Business Feeder Systems · • DoD standard procurement business system – Accepts requirements from PR Builder – Once contracting action is complete –passes

Business Feeder Systems

Logistics Solutions for the Warfighter 1

• Identify the purpose and use of PR Builder, SPS, WAWF, Power Track, CitiDirect, DTS, and WAWF‐MP

• Explain the purpose of the DODACC and Fund Code for mechanized supply systems

• Identify the key SABRS tables required for each business feeder system

• Explain the purpose of fund verification checks

Learning Objectives


• Manually Create Source Document• Obtain signatures from approving official• Manually key commitment in SABRS• Forward paper to next organization to obtain obligation

• Get obligating document and key in SABRS• Manually create receiving report & key expense in SABRS

• DFAS processes payment • Excessive work and a lot of errors!!!


Doing Business in Past Years

• Maximize mechanized systems that share data

• Reduces redundant keying

• Reduces Errors

• Reduces unmatched transactions

• Improved accuracy and timeliness of recording financial information


Doing Business Today

• Defense Travel System (DTS)• Procurements Requirements Builder (PR Builder)• Standard Procurement System (SPS)• Wide Area Work Flow (WAWF)• Citi‐Direct• Direct Supply Support Center (DSSC)• Supported Activities Supply System (SASSY)• GCSS‐Marine Corps • Power Track

Key Business Feeder Systems Used Today



Defense Travel System DTS

• Single, paperless TDY process for all DoD

• Electronic “end to end” process

• Official Travel System for Marine Corps

• Key personnel in the DTS process:

– Organizational Defense Travel Administrator (ODTA)

– Traveler

– Approving Official

– Certifying Official


DTS

• The ODTA establishes:– Personal traveler information within the organization group

– Assign group access, permission levels, routing list– Set up Lines of Accounting (LOA) for the group– Establish Budget amounts for the LOAs for the group

• Once ODTA establishes traveler profile, Traveler can access DTS to make travel arrangements:– Airline reservations– Hotel reservations– Rental car reservations


ODTA Responsibilities for DTS

• Traveler process request – email notification to TMO

• TMO processes reservations – email notification to Approving Official

• Approving Official approves – Electronic COB to SABRS

• DTS assigns SDN and LOA information for COB

• SABRS performs fund availability verification. If funds available processes transaction


DTS Order Flow

• Once Travel is completed the traveler enters DTS:– Retrieves orders in DTS and processes settlement– Submits PDF file of Hotel, Rental Car, etc receipts– If no scan capability, receipts are faxed

• Email notification to Certifying Official of pending settlement:– Certifying Official reviews claim and receipts– Adjusts if necessary and approves –Forwarded to Approving Official– Approving Official review and submits final approval

• CDC‐Air Force Disbursing processes settlement:– Amount indicated in settlement processed to bank for travel card

bill– Remainder amount processed to travelers personal bank account

Travel Settlement


• No paper source documents – Electronic audit trail

• Record adjustment in SABRS – Normally no manual keying

• Electronic notices of aged advances, settlements, etc.

• Allows timely completion and closing of TDY transactions in SABRS

• Significant reduction in “Re‐work” for Travel Transactions

DTS Benefits


Procurement Process


• Procurement Cycle functions & business systems:– Requirements Generation –PR Builder– Contract Award –SPS– Vendor Invoice –WAWF– Government Acceptance –WAWF– DFAS Payment –CAPS‐W

• Electronic record to SABRS at each stage for posting the transaction cycle

• Electronic source document file records – maintained within the business systems

Procurement Process Systems


• Automates purchase request:– Provides fund control check with SABRS– Posts Commitment

• Key personnel involved with PR Builder:– Workflow Manager –System administration– Requirements User –Creates purchase request in system– Approver –Reviews request and approves requirement– Fiscal User –Adds funding data –FIP and LOA– Financial Approver –Validates FIP and LOA

• Financial Approver action triggers interface action with SABRS

PR Builder


• If transaction passes funding and data edit checks in SABRS, a commitment posts

• Request data is sent to SPS to begin contracting action• If edit or funding check fails – Fiscal User notified

– Corrections made– Recycles into SABRS cycle

• Key financial elements within PR builder are contained in info linked to user and internal edit tables

PR Builder Interfaces With SABRS and SPS


• DoD standard procurement business system– Accepts requirements from PR Builder

– Once contracting action is complete –passes obligation to SABRS

– Passes contract information electronically to EDA (Electronic Data Access for DoD)

– Passes contract information to WAWF to establish record for future invoice and acceptance actions.

– Passes contract information to entitlement systems at DFAS for use in pre‐validation of payments.

