Supplier(Self*Services((SUS)( ASMC( Sandhills(Chapter,(Ft ... · Manual Contract Info Contract Info...
Transcript of Supplier(Self*Services((SUS)( ASMC( Sandhills(Chapter,(Ft ... · Manual Contract Info Contract Info...
Supplier Self-‐Services (SUS) ASMC
Sandhills Chapter, Ft Bragg, NC
16 October 2018
Overview Agenda
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• Direc(ve for SUS Par(cipa(on • Procure-‐to-‐Pay (P2P) Pilot Background • P2P Process Overview
– As-‐Is DoD/ P2P / WAWF Process Flow – What is SUS? / SUS Process Flow
• Supplier Self-‐Services (SUS) Pilot Update – Ini(al 6 Months and Par(cipa(ng Sites – Pilot Way Forward – SUS Pilot Metrics
• SUS Provisioning/Training Requirements
Directive for Participation in the GFEBS SUS Pilot
DOD OSD Reform Initiative
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• P2P Process Review – End-‐to-‐End process from requisi(on through disbursement – P2P pilot began in FY09; Proof of Concept demo June 2010
o Objec(ve – beYer u(lize the standard capabili(es of the Army’s enterprise resource planning (ERP) tool, GFEBS § IdenHfied 3 Components of P2P Process Review:
• Procurement for Public Sector (PPS) • Direct Treasury Disbursement * • Supplier Self-Services (SUS) *
O Approval to pilot 2 components (*) in scope of GFEBS contract § Implement in manageable and measureable increments § Goal to iden(fy and implement efficiencies where possible
» Treasury Disbursement Pilot approved for sustainment Dec 12 » SUS Pilot approved to go live Oct 12
Procure-‐to-‐Pay (P2P) Pilot Background
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Purchase Requisition
Purchase Order
Goods Receipt
Invoice Receipt Expenditure
Contract Writing System
The Vendor
PR PR Line Number PR Line
Funding ID
PIIN CLIN SLIN
Cross Reference Table PR/PR Line Number/PR Line Funding ID PO/PO Line Number/PO Line Funding ID
PIIN/CLIN/SLIN
MOCAS System Entitlement
APVM (Prevalidation)
PPVM (Prevalidation)
MATCH From X-Ref
Ready T o Pay File
Obligation Validation
Confirmation
Blocked Invoice
Use x-Ref
Receiving Activity
Material PIIN-CLIN-SLIN
Receipt Report
PIIN CLIN SLIN
Receipt Validation
By PIIN CLIN SLIN
Receipt Validation From X-Ref
Invoice PIIN-CLIN-SLIN
Invoice PIIN-CLIN-SLIN
Contract Info PIIN-CLIN-SLIN
Invoice PIIN-CLIN-SLIN
Invoice PIIN-CLIN-SLIN
Disbursement PIIN-CLIN-SLIN
Unblock Invoice
PIIN-CLIN-SLIN
WAWF
WAWF
Disbursement With Contract
Info Only
Treasury
Any ERP
EDA
MOCAS System Contract Admin
Manual
Contract Info PIIN-CLIN-SLIN Contract Info
PIIN-CLIN-SLIN
Contract Writing Outside the ERP
Goods Receipt & Invoice Receipt Outside the ERP
Disbursing Ent itlemSeynstt&
em Disbursing
Outside the ERP As-‐Is DoD Process
LOA
Procure-‐to-‐Pay (P2P) Process in ERP
Purchase Requisition
Contract Writing Delivery
Acceptance Invoice Receipt
Payment Certification
• Streamlined Workflow = increased efficiencies, reduced errors, auditable • Each step has pre-‐validated, integrated data with limited edits • Standard ERP func(onality designed and used by other Federal agencies
Original GFEBS Procure-to-Pay
Purchase Requisition
Contract
Goods Receipt
Invoice Receipt
Contract Writing System
PO Obligation
Invoice
WAWF
~30% failure
Purchase Order
ADS Disbursing
~27% failure
Shipment
Acceptance
Industry Better Practice for Procure-to-Pay ERP Contract Functionality -- Vendor uses SUS to submit --
Shipment Invoice
Payment Certification
Direct Treasury
Disbursing
Treasury
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High Level WAWF Process
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START
SPS
vendor
3 PDF of award
2 Obligation to create PO
3 PDS
EDA 4 PDS
WAWF
5 Logs into
WAWF
Contract Awarded
GFEBS
6 Vendor - selects doc type - enters data - emails acceptor
7 Acceptor reviews & posts acceptance in WAWF
Requisition PO
Obligation Goods Receipt
Invoice Receipt
8 Posts in GFEBS Error-Prone ~30% fail
9 Manual entry in GFEBS or Reject in WAWF vendor must retry
10 Payment Certification
1 Purchase
11 ADS or Treasury
Vendor folder Govt.
