Class Deviation - Wide Area Workflow

OFFICE OF THE UNDER SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON , DC 20301-3000

ACQUISrrtON.
TECHNOLOGY
AND LOGISTICS

NOV 1 7 2015
In reply refer to
DARS Tracking Number: 2016-AOOOI

MEMORANDUM DEPUTY ASSISTANT SECRETARY OF THE ARMY
(PROCUREMENT)
SUBJECT: Class Deviation-Wide Area WorkFlow (GFEBS SUS)
Effective immediately, United States Army contracting officers at the activities identified
below may use the solicitation provision and contract clauses provided in Attachment l in lieu of the
clauses at Defense Federal Acquisition Regulation Supplement (DF ARS) 252.232-7003 and 252.2327006 for new, competitively awarded, firm fixed-price contracts otherwise paid through General
Fund Enterprise Business System (GFEBS) pay office HQ0490, except for contracts that •
•
•
•
•
•

Are administered by Defense Contract Management Agency (DCMA);
Are for construction;
Provide government furnished property;
Contain radio frequency identification (RFID) or item unique identification (IUID)
requirements;
Include progress payments; or
Provide contract financing.

The purpose of this class deviation is to conduct a pilot to validate expected benefits of using
GFEBS Supplier Self-Services (SUS) with Wide Area WorkFlow (WA WF). The activities and
Department of Defense Activity Address Codes (DoDAACs) to which the pilot applies are:

US Army Medical Command (MEDCOM)
W81KOO
W81K04
W81XWH

US Army Contracting Command (ACC)
Mission and Installation Contractin Office MICC
412 ' Contracting Support Brigade- Ft. Jackson, SC
412
418
418
418
419
419
419

'Contractin
'Contractin
' Contractin
'Contractin
'Contractin
'Contractin
'Contractin

W9124C
W912C6
W9124D
W911RZ
W91151
W911SG
W9124M
W91247
W91248

Contractor participation in the pilot is addressed by Office of Management and Budget
(OMB) Paperwork Reduction Act Control Number 0702-0126, for an inventory of 22,404 responses,
with 2,240 response hours and a respondent cost burden of $35,846. Therefore, contractor activity in
the pilot may not exceed these amounts (i.e., submission of no more than 22,404 invoices).

If a contract has not been recorded in a timely manner in GFEBS, and therefore the
contractor is unable to invoice in SUS, the Army shall enable manual submission of invoices and
receiving reports.
Attachment 2 provides criteria by which success will be measured. The Army will submit a
monthly report to Defense Procurement and Acqui sition Policy (OPAP) Program Development and
Implementation (POI) detailing the criteria being gathered in accordance with Attachment 2.
Representatives of the Army and OPAP/POI will conduct quarterly in-process reviews of the pilot
and control groups including the metrics. No later than two months before the expiration date of this
class deviation, the Army shall submit a package to DP AP including a cost benefit analysis, prepared
by the Army, detailing the results of the pilot.
This class deviation remains in effect through February 28, 2017, unless otherwise rescinded.
My point of contact is Mr. Dustin Pitsch, who may be reached at 571-3 72-6090, or
at Dustin [email protected].

Cfe,w-'Vlll·~
Claire Grady
Director, Defense Procurement
and Acquisition Policy

Page 2 of 2

Attachment 1
DARS Tracking Number 2016-AOOOI
Class Deviation-Wide Area WorkFlow (GFEBS SUS)

252.232-7003 Electronic Submission of Payment Requests and Receiving
Reports.
As prescribed in 232. 7004(a), use the following clause:
ELECTRONIC SUBMISSION OF PAYMENT REQUESTS
AND RECEIVING REPORTS (DEVIATION 2016-AOOOl) (NOV 2015)
(a) Definitions. As used in this clause(1) "Electronic form" means any automated system that transmits
information electronically from the initiating system to all affected systems.
Facsimile, e-mail, and scanned documents are not acceptable electronic forms for
submission of payment requests. However, scanned documents are acceptable
when they are part of a submission of a payment request made using Wide Area
WorkFlow (WAWF) or another electronic form authorized by the Contracting
Officer.
(2) "Invoice payment" has the meaning given in section 32.001 of the Federal
Acquisition Regulation.
(3) "Payment request" means any request for invoice payment submitted by
the Contractor under this contract.
(4) "Receiving report" means the data required by the clause at 252.2467000, Material Inspection and Receiving Report.
(b) Except as provided in paragraph (c) of this clause the Contractor shall

submit payment requests and receiving reports using WAWF, in one of the
following electronic formats that WAWF accepts: Electronic Data Interchange,
Secure File Transfer Protocol, or World Wide Web input. Information regarding
WAWF is available on the Internet at https://wawf.eb.mil/.
(c) The Contractor may submit a payment request and receiving report using
other than WAWF only when(1) The Contracting Officer administering the contract for payment has
determined, in writing, that electronic submission would be unduly burdensome to
the Contractor. In such cases, the Contractor shall include a copy of the Contracting
Officer's determination with each request for payment;

