Resources - ITCC. Each selection under ITCC brings up the document for the item.

Transcription

1 Resources - ITCC Each selection under ITCC brings up the document for the item.

2 Resources - NETCENTS The first selection under NETCENTS takes you to the Air Force NetCents website where you can find additional information about the NetCents contracts. Other documents under NETCENTS are available for downloading.

3 Resources - Cellular The first selection under Cellular takes you to the Air Force Portal website where you can find information about the Cellular Services and Devices. The next item takes you directly to that portion of the web site that explains how to obtain a Cellular Quote.

4 Resources IT References Selecting Contracts takes you to the list of all the ITCC-specific contracts. Links are provided for each that provide additional information. Selecting Hardware takes you to the Air Force Portal site for the ITCC.

5 Resources Vendor Selecting Vendor Guide or Virtual Small Business Center enables you to download the information.

6 Help Everyone is able to access the Help link as shown above, regardless of whether or not you have an account. Here you will find the AFWay User Manual, a link for Firefox certificate help, the InstallRoot 4.0 User Guide, a list of individuals to Contact for help (Contact Us), Frequently Asked Questions (FAQ) and current News articles relating to AFWay or one of its contracts.

7 AFWay Questions? Please any questions to:

8 AFWay Vendor-Specific BECO-Specific EC-Specific CO-Specific

9 Vendor Documents A Vendor s Manual is available for you to refer to that describes how to use AFWay. You may download it or view it. From the Navigation Bar, select My Roles, Vendor, and two options appear for you to select: Vendor Documents and Vendor Manual. Vendor Documents displays a list of documents that are pertinent to AFWay, your contract, or other information for your use.

10 DoD External Certificate Authority (ECA) All AFWay vendors will be required to have either a DoD issued Common Access Card (CAC), or a Medium Assurance Smart Card (or USB Token) available through one of the DoD External Certificate Authority (ECA) approved vendors Vendors are encouraged to review the information provided at the DoD ECA Website at A Smart Card reader and Authentication software or a USB Token and Authentication software are required Browser-based certificates are not permitted The ECA website provides the links to the approved DoD ECA vendors NOTE: All new vendor registrants will be required to provide their CAGE code You can obtain a CAGE code by registering at the System for Award Management (SAM) located at

11 User Profile From the Navigation Bar at the top, hover your mouse over My Account and a drop down list appears. Selecting User Profile brings up the following screen:

12 User Profile Vendor ABC From here, you will be able to view your Orders and RFQs, along with the statuses of each. By clicking on either Tracking ID, Order ID, or Contract Number, you will be taken to another screen that contains the details of the order/rfq.

13 RFQ Details Selecting an RFQ brings up this screen. Here you can review the contents of the RFQ, and respond to the customer. The AFWay screen is too large to fit on this screen, so it is continued on the next slide.

14 RFQ Details (Cont d) This is where you will add a product for including in your response to the RFQ.

15 Product Added Once the product is added, it is reflected in the left hand column as shown above.

16 Adding Support Documents to Response Documents may be uploaded in support of your response to the RFQ. Once you have uploaded your documents (if any) you are ready to submit your solution to the customer for their consideration.

17 Vendor Decline to Bid Should you decide not to bid on the RFQ, you select Decline to Submit from the Vendor Response area of the RFQ.

18 Acceptance of Your Offer If the customer accepts your bid, you will be notified by , and the status on your User Profile page is updated to reflect the RFQ has now been changed to an order, and the Order Status reflects SUBMITTED TO VENDOR.

19 Responding to Order Clicking on the Order No. brings up this screen where you can review the order, and change the Order Status to ACCEPTED BY VENDOR. You can also updated the Vendor Order Number field (behind the dropdown in this screenshot).

20 Responding to Order After clicking Update Order Status a popup message appears confirming the action.

21 Product Ready for Shipment When product is shipped, you will need to return to your User Profile, and select the Order you wish to update with the Shipping Information: An order may contain multiple products. Select the product that has been shipped.

22 Product Ready for Shipment After selecting the product for shipment, the screen displays details about the product selected. Update the Order Status to PRODUCTS SHIPPED. Provide the Vendor Order Number, and click Update Order Status. By selecting View Configuration, additional information is displayed about the product and additions made by the customer, if options are available.

23 Shipping Information AFWay assigns a shipping number to the Ship To address identified by the originating customer. Selecting this number brings up the Ship To address.

