Electronic Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, and...

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics

End User Training End User Training MaterialsMaterials

Acquisition Strategy WorkflowAcquisition Strategy Workflow

Acquisition Resources and Analysis (ARA) Version 1.1, 07/07/2014

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsAgendaAgenda

Version 1.1 UNCLASSIFIED 2

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsPurposePurpose

Background:Background:

•A Better Buying Power 2.0 initiative to eliminate unproductive processes and bureaucracy

•Provide for and enforce time certain coordination of acquisition documents

•Provide near real-time views of all comments made during the coordination process

Critical success factors:Critical success factors:

•Time certain tracking of all documents

•Real-time comment resolution and anonymity

•Electronic centralization of comments

•Automated document coordination

•Parallel coordination

UNCLASSIFIED 3Version 1.1

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsRoles & ResponsibilitiesRoles & Responsibilities

Version 1.1 UNCLASSIFIED 4* Role assigned by ECT Site Administrator

Acquisition Strategy Acquisition Strategy WorkflowWorkflow

ARA/AM CAOs PM Initial Reviewers

PEO SAE/CAE Final Reviewers

ASD(A) DAE AIR OPR

1. 1. Create Create

PackagePackage

1. 1. Create Create

PackagePackage

2. 2. Assign Assign

ReviewersReviewers

2. 2. Assign Assign

ReviewersReviewers

*5. *5. CommentComment

7. 7. Comment Comment

& Sign& Sign

*9.*9. CommentComment

*10. *10. CommentComment

3. 3. Release Release to PMto PM

4. 4. Upload Upload

and and InitiateInitiate

4. 4. Upload Upload

and and InitiateInitiate

6. 6. Review Review

and and UpdateUpdate

6. 6. Review Review

and and UpdateUpdate

12.12.Upload Upload to AIRto AIR

& Sign& Sign

Alternate Workflow if coordination yields no issues* Time certain expiration

COMMON ACTIONS

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsLogging InLogging In

ECT Address: https://af-aqweb.deps.mil/sites/osdebiz

Select your EMAIL or PIV certificate Read the Terms of Use

• Close all open browsers• Log in again using the EMAIL

certificate

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsECT Dashboard

My ECT To-Do Items•All actions currently assigned to you•Includes actions across multiple documents and multiple roles•Sortable, Searchable•Receive email notification when actions are assigned•Actions disappear once completed.

Programs Currently Under Coordination•Status of each coordination•Step into a coordination to view the timeline for each step in the workflow

My Released Comments•A list of comments you have submitted for active coordinations•The PM’s decision on those comments

Other ECT Actions•List changes depending on role/access•Create new packages•View statistics across multiple coordinations

Adding Comments

Actions available to role

Adding Comments

NOTE: Users may review the documents on-screen or print a hardcopy. NOTE: Users may review the documents on-screen or print a hardcopy.

NOTE: Users are only reviewing, not editing, the source version of the documents.NOTE: Users are only reviewing, not editing, the source version of the documents.

Adding Comments

Required Fields

Not Required, Must be a Number

12UNCLASSIFIEDVersion 1.1

Adding Comments

Digitally Sign a Digitally Sign a DocumentDocument

Provides:•User Authentication•Data Integrity•Non-repudiation

Digital Signature: An automated function replacing a handwritten signature with a system generated signature statement.

Program Managers must insert the digital signature blocks in the document prior to submitting for signature.

Signers:•Program Manager•PEO•SAE/CAE•DAE

UVVUUV

2.In the “Sign” window, either type your name in the field provided, or click the “Select Image” link to insert a pre-saved digital image of your signature.• If the Sign window does not state “Issued

by: DoD CA…” then click the Change button.

• In the “Select Certificate” window, selectthe EMAIL certificate, then click OK.

ECT opens a Read Only version of the document. Do not click “Edit Anyway”

1.Locate and double-click on the signature line containing your name.

3.Once all requested fields are complete, click the “Sign” button to activate the digital signature. Close the document. Can verify signature from documents list.

ACTIONS BY ROLE

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsARA/AM Coordinator

1. From the ECT Dashboard

Create a New ECT PackageCreate a New ECT Package 22. Within the pop-up window

New Package Specifications:•Program Name•Program Manager•Originating Component•Package Type

1. From timeline, determine if document has been adequately staffed1A

ARA/AM Coordinator

2. Select To-Do item from the ECT Dashboard

Release Package to PMRelease Package to PM

3. Release to PM

4. Confirm the action

Version 1.1

UNCLASSIFIED

Action Officers

Assign ReviewersAssign Reviewers

2. Add Reviewers from Address Book

3. Confirm the actionAddress

Book icon

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Manager

1. System reminder prior to Initial Review

Prepare Documents for Coordination (Line Numbers)Prepare Documents for Coordination (Line Numbers)

2. Insert line numbers to full document or selected text in MS Word.

Prepare Documents for Coordination (Digital Signatures)Prepare Documents for Coordination (Digital Signatures)

1. System reminder prior to submitting for PEO signature

2. Insert Signature Lines in MS Word2A

Standard Document Uploads and UpdatesStandard Document Uploads and Updates

Initial

Prepare documents for upload

(Including line #s and signature blocks)

Initial

Prepare documents for upload

(Including line #s and signature blocks)

1-Coordination Document

2-Supporting Documents

Initial upload of all documents

Initial Reviewers enter comments.

