Vendor_Getting_Started_in_WAWF.DOCX

Vendor Getting Started in WAWF

Vendors:

1. Must have a DUNS number. If there is not, Vendor will need to visit:

http://fedgov.dnb.com/webform to request account or update their account.

2. Must have a NCAGE code. If there is not one, Vendor will need to visit the website below.

- The “Review-create NATO CAGEs” document is for the vendor to utilize to create their NCAGE code if they do not have one

- The “Review-modify NATO CAGEs within” document is used to modify the vendor’s information if they already have an NCAGE code but it is not accurate:

https://eportal.nspa.nato.int/ac135public/

****Note: DUNS and NATO must match across the board or SAMS will fail.

3. Create an account in SAMs. https://www.sam.gov/portal/SAM/#1

- Vendor must submit a notarized letter IAW the instructions below:

https://www.fsd.gov/fsdgov/answer.do?sysparm_kbid=d2e67885db0d5f00b3257d321f96194b&sysparm_search=kb0013183

4a. Instructions for Electronic Business Point of Contact (EBPOC) registering in WAWF:

After SAM approval, the vendor will email the DISA help desk at disa.global.servicedesk.mbx.eb-ticket-requests@mail.mil to add the NCAGE code to the Procurement Integrated Enterprise Environment (PIEE) structure. Once the NCAGE code has been added by DISA, DISA will advise EBPOC of SAMs by to register at https://wawf.eb.mil (This information will come directly in the response of completion of adding NCAGE code to structure). Vendor should use the WAWF registration guide below to assist them in this process. If there are any issues in this process first contact disa.global.servicedesk.mbx.eb-ticket-requests@mail.mil. If you need further assistance contact an AFCENT A7K Group administrator (Capt Chad Mintz at chad.mintz@afcent.af.mil or TSgt David Morgan at david.morgan@afcent.af.mil at the time of this email).

4b. Instructions for a representative registering in WAWF that is not the EBPOC

If the individual who is registering is not the EBPOC the letter below will need to be signed by the individual and their Supervisor. After the letter is completed the individual can then click the Admin Role and add the Contractor Administrator (CAM) role and attach this letter to CAM role. Then once the page refresh save then submit. Vendor should use the WAWF registration guide above to assist them in this process. If there are any issues in this process first contact disa.global.servicedesk.mbx.eb-ticket-requests@mail.mil. If you need further assistance contact an AFCENT A7K Group administrator (Capt Chad Mintz at chad.mintz@afcent.af.mil or TSgt David Morgan at david.morgan@afcent.af.mil at the time of this email).

5. Vendor registers and Supervisor approves the activation. An Email will be sent to disa.global.servicedesk.mbx.eb-ticket-requests@mail.mil to activate their account. They will receive an email from DISA advising them their account has been activated.

6. The vendor is now activated in WAWF and will create their transaction. Utilize the 2-1 document instructions below for services. Utilize the Combo D/D document below for commodities.

- Vendor transaction creation instruction documents

- Acceptor transaction instruction documents image3.emf

Review-modify NATO CAGEs within.docx

Review/Modify NATO CAGEs within the Codification tool

Copy and paste link into URL within Internet Explorer: https://eportal.nspa.nato.int/public/eportal.aspx

Click Public Apps and choose NCS. The screen will look like this:

Click CAGE code request:

Input Cage code or Organization name to search for prior information. Hit enter

If Vendor has prior information the Vendor information will appear at the bottom.

Click on Vendor information at the bottom to show details.

Click Request update

Input requesters first, last name plus email address. Then make changes to the record. After changes have been made, click Request update. Another box will appear with a ticket request number. After the ticket is created the Requestor will receive an email from NATO to validate their request. This request must be validated in order to be updated.

image5.png image6.png image1.png image2.png image3.png image4.png image4.emf

SAM Registration Brief.pdf

ACC- Kuwait UNCLASSIFIED

UNCLASSIFIED

ACC- Kuwait-641st CCT

“Focused and Determined”

Conducting Business with the U.S. Army

Agenda

• Introductions

• System for Award Management (SAM)

• Wide Area Workflow (WAWF)

• Requirements

• Questions

SAM Access: What Do You Need To Know?

• Existing CCR, ORCA, and EPLS data has been integrated into SAM.

• SAM allows the users to search for QUALIFIED businesses that can support the mission or requirements.

Presenter

Presentation Notes

All the data in CCR and ORCA will be moved to SAM – at the moment, we’re still shooting for late May, but that may slip a little.

After the migration, anyone who goes to the CCR or ORCA web sites will automatically be redirected to sam.gov. I want to say here that we ask that you please wait until time to update your registration to go through this process. If we have everyone going to SAM on day 1 just to check it out, there won’t be room for everyone to get in the door. And there will be problems. So, please just wait until 2 to 3 weeks before your registration update date to view the training and get a user ID.

The big change for you when SAM goes live will be that the capabilities of CCR and ORCA will be found at SAM.gov instead of their previous locations. That means you’ll have only one login instead of two!

The legacy URLs will automatically redirect you to SAM and then will walk you through the process of getting a new user ID. SAM will allow you to create the same user ID in SAM that you used in any of the legacy systems – or to create a new one, if you would prefer.