View Only folder
What is Supplier Self-‐Services (SUS)?
• A module within GFEBS that the Army already owns – U(lizes standard ERP func(onality to enable vendors to invoice directly in GFEBS
– Improves Army end-‐to-‐end visibility and auditability – Eliminates manual interven(on and reduces interest penal(es
• Vendors will con(nue to login through WAWF – Vendors are seamlessly routed to SUS if their contract is setup for the SUS pilot
– User ID management and secure provisioning by CAGE remains in WAWF
– Requires only 3 steps by vendor to get paid – Summary data also updates in WAWF for a consolidated view
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What is Supplier Self-‐Services (SUS)?
• Real-‐(me valida(on against purchase order (PO) – Ensures match and prevents documents from failing to post in GFEBS
– Vendor validates PO in SUS accurately reflects contract terms aeer award
• Pre-‐populates contract informa(on for vendor to invoice against – Primary fields like Unit Price, Unit of Measure, and total award match contract and cannot be changed; vendor can update quan(ty to be invoiced
– Provides vendor integrated, real-‐(me visibility of open amount and invoice processing status
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High Level SUS Process
START
SPS
vendor
3 PDF of award
2 Obligation to create PO
3 PDS
EDA 4 PDS
WAWF 5 Logs
into WAWF
Contract Awarded
GFEBS
6 Vendor is routed to GFEBS SUS for HQ0678
Requisition PO
Obligation Goods Receipt
Invoice Receipt
10 Payment Certification
1 Purchase
7Vendor reviews PO and submits - Acknowledgement - ASN or service confirmation - E-Invoice
Posts electronically in GFEBS 99.7%
8 9
Notification to Acceptor Acceptor reviews & posts
acceptance in GFEBS
11 Treasury
Vendor folder
Govt. View Only
folder
12 SUS data pulled hourly
Future Enhancement
-- Vendor uses SUS to submit --
Shipment Invoice
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WAWF and SUS Comparison
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SUS Pilot Update • January 2018 – Second Devia(on to the DFAR granted for SUS to con(nue expanding
• Current SUS Pilot sites & 4 new sites: (Ft. Riley, Ft. Shaeer, Ft. Wainwright, and US Military Academy -‐ West Point)
CSB -‐ Contrac(ng Support Brigade 12
SUS Pilot Way Forward
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• Expanding SUS pilot to validate results – As of 1 Oct 2018 à152 vendors have invoiced in SUS – Periodic reviews with Army leadership
– Need 500 vendors to complete pilot and make recommenda(on
– Some enhancements implemented as iden(fied, others are dependent upon Army-‐wide decision
• If pilot con(nues to generate posi(ve results… – Recommenda(on to leadership for FOC – Substan(al enhancements implemented
6 21 26 19
40 24 30 25 25
46 49 52 62
80 98
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118
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118 108
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107 109 98
57 66
93 74 71
58 63 66
104
147
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# of Invoices (C
umula(
ve)
# of Invoices (M
onthly)
# of Invoices (Cumula(ve) # Invoices
Supplier Self-‐Services (SUS) Metrics
10/29/18
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FM&C is focusing on reforms that maximize the use of the ERPs such as the integrated invoicing module of Supplier Self Services (SUS) provided by SAP which has been implemented in GFEBS.
