WBSCM Presentation Work Plans

Prepared by SRA International, Inc.
Confidential
30 Jan 08
WBSCM Presentation
January 30, 2008
3_PRES_2008.01.14_WBSCM_PMO_v1.0.ppt January 30, 2008 2 Prepared by SRA International, Inc. Confidential

Agenda
Purpose/Goals
Overview: Present and Future
International Supply Chain
Summary
Wrap up & Questions


Purpose/Goal
Provide overview of:
Existing environment
Web-based Supply Chain Management
(WBSCM) Objectives
WBSCM Solution
WBSCM Schedule


Agenda
Purpose/Goals
Summary
Wrap up & Questions

Planning/Ordering
PCIMS
DEBES
Bid Entry over
internet by vendors
EBES
Purchasing Bidding/Distributing
ECOS
COS incorporates
FARES, EBES,
FBES, DBES in And
other enhancements
Financial System
ED3
Financial Data
view to payees
over internet
Present: Processed Commodity Inventory Management System (PCIMS)
Records and monitors
entitlement data
Distributes surveys of
available commodities
Processes commodity
orders
Creates bid invitations,
receives and analyzes
bids
Process invoices.
payments and claims
Processing and purchase
data transmitted
electronically to Financial
System
Manages financial
activities and reports

Release 1 Expanded Capabilities Release 2 New Capabilities

1 Basic Warehouse Mgt, No WMS required
2 ERP based capabilities, No TMS required
3 Capabilities required to Integrate with USDA back office financial systems
4 Event Management Capabilities limited to pre-defined exceptions or alerts.
S
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Fulfillment Procurement
Financial Management
Inventory
Planning
Supply
Planning
Demand Planning
Supply Chain Planning
Supply Chain Event Management
4

Supplier
Collaboration
Customer
Collaboration
Transportation
Planning
Transportation
Management
2

Accounts
Receivable
3

Control
Fulfillment
Planning
Inventory
Accounting
3
Simulate
Measure
Strategic
Sourcing
Monitor
Bidding and
Evaluation
Accounts
Payable
3

Notify
Sourcing
Purchasing
Process and
Packaging
Conversion
Contracting
Inventory
Management
Order
Management
Warehouse
Management
1

Future: WBSCM Functionality/Capability Landscape
Release 1 New Capabilities
Funds Control &
Accounting
3


WBSCM Objectives
Develop a Commercial Off The Shelf (COTS) application to:
Improve procurement practices and technologies to increase
efficiencies

Decrease administrative costs associated with procurement and
contract management, and technology

Enable USDA to become more efficient at meeting customer
needs.

Improve order cycle times, financial processing, and customer
relationship management to reduce costs

Leverage advanced planning and collaboration tools to enable
USDA to match supply and demand more effectively and
efficiently

WBSCM Release 1 Timeline
Design Phase: Sep 2007 Feb 2008
Design Scenarios
Baseline Configuration
Custom Development Functional Design
Prototyping
Build Phase: Mar 2008 Jun 2008
Final Configuration
RICEFW Technical Design
RICEFW Development
Unit Tests
Test Phase: Jul 2008 Oct 2008
Integration Tests (Cycle 1-3)
Mock Conversions
User Acceptance Test
Dev. Training Materials
Deploy Phase: Nov 2008 Dec 2008
Final Preparation
End User Training
Cutover
Go-Live
Go Live: First Quarter 2009

Note: This is the
current timeline
and is subject to
change.

Agenda
Purpose/Goals
Summary
Wrap up & Questions

New Approved On
Invitation
Purchased Shipped At Port On Vessel Received
Status = New
Commodity order being
created by the PVO/WFP
Route order to program
agency for approval
Status = Approved
Program agency receives
order
Can approve/ modify/
cancel
Status = On Invitation
Order routed to FSA
If approved, commodity
and freight order are put
on invitation
Status = Purchased
Commodity/Freight bids
evaluated
Order purchased once an
award is given
Status = Shipped
Commodity vendor ships
product
Status = At Port
Commodity arrives at
domestic port or
intermodal plant/bridge
Status = On Vessel
Ocean BOL received for
commodity
Status = Received
Commodity arrives at
the discharge port

Sales Order (Commodity Request)
Sales Order (CR) Create
Commodity order entered by PVO/FF
Freight requirement created automatically
Sales Order Status = New
New Approved On
Invitation

Sales Order (CR) Approval
Sales Order (CR)
Order routed through program agency
Approved order sent to FSA for procurement
Order status is Approved
New Approved On
Invitation

Standard Order Summary Screen

Order Status Reporting
Capability to limit report results based on audience. E.g.
Children International will only see their orders vs. program
agency viewing all of their program orders.

