MILITARY SURFACE DEPLOYMENT AND DISTRIBUTION COMMAND

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MILITARY SURFACE DEPLOYMENT AND DISTRIBUTION
COMMAND
SDDC Symposium
Families First

May 4 2006
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CWA / PowerTrack Training Workshop Agenda
0800 - 0830 Opening Remarks 0830 - 0845
Electronic Payment Process 0845 - 1000
CWA/PowerTrack 1000 - 1015 Break 1015 - 1200
CWA/PowerTrack Contd 1200 - 1300 Lunch 1300
- 1330 Approval Required Procedures 1330 - 1400
PSI Requirements 1400 - 1415 Break 1415 -
1515 Managing Audit Exception 1515 - 1600
Best Practices Discussion 1600 -1700 Q A
Session/Closing Comments
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Phase I Metrics
As of May 2, 2006
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Electronic Billing/Payment Process

• Members receives assignment to relocate
• Member goes to PPSO to schedule move
• PPSO counsels member/schedule move/awards
  shipment to TSP
• TSP performs pre-move survey via phone call to
  member or person
• TSP request pre-approval on accessorial needed
  for particular move
• TSP service move
• TSP submits hardcopy of weight tickets to PPSO (7
  days after pickup)
• TSP bill for service rendered
• Electronic Data Interface (EDI)
• Manual User Interface via PowerTrack (PT)
  invoice created in PT
• TSP must bill according to the CONOPS appendix M
  Proper Invoice Submission
• PT sends invoice to CWA

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Electronic Billing/Payment ProcessContd

• CWA either accepts or rejects invoice
• If rejected TSP take appropriate action in PT to
  correct error (s) once corrected PT resends to
  CWA
• PPSO process invoice in CWA send invoice back
  to PT
• PT place invoice in appropriate financial status
• Approval Final (no action required by PPSO/TSP
  PT system automatically process invoice for
  payment)
• Approval Required (PPSO required to do a second
  review and process for payment)
• Audit Exception (TSP required to match order cost
  and re-bill for warranted charges)
• After appropriate actions have been performed in
  PT, the invoice will go into a payment final
  status

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Phase 1 Process Overview
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CWA Overview Pre-approval

• Pre Approval item list posted on SDDC Web Site
  Families First/Phase I/Program Update
• Designated items that require prior approval
  before service is rendered
• SDDC in the process of re-looking the
  pre-approval automatic approval list at
  functional level, pending SDDC and Services final
  review a new list will be released and posted to
  the website
• Pre-approval process
• TSP awarded shipment
• TSP perform pre-move survey
• TSP contacts PPSO to request pre-approval (phone,
  email or fax)
• PPSO process request (deny/approve)
• TSP bills for service

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CWA Overview ContdWhat is Audit Exception?

• Audit exception (AE) is when the cost of an
  item(s) billed by the TSP is in discrepancy with
  the cost calculated by the CWA rating engine
• Several things can contribute to the cost
  discrepancy
• Incorrect billing on TSP behalf
• Selection of wrong service location (d/SIT,
  o/SIT, or service pt etc)
• TSP billing d/sit o/sit using same address
  (state, county)
• TSP cancel rates, but still pickup shipment
• Partial or all missing data within location
  address element
• Incorrect /missing weight/qty (exceeding
  allowable amount)
• Use of wrong item code
• Use of incorrect rate/percentage
• GBL correction (incorrectly being used)
• Long delivery to non-participating GBLOC in
  Families First
• Misinterpretation of the solicitation (520A
  520B)
• PPSO denied charge
• System errors

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CWA Overview ContdResolving Audit Exception

• If an audit exception (AE) invoice exists, within
  PowerTrack TSP will adjust their cost to match
  the order cost for that item, only if CWA cost
  is less than the correct cost then the
  transaction status will change to approval final
  or approval required
• Not all AE after corrections on TSP behalf will
  come out of AE some require manual approval
  assistance these invoices generally have a UOM
  (ZZ) error
• When rebilling, the method used depends on the
  situation that caused the AE
• Miscellaneous item codes (Dom 429A Intl 442A)
• Denied items will re-bill using the same item
  code
• No designated item code in the solicitation for
  services performed
• When re-billing any charge a note is required
  describing what the item/charge is for such as
• Item 520A CWA rated wrong

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Item Codes of ConcernSurcharges