SAP SUS: Efficiencies from Pilot
99.8% Successful Invoice
Payment Rate
16.63 Days to Invoice Payment
WAWF Process = 71.49% Pass Rate
WAWF Process = 35.55 days
Additional Pilot Results to Date
Metric SUS Pilot 143 vendors 2,460 invoices
WAWF Control 198 vendors
5,510 invoices
Interest penal+es per million paid: $23.67 $52.75
Average days to payment: 16.63 35.55
Cost per LOA:
MANUAL = $91.83 ELECTRONIC = $4.18
$10.43 $29.17
Supplier Self-Service (SUS) Processed Invoices SEP 18 FY18 Overall
$ Invoiced 5.7M 49.5M 110.9M
# Invoiced 123 1,020 2,429
31 41 40
47 42 48 43 58
46 37
45 42 37 34 33 34 36 28 27 31 30
48 52 65
0
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Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec-17 Jan-18 Feb-18 Mar-18 Apr-18 May-18 Jun-18 Jul-18 Aug-18 Sep-18
Vendors Cumulative Active Vendors
Supplier Self-‐Services (SUS) Metrics (Since 17 Nov 15 expansion date)
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ParHcipaHng Non-‐ParHcipaHng Total Sites Total Sites Total
Fort Sam FDO (FSH) 3
Ft Belvoir, MEDCOM USAHCA(P), MEDCOM USAMRAA
2 Ft. Knox, JB San Antonio 5
418th CSB -‐ 5 Ft. Bliss, Ft. Carson, Ft. Hood, Ft. Riley, JBLM 5
419th CSB 4 Ft. Campbell, Ft. Drum, Ft. Jackson, Ft. McCoy
2 Ft. Bragg, Ft. Stewart 6
EusHs FDO 1 Ft. Benning 5 Ft. Eus(s, Ft. Gordon, Ft. Lee, Ft. Leonard Wood, USMA (West Point)
6
ACC 1 Hawaii (Ft. Shaeer, Schofield Barracks, Wheeler AAF)
1 Alaska (Ft. Greeley, Ft. Wainwright, JBER) 2
Total 9 15 24
Vendor Growth and AcHvity FY17-‐FY18
[CELLRANGE] [VALUE]
[CELLRANGE] [VALUE]
[CELLRANGE] [VALUE]
[CELLRANGE] [VALUE]
[CELLRANGE] [VALUE]
[CELLRANGE] [VALUE]
[CELLRANGE] [VALUE]
[CELLRANGE] [VALUE]
[CELLRANGE] [VALUE]
[VALUE]
Fort Sam FDO (FSH) 418th CSB 419th CSB Eus(s FDO ACC
8%
21%
4%
8%
21% 17%
13%
4% 4%
63%
Non-‐ParHcipaHng Sites All Pilot Sites ParHcipaHon By Command
SUS AcHvity by Command and Pilot Site
Cumula(
ve Ven
dors
The SUS Pilot has currently executed 402 contracts and have an addi(onal 64 contracts under review for execu(on at the beginning of FY19
Non-‐Par(cipa(ng Sites
Bringing on new SUS contracts
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MICC Iden(fy new poten(al contracts, opt years, delivery or task orders (use checklist) and provide info such as PR#, POP dates, COR to P2P Team
Request COR (Acceptor) to obtain the correct GFEBS access
Include SUS clause in solicita(on and provide contract#, call order# and vendor (when known) to P2P Team
Confirm vendor par(cipa(on in pilot (use email template)
P2P Team O&S Tier II
RM Assist COR (Acceptor) with GRC request to obtain the correct GFEBS access
Vendor
1.
2.
4. Validate contract is viable SUS candidate (use checklist)
9. Award (or mod) contract to SUS (Pay Office HQ0678) (use checklist)
3.
6. Submit Tier II request for vendor master and variants updates
7. Update vendor master and replicate to SUS (use checklist)
8. Update variants to add new vendors for GFEBS ECC and SUS communica(on
10. Update PO in GFEBS to be SUS relevant (use checklist)
11. Confirm PO matches award and replicated successfully to SUS for vendor to confirm
13. Login to SUS via WAWF, acknowledge PO, submit acceptance to COR & invoice
12. Provide assistance to vendor and COR for ini(al login & pos(ng
2.
14. Accept or reject in GFEBS
COR 5.
SUS Provisioning Needed
8/10/2018 24 *Additional approval may be setup by command
Step Description Tcodes GFEBS Role
1 Requestor Create PR ME51N PR Processor
2 Approver Approve PR ME54N PR Approver (L1)*
3 RM Release PR ME54N PR Funds Certifier (L4)
4 Contracting Award contract or option year View PO obligation in GFEBS
In SPS ME23n
Contract Viewer
5 RM Ensure PO matches award and update for SUS ME22n PO Processor
6 Vendor a) Acknowledge PO matches award b) Submit ASN or confirmation c) Create invoice
In SUS Create Document (passed from WAWF)
7 Acceptor/ COR
Accept (or Reject) submitted ASN or confirmation VL06i ML81n
GR Processor SUS GR Processor
8 DFAS A/P Review invoice for payment certification F110 Payment Certifier
9 Contracting Review PO history for close out ME23n Contract Viewer
SUS Roles/Training Requirements
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• Acceptor/COR must be provisioned with GR and SUS GR Processor Roles: – Recommend GFEBS Intro *Policy changed and removed requirement
o GFEBS Essen(als (L101E, L201E, L303E): § 20 hours dura(on
– Requires Spending Chain Courses o GFEBS Spending Chain -‐ Goods Receipt Processing (EPC_EC_SC_GD_RCPT_PROC 0000)
§ 2.5 hours dura(on
– Requires review of SUS-‐specific training documents (EPC_EC_SUS_GD_RCPT_PROC 0000) o P2P team provides training documents with screen shots for acceptance pos(ng in GFEBS
• Recommended KO Training For Contract Viewer – GFEBS Essen(als (L101E, L201E, L303E):
o 20 hours dura(on
– GFEBS Spending Chain, Purchase Orders o 14.5 hours dura(on
– GFEBS Spending Chain, Manage Purchase Requisi(ons o 12.5 hours dura(on
• Vendor Training (P2P team provides PowerPoint training documents) – SUS Vendor Training for Value Based Contracts – SUS Vendor Training for Quan(ty Based Contracts
vAll GFEBS courses found in ALMS vHours based on TRADOC calcula(ons. Actual learner (me will vary from student to student.
