Attach 4_FFAVORS Manual.pdf

FFAVORS PENDING CUSTOMER WORKFLOW GUIDE

Last updated: 6/23/2024

Contents Overview

High-level Workflow Steps

State Rep – View Existing Customers

State Rep - Add Pending Customer

FNS Sys Admin Review

DLA Sys Admin Review

Final Migration

Sample Emails

DLA-GSA DoDAAC Process

Overview This guide is for FNS and DLA Sys Admins. State Reps can view their Customer Help Manual for detailed instructions (Help link, top right-hand corner of FFAVORS screens).

New functionality was introduced into FFAVORS in early 2022 for State Reps to initiate the request/creation of new customers for school districts and schools. DLA will continue to create new customers for tribes and military using the same Customer/POC screens. The ability for DLA to create new schools will still be available, but this new customer workflow process should be utilized for creating new schools/school districts in FFAVORS.

Customer Workflow emails and eventual migration of new customers are processed in a nightly batch cycle that runs every night at 11:45pm CST. Any reference to ‘batch’ or ‘batch job’ in this document refers to this timeframe.

High-level Workflow Steps

1 – State Rep submits pending requests for their state

• After batch cycle, pending requests are ready for USDA review

2 – FNS Sys Admin reviews and approves or rejects pending requests

• After batch cycle, approved pending requests are ready for DLA review. State Reps are notified of both approved and rejected requests.

3 – DLA Sys Admin reviews and approves or rejects pending requests

• For requests that will be approved:

o DLA will assign the Zone and Vendor/Contract (to County/Districts) and assign the Customer

Code.

o Once Customer Code is assigned to a school, it will be included on the new weekly DLA-GSA

Request for DoDAAC report.

o GSA will return the report with assigned DoDAACs and one contact from DLA will import the DoDAACs which will be saved in the Requisitioner field.

o Once Requisitioner and all other required fields are assigned, the pending requests can be approved.

• After the batch cycle, approved pending requests are migrated (become live) and emails are sent to the State Rep, FNS Sys Admins, DLA Sys Admins, DLA Contracting, Vendor. Newly created users will receive the ‘new user’ email with instructions on how to create an eAuth ID (if needed) and how to access FFAVORS. State Reps are also notified of rejected requests.

4 – Once Customers/Users are Live:

• Vendor can assign delivery days

• State Rep can assign budget and notify school/district when they can begin ordering

• New Users follow instructions in ‘new user’ email to access FFAVORS and start ordering

State Rep – View Existing Customers State Reps have a Customers section on their FFAVORS main menu with a link:

Existing Customers / Request New

Selecting the link opens the Customers grid page (shown below) which lists all pending requests + existing schools/districts assigned to their state. State Reps can filter customers using the ‘Show’ buttons at the top of the grid. Checking the ‘Show addresses’ checkbox displays address information in the grid.

State Reps can view customer details by selecting the CUST CODE link in the grid. The State Rep can directly modify POC information for existing customers; all other fields are read-only.

State Reps can also use the search criteria at the bottom of the grid to enter full or partial search criteria and select Search to return rows that match the search text (matching is NOT case-sensitive). Refresh button clears out search text and refreshes the grid.

The instruction text at the top of this page explains the following:

• Before adding a new customer request, the State Rep should search existing customers to ensure the new school/district does not already exist. If a school/district is found and is inactive, the state rep should contact DLA to re-activate rather than creating a new pending request. (Future enhancements may include an automated way to request re-activation).

• The Add Pending Customer link in the left navbar is used to enter a new pending request. If a new county/district is needed along with a school, the county/district must be added first, and then any underlying schools would be added next.

• New county/districts with underlying schools should be entered in the same day, as the nightly batch job processes them together.

• The left navbar shows the high-level sequential steps in the workflow.

State Rep - Add Pending Customer Selecting the Add Pending Customer link in the left navbar opens the Add Pending Customer Detail page show below. State is disabled and defaults to the Rep’s state. If a new county/district is needed, the State

Rep will add that first, selecting Customer Type = County/District and entering fields noted below. When adding a new school, the State Rep will select Customer Type = School, and in the County/District dropdown choose the district the school belongs to. Newly requested pending county/districts along with existing county/districts will appear in the County/District dropdown.

Other fields are described below (* denotes required field):

• *Customer Name – name of school/district.

• *Street – physical location of school/district. Reference of a PO Box should not be used in any address field. The 2nd Street field is optional. IMPORTANT: If produce is to be delivered to a 3rd party, such as a caterer or central kitchen, that assignment will be made by in the Delivery Address section noted below.