PM provides decisions on Initial Review comments.

Initial Reviewers enter comments.

PM provides decisions on Initial Review comments.

Update based on initial comments.

Prepare Final Document (including the PM’s signature)

Update based on initial comments.

Prepare Final Document (including the PM’s signature)

1-Final Document

Upload Final Document

Reviewers enter comments

PEO, SAE, and DAE sign, or request rework

Reviewers enter comments

PEO, SAE, and DAE sign, or request rework

Rework the Final

Update based on final comments.

PM re-signs

Rework the Final

Update based on final comments.

PM re-signs

1-Final Document

2-Requires Rework

1-Final Document

2-Requires Rework

Upload Reworked Final Document

Process and uploads continue looping until no rework is requested

2. Select documents to upload2

Program Manager

Upload Documents for ReviewUpload Documents for Review

Set Timebox and PEOSet Timebox and PEO

2. Set Business Days for Coordination, andname the PEO

1. Select Timebox button

Release Package for Initial ReviewRelease Package for Initial Review

2. Confirm Release for Review

1. Select the Release Package for Review button

NOTE: The PM does not need to complete these steps within 1 ECT session. The PM may log in and out as needed. All documents and timebox data will remain in this stage until the PM releases the package for review.

Provide Decisions on CommentsProvide Decisions on Comments

2. Review comments

1. Select task from To-Do Items

Provide Decisions on CommentsProvide Decisions on Comments

3. Enter Decisions

4. Continue entering decisions for all comments4

Reviewer’s Comment

PM’s DecisionNOTE: As comments are received, the PM

will be updating his local source version of the document, preparing the document for final upload into ECT.

3. Upload the Final Coordination Document for Signature3

Program Manager

Upload Final DocumentUpload Final Document

1. Select the Upload Final Document button

22. Confirm the upload

Submit For SignatureSubmit For Signature

5. Confirm Release to PEO

4. Select the Submit For Signature button4

Upload Reworked DocumentUpload Reworked Document

3. View comments

2. The banner states who requested rework

4. Upload the Re-worked Final Document

5. Verify Final Document Upload

Program Manager

Re-Submit for SignatureRe-Submit for Signature

6. Re-Submit for Signature

UNCLASSIFIED 32Version 1.1

Program Manager

PM’s Full Screen (for Rework)

•Action buttons

•DAE Comments

•ASD(A) Comments

•Final Review Comments

•SAE Comments

•PEO Comments

•Original Reviewer Comments

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsInitial Reviewers

Review Documents, Submit Comments to PMReview Documents, Submit Comments to PM

2. Review Document, Add Comments, and Submit Comments

33. Confirm

2B 2C2A

Initial Reviewer

Initial Reviewer’sFull Screen

•Action buttons

•My Draft Comments

•Other Comments From My Office

•Other Office Comments

2. Review documents, and Add Comments

Program Executive Officer

Review Document & Enter CommentsReview Document & Enter Comments

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Executive Officer

Return to PM, or Sign Document & Submit SignatureReturn to PM, or Sign Document & Submit Signature

3. Select the Return to PM for Rework button

4. Sign, Submit Signature

44. Confirm Rework

6. Confirm Signature6

Program Executive Officer

PEO’s Full Screen

•Action buttons

•My Comments

•Comments from other PEO Staff

•Other Reviewer Comments

COORDINATION TIMELINE

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsCoordination Timeline

Click the program name to open the Coordination Timeline

Version 1.1 UNCLASSIFIED

Coordination Timeline - 1

Legend for Performance Measure Status

Indicator if the metric target was achieved or not

Metric Results

Metric Targets

Drilldown information available

-- End of Coordination Timeline -- Version 1.1 UNCLASSIFIED

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsSupportSupport

• Each office is supported by at least 1 ECT Point of Contact (POC)

• POCs should assist users with all Tier 1 issues (e.g., process questions, To-Do List actions)

• For advanced questions and issues, the ECT POC may contact the ECT Site Administrator– osd.pentagon.ousd-atl.list.ect@mail.mil

– 571-372-6266

• POCs are listed here: https://af-aqweb.deps.mil/sites/osdebiz/sitePages/POCs.aspx

• Training Materials and User Guides are listed here:https://af-aqweb.deps.mil/sites/osdebiz/sitepages/UserGuides.aspx

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