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End User Training Materials

End User Training Materials. Acquisition Strategy Workflow. Acquisition Resources and Analysis (ARA). Version 1.1, 07/07/2014. Agenda. Purpose. Background: A Better Buying Power 2.0 initiative to eliminate unproductive processes and bureaucracy

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End User Training Materials

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  1. End User Training Materials Acquisition Strategy Workflow Acquisition Resources and Analysis (ARA) Version 1.1, 07/07/2014

  2. Agenda UNCLASSIFIED

  3. Purpose 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: • Time certain tracking of all documents • Real-time comment resolution and anonymity • Electronic centralization of comments • Automated document coordination • Parallel coordination UNCLASSIFIED

  4. Roles & Responsibilities * Role assigned by ECT Site Administrator UNCLASSIFIED

  5. Acquisition Strategy Workflow ARA/AM CAOs PM Initial Reviewers PEO SAE/CAE Final Reviewers ASD(A) DAE AIR OPR 2. Assign Reviewers 1. Create Package 4. Upload and Initiate *5. Comment 3. Release to PM *9. Comment 8. Comment & Sign 6. Review and Update 7. Comment & Sign *10. Comment 11. Comment & Sign 12. Upload to AIR * Alternate Workflow if coordination yields no issues Time certain expiration UNCLASSIFIED

  6. Common Actions UNCLASSIFIED

  7. Logging 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 UNCLASSIFIED

  8. ECT Dashboard • Other ECT Actions • List changes depending on role/access • Create new packages • View statistics across multiple coordinations • 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. • My Released Comments • A list of comments you have submitted for active coordinations • The PM’s decision on those comments • Programs Currently Under Coordination • Status of each coordination • Step into a coordination to view the timeline for each step in the workflow UNCLASSIFIED

  9. Adding Comments UUV Actions available to role UNCLASSIFIED

  10. Adding Comments UUV 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. UNCLASSIFIED

  11. Adding Comments UUV Required Fields Not Required, Must be a Number UNCLASSIFIED

  12. Adding Comments UUV UNCLASSIFIED

  13. Digitally Sign a Document Provides: • User Authentication • Data Integrity • Non-repudiation Digital Signature: An automated function replacing a handwritten signature with a system generated signature statement. Signers: • Program Manager • PEO • SAE/CAE • DAE Program Managers must insert the digital signature blocks in the document prior to submitting for signature. UNCLASSIFIED

  14. Digitally Sign a Document UVV UUV UNCLASSIFIED

  15. Digitally Sign a Document 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. 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. 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. UNCLASSIFIED

  16. Actions by Role UNCLASSIFIED

  17. ARA/AM Coordinator 2. Within the pop-up window Create a New ECT Package 2 • From the ECT Dashboard • New Package Specifications: • Program Name • Program Manager • Originating Component • Package Type 1 UNCLASSIFIED

  18. ARA/AM Coordinator Release Package to PM 1. From timeline, determine if document has been adequately staffed 2. Select To-Do item from the ECT Dashboard 2 1A 1B 3. Release to PM 4. Confirm the action 3 4 UNCLASSIFIED

  19. Action Officers Assign Reviewers 1. Select To-Do item from the ECT Dashboard 1 2. Add Reviewers from Address Book 3. Confirm the action 2A 2B 3 Address Book icon UNCLASSIFIED

  20. Program Manager Prepare Documents for Coordination (Line Numbers) 1 1. System reminder prior to Initial Review 2. Insert line numbers to full document or selected text in MS Word. 2A 2C 2B UNCLASSIFIED

  21. Program Manager Prepare Documents for Coordination (Digital Signatures) 1 1. System reminder prior to submitting for PEO signature 2. Insert Signature Lines in MS Word 2C 2D 2A 2B UNCLASSIFIED