Your roles and permissions in SAM will align with the access you had in the legacy systems. The process of logging into SAM will connect you with the data that is familiar to you.

If you used publicly available data before, that data will still be publicly available.

SAM Access: Getting Started Getting access to SAM begins on the home page

►To create an account in SAM, click on one of the links

I’d like to note here that these screens, and subsequent screens in this briefing, are from the Alpha site. They will look different by the time SAM goes live. These are presented here to give you a basic idea of what you’ll find in SAM.

So onto the description of what will happen when you go to SAM the first time. As I said, the legacy systems will re-direct you to SAM.gov. Once there, you’ll click on one of the links to start the process of creating an account in SAM.

Through this process, your roles will be migrated from CCR to SAM Roles – so if you were the CCR Admin, you’ll be the Entity Administrator in SAM, and so on.

►Select create an account under the individual account details.

SAM Access: Completing Your Profile

►You will receive an email to validate your access to the email address associated with your account

►You must fill out personal information first, then click on account information, and finally click on summary

►Only basic information about you is required; areas with an asterisks (*) are mandatory

You’ll fill out a user profile with basic information – just your name, address and phone number – and the User name and Password you want to use. It can be the same as the one you use now.

Once that’s complete, SAM will send an email to the email address you use in your user profile. This will verify your identity and give you access to the data and permissions in SAM that correspond to the data and permissions you had in the legacy systems.

► Passwords expire every 180 days

► Once Username is create it cannot be changed

► An on-screen glossary associated with each screen will help users understand what information they need to enter

You will have 1 password for all functionality SAM will provide help in defining a password There will be fewer

Register a New Entity ►Select “Yes” ONLY if you previously used CCR

►Select Register New Entity if this is your first time in SAM

Knowing the following pieces of information will speed up the registration process:

DUNS Number, D&B Legal Business Name, and Address - You will not be able to save a draft entity registration if you are unable to verify your entity’s DUNS information. If you do not already have a DUNS number, you can call D&B at 1-866-705-5711 or access their website at http://fedgov.dnb.com/webform.

Department of Defense Activity Address Code (DoDAAC) – This is applicable for the Department of Defense (DoD) only

Taxpayer Identification Number (TIN) - TIN and Taxpayer Name are optional for foreign registrants who do not pay taxes to the U.S.

Taxpayer Name - Your Taxpayer Name might not be the same name as your “D&B Legal Name” name. For example, your D&B Legal Name is “SAM, LLC,” but your Taxpayer Name is “System for Award Management, LLC.” To find your Taxpayer Name, review your tax statements from the IRS (such as a 1099 or W-2/W-4 form). Foreign Entities do not require a TIN.

When you are ready to begin, click “Start Registration.”

Determine Purpose of Registration (1 of 2)

Entity Registration is organized in four steps:

Core Data – Name, address, etc.

Assertions – Information used to determine small business status, NAICS codes, etc.

Representations and Certifications – Federal Acquisition Regulation compliance Points of Contact – Contact information for specified roles

Determine Purpose of Registration (2 of 2)

► SAM will walk users through the Entity Registration (or validation) process in four steps

Do you wish to bid on contracts?

Select “Yes” or “No”

If you select “Yes” the next question will automatically be answered for you as “Yes” because you will need to complete the same mandatory information for both the ‘contracts’ and ‘federal assistance’ sections.

Do you want to be eligible for grants and other federal assistance?

Select “Yes” or “No”

If you have said “Yes” to the previous question this question will be automatically answered for you as “Yes” because you will by default be required to complete all the mandatory information for this section.

Do you want to perform Intra-Governmental Transactions (IGT)? (IGTs are buying or selling transactions between federal government organizations that are not accomplished by a contract.)

U.S. Federal Government entities should select “Yes” or “No”

If you did not select US Federal Government as your answer to the ‘Type of Entity’ question at the beginning, this question will be answered for you as “Not Applicable.”

Registering Entity: Core Data

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There are several steps in Core Data – Tax ID number matching with the IRS, CAGE code validation, general information, financial information, and so, on. It is the same information you enter today in CCR.

SAM will step you through each piece of the process – helping you find your place by changing the color of the bullet, so you’ll know what has been completed and what remains.

Registering Entity: Verify DUNS

► Once the DUNS info is entered, a “side by side” screen will compare your data with what’s in the database

NOTE: All entities must complete core data information

► As you move through each section, the bullet will change to help you track your progress

Review and verify your DUNS information.

If the data is correct, click “Save and Continue.”

If the data is incorrect, visit the D&B website at http://fedgov.dnb.com/webform to make the necessary changes.

If you’ve received confirmation from D&B that your requested updates were completed over 24 hours ago, and that information is not yet displayed under “Details returned from D&B”, click the “Refresh D&B Data” button found on the ‘Verify DUNS Information’ page in SAM to refresh your data.

Review and verify your DUNS information.

Click “Save and Continue.”

Business Information

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After you entered your DUNS information and passed validation, you can enter the business information for your entity. See Figure 3.5.

Enter your business start date.

Enter the date on which your company’s fiscal year ends.

Enter your company division name and number (if applicable).

Enter your company’s URL (if applicable).