24 Shipping Information Additional shipping information is required for input into the AFWay system by the vendor: Tracking Number, Shipping Company, and Ship Date Once the vendor selects the proper Shipping Status and clicks the "Update Shipping Status" button, the system confirms the action with a popup message

25 Updating Shipping Status Your Order Status is updated to PRODUCTS SHIPPED status on your User Profile.

26 Funding Information Funding may be in the form of a Credit Card, or a Form 9, depending on the type of order the customer is placing. JOE USER joe.user@us.af.mil In this example, the customer has indicated that payment will be made upon delivery. Information on the left hand provides instructions to the Vendor.

27 1. Order Search Navigate to Order Search page. 2. Fill in as much information as you have regarding your order and click Search 3. Results are displayed below your search criteria. Clicking on Tracking ID or Order ID brings up the detail view.

28 END VENDOR TRAINING

29 Assigning Yourself the BECO Role From the Navigation Bar, select My Roles and then View/Edit Role Authority. NOTE: Before a person can be assigned to the BECO role, they must 1) be a registered AFWay user, 2) be assigned the role of BECO in the Information Technology Asset Management (ITAM) system, and 3) have a valid user Reference ID in ITAM (AIM).

30 Select Base Equipment Control Officer Role From here, you may view your current roles, and Add a Role. Select Base Equipment Control Officer. A pop-up message appears for you to enter the AIM User Ref ID. Click Submit.

31 Confirmation Message - Adding BECO Role After you click Submit, a pop-up message appears for confirmation. Click OK. A pop-up message confirms the addition of the Role to your account. Successfully added joe.user@gunter.af.mil to the Base Equipment Custodian (BECO) Role

32 Adding a Ship-To Address Once you are assigned the BECO Role, you will need to create a ShipTo address. The Shipto address information you enter will display on every order processed with your ECAN. Normally, this is the address when you process all incoming IT equipment. From the Navigation Bar, select My Roles, then Base Equipment Control Officer, and then Admin Shipto Address. Here, you will be able to enter the default Shipto Address, or update an existing one. NOTE: There can only be one default Shipto Address.

33 Adding a Ship-To Address Select Add new Shipto address. Provide the information identified and click Add Shipto. A pop-up message appears confirming the addition of the Shipto address.

34 Deleting the Shipto Address Once a default ShipTo address has been added, all orders that fall under the Approval Process for your DRA will go to that address. Notice the warning statement at the top: If the Ship To Address is deleted, the users under your ECAN may not be able to place their orders. In addition, APO addresses cannot be used as Ship To Addresses. To Delete the current ShipTo Address click Delete Shipto.

35 Deleting the Shipto Address After you click Delete Shipto a popup message appears that provides a warning, with the option of either continuing the deletion, or to Cancel. Click OK Popup message appears confirming success of deletion.

36 Updating the Shipto Address If you need to update the Shipto Address, select it here and then update the fields as desired. Click Update Shipto. A popup message confirms successful update.

37 BECO Approval Process To view user roles under your DRA, from the Navigation Bar select My Roles, Base Equipment Control Officer and then BECO Approval Process. Select the desired user role from the list to assign a user the role. NOTE: the individual assigned must have a valid address within AFWay. You may either select an existing user, or enter in the address of a different user.

38 BECO Approval Process As users are assigned to the roles, the Primary for that role will always be at the top of the list. If you choose to make a different user Primary, select the user, and click Make Primary. The user list is reordered with the Primary user listed first. A popup message appears confirmation update of the user to Primary.

39 BECO Roles Per Account To view a user s role from those assigned in your DRA, click My Roles, Base Equipment Control Officer and then Roles Per Account. A list of users is displayed. To view a user s roles, select the Account Number (ECAN). The next screen displays the roles assigned to the users from your DRA, and account number (ECAN) you selected. For example, user William Burrell has the role of Equipment Custodian.

40 BECO Roles Per Account From the Navigation Bar, select My Roles,, Base Equipment Control Officer, then View/Edit BECO Options. The next screen allows you to either have purchases within your DRA shipped to you, or not, and if you desire to be part of the workflow. After making your Yes or No selections click Submit. If you change your mind and you are still on the same screen, select Reset and your original selections appear. Otherwise, click Submit and a popup appears acknowledging action.

41 User Profile From the Navigation Bar at the top, hover your mouse over My Account and a drop down list appears. Selecting User Profile brings up the following screen:

42 User Profile From here, you will be able to view your Orders and RFQs, along with the statuses of each.

43 User Profile Orders/RFQs Pending Approval Notice the top half of the screen contains Order information, and the bottom half contains RFQ information. Notice the tabs Orders Pending My Approval and RFQs Pending Approval Process. From here, you will be able to view Orders and RFQs, that are waiting for your approval. By clicking on either Tracking ID, Order ID, or RFQ ID, you will be taken to another screen that contains the details of the order/rfq.

