Web-Based Supply Chain Management IFAC Conference

1
Web-Based Supply Chain Management IFAC
Conference PVO/Freight Forwarders
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Agenda

• Overview
• WBSCM Vision
• WBSCM Release 1 Program Timeline
• How This Benefits You
• PVO/Freight Forwarder Functionality
• Portal Navigation
• Order Entry
• Review Freight Solicitation
• Freight Purchase Orders
• Goods Receipt (Freight Commodity)
• Goods Status Report
• WBSCM Summary
• simulations will follow to showcase
  functionality

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WBSCM Vision
WBSCM will provide new capabilities and
functionality to support doing business with USDA!
WBSCM Delivering web-based food supply when it
is needed...
FSA
USAID
FAS
AMS
FNS
...where it is needed
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WBSCM Release 1 Program Timeline
2009
3 Build / Test

• Configuring
• RICEFW Technical Spec
• Building
• Processes
• Training
• Programs
• Technology
• Testing
• Go-live Planning
• Communicating

A Home Building Analogy
Step by step process
Leads to strong structure
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How This Benefits You

• Overall Benefits
• Easier and faster to do business with USDA
• Lower administrative costs
• Paperless, non-duplicative processes
• Easier, transparent registering, bidding,
  contracting, shipping, and payment processes
• Program Sponsors
• Real time order status and tracking
• Standard e-commerce shopping cart functionality
• Improved entitlement and benefits tracking
• Easier and faster to receive U.S. government
  food assistance
• Lower administrative costs
• Easier, transparent, up-to-date ordering,
  delivery, and claims processes

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PVO/ FREIGH FORWARDER Functionality

• Portal Navigation
• Order Entry
• Freight Solicitation Review
• Freight Purchase Order
• Goods Receipt
• Commodity
• Freight
• Goods Status Report

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Portal Navigation
Second level Navigation to create orders and
complaints
3rd level navigation to create orders, track
railcars, create delivery acknowledgements
Select Processed or Bulk sub-area to view
commodities in the catalog

• Key Changes
• WBSCM Portal requires Level 1 e-Authentication
• Key Functionality
• Navigation based on user role
• Users will only see the transactions they need

Simulation Portal Navigation
7 Prepared by SRA International, Inc.
Confidential
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USAID Order Entry
Estimated cost
Structure of Catalog

• Key Changes
• Ordering via catalog
• Visibility to estimated cost
• Key Functionality
• Standards based catalog ordering
• Easy to use interface
• Clearly indicate freight contract location and
  program country

Material description
Simulation Order Entry
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Checkout Screen - Header
Total estimated cost
Indicates the program country
Indicates destination of the freight contract
Materials that were ordered
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Checkout Screen - Item
Item details related to dates, certificates,
markings, shipping requirements, and freight
tender text
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FAS Order Entry
Total qty in agreement
Total qty ordered so far

• Key Changes
• Place orders via FAS agreements
• Key Functionality
• Commodity orders limited to what is in the
  agreement
• Automatic checking of qty ordered vs. agreement
  qty

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Review Freight Solicitation
Freight Forwarders will receive notification to
review Freight Solicitations and provide comments
related to the Freight Tender requirements
Double Click to View Document
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Freight Purchase Order Overview

• Current System
• Current system references information from the
  Freight Booking Information on the related
  Commodity Contract/Notice to Deliver.
• WBSCM Design
• Purchase Order will be used for Freight Purchase
  Awards
• Different Order types will be defined for
• FAS Freight Purchase Orders
• USAID Freight Purchase Orders
• Charter Booking information will be attached as a
  document to the purchase Orders
• Purchase Order Numbers will be defined as follows
• FAS - AG-INFF-09-P-0023
• USAID AG-INFA-09-P-0024 Similar to FAS
• Where the following fields are defined as
• AG Agriculture
• INFF- Office Code for Freight FAS
• INTA Office code for Freight USAID
• 09 Fiscal Year
• P Purchase order

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Freight Purchase Orders

• Key Changes
• Purchase Orders will be created for Freight
  requirements.
• Key Functionality
• Goods Receipt will manage the ocean Bill of
  Lading against the Freight Purchase Order
• Invoices will be available in WBSCM for FAS
  Freight purchase Orders. No invoice defined for
  USAID Freight purchase Orders

Price conditions related to Freight line item
Simulation Purchase Order
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Goods Receipt (Freight)
BOL Number entered on receipt screen Scanned
copy of the BOL can be uploaded into the system

• Key Changes
• Freight receipt will drive freight payments
• Receipts will be entered when commodities are
  loaded into the vessel
• Key Functionality
• Receipt tied to the freight PO
• BOL will be entered in receipt form
• Scanned copy of BOL can be uploaded into system
• Comments about the commodities can be entered

Simulation Freight Goods Receipt
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Goods Receipt (Commodity)
Open qty in PO
Good qty received

• Key Changes
• Commodity receipt will drive commodity payments
• Receipts will be entered when commodities arrive
  at load port
• Key Functionality
• Receipt tied to the commodity PO
• Comments about the commodities can be entered

Simulation Commodity Goods Receipt
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Goods Status Report Selection Screen

• Key Changes
• Real time reporting of order status
• Key Functionality
• Report can be run anytime for real time order
  status
• Report output exportable to Excel for further
  analysis

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Goods Status Report - Output

• Key Changes
• Real time reporting of order status
• Key Functionality
• Report can be run anytime for real time order
  status
• Report output exportable to Excel for further
  analysis

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WBSCM Summary

• Key Changes for PVO/Freight Forwarders
• Real time order status and tracking
• Standard e-commerce shopping cart functionality
• Freight Specific Solicitation - Review for
  Freight Forwarder prior to Solicitation
  publication
• Purchase order creation and modification for
  Freight requirements
• Online reporting information access
  capabilities

WBSCM provides new capabilities and
functionality to makes it easier to do business
with USDA
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Next Steps

• Vendor Testing Training
• Customer testing to begin in the Summer 2009
• Training materials will be available in the Fall
  2009
• Deployment Activities
• WBSCM User Administration
• Confirm Customer Admin Contacts
• E-Authentication Registration
• Data Validation
• Business Partner relationships
  Customers/Freight Forwarders
• Sales orders/FAS Agreements
• WBSCM Go-live Dec 2009

For more information visit us online at
www.usda.gov Interested in participating or have
questions? Contact us at WBSCM_at_kcc.usda.gov