Congressional District will be pre-filled for you by the system based on your zip code (if applicable).

Next, you must create your Marketing Partner Identification Number (MPIN). The MPIN will be used to provide you access to other systems, such as Grants.gov and Past Performance Information Retrieval System (PPIRS). Your MPIN acts as your password in these systems so you should guard it as such. A MPIN is required even if you do not anticipate usage of authorized MPIN systems. If you pay U.S. taxes you will also need your MPIN in an upcoming screen so please be sure to remember it. The MPIN must contain nine characters; at least one letter and one number character each. It should not contain spaces or special characters. You may change the MPIN at any time.

Your physical address is pre-filled from the D&B address associated with your DUNS. Your physical address is the location of your building.

Your mailing address will appear next. Enter your entity’s mailing address or click “Copy Physical Address” if your mailing address is the same as the physical address.

Enter the Tax Identification Number (TIN) for your entity. NOTE: If you are located outside the United States and do not pay employees within the U.S., you are not required to provide a TIN and can proceed to the NCAGE section. For more information or to apply for a TIN visit http://www.irs.gov.

The types of TIN numbers you may enter include:

Employee Identification Number (EIN)

Social Security Number (SSN). This should be entered by sole proprietors only if they do not have an EIN.

IRS TIN Consent

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This consent screen allows SAM to validate your TIN with the Internal Revenue Service. This is a requirement before your registration can be activated if you are located in the United States or if you pay employees within the United States.

If you are located outside the United States and do not pay employees within the U.S., you are not required to provide a TIN to the IRS. If you did not provide a TIN, you will not see this page during the registration process and should proceed to the NCAGE section.

If you are located in the United States, or if you pay employees within the U.S., complete the TIN consent form by entering the following:

Taxpayer Name. NOTE: Your Taxpayer Name might not be the same name as your “D&B Legal Name” name. For example, your D&B Legal Name is “SAM, LLC,” but your Taxpayer Name is “System for Award Management, LLC.” To find your Taxpayer Name, review your tax statements from the IRS (such as a 1099 or W-2/W-4 form). When you enter your Taxpayer Name in SAM only use letters, numbers, spaces, hyphens (-) and ampersands (&) and omit any other special characters. Please note that if you do not enter your Taxpayer Name correctly, activation of your registration will be delayed.

Tax Identification Number (TIN). This will be pre-filled with the EIN or SSN you entered on the Business Information page.

CAGE Code

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You will now be on the “CAGE Code” page. The Commercial and Government Entity (CAGE) code is a five-character ID number which is assigned to entities located in the United States by the Defense Logistics Agency’s (DLA’s) Logistics Information Service, under North Atlantic Treaty Organization (NATO) procedures, and used within the Federal Government. All U.S. entities must pass a CAGE code validation process. If you are a foreign registrant, see NCAGE.

SAM User

Answer the question, “Does your entity already have a CAGE code?”

If you are not sure whether or not you have a cage code, click the “Search CAGE Code” link (http://www.dlis.dla.mil/BINCS/begin_search.aspx) to check

If you answered “Yes,” enter your CAGE code in the next field.

If you answered “No,” then a CAGE code will automatically be assigned to your entity once you submit your entity’s registration and the TIN validation has been returned.

Click “Save and Continue.”

If you are a foreign entity, you are required to enter a NATO Commercial and Governmental Entity (NCAGE) code. You must obtain this code prior to registration.

NCAGE Code

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Points of contact, addresses and other contact information for the codification bureaus for the listed countries can be found at http://www.logisticsinformationservice.dla.mil/nato_poc.asp. Entities located in these countries (with the exception of France and the United Kingdom) may also use the on-line NATO Form AC/135 at http://www.dlis.dla.mil/Forms/Form_AC135.asp. Direct web links for France and United Kingdom requests are provided at http://www.dlis.dla.mil/Forms/Form_AC135.asp as well.

Entities located in countries that are not listed above, can request an NCAGE code be established from the NATO Support Agency (NSPA) (formerly known as the NATO Maintenance and Supply Agency (NAMSA)) going to this site: https://eportal.nspa.nato.int/public/default_eportal.aspx.

More information on obtaining an NCAGE code, how to see if you have an NCAGE, and who to contact if you are having trouble obtaining an NCAGE can be found at: http://www.dlis.dla.mil/Forms/Form_AC135.asp.

Enter your NCAGE.

Please note that if you have been assigned an NCAGE code just prior to registering in SAM, your activation in SAM may be delayed while it is verified.

General Information

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Financial Information

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On the Financial Information page, you will enter the information necessary for the government to pay you for any goods or services you provide. If you do not have the information necessary to complete this page, contact your bank or financial institution. If you are a non-U.S. registrant doing business outside the U.S. then Electronic Funds Transfer (EFT) information is not mandatory.

Indicate whether you are willing to accept credit cards as a method of payment. Select “Yes” or “No.”

Delinquent Federal Debt (DFD). This will be blank unless the Department of Treasury indicates that you have DFD. If you have DFD you will see a “Yes” in this field.

Enter your EFT information. The name of your financial institution will be filled in automatically once you have entered a valid American Bankers Association (ABA) Routing Number.

