integrity - innovation - service electronic commerce overview presented by: kathy johnson electronic...

Integrity - Innovation - Service

Electronic CommerceOverview

Presented by: Kathy Johnson

Electronic Commerce Office

Commercial Pay Business Line

Defense Finance and Accounting Service

Your Financial Partner @ Work 2

Presentation Outline

• Why Electronic Commerce?• Electronic Commerce Tools• Electronic Commerce Implementation• Where are we today?• Upcoming Events


Not Just a DFAS Initiative...


Why Electronic Commerce?


Road Map to Success

Infrastructure Volume Success!


e-Commerce Tools


Overview of EC Tools and Processes

1Vendor registers in CCR, remittance data transmitted toEC systems/CEFT

2Contracts/mods, vouchers are posted to EDA/NAFI

3Vendor enters invoice andshipment data into WAWF, or transmitsinvoices via WINS or EDI

4Vendor monitors invoice statusand views AOP in myInvoice

Government performs acceptance ofgoods and services in WAWF transmittedto entitlement/accounting systems

Contractual data is fed to entitlement systems via EDI, SPSI,or XML

Vendor receives payment viaelectronic funds transfer (EFT)

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EC Tools for Vendor Info and EFT Routing Data

• Central Contractor Registry (CCR)• Provide EFT payment information• Identify eBusiness POC

• Corporate Electronic Funds Transfer (CEFT)• Accepts data feeds from:

• CCR• Employee/service member systems

• Allows entry of CCR exempt vendors• Provides data to payment systems


Electronic Data Interchange (EDI)

• EDI is the computer to computer exchange of routine business information in a standard format

• American National Standards Institute (ANSI) X-12• Version 3010• Version 3050• Version 4010

• Routed to systems via DEBX


Common EDI Transaction Sets

• 810C - Invoice - commercial• 810V- Invoice - public voucher • 810P - Invoice - progress payment request• 810D - Invoice - certified (WAWF only)• 820 - Remittance advice• 856 - Shipment notice/manifest - acceptance for source inspection• 857 - Combination invoice and receiving report• 861 - Receiving advice/acceptance certificate - acceptance for

destination acceptance (WAWF only)• 824 - Application advice• 864 - Text message• 850 - Purchase order• 860 - Purchase order change request (contract modification)

* Transactions in red may be initiated by the vendor.

* Transactions in gray may be sent to the vendor.


Standard Procurement System Integration (SPS-I)

• Transmission of contractual data from SPS• Interface from PD² into vendor payment systems• Moving to Adapter technology

• The PD² Adapter is based on a webMethods commercial product set. • Simplifies integration between PD² and external systems. • Allows contract interfaces to be run more frequently• Pulls data into a single site

AMSB2B

XML

PD2 Adapter

PD2 Documents in XML Format

Translation to/from External System Format1

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External System Document in Legacy /Flat File/EDI Format

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Electronic Document Access (EDA)/Navy Air Force Interface (NAFI)

• Shared documents across DoD using Intranet/Internet and web technology. • Document on the Web - Available wherever and whenever

• Repository for contractual data and payment vouchers• Benefits

• Single source • Timely information• Electronic search and retrieval• Increased visibility of all procurement & payment actions• Reduction in data entry• Lower postage, handling, retention and document management

costs• Single solution to support multiple communities


Electronic Data Management (EDM)

• Provides DFAS users with access to payment affecting documents and information

• Involved collective application of:• Imaging• Electronic foldering• Workflow

• Proposed functionality to develop EDM cases for rejected transactions based on reject code


Electronic File Room (EFR)

• EFR is a data repository of official contractual documents.• EFR allows remote access for viewing Contract Pay and

Vendor Pay documents.• EFR provides the user a read-only view of various documents

not otherwise available via EDA or other electronic sources.• Contracts • Modifications • Invoices • Vouchers• DoD Forms• DFAS Forms• Other supporting Obligation and Disbursing Documents

• DFAS and non-DFAS organizations (Auditors, ACOs, PCOs, Receiving Activities, Liaisons, etc.) are granted ‘read-only’ access via a web server


Contract Inquiry System for Tracking and Reporting

• Used to produce DD1716s to identify Contract Deficiencies• Currently in Use for Contract Pay - MOCAS• Pilot for Vendor Pay - CAPS USMC Workload• Data File fed to NAFI for DD1716 Workflow• Benefits

