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U.S. General Services Administration What is the DOD Purchase Card On- Line System (PCOLS)? LaKeisha Gill Lead PCOLS Instructor Defense Logistics Agency-Log.

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Presentation on theme: "U.S. General Services Administration What is the DOD Purchase Card On- Line System (PCOLS)? LaKeisha Gill Lead PCOLS Instructor Defense Logistics Agency-Log."— Presentation transcript:

1 U.S. General Services Administration What is the DOD Purchase Card On- Line System (PCOLS)? LaKeisha Gill Lead PCOLS Instructor Defense Logistics Agency-Log Info Svc July 31 – August 2, 2012

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

3 3 House Rules ® What is the DOD Purchase Card On-Line System (PCOLS)? (agency name) To ensure the best possible learning experience for participants, please adhere to the following house rules: Turn electronic devices to vibrate No video taping or audio recording is allowed Hold questions to end of session Ensure your participant badge is scanned to receive CLP credits  For each course Take advantage of opportunities to provide feedback  Please select the “Citi Q&A” icon on any Citi PC at the conference  Answers to be ed after the conference within 60 days All DOD GPC Attendees

4 ® Schedules Available at the Welcome Center All DOD GPC Attendees 4 What is the DOD Purchase Card On-Line System (PCOLS)?

5 Visit the Citibank Welcome Center –Governor’s Lobby Visit the Citibank One-on-One Lab – Governor’s Chambers D&E Citi Q&A Link – Tell us your thoughts ® Reminders All DOD GPC Attendees 5

6 ® Interactive Training Events – DoD All DOD GPC Attendees Citi offers on-site training at no cost for agencies meeting the required minimum participant level of 20 or more as set forth in the GSA SmartPay2 Master Contract. Regional Citi Training Locations –Norfolk, VA –Washington, DC –Visit to view and register for these sessions Upcoming Training –Visit to view and register for these sessions On-site at your base or installation –20-participant minimum –Visit under Resources to download the On-site Training Request Form Distance Learning–Video Conferences Please us at and a Citi training coordinator will work with you directly for on-site or Distance Learning sessions. What is the DOD Purchase Card On-Line System (PCOLS)? 6

7 ® Interactive Training Events – GSA All DOD GPC Attendees Citi offers Computer-Based Training (CBT) via the Citi Commercial Card Learning and System Support (CLASS) in CitiManager. Visit home.cards.citidirect.com and from the Web Tools tab select the CLASS link Please contact your Account or Client Manager if you are interested in setting up a training session. Training can be conducted at a Citi Training Location, on-site at your office or via the web. Regional Citi Training Locations –Norfolk, VA –Washington, DC What is the DOD Purchase Card On-Line System (PCOLS)? 7

8 8 Course Description ® What is the DOD Purchase Card On-Line System (PCOLS)? (agency name) This session will provide a fundamental overview of the Purchase Card On-Line System (PCOLS). In addition to its purpose and background, a high-level explanation of PCOLS applications Suite (AIM, EMMA, DM, RA, and Reports) and how these applications serve to support the DOD’s Purchase Card program will be discussed All DOD GPC Attendees

9 9 Goals & Objectives ® What is the DOD Purchase Card On-Line System (PCOLS)? Department of Defense All DOD GPC Attendees Gain an insight to why we use PCOLS Identify the different PCOLS applications and become more familiar with what they do Recognize the benefits of using PCOLS in your GPC program

10 10 Agenda ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

11 11 What is the DOD Purchase Card On-Line System (PCOLS)? PCOLS History and Description

12 12 From there were over 600 DOD and Inspector General audit reports issued Findings included systemic issues regarding:  Account reconciliation and certification  Administrative controls  Management oversight  Purchase card use  Separation of duties  Training PCOLS History and Description ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

13 13 In response, the Office of the Undersecretary of Defense charted the Charge Card Task Force to evaluate departmental management and the use of cards issued under the GPC Program The Task Force developed 25 recommendations that were to significantly improve the Departments charge card programs. Examples include:  Increase management and accountability  Strengthen internal controls  Enhance the capability of the workforce to accomplish assigned charge card responsibilities PCOLS History and Description ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