If you are a foreign registrant with a U.S. bank account, you may provide your EFT.

If you are a foreign registrant without a U.S. bank account, you will receive a check via mail rather than via direct deposit and therefore do not need to supply this information.

Provide information about the Automated Clearing House (ACH) department of your bank. This is necessary should problems occur with your EFT transfer; payment locations must have a bank contact to call. At least one of the following methods of contact is required unless you are a non-U.S. registrant doing business outside the U.S. or a U.S. Federal Government Agency. If you do not have this information available you will need to contact your bank.

Phone (U.S. or Non-U.S.)

Email

Fax

Enter your remittance information. The remittance name and address information is mandatory data. This information will be used to mail you a paper check in the event that an EFT transfer does not work. If you use a lockbox and want checks mailed directly to the bank, use the bank's name and address here.

SAM

Executive Compensation

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In the Executive Compensation section, you are asked to provide information which supports the Federal Funding Accountability and Transparency Act (FFATA) of 2006, as amended, reporting requirements. You may also refer to Public Law 110-252 dated June 30, 2008, Chapter 2, and Section 6202.

If you answer “Yes” to the first question on Executive Compensation, you will be asked to answer an additional question shown in Figure 3.12.

If you answer “No” to the second question, you must provide additional details on the following page.

If required, you must provide the following details for the five (5) most highly compensated executives for your entity:

Name- You must provide your top 5 executive compensated employees’ names. "Executive," means officers, managing partners, or any other employees in management positions.

Title Total Compensation value- "Total compensation" means the cash and non-cash dollar value earned by the executive during the entity's preceding completed fiscal year. For more information on complete listing please review here.

The salary and compensation information you provide will not be publicly viewable in SAM, however, it will be made public in accordance FFATA. This Act requires that this information be supplied to the public (via usaspending.gov) in relation to federal awards (including federal contracts, federal financial assistance and expenditures) you receive, if applicable.

Proceedings Questions

If you answer “Yes” to all of the questions, you must provide the following detailed information about each current proceeding against your entity:

Instrument

State

Instrument Number

Type of Proceeding

Disposition

Description of the Proceeding

Proceedings Information entered on or after April 15, 2011 is available to the public through the Federal Awardee Performance and Integrity Information System (FAPIIS) in accordance with the passing of the Supplemental Appropriations Act of 2010 (Section 3010 of Pub. L. 111-112).

NOTE to Federal Contractors: If you are a federal contractor, and your contract contains the clause 52.209-8 (Version dated April 2010) then do not post information on or after April 15, 2011; answer No to the first question. If you have a contract containing the clause 52.209-8 (version dated APR 2010) then you need to contact your Contracting Officer to get that clause updated via a modification.

After answering the questions, click “Save and Continue.”

Information Opt-Out

• Registrants are allowed to opt-out of public display of their record. Entities that have opted out will be removed only from the SAM public search, but will still be visible to users with For Official Use Only access.

• If you do not wish to allow the public to search and view your record: Select "I DO NOT authorize my entity information to be displayed in SAM's Public Search."

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Opting out may result in a reduction in Federal Government business opportunities, and subcontractors who choose this option will not be visible to prime contractors.

Please note that your banking information is treated as sensitive data and will not be displayed to the public regardless of your selection will be provided in accordance with Freedom of Information Act (FOIA) requests.

Assertions

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Assertions include, but are not limited to, data about the types of goods and services the entity provides, optional Electronic Data Interchange (EDI) and information if the entity wishes to be included in the Disaster Relief Registry.

3.4.2.1 Goods and Services

Upon completing your Core Data, enter information about the types of goods and services your entity can provide. The data you provide assists the government in locating entities that can provide certain goods and/or services.

Enter North American Industry Classification System (NAICS) codes that best represent the type of industry in which your entity does business. The Small Business Administration (SBA) through public rule-making, assigns thresholds to the individual NAICS codes that are used to assess if entities may be considered a small business in certain classification areas. If you would like to know more about NAICS codes you can go to http://www.census.gov/epcd/naics07. You must supply at least one for your registration to be complete. You can add or change NAICS codes at any time.

In the “Search NAICS” text box, type in the NAICS code or enter a word description of the type of services your business is involved in.

Highlight the NAICS codes that are applicable to your entity and click “Add.”

As you select NAICS, the NAICS show up on the right side under “NAICS Codes Selected.”

Select one of the chosen NAICS as your primary NAICS code by clicking the radio button under the “Mark as Primary” column.

If needed, you can delete a NAICS by clicking the “X” to the right of each NAICS selected.

Representations and Certifications

► A series of 31 questions will be asked

► Your answers will provide a “representation” of your business, as you identify sections of the Federal Acquisition Regulation that apply to your business

Entities wishing to do business with the federal government, such as the Federal Emergency Management Agency (FEMA), in the event of a natural disaster can complete the Disaster Relief section. When national emergencies or natural disasters such as floods and hurricanes occur, supplies and services need to be procured and rushed to the affected area quickly. To expedite this process, the SAM Disaster Relief Registry shows those contractors who are willing to provide debris removal, distribution of supplies, reconstruction, and other disaster or emergency relief supplies and/or services. Collecting this information in SAM provides a means for potential local contractors to identify themselves to the federal agencies during a time of a disaster.

