GWAC Management Module Integration with Connections

1. GWAC Management Module Integration with Connections Training Module

2. This training module will provide an overview of the GWAC MM application as well as take you step-by-step through changes made to the GWAC Management Module in support of enhancing reporting on Connections Orders. Connections Integration with GWAC MM Training Overview Navigation:If the tutorial opens up in your web browser, simply click your mouse or your space bar to advance to the next slide. Use the “Backspace” key to go back. If the tutorial opens in the PowerPoint application, click on “F5” to view the tutorial. Use the spacebar or click your mouse to advance to the next slide. To go back, click on the “Backspace” key.

3. Purpose • This training is to familiarize the Connections Program Management Office with the GWAC MM. • Additionally, this will update the current GWAC users on the changes associated with the Integration of Connections.

4. Background • The GWAC Management Module was designed to: • Meet the reporting needs of stakeholders such as OMB and Customers • Contract Access Fee (CAF) Payment Reconciliation • What this means to Industry Partners: • Streamline reporting capabilities • Reduce manual data calls and other task order activity reporting • Track payment status • IOA (Industrial Operations Analyst) visits as the exception, not the rule

5. Glossary

6. Agenda • Background • Getting Started • System Overview • Roles and Responsibilities • Registration • Order Form • IP Tasks • OCO Tasks • Purchase Data • CAF/AGF Payment

7. Regional Business Application (RBA) • Front-end • IT-Solutions Shop (ITSS) • IT Order Management System (ITOMS) • GWAC Management Module (MM) • Back-end • Common-Oracle Database (CODB) • Reports • Business Objects

8. Roles and Access

9. Roles and Responsibilities • PCO approves delegations, and facilitates all workflow in the GWAC MM. • Connections PCO – Laura Ely • Agency OCO is responsible for entering the Supporting Order Data. • Industry partner enters their contract/order data, purchase data and CAF/AGF into the GWAC MM.

10. General Workflow

11. Industry Partner Registration • Go to http://itss.gsa.gov • New users – Click on New User Registration • Existing users – Edit Registration Profile • AASBS Registration Desk will approve access

12. Upon Registration Approval • Go to the RBA website • https://itss.gsa.gov • (tip: bookmark it) • Login using Username / Password • Accept System Rules of Behavior • Immediate access to GWAC Management Module • For those already with access to RBA default may be to ITSS, just click on the GWAC tab

13. AASBS Welcome Page

14. B C GWAC Homepage D A • Help Links • Guide Me • Site Help • Contact Us • Need Assistance Navigation Bar Action Items Announcements

15. } ITSS awarded orders are auto-populated Industry Partner Tasks • Create new order package • Add modification data • Add purchase data • Add CAF payment data • Complete “reassignment” action item(s) • Make corrections/adjustments *Please note: OCOs and/or the GWAC Program Office are notified of all changes

16. Order Package Overview • Contains the following sections: • Order data • Order modification data • Purchase data • CAF payment data

17. How to Enter New Order Package • Select Orders from the Navigation Bar • Order Data page will open • Enter required fields • Submission of order data creates “order package” • OCO and their peers, if any, notified via system-generated email to enter Supporting Order Data • The system automatically adds the item to OCO’s action item list

18. Order Data Page

19. Order Data Fields • Order Number – located on Purchase Order (Form 300 for GSA Assisted Services) • Order Description – 250 character limit • Contract & contract-related data – select from lists/ radio buttons • Contract Number – select from drop down • Predominant Contract Type – select from drop down • Work Type - multi-selection list of descriptors

20. Order Data Fields (continued) • Award information: • Period of Performance – Start and End Date • Estimated Ultimate Completion Date – date order can be closed • Award Date – date the order was awarded • Initial Obligated/Funded Amount – enter dollar value • Sourcing/Method of Award: ITSS/Assisted Services, e-Buy, FedBizOpps, Other • OCO Name – e-mail address • Location – drop down depicting where work will be done

21. Order Data OCO Fields

22. Supporting Order Data

23. Correcting Order Data Discrepancies • The OCO will review the order data entered to check if: • The order belongs to them • If not, OCO will request the contractor to “Reassign” the order to a different OCO • Other order data is incorrect • OCO will contact the contractor to discuss / resolve the discrepancy • To fix OCO / data discrepancy - Contractor will edit the order data

24. Order Modification(s)

25. Order Mod Fields • Contractual Mod number – automatically increments by one • Period of Performance (POP) – defaults to latest POP • Mod Type • Increased obligated value • Decreased obligated value • Administrative • Order Mod Description (required if mod type = Admin) • Mod Award Date • Mod Obligated/Funded Amount

26. Audit Information • Created By :Matt Cook (MCook@techflow.com / (800) 555-5555) on 04/01/2009 02:32:24 PM • Last Updated By :Matt Cook (MCook@techflow.com / (800) 555-5555) on 04/01/2009 02:32:24 PM

27. Purchase Data Overview • Purchase Data entered after agency is invoiced • Connections will use CLIN: Total Invoiced Amount Including the AGF • For CNX, this will be done manually • Other alternatives are detailed on BSCP

28. Enter Purchase Data: Manual using the Purchase Data Form

29. Purchase Data Fields • Order Number • Select from a drop-down list • All orders reported under contractor company • Invoice Number – unique to the order • Invoice Date

30. Zero Purchase Data • For orders without purchase data

31. AGF Payment Overview • Associated Government Fees are titled CAF in GWAC • % of amount invoiced & paid by agency • Contractors may remit a lump sum CAF payment • May be allocated to more than one order • Viewable by Contractors & GWAC/CNX Center Users • Reconciliation data entered by contractor • Reconciles with GSA General Ledger data

32. Estimated CAF/AGF Payment • Displayed in the Order Package • Calculated based on Purchase Data and CAF rates

33. CAF Payment Data • Fields: • Status (Pending or Reconciled) • Remit Date • Voucher Number • Total CAF Payment Amount • Order Allocation • Order # • Amount Allocated

34. CAF Payment Data • “Allocated” field (sum of Amount Allocated fields) • Auto-calculated • Must equal Total CAF Payment Amount • “Remaining” (amount to allocate) must equal $0.00 • button – removes a single order allocation

35. CAF Payment Data Reconciliation • CAF payment data must match GSA General Ledger to reconcile • Reconciles on Remit Date, CAF Payment Amount • Status will update from “pending” to “reconciled” • If a CAF payment does not reconcile: • GWAC Program Office researches and determines if • GSA finance fixes error in General Ledger, or • Contractor fixes error in GWAC MM

36. GWAC pay.gov • Industry Partners are enabled to make ACH debit payments online through the GWAC MM. • Paper check and credit card payments will still be available for CAF/AGF payments. This is completed outside of pay.gov.

37. GWAC pay.gov • Industry Partners are enabled to make ACH debit payments online through the GWAC MM. • Paper check and credit card payments processing will not be impacted by this enhancement and will be processed as they are currently done today.

38. Online Payment Option

39. Payment status must be pending before actual payment is made.

40. Questions & Support • For questions on Connections: • www.gsa.gov/connectionsii • For questions regarding the Integration with GWAC MM training module please contact RBA Technical Support: • Phone:1 (877) 243-2889, option 1 • Email: helpdesk@gsarba.com