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U.S. General Services Administration Getting Started in the Deployment of the DOD Purchase Card On- Line System (PCOLS) James Tew PCOLS Support Office.

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Presentation on theme: "U.S. General Services Administration Getting Started in the Deployment of the DOD Purchase Card On- Line System (PCOLS) James Tew PCOLS Support Office."— Presentation transcript:

1 U.S. General Services Administration Getting Started in the Deployment of the DOD Purchase Card On- Line System (PCOLS) James Tew PCOLS Support Office Defense Logistics Agency – Log Info Svc July 31 – August 2, 2012

2 2012 GSA SmartPay Conference Fine Tune Your Payments Program With GSA SmartPay 2

3 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS House Rules To ensure the best possible learning experience for participants, please adhere to the following house rules: No video taping or audio recording is allowed Hold questions to end of session Ensure your participant badge is scanned to receive CLP credits Turn electronic devices to vibrate Take advantage of opportunities to provide feedback 3

4 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Course Description 4 This session is for Agency/Organization Program Coordinators (A/OPCs) and Financial/Resource Managers (F/RMs) who are ready to deploy PCOLS. Discussions will include implementation activities outlined in the PCOLS Site Deployment Packet (defining organizational hierarchies for PCOLS use, use of the EMMA automated provisioning spreadsheets, and the account migration process).

5 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Goals & Objectives This session will assist Agency/Organization Program Coordinators (A/OPCs) and Resource/Financial Managers (F/RMs) begin deployment in PCOLS This training will provide insight into the process to follow for deploying your site in the Purchase Card On Line System 5

6 Creating an organizational hierarchy in the Enterprise Monitoring and Management of Accounts (EMMA) Use of the EMMA automated provisioning spreadsheet Setting up a user profile Account Migration process Starting the Account Migration workflow How to monitor migration progress Preview of Data Mining Agenda Getting Started in the Deployment of PCOLS New PCOLS Users (Beginners) 6

7 Creating an Organizational Hierarchy in EMMA Getting Started in the Deployment of PCOLS 7

8 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 8 PCOLS Site Deployment Packet PCOLS Deployment Packet on DAU Acquisition Community Connection (ACC) https://acc.dau.mil/CommunityBrowser.aspx?id=504660&la ng=en-US PCOLS Site Deployment Packet Cover Letter PCOLS Site Pre-Deployment Checklist PCOLS Site Deployment Checklist EMMA Automated Provisioning User Manual EMMA Quick Guide for PCOLS Users AIM Application Account Migration User Manual Instructional Sample Hierarchy EMMA Automated Provisioning - SAMPLE

9 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 9 Electronic process of documenting the chain of command in the Purchase Card hierarchy through EMMA Top-down process Assigning uniquely identified individuals to specific roles Enhances strategic program management Increases security (CAC enabled) Allows for improved future risk management PCOLS Provisioning

10 Hierarchy for Provisioning in EMMA New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 10

11 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 11 PCPO offers guidelines and recommendations Define your hierarchy Arrange your Purchase Card hierarchy Org 1 A/BO Supv A/BO Pool CH Supv A/OPC Org 2 A/BO Supv A/BO Pool CH Supv Org 3 A/BO Supv A/BO Pool CH Supv Example of very basic Organization Hierarchy Defining Your Organizations Hierarchy

12 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 12 Recommended Approach A/BOs should be grouped in a single A/BO Pool in EMMA under each A/BO Supervisor: Primary and Alternate A/BOs are tied to specific Managing Accounts in AIM, not EMMA Allows for the most flexibility in assigning purchase card resources in a dynamic environment

13 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 13 Why use the Recommended Approach? Benefits for creating organizations below the A/OPC for each A/BO Supervisor: Simplifies the defined EMMA Hierarchy Decreases the number of token s users need to redeem Simplifies account access in AIM

14 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 14 Used to establish a group of individuals who are assigned the same role in an organization Example of effective use of the A/BO Pool is shown below Pools A/BO Pool A/BO 1A/BO 2A/BO 3A/BO 4A/BO 5 A/BO 6A/BO 7A/BO 8A/BO 9 EMMA Managing Account A Primary A/BO Alternate A/BOs A/BO 2A/BO 4 A/BO 6 A/BO 8A/BO 9 AIM Managing Account B Primary A/BO Alternate A/BOs A/BO 1A/BO 3 A/BO 7 A/BO 6

15 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 15 EMMA Token

16 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Token Redemption Status 16

17 The PCOLS suite of applications can be reached using a single web site: https://www.dmdc.osd.mil/appj/pcols-web/ https://www.dmdc.osd.mil/appj/pcols-web/ New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Logon to PCOLS Applications 17

18 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Logon to PCOLS Applications 18

19 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 19 Review PCOLS Site Deployment Packet Plan in advance Group organizations according to what will work locally Consider naming conventions and organization alignment Changes could be difficult if the organization is not created to support flexibility Summary

20 EMMA Automated Provisioning Spreadsheet Getting Started in the Deployment of PCOLS 20

21 EMMA Auto Provisioning Spreadsheets New PCOLS Users (Beginners) Two ways to establish a Hierarchy in EMMA Manually Preparing and processing an Automated Provisioning Spreadsheet Submit completed spreadsheets to the DLA-Log Info Svc helpdesk at Results of the processing will be sent to the individual identified in tab 1 of the file Successful processing of the file will result in an automatic token being sent to all users being provisioned Getting Started in the Deployment of PCOLS 21

22 New PCOLS Users (Beginners) EMMA Auto Provisioning Spreadsheets Getting Started in the Deployment of PCOLS TAB 1- Contact Information 22