14 14 In 2002 the Office of the Under Secretary of Defense OUSD(C) signed out Management Initiative Decision (MID) 904 mandating remedies to control identified deficiencies The final phase was implementing PCOLS PCOLS History and Description ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

15 15 PCOLS is a DOD-wide suite of electronic systems that GPC officials use to improve the management and accountability within their GPC Program organizations PCOLS is comprised of four applications The government developed applications are EMMA, AIM and PCOLS Reporting. The Industry developed application is DM/RA PCOLS is CAC enabled to ensure secure authentication and non-repudiation. This enabling technology serves as a key internal management control PCOLS History and Description ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

16 16 What is the DOD Purchase Card On-Line System (PCOLS)? How PCOLS Benefits the GPC Program

17 17 PCOLS Mission Statement To maintain the efficiencies of the purchase card program to meet the department’s micro-purchase needs while leveraging automated capabilities to eliminate fraud, waste and abuse vulnerabilities in the DOD Purchase Card Program PCOLS Benefits ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

18 18 Document GPC organizational hierarchy Visibility Automated capabilities Accountability Security Access to transaction history Real-time transaction monitoring Reporting capabilities PCOLS Benefits ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

19 19 What is the DOD Purchase Card On-Line System (PCOLS)? Overview of PCOLS Suite of Applications PCOLS Sign-On and Referral System (SRS)

20 20 SRS is a Single access point to get to PCOLS applications https://pki.dmdc.osd.mil/appj/pcols-web/ PCOLS Sign-On and Referral System (SRS) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

21 21 Main menu features the suite of applications permitted to each specific user PCOLS Sign-On and Referral System (SRS) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

22 22 What is the DOD Purchase Card On-Line System (PCOLS)? Overview of PCOLS Suite of Applications Enterprise Monitoring and Management of Accounts (EMMA)

23 23 EMMA is a web application that allows users to be provisioned for AIM Users can create and manage organizations and roles, including provisioning users to a specific role The system was set up with a hierarchical structure and each role has specific permissions assigned to them Enterprise Monitoring and Management of Accounts (EMMA) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

24 24 Enterprise Monitoring and Management of Accounts (EMMA) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Organizational Hierarchy

25 25 The primary user of EMMA are the Agency Organization Program Coordinators (A/OPC) When users of the PCOLS applications are provisioned they will receive an notification with a token embedded link. Clicking this link captures the users CAC information and associates it to their specific role Enterprise Monitoring and Management of Accounts (EMMA) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees CAC enablement aids as a security benefit

26 26 Adds visibility, documents GPC hierarchy Adds accountability, provides an additional level of supervisory involvement throughout the PCOLS applications CAC enabled for security Enterprise Monitoring and Management of Accounts (EMMA) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Benefits of EMMA

27 27 What is the DOD Purchase Card On-Line System (PCOLS)? Overview of PCOLS Suite of Applications Authorization Issuance and Maintenance (AIM)

28 28 Workflow tool that performs various Purchase Card Program account authorization and maintenance functions Allows users that are provisioned in EMMA to be assigned to specific accounts in AIM When account issuance or maintenance requests are processed through the necessary workflow in AIM they are sent automatically to the bank for implementation Authorization, Issuance, and Maintenance (AIM) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

29 29 AIM does not duplicate work done at the bank or change current access to the bank Authorization, Issuance, and Maintenance (AIM) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

30 30 Examples of actions that A/OPCs can perform  Create new managing and card holder accounts  Update users on accounts  Update purchase limits  Change account status  Ensure that ongoing training requirements are met Authorization, Issuance, and Maintenance (AIM) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

31 31 All roles, A/OPC and below, have access to AIM including the RM and RM Pool Authorization, Issuance, and Maintenance (AIM) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees NOTE: Cardholders only access AIM one time

32 32 Authorization, Issuance, and Maintenance (AIM) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

33 33 Authorization, Issuance, and Maintenance (AIM) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Issue Cardholder Account