  22. Program Manager Standard Document Uploads and Updates PM’s local workstation or shared drive 3 1 2 Initial Prepare documents for upload(Including line #s and signature blocks) Final Update based on initial comments. Prepare Final Document (including the PM’s signature) Rework the Final Update based on final comments. PM re-signs Initial upload of all documents Upload Final Document Upload Reworked Final Document Electronic Coordination Tool 1-Final Document 2-Requires Rework 3-Coordination Document 4-Supporting Documents 1-Coordination Document 2-Supporting Documents 1-Final Document 2-Coordination Document 3-Supporting Documents Initial Reviewers enter comments. PM provides decisions on Initial Review comments. Reviewers enter comments PEO, SAE, and DAE sign, or request rework Process and uploads continue looping until no rework is requested UNCLASSIFIED

  23. Program Manager Upload Documents for Review 1. Select To-Do item from the ECT Dashboard 1 2. Select documents to upload 2 UNCLASSIFIED

  24. Program Manager Set Timebox and PEO 1. Select Timebox button 1 2 2. Set Business Days for Coordination, andname the PEO UNCLASSIFIED

  25. Program Manager Release Package for Initial Review 1. Select the Release Package for Review button 1 2. Confirm Release for Review 2 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. UNCLASSIFIED

  26. Program Manager Provide Decisions on Comments 1. Select task from To-Do Items 2. Review comments UNCLASSIFIED

  27. Program Manager 3 Provide Decisions on Comments Reviewer’s Comment 3. Enter Decisions PM’s Decision 4. Continue entering decisions for all comments NOTE: As comments are received, the PM will be updating his local source version of the document, preparing the document for final upload into ECT. 4 UNCLASSIFIED

  28. Program Manager Upload Final Document 2. Confirm the upload 1. Select the Upload Final Document button 2 1 3. Upload the Final Coordination Document for Signature 3 UUV UNCLASSIFIED

  29. Program Manager Submit For Signature 5. Confirm Release to PEO 4. Select the Submit For Signature button 4 5 UNCLASSIFIED

  30. Program Manager Upload Reworked Document 1. Select To-Do item from the ECT Dashboard 1 2. The banner states who requested rework 4 3. View comments 4. Upload the Re-worked Final Document UNCLASSIFIED

  31. Program Manager Re-Submit for Signature 5. Verify Final Document Upload UUV 6. Re-Submit for Signature 5 6 UNCLASSIFIED

  32. 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 UNCLASSIFIED

  33. Initial Reviewers Review Documents, Submit Comments to PM 1. Select To-Do item from the ECT Dashboard 1 2. Review Document, Add Comments, and Submit Comments 2A 2B 2C 3 3. Confirm UNCLASSIFIED

  34. Initial Reviewer • Initial Reviewer’s • Full Screen • Action buttons • My Draft Comments • Other Comments From My Office • Other Office Comments UNCLASSIFIED

  35. Program Executive Officer Review Document & Enter Comments 1. Select To-Do item from the ECT Dashboard 1 2. Review documents, and Add Comments 2A 2B UNCLASSIFIED

  36. Program Executive Officer Return to PM, or Sign Document & Submit Signature 3. Select the Return to PM for Rework button 4. Confirm Rework 4 3 4. Sign, Submit Signature 6. Confirm Signature 5A 5B 6 UNCLASSIFIED

  37. Program Executive Officer • PEO’s Full Screen • Action buttons • My Comments • Comments from other PEO Staff • Other Reviewer Comments UNCLASSIFIED

  38. Coordination Timeline UNCLASSIFIED

  39. Coordination Timeline Click the program name to open the Coordination Timeline UNCLASSIFIED

  40. Coordination Timeline - 1 Legend for Performance Measure Status Indicator if the metric target was achieved or not Metric Targets Metric Results Drilldown information available UNCLASSIFIED

  41. Coordination Timeline - 2 UNCLASSIFIED

  42. Coordination Timeline - 3 UNCLASSIFIED

  43. Coordination Timeline - 4 UNCLASSIFIED

  44. Coordination Timeline - 5 -- End of Coordination Timeline -- UNCLASSIFIED

  45. Support • 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 UNCLASSIFIED

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