• *City – City of physical location of school/district

• *Zip Code – Zip of physical location of school/district

• Delivery Address – only appears for schools. To specify a delivery location other than the physical address of the school, the State Rep selects the Check here box and selects the FSO if it exists, or types in the information if it doesn’t yet exist. Note: Existing FSOs dropdown only contains FSOs within the state’s zone.

• *Program – only appears for schools. Choices are: School Lunch, Summer Food, or Both School

Lunch and Summer Food.

• Point of Contact – section is optional; if entered, Name, Email and Phone are required. For new school requests tied to an existing county/district, if existing POCs or Users exist within the county/district hierarchy, they will appear in a dropdown to optionally select from.

• User – section is optional; if entered, all fields are required. POC fields can be copied using checkbox. User information entered will create a user profile for the person to log in and place orders for the school/district.

As noted in the instruction text on the screen, the same User information should not be entered for a county/district and an underlying school. A validation message will appear if this is attempted:

If the User should have access to all schools in a district, enter User information only at the district level. Having multiple profiles for the same user is acceptable in FFAVORS, assuming the profiles for different districts and/or schools.

If the pending customer being saved matches another pending or existing customer with the same state, city, type (school or county/district), and first 10 characters of the customer’s name, the below ‘possible duplicates’ validation message will appear. If the pending customer is not a duplicate, the State Rep can click Save (again) to add the pending customer.

Once the pending customer is saved, it will appear at the top of the Customers grid. The ‘temporary’ customer code assigned is formatted as:

➢ County/Districts: ‘PND-‘ + ‘O’ + [state code] + ‘-‘ + [seq number]

➢ Schools: ‘PND-‘ + ‘Y’ + [state code] + ‘-‘ + [seq number]

The State Rep can view/edit the request by clicking the link in the Cust Code column. The data on the detail screen remains editable until the nightly batch cycle, at which time it becomes read-only to the State Rep.

The State Rep can also delete the request up until the nightly batch cycle runs.

Once the request(s) are picked up in the nightly batch cycle, the Status will change from 1 - Awaiting Batch

Validation to 2 – Awaiting USDA Approval, and the State Rep will receive a confirmation email that the pending customer(s) have been submitted (see 1a in Emails section).

FNS Sys Admin Review FNS Sys Admins will receive an email when there are new pending requests ready for review. The email contains a checklist of items to verify before approving (see 1b in Emails section).

Selecting the Pending Customers link under the Customer/POC section on the FFAVORS main menu opens the Pending Customers grid page for FNS Sys Admins. The grid shows USDA requests to be managed as well as read-only view of DLA requests. Radio buttons at the top of the grid can be used to filter requests that appear in the grid. See DLA Sys Admin Review section below for explanation of DLA STATUS column.

Search criteria below the grid can be used in combination with the upper radio buttons to further search for/filter data shown in the grid:

The FNS Sys Admin can select the link in the Cust Code column to view/edit the detail pending request. FNS should review the checklist of items in the FNS email. If a pending request is to be rejected, enter a free-form text (reason) why the request is being rejected and click the Reject button. State Reps will see the reason entered.

If a request is rejected in error, the user can return to the detail page of the pending request (before the nightly batch runs) and select the Reverse Reject button to set it back to USDA-Awaiting status.

State Reps have the option of including FSO (Food Service Organization) information for schools if orders will be delivered to an address other than the school. FNS is responsible for assignment/approval of FSOs;

once approved by FNS, this section is read-only to DLA. There are 3 possible scenarios for FSO section:

1 – State Rep checked the box and selected an existing FSO:

• If FSO assignment is valid, leave as is

• If a different FSO should be assigned, choose the correct FSO in the dropdown; if FSO does not yet exist, create the FSO using FSO section in FFAVORS, then return to this screen and assign

• If FSO should not be assigned (delivery will be to school), de-select the checkbox

2 – State Rep checked the box and typed in FSO information:

• If requested FSO is valid, click on the Existing FSOs dropdown to see if FSO already exists o If FSO exists, select the FSO in the dropdown. Doing this removes FSO textboxes and Create button from the screen.

o If FSO does not yet exist, click the Create New FSO button. Doing this creates the new FSO, adds it to the dropdown box, sets it as the assigned FSO, and removes FSO textboxes and

Create button from the screen.

• If a different FSO should be assigned, choose the correct FSO in the dropdown. Doing this removes

FSO textboxes and Create button from the screen.

