R 201600Z SEP 05
FM CMC WASHINGTON DC (UC)
TO AL MARADMIN (UC)
MARADMIN 426/05
MSGID/GENADMIN/CMC WASHINGTON DC PR RFA//
SUBJ/PROCESSING MISCELLANEOUS PAYMENT DOCUMENTS USING PRBUILDER AND
/WIDE AREA WORKFLOW (WAWF) WARNING ORDER//
REF/A/DOC DODI 15APR2005/-/-/-/-/-//
REF/B/DOC DODD 19MAR2005/-/-/-/-/-//
NARR/REF A IS DOD FINANCIAL MGMT REG (DODMFR), VOL 5, CHAP 33. REF B
IS DOD DIRECTIVE 7000.14, DOD DEPARTMENTAL ACCOUNTABLE OFFICIALS AND
CERTIFYING OFFICERS//
GENTEXT/REMARKS/1. SITUATION. THE MARINE CORPS' ELECTRONIC COMMERCE
GOAL IS TO MOVE AWAY FROM A PAPER-BASED ENVIRONMENT WHERE TRANSACTIONS
ARE ENTERED MULTIPLE TIMES, TO AN ELECTRONIC ENVIRONMENT WHERE TRANS-
ACTIONS ARE ENTERED ONCE BY THE SOURCE AND TRANSMITTED SYSTEMICALLY
TO ALL PROCESS PARTNERS. THIS GOAL ENABLES DFAS-COLUMBUS TO PROCESS
TRANSACTIONS IN A MORE TIMELY, ACCURATE AND EFFICIENT MANNER. A
MISCELLANEOUS TRANSACTION IS DEFINED AS ANY NON-CONTRACTUAL,
RECURRING OR NON-RECURRING DEMAND FOR PAYMENT PAYABLE BY A MARINE
CORPS APPROPRIATION. MISCELLANEOUS PAYMENT EXAMPLES ARE REQUESTS
FOR PERSONEL REIMBURSEMENTS, WITNESS FEES, TRAINING AND EDUCATION
EXPENSES, ETC. THE CURRENT END-TO-END PROCESSING ENVIRONMENT
FOR MISCELLANEOUS TRANSACTIONS IS PREDOMINANTLY PAPER-BASED.
INEFFICIENCIES FROM PAPER-BASED PROCESSING AND STORAGE RESULT IN
GREATER COSTS IN THE DFAS BILL AS WELL AS REDUCED ACCURACY AND
TIMELINESS OF TRANSACTION PROCESSING. AS THE AVERAGE MARINE CORPS
MISCELLANEOUS PAYMENT WORKLOAD IS APPROXIMATELY FORTY PERCENT, AND
GIVEN THE SIGNIFICANTLY LOWER PER LINE OF ACCOUNTING RATE
($22.35 MANUAL VERSUS $3.59 ELECTRONIC IN FY06) CHARGED BY DFAS
FOR PROCESSING ELECTRONIC INVOICES, THE MARINE CORPS WILL SAVE
IMMEASURABLY AS WE IMPLEMENT THIS NEW FUNCTIONALITY.
2. MISSION. TO PUBLISH AND DIRECT THE EXECUTION OF THE
INITIAL IMPLEMENTATION GUIDANCE IN SUPPORT OF A MARINE
CORPS-WIDE TRANSITION TO PROCESS MISCELLANEOUS DOCUMENTS USING
PRBUILDER TO GENERATE THE MISCELLANEOUS DOCUMENTS AND
WAWF TO ACCEPT/CERTIFY VENDOR INVOICES FOR PAYMENT.
3. EXECUTION.
A. COMMANDERS INTENT. BEGINNING 3 OCT 2005, EMBARK UPON A SIX-MONTH
EFFORT TO FACILITATE AN ORDERLY, DELIBERATE, AND SUCCESSFUL
TRANSITION TO WAWF AS THE PAPERLESS SOLUTION FOR SUBMITTING MISCELLANEOUS
DOCUMENTS. FULL OPERATIONAL CAPABILITY IS DEFINED AS THE MARINE
CORPS' SUCCESSFUL IMPLEMENTATION OF THE BUSINESS PROCESSES AND A
DEMONSTRATED ABILITY TO USE PRBUILDER AND WAWF MISC PAY AT ALL COMMANDS.
THE INTENT IS TO ALSO DEPLOY WAWF MISC PAY TO HAWAII AND JAPAN-BASED
COMMANDS, SUBJECT TO INVOICES PAYABLE BY U.S. DOLLARS ONLY.
B. CONCEPT OF OPERATION. THE SCHEME OF MANEUVER BEGAN BY CONDUCTING
PRODUCTION PILOT OF USING PRBUILDER AND WAWF MISC PAY AT MCB CAMP
LEJEUNE DURING LATE JUL 2005 AND EARLY AUG 2005. TO DATE, MCB CAMP
LEJEUNE HAS SUCCESSFULLY PROCESSED SIX MISCELLANEOUS PAY
TRANSACTIONS VIA WAWF, INCLUDING ONE UTILITY INVOICE. USING RESULTS FROM
THE PILOT SITE TO CONFIRM THE PROOF OF CONCEPT, THE MARCORSYSCOM PAPERLESS
ACQUISITION OFFICE WILL INCORPORATE LESSONS LEARNED FROM THE PILOT TO
IMPROVE TRAINING PACKAGES WHICH WILL ASSIST/EXPEDITE THE TRANSITION
FOR THE REST OF THE MARINE CORPS.
