Supplier  Self-­‐Services  (SUS)  ASMC  

Sandhills  Chapter,  Ft  Bragg,  NC    

16  October  2018  

Overview  Agenda  

2

• Direc(ve  for  SUS  Par(cipa(on  • Procure-­‐to-­‐Pay  (P2P)  Pilot  Background  • P2P  Process  Overview  

– As-­‐Is  DoD/  P2P  /  WAWF  Process  Flow  – What  is  SUS?  /  SUS  Process  Flow  

• Supplier  Self-­‐Services  (SUS)  Pilot  Update  – Ini(al  6  Months  and  Par(cipa(ng  Sites  – Pilot  Way  Forward  – SUS  Pilot  Metrics  

• SUS  Provisioning/Training  Requirements  

Directive for Participation in the GFEBS SUS Pilot

DOD OSD Reform Initiative

3

•  P2P  Process  Review  –  End-­‐to-­‐End  process  from  requisi(on  through  disbursement  –  P2P  pilot  began  in  FY09;  Proof  of  Concept  demo  June  2010  

o Objec(ve  –  beYer  u(lize  the  standard  capabili(es  of  the  Army’s    enterprise  resource  planning  (ERP)  tool,  GFEBS  §  IdenHfied  3  Components of P2P Process Review:

•  Procurement for Public Sector (PPS) •  Direct Treasury Disbursement * •  Supplier Self-Services (SUS) *

               O  Approval  to  pilot  2  components  (*)  in  scope  of  GFEBS  contract  §  Implement  in  manageable  and  measureable  increments  § Goal  to  iden(fy  and  implement  efficiencies  where  possible  

»      Treasury  Disbursement  Pilot  approved  for  sustainment  Dec  12  »      SUS  Pilot  approved  to  go  live  Oct  12  

Procure-­‐to-­‐Pay  (P2P)  Pilot  Background  

4

Purchase Requisition

Purchase Order

Goods Receipt

Invoice Receipt Expenditure

Contract Writing System

The Vendor

PR PR Line Number PR Line

Funding ID

PIIN CLIN SLIN

Cross Reference Table PR/PR Line Number/PR Line Funding ID PO/PO Line Number/PO Line Funding ID

PIIN/CLIN/SLIN

MOCAS System Entitlement

APVM (Prevalidation)

PPVM (Prevalidation)

MATCH From X-Ref

Ready T o Pay File

Obligation Validation

Confirmation

Blocked Invoice

Use x-Ref

Receiving Activity

Material PIIN-CLIN-SLIN

Receipt Report

PIIN CLIN SLIN

Receipt Validation

By PIIN CLIN SLIN

Receipt Validation From X-Ref

Invoice PIIN-CLIN-SLIN

Invoice PIIN-CLIN-SLIN

Contract Info PIIN-CLIN-SLIN

Invoice PIIN-CLIN-SLIN

Invoice PIIN-CLIN-SLIN

Disbursement PIIN-CLIN-SLIN

Unblock Invoice

PIIN-CLIN-SLIN

WAWF

WAWF

Disbursement With Contract

Info Only

Treasury

Any ERP

EDA

MOCAS System Contract Admin

Manual

Contract Info PIIN-CLIN-SLIN Contract Info

PIIN-CLIN-SLIN

Contract Writing Outside the ERP

Goods Receipt & Invoice Receipt Outside the ERP

Disbursing Ent itlemSeynstt&

em Disbursing

Outside the ERP As-­‐Is  DoD  Process  

LOA

Procure-­‐to-­‐Pay  (P2P)  Process  in  ERP  

Purchase Requisition

Contract Writing Delivery

Acceptance Invoice Receipt

Payment Certification

•  Streamlined  Workflow  =  increased  efficiencies,  reduced  errors,    auditable  •  Each  step  has  pre-­‐validated,  integrated  data  with  limited  edits  •  Standard  ERP  func(onality  designed  and  used  by  other  Federal  agencies  

Original GFEBS Procure-to-Pay

Purchase Requisition

Contract

Goods Receipt

Invoice Receipt

Contract Writing System

PO Obligation

Invoice

WAWF

~30% failure

Purchase Order

ADS Disbursing

~27% failure

Shipment

Acceptance

Industry Better Practice for Procure-to-Pay ERP Contract Functionality -- Vendor uses SUS to submit --

Shipment Invoice

Payment Certification

Direct Treasury

Disbursing

Treasury

7

High  Level  WAWF  Process  

8

START

SPS

vendor

3 PDF of award

2 Obligation to create PO

3 PDS

EDA 4 PDS

WAWF

5 Logs into

WAWF

Contract Awarded

GFEBS

6 Vendor - selects doc type - enters data - emails acceptor

7 Acceptor reviews & posts acceptance in WAWF

Requisition PO

Obligation Goods Receipt

Invoice Receipt

8 Posts in GFEBS Error-Prone ~30% fail

9 Manual entry in GFEBS or Reject in WAWF vendor must retry

10 Payment Certification

1 Purchase

11 ADS or Treasury

Vendor folder Govt.