• If FSO should not be assigned (delivery will be to school), de-select the checkbox

Notes: Existing FSOs dropdown only contains FSOs within the state’s zone. If FNS chooses to utilize the

Create New FSO button, verify all FSO information is valid before button is clicked; make any corrections/additions to the fields prior to clicking Create button.

3 – State Rep did not select the checkbox:

• If no FSO is being used (delivery will be made to school), leave as is

• If FSO should be assigned, check the box follow steps in Scenario 1

Once request is verified, the FNS Sys Admin can click the Approve button at the bottom of the detail page.

The detail page becomes read-only once approved or rejected.

If a request is approved in error, the user can return to the detail page of the pending request (before the nightly batch runs) and select the Reverse Approve button to set it back to USDA-Awaiting status.

Status of approved requests change to: USDA-Approved, Awaiting Batch. Status of rejected requests change to: USDA-Rejected, Awaiting Batch. State Reps will see ‘reason’ provided for rejected requests.

State Reps can delete rejected requests or wait for the system to delete them after 30 days.

Once approved/rejected request(s) are picked up in the batch cycle, they will appear as view-only to the

FNS Sys Admin. State Reps will see Status on their grid change to 3 - Awaiting DLA Approval for approved requests, and Rejected, Awaiting Removal for rejected requests. See Emails section for State Rep emails:

2a for approved; 2c for rejected.

IMPORTANT: A ‘grouping’ is defined as: a new pending county/district with at least 1 underlying school. Customers within the same grouping need to process together in the same nightly batch cycle, so please approve all, or reject all on the same day. If you need to reject a school that is within a grouping that you want to approve other requests, contact technical support for assistance.

DLA Sys Admin Review DLA Sys Admins (those assigned to the region’s help desk based on the state on the pending request) will receive an email when there are new pending requests ready for review (see 2b in Emails section).

Selecting the Pending Customers link under the Customer/POC section on the FFAVORS main menu opens the Pending Customers grid page for DLA Sys Admins.

If the DLA Sys Admin is assigned to a help desk region, the Show my region only checkbox appears above the grid, defaults to checked, and filters the grid to only show states within the region the Sys Admin is assigned to. To view all pending customers, the checkbox can be de-selected.

The DLA STATUS column will contain one of the following values:

o for County/Districts:

• Initial Review - appears until Initial Review checkbox is checked

• Awaiting Contracting – Initial Review is checked; customer code not assigned

• Review Complete – once customer code is assigned o for Schools:

• Initial Review - appears until Initial Review checkbox is checked

• Awaiting Contracting – Initial Review is checked; customer code not assigned

• Awaiting GSA - customer code is assigned; req code not yet assigned

• GSA Complete - req code is assigned

The DLA Sys Admin can select the link in the Cust Code column to view/edit the detail pending request.

Search criteria below the grid can be used in combination to further search for/filter data shown in the grid:

The DLA Sys Admin will follow the checklist in the ‘ready for review’ email, starting with tasks under INITIAL

REVIEW.

If a pending request is to be rejected, do not assign any values; instead, enter a free-form text (reason) why the request is being rejected and click the Reject button. State Reps will see the reason entered.

If a request is rejected in error, the user can return to the detail page of the pending request (before the nightly batch runs) and select the Reverse Reject button to set it back to DLA-Awaiting status.

Once initial review is complete, the DLA Sys Admin will check the Initial review complete checkbox on the pending customer’s detail page and click Save. Once saved, the checkbox will be greyed out as shown below. DLA Status on the grid changes to Awaiting Contracting.

Once the DLA Sys Admin is done performing all initial reviews needed for their pending requests, the DLA

Sys Admin will click the Contract Review button at the bottom of the grid page to display a page showing pending requests in Awaiting Contracting status. Use this page to copy/paste pending request information

(not previously sent) to the DLA Contracting Specialist for contracting/vendor approval.

Once DLA Contracting/Vendor approval is received, continue with the steps below.

Assignment of fields:

1 - For County/Districts (only):

a) Verify Zone: if there is only 1 zone for the state, it will be system-assigned; if a state has more than

1 zone, choose the correct zone, and select Save.

b) Vendor/Contract must be assigned before it can be approved so this can be saved now or later.

2 – Both County/Districts and Schools:

a) Assign valid, unique Customer Codes for County/Districts and Schools and click Save. Assigned customer codes will be validated to ensure uniqueness. Once saved, the newly assigned customer code will appear in the grid instead of the pending customer code.