Choose “No” if you do not wish to register your entity for Disaster Relief. Click “Save and Continue.”

Choose “Yes” to register your entity.

Complete the “Bonding Level” section if your company requires bonding to submit offers in response to federal solicitations.

Select your entity’s “Geographic Area Served,” then click “Save and Continue.”

If you select “Multiple States” you may enter up to three

If you select “One State” you can be more specific and enter as many as 3 (three) counties and the associated Metropolitan Statistical Area.

You can also select to be registered in any state.

Entering POCs

Before your entity registration is complete, you will be asked to provide Mandatory POCs and Optional POCs. The POCs you will be asked to provide have been determined based on the answers you provided throughout the registration process. All Mandatory POCs must be completed before the registration may be submitted for certification.

3.3.2.1 POC Details

Below (Table 3.1) is a list of the POC types that federal assistance registrants will see. See the glossary for more information on each POC type.

Points of Contact

• All entities must enter POCs for their registration

• The types of POCs required will be determined based on information entered in the registration

► You will fill in basic contact information

► Each type of POC will be noted on the screen

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This is one of the turbo-tax like features – SAM will figure out what kind of entity you are, and will ask you for only the POC types that pertain to you. The entry form is simple. It will tell you what POC type it is at the top of the screen, and you’ll fill in the basic contact information. There is a block at the bottom if you feel you need to include any special notes about that point of contact. Those notes will probably not be what that person looks like or what their lunch preferences are. Typically those notes will be used by larger organizations who need a place to put information to more fully identify the POC – information like what department they work in.

Common Questions

• I am an international registrant and need an NCAGE Code before beginning my registration in SAM. How do I find my NCAGE Code?

• CAGE codes for entities located outside the United States and its territories are called NCAGE codes.

• Assignment of NCAGE codes are governed internationally as part of the NATO Codification System (NCS). NCAGE is required for all foreign entities or the registration will be considered incomplete.

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Information on how to obtain NCAGE codes may be found at http://www.dlis.dla.mil/Forms/Form_AC135.asp.

• What data is needed to register a user account in SAM?

• Minimal personal information is required to create the initial SAM account (First Name, Last Name, Phone Number, Email Address and answers to security questions).

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You must have access to an email address to create a SAM account.

Your Data Universal Numbering System (DUNS) number from Dun & Bradstreet, and the name and address associated with that DUNS Your Contractor and Government Entity (CAGE) Code, if you already have one (if you don't, one will be assigned to you during registration) Your Electronic Funds Transfer information, such as your financial institution's ABA Routing Number and your account number, along with the bank phone or fax number

• What are my yearly renewal requirements? How do I keep my entity’s record active?

• You must renew and revalidate your entity’s registration at least every 12 months from the date you last certified in SAM; or sooner if your entity’s information changes.

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The primary point of contact email address will receive a message alerting them to the entity’s/entities’ renewal requirements at 60 days, 30 days and 15 days prior to expiration: if you do not renew your registration, it will expire. An expired registration will affect your ability to receive contract awards or payments.

• Does my SAM user account expire if I do not update my password within 180 days for authenticated and non-federal government users or within 90 days for federal government users?

• Yes. Your SAM user account will expire. When your user account password expires, you will not have access to your account until you change your password.

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To complete this process, an email will be sent to the email address indicated on your SAM account with a change password link.

What Should You Do Now? (1 of 2)

• Review and get familiar with SAM information on https://www.sam.gov.

• Plan to review SAM training materials 2 to 3 weeks before you need to update or create your registration.

• Register with Dun and Bradstreet at http://www.dnb.com to be issued a DUNS Code.

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So, what should you do now?

For CCR registrants, no action is needed until your registration needs to be renewed or your reps and certs need to be updated. You’ll be notified, as usual. At that time, You’ll go to SAM.gov and go through the process of logging in there for the first time. If you forget the sam.gov address, you can go to CCR, which will redirect you to SAM.

In the meantime, we recommend that you spend a little time reviewing the information on SAM.gov.

Also, send the web address to others who may need to know about SAM. Share this briefing within your organization and across professional groups.

Entities – that is potential awardees—should review the training materials before updating their registrations and representations and certifications. Studies have shown that if you train more than 4 weeks prior to using information, you will have forgotten what you need to know by the time you need it. So, 2 to 3 weeks before your update date is usually about right.

In the meantime, if you don’t already know, now is a good time to make sure you know who in your organization has access to information and to make any needed changes.

I can’t say this strongly enough – please don’t go into SAM just to check it out. Wait until time for your registration renewal.

https://www.sam.gov/ http://www.dnb.com/

What Should You Do Now? (2 of 2)

• Register for a NATO Commercial and Government Entity (NCAGE) code at:

http://www.logisticsinformationservice.dla.mil/Forms/Form_AC135.asp.

• Find North American Industry Classification System (NAICS) codes to match the products/services of your business at: http://www.census.gov/eos/www/naics/.

• Have your Electronic Funds Transfer (EFT) information (Routing number, Account number, Bank phone number and address).

Once you have familiarized yourself and registered for all your codes, you will be ready to register in

SAM!

