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Wide Area Workflow –
Receipts and Acceptance
Functional Requirements Description
Grants and Cooperative Agreement
Vouchers
ECP 362
NAVY
November 2, 2006
2
Table of Contents
1. Brief Description of Requirement ......................................................................................... 4
2. Rationale for Requirement .................................................................................................... 4
3. Diagrams of New/Changed User Interface Screens, Business Process Flows, and
Systems Interfaces................................................................................................................. 5
3.1 Submitting payment requests via WAWF ..................................................................... 6
3.2 Submitting payment requests via PayWeb to WAWF ............................................ 7
3.3 Approver Reject ............................................................................................................ 8
3.4 Entitlement System Reject .......................................................................................... 9
4. Detailed Description of Any New or Changed Data Elements ...................................... 10
4.1 Workflow Detailed Description ..................................................................................... 10
4.1.1 Grantee ..................................................................................................................... 10
4.1.2 ONR Reviewer ......................................................................................................... 14
4.3 DoDAACs......................................................................................................................... 19
4.4 Grantee (Vendor) Registration ..................................................................................... 19
4.5 Rejections ........................................................................................................................ 19
4.6 Status Updates ............................................................................................................... 19
4.7 Voucher Number format ................................................................................................ 19
4.8 Final Grant Vouchers ..................................................................................................... 19
4.9 Grantee (Vendor) Signature ......................................................................................... 21
4.10 Line Items ....................................................................................................................... 21
4.11 Transaction Format ....................................................................................................... 21
5. Description of Training-Related Requirements ................................................................ 21
6. List of Reference Documents ............................................................................................. 21
7. Appendix A: Question Archive .......................................................................................... 212
3
Previous Version New Version Change Description
Date
16 Jun 2006 1 November Included list of Grant Approver DoDAACs
2006
1 November 2006 2 November Added Appendix A: Questions/Answers from Wring Out
2006
1 November 2006 2 November Removed Section 3.3: Approver Reject
2006
2 November 2006 29 January Re-inserted Section 3.3: Approver Reject
2007 Updated Appendix A and Renamed Section: Q&A from Design
Meetings and E-mail Traffic
4
1. Brief Description of Requirement
Wide Area Work Flow (WAWF) does not currently provide the capability to process grant and cooperative
agreement payment requests (SF270), or to process Cost Vouchers submitted by universities where the
cognizant audit agency is other than DCAA. The following actions are necessary to provide these
capabilities:
1. Modify WAWF to add the “Grants and Cooperative Agreements Voucher” as a document type;
and,
2. Modify WAWF to allow submission of EDI/FTP/XML transactions into WAWF, individually or as
batch files, for grant and cooperative agreement payments.
3. Modify WAWF to use the cognizant contract administration office (ACO) DoDAAC for the
Reviewing Official on cost vouchers where DCAA is not the cognizant audit agency.
2. Rationale for Requirement
ONR does post award administration of contracts, grants and other assistance instruments for all DoD
awards to Universities and a selected number of nonprofit organizations. The requirements are
necessary to support the DoD-wide mission of ONR.
Over 300 universities and nonprofits currently use the ONR PayWeb system to submit grant payment
requests to the Navy. This system affords the ability to prepare their payment requests in a web-based
front-end system that stores a significant amount of data related to their awards. PayWeb helps keep
track of funds requested and the system pre-fills much of the data in their payment requests, which
significantly reduces typographical errors. In FY 1997, USD AT&L directed that the ONR electronic
invoicing/payment process be exported to all DFAS Operating Locations supporting payments to
Universities. Due to technical inadequacies at the OPLOCs supporting the Army and Air Force, this
direction was unable to be accomplished.
PayWeb generates EDI 810V transactions which are forwarded to the ONR Regional Post Award
Administration Offices who approve them, based on a cash management review. This guarantees that the
grantee is expending at the expected rate. Since the performance of DoD activities in managing research
funds is based on meeting their expenditure rate targets, the invoice certification and payment process is
critical to ensuring the continued funding of research projects. Because the capability exists in PayWeb
to generate EDI or XML transactions in whatever format WAWF requires and operates in a secure
environment (SSAA completed in FY 2004), ONR has included a requirement to set up an interface for
the submission of EDI/XML transactions from PayWeb to WAWF.