Invitation for Bid
IFB
Commodity / Freight IFB review and approval
Commodity IFB published
Freight IFB published
Order status updated to On Invitation
Vendors will make offers for the IFBs
New Approved On
Invitation

Freight Bid Screen

Purchase Order
Purchase Orders
Commodity order created based on award
Freight order created based on award (FAS/AID)
VLO and discharge survey PO released
Order status updated to Purchased
New Approved On
Invitation
Purchased
Shipped At Port On Vessel Received

Standard Vendor Self-Service

Standard Freight Purchase Order (Award)

Freight Purchase Order Output

KC366 Shipment
KC 366 Shipment Notification
Left side of KC366 filled out by commodity
vendor for each commodity PO
Rail car tracking process started
Order status updated to Shipped.
Send email notification to the Freight
Forwarder
New Approved On
Invitation

KC366 Shipment Form

KC 366 Receipt
KC 366 Receipt Notification
Right side of KC366 filled out by Freight
Forwarder to indicate receipt of commodity
Order status updated to At Port
New Approved On
Invitation

KC366 Receipt Form

Commodity Invoice
Commodity Invoice
Invoice entered by commodity vendor which will be
matched with the Goods Receipt from KC366
New Approved On
Invitation

Vessel Loading Observation
Vessel Loading Observation
VLO document electronically uploaded by SGS
New Approved On
Invitation

Ocean Bill of Lading
Ocean Bill of Lading
OBL entered online by freight forwarder
Goods receipt done for relevant freight PO
Order status updated to On Vessel
New Approved On
Invitation

Standard Ocean Bill of Lading

VLO Invoice
VLO Invoice
VLO invoice created when Vessel is loaded
with attached certificates

New Approved On
Invitation

Freight Invoice
Freight Invoice (FAS)
Freight invoice created
Attached required document
New Approved On
Invitation

Standard Freight Invoice

Freight Purchase Order Document Flow

Discharge Survey
Discharge Invoice/ Survey
Invoice will be created for USDA purchase orders
by Surveyor with the attached documents
Survey document will be attached by Freight
Forwarders for PVO contracts
Order status updated to Received
New Approved On
Invitation

Agenda
Purpose/Goals
Summary
Wrap up & Questions

WBSCM Summary - Fulfillment
For PVO / FF
Standard Web-based order entry system
Real time order and shipment status
Upload shipment documents online

For USAID/FAS
Less order entry errors
One system for order entry and procurement
Track orders from source to destination


WBSCM Summary - Procurement
Bidding and Evaluation
Web-based Freight Offers with Freight Tenders attached
Commodity and Freight Bid Invitations will be interfaced to the
Linear program to determine the lowest landed cost
Ocean Freight Differential

Contracting and Purchasing
Purchase orders (Awards) issued for Commodity and Freight (FAS)
Electronic workflow for Approvals and reviews

Reporting capabilities throughout the Procurement cycle
Bid Invitations/Offers for SSL
Contract / PO Awards available on Vendor Self Service
Document Flow for upstream and downstream activities


WBSCM Summary - Finance
For Proprietary & Fund Accounting
Integration with supply chain events for real-time fund checking
Real-time reporting on budget status, spending levels and balance
Interfacing with department-wide accounting system

For Inventory Accounting
Automatic valuation of inventory
Integrated inventory accounting with procurement & fulfillment

For Accounts Payable
Automated invoice matching, approval, release, of payments for
commodity, freight, storage, and other services

For Accounts Receivable
Automated creation of receivables (including for damage/loss
events) and linking the receivable with applicable orders and/or
delivery/shipping notices


WBSCM Summary - Planning
For Demand Planning and Customer Collaboration
Demand information sharing with customers (PVOs, WFP)
Use of statistical forecasting methods based on historical demand
Creation of single demand plan across agencies and programs

For Supply Planning and Supplier Collaboration
Consideration of supplier capacities in purchase plan development
Use of supply/demand matching methods to create purchase plan

For Inventory Planning
Inventory auto-replenishment driven by scientific safety stock and
re-order point methodologies

Agenda
Purpose/Goals
WBSCM Benefits
Wrap up & Questions

WBSCM Presentation Work Plans

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Prepared by SRA International, Inc.

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