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Contract Administration Workshop

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Unblock invoices by necessary means ... Utilize DFAS website at http://www.dfas.mil/ DLA's Aviation Supply & Demand Chain Manager ... – PowerPoint PPT presentation

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Title: Contract Administration Workshop


1

Aviation Supply ChainDefense Supply Center
Richmond
  • Contract Administration Workshop
  • 2008 Aviation Supply Chain Business Conference
  • June 2-4, 2008
  • Facilitated by
  • Procurement Process Support Directorate

2
Agenda
  • Introductions - Sabrina Spratley, Procurement
    Process Support Directorate
  • Deborah
    Arrington, Post-Award Champion, DSCR-FAS, Chief
  • Discussion Topics
  • Meet the Administrators, Financial Services and
    WAWF Representatives

3
  • Post-Award
    Information
  • presented by
  • Supplier Operations
    Directorate
  • Gwen Simmons DSCR-FAD Finding the
    Administrator
  • Edward West DSCR-FAG Elevation of
    Non-Responses
  • Alicia Wolford DSCR-FAL - Expedites

4
Finding the Administrator
  • Purchase Order DD1155, Block 6
  • Contract SF26, Block 5
  • Modification SF30, Block 6 - contains
    administrator's name, email address, phone fax
    s

5
Elevation of Non-Responses
  • How to handle non-responses
  • Post Award Point of Contact List

6
Expedites
  • Expedite requests
  • Multiple expedite requests
  • Important!!! Only the contracting officer can
    bind the government
  • Expedite costs and inability to expedite

7
  • POST AWARD SYSTEMS ISSUES
  • presented
    by
  • Procurement Process Support
    Directorate
  • Systems and Procedures
    Division
  • Delinquencies -
    Sharon Vincent
  • Proof of Delivery -
    Gloria Allen
  • Ellis Capabilities -
    Dave Bliss

8
Delinquencies
  • Must meet the contractual delivery date.
  • Ship on or before the Contract Delivery Date
    (CDD).
  • Government/Contractor caused delay obtain
    revised CDD via modification.
  • First Article Testing (FAT)

9
Proof of Delivery
  • Proof of Delivery (POD) will be requested from
    the Vendor in cases of
  • - Material Shortages
  • - Non-Receipt
  • Adequate Proof of Delivery consists of the
    following
  • - Carriers delivery receipt
    (PRO/Tracking Number) signed by the receiving
  • activity on freight shipments.
  • - United Parcel Service (UPS)
    delivery sheet signed by the receiving
  • activity and shipper tracer on UPS
    shipments, which must cite the referenced
  • order, invoice number and quantity
    invoiced.
  • - Insured or registered final
    destination delivery receipts on parcel post
  • shipments. If possible, the
    document will contain the contract number,
  • quantity and NSN. If this
    information is not on the delivery document,
    further
  • substantiating documents such as DD
    Form 250 and invoices must be
  • attached to the delivery document.

10
Ellis Capabilities
  • Vendor acknowledgement of receipt of the Delivery
    Order
  • Shipment notification from the Vendor
  • Validation of the shipment date with transporter
    data and electronic Proof of Delivery (POD)
  • Exclusion of the Delivery Orders outside SOW from
    performance and metric calculations
  • Generation of Incentive/Service Fee calculations
    based on the contract SOW
  • Automated transportation and delivery tracking
    that is web accessible to field/fleet Customers,
    Contract Administrators and Vendors
  • Ad-Hoc downloadable reports available to
    field/fleet Customers, ICPS, Contract
    Administrators and Vendors

11
  • DCMAs Role
  • presented by
  • Eric
    Lorentzen
  • DCMA Liaison

12
DCMA - Worldwide Acquisition Impact
  • Scope of Work
  • 1,768 B Face Value of Contracts
  • 17,120 Contractors
  • 313,555 Active Contracts (Sec 1-4)
  • 160B Unliquidated Obligations
  • All ACAT programs (I, II, III)
  • Flight Operations (1,150 Aircraft/yr)
  • 92B Govt property in plant
  • 7B Progress Payments
  • 16B Performance Based Payments
  • Span of Control
  • 9,750 civilian professionals
  • - ACOs, PI, QA, Engr, IS, SW, Property
  • 599 Military (includes reserves)
  • 6 Divisions
  • 47 major field Commands
  • 1.1B budget authority
  • 50M NASA and other Federal Agencies
  • 67M reimbursable FMS

