electronic coordination tool office of the under secretary of defense acquisition, technology, and...

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics


End User Training End User Training MaterialsMaterials

Acquisition Strategy WorkflowAcquisition Strategy Workflow

Acquisition Resources and Analysis (ARA) Version 1.1, 07/07/2014

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsAgendaAgenda

Version 1.1 UNCLASSIFIED 2

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsPurposePurpose

Background: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: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 3Version 1.1

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsRoles & ResponsibilitiesRoles & Responsibilities

Version 1.1 UNCLASSIFIED 4* Role assigned by ECT Site Administrator


Acquisition Strategy Acquisition Strategy WorkflowWorkflow

ARA/AM CAOs PM Initial Reviewers

PEO SAE/CAE Final Reviewers

ASD(A) DAE AIR OPR


1. 1. Create Create

PackagePackage

1. 1. Create Create

PackagePackage

2. 2. Assign Assign

ReviewersReviewers

2. 2. Assign Assign

ReviewersReviewers

*5. *5. CommentComment


7. 7. Comment Comment

& Sign& Sign


& Sign& Sign


& Sign& Sign


& Sign& Sign

*9.*9. CommentComment

*9.*9. CommentComment



3. 3. Release Release to PMto PM

3. 3. Release Release to PMto PM

4. 4. Upload Upload

and and InitiateInitiate

4. 4. Upload Upload

and and InitiateInitiate

6. 6. Review Review

and and UpdateUpdate

6. 6. Review Review

and and UpdateUpdate

12.12.Upload Upload to AIRto AIR

12.12.Upload Upload to AIRto AIR


& Sign& Sign


& Sign& Sign

Alternate Workflow if coordination yields no issues* Time certain expiration


COMMON ACTIONS


Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsLogging InLogging 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

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsECT Dashboard


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 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.

Programs Currently Under Coordination•Status of each coordination•Step into a coordination to view the timeline for each step in the workflow

Programs Currently Under Coordination•Status of each coordination•Step into a coordination to view the timeline for each step in the workflow

My Released Comments•A list of comments you have submitted for active coordinations•The PM’s decision on those comments

My Released Comments•A list of comments you have submitted for active coordinations•The PM’s decision on those comments

Other ECT Actions•List changes depending on role/access•Create new packages•View statistics across multiple coordinations

Other ECT Actions•List changes depending on role/access•Create new packages•View statistics across multiple coordinations


UUV

Adding Comments


Actions available to role


UUV

Adding Comments


NOTE: Users may review the documents on-screen or print a hardcopy. 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.NOTE: Users are only reviewing, not editing, the source version of the documents.


UUV

Adding Comments


Required Fields

Not Required, Must be a Number


12UNCLASSIFIEDVersion 1.1

UUV

Adding Comments


Digitally Sign a Digitally Sign a DocumentDocument

Provides:•User Authentication•Data Integrity•Non-repudiation


Digital Signature: An automated function replacing a handwritten signature with a system generated signature statement.

Program Managers must insert the digital signature blocks in the document prior to submitting for signature.

Signers:•Program Manager•PEO•SAE/CAE•DAE


UVVUUV




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.

2



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.

1

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.

3


ACTIONS BY ROLE


Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsARA/AM Coordinator


1

1. From the ECT Dashboard

Create a New ECT PackageCreate a New ECT Package 22. Within the pop-up window

New Package Specifications:•Program Name•Program Manager•Originating Component•Package Type


1. From timeline, determine if document has been adequately staffed1A

ARA/AM Coordinator


2

2. Select To-Do item from the ECT Dashboard

Release Package to PMRelease Package to PM

3. Release to PM

34

4. Confirm the action

1B


Version 1.1

2B

UNCLASSIFIED

Action Officers

19

1


Assign ReviewersAssign Reviewers

2. Add Reviewers from Address Book

2A

3

3. Confirm the actionAddress

Book icon

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Manager


1. System reminder prior to Initial Review

1

Prepare Documents for Coordination (Line Numbers)Prepare Documents for Coordination (Line Numbers)

2B

2. Insert line numbers to full document or selected text in MS Word.

2A

2C



Prepare Documents for Coordination (Digital Signatures)Prepare Documents for Coordination (Digital Signatures)

1. System reminder prior to submitting for PEO signature

1

2. Insert Signature Lines in MS Word2A

2B

2D2C



Standard Document Uploads and UpdatesStandard Document Uploads and Updates

Initial

Prepare documents for upload

(Including line #s and signature blocks)

Initial

Prepare documents for upload

(Including line #s and signature blocks)

1

1-Coordination Document

2-Supporting Documents



Initial upload of all documents

Initial Reviewers enter comments.

