WAWF On-Ramp Guide by LeeGreenwood

VIEWS: 27 PAGES: 5

									                            TPS On Ramp Guide for
                          Wide Area Workflow (WAWF)
                                           May 2009

The following steps and guidelines are designed to provide an “on ramp” for bringing additional
non-purchased care contracts on line for invoice and receiving report processing under WAWF.
Both the Government and the vendor perform these steps in parallel. Prospective Government
users should also refer to the Government checklist to track their progress throughout the
WAWF start-up process.

   1. Identify additional contracts to be processed via the WAWF. For those contracts to be
   processed via WAWF, the following information should be provided to the TMA Group
   Administrator for WAWF (703-681-1143 ext. 5429):

              a.   Contractor Company name
              b.   Contractor Number (and Delivery Order Number if applicable)
              c.   Contracting Officers Representative (COR) Name
              d.   Program Manager (or Division Chief) name
              e.   DFAS paying office

      Having this information readily available prior to your first meeting with the TMA
      WAWF GAM will significantly streamline this process. See WAWF Planning Materials
      for more information.

   2. Ensure vendor establishes Electronic Business POC in Central Contractor Registry
   (CCR). Companies do business with the Government under one or more CAGE Codes as
   shown in their registration status on the CCR at http://www.ccr.gov/govt.cfm. The CCR will
   list the company’s EB POC for a given CAGE code (if one has been appointed). The
   company may choose to task organize according to the extent of their DOD business and
   prospective complexity of WAWF operations.

                  The EB POC listed in the CCR serves as the WAWF authorizing agent on
                   behalf of the vendor’s organization. The EB POC may also act as WAWF
                   Group Administrator (GAM) or appoint separate GAMs for the vendor’s
                   organization.
                  The vendor GAM has the authority to activate/de-activate users in the vendor
                   role for their organization.
                  Vendors are required to maintain their own internal controls as to which users
                   they activate or deactivate. Vendors may use the DD Form 2875 for this
                   purpose if they desire. A sample DD Form 2875 is at Attachment 2.
                  The vendor GAM also has the authority to establish or modify a vendor’s
                   WAWF organizational email address. One organizational email address is
                   required per CAGE code. This may be an individual’s email address.

   3. First Time Vendor Registration. In order for the first individual in any company to self-
   register, there must be a valid group established by the WAWF Ogden Help Desk. This can


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be done via an e-mail request from the company EB POC to the Ogden Help Desk with the
following information.
            Name, and Cage Code under which the company GAM will be registered.
            EB POC full name and telephone number.

   If the EB POC is the individual self-registering for a GAM role, they may call the help
   desk and verbally authorize that a WAWF group be established for their organization.
   This can often be done while the EB POC is on the WAWF self-registration web site.
   This group can be created immediately, allowing the EB POC to continue the self-
   registration process in one sitting. After self-registration is completed, the help desk
   activates the company GAM, sending them a one-time password. Once the company has
   their first GAM activated, this individual can give them self the additional role of Vendor
   and activate them self or can activate other personnel in the Vendor role.

4. Coordinate Access for Additional Government Individuals. The TMA Group
Administrator (GAM) may be reached at 681-1143 ext 5429. The TMA GAM is responsible
for signing the DD Form 2875 (authorizing TMA individuals access) and activating/de-
activating WAWF users for their organization. A sample DD Form 2875 is at Attachment 2.
Supplemental instructions for completing the DD Form 2875 for TMA users are contained in
Attachment 3.

5. Identify the contractor POC who will submit invoices and receiving report, e.g. the
individual at the vendor’s site responsible for this activity. It helps to know this individual
when getting started to ensure that he/she is properly trained and ready to submit documents.
Vendor POC information should include name, phone number, and e-mail address.

6. Verify contracts to be used are in Electronic Document Access (EDA). Contact your
TPS Acquisition Manager or the TMA GAM with the complete contract and delivery order
number. They can verify it within EDA.

7. Identify and verify the correct location codes. WAWF utilizes location codes to
control document access and for proper document routing to responsible offices. Location
codes consist of CAGE Codes (vendor organization) or DODAAC / Extension (government
organization). WAWF routs documents according to the location codes entered by the
vendor when initiating a WAWF document. TMA employs the DODAAC plus an extension
(assigned by the GAM) to designate the location code of the TMA Acceptor. WAWF-RA
documents will not process properly unless the correct routing information (in the form of a
two-part location code) is entered when the Vendor submits their WAWF documents. TMA
WAWF Location Codes have been established for TMA offices that administer non-
purchased care contracts.

           a. CAGE Code: Companies do business with the Government under one or
              more CAGE Codes as shown in their registration status on the Central
              Contractor Registry (CCR).
           b. Issue DODAAC: This is the DODAAC of the contracting office that issued
              the contract or delivery order (Example DCC-W’s DODAAC is W74V8H).



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              The Issue DODAAC appears in block 6 of the DD Form 1155 and block 7 of
              the SF 33.
           c. Admin DODAAC: This, in most cases, is also the DODAAC of the
              contracting office.
           d. Acceptor DODAAC: This is TMA’s DODAAC (HT0003 – Plus a DODAAC
              Extension provided by GAM).
           e. Payer DODAAC. This is the DODAAC of the DFAS paying office.

8. Identify and notify the appropriate DFAS payment office. The DFAS Payment Office
POC(s) should be contacted to insure they are ready and are aware that a new
contract/delivery order will be processed via WAWF. Verify the Payment Office DODAAC
and notify DFAS POC, which contracts will be processed via the WAWF.