23 New PCOLS Users (Beginners) EMMA Auto Provisioning Spreadsheets Getting Started in the Deployment of PCOLS TAB 2 – Organizational Data 23

24 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS EMMA Auto Provisioning Spreadsheets TAB 3 – User Data 24

25 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Automated Provisioning – Helpful Hints The A/OPC Supervisor and RM Supervisor must be manually provisioned in EMMA Worksheets are for adding A/OPC or RM organizations and below Additional users must be manually added to an existing organization Additions or changes will need to be made directly in EMMA 25

26 If you are an A/OPC Supervisor creating an Organization for your A/OPC, include your site or base name at the beginning of the Organization Name Example, an A/OPC Supervisor in the PCPO office would create the following A/OPC organization: PCPO – Organization Name Contact all users prior to final spreadsheet submission A/OPCs can monitor token redemption progress by running the Provisioning Status Report in PCOLS Reporting New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Automated Provisioning – Helpful Hints 26

27 Getting Started in the Deployment of PCOLS Setting up the AIM User Profile 27

28 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Completion of your profile is the first action to perform in AIM All roles are automatically directed to the Profile tab in AIM at initial logon Completing Your Profile 28

29 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Setting up the AIM user profile – A/OPC 29 Updated user information is required for all users in AIM

30 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Setting up the AIM user profile - RM 30

31 Account Migration Process Getting Started in the Deployment of PCOLS 31

32 PCOLS does not replace transaction-level, bank-operated systems Access Online Will be used before and after PCOLS implementation Will provide capability to approve transactions New PCOLS Users (Beginners) = Access Online duplicative PCOLS Not / Getting Started in the Deployment of PCOLS Banking 32

33 What is Account Migration? New PCOLS Users (Beginners) Process to migrate accounts existing in the bank systems to PCOLS/AIM Account Migration Initiation Account Migration Workflows Provisioned users in EMMA must be assigned to their accounts through a workflow process in AIM Getting Started in the Deployment of PCOLS 33

34 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Why is Account Migration Necessary? Incorporates supervisory oversight Activates account data in AIM to mirror bank account data Enables AIM and bank interface for future account creation and maintenance 34

35 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Reminders Before Starting Migration Account cleanup T9 accounts at the bank if they are not current or no longer needed Ensure Managing Account holder is current at the bank Verify and make changes in DEERS Work address address All users must be provisioned in EMMA Task s 35

36 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Account Migration Process Once migration is initiated it cannot be turned off Account Migration is started during the processing of a weekly file from the banks Only accounts associated with the Agent Number selected will be migrated Bank-provided data cannot be updated during the migration workflow Updates can be done after activation in AIM or through the bank system 36

37 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS A workflow is required for each account to: Associate the responsible individuals and enter AIM-only data During the migration workflow: AIM verifies users are in EMMA for account assignment Provisioning users into roles in EMMA does not link them with specific Managing and Cardholder Accounts Completing AIM Account Migration workflows is how all individuals are assigned to their accounts 37 Account Migration Process

38 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Once accounts are activated in AIM: All account creation should be performed in AIM All account maintenance should be performed in AIM When provisioned users in EMMA change: They must also be updated on the account in AIM 38 Account Migration Process

39 Getting Started in the Deployment of PCOLS Starting the Account Migration Workflow 39

40 A/OPC checks the Agent Number/Numbers associated with accounts they wish to migrate New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Account Migration - A/OPC Initiation 40

41 A list of accounts that are in migration workflow will be available to the A/OPC through the Account Migration tab. From the list, the A/OPC can view the details of the account. Note: A/OPC action will occur through tasks on the Task Inbox. New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Account Migration - A/OPC Initiation 41

42 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Managing Account Migration Workflow 42

43 Account Migration workflow generates s and tasks Actions on account migration will occur from the Task Inbox New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Account Migration Tasks 43

44 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Managing Account Migration – A/OPC 44

45 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Managing Account Migration – A/OPC 45

46 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 46 Managing Account Migration – A/OPC

47 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 47 Managing Account Migration – RM

48 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 48 Cardholder Account Migration Workflow

49 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 49 Cardholder Account Migration – A/OPC

50 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Cardholder Token Nomination Tutorial 50

51 How to Monitor Migration Progress Getting Started in the Deployment of PCOLS 51

52 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS How to Monitor Migration Progress AIM Accounts in Progress 52

53 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS How to Monitor Migration Progress PCOLS Reporting provides a defined set of reports based on Purchase Card accounts and users of AIM Reports can be generated only for organizations in which a user is associated Specific PCOLS reports Provisioning Status Report Account Status Report 53

54 Getting Started in the Deployment of PCOLS Preview of Data Mining 54

55 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Data Mining Reviews 100% of GPC transactions DM flags transactions based on risk of fraud, misuse, or abuse A/BO reviews all flagged transactions DM case reviews begin as Cardholder Accounts become active in AIM 55

56 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS Data Mining 4% of all Transactions will be Flagged 56

57 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 57 PCOLS Help Desk Phone: , com , or DSN Operation Hours: 24x7 PCOLS DAU Continuous Learning Module CLG005 https://learn.dau.mil/html/clc/Clc1.jsp Contains: Role-Based Training for PCOLS Help and Support

58 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS 58 PCOLS Deployment Packet on DAU Acquisition Community Connection (ACC) https://acc.dau.mil/CommunityBrowser.aspx?id= &lang=en-US PCOLS Website at DAU Acquisition Community Connection (ACC) or PCOLS Website at DLA Logistics Information Service Help and Support

59 New PCOLS Users (Beginners) Getting Started in the Deployment of PCOLS James Tew 59


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