PM provides decisions on Initial Review comments.

Initial Reviewers enter comments.

PM provides decisions on Initial Review comments.

Final

Update based on initial comments.

Prepare Final Document (including the PM’s signature)

Final

Update based on initial comments.

Prepare Final Document (including the PM’s signature)

2

1-Final Document



1-Final Document



Upload Final Document

Reviewers enter comments

PEO, SAE, and DAE sign, or request rework

Reviewers enter comments

PEO, SAE, and DAE sign, or request rework

Rework the Final

Update based on final comments.

PM re-signs

Rework the Final

Update based on final comments.

PM re-signs

3

1-Final Document

2-Requires Rework



1-Final Document

2-Requires Rework



Upload Reworked Final Document

Process and uploads continue looping until no rework is requested


2. Select documents to upload2

Program Manager



Upload Documents for ReviewUpload Documents for Review



Set Timebox and PEOSet Timebox and PEO

2. Set Business Days for Coordination, andname the PEO

2

1. Select Timebox button

1



Release Package for Initial ReviewRelease Package for Initial Review

2. Confirm Release for Review

2

1. Select the Release Package for Review button

1

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.



Provide Decisions on CommentsProvide Decisions on Comments

2. Review comments

1. Select task from To-Do Items



Provide Decisions on CommentsProvide Decisions on Comments

3. Enter Decisions

3

4. Continue entering decisions for all comments4

Reviewer’s Comment

PM’s DecisionNOTE: As comments are received, the PM

will be updating his local source version of the document, preparing the document for final upload into ECT.


3. Upload the Final Coordination Document for Signature3

UUV

Program Manager


Upload Final DocumentUpload Final Document

1. Select the Upload Final Document button

1

22. Confirm the upload



Submit For SignatureSubmit For Signature

5

5. Confirm Release to PEO

4. Select the Submit For Signature button4



Upload Reworked DocumentUpload Reworked Document

3. View comments

2. The banner states who requested rework


1

4. Upload the Re-worked Final Document

4


UUV

5. Verify Final Document Upload

5

Program Manager


Re-Submit for SignatureRe-Submit for Signature

6. Re-Submit for Signature

6


UNCLASSIFIED 32Version 1.1

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

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsInitial Reviewers


1


Review Documents, Submit Comments to PMReview Documents, Submit Comments to PM

2. Review Document, Add Comments, and Submit Comments

33. Confirm

2B 2C2A



Initial Reviewer

Initial Reviewer’sFull Screen

•Action buttons

•My Draft Comments

•Other Comments From My Office

•Other Office Comments


2. Review documents, and Add Comments

Program Executive Officer


1


Review Document & Enter CommentsReview Document & Enter Comments

2B

2A

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Executive Officer


Return to PM, or Sign Document & Submit SignatureReturn to PM, or Sign Document & Submit Signature

3. Select the Return to PM for Rework button

3

4. Sign, Submit Signature

5A 5B

44. Confirm Rework

6. Confirm Signature6



Program Executive Officer

PEO’s Full Screen

•Action buttons

•My Comments

•Comments from other PEO Staff

•Other Reviewer Comments


COORDINATION TIMELINE


Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsCoordination Timeline


Click the program name to open the Coordination Timeline


Version 1.1 UNCLASSIFIED

Coordination Timeline - 1

Legend for Performance Measure Status

Indicator if the metric target was achieved or not

Metric Results

Metric Targets

40

Drilldown information available


44


-- End of Coordination Timeline -- Version 1.1 UNCLASSIFIED

Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsSupportSupport

• 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– [email protected]

– 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


electronic coordination tool office of the under secretary of defense acquisition, technology, and...

Documents

coordination timeline

updated documents

comments program manager

informational review

daeapproved document

logistics agendaagenda

time certain expiration

1unclassified2 slide