Once a County/District customer code is assigned, the detail page becomes read-only, except for

Vendor/Contract. Once a School customer code is assigned, the Requisitioner field appears, and the rest of the page becomes read-only.

3 – For Schools (only):

a) Requisitioner field values (DoDAACs) are now processed in a weekly extract emailed to GSA. Once a school’s customer code is assigned, the school will be included in the next weekly extract that is emailed to GSA. Within a couple days, GSA will return the report with assigned DoDAACs to a designated DLA contact who will import the file which will save the DoDAACs to the Requisitioner fields for each given customer code. The DLA contact will let the other DLA Sys Admins know when this is complete. (See DLA-GSA DoDAAC Process section for more details)

Once Requisitioner is assigned and all required fields are entered, the pending request(s) can be approved by selecting the Approve button at the bottom of the detail page.

Status of approved requests change to: DLA-Approved, Awaiting Batch. Status of rejected requests change to: DLA-Rejected, Awaiting Batch. State Reps receive email of rejected requests (see 3b in Emails section).

If a request is approved in error, the user can return to the detail page of the pending request (before the nightly batch runs) and select the Reverse Approve button to set it back to DLA-Awaiting status.

IMPORTANT: A ‘grouping’ is defined as: a new county/district with at least 1 underlying school. Customers within the same grouping need to process together in the same nightly batch cycle, so please approve all, or reject all on the same day. If you need to reject a school that is within a grouping that you want to approve other requests, contact technical support for assistance.

When performing final approvals for county/districts with underlying school(s), approve underlying school(s) first. A validation message will appear if trying to approve a county/district before approving its underlying school(s):

Occasionally a user that is included with a pending customer is added by a DLA Sys Admin outside this workflow process and causes a duplicate user error to appear when performing final approval. If this happens, use the Clear User button to remove user details and try again.

Final Migration

Once DLA-approved/rejected request(s) are picked up in the batch cycle, they no longer appear in the DLA

Pending Customer grid.

See Emails section for emails sent for approved requests:

• State Rep – 3a

• FNS Sys Admins – 3c

• DLA Sys Admis that assigned to the region’s help desk list – 3d

• DLA Contracting Specialists that are assigned to vendor/contract of new customers – 3e

• Vendor POC(s) listed on the vendor/contract of new customer – 3f

As noted in the above emails, once new Customers/Users are Live:

• Vendor can assign delivery days

• State Rep can assign budget and notify school/district when they can begin ordering

• New Users follow instructions in ‘new user’ email to access FFAVORS and start ordering

Sample Emails

All emails are sent from: SM.FN.FFAVORS@usda.gov. Delivery addresses shown for schools will be FSO address if assigned; if no FSO it will show the address of the school.

Step 1 - New pending customer(s) are successfully processed in batch

1a – State Rep who submitted the pending request(s) receives:

Pending Customers Submitted

The following pending County/District(s) and/or School(s) have been submitted to USDA for approval:

• PND-OAK-0000280 – County/District – DENALI SCHOOL DISTRICT o PND-YAK-0000281 – School – DENALI ELEMENTARY

USDA/DLA reviews generally take 30 days. Upon approval from USDA, the requests will move to DLA for final review.

You can check status of pending requests on the Customers page in FFAVORS. You will receive an email once the USDA review process is complete.

For questions, please contact your DLA Account Specialist, or reply to this email to reach the FFAVORS help desk.

1b – all FNS Sys Admins receive:

Step 2 – FNS Sys Admin approves/rejects pending requests and processes in batch

2a – State Rep who submitted the request approved by USDA receives:

New Pending Customers Waiting for USDA Review

The following pending County/District(s) and/or School(s) have been submitted to USDA for approval:

Please review the new pending customers on the Pending Customer screen in FFAVORS and verify the following:

• Search Customers screen to ensure the new requests are not duplicates. If an inactive duplicate is found, the existing school can be re-activated rather than adding a new one. Duplicate requests should be rejected. Contact DLA to re-activate existing school(s).

• Verify 3rd party delivery information (FSO) if present. If FSO information was typed in, verify an existing FSO does not already exist.

• Verify the proper program is assigned (NSLP, SFSP, Both)

• User data, if supplied, will create a new User profile, so this information should be verified for accuracy. Because FFAVORS requires separate User profiles to access different county/districts or schools, it is acceptable for an existing User to be added as long as the existing profiles are for different county/districts or schools. It is not advisable for the same User to have access at both a county/district level and an individual school within the same hierarchy.