C. TASKS. IN ORDER FOR COMMANDS TO PREPARE FOR
TRAINING/IMPLEMENATION AND SUCCESSFUL TRANSITION TO THE PRBUILDER/WAWF
MISC PAY PROCESS, THE FOLLOWING TASKS MUST BE COMPLETED PRIOR TO THE
MARCORSYSCOM DEPLOYMENT TEAM'S ARRIVAL.
(1) IDENTIFY WORKLOAD. REVIEW CURRENT/PRIOR YEAR MISCELLANEOUS
PAYMENTS THAT HAVE BEEN PROCESSSED BY DFAS. MISCELLANEOUS PAY
TRANSACTIONS PAID BY DFAS-COLUMBUS THROUGH AUG 2005 MAY BE RETRIEVED
AT WWW.MARCORSYSCOM.USMC.MIL/SITES/PA/RECEIPTS.ASP, MARCORSYSCOM
PAPERLESS ACQUISITION WEB SITE.
(2) IDENTIFY PERSONNEL INVOLVED WITH THE PAPER-BASED MISCELLANEOUS
DOCUMENT PAYMENT PROCESS. THIS IS REQUIRED IN ORDER TO PROVIDE
A CROSSWALK TO THE FOLLOWING CRITICAL ROLES IN PRBUILDER/WAWF MISC
PAY PROCESS:
A. INITIATOR
B. GOVERNMENT ACCEPTOR
C. LOCAL PROCESSING OFFICIAL (LPO) - CERTIFYING OFFICER
CAN NOT BE THE SAME PERSON AS THE GOVERNMENT ACCEPTOR)
D. SUPERVISORS
E.GROUP ADMINISTRATOR (GAM) - FIRST LINE SUPPORT AND
LOCAL ADMINISTRATOR RESPONSIBLE FOR TRAINING AND SETTING UP NEW
USERS AND ASSIGNING PRBUILDER AND WAWF ROLES.
(3) ESTABLISH ACCESS AND PROVIDE TRAINING TO USE PR-BUILDER AS
THE FRONT END TO THE PAPERLESS ACQUISITION ARCHITECTURE. PRBUILDER
WILL BE USED TO INITIATE/CONSTRUCT THE REQUIREMENT FOR THE
MISCELLANEOUS PAYMENT. PR-BUILDER ACCESS AND TRAINING SHOULD BE
COMPLETED PRIOR TO ARRIVAL OF THE MARCORSYSCOM DEPLOYMENT TEAM.
GIVEN THE SUCCESSFUL IMPLEMENTATION OF WAWF-RA FOR CONTRACTS, LOCAL
REGIONAL CONTRACTING OFFICES PLAY A CRITICAL ROLE OF PROVIDING
PR-BUILDER AND WAWF ACCESS AND TRAINING.
(4) APPOINT CERTIFYING OFFICERS. WHILE LOCAL COMMANDERS AND
BUSINESS PROCESSES MAY DETERMINE THE NUMBER AND LOCATION OF
CERTIFYING OFFICERS, THE CRITERIA OUTLINED IN REFS A AND B SHOULD BE
USED AS GUIDANCE IN APPOINTING AND DETERMINING THE ELIGIBILITY OF
CERTIFYING OFFICIALS. SPECIFICALLY, PRIOR TO ARRIVAL OF THE
MARCORSYSCOM DEPLOYMENT TEAM AND TRANSITION TO PRBUILDER/WAWF MISC
PAY, THE FOLLWING TASKS MUST BE COMPLETED:
A. CERTIFYING OFFICER APPOINTMENT LETTER FROM THE COMMANDING
OFFICER.
B. COMPLETE CERTIFYING OFFICER'S LEGISLATION TRAINING.
C. SUBMIT CERTIFYING OFFICER'S SIGNATURE CARD (DD FORM 577)
TO DFAS-INDIANAPOLIS FOR POPULATION IN ELECTRONIC DOCUMENT ACCESS
(EDA). EDA IS USED TO MANAGE AND AVAIL AN IMAGE OF A SIGNED DD FORM
577 FORM FOR CERTIFYING OFFICIALS. SUBMIT DD FORM 577 FORMS TO THE
FOLLOWING ADDRESS:
DEFENSE FINANCE AND ACCOUNTING SERVICE -
INDIANAPOLIS
8899 EAST 56TH STREET
ATTN: CAPS OFFICE (311Y)
INDIANAPOLIS, IN 46249
4. ADMINISTRATION AND LOGISTICS.
A. THE ASSISTANT CHIEF OF STAFF, COMPTROLLER IS RESPONSIBLE FOR
ENSURING THE SUCCESSFUL TRANSITION TO WAWF MISC PAY.
B. HQMC P&R AND MARCORSYSCOM WILL PUBLISH ADDITIONAL COORDINATING
INSTRUCTIONS AND THE TRAINING/IMPLEMENTATION SCHEDULE VIA SEPARATE
CORRESPONDENCE.
5. COMMAND AND SIGNAL. THE POINT OF CONTACT FOR PRBUILDER/WAWF
MISC PAY IS CWO4 HAROLD UNGER, MARCORSYSCOM PAPERLESS ACQUISITION
OFFICE, 703-784-0970, DSN 278, HAROLD.UNGER@USMC.MIL.//