View Only folder

What  is  Supplier  Self-­‐Services  (SUS)?  

•  A  module  within  GFEBS  that  the  Army  already  owns  –  U(lizes  standard  ERP  func(onality  to  enable  vendors  to  invoice  directly  in   GFEBS  

–  Improves  Army  end-­‐to-­‐end  visibility  and  auditability  –  Eliminates  manual  interven(on  and  reduces  interest  penal(es  

•  Vendors  will  con(nue  to  login  through  WAWF  –  Vendors  are  seamlessly  routed  to  SUS  if  their  contract  is  setup  for  the  SUS    pilot  

–  User  ID  management  and  secure  provisioning  by  CAGE  remains  in  WAWF  

–  Requires  only  3  steps  by  vendor  to  get  paid  –  Summary  data  also  updates  in  WAWF  for  a  consolidated  view  

9

What  is  Supplier  Self-­‐Services  (SUS)?  

•  Real-­‐(me  valida(on  against  purchase  order  (PO)  –  Ensures  match  and  prevents  documents  from  failing  to  post  in  GFEBS  

–  Vendor  validates  PO  in  SUS  accurately  reflects  contract  terms            aeer  award  

•  Pre-­‐populates  contract  informa(on  for  vendor  to  invoice  against  –  Primary  fields  like  Unit  Price,  Unit  of  Measure,  and  total  award  match  contract  and    cannot  be  changed;  vendor  can  update    quan(ty  to  be   invoiced  

–  Provides  vendor  integrated,  real-­‐(me  visibility  of  open  amount  and  invoice    processing  status  

9

High  Level  SUS  Process  

START

SPS

vendor

3 PDF of award

2 Obligation to create PO

3 PDS

EDA 4 PDS

WAWF 5 Logs

into WAWF

Contract Awarded

GFEBS

6 Vendor is routed to GFEBS SUS for HQ0678

Requisition PO

Obligation Goods Receipt

Invoice Receipt

10 Payment Certification

1 Purchase

7Vendor reviews PO and submits - Acknowledgement - ASN or service confirmation - E-Invoice

Posts electronically in GFEBS 99.7%

8 9

Notification to Acceptor Acceptor reviews & posts

acceptance in GFEBS

11 Treasury

Vendor folder

Govt. View Only

folder

12 SUS data pulled hourly

Future Enhancement

-- Vendor uses SUS to submit --

Shipment Invoice

10

WAWF and SUS Comparison

11

SUS  Pilot  Update  •  January  2018  –  Second  Devia(on  to  the  DFAR  granted  for  SUS  to    con(nue  expanding  

•  Current  SUS  Pilot  sites  &  4  new  sites:  (Ft.  Riley,  Ft.  Shaeer,  Ft.    Wainwright,  and  US  Military  Academy  -­‐  West  Point)  

CSB  -­‐  Contrac(ng  Support  Brigade   12

SUS  Pilot  Way  Forward  

13

• Expanding  SUS  pilot  to  validate  results  – As  of  1  Oct  2018  à152  vendors  have  invoiced  in  SUS  –  Periodic  reviews  with  Army  leadership  

–  Need  500  vendors  to  complete  pilot  and  make    recommenda(on  

–  Some  enhancements  implemented  as  iden(fied,  others  are    dependent  upon  Army-­‐wide  decision  

•  If  pilot  con(nues  to  generate  posi(ve  results…  –  Recommenda(on  to  leadership  for  FOC  –  Substan(al  enhancements  implemented  

6  21   26   19  

40  24   30   25   25  

46   49   52  62  

80  98  

77  

118  

86  

118  108  

83  

107   109  98  

57  66  

93  74   71  

58   63   66  

104  

147  

123  

0  

500  

1000  

1500  

2000  

2500  

3000  

Nov  15  

Dec  15  

Jan  16  

Feb  16  

Mar  16  

Apr  16  

May  16  

Jun  16  

Jul  16  

Aug  16  

Sep  16  

Oct  16  

Nov  16  

Dec  16  

Jan  17  

Feb  17  

Mar  17  

Apr  17  

May  17  

Jun  17  

Jul  17  

Aug  17  

Sept  17  

Oct  17  

Nov  17  

Dec  17  

Jan  18  

Feb  18  

Mar  18  

Apr  18  

May  18  

Jun  18  

Jul  18  

Aug  18  

Sep  18  

0  

20  

40  

60  

80  

100  

120  

140  

160  

#  of  Invoices  (C

umula(

ve)  