1

Attachment 1
DARS Tracking Number 2016-AOOOl
Class Deviation-Wide Area WorkFlow (GFEBS SUS)

(2) DoD makes payment for commercial transportation services provided
under a Government rate tender or a contract for transportation services using a
DoD-approved electronic third party payment system or other exempted vendor
payment/invoicing system (e.g., PowerTrack, Transportation Financial
Management System, and Cargo and Billing System);
(3) DoD makes payment for rendered health care services using the
TRICARE Encounter Data System (TEDS) as the electronic format;
(4) The Governmentwide commercial purchase card is used as the method of
payment, only submission of the receiving report in electronic form is required; or
(5) Submitting payment requests and receiving reports to the Supplier SelfServices (SUS) system accessible via the Wide Area WorkFlow (WAWF) website as
an authorized participant in the vendor portal invoicing pilot program.
(d) The Contractor shall submit any non-electronic payment requests using the
method or methods specified in Section G of the contract.
(e) In addition to the requirements of this clause, the Contractor shall meet the.
requirements of the appropriate payment clauses in this contract when submitting
payment requests.
(End of clause)

2

Attachment 1
OARS Tracking Number 2016-AOOOl
Class Deviation-Wide Area Workflow (GFEBS SUS)

252.232-7006 Wide Area WorkFlow Payment Instructions.
As prescribed in 232.7004(b), use the following clause:
WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS
(DEVIATION 2016-AOOOl) (NOV 2015)
(a) Definitions. As used in this clause(1) "Department of Defense Activity Address Code (DoDAAC)" is a six position
code th at uniquely identifies a unit, activity, or organization.
(2) "Document type" means the type of payment request or receiving report
available for creation in Wide Area WorkFlow (WAWF).
(3) "Local processing office (LPO)" is the office responsible for payment
certification wh en payment certification is done external to the entitlement system.
(b) Electronic invoicing. As authorized by the clause at 252.232-7003, Electronic
Submission of Payment Requests and Receiving Reports (DEVIATION 2016AXXXX)(NOV 2015)(1) The WAWF system sh all be used to electronically process vendor payment
requests and receiving reports, in accordance with paragraph (c) of this clause; or
(2) The General Fund Business Enterprise System (GFEBS) Supplier SelfServices (SUS) system shall be used, in accordance with paragraph (d) of this clause, if
the Contractor is an authorized participant in the GFEBS SUS invoicing pilot program.
(c) WAWF.

(1) Access. To access WAWF, th e Contractor shall(i) H ave a designated electronic business point of contact in the System for
Award Management at https://www.acquisition.gov; a nd
(ii) Be registered to use WAWF at https://wawf.eb.mil/ following the step-bystep procedm·es for self-registr ation available at this web site.

(2) Training. The Contractor should follow the tr aining instructions of the
WAWF Web-Based Training Course and use th e Practice Training Site before
submitting payment requests through WAWF. Both can be accessed by selecting the
"Web Based Training'' link on th e WAWF home page at https://wawf.eb.mil/
(3) Methods of document submission. Document submissions may be via web
entry, Electronic Data Interchange, or File Transfer Protocol.
(4) Payment instructions. The Contractor must use the following information
when submitting payment requests and receiving reports in WAWF for this

3

Attachment 1
DARS Tracking Number 2016-AOOOl
Class Deviation-Wide Area WorkFlow (GFEBS SUS)

contract/order:
(i) Document type. The Contractor shall use the following document type(s).
(Contracting Officer: Insert applicable document type(s). Note: If a "Combo"
document type is identified but not supportable by the Contractor's business
systems, an ''Invoice" (stand-alone) and ''Receiving Report" (stand-alone)
document type may be used instead.)
(ii) Inspection/ acceptance location. The Contractor shall select the following
inspection/acceptance location(s) in WAWF, as specified by the contracting officer.

(Contracting Officer: Insert inspection and acceptance locations or ''Not
applicable.'?
(iii) Document routing. The Contractor shall use the information in the
Routing Data Table below only to fill in applicable fields in WAWF when creating
payment requests and receiving reports in the system.

Rou t'mg- Da t a T a bl*
e
FieldNamein WAWF
Data to be entered in WA WF
Pav Office DoDAAC
Issue By DoDAAC
Admin DoDAAC
Inspect By DoDAAC
Ship To Code
Ship From Code
Mark For Code
Service Approver (l)oDAAC)
Service Acceptor (DoDAAC)
Accept at Other DoDAAC
LPODoDAAC
DCAA Auditor DoDAAC
Other DoDAAC(s)
(*Contracting Officer: Insert applicable DoDAAC information or ''See
schedule" if multiple ship to/ acceptance locations apply, or ''Not applicable.'?
(iv) Payment request and supporting documentation. The Contractor shall
ensure a payment request includes appropriate contract line item and subline item
descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if
applicable), and all relevant back-up documentation, as defined in DFARS Appendix F,
(e.g. tim.esheets) in support of each payment request.
(v) Email notifications. The Contractor shall enter the e-mail address
identified below in the "Send Additional Email Notifications" field of WAWF once a
document is submitted in the system.
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Attachment 1
DARS Tracking Number 2016-AOOOl
Class Deviation-Wide Area WorkFlow (GFEBS SUS)

(Contracting Officer: Insert applicable email addresses or ''Not applicable.'?
(5) Points of contact.

