Electronic Coordination Tool Office of the Under Secretary

Electronic Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics End User Training Materials Acquisition Strategy Workflow Acquisition Resources and Analysis (ARA) Version 1. 1, 07/07/2014

Electronic Coordination Tool Agenda Office of the Under Secretary of Defense Acquisition, Technology, and Logistics 1. Purpose 2. Roles 3. Process 4. Common Actions 5. Actions by Role 6. Coordination Timeline Version 1. 1 UNCLASSIFIED 2

Electronic Coordination Tool Purpose Office of the Under Secretary of Defense Acquisition, Technology, and Logistics 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: • Time certain tracking of all documents • Real-time comment resolution and anonymity • Electronic centralization of comments • Automated document coordination • Parallel coordination Version 1. 1 UNCLASSIFIED 3

Electronic Coordination Tool Roles & Responsibilities Office of the Under Secretary of Defense Acquisition, Technology, and Logistics ARA/AM Coordinator* Coordination Action Officers* Program Manager Initial Reviewers • Functional champion • Facilitate initiation of new document coordinations • Identify and register users to take action on document coordinations • Upload original and updated documents for coordination, and set time certainty • Provide decisions on all comments • Perform coordination with internal organization • Provide comments electronically Program Executive Officer • Review previous comments and updated documents, provide comments • Sign the document for concurrence, or return it to the PM for rework Service/Component Acquisition Executive* • Review previous comments and updated documents, provide comments • Sign the document for concurrence, or return it to the PM for rework Final Reviewers* • Perform informational review • Provide comments/recommendations for ASD(A) staff and DAE ASD, Acquisition* • Perform informational review • Provide comments/recommendations for DAE Defense Acquisition Executive* AIR OPR* * Role assigned by ECT Site Administrator Version 1. 1 • Review submitted comments and updated documents • Sign the document for approval, or return it to the PM for rework • Upload the DAE-approved document to the Acquisition Information Repository UNCLASSIFIED 4

Electronic Coordination Tool Acquisition Strategy Workflow Office of the Under Secretary of Defense Acquisition, Technology, and Logistics ARA/AM CAOs PM 1. Create Package 2. Assign Reviewers 4. Upload and Initiate Initial Reviewers PEO SAE/CAE 7. Comment & Sign 8. Comment & Sign Final Reviewers ASD(A) *9. Comment DAE AIR OPR *10. Comment 11. Comment & Sign 12. Upload to AIR *5. Comment 3. Release to PM 6. Review and Update * Time certain expiration Version 1. 1 Alternate Workflow if coordination yields no issues UNCLASSIFIED 5

Electronic Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics COMMON ACTIONS Version 1. 1 UNCLASSIFIED 6

Electronic Coordination Tool Logging In Office of the Under Secretary of Defense Acquisition, Technology, and Logistics 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 Version 1. 1 UNCLASSIFIED 7

Electronic Coordination ECT Dashboard Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Other ECT Actions 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. Version 1. 1 My Released Comments • • A list of comments you have submitted for active coordinations The PM’s decision on those comments UNCLASSIFIED • List changes depending on role/access • Create new packages • View statistics across multiple coordinations Programs Currently Under Coordination • Status of each coordination • Step into a coordination to view the timeline for each step in the workflow 8

Electronic Comments Adding. Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics UUV Actions available to role Version 1. 1 UNCLASSIFIED 9

Electronic Comments Adding. Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics UUV 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. Version 1. 1 UNCLASSIFIED 10

Electronic Comments Adding. Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics UUV Required Fields Not Required, Must be a Number Version 1. 1 UNCLASSIFIED 11

Electronic Comments Adding. Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics UUV Version 1. 1 UNCLASSIFIED 12

Electronic Coordination Document Digitally Sign a Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Digital Signature: An automated function replacing a handwritten signature with a system generated signature statement. Signers: Provides: • User Authentication • Data Integrity • Non-repudiation • • Program Manager PEO SAE/CAE DAE Program Managers must insert the digital signature blocks in the document prior to submitting for signature. Version 1. 1 UNCLASSIFIED 13

Electronic Coordination Document Digitally Sign a Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics UVV UUV Version 1. 1 UNCLASSIFIED 14

Electronic Coordination Document Digitally Sign a Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics 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 2 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: Do. D CA…” then click the Change button. • In the “Select Certificate” window, select the EMAIL certificate, then click OK. 3 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. Version 1. 1 UNCLASSIFIED 15

Electronic Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics ACTIONS BY ROLE Version 1. 1 UNCLASSIFIED 16

Electronic Coordination Tool ARA/AM Coordinator Office of the Under Secretary of Defense Acquisition, Technology, and Logistics 2. Within the pop-up window Create a New ECT Package 2 1. From the ECT Dashboard 1 New Package Specifications: • Program Name • Program Manager • Originating Component • Package Type Version 1. 1 UNCLASSIFIED 17

Electronic Coordination Tool ARA/AM Coordinator Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Release Package to PM 1. From timeline, determine if document has been adequately staffed 1 A 2. Select To-Do item from the ECT Dashboard 2 1 B 3. Release to PM 4. Confirm the action 3 4 Version 1. 1 UNCLASSIFIED 18

Electronic Officers Action Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Assign Reviewers 1. Select To-Do item from the ECT Dashboard 1 2. Add Reviewers from Address Book 2 B 2 A Address Book icon Version 1. 1 UNCLASSIFIED 3. Confirm the action 3 19

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Prepare Documents for Coordination (Line Numbers) 1 1. System reminder prior to Initial Review 2. Insert line numbers to full document or selected text in MS Word. 2 A 2 C 2 B Version 1. 1 UNCLASSIFIED 20

