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Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
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
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
Acquisition Strategy Acquisition Strategy WorkflowWorkflow
ARA/AM CAOs PM Initial Reviewers
PEO SAE/CAE Final Reviewers
ASD(A) DAE AIR OPR
Version 1.1 UNCLASSIFIED 5
1. 1. Create Create
PackagePackage
1. 1. Create Create
PackagePackage
2. 2. Assign Assign
ReviewersReviewers
2. 2. Assign Assign
ReviewersReviewers
*5. *5. CommentComment
*5. *5. CommentComment
7. 7. Comment Comment
& Sign& Sign
7. 7. Comment Comment
& Sign& Sign
8. 8. Comment Comment
& Sign& Sign
8. 8. Comment Comment
& Sign& Sign
*9.*9. CommentComment
*9.*9. CommentComment
*10. *10. CommentComment
*10. *10. 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
11. 11. Comment Comment
& Sign& Sign
11. 11. Comment Comment
& Sign& Sign
Alternate Workflow if coordination yields no issues* Time certain expiration
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
COMMON ACTIONS
Version 1.1 UNCLASSIFIED 6
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsLogging InLogging In
ECT Address: https://af-aqweb.deps.mil/sites/osdebiz
Version 1.1 UNCLASSIFIED 7
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
Version 1.1 UNCLASSIFIED 8
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
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
UUV
Adding Comments
Version 1.1 UNCLASSIFIED 9
Actions available to role
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
UUV
Adding Comments
Version 1.1 UNCLASSIFIED 10
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.
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
UUV
Adding Comments
Version 1.1 UNCLASSIFIED 11
Required Fields
Not Required, Must be a Number
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
12UNCLASSIFIEDVersion 1.1
UUV
Adding Comments
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
Digitally Sign a Digitally Sign a DocumentDocument
Provides:•User Authentication•Data Integrity•Non-repudiation
Version 1.1 UNCLASSIFIED 13
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
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
UVVUUV
Digitally Sign a Digitally Sign a DocumentDocument
Version 1.1 UNCLASSIFIED 14
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
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
Digitally Sign a Digitally Sign a DocumentDocument
Version 1.1 UNCLASSIFIED 15
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
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
ACTIONS BY ROLE
Version 1.1 UNCLASSIFIED 16
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsARA/AM Coordinator
Version 1.1 UNCLASSIFIED 17
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
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
1. From timeline, determine if document has been adequately staffed1A
ARA/AM Coordinator
Version 1.1 UNCLASSIFIED 18
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
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
Version 1.1
2B
UNCLASSIFIED
Action Officers
19
1
1. Select To-Do item from the ECT Dashboard
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
Version 1.1 UNCLASSIFIED 20
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
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Manager
Version 1.1 UNCLASSIFIED 21
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
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Manager
Version 1.1 UNCLASSIFIED 22
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
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
2-Coordination Document
3-Supporting Documents
1-Final Document
2-Coordination Document
3-Supporting Documents
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
3-Coordination Document
4-Supporting Documents
1-Final Document
2-Requires Rework
3-Coordination Document
4-Supporting Documents
Upload Reworked Final Document
Process and uploads continue looping until no rework is requested
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
2. Select documents to upload2
Program Manager
Version 1.1 UNCLASSIFIED 23
11. Select To-Do item from the ECT Dashboard
Upload Documents for ReviewUpload Documents for Review
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Manager
Version 1.1 UNCLASSIFIED 24
Set Timebox and PEOSet Timebox and PEO
2. Set Business Days for Coordination, andname the PEO
2
1. Select Timebox button
1
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Manager
Version 1.1 UNCLASSIFIED 25
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.
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Manager
Version 1.1 UNCLASSIFIED 26
Provide Decisions on CommentsProvide Decisions on Comments
2. Review comments
1. Select task from To-Do Items
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Manager
Version 1.1 UNCLASSIFIED 27
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.
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
3. Upload the Final Coordination Document for Signature3
UUV
Program Manager
Version 1.1 UNCLASSIFIED 28
Upload Final DocumentUpload Final Document
1. Select the Upload Final Document button
1
22. Confirm the upload
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Manager
Version 1.1 UNCLASSIFIED 29
Submit For SignatureSubmit For Signature
5
5. Confirm Release to PEO
4. Select the Submit For Signature button4
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Manager
Version 1.1 UNCLASSIFIED 30
Upload Reworked DocumentUpload Reworked Document
3. View comments
2. The banner states who requested rework
1. Select To-Do item from the ECT Dashboard
1
4. Upload the Re-worked Final Document
4
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
UUV
5. Verify Final Document Upload
5
Program Manager
Version 1.1 UNCLASSIFIED 31
Re-Submit for SignatureRe-Submit for Signature
6. Re-Submit for Signature
6
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
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
Version 1.1 UNCLASSIFIED 33
1
1. Select To-Do item from the ECT Dashboard
Review Documents, Submit Comments to PMReview Documents, Submit Comments to PM
2. Review Document, Add Comments, and Submit Comments
33. Confirm
2B 2C2A
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
Version 1.1 UNCLASSIFIED 34
Initial Reviewer
Initial Reviewer’sFull Screen
•Action buttons
•My Draft Comments
•Other Comments From My Office
•Other Office Comments
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
2. Review documents, and Add Comments
Program Executive Officer
Version 1.1 UNCLASSIFIED 35
1
1. Select To-Do item from the ECT Dashboard
Review Document & Enter CommentsReview Document & Enter Comments
2B
2A
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsProgram Executive Officer
Version 1.1 UNCLASSIFIED 36
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
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
Version 1.1 UNCLASSIFIED 37
Program Executive Officer
PEO’s Full Screen
•Action buttons
•My Comments
•Comments from other PEO Staff
•Other Reviewer Comments
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
COORDINATION TIMELINE
Version 1.1 UNCLASSIFIED 38
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and LogisticsCoordination Timeline
Version 1.1 UNCLASSIFIED 39
Click the program name to open the Coordination Timeline
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
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
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
Version 1.1 UNCLASSIFIED 41
Coordination Timeline - 2
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
Version 1.1 UNCLASSIFIED 42
Coordination Timeline - 3
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
Version 1.1 UNCLASSIFIED 43
Coordination Timeline - 4
Electronic Coordination ToolOffice of the Under Secretary of Defense Acquisition, Technology, and Logistics
44
Coordination Timeline - 5
-- 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
Version 1.1 UNCLASSIFIED 45