What’s New in Version 5.5 For DCMA and Their Vendors

Deployment Date: 18-19 January 2014 Training Base Updated 24-25 January 2014 https://wawftraining.eb.mil

Prepared By: Kathy Schreiber, DCMA FIRM Center

Changes in Ver 5.5. Directly Affecting DCMA Users • • • • •

New Status on MOCAS Paid Invoice Documents Receiver Role for Ship to Locations Changes in Unit of Measure Codes Ability to Remove Attachments New Search Capability for Government Roles

• Coming Later via Software Patch Update to WAWF (March 2014?) • Auto Deactivation of Users • EDA Brought Under WAWF Umbrella

New Status on Invoice Documents – Multiple 824s An Enhancement Was Added to This Version of WAWF because of FIAR requirements, entitled multiple 824s, which allows for a point to point tracking of invoice documents destined for MOCAS and some other Pay Systems. When a vendor submits a Invoice Document (Inv (stand alone OR part of Combo), FP Invoice, Cost Voucher, PBP, CIF, Prog Pay, 2 in 1, NPI Voucher or Grant) when the invoice document ‘leaves WAWF’ on its way to the Payment System the status will say Extracted rather than Processed as it did in the past. When the Payment system sends an electronic acknowledgement back to WAWF (i.e. a edi 824) the status will change from Extracted to Processed or Suspended depending upon the circumstances surrounding the Invoice at MOCAS. While the status is EXTRACTED, just like when it is PROCESSED, the vendor nor Govt Acceptor cannot recall the document. Vendors will also receive workflow email notifications which contain this new status in the SUBJECT line. For MOCAS, this 824 is generated when the next MOCAS cycle is run. Note – this functionality applies to MOCAS Pay DoDAACS (HQ0337, HQ0338, HQ0339) and some other pay DoDAACS but does NOT apply to EBS (DLA ODO) pay office SL4701. With respect to progress payments, if the prog pay rejects at MOCAS on the UNAE060B report, the status will NOT change from EXTRACTED to processed in WAWF because the PPR invoice has not entered MOCAS. ACOs should be working that MOCAS report in Reveal at least weekly to prevent documents from lingering in a ‘limbo’ status.

This new EXTRACTED status will only appear on invoice type documents (IF MOCAS PAID) NOT on Receiving Reports or Repairable Receiving Reports.

New Receiver Role for Ship To Locations • The ability to track and document Receipt, via a Receiver Role, was added to WAWF in this version at DPAPs request to separately and distinctly record the receipt of purchased goods at the contracted delivery point. • When the document terms on the Receiving Report are S/S – the Receiver cannot ‘receipt’ the document even though ARP or CoC may be checked (and apply to the shipment) until the Source Inspector has performed their acceptance in WAWF. When “receipt” action is taken on a S/S R/R the status will remain in Processed Status however the vendor will receive another workflow email advising them of this ‘receipt’ action. • Receipt Action only applies to Receiving Reports and NOT Repairable Receiving Reports. Receipt has NO bearing on the Payment of associated invoices – which is still based on the pay office having a proper invoice AND Gov’t Acceptance of the goods/services. • Receipt Action cannot occur AFTER Destination or Other Acceptance has occurred on a S/D, S/D, or S/O, or D/O or O/O document. However it can occur prior to the destination or other performing acceptance it which case the status will change to Received and the document will be awaiting Destination/Other Acceptance.

If the Ship To Location User Already has Government Property Receiver Role at the time 5.5 is deployed, they will automatically have Government Receiver Role (Acquisition). This is where the “ship to” will perform receipt action. There is no change in functionality for our DCMA Source QARs - they continue to perform source inspection and acceptance as normal with the Inspector role and do NOT require a receiver role in WAWF. There are approximately 350 Services DoDAACs which currently are active for Property Receiver role which will also be able to do Acquisition Receipt when 5.5 deploys. Other Ship To DoDAACS will have to add the role and be activated by their GAM, if they intend to do receipt in WAWF. It is unknown if OSD/DPAP is going to issue policy to all destination ship to locations that they must register and do receipt in WAWF.

NEW SEARCH CAPABILITY FOR GOVERNMENT USERS “VIEW ONLY” ROLES

All Government View Only Roles (Admin by View Only, Inspector View Only, Acceptor View Only, Grant Approver View Only will now automatically have a new option to search by Contract Number. This feature allows the Govt user to pull up all documents within active or archive whether their DoDAAC is on the document or not. This is a great new tool for research, especially if the vendor errs and fails to put a DCMA Admin Dodaac on the document and should have!