5
3. Diagrams of New/Changed User Interface Screens, Business Process Flows, and Systems
Interfaces
Document Submission through the PayWeb Interface to WAWF
Grantee
(Vendor)
Creates
Pay Web
Grant Voucher
GEX
Grant Voucher
Accepts
ONR Reviewer
(Approver) WAWF
Grant Voucher
Entitlement
System Ready Pay ADS
File
Status Update
My Invoice
GEX
Status Update Status Update
WAWF CAMIS
6
Two methods are proposed to allow Universities and Nonprofit Organizations to process grant and
cooperative agreement payment requests in WAWF: Entry in WAWF (discussed in 3.1.), and
transmission from Pay Web to WAWF (discussed in 3.2).
3.1 Submitting payment requests via WAWF
Modify WAWF to add “Grants and Cooperative Agreements Voucher” as a document type. All Grants
and Cooperative Agreement Vouchers will be routed in the following sequence:
Grantee (Vendor)
Creates Grant Voucher
1
Grant Approver
Approves 2
WAWF CAMIS
Grant Voucher 3 6 824
(Approved) 6 824
GEX 5 824 MyInvoice
Grant Voucher
(Approved)
3 4
824
IAPS
MOCAS
4
ADS
CAPS
One Pay Pay Ready File
1. The Grantee (Vendor) creates Grant Voucher in WAWF via Web/FTP/EDI. Grantee (Vendor)
enters line items, signs and submits the voucher; status is SUBMITTED. Grants Voucher is
sent to Grant Approver (Post Award Admin Office DoDAAC).
2. Grant Approver enters AAA, ACRN, SDN and approves the Grant Voucher; status is updated
to APPROVED.
3. Grant Voucher is moved to Pay Office folder. Pay Official processes the Grant Voucher, if
applicable; status is updated to PROCESSED.
4. Entitlement System sends status update 824 to My Invoice, and Pay Ready File to ADS.
5. My Invoice sends status update 824 to GEX.
6. GEX sends status update 824 to WAWF and CAMIS.
7
3.2 Submitting payment requests via PayWeb to WAWF
Set up an interface for the submission of transactions, individually or in batch, from PayWeb to WAWF.
Grantee (Vendor)
Creates Grant Voucher 1 Pay Web
Grant Voucher
1
GEX
Grant Voucher
1 (Submitted)
Grant Approver
Approves 2 WAWF
Grant Voucher 824 824 CAMIS
(Approved)
3 6
6
824
GEX 5 MyInvoice
Grant Voucher 3
(Approved) 4 824
IAPS
MOCAS ADS
4
CAPS
Pay Ready File
One Pay
1. The Grantee (Vendor) creates Grant Voucher in Pay Web. PayWeb extracts Grant Voucher
transaction and sends it to WAWF via EDI or XML; status is SUBMITTED.
2. Grant Approver enters AAA, ACRN, SDN and approves the Grant Voucher; status is updated to
APPROVED.
3. Grant Voucher is moved to Pay Office folder. Pay Official processes the Grant Voucher, if
applicable; status is updated to PROCESSED.
4. Entitlement System sends status update 824 to My Invoice and Pay Ready File to ADS.
5. My Invoice sends status update 824 to GEX.
6. GEX sends status update 824 to WAWF and CAMIS.
8
3.3 Approver Reject
(Back to the creator of the document)
Grantee (Vendor)
Creates Grant Voucher
Through PayWeb or in WAWF
Grantee (Vendor)
Pay Web
Grant Voucher Grant Voucher Grant Voucher
(Submitted)
1 (Submitted)
1 4 (Resubmitted
or Voided)
GEX
Grant Voucher
(Submitted)
1
Grant Approver
Rejects 2 WAWF CAMIS
Grant Voucher 3
(Rejected)
3
824 Rejection Notification
GEX
1. The Grantee (Vendor) creates Grant Voucher in WAWF via Web/FTP/EDI or through PayWeb
interface. Status is updated to SUBMITTED. Grants Voucher is sent to Grant Approver (Post
Award Admin Office DoDAAC).
2. Grant Approver identifies incorrect information and rejects document; status is updated to
REJECTED. WAWF sends notification to Grantee (Vendor) and moves Grant Voucher to
Grantee‟s “Rejected Documents” folder.
3. WAWF sends 824 status update to GEX to CAMIS.
4. Grantee (Vendor) corrects and resubmits the Grant Voucher or voids it in WAWF.
9
3.4 Entitlement System Reject
(Back to the Approver of the document)
Grantee (Vendor)
Creates Grant Voucher
Through PayWeb or in WAWF
Pay Web
Grant Voucher Grant Voucher
(Submitted)
1 (Submitted)
1
GEX
Grant Voucher
(Submitted)
1
Grant Approver
Approves 2
Resubmits Rejected WAWF
Grant Voucher 5
3 Grant Voucher
Grant Voucher 4 (Rejected)
(Approved)
GEX 4 CAMIS
824 Rejection Notification
Grant Voucher
Grant Voucher
(Approved) 3 4 (Rejected)
IAPS
MOCAS
CAPS
One Pay
1. The Grantee (Vendor) creates Grant Voucher in WAWF via Web/FTP/EDI or through PayWeb
interface. Status is updated to SUBMITTED. Grants Voucher is sent to Grant Approver (Post
Award Admin Office DoDAAC).