Standard Procurement System (SPS)


Wide Area Work Flow WAWF


• Secure, web‐based system for electronic invoice, receipt and acceptance

• Two versions used by Marine Corps– WAWF –Receipt and Acceptance (Contracts via SPS)– WAWF –Miscellaneous Pay (electronic process of other forms)

• WAWF use is mandatory for vendors receiving USMC contracts

• WAWF streamlines– Payment package creation– Reduces interest penalty charges– Improves ability to take vendor discounts– Mechanizes expense processing in SABRS for impacted records

Wide Area Work Flow WAWF


• Used by Vendors to invoice delivered goods and services under contract

• Government representative accepts – Creates Expense record for SABRS

• Completes electronic payment package for DFAS

• Controls for invoice and acceptance are:

– PIIN, SPIN, ACRN, LOA and SDN

WAWF Receipt & Acceptance


• Created to automate transaction cycle for miscellaneous transactions not covered by other business systems

• “Non‐Contractual” process

• WAWF‐MP goals:– Accelerate Payment Process– Reduce interest payments– Reduce DFAS payment cost (electronic vs. manual rate)– Electronic source documents vice paper– Miscellaneous payments represent 40% of invoice transactions

WAWF Miscellaneous Payment


WAWF‐MP Transaction Flow


• PR Builder used to create Commitment for WAWF‐MP• Vendor or Government employee initiates “Invoice”• Acceptance entered into WAWF‐MP• Local Processing Official (LPO):

– Validates financial information– Certifies voucher for payment

• Government Acceptance creates the obligation & expense record for SABRS

• DFAS process payment

Process Flow


EDA


• Web‐based front end process to view images of source documents to include:– Contracts

– Public Vouchers

– Government Transportation Requests

• All source documents for commercial payments are scanned in by DFAS

• EDA is a major tool for you to perform document research

EDA


Financial Validation Process

EDA Logon Screen


• Unit identifying code for MILS processes:– TAC 1 –Units mailing address– TAC 2 –Units address for bulk shipments– TAC 3 –Billing address (currently DFAS‐KC)

• Registered in DoD Activity Address Directory (DODAAD)• Identifies unit ordering goods in for MILSTRIP requisitions and

who to bill for IDBs• Used to route transactions through the Defense Addressing

System Center (DAASC)• Request new DODACC via LOGCOM• DODACC must be loaded to SABRS Table 208 for edit purposes

Dept of Defense Activity Address Code (DODAAC)



SABRS Table 208


Direct Support Stock Control DSSC


• DSSC stores established to provide material support to units for items such as:

– Office supplies

– Janitorial supplies

– Mess hall supplies

– Tools

• Store use authorized via DSSC Card

Direct Support Stock Control DSSC


• DSSC Card contains:– Unit DODACC– Fund Code– Job Order Number

• DSSC purchase transactions sent to SABRS:– Use Table 0F2 to pick up required FIP data– Post as Commitment, Obligation and Expense via B7A– Payment posts via IDB

• Daily update report – Transactions post under system identification of DSSC

DSSC Card



SABRS Table 0F2


SASSY


• Supply system that conforms to MILS standards– Requisitions via MILSTRIP transactions– Payments via MILSBILLS (IDB)

• Keys for processing transactions into SABRS are:– DODACC in the document number or Supplementary Address

– Using Unit’s Job Order Number (JON)

• SASSY transactions post in SABRS using Table 0F2

SASSY


• Free Issue from Stock – Item in SMU inventory and issued to requesting unit (No impact in SABRS on requesting units PE Funding)

• Not in Stock, Passed to Source of Supply Item Manager:– Order to Item Manager citing SMU direct funds– Obligation created in SABRS against SMU funds– Obligation processed in SABRS using 0F2 table– Once item is received it is issued from SMU to requesting unit as a free issue from stock

SASSY Transactions


GCSS‐MC


Global Combat Support System-Marine Corps

• The modern replacement for 3 legacy

• systems that provide the backbone for all

• logistics information required by the

• MAGTF.

– ATLASS ‐ Asset Tracking Logistics and Supply System

– SASSY ‐ Supported Activities Supply System

– MIMMS ‐ Marine Integrated Maintenance Management System

GCSS‐MC


• The core is modern, commercial‐off‐the shelf enterprise resource planning software (Oracle 11i e‐Business Suite).

• The design is focused on enabling enhanced logistics capability for the deployed warfighter; and forever change the way expeditionary logistics support is delivered to Marines.

GCSS‐MC


• Provides “retail” supply accounting functions Stock replenishment, requirement determination, receipts, inventory, stock control, and asset visibility

• Serves as centralized record‐keeper, stock manager, forecaster, and central data bank for using units.

• Accounts for individual and unit combat equipment, major end items, and repair parts.

• Supports consumer and intermediate levels of Marine Corps

supply.

• Tracks all using unit requisitions, issues directly from SMU

stock, and requisitions “passed” to outside sources of supply.

