R 040156Z NOV 03
FM CMC WASHINGTON DC(uc)
TO AL MARADMIN(uc)
MARADMIN
BT
UNCLASSIFIED
MARADMIN 510/03
MSGID/GENADMIN/CMC WASHINGTON DC/LPC-3//
SUBJ/IMPLEMENTATION OF WIDE-AREA WORKFLOW-RECEIPT AND ACCEPTANCE
/(WAWF-RA)//
POC/MICHAEL E. CORDERO/MAJ/RFA/-/TEL:DSN 224-2577
/EMAIL:CORDEROME@HQMC.USMC.MIL//
POC/MACON R. ROBINSON/MAJ/LPC-3/-/TEL:DSN 225-8926
/EMAIL:ROBINSONMR@HQMC.USMC.MIL//
POC/KIPP A. WAHLGREN/CAPT/LPC-3/-/TEL:DSN 225-8926
/EMAIL:WAHLGRENKA@HQMC.USMC.MIL//
GENTEXT/REMARKS/1. SITUATION. THIS JOINT MARADMIN RELEASED BY DC
I&L AND DC P&R OUTLINES THE IMPLEMENTATION PLAN FOR WAWF-RA.
A. SECTION 1008 OF THE NATIONAL DEFENSE AUTHORIZATION ACT
(PUBLIC LAW 106-398) REQUIRES THE ELECTRONIC SUBMISSION AND
PROCESSING OF CLAIMS FOR PAYMENTS UNDER DOD CONTRACTS. DOD HAS
IDENTIFIED WIDE AREA WORKFLOW-RECEIPT AND ACCEPTANCE (WAWF-RA) AS A
KEY SYSTEM IN IMPLEMENTING THIS STATUTORY REQUIREMENT.
B. WAWF-RA IS A WORKFLOW MANAGED SOFTWARE APPLICATION THAT
ENABLES VENDORS TO SUBMIT AND TRACK THEIR INVOICES AND
RECEIPT/ACCEPTANCE DOCUMENTS ELECTRONICALLY VIA THE WEB. THE
APPLICATION ALSO ENABLES THE GOVERNMENT TO ELECTRONICALLY VIEW AND
PROCESS THIS DATA AND PERFORM THE GOVERNMENT RECEIPT AND ACCEPTANCE
PROCESS NORMALLY CAPTURED BY THE DD FORM 250, MATERIAL INSPECTION
RECEIVING REPORTS. WAWF-RA IS ONE OF THE KEY COMPONENTS OF THE
MARINE CORPS END-TO-END PROCUREMENT/FINANCIAL PROCESS BEING
IMPLEMENTED UNDER THE PAPERLESS ACQUISITION INITIATIVE. THE GOAL
OF THIS INITIATIVE IS TO REDUCE PROBLEM DISBURSEMENTS AND INTEREST
PENALTIES. THIS TOOL ENABLES ELECTRONIC INVOICING AND INVOICE
PROCESSING, INCLUDING ELECTRONIC RECEIPT AND ACCEPTANCE, AND
ELIMINATES THE REQUIREMENT TO MAIL OR FAX A HARD COPY REPORT OF
PROPERTY RECEIVED (RPR) TO DFAS.
C. THE MARINE CORPS DOES NOT BUDGET FOR INTEREST PENALTIES;
THEREFORE, INTEREST PAYMENTS MUST BE ABSORBED FROM OUR SCARCE
OPERATIONS AND MAINTENANCE FUNDING. FAILING TO COMPLY WITH THE
PROMPT PAYMENT ACT (PPA) COST THE MARINE CORPS OVER $1.3M IN FY03
DUE TO INTEREST PENALTIES TO VENDORS WHO DID NOT RECEIVE TIMELY
REIMBURSEMENT FOR GOODS AND SERVICES PROVIDED TO THE MARINE CORPS.
D. INTEREST PENALTIES INCURRED DUE TO MISSING RECEIVING REPORTS
(RPR'S) ACCOUNTED FOR ONE-THIRD OF THE $1.3M TOTAL, AND HALF OF ALL
MARINE CORPS (I.E. NOT CHARGEABLE TO DFAS) ATTRIBUTABLE INTEREST
PENALTIES. BECAUSE INVOICES FOR PAYMENT MUST BE MATCHED TO AN RPR
ACKNOWLEDGING RECEIPT OF GOODS AND SERVICES BEFORE PAYMENT CAN BE
MADE, IT IS ESSENTIAL THAT ACTIONS BE TAKEN TO CORRECT THIS CAUSE
OF HIGH INTEREST PENALTIES.
2. MISSION. SUCCESSFULLY IMPLEMENT WAWF-RA THROUGHOUT THE MARINE
CORPS BY USING A TEAM APPROACH THAT SPANS NUMEROUS FUNCTIONAL AREAS
OF FINANCE, CONTRACTING, AND SUPPLY.
3. EXECUTION. ORGANIZATIONAL RESPONSIBILITIES ARE SET FORTH BELOW:
A. HQMC, I&L DEPARTMENT, CONTRACTS DIVISION (CODE LB), HAS
OVERALL RESPONSIBILITY FOR FUNCTIONAL MANAGEMENT OF THE PROGRAM, TO
INCLUDE CONTRACTUAL PROCESSES, ISSUES, AND POLICIES.