So, what should you do now?

For CCR registrants, no action is needed until your registration needs to be renewed or your reps and certs need to be updated. You’ll be notified, as usual. At that time, You’ll go to SAM.gov and go through the process of logging in there for the first time. If you forget the sam.gov address, you can go to CCR, which will redirect you to SAM.

In the meantime, we recommend that you spend a little time reviewing the information on SAM.gov.

Also, send the web address to others who may need to know about SAM. Share this briefing within your organization and across professional groups.

Entities – that is potential awardees—should review the training materials before updating their registrations and representations and certifications. Studies have shown that if you train more than 4 weeks prior to using information, you will have forgotten what you need to know by the time you need it. So, 2 to 3 weeks before your update date is usually about right.

In the meantime, if you don’t already know, now is a good time to make sure you know who in your organization has access to information and to make any needed changes.

I can’t say this strongly enough – please don’t go into SAM just to check it out. Wait until time for your registration renewal.

http://www.logisticsinformationservice.dla.mil/Forms/Form_AC135.asp http://www.census.gov/eos/www/naics/

SAM Training

• SAM will provide the following training tools online:

- User Guides

- Presentation with screenshots to outline key functionality

- Frequently Asked Questions (FAQs)

- SAM webinar with replay capability

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Training for SAM will be online. There will be user guides, presentations, FAQs and replay capability.

Wide Area Workflow

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Steps to get registered in Wide Area Workflow (WAWF) (1 of 9)

• Step 1: Register with System for Award Management(SAM):

All vendors must be registered in the SAM in order to sell goods and services to the Department of Defense (DoD). Register at https://www.sam.gov.

https://www.sam.gov/

Steps, (2 of 9)

• Step 2: Establish or verify the Electronic Business Point of Contact (EB POC) in SAM:

Vendors must establish an EB POC for their company in SAM. The EB POC will be responsible for authorizing vendor employee(s) access to submit, modify and/or view data on behalf of the vendor.

• In WAWF terminology, the EB POC also functions as the Group Administrator (GAM).

The GAM is your company's "Gate Keeper" and will be responsible for authorizing access to WAWF for all your company's employee(s).

• Each vendor can establish up to two EB POCs one primary and one alternate EB POC for each Cage/DUNS code.

Steps, (3 of 9)

• Step 3: Register for Electronic Document Access (EDA). (Optional Step but recommended.): Electronic Document Access (EDA) acts as a virtual file cabinet for the storage and retrieval of multiple types of acquisition documents to include Purchase Orders and post-award contracts.

• For instructions go to:

http://eda.ogden.disa.mil/users_guide/access/Registration/reg002_VendorSteps.html.

http://eda.ogden.disa.mil/users_guide/access/Registration/reg002_VendorSteps.html

STACY_WOOLEN

Typewritten Text

***Note- This step is included in the registration portion.

Steps, (4 of 9)

• Step 4: Have your CAGE Code added to the WAWF Group Structure:

Your CAGE Code must be added to WAWF Group Structure before any personnel can self-register in WAWF. If you have multiple CAGE Codes they can all be added to your group at the same time.

• Please notify your EB POC. The EB POC must authorize your request to activate individual accounts after the CAGE Code(s) are added to WAWF.

****Stacy Woolen stacy.r.woolen.civ@mail.mil can add the NCAGE code into WAWF. If the person registering for WAWF is not the EBPOC, a GAM appointment letter will be required to be completed. This information will also come from Stacy.

Steps, (5 of 9)

• Step 5: Establish an Organizational email Address: WAWF routes information according to CAGE Codes. WAWF documents themselves do not get routed, but status information about the documents is sent in emails. In order to receive status information about the WAWF documents, vendors need to establish organizational email accounts and determine who will have access to this email account.

• Ensure the organizational email address is operational and can receive email prior to registering.

• The GAM or EB POC shall provide the organizational email to the WAWF Customer Support Center at: CSCASSIG@CSD.DISA.MIL .

mailto:CSCASSIG@CSD.DISA.MIL

***Note- Organization email will be the individual registering for a WAWF account.

Steps, (6 of 9)

• Step 6: Designate a Group Administrator (GAM) for your company. (Mandatory Step – there must be a GAM registered): A GAM determines who has access to their data submitted in WAWF and provides the authorization to activate. Vendors must appoint a GAM to manage their WAWF account. It is recommended that the EB POC be the

GAM.

• The EB POC will also be contacted when there is a question about invoices submitted through WAWF. Please ensure your EB POC is familiar with the WAWF process and they can contact company personnel to answer invoicing questions from government officials.

• If you appoint a GAM that is not your EB POC, they are required to submit their GAM appointment letter, signed by their EB POC, via email to the Ogden Customer Support Center or they may fax it to the customer Service Center. The fax number is 1-801- 605-7453.

When the EB POC registers as the GAM no additional paperwork is required to establish your WAWF GAM account.

Steps, (7 of 9)

• Step 7: Determine if batch feeds for data input is necessary: Most Vendors use the manual, web entry method to input their documents directly into WAWF. Web entry is a good method if you have a small volume of payment documents to create or if you have a small amount of lines on your contract(s).