• Data can be corrected/changed on the Pending Customer detail screen by entering corrections and clicking Save.

• To approve, select the Approve button.

• To reject, enter reason for rejection (will be seen by State Rep) in Remarks box and select Reject button.

Please approve/reject new county/districts and their underlying schools together (on the same day). If a county/district is rejected, any underlying schools must also be rejected.

Approvals/rejections are managed in a nightly batch cycle. State Reps will be notified of approvals and rejections. DLA will be notified of approvals so they can begin their review.

Pending Customers Approved by USDA, Awaiting DLA Review

The following pending County/District(s) and/or School(s) have been approved by USDA and are now awaiting review by DLA:

You can check status of pending requests on the Customers page in FFAVORS. You will receive an email once the DLA review process is complete.

For questions, please contact your DLA Account Specialist, or reply to this email to reach the FFAVORS help desk.

2b – requests approved by USDA - DLA Sys Admins assigned to the region’s help desk receives:

New Pending Customers Waiting for DLA Review

The following pending County/District(s) and/or School(s) have been approved by USDA and are now awaiting review by DLA:

o PND-YAK-0000281 – School – DENALI ELEMENTARY – 123 Main Street, Denali, AK 39872

Please review the new pending customers on the Pending Customer screen in FFAVORS:

INITIAL REVIEW

• Search Customers screen to ensure the new requests are not duplicates. If an inactive duplicate is found, the existing school can be re-activated rather than adding a new one. Duplicate requests should be rejected.

• Verify the proper program is assigned (NSLP, SFSP, Both).

• User data, if supplied, will create a new User profile, so this information should be verified for accuracy. Because FFAVORS requires separate User profiles to access different county/districts or schools, it is acceptable for an existing User to be added as long as the existing profiles are for different county/districts or schools. It is not advisable for the same User to have access at both a county/district level and an individual school within the same hierarchy.

• Data can be corrected/changed on the Pending Customer detail screen by entering corrections and clicking Save.

• Verify the correct Zone has been assigned to county/districts. If more than one Zone exists for the State, choose the correct Zone.

DLA CONTRACTING REVIEW

• Once initial review is complete, check (and save) the ‘Initial Review complete’ box on the pending customer detail screen for each, and send DLA Contracting: 1) new pending schools for vendor approval, and 2) new pending county/districts for vendor/contract assignment. Use the ‘Contract Review’ button on the Pending Customer grid page for content to email Contracting.

FINAL APPROVAL

• Once vendor approval is received from DLA Contracting, assign customer codes to county/district/school(s). Once customer codes are assigned, all data on the screen will be disabled (except vendor/contract), while the requisitioner codes are being processed by GSA.

• For new county/districts set the vendor/contract.

• Once requisitioner codes have been uploaded and vendor/contract assigned, you will be able to approve by selecting the Approve button.

• If rejecting, do not assign customer codes or vendor/contract. Enter reason for rejection (will be seen by State Rep) in Remarks box and select Reject button.

Please approve/reject new county/districts and their underlying schools together (on the same day). If a county/district is rejected, any underlying schools must also be rejected.

Approvals/rejections are managed in a nightly batch cycle. State Reps will be notified of approvals and rejections.

For approvals, you will receive an email after the next batch cycle to confirm the new Customers and Users were properly created.

2c – the State Rep who submitted the request rejected by USDA receives:

Step 3 – DLA Sys Admin approves/rejects pending requests and processes in batch

3a – State Rep who submitted the request approved by DLA receives:

Pending Customers Rejected by USDA

The following pending County/District(s) and/or School(s) have been rejected by USDA for the given reason(s):

• OSC006 – County/District – GREENVILLE COUNTY o PND-YSC-0000278 – School – GREENVILLE ELEMENTARY – NOT ELIGIBLE FOR PROGRAM

Rejected requests remain on the Customer page for 30 days. There is an option to delete rejected requests prior to that if you wish.

For questions, please contact your DLA Account Specialist, or reply to this email to reach the FFAVORS help desk.

Pending Customers Approved and Created

The following pending County/District(s) and/or School(s) have been approved by DLA and have been created in FFAVORS:

• OAK401 – County/District – DENALI SCHOOL DISTRICT o YAKK82 – School – DENALI ELEMENTARY

Please search for and view the new customers created above on the Customers screen in FFAVORS for accuracy.

If user access was requested, user(s) would have received an email confirming a new profile was created in FFAVORS, along with steps to take to gain access.

For questions, please contact your DLA Account Specialist, or reply to this email to reach the FFAVORS help desk.