• Speed up timeframe to correct contract deficiencies• Tracks request from initiation through completion


Electronic Invoicing Mandate

• Contractors must submit invoices electronically.• Mandated by Public Law: Section 1008 of National Defense

Authorization Act of FY 2001.• DFARS has been updated to include a requirement for

electronic invoicing, effective for contracts issued on or after 01 March 2003

• DFARS Clause 252.232-7003 (232.7004): • Requires electronic invoicing• Requires electronic supporting documentation• Identifies three acceptable electronic forms for transmission of

invoices (WInS, WAWF, and EDI); and • Identifies six specific situations where using electronic methods is

not required.


• An interactive web-based application that allows vendors to electronically submit invoices and receiving reports, and the Government to inspect, accept, receive and pay electronically.

Wide Area Work Flow (WAWF)

•A PKI-enabled application that allows government users to digitally sign electronic documents over the web.•Eliminates paper from the invoicing and receipt/acceptance processes of the DoD contracting life cycle.•Electronically transmits data to the entitlement systems for payment.•Uses e-mail notification to notify workflow users of document status.•Provides GLOBAL visibility to all users.


WAWF Upcoming Release Highlights

• WAWF v. 3.0.7 - April 9, 2005• Logistics Systems (DSS) Interface• Reject Phase 2 (824 transaction)• Ability to Create Documents from a Template

• WAWF v. 3.0.8 - June 6, 2005• Pre-population from EDA• Miscellaneous Payments• FTP/EDI Combo Split


Web Invoicing System (WInS)

•Web-based application that allows vendors to send invoices electronically•Allows vendors to submit invoices via:

•On-line data entry•File Transfer Protocol (FTP)

•Invoices are translated into EDI 810 transaction to the appropriate payment system•Certification through SEPS and ECS•Migration underway for DCMA administered transactions

Vendor initiates access request via New Account button

https://ecweb.dfas.mil/


EC Tools for Miscellaneous Payments

• Purchase card• Ensure use when proper and within thresholds

• PowerTrack• Exploring expansion beyond transportation payments• Successfully tested utility, telecom, and university payments

• WAWF• Capability for USMC invoices proposed for v3.0.8

• Defense Travel System• Use existing infrastructure in new ways • Could support employee / service member reimbursables


myInvoice

• Interactively provides information on invoices submitted & paid• Consolidates contract data obtained from DFAS sites into one

central repository which contains all open contracts, plus any payments made within the last 90 days

• Contractors may:• Research the status of a recently filed invoice, and determine

when payment will be issued or if something is lacking for payment processing;

• Obtain information associated with a check you have received to include contract number, invoices covered, interest or freight included in the payment, or tax or discount withheld; or

• Obtain the same background information for an electronic funds transfer payment;

• Receive e-mail notification of payment


EC Tools for Payment

• Electronic Funds Transfer (EFT)• Electronic payment method

mandated by Public Law• Funds are routed electronically to

vendors bank• E-Commerce success story!!!


e-Commerce Implementation


EC Implementation Tools

• Vendor Outreach Tool (VOT)• Capability to Run Reports Identifying Vendors AND Buying

Activities to Target for Implementation

• Vendor Mass Emailing Tool• Once Targeted, Can Automatically Send Email Notification to

Vendors Identified to Invite to Training or Provide Information

• Implementation CDs• Bin Folder Contains Backup Information in PowerPoint Can Be

Used for Numerous Briefings• Can Be Used for Various Training Options

• Limestone WAWF Video• Tri-fold Pamphlets

• WInS, WAWF-RA, VPIS, and Complying with the Electronic Invoicing Mandate


Where are we now?

-

50,000

100,000

150,000

200,000

250,000

300,000

350,000

Oct-04 Nov-04 Dec-04 Jan-05 Feb-05 Mar-05 Apr-05 May-05 Jun-05 Jul-05 Aug-05 Sep-05

UDFs EDI WAWF WINS PURCHASE CARD MANUAL/WAWF FOREIGN CURRENCY MANUAL

FYTD By Service EC Manual Total % ECArmy 73,931 328,240 402,171 18%Navy 55,211 316,646 371,857 15%Air Force 98,357 280,843 379,200 26%USMC 8,781 16,403 25,184 35%DLA 1,026,170 202,862 1,229,032 83%ODAs 921,515 155,634 1,077,149 86%Total 2,183,965 1,300,628 3,484,593 63%