• Step 8: Set up PCs to access WAWF: Your current computer configuration is usually sufficient to use WAWF. On rare occasions your computer's browser setting may need to be changed. Please try using WAWF first and then if you experience problems check your set-up by selecting the "Machine Setup" link on the WAWF home page.

But for vendors that have a large number of transactions and/or many line items per payment document, you may want to consider submitting documents into WAWF via the File Transfer Protocol (FTP) or Electronic Data Interchange (EDI) method.

WAWF FTP and EDI Guides are available after your account has been activated. If further assistance is needed, please contact the WAWF Customer Service Center and ask for help with EDI. A trouble ticket will be created and you will be forwarded to the Joint Interoperability Test Center (JITC) and a technician will be assigned to assist you in testing your file layout(s). (See Customer Support Link).

Steps, (8 of 9)

• Step 9: GAM needs to Self Register in WAWF. (Mandatory step - GAMs activate the vendor users): Refer to the "Registration" Link on the WAWF Home Page and the Help button for a details on registering in the WAWF application as a GAM. If the GAM's account has not been activated within 2 business days of self-registering, notify the WAWF Customer Service.

• Step 10: Have all users for the CAGE Code(s) self-register on the WAWF web site for one of the available Vendor Roles: Once the EB POC (GAM) has been activated, all company users will need to self-register. Now the EB POC (GAM) can activate or deactivate their company personnel within WAWF.

• Every user of WAWF must self-register on the WAWF web site by completing the online registration form.

or call the Ogden Help desk for assistance - for Ogden Help desk information select the "Customer Support" link on the WAWF home page.

Refer to the "Registration" Link on the WAWF Home Page and the Help button for details on registering in the WAWF application in a Vendor Role.

Note: User accounts will not be activated until the GAM activates the accounts. The GAM will receive an email for all registrations.

If a user's account has not been activated within 2 business days of self-registering, notify the EB POC or WAWF Customer Support Center.

Steps, (9 of 9)

• Step 11: Practice Using WAWF: Online Training Site - Once you have completed steps 1-10, you may want to practice using WAWF in the online training site. This site is for practice only. You can practice submitting documents for payment, and viewing and working on documents in the online training site.

• To practice WAWF online training go to: https://wawftraining.eb.mil/.

After getting to the WAWF practice site, you should click the "Training Instructions" hyperlink in the left column to get your training User IDs and passwords and important sample data.

https://wawftraining.eb.mil/

ACC- Kuwait

Questions?

UNCLASSIFIED 45

Thank you for joining us for this presentation on conducting business with the US. As I said this morning, we all know that challenges that are sure to come with a significant change like this. But we’re also expecting much good – and improvements as time goes on. We hope SAM’s and WAWF streamlined approach will be helpful to you.

Please stop by our table if you have additional questions.

CSCASSIG@CSD.DISA.MIL is the email for Ogden Customer Support Center

Slide Number 1

Slide Number 2

SAM Access: What Do You Need To Know?

SAM Access: Getting Started

Slide Number 5

SAM Access: Completing Your Profile

Slide Number 7

Slide Number 8

Slide Number 9

Slide Number 10

Registering Entity: Core Data

Registering Entity: Verify DUNS

Business Information

IRS TIN Consent

CAGE Code

NCAGE Code

General Information

Financial Information

Executive Compensation

Proceedings Questions

Information Opt-Out

Assertions

Representations and Certifications

Entering POCs

Points of Contact

Common Questions

Common Questions

Common Questions

Common Questions

What Should You Do Now? (1 of 2)�

What Should You Do Now? (2 of 2)�

SAM Training

Slide Number 35

Steps to get registered in �Wide Area Workflow (WAWF) (1 of 9)

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Slide Number 45 image5.emf

5.11.1 WAWF registration instructions.pdf

Click Accept

Click Register

Click Agree

Click Vendor

Create a user id and password then type in the Code that has been provided on the screen

Choose security questions then answer and confirm. Then click next

Type in the individual who is registering for the Company

Input Supervisor information and Company information then click next

Choose PIEE from Drop down

Choose Contractor Administrator on right side, click add roles

Click group lookup

Type in NCAGE or CAGE code, click search then search by location code

Select Group name by clicking on the link

Click next

Justification will be to submit electronic invoice/receiving reports through iRAPT. Click Browse, and go to the folder you saved your GAM appointment letter then click upload. Once page refreshes click next.

Review Summary and click next

Click Signature then type in password. Click Submit

You have successfully registered. Once your supervisor approves your request, Please send me an email advising that your account has been approved. After I receive this email I will work with OGDEN to have your account activated and the Vendor role added to their profile.

image6.emf

CAM-Vendor appointment letter.pdf

Appointment Letter For Designating Vendor Contractor Administrators for WAWF

1. You are hereby appointed as a Contractor Administrator (CAM) for the Wide Area Workflow (WAWF) electronic (e)-Business Suite. Your span of control includes the following Commercial and Government Entity (CAGE) codes

2. As a CAM, you are a critical part of maintaining system security because you have the ability to grant/deny access to users.

3. You accept the CAM role as a trusted agent for your company. You will comply with your company policies regarding security functions performed in support of your company and the WAWF e-Business Program Office.