44 User Profile Order Pending Approval Selecting an Order # under the tab Orders Pending My Approval, displays details of the order. Here, you may view the details of the order by selecting: 1. View Originating RFQ 2. View Order Attachments 3. There may be multiple Orders contained under the same Tracking Number. At the bottom of the screen, Approval Submission you may approve or disapprove the order.

45 Viewing Product Details from An Order Select an Order Select a Product Click Here for more Info

46 Approving an Order Once you have completed your review of the order, select Approve or Disapprove. Click Submit

47 User Profile Orders Pending My Approval Once the order has been approved or disapproved from your profile, it is no longer visible. The order is then routed to the next individual who is in the Approval Process.

48 User Profile Disapproved Orders If you Disapprove an Order, it is removed from your User Profile, but the original order submitted by the customer is saved in their WishLists and renamed to DISAPPROVED ORDER #XXXXXX. NOTE: The Number provided is the Tracking ID. If multiple orders are included in one Tracking ID, all orders are Disapproved.

49 User Profile RFQs Pending My Approval From your User Profile page, select any RFQ ID # from the tab RFQs Pending My Approval.

50 User Profile RFQs Pending My Approval This is one screen in the system, but broken out here for readability. As a BECO you may add or remove vendors from the list. From here, you can update the desired Delivery Date, and view any attachments. Add comments as desired, select Approve and click Submit.

51 User Profile RFQs Disapproved Once approved, the RFQ is no longer visible from the tab RFQs Pending My Approval. Similar to Orders, if the RFQ is Disapproved, it is also removed from the tab, and the originating customer s user profile is updated to show the RFQ has been disapproved.

52 END BECO TRAINING

53 Assigning Yourself the EC Role From the Navigation Bar, select My Roles and then View/Edit Role Authority. NOTE: Before a person can be assigned to the EC role, they must 1) be a registered AFWay user, 2) be assigned the role of EC in the Information Technology Asset Management (ITAM) system, and 3) have a valid user Reference ID in ITAM (AIM).

54 Select Equipment Custodian Role From here, you may view your current roles, and Add a Role. Select Equipment Custodian. A pop-up message appears for you to enter the DRA, ECAN, and AIM User Ref ID. Click Submit.

55 Confirmation Message - Adding EC Role After you click Submit, a pop-up message appears for confirmation. Click OK. A pop-up message confirms the addition of the Role to your account. Successfully added joe.user@gunter.af.mil to the Equipment Custodian (EC) Role

56 Adding a Ship-To Address If no Shipto or Markfor address information is already associated with your ECAN you will need to enter that information. The Shipto Address information you enter will display on every order processed with your ECAN. Normally, this is the address where your BECO processes all incoming IT equipment. Equipment Custodian Provide the information identified and click Add Shipto. A pop-up message appears confirming the addition of the Shipto address.

57 Adding a Mark For Address Equipment Custodian The Mark For Address information you enter will display on every order processed with your ECAN. Every shipment will be marked with this information for identification and distribution purposes. Provide required information and click on the check mark. Equipment Custodian

58 Deleting the Shipto Address Once a default ShipTo address has been added, all orders that fall under the Approval Process for your DRA/ECAN will go to that address. Notice the warning statement at the top: If the Ship To Address is deleted, the users under your ECAN may not be able to place their orders. In addition, APO addresses cannot be used as Ship To Addresses. To Delete the current ShipTo Address click Delete Shipto.

59 Deleting the Shipto Address After you click Delete Shipto a popup message appears that provides a warning, with the option of either continuing the deletion, or to Cancel. Click OK Popup message appears confirming success of deletion.

60 Updating the Shipto Address If you need to update the Shipto Address, select it here and then update the fields as desired. Click Update Shipto. A popup message confirms successful update.

61 EC Approval Process To view user roles under your DRA, from the Navigation Bar select My Roles, Equipment Custodian and then EC Approval Process.

62 EC Approval Process Select the desired user role from the list to assign a user the role. NOTE: the individual assigned must have a valid address within AFWay. You may either select an existing user, or enter in the address of a different user. As users are assigned to the roles, the Primary for that role will always be at the top of the list. If you choose to make a different user Primary, select the user, and click Make Primary. The user list is reordered with the Primary user listed first. A popup message appears confirmation update of the user to Primary.

63 EC View/Edit EC Workgroup From the Navigation Bar, select My Roles, Equipment Custodian, and then View/Edit EC Workgroup. Equipment Custodian A list of users assigned to your DRA/ECAN is displayed. From here you may grant purchase permissions, or remove the permission. To select a user to change purchase permissions click the pencil icon. You will then be able to check or uncheck the Can Purchase box.