9. Set-up an organizational e-mail for each CAGE code. The e-mail address of the first
Government user to register for a particular DODAAC-Extension will become the
organizational e-mail address for WAWF actions related to that office. Vendors must
establish their own organizational e-mail for each Cage code. All WAWF invoice/receiving
report’s status messages related to the DODAAC-Extension (or CAGE code) will
automatically be sent to this e-mail address. The vendor EB POC should contact their
automation support POC to establish and test the vendor’s organizational email account to
confirm that it can receive messages prior to registering and establishing it as the vendor’s
WAWF organizational e-mail. In addition to sending an e-mail automatically to the
appropriate organizational e-mail address, WAWF enables users to send additional e-mails to
personal e-mail addresses. TMA routinely uses this feature to insure that the right personnel
are alerted of required actions. When given the option to send additional e-mails, make sure
to use this feature to send e-mail to individuals requiring notice of WAWF actions for your
contract.

10. Grant appropriate individuals access to organizational e-mail box. The vendor
needs to determine who will have access to their organizational email box for WAWF traffic.
The WAWF standardizes all status message e-mail subject lines according to contract
number/delivery order number/cage code/invoice number/shipment number and an
organization may decide to set some filters on the email system or manually screen and route
messages to individuals based on the contents of that subject line.

11. Complete DD Form 2875. Both TMA and vendors must keep accurate records of
personnel who have been granted access to the WAWF. The DD Form 2875 is mandatory
for Government organizations, with completed forms retained locally by the TMA GAM.

           a. Prospective TMA WAWF users must complete a DD Form 2875 and submit a
              copy to the TMA GAM. A sample DD Form 2875 is at Attachment 2.
              Supplemental instructions for completing the DD Form 2875 for TMA users
              are contained in Attachment 3.




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           b. If the vendor GAM chooses, prospective vendor WAWF users may complete
              and submit a DD Form 2875 to their Vendor GAM/EB-POC. A sample DD
              Form 2875 is at Attachment 2.

12. Self-Register. Once all the above steps have been completed, prospective users can self-
register on the WAWF web site. This site may be accessed by entering the following URL
into the Internet Explorer address block: https://wawf.eb.mil/. New TMA WAWF users may
follow the step-by-step self registration instructions or contact the TMA GAM for assistance.
When you self-register, make sure you enter your personal e-mail address and not the
organizational e-mail address. During registration, TMA users must also enter both the
TMA DODAAC (HT0003) and the DODAAC Extension assigned to them by the GAM.
After self-registration the GAM will be notified by a system generated e-mail.

13. GAM activates new users. The user will not be able to log onto the WAWF production
site until they have been activated by the GAM. Once the GAM gets the system-generated
self-registration e-mail they can activate a new user on line. Once the GAM completes the
on line activation process, the new user will receive a system generated e-mail with a one-
time-use password. They will then need to log onto WAWF with this one-time-use password
and change it to a personal password. Personal passwords need to be changed every 90 days.
Passwords may not contain repeating characters, and must contain at least one lower case
character, one upper case character, one number, one letter and one special character
(!@#$%^&*).

14. Complete Web-Based Training (government personnel and vendors). Web training
is found at http://www.wawftraining.com. If anyone is having difficulty using the web-based
training perhaps due to connectivity, the training can be downloaded to a CD.

15. Practice Submitting and Processing WAWF Documents. Users may want to try out
some test documents prior to going live in production. A training application web site exists
at https://spirit.slidell.disa.mil/, which mirrors the look and feel of the production site.
Training User IDs and passwords are available for use as outlined in the TPS WAWF
Simulation Example/Instructions, which has more details on using this site and conducting a
WAWF document processing simulation.

16. WAWF Software Users Guide. A comprehensive guide for WAWF users is available
to registered users. The guide, which can be accessed after logging onto the WAWF
production site, provides an overview of the WAWF system as well as step-by-step
instructions organized by user type. It also contains a detailed section on WAWF group
administration.

17. Instruct Vendors on Initiating WAWF Documents. Once Government users have
been activated and feel comfortable with their WAWF role and responsibilities, they should
notify their Vendors that they are ready to begin processing documents via WAWF. A
WAWF document will not process properly unless the correct contract and routing
information is submitted. The following critical information applies to fields used to route or
cross check the WAWF submission. If these fields are not completed correctly, it will result



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in a processing delay and/or document rejection. In accordance with the TMA policy on
reviewing invoices and receiving reports, two TMA officials need to review before
documentation is sent to the paying office, but this will only happen if the Vendor remembers
to enter the proper location code EVERY TIME they submit a document through WAWF.
Please provide instructions to new Vendors to emphasize this point.

18. Seeking Advice Prior to Accepting WAWF Documents. WAWF Acceptors should
feel free to get advice from other Government employees or their support contractor before
accepting any invoice. In doing so, please remember that information on an invoice
submitted by an OCI Category 2 contractor should not be shared with another OCI Category
2 contractor, nor should information on an invoice submitted by an OCI Category 3
contractor be shared with another OCI Category 3 contractor, etc. It is permissible to obtain
advise from OCI Category 1 or 2 contractor personnel regarding an invoice submitted by an
OCI Category 3 contractor. For non-purchased care contracts, only TMA Government
employees are authorized to have access to the WAWF system, however there is a way to
electronically collaborate on WAWF actions prior to acceptance. The following steps should
allow you to e-mail WAWF information found at the Line Item TAB to an authorized
individual for their review and comment:

       o   Select the Line Item TAB of an open WAWF document
       o   Right click anywhere within the frame
       o   Click on Select All
       o   Right click again and select Copy
       o   Open up a new document in MS Word
       o   Select Edit, Paste
       o   Select File, Send To: Mail Recipient (As Attachment)
       o   Address the e-mail, add any instructions, and send it




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