#  of  Invoices  (M

onthly)  

#  of  Invoices  (Cumula(ve)   #  Invoices  

Supplier  Self-­‐Services  (SUS)  Metrics  

 10/29/18  

14

FM&C  is  focusing  on  reforms  that  maximize  the  use  of  the  ERPs  such  as  the  integrated  invoicing  module  of  Supplier  Self  Services  (SUS)  provided  by  SAP  which  has  been  implemented  in  GFEBS.  

SAP SUS: Efficiencies from Pilot

99.8% Successful Invoice

Payment Rate

16.63 Days to Invoice Payment

WAWF Process = 71.49% Pass Rate

WAWF Process = 35.55 days

Additional Pilot Results to Date

Metric    SUS  Pilot    143  vendors  2,460  invoices  

WAWF  Control  198 vendors

5,510 invoices

Interest  penal+es  per  million  paid:   $23.67   $52.75  

Average days to payment: 16.63   35.55  

Cost  per  LOA:  

MANUAL  =    $91.83  ELECTRONIC  =    $4.18  

$10.43   $29.17  

Supplier Self-Service (SUS) Processed Invoices SEP  18   FY18     Overall  

$  Invoiced   5.7M   49.5M   110.9M  

#  Invoiced   123   1,020   2,429  

31 41 40

47 42 48 43 58

46 37

45 42 37 34 33 34 36 28 27 31 30

48 52 65

0

20

40

60

80

100

120

140

160

Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec-17 Jan-18 Feb-18 Mar-18 Apr-18 May-18 Jun-18 Jul-18 Aug-18 Sep-18

Vendors Cumulative Active Vendors

Supplier  Self-­‐Services  (SUS)  Metrics  (Since  17  Nov  15    expansion  date)    

15

ParHcipaHng   Non-­‐ParHcipaHng  Total   Sites   Total   Sites   Total  

Fort  Sam  FDO  (FSH)   3  

Ft  Belvoir,  MEDCOM  USAHCA(P),  MEDCOM  USAMRAA  

2   Ft.  Knox,  JB  San  Antonio   5  

418th  CSB   -­‐   5   Ft.  Bliss,  Ft.  Carson,  Ft.  Hood,  Ft.  Riley,  JBLM   5  

419th  CSB   4  Ft.  Campbell,  Ft.  Drum,  Ft.  Jackson,  Ft.  McCoy  

2   Ft.  Bragg,  Ft.  Stewart   6  

EusHs  FDO   1   Ft.  Benning   5  Ft.  Eus(s,  Ft.  Gordon,  Ft.  Lee,  Ft.  Leonard  Wood,  USMA  (West  Point)  

6  

ACC   1  Hawaii  (Ft.  Shaeer,  Schofield  Barracks,  Wheeler  AAF)  

1   Alaska  (Ft.  Greeley,  Ft.  Wainwright,  JBER)   2  

Total   9   15   24  

Vendor  Growth  and  AcHvity  FY17-­‐FY18  

[CELLRANGE]  [VALUE]  

[CELLRANGE]  [VALUE]  

[CELLRANGE]  [VALUE]  

[CELLRANGE]  [VALUE]  

[CELLRANGE]  [VALUE]  

[CELLRANGE]  [VALUE]  

[CELLRANGE]  [VALUE]  

[CELLRANGE]  [VALUE]  

[CELLRANGE]  [VALUE]  

[VALUE]  

Fort  Sam  FDO  (FSH)   418th  CSB   419th  CSB   Eus(s  FDO   ACC  

8%  

21%  

4%  

8%  

21%  17%  

13%  

4%  4%  

63%  

Non-­‐ParHcipaHng  Sites  All  Pilot  Sites   ParHcipaHon  By  Command  

SUS  AcHvity  by  Command  and  Pilot  Site  

Cumula(

ve  Ven

dors  

The  SUS  Pilot  has    currently  executed  402  contracts  and  have  an  addi(onal  64  contracts  under  review  for  execu(on  at  the  beginning  of  FY19  

Non-­‐Par(cipa(ng  Sites  

Bringing  on  new  SUS  contracts  

23

MICC Iden(fy  new  poten(al    contracts,  opt  years,  delivery    or  task  orders  (use  checklist)  and  provide  info  such  as  PR#,    POP  dates,  COR  to  P2P  Team  

Request  COR  (Acceptor)    to  obtain  the  correct    GFEBS  access  

Include  SUS  clause  in    solicita(on  and  provide    contract#,  call  order#  and  vendor  (when  known)  to  P2P    Team  

Confirm  vendor  par(cipa(on    in  pilot  (use  email  template)  

P2P Team O&S Tier II

RM Assist  COR    (Acceptor)  with    GRC  request  to  obtain  the  correct    GFEBS  access  

Vendor

1.