User can just enter a contract number and choose either to search ACTIVE or ARCHIVE database. No date range is required. The Contract Review option is also still available to search for documents; however the “ searchers” DoDAAC must appear on at least ONE of the documents in WAWF in order to use the Contract Review search option

UNIT OF MEASURE CHANGES!!!!!!

BEWARE!!!

Vendors will note the Line Item Tab has changed with respect to entering the Unit of Measure for each Clin. The Unit of measure field is NOW just one field, rather than the two that existed in ver 5.4.1, it will be prefilled in grey with the words AUTO Complete. The vendor types in the textual name of the Unit of Measure, such as LOT, EACH, KIT etc and WAWF determines the associated two digit X12 UOM code which will be passed electronically to the payment system.

Vendor Input Screen for CLIN in Ver 5.4.1. Unit of Measure was two fields – Vendor can input Textual Information in the Unit of Measure field and WAWF will Generate the 2 Digit DoD UOM Code or vice versa.

The acceptable Units of Measure which can be used on a document are available for ALL users to Lookup under the Lookup Unit of Measure link

UNIT OF MEASURE LOOKUP TABLE IN WAWF THE X12 CODE (ON THE LEFT) IS THE ONLY CODE THAT CAN BE USED IN WAWF. THERE ARE 778 UNIT OF MEASURE CODES AVAILABLE… 151 OF THEM ARE ‘FLIPPERS’ WHERE THE DOD AND X12 CODE ARE NOT THE SAME, E.G. THE UNIT ‘GROUP’ ABOVE IS AN EXAMPLE OF A FLIPPER

• THIS IS A SIGNIFICANT CHANGE FOR DCMA/DFAS AND MOCAS!!!! WHY? • THE UNIT OF MEASURE TABLE IN WAWF CONTAINS TWO TYPES OF CODES FOR EACH UNIT, I.E. A EDI X12 CODE AND A DOD CODE • MOST CONTRACT WRITING SYSTEMS DISPLAY THE DOD CODE IN THE CONTRACT PDF THAT IS ON EDA. • THEREFORE THE DOD CODE IS USUALLY WHAT IS CONTAINED IN MOCAS ON THE CLIN SCREEN. • UoM IS A VALIDATION ON DD 250/RECEIVING REPORT PROCESSING INTO MOCAS! • FOR CONTRACT /MOD INPUT PURPOSES – MOCAS ONLY VALIDATES THAT THE CODE ENTERED ON THE CLIN IS A TWO DIGIT ALPHA OR NUMERIC CODE; HOWEVER WHEN A SHIPMENT IS RECEIVED OR INPUT, THE VALIDATION IS DONE THAT THE UNIT OF MEASURE ON THE RECEIVING REPORT MATCHES THE UNIT OF MEASURE ON THE CLIN IN MOCAS

• THERE ARE NOW 778 AVAILABLE UNIT OF MEASURES THAT CAN BE USED IN WAWF • ON THE LOOKUP TABLE IN WAWF, WAWF DISPLAYS BOTH THE X12 CODE AND THE DOD CODE – ONLY THE X12 CODES CAN BE USED • 151 OF THE 778 CODES FLIP, MEANING THE X12 CODE AND THE DOD CODE ARE NOT THE SAME • THERE ARE OCCURENCES WHERE A DOD CODE HAS A ENTIRELY DIFFERENT MEANING THAN THE X12 CODE • ALTHOUGH OSD/DPAP(B. PROPERT) STATES ALL CONTRACT WRITING SYSTEMS SHOULD USE THE X12 CODES, SOME STILL USE THE DOD CODES ON THEIR CONTRACTS

• OSD/DPAP HAS DETERMINED THAT ONLY X12 UNIT OF MEASURE CODES SHALL BE USED IN CONTRACT/MOD WRITING/PROCESSING; THEREFORE, WAWF WILL NOT ALLOW INPUT OF DOD CODES ON DOCUMENTS IN WAWF AFTER VER 5.5 IS DEPLOYED!!!!! • DOD CODES RESIDE IN MOCAS CLIN AND SHIPMENT RECORDS • MOCAS WILL NEED TO BE SYSTEMICALLY CLEANED AND ALL DOD CODES WILL BE CONVERTED TO THE CORRESPONDING X12 CODE WHEN VER 5.5 IS DEPLOYED. • WE ARE UNAWARE THAT OSD/DPAP HAS ISSUED ANY REITERATION OF THEIR DIRECTION TO CONTRACTING ACTIVITIES THAT ONLY X12 CODES MAY BE USED IN CONTRACTS AND MODS – THEREFORE IF THEY CONTINUE TO USE DOD CODES IT IS UNLIKELY VENDORS WILL BE ABLE TO USE THEM ON THEIR WAWF DOCUMENTS! • BOTTOM LINE – THE NUMBER OF RECYCLING DD 250S FOR ERROR 309 UNIT OF MEASURE IS GOING TO INCREASE SUBSTANTIALLY NOT NECESSARILY DUE TO VENDOR ERROR! • IT IS RECOMMENDED CMOs TAKE TWO ACTIONS WITH RESPECT TO UNITS OF MEASURE:

• TAKE ACTION WHEN DOING CONTRACT RECEIPT AND REVIEW TO ISSUE CDRS IF THE UOM IN THE CONTRACT IS NOT ONE OF THE X12 CODES USED ON THE WAWF UNIT OF MEASURE TABLE CITING OSD/DPAP REQUIREMENTS PROGRAMMED IN VER 5.5 OF WAWF AS THE BASIS FOR THIS CDR….

• JUST CHANGE THE UNIT OF MEASURE CODES ON RECYCLING DD 250S IN TO MATCH THE CLIN UNIT OF MEASURE IN MOCAS IN ORDER TO PROCESS THE RECEIVING REPORT AND NOT CAUSE PAYMENT DELAYS; IT IS RECOMMENDED YOU NOT BURDEN THE VENDOR TO CORRECT THE RECEIVING REPORT IN THIS SITUATION WHERE THERE IS A DISCONNECT BETWEEN WHAT THE CONTRACT SAYS AND WHAT THEY CAN INPUT INTO WAWF OR WHAT PREPOPULATES FROM EDA INTO WAWF. AN ILLUSTRATION OF THE PROBLEMS THAT WE EXPECT WILL OCCUR FOLLOW ON THE NEXT FEW SLIDES.

ILLUSTRATION OF POTENTIAL UNIT OF MEASURE PROBLEMS

DLA continues to use TE (TEST) as a unit of measure on their contracts; however TEST (TE) is no longer a valid UOM in the WAWF table, vendor cannot input TE, Workaround: Vendor inputs EA (EACH) on the receiving report, the receiving report will recycle at MOCAS on the unmc140a for 309 error and the DD 250 input person at the CMO should just change the recycling receiving report UOM from TE to EA and pf3 the record to process the recycling receiving report.

DLA uses AT as the unit of measure on their contract. AT is on the CLIN in MOCAS. If the vendor attempts to enter AT after 5.5 is deployed they will not be able to in WAWF as AT is not a X12 Unit of measure code. In previous versions AT was the DoD unit of measure code meaning “ASSORTMENT” However, NOW when the vendor enters ASSORTMENT on the WAWF document it will generate the x12 code of AS and this will cause the receiving report to RECYCLE at mocas for 309 error and require manual correction by the CMO DD 250 input person.

Navy N00104 buys cleaning cloths by the package and uses PG as the unit of measure on the contract; PG is in MOCAS as the Unit of Measure

HOWEVER, IN WAWF THE VENDOR WILL INSERT THE WORD PACKAGE IN THE UNIT OF MEASURE FIELD, THIS WILL GENERATE THE X12 CODE OF PK TO MOCAS AND IT WILL RECYCLE AND NOT MATCH WHAT MOCAS AND THE CONTRACT PDF IMAGE HAS STATED IS THE UNIT OF MEASURE. IF THE VENDOR TRIES TO USE PG IN WAWF IT WILL GENERATE THE WORDS ‘POUNDS GROSS’ WHICH THEN THE QAR/INSPECTOR WOULD CHALLENGE BECAUSE IT DOES NOT MATCH THE CONTRACT INTENT.

NAVY N00104 ORDERS ROLLS OF LABELS… USING RO AS THE UNIT OF MEASURE IN THEIR CONTRACT. RO IS IN MOCAS. HOWEVER……………………….

