most pay systems
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
Property
• DFARS 252.211-7007-IUID GFP (November 2008)
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
•
Web functionality currently exists for 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
Who’s Using WAWF
•Over 200,000 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 150,000 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…
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
Accounting
Systems
Web, EDI, SFTP
DCMA Office
Source Inspection
And Acceptance
ANSI
X12
Receiving Activity
Document Creation and
Destination Acceptance
Logistics
Systems
WAWF
Local Processing
Transportation
Systems
Document Certification
Pay Official
Payment Processing
CCR/
DAASC
Logisticians
Depot/Destination
Receiving
Property Mgmt
Creating Property
Transfer Documents
Property
Systems
EDA
Program Mgmt.
View Only
Other
Systems
IUID
Registry
Current WAWF System Architecture
V4.0 released 18 Aug 08
Property Mgmt
Systems
WAWF Roles
Vendors
Invoice &
Receiving
Report
GEX
AFEMS - AF
Vendor EDI
INPUT
IUID
Registry
Entitlement/
Pay Systems
UII and GFP
Data
MOCAS - DCMA
SAMMS - DLA
BSM - DLA
One Pay - Navy
CAPS - Army/ODAs
IAPS – AF
Navy ERP
Vendor EDI
Government
Workflow User
Invoice &
Receiving
Report
-Inspectors
-Acceptors
-Certifiers
SIGN
REJECT
PROCESS
View Only Users
-Contracting
Officer
-Payment Clerks
WAWF
GEX
• ACMS - JS
• EBIZ - DFAS
• SABRS – USMC
• Navy ERP
• STARS
Invoice &
Receiving
Report
VIEW
CCR
DAASC
Email notices sent to next workflow user
Accounting
Systems
EDA
Contract
Writing
Systems
SPS, Conwrite,
ITIMP, PADDS,
ACPS, DPACS
Logistics
Systems
DSS, Navy ERP
ILSMIS, LMP
UID/RFID Data Capture
Invoice, RR, RRR,
GFP Transfers,
UID/RFID Data
Invoice, RR, RRR,
GFP Transfers,
UID/RFID Data
Wide Area
Workflow
EDI
UDF Web User
Direct Interface
UID XML
ACMS
MOCAS
BSM
MOCAS-RS
CAPS
One Pay
EBIZ
SABRS
IAPS
EBS
DPAS
AFEMS
Key:
New
Enhanced
No change
Vendors
Mark Items with UID Data Elements
Shipment Notice +RFID
Invoice
DoD Apps
UID Registry
EDI – Electronic Data Interchange
UDF – User Defined Format
WAWF-UID/RFID/GFP Transfer Data
Vendor
Submits
Receiving
Submits
Shipping
Reports,
Reports &Invoices,
Invoices
Property
Shippers,
Receivers
When UID/RFID or GFP
Transfer data is required
WAWF -RA
Application
WAWF
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
DoD Pay
Systems
Internet
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 Reparable Receiving Report
(RRR)
• Allows for acceptance of repairs and invoicing for
payment for those repairs and simultaneously captures
the property transfer for the repaired items which have a
Unique Item Identifier (UII) number assigned to the item.
• Combines RR and GFP Transfer Documents
WAWF RRR
Use only if:
•RR is for delivery of a repair activity – the QA/Acceptance
signatures are for the acceptance of the REPAIR of
government property hardware.
•The repaired hardware has been assigned a Unique Item
Identifier (UII).
•Before RRR is created, the UII for the repaired item must
be in Registry.
WAWF RRR
Do not use RRR:
•For original sale of items with or without UIIs
•For repaired items without UIIs, or reparables whose UIIs
aren’t in Registry.