2.

4. Validate  contract  is    viable  SUS  candidate    (use  checklist)  

9. Award  (or  mod)  contract  to    SUS  (Pay  Office  HQ0678)    (use  checklist)  

3.

6. Submit  Tier  II  request    for  vendor  master  and    variants  updates  

7. Update  vendor    master  and    replicate  to  SUS    (use  checklist)  

8. Update  variants  to    add  new  vendors    for  GFEBS  ECC  and  SUS    communica(on  

10. Update  PO  in    GFEBS  to  be  SUS    relevant  (use  checklist)  

11. Confirm  PO  matches    award  and  replicated    successfully  to  SUS  for    vendor  to  confirm  

13. Login  to  SUS    via  WAWF,    acknowledge  PO,  submit    acceptance  to    COR  &  invoice  

12. Provide  assistance  to    vendor  and  COR  for    ini(al  login  &  pos(ng  

2.

14. Accept  or  reject    in  GFEBS  

COR 5.

SUS  Provisioning  Needed  

8/10/2018 24 *Additional approval may be setup by command

Step Description Tcodes GFEBS Role

1 Requestor Create PR ME51N PR Processor

2 Approver Approve PR ME54N PR Approver (L1)*

3 RM Release PR ME54N PR Funds Certifier (L4)

4 Contracting Award contract or option year View PO obligation in GFEBS

In SPS ME23n

Contract Viewer

5 RM Ensure PO matches award and update for SUS ME22n PO Processor

6 Vendor a) Acknowledge PO matches award b) Submit ASN or confirmation c) Create invoice

In SUS Create Document (passed from WAWF)

7 Acceptor/ COR

Accept (or Reject) submitted ASN or confirmation VL06i ML81n

GR Processor SUS GR Processor

8 DFAS A/P Review invoice for payment certification F110 Payment Certifier

9 Contracting Review PO history for close out ME23n Contract Viewer

SUS  Roles/Training  Requirements  

25

•  Acceptor/COR  must  be  provisioned  with  GR  and  SUS  GR  Processor   Roles:  –  Recommend  GFEBS  Intro  *Policy  changed  and  removed  requirement  

o  GFEBS  Essen(als  (L101E,  L201E,   L303E):  §  20  hours  dura(on  

–  Requires  Spending  Chain  Courses  o  GFEBS  Spending  Chain  -­‐  Goods  Receipt    Processing  (EPC_EC_SC_GD_RCPT_PROC    0000)  

§  2.5  hours  dura(on  

–  Requires  review  of  SUS-­‐specific  training  documents  (EPC_EC_SUS_GD_RCPT_PROC    0000)    o  P2P  team  provides  training  documents  with  screen  shots  for  acceptance  pos(ng  in      GFEBS  

•  Recommended  KO  Training  For  Contract  Viewer  –  GFEBS  Essen(als  (L101E,  L201E,  L303E):  

o  20  hours  dura(on  

–  GFEBS  Spending  Chain,  Purchase  Orders  o  14.5  hours  dura(on  

–  GFEBS  Spending  Chain,  Manage  Purchase  Requisi(ons  o  12.5  hours  dura(on  

•  Vendor  Training  (P2P  team  provides  PowerPoint  training  documents)  –  SUS  Vendor  Training  for  Value  Based  Contracts  –  SUS  Vendor  Training  for  Quan(ty  Based  Contracts  

vAll  GFEBS  courses  found  in  ALMS  vHours  based  on  TRADOC  calcula(ons.    Actual  learner  (me  will  vary  from  student  to  student.  