B. HQMC, I&L DEPARTMENT, LOGISTICS PLANS, POLICIES, AND
STRATEGIC MOBILITY DIVISION (CODE LP), HAS FULL RESPONSIBILITY FOR
SUPPLY POLICY CONCERNING RECEIVING, RECEIPTING, AND ACCEPTANCE OF
CONTRACTED MATERIAL AND SERVICES, PROCESSES AND PROCEDURES.
C. HQMC, PROGRAMS & RESOURCES DEPARTMENT, FISCAL DIVISION
(CODE RF) HAS OVERALL RESPONSIBILITY FOR THE FINANCIAL MANAGEMENT
PROCESS AND POLICIES.
D. MARCORSYSCOM, IS&I, IS RESPONSIBLE FOR PROGRAM MANAGEMENT
AND IMPLEMENTATION OF THE WAWF-RA PROGRAM.
E. DFAS KANSAS CITY WILL PROVIDE IMPLEMENTATION/DEPLOYMENT
SUPPORT.
F. INSTALLATIONS COMMANDERS DESIGNATE PRIMARY AND ALTERNATE
POINTS OF CONTACT FOR THEIR INSTALLATIONS IN SUPPORT OF THIS
INITIATIVE. DESIGNATED POCS WILL BE RESPONSIBLE FOR ASSEMBLING A
CROSS-FUNCTIONAL IMPLEMENTATION WORKING GROUP CONSISTING OF
REPRESENTATIVES FROM THE FINANCIAL, INFORMATION SYSTEM, SUPPLY,
AND CONTRACTING COMMUNITIES. MARCORSYSCOM WILL FOLLOW UP WITH
SPECIFIC IMPLEMENTATION DETAILS TO YOUR DESIGNATED POCS.
4. ADMIN AND LOGISTICS.
A. THE 2003 WAWF-RA IMPLEMENTATION TEAM SITE VISITS ARE AS
FOLLOWS:
SITE IMPLEMENTATION
SURVEY VISIT
SITES:
*MCLB ALBANY 7/7-11 8/4-15
*MCB CAMP LEJEUNE 7/7-11 8/4-15
*MARINE CORPS SYSTEMS COMMAND 7/28-8/1 8/25-9/12
*MCB QUANTICO 7/28-8/1 8/18-29
*HQMC 7/28-8/1 8/18/29
*MCAS CHERRY POINT 7/14-18 9/8-19
*MCSA KANSAS CITY 7/28-8/1 8/18-9/26
MCB HAWAII 9/2-19 (COMBINED VISIT)
MARFORRES 10/6-10 11/10-11/21
BLOUNT ISLAND COMMAND 10/6-10 11/3-7
MAGTFTC 29 PALMS 10/13-17 12/1-12
MCAS BEAUFORT 10/20-24 12/8-12
MCB CAMP PENDLETON 10/6-10 11/3-21
MCRD PARRIS ISLAND 10/20-24 12/1-5
MCAS MIRAMAR 10/20-24 12/1-5
MCRD SAN DIEGO 10/20-24 11/17-21
MCLB BARSTOW 11/20-24 12/1-12
MCAS YUMA 10/27-31 12/15-19
*THESE SITES HAVE ALREADY OR ARE IN THE PROCESS OF IMPLEMENTING
WAWF-RA VERSION 3.0.
B. SPECIFIC IMPLEMENTATION REQUIREMENTS/INSTRUCTIONS WILL BE
FORTHCOMING VIA A LETTER OF INSTRUCTION (LOI).
C. ADDITIONAL INFORMATION CAN BE OBTAINED VIA THE WAWF WEBSITE:
WWW.MARCORSYSCOM.USMC.MIL/SITES/PA/.
5. COMMAND AND SIGNAL. THE
CONTACT WITHIN THEIR RESPECTIVE FUNCTIONS:
A. CMC (LBP) WAWF-RA FUNCTIONAL MANAGER - PEARSE A. MCDADE,
DSN 225-6225/6228 X: 2513 OR COML (703) 695-6225/6228 X: 2513,
EMAIL:
MCDADEPA@HQMC.USMC.MIL.
B. CMC (LPC) LOGISTICS CAPABILITY CENTER - MAJ MACON R.
ROBINSON DSN 225-8926 OR COML (703) 695-8926, EMAIL:
ROBINSONMR@HQMC.USMC.MIL OR CAPT KIPP A. WAHLGREN DSN 225-8926,
EMAIL:
WAHLGRENKA@HQMC.USMC.MIL.
C. CMC (RFA) FINANCIAL MANAGEMENT PROCESS AND POLICIES - MAJ
MICHAEL E. CORDERO DSN 224-2577/7519 OR COML (703) 614-2577/7519,
EMAIL:
CORDEROME@HQMC.USMC.MIL.
D. MARCORSYSCOM, (IS&I) WAWF-RA PROGRAM MANAGER - MARIAN
BALSLEY, DSN 278-0910 OR COML (703) 784-0981, EMAIL:
BALSLEYMC@MCSC.USMC.MIL.
E. DFAS - FRANCINE LIGGINS, DSN 465-5178 OR COML (816)
926-5178, EMAIL:
FRANCINE.LIGGINS@DFAS.MIL. THE VENDOR PAYMENT
PROCESS/DFAS-COLUMBUS POCS ARE:
(1) CAROL SMITH, COML (614) 693-6868 OR DSN 869-6868,
EMAIL:
CAROL.SMITH@DFAS.MIL.
(2) JAMES HUNTER, COML (614) 693-8732, FAX (614) 693-2421 OR
DSN 869-8732, EMAIL:
JAMES.HUNTER@DFAS.MIL.//