1. J IM T EW PCOLS S UPPORT O FFICE DLA – ESMC P ORTFOLIO B ATTLE C REEK, MI D EPARTMENT OF D EFENSE G OVERNMENT P URCHASE C ARD P ROGRAM P URCHASE C ARD O N - LINE S YSTEM T UESDAY, M ARCH 8, 2016 PCOLS D ATA M INING B RIEF

2. D ISCUSSION O BJECTIVE & A GENDA 2 Objective: To provide Level 4 Agency/Organization Program Coordinators (A/OPCs) an overview of Data Mining as well as application navigation from the Approving/Billing Official (A/BO) perspective. We will also provide an explanation of tools the A/OPC can use to ensure timely completion of Flagged Transactions in Data Mining. Agenda: 1.GPC information 2.Data Mining Overview & Navigation 3.Data Mining Enhancements 4.Approving/Billing Official replacement 5.Reporting 6.Risk Assessment Dashboard 7.Help and Support

3. THE D O D GPC P ROGRAM GPC P ROGRAM A UDITS O VERSIGHT P OLICY / STANDARDS / SYSTEMS IMPROVEMENTS The Government-wide Commercial Purchase Card Program was created by Executive Order in 1982 to provide an efficient way for agencies to purchase goods and services directly from vendors. The micro-purchase threshold was established in statute in 1994. Implementation of the GPC Program allowed DoD to replace the paper-based, time-consuming purchase order process resulting in reduced: Procurement Lead Time Transaction Cost Savings Reduced Procurement Office Workload Government Charge Card Abuse Prevention Act of 2012 established standard controls and reporting across the federal government. From 1996 to 2002 more than 600 DoD and Inspector General audit reports on the GSA GPC Program were issued. In 2002 the Government Accountability Office (GAO) issued four audits and Congress conducted the fourth in a series of hearings on the GPC Program. Findings included systemic issues regarding: Account reconciliation and certification Administrative controls and use Management oversight Property accountability Separation of duties Training DoD Comptroller created the Charge Card Task Force to evaluate management and the use of cards for improvement. Remedies directed 18 Dec 2002 in MID 904 to: Increase management and personal accountability, and implement improved management metrics Strengthen internal controls and develop tools Enhance the capability of the workforce to accomplish assigned charge card responsibilities, to include training and recommending the minimum skills required to perform essential charge card management tasks Senior Focus Group for Charge Cards established; meets semi- annually Established data standards for bank data 2005 All Procurement Executives were directed to implement Purchase Card On Line System in 2008 to meet intent of MID 904 Charge Card Guidebook incorporated service operating procedures (SOP) in 2008 (annual update) into DFARS Partnered with Services and DFAS to establish Miscellaneous Pay Guidebook in 2007(update 2013) Published Data Management Plan for GPC 2010 Partnered with DFAS & Comptroller to establish SOP for 3-in-1/Cash Management in 2010 3

4. C HARGE C ARD P ROGRAM I MPROVEMENTS MID 904 Requirements (2002) Government Charge Card Abuse Prevention Act of 2012 S.300, Government Charge Card Abuse Prevention Act, was passed. Highlights of the Congressional Act are as follows: 13 requirements for safeguards and internal controls for purchase card management. 12 requirements for safeguards and internal controls for travel card management Head of each executive agency must prescribe penalties for violations of agency policies implementing the S.300 requirements. Heads of agencies with more than $10M in annual purchase card spending must report to OMB on violations. Most of the requirements are addressed in rewrite of OMB Circular A-123, Appendix B. DoD Charge Card Task Force developed 25 recommendations to improve DoD Charge Card Programs. Recommendations were consolidated in Management Initiative Decision (MID) 904, “DoD Charge Card Management”. 11 recommendations common to purchase and travel card programs (CO) 15 recommendations unique to purchase card program (PC) 14 recommendations unique to travel card (TC) – not included in this presentation DoD had a 10 year start on S. 300 goals 4

5. PCOLS Data Mining Overview 5 Bank Transactions Risk Predictive Model (Scores all Transactions) Case Manager (User Interface) SRS (Sends emails and log on for Data Mining)

6. PCOLS Data Mining Overview 6 Risk Predictive Model focuses on first party misuse Email notifications to associated users provides increased visibility within the GPC program Case Manager provides user interface to disposition flagged transactions Independent Review functionality enhanced. Increased awareness for high-risk and at-risk transactions. Read Only (Audit) Role established November 2013.