HOWEVER, IN WAWF THE VENDOR WILL INSERT THE WORD ‘ROLL’ IN THE UNIT OF MEASURE FIELD, THIS WILL GENERATE THE X12 CODE OF RL TO MOCAS AND IT WILL RECYCLE AND NOT MATCH WHAT MOCAS AND THE CONTRACT PDF IMAGE HAS STATED IS THE UNIT OF MEASURE. IF THE VENDOR TRIES TO USE RO IN WAWF IT WILL GENERATE THE WORDS ‘ROUND’ WHICH THEN THE QAR/INSPECTOR WOULD CHALLENGE BECAUSE IT DOES NOT MATCH THE CONTRACT INTENT

ALL OF THE ABOVE EXAMPLES, ARE REAL CONTRACTS, RECEIVED IN MOCAS WITHIN THE PAST 6 MONTHS. THERE ARE MANY MORE EXAMPLES LIKE THIS WHICH WILL BE IMPACTED BY THE 5.5 RELEASE AND CHANGES TO THE UNIT OF MEASURE INPUT! PLEASE ENSURE YOUR QARS AND DD 250 INPUT PERSONNEL ARE AWARE OF THIS CHANGE IN WAWF! IN ADDITION, WHEN AN INITIATOR RESUBMITS A DOCUMENT THAT WAS CREATED PRIOR TO THIS VERSION, THE SYSTEM WILL CONVERT DOD UNIT OF MEASURE CODES TO THE X12 UNIT OF MEASURE CODE AUTOMATICALLY.

REMOVAL OF ATTACHMENTS • PRIOR TO VER 5.5 ANY ATTACHMENT IN WAWF WAS PERMANENTLY AFFIXED TO THE DOCUMENT AND COULD NOT BE REMOVED • WITH THIS VERSION ATTACHMENTS WILL BE ABLE TO BE DELETED ON SAVED, RECALLED (FROM REJECTION OR ORIGINAL SUBMISSION) OR REJECTED DOCUMENTS BY THE SAME ROLE THAT PUT THE ATTACHMENT ON THE DOCUMENT. ATTACHMENTS CANNOT BE REMOVED FROM A CORRECTED RECEIVING REPORT

COMING LATER IN A PATCH RELEASE - ver 5.5.1?

SPRING 2014

• SINGLE SIGN ON (SSO) - EDA WILL BE MIGRATED UNDER WAWF AND USERS WHO WISH TO SIGN ON TO EDA WILL SIGN INTO WAWF TO GET TO EDA. EDA WILL NO LONGER BE A SEPARATE WEB PAGE! EDA USERS WILL BE REDIRECTED FOR A PERIOD OF TIME FROM THE EDA PAGE TO WAWF. EVEN IF THE EDA USER DOES NOT HAVE/NEED WAWF ACCESS THEY WILL SIGN ONTO EDA THROUGH WAWF. GOVT EMPLOYEES WHO CURRENTLY HAVE ACCESS TO EDA NEED DO NOTHING, THEIR ACCESS WILL MIGRATE UNDER WAWF. VENDORS WHO ARE WAWF USERS WILL AUTOMATICALLY HAVE EDA ACCESS TO VIEW THEIR CONTRACTS AND MODS! THE AUTOMATIC FLOW OF CONTRACTS AND MODS FROM EDA TO EDW SHOULD NOT BE INTERRUPTED.

EDA WILL BE ACCESSIBLE FROM THE LINK AT THE TOP OF THE WAWF PAGE AFTER THE USER SIGNS IN

WAWF USER --AUTO DEACTIVATION

• AS WITH OTHER DOD SYSTEMS/APPLICATIONS USERS WILL BE AUTOMATICALLY DEACTIVATED AFTER X DAYS IF THEIR ACCOUNT HAS NOT BEEN ACCESSED. WE BELIEVE THIS PARAMETER WILL BE SET TO 60 DAYS. • THIS APPLIES TO USERS WHO HAVE REGISTERED AND NEVER BEEN ACTIVATED AS WELL AS THOSE USERS WHO HAVE REGISTERED, BEEN ACTIVATED AND THEN HAVE NOT ACCESSED WAWF FOR A PERIOD OF TIME, I.E. 60 DAYS • EMAIL NOTICES WILL BE SENT TO THE USER BEFORE THE AUTO DEACTIVATION OCCURS. THIS IS A USER LEVEL DEACTIVATION – ALL ROLES WILL BE DEACTIVATED! • REACTIVATION, IF REQUIRED, WILL NEED TO BE PERFORMED BY THE COGNIZANT GAM. A USER SHOULD NOT REREGISTER ANEW IN ORDER TO BE REACTIVATED • MORE INFORMATION WILL BE PROVIDED BY THE DCMA WAWF PROGRAM MANAGER, CAROL ALBANY, WHEN THIS VERSION OF WAWF IS DEPLOYED IN SPRING