3b – State Rep who submitted the request rejected by DLA receives:

Requests approved by DLA:

3c– all FNS Sys Admins receive:

Pending Customers Rejected by DLA

The following pending County/District(s) and/or School(s) have been rejected by DLA for the given reason(s):

• OSC017 – County/District FLORENCE DISTRICT 3, SC o PND-YSC-0000279 – School – FLORENCE CHARTER SCHOOL - DUPLICATE

Rejected requests remain on the Customer page for 30 days. There is an option to delete rejected requests prior to that if you wish.

For questions, please contact your DLA Account Specialist, or reply to this email to reach the FFAVORS help desk.

Pending Customers Approved by DLA and Created

The following County/District(s) and/or School(s) have been approved by DLA and have been created in FFAVORS:

• OIA943 – County/District – HUBBARD SCHOOL DISTRICT o YIA4T2 – School – HUBBARD ELEMENTARY o YIA4T3 – School – HUBBARD MIDDLE SCHOOL

3d - DLA Sys Admins assigned to the region’s help desk receive:

Note: ‘New User’ section and 2nd paragraph appear only if new users were migrated as part of the pending customer request

3e -DLA Contracting Specialists assigned to the vendor/contract of new customers receive:

Pending Customers Approved and Created

The following County/District(s) and/or School(s) have been approved by DLA and have been created in FFAVORS:

The following New User(s) have been created in FFAVORS:

• YAKK82 – ROBIN FRAZIER – rfrazier@eccoselect.com

Please view the new customers created above on the Customer/POC screen in FFAVORS for accuracy. If new school(s) have their orders delivered to an FSO (Food Service Organization), that assignment can be made on the school's Customer detail screen, or using the Food Service Organizations link.

Please also verify any associated user profiles were created in Application Users. New user(s) will have received the usual ‘New User’ emails for steps on creating eAuth ID (if needed) and how to access FFAVORS.

State Reps who requested the new customers/users were emailed that their requests are now live. Emails were also sent to DLA

Contracting contact(s) and Vendor POC(s) listed on the vendor/contract assigned to the new customer(s) notifying them of the new customer(s) added to the contract and reminder to assign delivery days.

New Customers Added in FFAVORS

The following County/District(s) and/or School(s) have been created in FFAVORS and assigned to one of your vendor/contracts:

An email was also sent to Vendor POC(s) listed on the vendor/contract assigned to the new customer(s) notifying them of the new customer(s) added to the contract and reminder to assigned delivery days.

3f - Vendor POC(s) listed on vendor/contract of new customers receive:

Note: if FSO was assigned in the pending customer process, delivery locations listed are the FSO address

New Customers Added in FFAVORS

The following County/District(s) and/or School(s) have been created in FFAVORS and assigned to one or more of your contracts:

• OIA943 – County/District – HUBBARD SCHOOL DISTRICT – SPM300-18-DS795 o YIA4T2 – School – HUBBARD ELEMENTARY – 445 MAIN ST, HUBBARD, IA 33333 o YIA4T3 – School – HUBBARD MIDDLE SCHOOL – 432 MAIN ST, HUBBARD, IA 33333

Delivery locations are noted above. Please assign delivery days at your earliest convenience.

For questions, please contact your DLA Contracting Specialist, or reply to this email to reach the FFAVORS help desk.

DLA-GSA DoDAAC Process

The DLA-GSA DoDAAC report runs on Monday mornings at 9am CST and includes new schools that are in the DLA Pending Customers grid whose customer code has been assigned. If no data is found, the report extract will not run.

The report will be sent to GSA, DLA, and technical support contacts. GSA will run the extract file through their process which populates the DoDAAC for each school on the extract. GSA will return the file to the same recipients. If GSA returns the file in Excel format, the DLA contact will need to save it as .csv before it can be imported.

The DLA contact will use the Import Requisitioner link on the left navbar of the DLA Pending Customers page to import the file returned. The import applies the DoDAACs to each new pending school.

The DLA Contact will then notify their DLA counterparts that DoDAACs have been assigned, so they can perform final approvals.

Currently, the GSA contacts are Troy Gruver (troy.gruver@gsa.gov) and Joann Mahaney

(joann.mahaney@gsa.gov), and the DLA contacts are Abbey Pennock (abigail.1.pennock@dla.mil) and

Tiffany Nguyen (tiffany.nguyen@dla.mil).

Sample of FFAVS635 – SCHOOLS THAT NEED DODAACS Report