4. You are responsible for the following activities:

a. Establish and maintain organizational e-mail for each CAGE Code under your span of control.

b. Activate/Inactivate users in your group.

c. Establish the position of trust for non-CAC users.

d. Any CAM activating another CAM must maintain an appointment letter for the new

CAM.

e. Any CAM activating a Vendor as a CAM must validate Vendor’s identity by verifying information the Vendor has entered during the registration process (i.e. security questions and answers)

5. When determining privileges and profiles, you will comply with the principle of least privilege (Granting minimal access for that which the user needs).

6. As a CAM, you will verify the identity of an individual prior to granting access to your group in the WAWF e-Business Suite. In addition, you are responsible for ensuring compliance with the WAWF e-Business Suite access control policy along with additional access control guidance issued by your company.

7. You will ensure timely escalation and notification of suspected incidents in accordance with your company’s incident response policy.

8. You agree to have your first name, last name, phone number and email address as contact information for users under your administration listed on the WAWF web site.

9. Once this form has been completed, please return it to:

disa.global.servicedesk.mbx.eb-ticket-requests@mail.mil.

CAM First and Last Name

CAM E-mail Address

CAM Phone Number

ACKNOWLEDGEMENT OF APPOINTMENT

By signing and dating below, I acknowledge my appointment. I have read and understand my responsibilities and accountability as contained in this Appointment Letter.

I have also been briefed on my specific roles and responsibilities as defined in this Appointment Letter. I further understand that this appointment will remain in effect until revoked in writing.

Signature of CAM Appointee___________________________________ Date

Electronic Business POC Name (Print) ____________________________________

Electronic Business POC (Signature) _____________________________________ ____________________ Date

Electronic Business POC Name Print:

Date:

Date_2:

Enter the CAM First and Last Name:

Enter the CAM E-mail Address:

Enter the CAM Phone Number:

[List of CAGE codes must be listed here]: CAGE codes must be listed here image7.emf

WAWF 5.6 Foreign Vendor 2 in 1.pdf

WAWF 5.6 Foreign Vendor 2 in 1 Invoice Overview

Introduction This chapter explains how to create an Invoice 2-in-1, which is a single

WAWF document that serves as both an invoice and a receiving report.

The information you need to complete a document in WAWF comes from your contract information and your knowledge of your business process.

Required fields in WAWF are denoted by an asterisk *. All other fields are optional. If the contract or business process does not require additional information, a user can leave the optional fields blank.

The Invoice Received Date (IRD) is applied at the time the Invoice 2-n-1 is submitted in WAWF. This also represents one of the key dates used for

Prompt Payment purposes.

Definition The Invoice 2-in-1 creates a single Invoice/Receiving Report from one data entry session. The document is routed from the Vendor to the Acceptor, then to LPO if there is one, before it ends at the Payment Office. An Inspector can also be included in the workflow.

If your government customer is DCMA, the Invoice 2-in-1 (Services Only) can only be used for service contracts. If your government customer is other than DCMA, you have the option of using the Invoice 2-in-1 document for services or supply invoicing.

Initiator Inspector Acceptor

Local

Processing

Official Pay Office

Invoice/

Invoice/ Invoice/

Create 2-n-1 Document Using

WAWF

2-n-1 Document (Similar to EDI 857)

Receiving Report Receiving Report Receiving Report Receiving Report

WAWF Functional Process Flow 2n1 Document

(optional)

Step Description

Type in user id plus password; Click the “Login” button to continue.

The Notice page will provide system information regarding WAWF.

Click the “Accept” button to continue.

2 Select the “Vendor” TAB.

Click the WAWF icon

3 Select “Create Document”

1. Select the Cage Code from the Drop Down.

2. Add Contract Number.

(Note: Template feature must be selected from this page. A Template will allow a copy of a previously submitted Document to be used to create a new document for the same Contract Number and Document type. Template can be useful for service contracts with the same recurring charges over multiple periods of time. For more on the Template feature see the Template User Guide.)

If the Pay Office DoDAAC does not automatically populate it must be added manually to continue.

Select the Invoice as 2 in 1 (Service Only) this can be used for goods or services unless the Contract is Administered by a DCMA Admin Office OR a GFEBS pay station then the document can only be for services.

On the Create New Document page the Currency Code must be selected for the Document. The Currency Code must match the Contract currency type.

If DoDAAC’s do not automatically populate, they must be added manually. Enter required fields marked with an “*” or those required by the contract in the WAWF Clause.

1. Admin DoDAAC*

2. Service Acceptor*

Select the “Next” Button

1. Enter the Invoice Number.

2. Verify the Invoice Date. (The Invoice date is calibrated to the WAWF Server and is on

Eastern Standard Time. Changing this date could result in an error of a Future Date.

Foreign Vendors can change the Invoice date to a past date for their RECORDS, but it will not affect the payment date of the invoice, for additional information on Department of Defense payment procedures please reference the Prompt Payment Act information at: http://fms.treas.gov/prompt/regulations.html) http://fms.treas.gov/prompt/regulations.html

The Addresses TAB shows the physical address information for the DoDAAC’s and Cage Code referenced on the Document.

The Discounts TAB is for a discount term to…