13
What DCMA Does Post-Award
  • DCMA monitors contractors' performance and
    management systems to ensure that cost, product
    performance, and delivery schedules are in
    compliance with the terms and conditions of the
    contracts.
  • Quality Assurance ensure compliance to contract
    requirements key manufacturing processes
    reviews, inspection acceptance in WAWF. Focus
    is on critical safety items and other complex
    parts.
  • Production - Technical Surveillance to provide
    anticipatory notification of schedule slippage,
    root cause analysis, recommendations, recovery
    plan
  • WAWF - Train contractors on the use of WAWF.
  • Transportation - Duty Free Entry, Govt Bills of
    Lading, etc.
  • Payment Issues - Assist in payment issues if the
    pay office is HQ0xxx (MOCAS paid), not if EBS Pay
    office, SL4701.

14
  • HANDLING PAYMENT PROBLEMS

  • presented by
  • Financial Services
  • Vickie Garnett
  • Patsy Dockery
  • Pamela Sturgill

15
ResponsibilitiesAviation Financial Materiel
Accounting BranchDSCR-RAF
  • Serves as the focal point for providing the
    highest quality support to our internal and
    external customers.
  • Serves as the intermediary with DFAS, agencies,
    and suppliers for transactions related to
    materiel.
  • Receive Customer Inquiries (Calls, Email, etc.)
  • Research/Resolve Payment-Related Inquiries
  • Participate in Customer Visits/Conferences as
    needed.

16
HOW DO WE HELP YOU?
  • SERVES AS ADVOCATE BETWEEN DFAS, DSCR, AND VENDOR
    TO COORDINATE RESOLUTION IN PAYMENT ISSUES
  • Correcting Purchase Order
  • Posting of Goods on Customer Direct Material
  • Unblock invoices by necessary means
  • Analysis to resolve invoice discrepancies to
    prevent potential payment issues

17
HOW CAN YOU, OUR SUPPLIERS HELP US!
  • Invoice according to terms of your contract
  • Utilize WAWF to submit invoices electronically
  • If contract is origin inspection, submit required
    DD250/Receiving Report electronically with
    invoice (combo)
  • Do not submit invoices prior to shipping
  • Provide requested Tracking/POD as necessary
  • Utilize DFAS Customer Service at 1-800-756-4571
  • Utilize MyInvoice at https//myinvoice.csd.disa.mi
    l/
  • Utilize DFAS website at http//www.dfas.mil/

18
OUR MISSION
  • To provide best value integrated logistics
    solutions to Americas armed forces and other
    designated customers.in peace and in
    war..around the clock, around the world.

19
WORKING TOGETHER
  • THREE WAY MATCH
  • 1. Purchase Order (PO)
  • 2. Invoice Receipt (IR)
  • 3. Goods Receipt (GR)
  • If all match, payments will be made according to
    terms of contract.
  • If no match, determine terms, customer direct, or
    DLA direct.

20
TERMS
  • FAST PAY (FP15) Two way match
  • 1. PO
  • 2. IR (Goods Posted when Invoice is
    electronically received via
  • Wide Area Work Flow (WAWF)
  • THIRTY DAYS (N30) Three way match
  • for Customer Direct and DLA Direct

21
CUSTOMER DIRECT
  • Inspection
  • - If origin inspection, provide signed
    DD250 to the this office
  • - If destination, proof of delivery
    (POD)
  • Customer Direct Posting GR
  • - If origin inspection, provide signed
    DD250 to the this office
  • - If destination, provide proof of
    delivery (POD)
  • DLA Direct Posting GR
  • - Order Fulfillment (OF) Resolution
    Specialist works with the Depot and
  • the Acquisition Specialists to get
    goods posted in EBS.
  • (This includes status of shipment in
    litigation (condition code L)
  • Service Material CLINs (Additives)
  • -Acquisition Specialists are responsible
    for posting GR.
  • Tips
  • 1. When issuing Test approval
    letters, unlock CLIN if necessary and post GR.
  • 2. When creating per
    modification, post GR.