Basic Functionality


• Load/Modify Authorizations (GCSS‐MC Journals)

• Load/Modify JONs

• Load/Modify Financial Data Elements (i.e. JNLUs, etc.)

• Update Approval Groups

• Monitor execution via Financial Reports

Our Role / Responsibility


• Monitor execution via Financial Reports

• Two primary financial reports

– Internal Budget Execution Report (IBER)

• Summary Status of Funds ‐ equivalent to FCSF

– All Purchase Orders Report (All POs)

• Details by JON ‐ equivalent to Active File

Users Role / Responsibility


Govt Wide Commercial Purchase Card (GCPC)


• GCPC is the authorized procurement method for “micro‐purchases”:– $3,000 limit on one item for materials/supplies– $2,500 limit for services

• GCPC card program is administered via local regional contracting office

• To get card, users must be:– Authorized in writing– Trained under the program for card use– Monitored by Command’s agency program coordinator

Govt Wide Commercial Purchase Card (GCPC)


• Card holder determines requirements

• Approving official authorizes purchase

• Purchase made

• Event electronically recorded in SABRS

• Card holder maintains records of purchase for review

GCPC Internal Controls


• Transaction Obligation Option– Each time the card is used a new obligation record for SABRS is created

– SDN assigned by CitiDirect

– LOA data based on card holder profile

– Document Type Code of SDN is “CC”

– DIC posting in SABRS is COE (Commit, Obligate & Expense)

– Transaction is edited against table 302

CitiDirect Transaction Obligation



SABRS Table 302


• Bulk Obligation Option– CitiDirect posts an obligation at beginning of each month– Obligation is equal to the Card Holder monthly purchase limit

– System generated SDN with DTC of “CC”– CitiDirect tracks monthly purchases– Passes a Credit to SABRS for unused balance at end of month

– Creates a new obligation record at the beginning of the next month

– Monthly transaction posts as a COE (Commit, Obligation & Expense)

CitiDirect Bulk Obligation


• Ensure supporting documentation is maintained for each purchase

• Track GCPC purchases via Daily Transaction Report and/or CitiBank Direct

• Ensure LOA assigned to card is correct• Monitor available balances• Ensure purchases meet valid requirements and contract office instructions

• Maintain supporting documentation for minimum 6 yrs & 3 months

Fund Manager & Card Holder Responsibilities


• Monthly, review and reconcile details of billing statement

• CitiBank on line statement will contain all transactions• Validate charges, credits and disputed transactions• Approving official notified once card holder has completed reconciliation

• Approving official certifies the statement in CitiDirect• Command coordinator reviews certifications that are forwarding to DFAS from CitiDirect

• DFAS pays the bill

CitiBank Statement Certification


PowerTrack


• US Bank’s commercial system implemented by DoD

• Processes Transportation Charges and Payments

• Key to process is an established Transportation Account Code (TAC)

PowerTrack


• Business solution for TMOs that provides:– Collaboratively store shipment, sellers, & pricing information– Electronic invoice submission from carriers– Automated review of invoices for payment– Electronic payment and credit processing– Capability of processing transactions to SABRS via I&L

maintained TAC and fiscal information accounts– TAC codes loaded with default SDN and LOA– Uses SABRS table 315 for transaction posting– Posts a commitment and obligation– TMOs may need to load a “bulk”obligation against TAC, SDN and

LOA for charges processed by other services/agencies citing their TAC code

PowerTrack Features



SABRS Table 315


• Payment is a disbursement out of the US Treasury and charged to an appropriation

• Common payment types:

Interdepartmental Billing (IDB)

Public Voucher

Payment Processing


• IDBs are processed under MILSBILLS procedures• IDBs processed for transactions using:

– DSSC– SASSY– DASSC– FAS

• Keys to matching IDB to obligations in SABRS is:– MILSTRIP Document Number– DoDACC in document number or Supplementary Address– Fund Code

IDB Payments


• Incoming DASSC detail bill finds a matching obligation record on the active file:– LOA data from active record processed with detail bill to Treasury

– Treasury processes register payment back to SABRS

IDB Process in SABRS


• No active record for the incoming detail IDB:– Record processed against the 302 Table

– If match found for IDB DoDACC and Fund Code SABRS processes an automatic COE transaction

– LOA data from the created COE sent with detail IDB to Treasury

– Treasury processes register payment

No Match on Active File for Detail IDB


• Public voucher processing requires:– Valid entitlement (i.e. contract, authorized TDY)

– Invoice from vendor

– Government Acceptance

• Voucher will contain:– Unique Voucher number

– Disbursing Station Symbol Number (DSSN)

– Source Document LOA, PIIN, SPIN, CLIN, SDN

Public Voucher Payments


Questions?


Documents

Business Feeder Systems · • DoD standard procurement business system – Accepts requirements from PR Builder – Once contracting action is complete –passes