2. Grant Approver enters AAA, ACRN, SDN and approves the Grant Voucher; status is updated to
APPROVED.
3. Grant Voucher is moved to Pay Office folder.
4. Pay Official identifies incorrect information and rejects Grant Voucher to Approver; status is
updated to REJECTED. WAWF sends notification to the Approver and moves the Grant Voucher
to the Approver‟s Rejected Document folder. WAWF sends an 824 status update to CAMIS.
5. Approver reviews the rejected Grants Voucher in WAWF and either corrects and resubmits it, or
rejects it to the Grantee (Vendor) for correction. See 3.3.
10
4. Detailed Description of Any New or Changed Data Elements
4.1 Workflow Detailed Description
All steps documented for the Grantee do not apply when the Grant or Cooperative Agreement
voucher is submitted through PayWeb.
4.1.1 Grantee
1. Log into WAWF as a Grantee (Vendor). Click on [+] Vendor, in left menu bar, and select Create
New Document.
2. Enter the Grant or Cooperative Agreement document number, in the Contract Number block,
and enter the Cage code in the Cage Code/Ext. block. Click [Continue].
3. Select the Grants and Cooperative Agreements Voucher radio button.
(The Final Voucher drop-down list box displays, and defaults to “N”)
11
4. Select [Continue]. Enter the Issue date, Admin DoDAAC, and Post Award Admin Office
DoDAAC. Select [Continue].
5. Enter the Voucher No, Voucher Date, Vendor Invoice Number, Service Start Date and
Service End Date. Select [Continue].
12
6. Click on the Addresses tab, and verify Address information.
13
Click on the Line Item tab, and select the Add button.
Add button
1. In the Add CLIN/SLIN window, enter the Item No, Stock Part No., Type, Qty Invoiced, Unit,
Unit Price, SDN, ACRN, and Amount. Select [Save CLIN/SLIN].
2. Go to the Header tab, and select [Create Document].
3. Scroll to the bottom of the Header tab, and select [Signature].
4. Enter password, and select [Continue].
14
5. Click [OK] in the message window.
6. Select Send More Email Notifications link, and enter additional email addresses, if needed.
The Grant Voucher is in Submitted status.
4.1.2 ONR Reviewer
1. Log into WAWF as Grant Approver.
2. Select [+] Grant Approver, then Access Approval Folder in the left menu bar, and search for
the Grant or Cooperative Agreement voucher.
15
3. Click on the Voucher Number hyperlink in the Search Results.
NOTE: “Grant” will display under the heading Type in the Search Results window for both Grants
and Cooperative Agreements.
16
4. Click on the Header tab, and verify information.
5. Click on the Addresses tab and verify information.
17
6. Click on the Line Items tab, and enter the ACRN and SDN, and save.
NOTE: The ACRN block on the Line Item tab should be left blank if more than one ACRN is used to
fund the line item.
7. If more than one ACRN funds the line item, click the Add button on the ACRNs tab and enter
each ACRN and fund amount for each ACRN. Click the Save button.
Save button
Add button
18
8. On the Header tab, check Approved, and select [Signature].
7. Enter password when prompted, and select [Continue], and click [OK] through the message box
to submit the approved voucher. Select Send More Email Notifications link, and enter
additional email addresses, if needed.
The Grant Voucher is updated to Approved status.
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4.2 LPO
The ONR Administrative Grants Officer (Grant Approver) will enter the AAA, ACRNs, and all line items.
For this reason, the LPO role is not included for One Pay transactions.
4.3 DoDAACs
The DoDAACs for the Post Award Admin DoDAACs (Grant Approver role):.
Admin By DoDAACs
CONTRACTING AUTHORITIES FOR OFFICE OF NAVAL RESEARCH REGIONAL OFFICES
N66018 San Diego
N66020 Atlanta
N62880 Chicago
N62879 Boston
N63374 Seattle
The DoDAACs for the Reviewing Officials on cost vouchers where DCAA is not the cognizant audit
agency will be provided.
4.4 Grantee (Vendor) Registration
The Grantee (Vendor) must be registered in WAWF, regardless if they are submitting Grant Vouchers in
PayWeb or in WAWF.
