ePortal Value Proposition

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Major Mike Abbott Budget Officer WAWF
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Introduction

• What is WAWF
• Purpose of WAWF
• Benefits
• Capabilities
• User Roles
• WAWF Documents
• Information Flow
• Production Database Examples
• Helpful Websites
• Summary
• Questions

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What is WAWF

• WAWF is an electronic web based invoicing and
  receiving report system
• WAWF is a paperless contracting application
  designed to eliminate paper from the DOD
  contracting lifecycle
• Creates an electronic commerce environment using
  existing tools

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Purpose of WAWF

• The purpose of WAWF is to enable vendors and
  government officials to electronically access and
  process the documentation needed to generate
  payment for goods and services.
• The documentation includes
• Contracts
• Invoices
• Receiving Reports
• NOTE Details of the process will vary depending
  on the type of contract and government agency
  involved.

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WAWF Benefits

• DOD Benefits
• Reduce interest penalties and increase discounts
  taken for timely payments
• Virtually eliminate lost documents
• Improve data accuracy
• Ability to electronically record the inspection
  and acceptance of goods and services
• View documents and their status at any time
• Real-time processing
• Reduced re-keying and improved accuracy of data
• Maximize vendor-offered discounts
• Secure transactions with audit capability

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WAWF Benefits

• Vendor Benefits
• Reduced mailing expenses and internal mail
  handling costs
• Virtually eliminates lost documents
• Faster payments when discounts are offered and
  taken
• Downloadable software from the web at no cost
• Online access to EDA, payment status and history
• Ability to correct rejected documents online and
  resubmit
• Ability to submit documents electronically
• Faster processing time faster payment time
• View documents and their status at any time
• Immediate feedback when the government rejects a
  document
• Secure transactions with audit capability

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Capabilities

• WAWF can be used to electronically create,
  submit, and process the following documents -
  Receiving Report - Invoice - Invoice as 2-in-1
  (Services Only) - Invoice and Receiving Report
  (Combo) - Construction Payment Invoice -
  Commercial Item Financing - Performance Based
  Payment - Progress Payment - Cost Voucher
  Summary Cost Voucher

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User Roles

• WAWF includes the following user roles
• "Vendor" role used by contractors or supplier.
• "Inspector" and "Acceptor" roles used by the
  requiring activity.
• "Payment Official" role (referred to as "Payer")
  used by DFAS.

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Vendor Role

• A vendor (also known as a contractor or supplier)
  delivers goods or services according to the terms
  of a contract.
• When the goods or services are delivered, the
  vendor does two things
• Submits an invoice
• Creates a receiving report
• The vendor begins the process by submitting
  receiving reports and invoices electronically to
  WAWF.

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Inspector Role

• The inspector performs the second step in the
  process. The inspector electronically processes
  the receiving report to indicate the goods or
  services have been inspected.
• The inspector may also create a receiving report
  (if not already submitted by the vendor) using
  Web-based interactive forms.
• In some cases, the inspector may also serve as
  the acceptor and indicate the goods or services
  have been accepted.
• For contracts managed by DCMA, the inspector is a
  DCMA Source Quality Assurance Representative
  (QAR). For Cost Vouchers and Summary Cost
  Vouchers the inspector is a Defense Contract
  Audit Agency (DCAA) auditor.

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Acceptor Role

• The acceptor performs the third step in the
  process. The acceptor electronically indicates
  that the goods or services have been accepted as
  property of the military agency/service.
• The acceptor may also create a receiving report
  (if not already submitted by the vendor or an
  inspector) using Web-based interactive forms.
• In some cases, the acceptor may also serve as the
  inspector and indicate the goods or services have
  been inspected. For Cost Vouchers and Summary
  Cost Vouchers the acceptor is the Contracting
  Officer Representative/Contracting Officer.

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Payer Role

• DFAS performs the last step in the process. The
  payer reviews the electronic versions of the
  contract, invoice and receiving report.
• DFAS then electronically processes the documents
  to authorize payment through an electronic
  payment system.

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WAWF Documents

• WAWF can be used to create, submit, inspect,
  accept, certify, and process payment on the
  following document types
• Receiving Report
• Invoice
• Invoice as 2-in-1 (Services Only)
• Invoice and Receiving Report (Combo)
• Construction Payment Invoice
• Commercial Item Financing
• Performance Based Payment
• Progress Payments (MOCAS)
• Cost Voucher Summary Cost Voucher

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Information Flow

• In addition to storing all documents
  electronically, WAWF also sends an e-mail
  automatically to the involved parties whenever an
  action is taken.
•  
• WAWF sends an e-mail to an organizational e-mail
  address, not a personal e-mail address.
• This organizational e-mail address is established
  when your organization first registers to use
  WAWF.
• Its the responsibility of your organization to
  forward the e-mails to the individuals who must
  take action. (Most e-mail systems have a function
  that routes e-mails automatically by the subject
  line of the e-mail.)

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Information Flow

• Heres an example of how e-mail flows through the
  system.
• When a vendor submits a Receiving Report, an
  e-mail is sent to
• The vendor, to confirm that the Receiving Report
  was submitted
• The inspector, so the inspector knows theres a
  document to be processed.
• When the inspector inspects the Receiving Report,
  an e-mail is sent to
• The vendor, so the vendor knows what action has
  been taken
• The acceptor, so the acceptor knows there's a
  document to be accepted.
• E-mail notification occurs every time an action
  is taken.

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WAWF Benefits
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WAWF Benefits
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WAWF Benefits
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WAWF Helpful Websites

• WAWF production web site https//wawf.eb.mil
• WAWF training database web site
  https//wawftraining.eb.mil
• Air Force Financial Systems Operations training
  web site
• https//www.afbudsys.disa.mil/tng/WAWF/wawfTraini
  ng.asp
• Electronic Commerce End User Tool Box
• http//www.dod.mil/dfas/contractorpay/electronicc
  ommerce/ECToolBox.html
• WAWF On-line training course
• www.wawftraining.com

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Summary

• Introduction
• What is WAWF
• Purpose of WAWF
• Benefits
• Capabilities
• User Roles
• WAWF Documents
• Information Flow
• Production Database Examples
• Helpful Websites
• Questions

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Questions

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