64 User Profile From the Navigation Bar at the top, hover your mouse over My Account and a drop down list appears. Selecting User Profile brings up the following screen:

65 User Profile From here, you will be able to view your Orders and RFQs, along with the statuses of each.

66 User Profile Orders/RFQs Pending Approval Notice the top half of the screen contains Order information, and the bottom half contains RFQ information. Notice the tabs Orders Pending My Approval and RFQs Pending Approval Process. From here, you will be able to view Orders and RFQs, that are waiting for your approval. By clicking on either Tracking ID, Order ID, or RFQ ID, you will be taken to another screen that contains the details of the order/rfq.

67 User Profile Order Pending Approval Selecting an Order # under the tab Orders Pending My Approval, displays details of the order. Here, you may view the details of the order by selecting: 1. View Originating RFQ 2. View Order Attachments 3. There may be multiple Orders contained under the same Tracking Number. At the bottom of the screen, Approval Submission you may approve or disapprove the order.

68 Viewing Product Details from An Order Select an Order Select a Product Click Here for more Info

69 Approving an Order Once you have completed your review of the order, select Approve or Disapprove. Click Submit

70 User Profile Orders Pending My Approval Once the order has been approved or disapproved from your profile, it is no longer visible. The order is then routed to the next individual who is in the Approval Process.

71 User Profile Disapproved Orders If you Disapprove an Order, it is removed from your User Profile, but the original order submitted by the customer is saved in their WishLists and renamed to DISAPPROVED ORDER #XXXXXX. NOTE: The Number provided is the Tracking ID. If multiple orders are included in one Tracking ID, all orders are Disapproved.

72 User Profile RFQs Pending My Approval From your User Profile page, select any RFQ ID # from the tab RFQs Pending My Approval.

73 User Profile RFQs Pending My Approval This is one screen in the system, but broken out here for readability. From here, you can view any attachments. Add comments as desired, select Approve and click Submit.

74 User Profile RFQs Disapproved Once approved, the RFQ is no longer visible from the tab RFQs Pending My Approval. Similar to Orders, if the RFQ is Disapproved, it is also removed from the tab, and the originating customer s user profile is updated to show the RFQ has been disapproved.

75 User Profile Orders/RFQs Pending Approval Notice the top half of the screen contains Order information, and the bottom half contains RFQ information. Notice the tabs Orders Pending My Approval and RFQs Pending Approval Process. From here, you will be able to view Orders and RFQs, that are waiting for your approval. By clicking on either Tracking ID, Order ID, or RFQ ID, you will be taken to another screen that contains the details of the order/rfq.

76 END EC TRAINING

77 User Profile Orders/RFQs Pending Approval Notice the top half of the screen contains Order information, and the bottom half contains RFQ information. Notice the tabs Orders Pending My Approval and RFQs Pending Approval Process. From here, you will be able to view Orders and RFQs, that are waiting for your approval. By clicking on either Tracking ID, Order ID, or RFQ ID, you will be taken to another screen that contains the details of the order/rfq.

78 User Profile Order Pending Approval Selecting an Order # under the tab Orders Pending My Approval, displays details of the order. Here, you may view the details of the order by selecting: 1. View Originating RFQ 2. View Order Attachments 3. There may be multiple Orders contained under the same Tracking Number. At the bottom of the screen, Approval Submission you may add attachments, comments, and approve or disapprove the order.

79 Viewing Product Details from An Order Select an Order Select a Product Click Here for more Info

80 Approving an Order Once you have completed your review of the order, select Approve or Disapprove. Click Submit for Payment.

81 Adding Payment Information After approving the order, information is needed for completing the Form 9. Provide the information and the attachments as requested, and click Submit this order. A popup message appears acknowledging the order has been submitted to the vendor.

82 User Profile Orders Pending My Approval Once the order has been approved or disapproved from your profile, it is no longer visible. Once payment information is added to the Form 9, the order is routed to the Vendor for fulfillment.

83 User Profile Orders Disapproved If you Disapprove an Order, it is removed from your User Profile, but the original order submitted by the customer is saved in their WishLists and renamed to DISAPPROVED ORDER #XXXXXX. NOTE: The Number provided is the Tracking ID. If multiple orders are included in one Tracking ID, all orders are Disapproved.

84 User Profile RFQs Pending My Approval From your User Profile page, select any RFQ ID # from the tab RFQs Pending My Approval.

85 User Profile RFQs Pending My Approval This is one screen in the system, but broken out here for readability. From here, you can update the desired Delivery Date, and view or upload any attachments. Add comments as desired, select Approve and click Submit.

86 User Profile RFQs Disapproved Once approved, the RFQ is no longer visible from the tab RFQs Pending My Approval. Similar to Orders, if the RFQ is Disapproved, it is also removed from the tab, and the originating customer s user profile is updated to show the RFQ has been disapproved.

87 END CO TRAINING