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How Electronic Signatures Are Transforming DoD Support Operations

Personnel Visibility

Agency:

Army Recruiting Command, Air Force Recruiting Command

Objective:

Process new recruits more quickly, efficiently and cost-effectively

New recruits complete and sign all Army and Air Force application forms electronically. Maintaining an electronic process has enabled the Army and Air Force to reduce recruiting time by 75% and 25% respectively. The Recruiting Command Services have also lowered the number of forms that get lost or misfiled as a result of moving and managing paper around the world. More importantly, combat commanders can instantly access the electronic personnel files from anywhere in the world, enabling them to quickly review skill sets required for their next mission.

Acquisition Visibility

Agency:

The plant machinery division of a leading engineering company

Objective:

Reduce the time and cost to develop advanced technology for the DoD

The DoD supplier has integrated electronic signatures into its e-Commerce initiative in order to accelerate contracting processes between its plant machinery division and suppliers. The division’s employees and suppliers electronically sign contracts, purchase orders, invoices, and a variety of other administrative and technical documents, via a secure web portal. Eliminating the need to print, sign, mail and store paper documents has enabled the division to reduce processing time and decrease associated costs.

Common Supplier Engagement

Agency:

General Services Administration (GSA)

Objective:

Streamline contracting processes with its 13,000 commercial suppliers

GSA deployed a Webbased contracting solution that enables suppliers to electronically sign and submit new contract proposals and product information.Maintaining an electronic process has reduced the timeto process new supplier contracts from 140 days to a few hours, and eliminated GSA ’s yearly six-week, purchasing black-out period during which suppliers update their product information and prices. GSA also achieved significant cost savings as a result of eliminating the need to print, ship and store paper.

Materiel Visibility

Agency:

Army G-3 Munitions Management Office

Objective:

Accelerate ammunition request processing during training and combat

The Munitions Office added electronic signing capabilities to its Total Ammunition Information System (TAMIS ) in support of 7,000 officers worldwide. Soldiers and commanders now have a faster and safer alternative to signing and delivering ammunition requests during training and combat. Maintaining an electronic process has reduced the time to fulfill ammunition requests from several days to one hour. Moreover, users are able to track the status of their requests throughout the approval cycle and have more confidence in the system.

Financial Visibility

Agency:

Joint Chiefs of Staff – Comptroller Office

Objective:

Process funds more efficiently and increase financial auditability

Electronic signatures have been in use at the Joint Chiefs of Staff since 1998 as part of the department’s Acquisition Control and Management System. The Comptroller Office processes and signs financial documents electronically via a web portal, including request for funds, fund certification, and expense reports. Maintaining the security of signatures and authenticity of data are critical. The electronically signed and stored forms enable the Joint Chiefs of Staff to process financial documents more quickly, while providing more timely access to accurate and reliable financial information.