Central Web Application CWA

1
MILITARY SURFACE DEPLOYMENT AND DISTRIBUTION
COMMAND
Central Web Application (CWA) PowerTrack Hassel
Free Billing for Services Rendered SDDC
SYMPOSIUM Orlando, FL April 23 27, 2007
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Introduction

• Moderator Ms. Rosia Lindsey
• Tier 1 Mr. Aaron Goodson
• Tier 2 Ms. Rosia Lindsey
• Tier 3 Mr. Roland Amos
• PowerTrack Ms. Cheryl Garcia

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Agenda

• Why Families First?
• Families First / CWA Phase I Financial Update
• Program Updates
• Tier 1 CWA/TOPS/DPS Help Desk
• Tier 2 Electronic Billing and Payment Functions
• Tier 3 G6 Technical Functions
• US Bank/PowerTrack Update
• Conclusion
• Questions

4
Why Families First?

• DoD conducted Four Personal Property Pilots since
  1994 to evaluate improvements in the current
  program (over 10 years)
• Evaluation of the four pilot tests identified
  essential features required in a future program
  and comprehensive cost data associated with those
  features
• June 2002 CDR U.S. Transportation Command
  recommended to Secretary of Defense
• Improve transportation service provider (TSP)
  performance through best value acquisition
• Streamline the claims/liability process
• Implement an integrated information management
  system

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Electronic Billing PaymentFinancial Update

• Status as of 19 April 07
• Number of Phase I Shipments Booked 393,930
• Number of Invoices paid in PowerTrack 665,156
• Average Invoice Payment Cycle Time w/ AE 9.3
  days
• Average Invoice Payment Cycle Time w/o AE 3
  days
• Average payment cycle for the last five weeks w/
  AE 3.6 days
• Total Dollars Paid to TSPs 1.63B
• Total Prompt Payment Interest paid to TSPs
  165,147.90 (14,645 e-bills)
• Number of Invoices in Audit Exception 561
  (994,295.36)
• AE Audit Exceptions

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TIER 1CWA/TOPS/DPS Help Desk

• Issues
• Rejections/Cancellations
• 1. ADR010 /ADR028 - BOL not in CWA
• 2. ADR030 - GBLOC doesnt match in CWA (need an
  SF1200 to correct)
• 3. ADR037 - Shipment in a Cancelled status in
  CWA - Only PPSO can cancel GBL
• Personal Property Consignment Informational Guide
  (PPCIG)
• Weights and Procedures
• PPSOs When submitting an SR for weight, sit or
  pickup errors, please include the following
  information
• a.) GBL
• b.) Gross
• c.) Tare
• d.) Net
• e.) Origin GBLOC

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TIER 2Electronic Billing Payment

• Update
• Automated Prompt Pay Procedures
• CONOPS 9.1 combined with DTR, now Appendix T1
• Proposed business rules
• Weights in TOPS/CWA
• Attempted pick up
• Long Deliveries

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TIER 2 Electronic Billing and Payment

• Issues
• GBL corrections notices (SF1200) should not be
  issued to change
• Code of Service
• Carrier Code (SCAC)
• Destination GBLOC
• Attempted Pick Ups
• Long Delivery from SIT
• Participating Families First Sites
• Non- Participating Families First Sites

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TIER 3 Technical Functions

• Issues Electronic Data Interface (EDI)
• Validation of data
• Invoice rejections
• Invoice tracking file within CWA
• Error messages
• Most common
• CE07 (Service rate is not available)
• Incorrect item codes
• TSPs cancelled rate
• Incorrect Addresses
• Mileage missing from LHS (CONUS only)
• Rate area missing
• Missing county name (ALASKA)
• Too many spaces in city name

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TIER 3 Technical Functions (Cont.)

• Issues Electronic Data Interface (EDI)
• Error Messages
• Most common
• CE03 (The GBLOC could not be identified)
• Missing county name
• County /city spellings do not match (DTOD)
• Change paying office (GBL block 21)
• Re-billing for LHS must us LHSADD
• Invalid SCAC (BKML3417)
• Valid SCAC (BKML)

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US Bank PowerTrack Update

• New Interface for HHG
• Launch in June
• Building Customized Reports
• Email Notification
• Getting Paid Faster TSPs Take Control
• Managing Audit Exceptions
• Best Practices for Government Personnel
• System Administration
• Automation of Summary Invoice for all sites

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Data Analysis Recommended Uses

• Use Data Analysis where
• Need complex, multi-dimensional reports
• Need to perform computations within the report
• Column summaries, etc
• Need repeatable formatted reports

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Data Analysis Functions

• Web-based reporting tool that allows ad hoc
  queries across six reporting objects including
• Invoice / order accounting detail
• Invoice / order document header
• Invoice / order line and service charge detail
• Key data elements for reporting include
• Transaction financial status, e.g. Payment
  Initiated/Settled
• Financial status date
• Accounting code
• Accrual reference
• Anticipated reporting benefits
• Mix, match, sort, calculate
• Save created custom reports for re-execution

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Access Data Analysis
Access DAT from the Reports menu
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Email Notification

• Email sent to notify you when action is needed in
  PowerTrack
• For PPSOs Sign up for Approval Required
  notification
• For TSPs Sign up for Audit Exception or
  Unmatched notification

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For PPSOs Choose only Approval Required
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For TSPs Choose any or all of the 3
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Sample Email

• Greetings from PowerTrack, as of 256 PM Central
  Time on
• April 24, 2007
• For Household Goods transactions
• There are 1 Approval Required Invoices.
• There are 3 Approval Required eBills.
• The document counts reflect the status of
  transactions updated or created within the past
  90 days. For more information about your
  transactions, log in to PowerTrack to view your
  transaction detail. You are receiving this email
  because you signed up for notifications through
  PowerTrack. If you no longer wish to receive this
  notification, please log in to PowerTrack to
  unselect the notification. Please do not respond
  to this message. This message was sent from an
  automated mailbox that is not monitored. If you
  would like to contact us, please log in to
  PowerTrack and send an email message or call
  PowerTrack Customer Support.

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TSPs Take Control of Audit Exceptions

• March 2007 Payment Times are the best since
  launch
• 3.87 days with AE, 3.44 without AE

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Aged Exceptions Need Be Cleared

• As of 19Apr07, 148 invoices are in Audit
  Exception over 30 days for 365,800
• Check if paid on another invoice and if so,
  please cancel this invoice
• If not paid on another invoice, match up to order
  for payment.
• If additional amounts are due, submit a new
  invoice with a new invoice number

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System Administration

• System Administrator at every PPSO and every TSP
• Responsible for creating or modifying users
• Succession Planning is Key
• System Administrator needs to create System Admin
  prior to leaving their position

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Automation of PowerTrack Summary Invoice

• Automation is now complete for ALL PPSO sites
• Electronic lines of accounting sent to DFAS upon
  certification of Summary Invoice
• Goal is change manual lines to electronic lines
• Refresher training offered monthly
• Utilize Quick Reference Guides on PowerTrack
  website

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Conclusion

• Families First represents a best value for the
  DoD, our Service Members, Civilian employees and
  their families
• Thank you for the service to our Warfighters

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Contact Information

• CWA/DPS/TOPS Help Desk
• Toll Free 800-331-7348
• DSN 328-7348
• eMail CWA-HelpDesk_at_sddc.army.mil
• PowerTrack Help Desk
• Toll Free 866-561-6930
• eMail customer.support_at_powertrack.com

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Questions