22
WHEN ALL ELSE FAILS
  • Payment Issues with Vendors
  • Materiel Accounting Financial Supplier Liaison
    (FSL)
  • Tiffany Reynolds A, B, E, H, K, N, T,
    Q, Z x4892
  • Ernestine Carter D, G, M, P, R, S, W, Y
    x2635
  • Deborah Turner C, F, I, J, L, O, U,
    V, X x3092
  • Vickie Garnett, FSL Team
    Lead

  • (804)279-5918

23
  • WIDE AREA WORK FLOW (WAWF)

  • presented by
  • Beth Altman, HQ DLA, WAWF Program
    Manager

24
What is WAWF?
  • DOD system designed to automate the processing of
    payment documents in a paperless web-based
    environment
  • Electronically captures coordinates payment
    information
  • Input
  • Contract
  • Vendor Invoice
  • Receiving Documentation
  • Output
  • Payment Initiation

25
Why WAWF?
  • DoD Mandate
  • 2001 Defense Authorization Act
  • DFARS 252.232-7003, Electronic Submission of
    Payment Requests
  • Receiving Reports Invoices, (MAR 2008)
  • Facilitates UID and RFID
  • Eliminates mailing, manual entry, lost documents
  • Reduces penalty interest payment
  • DCMA from 241K per 1B to 55 per 1B
  • Navy from 483 per 1M to 9 per 1M
  • AF from 474 per 1M to 11 per 1M

26
How does WAWF Work?
  • How does WAWF Work?
  • DoDAAC Driven
  • - Determines where document is routed to
  • Role Based
  • - Determines who has access to document

27
Contracts/WAWF Dodaacs
28
WAWF Roles
29
How Does WAWF Work?
  • Vendors submit invoices and inspection/acceptance
    documents
  • - Interactively on the Web
  • - Files Transfer Protocol (FTP)
  • - Electronic Data Interchange (EDI)
  • WAWF notifies government officials via email that
    their action is required on a vendor document
  • - Receipt and acceptance process occurs
  • - Payment officials issue payments using EFT

30
WAWF Resources
  • DLA website http//www.dla.mil/j-3/wawf
  • Send your questions to wawf_at_dla.mil
  • WAWF Production Site https//wawf.eb.mil
  • Web Based Training http//www.wawftraining.com
  • WAWF Training Site https//wawftraining.eb.mil
  • DFAS Online Tools
  • http//www.dfas.mil/contractorpay/electroniccommer
    ce/ECToolBox.html

31
Destination Acceptance
  • DLA Distribution Depots have an automated
    interface with WAWF for destination acceptance
  • The Defense Distribution Center (DDC) WAWF
    Program Manager is Steve Forshey
  • The DDC has a Resolution Process Team that
    provides research assistance to the WAWF users

32
Common Problems
  • DLA has an automated functional interface with
    WAWF
  • Overall receipt acceptance systems interface is
    working very well, however when there are
    problems
  • - They are worked by the DDC Resolution
    Team
  • - To avoid receipt acceptance problems
    there are two
  • specific things a vendor can do to get
    paid on-time
  • Submit WAWF Receiving Report on-time (i.e. not
    too
  • early, 3 days prior to shipment and NLT one
    day after
  • shipment
  • Print and attach a copy of the Receiving Report
    to the shipment
  • so receiver can input exact information
    into depot receiving system

33
  • JOIN US
  • Meet, greet, get answers and additional
    information from your Aviation Supply Chain
    Contract Administrators, Financial Services and
    WAWF Manager
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