The Grantee (Vendor) must be registered in CCR to obtain a CAGE Code, prior to submitting Grant and
Cooperative Agreements in WAWF or PayWeb.
The “Grant Approver” role is assigned to all individuals at the Post Award Admin Office that approve
Grants and Cooperative Agreements (not only Grants).
4.5 Rejections
All 824 status updates, indicating a rejection, must be sent to CAMIS based on the ONR Regional Office
code. ONR will provide ONR Regional Office codes for routing.
All correcting actions for Grant Vouchers by the Grantee (Vendor), as a result of a reject, takes place in
WAWF (this applies for all Grant Vouchers regardless if they were created in WAWF or through the
PayWeb interface).
4.6 Status Updates
All 824 status updates, indicating a processed payment, with the amount of the payment, must be sent to
CAMIS based on the ONR Regional Office code. ONR will provide ONR Regional Office codes for
routing.
4.7 Voucher Number format
The “BVN” precedes the Grants voucher number, when a MOCAS Pay Office DoDAAC is entered. The
Grant and Cooperative Agreement voucher number length and format validations, for each pay system in
WAWF, will follow the same edits that currently exist for the Cost Voucher. For example, WAWF will
continue to validate that a “Z” is entered at the end of the voucher number, when a MOCAS Pay Office
DoDAAC is entered on final vouchers.
4.8 Final Grant Vouchers
20
There will not be a different work flow for final Grant and Cooperative Agreement vouchers. The final
Grant and Cooperative Agreement vouchers will follow the same workflow documented in 3.1.
21
4.9 Grantee (Vendor) Signature
The Grantee will be required to sign the Grant or Cooperative Voucher before submitting.
The following certification statement will display in the Header tab after [Document Create] is selected:
“In submitting this request for payment to the Government, I certify to the best of my knowledge and belief
that the data in this request are correct and that all outlays were made in accordance with the grant
conditions or other agreement and that payment is due and has not been previously requested”.
4.10 Line Items
Although line items are not required on a manual Grant Voucher, WAWF and the Entitlement systems
require line items.
For Grant Voucher creation via web/FTP/EDI, in WAWF, the Grantee (Vendor) must enter at least one
line item.
For Grant Voucher creation via interface, from Pay Web, the transaction file must contain at least one line
item.
4.11 Transaction Format
Transactions will be submitted via WAWF or PayWeb to WAWF in EDI, FTP or XML format.
WAWF does not take in EDI directly. Data transformation occurs in GEX to provide EDI submissions in
WAWF UDF format.
5. Description of Training-Related Requirements
All organizations and individuals submitting Grants or Cooperative agreements, and all ONR Reviewers
approving them in WAWF, will be trained in WAWF.
6. List of Reference Documents
N/A
22
Appendix A: Questions Archive
3.0.12 Requirements Wring Out 25/26 October 2006
Is there a limit to DoDAACs allowed to approve Grants?
Yes, see approver DoDAACs listed in section 4 of ECP 362
OnePay is elected as entitlement but we have no requirement to NOT use the LPO; is
this correct?
In section 4.2 of the ECP 362, it states “The ONR Administrative Grants
Officer (Grants Approver) will enter the AAA, ACRNs, and all line items. For
this reason the LPO role is not included for One Pay Transactions.
Final Payments
For final payments, an invoice must be submitted in WAWF (all other
scheduled payments flow in a „direct deposit manner‟, only the final payment
must be processed in WAWF.
Data Elements: Dates
The „Issue Date‟ was removed as a required data element.
Data Elements: Line Item
The Item number is generated by the system, should be editable
Multiple ACRNS possible
824 Update to CAMIS (Section 3 in ECP 362)
An 824 Update should be sent to CAMIS from GEX (Note: developer initially
missed this).
Update to Certification Statement
No update needed.
Section 3.3 Approver Reject Removed
Contract Cost Vouchers (Interim/Final)
Grant Approver needs ability to approve CV
Add approver to table
Approver will have different roles in WAWF
Approver can only approve CV if Cage Code is a University code
23
3.0.12 Software Requirement Review: 30 Nov & 5 Dec 2006
1. Question: Verify Direct vs Indirect Submission for Grants into WAWF.
Answer:
be a number of universities that choose to submit directly [through
There will
WAWF]; mostly, the smaller ones which don‟t receive many awards from DoD.
2. Question: How will PayWeb send the information into WAWF (data elements and
format)?
Answer:
Please see attached PayWeb documentation.
