Electronic Coordination Tool (ECT) Training Slides ...

Electronic Coordination Tool (ECT) Training Slides ...

Electronic Coordination Tool Office of the Under Secretary of Defense Acquisition, Technology, Technology, and 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 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 * Role assigned by ECT Site Administrator

Version 1.1 UNCLASSIFIED 4 Acquisition Electronic CoordinationStrategy Tool 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 *10. Comment

DAE AIR OPR 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 Logging In Tool 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 Tool ECT Dashboard Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Other Other ECT ECT Actions Actions My My ECT ECT To-Do To-Do Items Items All

All actions actions currently currently assigned assigned to to you you Includes Includes actions actions across across multiple multiple documents documents and and multiple multiple roles roles Sortable, Sortable, Searchable Searchable Receive Receive email email notification notification when when actions actions are are assigned assigned

Actions Actions disappear disappear once once completed. completed. Version 1.1 My My Released Released Comments Comments AA list list of of comments comments you you have have submitted submitted for for active active coordinations coordinations The The PMs PMs decision decision on on those

those comments comments UNCLASSIFIED List List changes changes depending depending on on role/access role/access Create Create new new packages packages View View statistics statistics across across multiple multiple coordinations coordinations Programs Programs Currently Currently Under Under

Coordination Coordination Status Status of of each each coordination coordination Step Step into into aa coordination coordination to to view view the the timeline for each step in the timeline for each step in the workflow workflow 8 Electronic Coordination Tool Adding

Comments Office of the Under Secretary of Defense Acquisition, Technology, and Logistics UUV Actions available to role Version 1.1 UNCLASSIFIED 9 Electronic Coordination Tool Adding Comments 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 Coordination Tool Adding Comments 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 Coordination Tool Adding Comments

Office of the Under Secretary of Defense Acquisition, Technology, and Logistics UUV Version 1.1 UNCLASSIFIED 12 Digitally Sign a Electronic Coordination Tool Document 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 Digitally Sign a Electronic Coordination Tool Document Office of the Under Secretary of Defense Acquisition, Technology, and Logistics UVV UUV

Version 1.1 UNCLASSIFIED 14 Digitally Sign a Electronic Coordination Tool Document 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: DoD 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 Version 1.1 UNCLASSIFIED documents list. 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 1A 2. Select To-Do item from the ECT Dashboard 2 1B 3. Release to PM 4. Confirm the action 3 4 Version 1.1 UNCLASSIFIED 18

Electronic Coordination Action OfficersTool Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Assign Reviewers . Select To-Do item from the ECT Dashboard 1 2. Add Reviewers from Address Book 2B 2A 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 nsert line numbers to full document or selected text in MS Word. 2A 2C 2B 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 2C 2A 2D 2B Version 1.1 UNCLASSIFIED 21

Electronic Coordination Tool Program Manager Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Standard Document Uploads and Updates 1 3 2 Rework the Final Rework the Final Final Final Initial Initial Prepare Prepare documents for documents for upload upload

(Including line #s (Including line #s and signature and signature blocks) blocks) Update based on Update based on initial comments. initial comments. Update based on final Update based on final comments. comments. Prepare Final Prepare Final Document (including Document (including the PMs signature) the PMs signature) PM re-signs PM re-signs Initial upload of all documents

1-Coordination 1-Coordination Document Document Initial Reviewers enter Initial Reviewers enter comments. comments. 2-Supporting 2-Supporting Documents Documents PM provides decisions PM provides decisions on Initial Review on Initial Review comments. comments. Upload Final Document 1-Final Document 1-Final Document 2-Coordination

2-Coordination Document Document 3-Supporting 3-Supporting Documents Documents Upload Reworked Final Document Reviewers enter Reviewers enter comments comments PEO, SAE, and DAE sign, PEO, SAE, and DAE sign, or request rework or request rework 1-Final Document 1-Final Document 2-Requires Rework 2-Requires Rework 3-Coordination 3-Coordination Document Document 4-Supporting

4-Supporting Documents 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 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 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 Reviewers Comment 3. Enter Decisions 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. PMs Decision . 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 2. Confirm the upload 1. Select the Upload Final Document button 2 1 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 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 The banner states who requested rework 4 3. View comments . 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 PMs 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 Reviewers Coordination Tool Initial Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Review Documents, Submit Comments to PM . Select To-Do item from the ECT Dashboard 1 Review Document, Add Comments, and Submit Comments 2A 2B 2C 3 3. Confirm Version 1.1

UNCLASSIFIED 33 Electronic Reviewer Coordination Tool Initial Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Initial Reviewers 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 2A 2B 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 Select the Return to PM for Rework button 4. Confirm Rework 4 3 ign, Submit Signature 6. Confirm Signature 5A Version 1.1 5B UNCLASSIFIED 36 6 Electronic Coordination Tool Program Executive

Officer Office of the Under Secretary of Defense Acquisition, Technology, and Logistics PEOs 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 CoordinationTimeline Tool Coordination 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 CoordinationTimeline Tool Coordination -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 CoordinationTimeline Tool Coordination -2 Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Version 1.1 UNCLASSIFIED 41 Electronic CoordinationTimeline Tool Coordination -3

Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Version 1.1 UNCLASSIFIED 42 Electronic CoordinationTimeline Tool Coordination -4 Office of the Under Secretary of Defense Acquisition, Technology, and Logistics Version 1.1 UNCLASSIFIED 43 Electronic CoordinationTimeline Tool Coordination -5 Office of the Under Secretary of Defense Acquisition, Technology, and Logistics -- End of Coordination Timeline -Version 1.1

UNCLASSIFIED 44 Support Electronic Coordination Tool 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 [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

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