(i) The Contractor may obtain clarification regarding invoicing in WAWF
from the following contracting activity's WAWF point of contact.
(Contracting Officer: Insert applicable information or ''Not applicable.'?
(ii) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.

(d) GFEBS SUS.

(1) Access. SUS access is obtained by logging into WAWF
at https://wawf.eb.mil/ and entering the SUS Pay Office DoDAAC. Contractors
authorized to participate in the GFEBS SUS pilot program will be seamlessly
routed to the SUS vendor portal.
(2) Training. SUS contractors participating in the GFEBS SUS invoicing
pilot program shall obtain training material and guidance at the time of initial
contract award or conversion to the SUS pilot from the contracting officer.
(3) Payment Instructions. The Contractor will be provided in SUS the
purchase order (PO) with the awarded contract information needed for use in
submitting receiving report information and payment requests.
(i) The Contractor shall acknowledge and confirm the SUS PO matches
the awarded document or modification. The Contracting office shall be notified of
any corrections needed immediately prior to time of invoice.
(ii) The Contractor shall submit receiving report information as an
"Advanced Ship Notice (ASN)" for supplies or a "Confirmation" for services.

(iii) The ASN or Confirmation will be reviewed for acceptance by the
designated Contracting Officer's Representative (COR).
(iii) The Contractor shall submit the payment request as an invoice
created from the associated ASN or Confirmation.
(4) Manual transmission. In the event submission of receiving report data or
an invoice in SUS is unavailable, the Contractor may submit a receiving report

5

Attachment 1
DARS Tracking Number 2016-AOOOl
Class Deviation-Wide Area WorkFlow (GFEBS SUS)

using the DD Form 250 or an invoice to the COR in accordance with DFARS
232. 7002(c).
(5) Points of contact.

(i) The Contractor may obtain clarification regarding invoicing in SUS
from the following contracting activity's SUS point of contact.
CONTRACTING ACTIVITY
US Arm Medical Command

DODAAC
W81KOO
W81K04
W81XWH

4J2th Contractin
4 J 2th Contractin
4 J 8th Contractin
4 J 8th Contractin
4 J8th Contractin
4 J9 th Contractin
4 J9 th Contractin
4 J 9 th Contractin

W9124CIW912C6
W9124D
W911RZ
W91151
W911SG
W9 124M
W91247
W9 1248

(ii) For technical SUS help, the GFEBS helpdesk may contacted via email at [email protected] or by phone at 866-757-9771.
(End of clause)

6

Attachment 1
OARS Tracking Number 2016-AOOO 1
Class Deviation-Wide Area WorkFlow (GFEBS SUS)

252.232-7999 Supplier Self-Service Pilot.

SUPPLIER SELF-SERVICE PILOT (DEVIATION 2016-AOOOl) (NOV 2015)
(1) This solicitation has been selected for possible inclusion in a pilot to test an
alternate approach to electronic invoicing. Participation in this pilot is voluntary.
The vendor portal, Supplier Self-Services (SUS), allows contractors to use prepopulated contract data to enter their invoices directly into a web-based userinterface for the General Fund Enterprise Business System (GFEBS) in lieu of
entering the data into Wide Area WorkFlow (WAWF) and having it interface the
data to GFEBS. Access to the web-based user interface vendor portal will be via
WAWF log on, which will route the user to GFEBS based on the assigned Pay Office
to perform invoicing.
(2) Offerors shall indicate in their offer whether they want to be considered for
participation in the pilot. This indication is in no way an evaluation factor for
award. Each award resulting from a solicitation containing this provision shall, if
the successful offeror has indicated the desire to be included in the pilot, be
randomly assigned to either the pilot group or a control group.
(End of provision)

7

Attachment 2
OARS Tracking Number 2016-AOOOl
Class Deviation- Wide Area WorkFlow (GFEBS SUS}

TOP LEVEL METRICS
The Supplier Self-Services (SUS) pilot will be assessed against the following criteria using data from
General Fund Enterprise Business System (GFEBS), Wide Area WorkFlow (WAWF), Standard
Procurement System (SPS), and other systems as needed. Each criteria lists a threshold that must be
met for the SUS pilot to be considered "successful." These criteria will be used to assess the pilot group
against the control group. Therefore, the Army will collect the following metrics for the pilot and control
groups:
l} Invoice electronic posting rate.
2) Average days acceptance to goods receipt posting.
3) Average days to 3-way match.
4)

Interest penalties incurred per million paid.

5) Stakeholder (resource manager, contracting officer, vendor, Defense Finance and Accounting
Service (DFAS)) feedback.
6)

Documents submitted manually per 252.232-7006(c)(3}(DEVIATION).

7) Cost paid to DFAS per invoice.