Diana ButtreyDFAS ARLINGTON/DFV

June, 2002

Your Financial PartnerYour Financial Partner@ work in @ work in thethe EC World EC World

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VENDOR PAYTRIANGLE

Invoice

ELECTRONICELECTRONICCOMMERCECOMMERCE

CONTRACT RECV RPT

Integrating the payment process

Three separate processesMost cases, manual effortStill many hard copies

Integrated electronic processData sharing; automated effortVery little hard copy

Invoice

contract receivingreport

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Electronic Submission and Processing ofElectronic Submission and Processing ofClaims for Contractor InvoicesClaims for Contractor Invoices

Ø Title 10, US Code, Chapter 131, Section 2227 has been modified todirect the Secretary of Defense to require that any claim for paymentunder a DoD contract, be submitted in electronic form. This extendsto supporting documentation.

Ø In order to mandate this on contracts, DDP must draft a DFAR Case.DFARS rule 2002-D001 has been drafted and was published forcomment on May 31st.

Ø 60 day comment period.

Ø Statutory deadline for implementation is October 2002.

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Electronic Invoicing ProvidingElectronic Invoicing ProvidingOptionsOptions

Ø Direct Electronic Data Interchange (EDI)l System to System invoicing (VAN based)

Ø Web Invoicing System (WInS)l Internet application for invoicing

Ø Wide Area WorkFlow (WAWF)l Internet application for receipt/acceptance/invoice

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:Easy to use (no knowledgeof EDI terminology/formats

necessary)

:Accuracy of data Allows vendor more control

:Eliminates re-key entryerrors

:Reduces laborintensive paperwork both forGovernment &Vendors

:Cost Savings - Vendor cashmanagement benefits and lessInterest payments forGovernment

: Service isFree

: Mail time iseliminated no lost

and slow mail

Web-based Invoicing BenefitsWeb-based Invoicing Benefits

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InternetBatch File (FTP)Manual Entry

WInS

• MOCAS PPR• STARS CI (3050)

SEPSCertification

ECS

DEBX

Translation/Routing

DAASC DSCP • DISMS

Payment Systems

• MOCAS• SAMMS• STARS CI(3050)• IAPS• CAPS (Ph 2)

• STARS PV• STARS CI (4010)

• STARS PV• STARS CI(4010)

DFAS Web Invoicing SystemDFAS Web Invoicing System(WInS)(WInS)

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WInSWInS Multiple Payment Screen Multiple Payment Screen

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MOCAS Commercial InvoiceMOCAS Commercial Invoice

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MOCAS Commercial InvoiceMOCAS Commercial Invoice

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WInSWInS MOCAS View Log MOCAS View Log

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Current WInS StatusCurrent WInS Status

Ø MOCASl Commercial Invoicel Public Voucherl Progress Payment

Ø SAMMSØ DISMSØ STARS

l Commercial Invoicel Public Voucher

Ø CAPSØ IAPS

RegisteredVendorsManual Batch

Sep 02

TBD

3,560

18

685

505

482

4,604

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WInS EnhancementsWInS Enhancements

Ø Interface to CCR (Implemented)

Ø Army Corps of Engineers (June 02)

Ø DCD/DPPS Interface (Sept 02)

Ø Batch Input Capability for IAPS (Sept 02)

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WAWF-RA Roles

Ø VendorsØSubmit Invoices and/or Receiving ReportsØCheck Status of Documents in History FolderØCorrect & Resubmit Rejected Documents

Ø Government InspectorsØFirst Step in Acceptance ProcessØAdd Quantity Received and Checks Inspection BlockØCan Create Receiving Report if Applicable

Ø Government AcceptorsØDigitally Sign Receiving Report for AcceptanceØCan Perform Inspection/Acceptance in One StepØCan Create Receiving Report if Applicable

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WAWF-RA Roles ContinuedWAWF-RA Roles Continued

Ø Payment Officialsl Enter Data into Entitlement Systeml Review EDI Rejects

Ø Local Processing Offices (LPO)l Certify Invoices and Receiving Reports if Applicable

Ø View Onlyl Supervisors and/or Contracting Officers Monitor Process

Ø Auditorsl Transaction View to All Actions Taken

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WAWF OverviewWAWF Overview

WAWF-RA• AcceptanceFolders•Payment Folders•Vendor History

InspectionActivity

PaymentOffice

Vendor

WebInput

AcceptanceActivity

EDA

CAGE / DODAAC Code Information

DASC / CCR

Code Validation

PSSSystem Specific Edits

FTP

DCWEDM Fax Gateway

Dotted Lines Represent Future Functionality

EDI810 & 856

CLIN InformationImages & Indexes

Vendor Submission INEFT

Disbursement

Local ProcessOffice

DEBX

EntitlementSystem

EDI

810, 856, 861 Payment Transactions OUT

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Currently at Partial Release 2.0DCommercial invoices & receiving reportsØ MOCAS - electronic invoice, shipment notice & acceptance (EDI 810c,

856, & 861)Ø STARS - electronic invoice (EDI 810c)Ø SAMMS - electronic invoice (EDI 810c)Ø Internet explorer compatibilityØ User ID/password (optional for Government users)

Remaining Release 2.0D Functionality in TestingØ CAPS - electronic invoice & acceptance (EDI 810c & 861)Ø DCD - electronic invoice & acceptance (EDI 810c & 861)Ø Scheduled for release 15 June 02

WAWF Current Production CapabilityWAWF Current Production Capability

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WAWF Release 3.0WAWF Release 3.0

Ø Functionalityl Eliminate pure-edge plug-inl Section 508 compliancel New invoice typesðPublic voucher (SF1034)ðProgress paymentsðPerformance based / commercial financing paymentsðFast payðConstruction contracts

Ø Systems testing: Aug 02Ø Final user acceptance testing: Oct-Nov 02Ø Release: Nov 16 02Ø Round 2: Dec 21 02 (if needed)

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Wide Area Workflow (WAWF)Wide Area Workflow (WAWF)Active Site DeploymentActive Site Deployment

WAWF TotalØ 342 vendor usersØ 42 USAF DODAACs

l PACAF Hickam - DFAS Pacificl AETC Randolf/Lackland - DFAS San Antoniol USAF Academy - DFAS Omaha

Ø 84 DCMA DODAACs - DFAS Columbus Contract PayØ 22 DFAS purchases DODAACs

l DFAS Columbus Vendor PayØ 2 DITCO/DISA DODAACs - DFAS IndianapolisØ 1 Navy DODAACs - DFAS San Diego

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Vendor Pay Inquiry SystemVendor Pay Inquiry System(VPIS) Background(VPIS) Background

Ø Began Implementation on June 1997Ø Replaced Contractor Invoice System (COINS) December 1999Ø Internet-Based SystemØ Available to:

l MOCAS - STARSl CAPS - IAPSl SAMMS - AVEDSl DISMS

Ø Free AccessØ Direct Access to Invoice StatusØ http://www/dfas.mil

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