•Otherwise, use Receiving Report (RR)
WAWF RRR
• When the Receiving Report is used for delivery of
repaired items, (rather than using a RRR) do not report
the IUID data for the repair time on the WAWF Receiving
Report. (UIDs reported on a Receiving Report are
considered NEW acquisition)
WAWF RRR
Scenarios include:
• Vendor ships to DOD activity for use as part of repair delivery
• Vendor ships to another Vendor for use under the second Vendor’s
Contract
• Vendor ships to DOD Depot for storage
• Vendor holds item pending direction from DOD
• Vendor transfers item to another contract and will use item for the
second contract
• Vendor transfers item to DOD Storage area at Vendor location
• Vendor came to DOD location to make repair
Serialization for DoD IUID Formats
• Unique Identification is a combination of data elements
determined by how the enterprise serializes items
• Two acceptable methods of serialization:
• Serialization within the enterprise identifier
• Each item is assigned a serial number that is unique
among all the items identified under the enterprise
identifier
• No serial number is repeated
• Serialization within the part number
• Each item under a specific part number is assigned a
unique serial number within the original part number
assignment
Defining IUID Data Elements
* Issuing Agency Codes will not be marked on the item
** When Original Part Number changes with a new configuration,
current part number may be marked on item as separate data
element
Construct 1 IUID Example
Construct 1 UID -- Items are serialized within the Enterprise
CAGE: 13499
Enterprise: 13499
CLIN 0003
Quantity Delivered: 4
CONNECTOR ASSEMBLY
MILSTRIP: N005354281X002XXX
P/N: RSEE11-4S
Issuing Agency Code : D
Serial Numbers: 777002, 777005, 777006, 777009
This example builds four UIIs for CAGE Code 13499 and each of the serial numbers:
D13499777002
D13499777005
D13499777006
D13499777009
Construct 2 IUID Example
Construct 2 UID: Items are serialized within the Part Number
CAGE: 13499
Enterprise: 13499
CLIN 0001
Quantity Delivered: 5
NSN 1112-01-434-0001
LN-200 IMU HOUSING
P/N: 31-142
MILSTRIP: N005354281X001XXX
Issuing Agency Code : D
Serial Numbers: 2044492, 2044498, 2044499, 2044501, 2044507
In this example five UIIs would be constructed, using the Prime CAGE code
"13499", part number "31-142" and each of the five serial numbers listed:
D1349931-1422044492
D1349931-1422044498
D1349931-1422044499
D1349931-1422044501
D1349931-1422044507
Construct 2 IUID
Prime is not Enterprise
Construct 2 UID: Alternative Part Number and Entity (Enterprise is Sub)
CAGE: 13499
Enterprise: 07700
Subcontractor CAGE: 07700
CLIN 0004
NSN 1224-01-122-0044
CIRCUIT HOUSING
Quantity Delivered: 6
Prime P/N: X22-5525
UID ENTITY: 07700
UID ENTITY P/N: 311875-1N42
Serial Numbers: 5525-0001, 5525-0003, 5525-0004, 5525-0006, 5525-0007, 5525-0012
This example will override the prime's Part Number for UID construction and submittal
only. ** On the Receiving Report this item would still be listed as P/N X22-5525, and the
prime contractor 13499. The following UIDs would be constructed:
D07700311875-1N425525-0001
D07700311875-1N425525-0003
D07700311875-1N425525-0004
D07700311875-1N425525-0006
D07700311875-1N425525-0007
D07700311875-1N425525-0012
Four IUID Equivalent Types
•
VIN – Vehicle Identification Number
•
ESN – Telecommunications Industry Electronic Serial Number Unique identification number embedded in a wireless phone by the
manufacturer
•
GIAI - Global Individual Asset Identifier (GIAI) -Identifies assets of a
company which are not consumed and do not leave the control of
the owner – Example - In a hospital – a hospital bed or MRI machine
•
GRAI - Global Returnable Asset Identifier (GRAI) - Returnable Asset
is delivered by the owner to the custody of another business entity
– Examples: Ocean freight containers and chassis; Returnable food
and beverage containers such as beer kegs
WAWF “IUID-specific” Updates
• Version 5.1 – Deployed July 2011
• UII Verification
RR updates Registry if no entry exists (new acquisition)
RRR checks Registry to ensure UII already exists, if none
exists, it will reject the entry (repaired item only)
• Property transfer expansion
Expanded property transfer to include non-UII items and
post them in GFP Module of IUID Registry
WAWF “IUID-specific” Updates
• Version 5.2 – Deployed October 2011
• Special Tooling (ST)/Special Test Equipment (STE)
Designation
 WAWF has been modified to require the vendor to identify, at IUID level, whether
the item is SPECIAL TOOLING, SPECIAL TEST EQUIPMENT, OR NOT ST/STE
(default).
 The information is passed to the IUID registry upon Government acceptance of the
items.
•
New “Optional” Type Designation Field at CLIN Level
 WAWF has two new “OPTIONAL” fields that appear on the CLIN TAB which allow the
vendor to correlate the Line Item to a Major Weapon System designation if they know
the information and so desire to include it on their Receiving Report or Reparable
Receiving Report. The syntax/structure for proper vendor entry of the TYPE
DESIGNATION Value is described in a document linked in WAWF to the HELP
button, off the CLIN/SLIN/ELIN tab. These fields do NOT pass to MOCAS.
DoD UID Forum-WAWF v5.2
www.uidforum.com
•
To learn more about WAWF and IUID Registry Interfacing, to include Property
Tracking – attend additional forum sessions:
•
WAWF Training and IUID Registry Training Labs
•
Basic GFP & Using IUID Registry for GFP Reporting
•
See conference guide for timeframes
•
Attendees may bring specific program/contract issues to be reviewed by
IUID/WAWF experts during the training labs
• Step-by-step instructions for web input of IUID data via WAWF:
https://wawftraining.eb.mil/xhtml/unauth/web/wbt/other/uid/UidIndex.xhtml
• Step-by-step instructions for WAWF Property Transfer functionality:
https://wawftraining.eb.mil/xhtml/unauth/web/wbt/WbtMainMenu.xhtml
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
Contact DCMA WAWF Program Manager – Carol Albany
Carol.Albany@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
Helpful Information Sources
WAWF Production System
https://wawf.eb.mil
WAWF “Hands-on” Practice System
https://wawftraining.eb.mil
WAWF “Online” Web-Based Training (WBT ) Course
https://wawftraining.eb.mil/xhtml/unauth/web/wbt/WbtMainMenu.xhtml
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
WAWF Program Management Office (PMO)
Email: WAWF-PMO@dla.mil
Questions?