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Metric
SUS Pilot 105 vendors
1,925 invoices
WAWF control group 97 vendors
1,587 invoices
% Electronic Posting 99.8% 61.9%
Avg days to payment 16.42 34.34
Interest penalties per million $ paid $21.21 $37.73
Cost paid to DFAS per LOA FY 18 OP 59 $91.83 (manual) FY 18 OP 69 $4.18 (electronic) * FY 17 $86.44 (manual) and $6.53 (electronic)
$10.69
$37.59
Comparative Metrics (As of 27 Jul 18)
• Invoices submiYed in WAWF cost Army almost three Hmes the cost of invoices submiYed in SUS
• Decreased average days to pay from ~34 to 16 days • Fewer errors requiring correc(on will decrease DFAS bill
“Early SUS results show great potential and I can see implementing Army wide.”
Mr. Powers, Acting ASAFM&C
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Common QuesHons about SUS
8/10/2018 28
• Will SUS replace WAWF? – No, SUS will not replace WAWF but use the DoD developed integra(on called OneStop
• Can SUS process all WAWF invoices for GFEBS? – <10% of WAWF invoices to GFEBS require unique DoD-‐specific criteria that is not available in standard ERP
func(onality (Ex. IUID, EDI, fuel, rail cars, warranty, source acceptance, etc.) o Recommend ~10% populaHon remain invoiced in WAWF since assigned Pay DoDAAC is by contract
• Can a vendor submit an invoice that is over the approved contract? – In WAWF vendors can submit invoices for any amount/quan(ty regardless of awarded contract amounts
which requires 100% DFAS review and manual rejec(on for any incorrect invoice – In SUS, vendors are limited to the maximum amounts/quan((es on conformed contract
(data from SPS to create GFEBS PO) to provide ability for automated payment processing
• What if a vendor is unable to bill because the GFEBS PO is incorrect? Would this prevent proper PPA recording? – In WAWF, a PO error would not be iden(fied un(l the invoice was created, submiYed, and later rejected
or suspended by DFAS review. If rejected, the vendor is required to submit another invoice. This second invoice would restart the PPA clock.
– In SUS, the vendor would know immediately aeer award that the PO was incorrect because they acknowledge in SUS. The PO could be corrected at that (me before (me to invoice.
• Was the pilot populaHon too small to extrapolate benefits? – The pilot popula(on was small due to PRA requirements. The pilot has since been approved for expansion
and merits incremental growth to determine if expected benefits are sustainable.
Common QuesHons About SUS (conHnued)
• Will ac – No r
su • Will th
for vendor
ocessing as
– Ye to
– Ad we
– Ve
• Will th ? contract – No
no
ceptors conHnue to post receipt and acceptance in WAWF? , receipt and acceptance is posted directly in GFEBS referencing the vendo bmiYed document to eliminate the current average delay of ~20 days o Current GFEBS licenses were esHmated to be sufficient for GFEBS acceptors
e vendors be able to see all their submihed invoices? s, OneStop func(onality sends ERP portal summary informa(on to WAWF see all documents regardless of where submiYed di(onally vendors can see near real-‐(me status of the invoice payment pr ll as the trace/check number once disbursed ndors can also see calculated open quan(ty and acceptance status
e vendor have to re-‐do code they have created for EDI to WAWF , if a vendor submits EDI files to WAWF today they will con(nue and their t be a candidate for SUS invoicing e vendor have to learn a new way to enter invoice data? s, but SUS is designed to be intui(ve; a web applica(on that is easy to use n to link training documenta(on to the SUS screens to be readily available
• Will th – Ye – Pla – Pilot vendor feedback was very posi(ve on ease of use
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