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Wide Area Workflow-Receipt & Acceptance (WAWF-RA)

Invoice. Contract. DD250. Wide Area Workflow-Receipt & Acceptance (WAWF-RA). WAWF-RA Purpose. To electronically capture and coordinate the four basic pieces of payment information Input: Contract Vendor invoice Receiving documentation Output: Payment Voucher. WAWF-RA Roles.

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Wide Area Workflow-Receipt & Acceptance (WAWF-RA)

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  1. Invoice Contract DD250 Wide Area Workflow-Receipt & Acceptance (WAWF-RA)

  2. WAWF-RA Purpose • To electronically capture and coordinate the four basic pieces of payment information • Input: • Contract • Vendor invoice • Receiving documentation • Output: • Payment Voucher

  3. WAWF-RA Roles Contractor • Vendor Government • Inspector (done by Acceptor) • Acceptor (COR-DO) • Local Processing Office (PM) • Payer

  4. How Does WAWF-RA Work? • Contractors submit invoices and inspection/acceptance documents • Document types selected via drop down box • WAWF-RA sends out “FYI” e-mails when a processing step occurs • Government officials can accept or reject • Comments explain basis of rejection • Vendor notified by e-mail of any rejection • Vendor makes revisions and resubmits

  5. Functional Overview:The Old Process EFT Bank CONTRACT INVOICE INVOICE Contracting Officer (CO) INVOICE INVOICE DD 250 CONTRACT CONTRACT DD 250 CONTRACT DD 250 INVOICE DD 250 INVOICE Acceptor CONTRACT INVOICE INVOICE INVOICE Inspector Vendor SPS APPLICATION SCREEN DFAS Payment System Legacy Systems Payment Official (PO) 1. Contract Information Submitted 2. Contract created and stored to EDA EDA 3. Contract sent and filed 4. Goods Shipped, Invoice created and sent 5. Government Receives, Validates and files 6. Acceptance Document created, signed, filed and sent 7. PO Compares all 3 Documents 8. Payment made electronically

  6. Functional Overview:WAWF - RA Process X EFT Bank X CONTRACT Contracting Officer (CO) DD 250 X INVOICE CONTRACT Local Processing Office X X Inspector/Acceptor Legacy Systems DFAS Payment System SPS APPLICATION SCREEN EDA Payment Official (PO) 1. Contract information submitted Virtual Folder 2. Contract created, stored to EDA and available in virtual folder EC Data Base 3. Goods Shipped, Vendor Creates Invoice and Receiving Report On-Line and stored in Virtual Folder 4. System generates Email to notify Government Official of document waiting to be processed 5. Inspector/Acceptor Receives, Validates, and Digitally signs Receiving Report 6. System generates Email to notify Payment Official of documents to be processed. 7. PO Compares all 3 Documents in Virtual Folder Vendor 8. Payment made electronically

  7. Security Issues • Data integrity • 128 bit Encryption • Authentication • Digital Signatures • User ID & password (Vendors and TMA) • PKI Certificates (future Gov’t requirement) • Group Administrator (GAM) • Activates/Deactivates Users • Uses TMA DODAAC-Extension structure to compartmentalize transactions

  8. System Support • DOD System, Maintained by DISA • Ogden Support Center • Help Desk 1-866-618-5988 • Web-Based Application • Web-Based Self Registration • GAM Activates/Deactivates Accounts • Web-Based Training • “Test Drive” simulation web site

  9. Computer Requirements • Hardware (minimum) • Pentium Processor • 64 Mg RAM • 15 MB available hard disk space • Software • MS Windows 98, NT, 2000 or XP • Internet Explorer v5.5 SP2 or higher • Adobe Acrobat Reader 4.0 or higher

  10. Status WideArea Workflow • Production Release V1.0 Aug 99 • Vendor Pay Functionality V1.1 Nov 99 • Vendor Pay Functionality V1.2 Dec 99 • Contract Pay Functionality V1.3 Jun 00 • EDI/FTP Functionality V2.0 Feb 02 • Completed TMA/DFAS-IN pilot Sep 02 • Enhanced Interface V3.0 Jul 03

  11. Next Steps • TMA • Assess interest • ID contracts requiring receiving reports • Validate paying office - DFAS(Indianapolis) • ID Requiring Activity POCs • Train and assist POCs in accessing WAWF • Vendors • ID Vendor POCs • Brief Vendors on WAWF

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