7. 7 PCOLS Data Mining Overview

8. 8 PCOLS DM F LAGGED T RANSACTION N OTIFICATION E MAIL

9. 9 PCOLS DM F LAGGED T RANSACTION H IGH R ISK E MAIL

10. 10 PCOLS DM F LAGGED T RANSACTION E SCALATION E MAIL

11. Closed Case emails are being sent to A/OPCs Notify A/OPCs earlier in the escalation cycle DM Flagged Transaction Escalation Schedule 11

12. PCOLS DM Email Issues 12 DM Notification emails are delivered to the email address captured from the non-email certificate on your CAC Email address updates are accomplished in RAPIDS Self Service (RSS) AIM “Profile” tab Direct RSS link: https://www.dmdc.osd.mil/self_service/ https://www.dmdc.osd.mil/self_service/ RSS address update job aid link: https://acc.dau.mil/CommunityBrowser.aspx?id=718306 &lang=en-US https://acc.dau.mil/CommunityBrowser.aspx?id=718306 &lang=en-US

13. 13 PCOLS DM F LAGGED T RANSACTION N OTIFICATION E MAIL

14. 14 PCOLS DM N AVIGATION Each role logs in at the appropriate hierarchy level

15. 15 PCOLS DM N AVIGATION Each role logs in at the appropriate hierarchy level

16. 16 PCOLS DM N AVIGATION

17. 17 https://pki.dmdc.osd.mil/appj/pcols-web/ Log into DM directly (Secondary Option): Open Internet Explorer and enter the following Web address:

18. 18 PCOLS DM N AVIGATION Each role logs in at the appropriate hierarchy level

19. 19 PCOLS DM F IND T RANSACTION OPTION If you have issues with the link in the email and are logging into Data Mining directly, the Find Transaction tab provides another option to get to a case as opposed to drilling down to the case

20. 20 PCOLS DM N AVIGATION 1 2

21. 21 PCOLS DM C ASE D ETAILS

22. 22 PCOLS DM C ASE R EVIEW Q UESTIONS

23. 23 PCOLS DM C ASE R EVIEW Q UESTIONS

24. 24 PCOLS DM C ASE R EVIEW Q UESTIONS ( CONVENIENCE CHECKS )

25. 25 PCOLS DM C ASE D ISPOSITION

26. 26 PCOLS DM C ASE R EVIEW E RROR Case Review error messages will appear in red

27. 27 PCOLS DM C ASE D ISPOSITION D ETAILS

28. 28 PCOLS DM A CTION H ISTORY S ECTION

29. 29 PCOLS DM – A/OPC I NDEPENDENT R EVIEW

30. 30 PCOLS DM – A/OPC I NDEPENDENT R EVIEW

31. 31 PCOLS DM N AVIGATION S UMMARY

32. 32 PCOLS D ATA M INING E NHANCEMENTS A/OPC has the ability to self initiate case reviews on transactions that were not flagged by the DM application New Fields added to the Case Details screen

33. 33 PCOLS D ATA M INING A/BO R EPLACEMENT Scenario – Primary A/BO is unavailable (PCS, TDY, etc.) and there is no one to perform a case review. How do I resolve? – Short term – leave the primary A/BO on the account and add an alternate A/BO or multiple alternate A/BOs to the account in AIM – The A/BO Supervisor has the ability to perform the case review – Long term – provision a new Primary A/BO into EMMA and assign them to the Managing Account in AIM – Prior doing the work in PCOLS ensure you’re A/BO completes the following Completes necessary Appointment Process Completes CLG001 or CLG004 training in DAU Confirm they have a valid work address entered in milConnect

34. 34 PCOLS D ATA M INING A/BO R EPLACEMENT 2. MILCONNECT UPDATE WORK ADDRESS  https://www.dmdc.osd.mil/milconnect/ https://www.dmdc.osd.mil/milconnect/  Work addresses verified against USPS.com

35. 35 PCOLS D ATA M INING A/BO R EPLACEMENT A/OPC needs to provision the new Primary A/BO or new Alternate A/BO into the A/BO Pool role in EMMA

36. 36 PCOLS D ATA M INING A/BO R EPLACEMENT A/OPC performs maintenance action in AIM to assign the new A/BO

37. 37 PCOLS D ATA M INING A/BO R EPLACEMENT Perform maintenance workflow action in AIM continues Workflow continues to the A/BO, the A/BO Sup and A/OPC for final approval Once the workflow is complete, 12 - 24 hours for the new A/BO role in Data Mining

38. 38 PCOLS R EPORTING Escalated Transaction Report – allows users to view a list of escalated (to Level 1-4) DM flagged transactions with multiple sort features Flagged Transaction Report – allows users to view a list of DM flagged transactions with multiple sort features

39. 39 PCOLS R ISK A SSESSMENT D ASHBOARD

40. 40 PCOLS R ISK A SSESSMENT D ASHBOARD

41. 41 H ELP D ESK C ONTACT I NFO  Help Desk concerns or complex requests  Jim Tew, james.tew@dla.mil and 269-961-4761  LaKeisha Gill, lakeisha.gill@dla.mil and 269-961-4663  Ginger Tejada, ginger.tejada@dla.mil and 801-586-0306  PCOLS Help Desk ( Operation Hours: 24x7)  Phone: 800-376-7783,com 269-961-7307 or DSN 661-7307  Email: dlacontactcenter@dla.mil  PCOLS Website at DAU Acquisition Community Connection  Web address - https://acc.dau.mil/pcols  Content - System User Manuals, Release Notices, Enhancement Request Forms, Interactive Tutorials, Training Snippets, Frequently Asked Questions (FAQs), Webinar schedule and access info, Links to all CLG Training courses

42. Questions 42