The WAWF Submission Process to UID Registry

The submission of UID data to the UID Registry is an important task of the contractors as they are responsible to mark the parts with UID labels. The standards of marking the items with UID have been defined by the DoD and the data should comply with the MIL-STD-130 standards. However, the submission of UID data to the UID Registry requires greater care and attention on the part of the contractors. In case there is any kind of deviation from the standard set by the DoD, the UID Registry has the right to reject the documents.

The UID Registry is supplied with new UID data every time some new items are acquired or the existing items are assigned new UIDs. In fact, UID Registry is the ultimate source of all UID data and is maintained by the Defense Logistics Information Service (DLIS).

DoD has allowed different processes of submitting data to the UID registry. WAWF is one of the reliable methods meant for transmitting the UID data elements into the UID Registry by the contractors. It is a transaction system that supports the procurement lifecycle starting from submission of UID data (electronic invoices), assessment and acceptance to electronic payment receipt. The website of WAWF provides a graphical interface of submission of shipment and product data. It doesn’t require any additional software to produce the documents and submit them.

What is Wide Area Workflow?

Wide Area Workflow (WAWF) is a safe and web-based method of electronic invoicing, acceptance and receipt. The mechanism of WAWF includes creation of a virtual folder to combine the documents that are essential to pay the vendors. The three required document for UID Registry are the contract, the invoice and the Receiving Report. The application of WAWF simplifies the process of electronic submission of invoices, acceptance of documents and government inspection. It also supports the DoD’s purpose of implementing a paperless acquisition process. The technology of web-based interactive applications to generate and process payment related documents has also reduced the burden of the authorized DoD personnel and government contractors. The email notification system has been introduced to notify the DoD users about the pending actions.

The WAWF submission has replaced the manual DD250 document. The system has become important for the DoD as it can now accept UID data along with combo (2-N-1) documents and receiving reports. After receiving all the UID data, the WAWF system forwards it to the UID Registry.

Data Elements Required for UID Registry

It is manadatory for the contractors to provide the essential UID data elements while submitting to UID Registry. The basic data required for the submission of for each marked item is the item number, unit cost, product identifier and shipment number. The additional data required are the UID Type (Construct 1 or 2), Entity Identifier (such as CAGE) of company assigning the UID, IAC (Issuing Agency Code) which controls the Entity ID, Part Number (Construct 2 only), Serial Number, Fully constructed UID.

Benefits of WAWF submission for UID Registry