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Prepare Documents for Coordination (Digital Signatures) 1 1. System reminder prior to submitting for PEO signature 2. Insert Signature Lines in MS Word 2 A 2 C 2 D 2 B Version 1. 1 UNCLASSIFIED 21

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics PM’s local workstation or shared drive Standard Document Uploads and Updates 1 Rework the Final Initial Update based on initial comments. (Including line #s and signature blocks) Update based on final comments. Prepare Final Document (including the PM’s signature) Prepare documents for upload PM re-signs Initial upload of all documents Electronic Coordination Tool 3 2 Upload Final Document Upload Reworked Final Document 1 -Coordination Document Initial Reviewers enter comments. 2 -Supporting Documents PM provides decisions on Initial Review comments. 1 -Final Document 2 -Coordination Document 3 -Supporting Documents Reviewers enter comments PEO, SAE, and DAE sign, or request rework 2 -Requires Rework 3 -Coordination Document 4 -Supporting Documents Process and uploads continue looping until no rework is requested Version 1. 1 UNCLASSIFIED 22

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Upload Documents for Review 1. Select To-Do item from the ECT Dashboard 1 2. Select documents to upload 2 Version 1. 1 UNCLASSIFIED 23

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Set Timebox and PEO 1. Select Timebox button 1 2 2. Set Business Days for Coordination, and name the PEO Version 1. 1 UNCLASSIFIED 24

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Release Package for Initial Review 1. Select the Release Package for Review button 1 2. Confirm Release for Review 2 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. Version 1. 1 UNCLASSIFIED 25

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Provide Decisions on Comments 1. Select task from To-Do Items 2. Review comments Version 1. 1 UNCLASSIFIED 26

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Provide Decisions on Comments 3 Reviewer’s Comment 3. Enter Decisions PM’s Decision NOTE: As comments are received, the PM will be updating his local source version of the document, preparing the document for final upload into ECT. 4. Continue entering decisions for all comments Version 1. 1 UNCLASSIFIED 4 27

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Upload Final Document 1. Select the Upload Final Document button 2. Confirm the upload 2 1 3. Upload the Final Coordination Document for Signature UUV Version 1. 1 UNCLASSIFIED 3 28

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Submit For Signature 4. Select the Submit For Signature button 4 5. Confirm Release to PEO 5 Version 1. 1 UNCLASSIFIED 29

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Upload Reworked Document 1. Select To-Do item from the ECT Dashboard 1 2. The banner states who requested rework 4 3. View comments 4. Upload the Re-worked Final Document Version 1. 1 UNCLASSIFIED 30

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Re-Submit for Signature 5. Verify Final Document Upload UUV 5 6. Re-Submit for Signature 6 Version 1. 1 UNCLASSIFIED 31

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics PM’s Full Screen (for Rework) • Action buttons • DAE Comments • ASD(A) Comments • Final Review Comments • SAE Comments • PEO Comments • Original Reviewer Comments Version 1. 1 UNCLASSIFIED 32

Electronic Coordination Tool Initial Reviewers Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Review Documents, Submit Comments to PM 1. Select To-Do item from the ECT Dashboard 1 2. Review Document, Add Comments, and Submit Comments 2 A 2 B 2 C 3 3. Confirm Version 1. 1 UNCLASSIFIED 33

Electronic Coordination Initial Reviewer Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Initial Reviewer’s Full Screen • Action buttons • My Draft Comments • Other Comments From My Office • Other Office Comments Version 1. 1 UNCLASSIFIED 34

Electronic Coordination Tool Program Executive Officer Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Review Document & Enter Comments 1. Select To-Do item from the ECT Dashboard 1 2. Review documents, and Add Comments 2 A 2 B Version 1. 1 UNCLASSIFIED 35

Electronic Coordination Tool Program Executive Officer Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Return to PM, or Sign Document & Submit Signature 3. Select the Return to PM for Rework button 4. Confirm Rework 4 3 4. Sign, Submit Signature 5 A Version 1. 1 5 B UNCLASSIFIED 6. Confirm Signature 6 36

Electronic Coordination Tool Program Executive Officer Office of the Under Secretary of Defense Acquisition, Technology, and Logistics PEO’s Full Screen • Action buttons • My Comments • Comments from other PEO Staff • Other Reviewer Comments Version 1. 1 UNCLASSIFIED 37

Electronic Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics COORDINATION TIMELINE Version 1. 1 UNCLASSIFIED 38

Electronic Coordination Tool Coordination Timeline Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Click the program name to open the Coordination Timeline Version 1. 1 UNCLASSIFIED 39

Electronic Coordination Tool Coordination Timeline - 1 Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Legend for Performance Measure Status Metric Targets Metric Results Indicator if the metric target was achieved or not Drilldown information available Version 1. 1 UNCLASSIFIED 40

Electronic Coordination Tool Coordination Timeline - 2 Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Version 1. 1 UNCLASSIFIED 41

Electronic Coordination Tool Coordination Timeline - 3 Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Version 1. 1 UNCLASSIFIED 42

Electronic Coordination Tool Coordination Timeline - 4 Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Version 1. 1 UNCLASSIFIED 43

Electronic Coordination Tool Coordination Timeline - 5 Office of the Under Secretary of Defense Acquisition, Technology, and Logistics -- End of Coordination Timeline -Version 1. 1 UNCLASSIFIED 44

Electronic Coordination Tool Support Office of the Under Secretary of Defense Acquisition, Technology, and Logistics • 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 – osd. pentagon. ousd-atl. list. ect@mail. mil – 571 -372 -6266 • POCs are listed here: https: //af-aqweb. deps. mil/sites/osdebiz/site. Pages/POCs. aspx • Training Materials and User Guides are listed here: https: //af-aqweb. deps. mil/sites/osdebiz/sitepages/User. Guides. aspx Version 1. 1 UNCLASSIFIED 45