• Air Fuel Surcharge (100) an extra charge that
  is charged to the TSP by the aerial TSP. The
  charge is applicable to code 6 8
• Bunker Surcharge (BSC)- an extra charge, also
  known as bunker adjustment factor (BAF) or fuel
  adjustment factor (FAF), sometime added to the
  TSP rates. This charge applicable to code
  1/2/3/47
• War Risk Surcharge (WAR) Insurance coverage for
  loss of goods resulting form any act of war or as
  result of the vessel entering the war risk area
  when billing by the ocean/air TSP. this charge
  applicable to areas deemed war risk. This
  charge is applicable to code 1/2/3/4/6/7 8
• Port/Terminal Security Handling Sur charge (COF)
  an extra charge that is billed to the TSP for
  security of their cargo while at the POE/POD.
  This charge is applicable to codes
  1/2/3/4/5/6/7/8/T J
• Port Congestion Surcharge (CON) - an extra charge
  that is billed to the TSP for the controlling the
  congestion of trucks/vessels entering/departing
  the port. This charge is applicable to codes
  1/2/3/4/5/7/T J
• Note 1 Air fuel, bunker, war risk surcharges
  are not applicable on shipment codes T/5 J.
  These charges are billed by the ocean/air TSP
  this service is performed by the US government

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Types of Training

• New Participant Training
• Conducted via on-line remote sessions
• Training is conducted during
• PowerTrack annual conferences
• SDDC Annual Conferences
• Training workshops
• Phase I Teleconferences being hosted
• TSP
• PPSO

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Questions?
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Disputed Line Items

• A dispute is a discrepancy between the PPSO and
  TSP on the billed invoice
• Dispute process is an opportunity to resolve
  discrepancies
• Primary reason inaccuracies of billed
  information
• Resolution - monitor CWA daily and review notes

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Denied Line Items

• Reasons
• PPSO discovers discrepancy with service billed or
  TSP did not resolve dispute
• Missing, insufficient, or incorrect data
• To avoid denials
• Verify invoice information in CWA for accuracy
  prior to PPSO action
• If TSPs are owed money for denied line items in
  CWA then TSP must resubmit invoice with notes
  explaining reason for resubmission

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Reasons for Unmatched

• Invoices with automatic approved items only does
  not show up on PPSO pending list
• Improper Unit of Measure
• Invoice Precision Errors
• PowerTrack unable to find confirmation code from
  CWA
• PowerTrack unable to find 997 acknowledgement
  information from CWA
• Export module failure

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Tools

• Phase I CONOPS
• CWA PPSO Users Manual
• CWA TSP Users Manual
• CWA Releases
• Pre-Approval List
• Item Code List
• Rate Solicitation
• Defense Table of Official Distances Locations
  Listing
• Costing Engine Error List
• 824 Interchange Convention
• 859 Implementation Convention
• LOCATED AT WWW.SDDC.ARMY.MIL

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Help Desk Information

• CWA/TOPS Help Desk
• Toll-Free [phone]
• Local [phone]
• DSN 328-3230
• cwa-helpdesk_at_sddc.army.mil
• US Bank/PowerTrack Help Desk
• [phone] Domestic
• 0-800-101-5396 International
• PowerTrack_at_USBank.com

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Questions?
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Back Up Slides
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CWA/PowerTrackTraining Workshop Agenda
CENTRAL WEB APPLICATION (CWA)Roland
AmosSystems Analyst4 May 2006
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Agenda

• CWA
• CWA Application
• Questions

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CWA

• CWA is a web-based Government system used
  for
• Reviewing and approving services on line
• Costing Shipments

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CWA Application
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CWA Main Screen
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Log in as PPPO/PPSO
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PPSO Main Home Page
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Pre-Approvals
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Pre-ApprovalsSearch by Pickup Date
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Pre-ApprovalsSearch by Pickup Date
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Pre-ApprovalsSearch by Pickup Date
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Pre-ApprovalsSearch by Pickup Date
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Pre-ApprovalsSearch by Pickup Date
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Pre-ApprovalsSearch by Pickup Date
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Pre-ApprovalsSearch by Pickup Date
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Pre-ApprovalsSearch by Pickup Date
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Pending Shipments / Invoices
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Edit / View Items
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Edit / View Items Full Screen
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Search for BL
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Search Results by BL Number
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Print BL
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QUESTIONS?