27

Metric

SUS Pilot 105 vendors

1,925 invoices

WAWF control group 97 vendors

1,587 invoices

% Electronic Posting 99.8% 61.9%

Avg days to payment 16.42 34.34

Interest penalties per million $ paid $21.21 $37.73

Cost paid to DFAS per LOA FY 18 OP 59 $91.83 (manual) FY 18 OP 69 $4.18 (electronic) * FY 17 $86.44 (manual) and $6.53 (electronic)

$10.69

$37.59

Comparative Metrics (As of 27 Jul 18)

•  Invoices  submiYed  in  WAWF  cost  Army  almost  three  Hmes  the  cost  of    invoices  submiYed  in  SUS  

•  Decreased  average  days  to  pay  from  ~34  to  16   days  •  Fewer  errors  requiring  correc(on  will  decrease  DFAS   bill  

“Early SUS results show great potential and I can see implementing Army wide.”

Mr. Powers, Acting ASAFM&C

14

Common  QuesHons  about  SUS  

8/10/2018 28

•  Will  SUS  replace  WAWF?  –  No,  SUS  will  not  replace  WAWF  but  use  the  DoD  developed  integra(on  called     OneStop  

•  Can  SUS  process  all  WAWF  invoices  for  GFEBS?  –  <10%  of  WAWF  invoices  to  GFEBS  require  unique  DoD-­‐specific  criteria  that  is  not  available  in  standard  ERP    

func(onality  (Ex.  IUID,  EDI,  fuel,  rail  cars,  warranty,  source  acceptance,    etc.)  o  Recommend  ~10%  populaHon  remain  invoiced  in  WAWF  since  assigned  Pay  DoDAAC  is  by     contract  

•  Can  a  vendor  submit  an  invoice  that  is  over  the  approved  contract?  –  In  WAWF  vendors  can  submit  invoices  for  any  amount/quan(ty  regardless  of  awarded  contract  amounts    

which  requires  100%  DFAS  review  and  manual  rejec(on  for  any  incorrect     invoice  –  In  SUS,  vendors  are  limited  to  the  maximum  amounts/quan((es  on  conformed  contract    

(data  from  SPS  to  create  GFEBS  PO)  to  provide  ability  for  automated  payment     processing  

•  What  if  a  vendor  is  unable  to  bill  because  the  GFEBS  PO  is  incorrect?  Would  this    prevent  proper  PPA  recording?  –  In  WAWF,  a  PO  error  would  not  be  iden(fied  un(l  the  invoice  was  created,  submiYed,  and  later  rejected    

or  suspended  by  DFAS  review.  If  rejected,  the  vendor  is  required  to  submit  another  invoice.  This  second    invoice  would  restart  the  PPA   clock.  

–  In  SUS,  the  vendor  would  know  immediately  aeer  award  that  the  PO  was  incorrect  because  they    acknowledge  in  SUS.    The  PO  could  be  corrected  at  that  (me  before  (me  to     invoice.  

•  Was  the  pilot  populaHon  too  small  to  extrapolate  benefits?  –  The  pilot  popula(on  was  small  due  to  PRA  requirements.  The  pilot  has  since  been  approved  for  expansion    

and  merits  incremental  growth  to  determine  if  expected  benefits  are      sustainable.  

Common  QuesHons  About  SUS      (conHnued)    

•  Will  ac  –  No  r  

su   •  Will  th  

for  vendor  

ocessing  as  

–  Ye    to  

–  Ad    we  

–  Ve  

•  Will  th   ?  contract  –  No    

no  

ceptors  conHnue  to  post  receipt  and  acceptance  in  WAWF?  ,  receipt  and  acceptance  is  posted  directly  in  GFEBS  referencing  the  vendo    bmiYed  document  to  eliminate  the  current  average  delay  of  ~20  days  o  Current  GFEBS  licenses  were  esHmated  to  be  sufficient  for  GFEBS   acceptors  

e  vendors  be  able  to  see  all  their  submihed  invoices?  s,  OneStop  func(onality  sends  ERP  portal  summary  informa(on  to  WAWF    see  all  documents  regardless  of  where  submiYed  di(onally  vendors  can  see  near  real-­‐(me  status  of  the  invoice  payment  pr    ll  as  the  trace/check  number  once  disbursed  ndors  can  also  see  calculated  open  quan(ty  and  acceptance  status  

e  vendor  have  to  re-­‐do  code  they  have  created  for  EDI  to  WAWF  ,  if  a  vendor  submits  EDI  files  to  WAWF  today  they  will  con(nue  and  their    t  be  a  candidate  for  SUS  invoicing  e  vendor  have  to  learn  a  new  way  to  enter  invoice  data?  s,  but  SUS  is  designed  to  be  intui(ve;  a  web  applica(on  that  is  easy  to  use    n  to  link  training  documenta(on  to  the  SUS  screens  to  be  readily  available  

•  Will  th  –  Ye  –  Pla  –  Pilot  vendor  feedback  was  very  posi(ve  on  ease  of  use  

29