3. Question: For Line Item Numbers, is there a specific number system you prefer?
Answer:
If there is only one ACRN, “NONE” (as I understand it) will work fine. The issue
as I recall is when there are multiple ACRNs. If the system will not allow
Multiple ACRNs against a single line without it being at the Subline Item leve,
that‟s where the problem begins. I really have no preference how the line
items get filled in. Anything would be fine. I just need the system to auto fill in
any way that it will accept. The Grantee will fill in the Amount to be billed and
my Regional Offices will enter the ACRNs. If they want to auto fill the CLINs
000101, 000102, 000103, etc. on each invoice received, that will be fine. The
ACRN (for Navy) or LOA (if ACRNs aren‟t in CAPS or IAPS) are the critical
element for the Payment systems. As I understand it, STARS doesn‟t even capture the
Line Item number.
4. Question: Does ONR use other Entitlement Systems than OnePay for Grants?
Answer:
I‟m not certain that the question is whether ONR uses other entitlement/payment
systems than STARs. The Navy uses STARs One Bill Pay for all of our Grants,
but the Army uses CAPS and the Air Force uses IAPS. What I need to know is if
IAPS or CAPS has to have the Long Line of Accounting to process an invoice for
payment. If not, what do they need? If it‟s just the ACRN, that would be the best
of all worlds, but, as I recall from 1998, IAPS needs the Long Line of
Accounting. Please confirm with the program managers for those systems.
5. Question: Does ONR process “for other” transactions? If you do, we will need the
entire LLA on the document and not just the SDN, ACRN and AAA.
Answer:
Yes. Any "for others" circumstances that require full LLA - Same as
above. The IAPS and CAPS folks should be answering these questions.
24
3.0.12 Preliminary Design Review: 18 December 2006
-----Original Message-----
From: O'Day, Frank [mailto:ODAYF@ONR.NAVY.MIL]
Sent: Wednesday, December 20, 2006 7:49 AM
To: Katrin Dilli
Cc: Danielle Varughese
Subject: RE: ECP 362 LLA Quest.doc
There is only one 810V as far as I'm concerned.
It is what we send from PayWeb to WAWF
Once it gets to WAWF, it gets pulled into the system and the invoice is
processed just the same as if it was typed in by the vendor.
After Payment is made, we should get an 824 or some notice that payment
occurred, but I don't think it would be an 810V.
In any case, the AAA, SDN and ACRN are part of the 810V Transaction Set that
DISA provided in the Read Ahead materials, so I consider our requirement
covered.
As to the method that DFAS uses to get the LLA from STARS, maybe Louise
Sylvane or someone from DFAS Charleston who works with One Pay might know. I
guess I didn't think it was an issue for us as long as they are able to
continue getting the LLA the same way they do it today (whatever that is).
-----Original Message-----
From: Katrin Dilli [mailto:katrin@universal-inc.net]
Sent: Tuesday, December 19, 2006 11:57 AM
To: O'Day, Frank
Cc: 'Danielle Varughese'
Subject: RE: ECP 362 LLA Quest.doc
Frank,
Thank you for the fast response.
I would like to make sure that I understand this correctly, please see
my questions below in blue font.
ECP 362 - WAWF For Grants and Cooperative Agreements
1. Does the Navy require the LLA as part of the LPO function, and, if
so, how does this impact the use of WAWF and the ACRN Worksheet for
processing Grant Vouchers.
Response: Currently, the LPO function for contract awards only requires
the ACRN, SDN, and AAA to be entered. OPLOC Charleston pulls the data
on the LLA from STARS when the invoice is received. The only issues
arise if the LLA data was entered incorrectly in STARS. Will this
process be the same for WAWF? Is pulling the LLA an electronic or manual
process?
25
Based on the above, there is a need to carry the SDN, ACRN, and AAA in
the EDI 810V Transaction Set (which 810V? The outbound to One Pay?) and
those items appear to already be resident in the materials (which
materials?), and are also resident in the ONR 810V (which 810V? The
inbound to WAWF?) being used for Pay Web.
Thank you,
Katrin Dilli
Navy Wide Area Workflow Office
UCS
703.591.5100 x212
katrin@universal-inc.net
-----Original Message-----
From: O'Day, Frank [mailto:ODAYF@ONR.NAVY.MIL]
Sent: Tuesday, December 19, 2006 10:41 AM
To: PISALL, KIMBERLY; DAVIS, ANTHONY; Katrin Dilli;
MARK.EDMUNDS@dfas.mil
Subject: FW: ECP 362 LLA Quest.doc
Here is what I've found from talking with my folks who
understand how STARS and the invoice payment process works. I don't see
any change in scope since we currently don't send the LLA and the LPO
screen doesn't require it.
Thanks,
Frank O'Day
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