All systems, including SAMMS

and BSM

Total Oct-04 Nov-04 Dec-04 Jan-05 Feb-05 Mar-05 Apr-05 May-05 Jun-05 Jul-05 Aug-05 Sep-05 TotalMANUAL 197,304 204,609 197,080 184,059 - - - - - - - - 783,052 FOREIGN CURRENCY 1,725 1,647 1,951 1,382 - - - - - - - - 6,705 MANUAL/WAWF 1,048 1,298 1,519 2,632 - - - - - - - - 6,497 UDFs 43,777 44,531 43,186 40,310 - - - - - - - - 1,329 EDI 17,768 16,554 18,525 16,424 - - - - - - - - 69,271 WAWF 23,950 24,850 29,852 28,990 - - - - - - - - 107,642 WINS 23,576 24,299 24,962 21,505 - - - - - - - - 94,342 PURCHASE CARD 12,159 10,411 12,688 14,805 - - - - - - - - 50,063 TOTAL TRANSACTIONS 321,307 328,199 329,763 310,107 - - - - - - - - 1,289,376 TOTAL ELECTRONIC 121,230 120,645 129,213 122,034 - - - - - - - - 322,647 % ELECTRONIC 38% 37% 39% 39% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 25%


Air Force Invoices

-

10,000

20,000

30,000

40,000

50,000

60,000

70,000

80,000

90,000

100,000

Oct-04 Nov-04 Dec-04 Jan-05 Feb-05 Mar-05 Apr-05 May-05 Jun-05 Jul-05 Aug-05 Sep-05

UDFs EDI WAWF WINS PURCHASE CARD MANUAL/WAWF FOREIGN CURRENCY MANUAL

Air Force Oct-04 Nov-04 Dec-04 Jan-05 Feb-05 Mar-05 Apr-05 May-05 Jun-05 Jul-05 Aug-05 Sep-05 TotalMANUAL 54,151 63,153 66,945 54,043 - - - - - - - - 238,292 FOREIGN CURRENCY 137 142 192 183 - - - - - - - - 654 MANUAL/WAWF 939 1,219 1,346 2,482 - - - - - - - - 5,986 UDFs 239 378 357 355 - - - - - - - - 1,329 EDI 4,919 4,783 5,781 5,021 - - - - - - - - 20,504 WAWF 5,186 5,454 6,362 6,348 - - - - - - - - 23,350 WINS 5,485 5,971 5,546 4,806 - - - - - - - - 21,808 PURCHASE CARD - - - - - - - - - - - - - TOTAL TRANSACTIONS 71,056 81,100 86,529 73,238 - - - - - - - - 311,923 TOTAL ELECTRONIC 15,829 16,586 18,046 16,530 - - - - - - - - 66,991 % ELECTRONIC 22% 20% 21% 23% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 21%


• WAWF Training • Monthly vendor WAWF training at Columbus and San Antonio FY05

• Agency/Service Implementation Support• DFAS Purchases Implementation WAWF Acceptor Training, DFAS

Indianapolis, March 14 - 18, 2005• DFAS Purchases Implementation WAWF Acceptor Training, DFAS

Columbus, March 16 - 17, 2005

• Customer Outreach• DFAS Road Show, Kirkland AFB, March 23, 2005• DFAS Open House, Columbus, OH, April 13 - 15, 2005• TKO, DSCC, April 20, 2005

WA

WF

Trai

ning

!

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Upcoming Events


For More Information...

• WAWF vendor training on-line registration formhttp://www.dfas.mil/commpay/vptraining.htm

• WAWF training web-sitehttp://www.wawftraining.com

• WAWF production web-sitehttps://wawf.eb.mil

• EDA web-sitehttp://eda.ogden.disa.mil/

• DFAS e-Commerce web pagehttp://www.dfas.mil/ecedi/

• WInS web-sitehttps://ecweb.dfas.mil

• myInvoice Systemhttp://www.dfas.mil/money/vendor


Questions?

integrity - innovation - service electronic commerce overview presented by: kathy johnson electronic...

Documents

debxyour financial partner

remittance data

invoice andshipment

vendorsprovides data

frequentlypulls data

vendor payment systemsmoving

data entrylower postage

commercial810v invoice