34 34 Increased visibility with task and account update notifications  Users are notified of updates and changes regarding their accounts  Tracks GPC training dates for Primary and Alternate A/BOs and Cardholders  Tracks required appointments and review dates for A/OPCs Additional accountability with required supervision involvement Authorization, Issuance, and Maintenance (AIM) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Benefits of AIM

35 35 What is the DOD Purchase Card On-Line System (PCOLS)? Overview of PCOLS Suite of Applications Data Mining and Risk Assessment (DM/RA)

36 36 DM reviews 100% of the purchase card transactions to provide near real-time transaction monitoring and history access Each transaction is assigned a Risk Predictive Model score The model flags 4% of all GPC transactions for review. 3% are flagged as potential high risk and 1% are flagged at random Data Mining/ Risk Assessment (DM/RA) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

37 37 Flagged transactions are required to be dispositioned by the Primary or the Alternate A/BOs, who received the notification With every flagged transaction, a maximum of 13 questions must be answered Flagged transactions are time- sensitive and must be completed Data Mining/ Risk Assessment (DM/RA) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

38 38 High risk transactions require an Independent Review by the A/OPC. In this case, a specific notification is sent A/OPCs are notified by when the A/BO has completed the review Independent reviews can be completed by the A/OPC after the A/BO has dispositioned the case Data Mining/ Risk Assessment (DM/RA) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Flagged transaction

39 39 Real-time transaction monitoring provides additional accountability notifications to associated users provides increased visibility within the GPC program Secure access to transaction history Risk Predictive Model automates the process to assess risk and the sample selection of transactions to review Authorization, Issuance, and Maintenance (AIM) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Benefits of Data Mining

40 40 What is the DOD Purchase Card On-Line System (PCOLS)? Overview of PCOLS Suite of Applications Data Mining and Risk Assessment (DM/RA)

41 41 Risk Assessment uses internal controls and measures, coupled with results from DM, to report potential risks 5 categories in Risk Assessment Control:  Span of Control  Separation of Duties  Authorization Controls  Card Status  Transaction Review Controls PCOLS Risk Assessment ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

42 42 Authorization, Issuance, and Maintenance (AIM) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Benefits of Risk Assessment Reports generated quarterly show side-by-side comparison view of GPC Program health for 3 billing cycles Dashboard design provides a snap-shot view of the overall health of GPC Program during a given billing cycle to provide increased visibility and accountability Control categories assist in assessing risk associated with the organization’s Purchase Card Program

43 43 What is the DOD Purchase Card On-Line System (PCOLS)? Overview of PCOLS Suite of Applications PCOLS Reporting

44 44 Users will be granted access to a set of reports that are generated in association to their specific role In order to provide these reports, Reporting will utilize data from AIM, EMMA, Defense Eligibility and Enrollment Reporting System (DEERS), DM/RA and appropriate bank systems Each role has permission to run a specified set of reports PCOLS Reporting ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

45 45 PCOLS Reporting ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS REPORTING USERS

46 46 Account Status Report- allows users to review the number of accounts in a selected A/OPC Organization Annual Review of Managing Accounts Report- allows users to view a list of Managing Accounts with upcoming review due dates Approving/Billing Official – allows users to view a list of Active and Suspended Managing Accounts in AIM and the A/BOs assigned to them Case Disposition Detail- allows users to view the details of each flagged transaction that was reviewed during the reporting period PCOLS Reporting ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

47 47 Case Disposition Summary Report- allows users to view a summary of DM flagged transaction case dispositions by A/OPC organization Conflict of Interest- allows users to view a list of individuals within the identified organization that hold an A/BO role and Cardholder role within the same Managing Account Infraction Detail Report- allows users to view details of infractions by A/OPC organization Program Management Report- allows users to review a summary of transactions and DM/RA case information for a organization during one bank cycle PCOLS Reporting ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

48 48 Provisioning Status Report- allows users to view all individuals in a selected organization in an active status Purchase Card Report-allows users to view a list of Cardholder Accounts that meet the selected reporting criteria Recommended Action-allows users to view a summary of DM flagged transaction case dispositions Training Due Report- allows users to view a list of dates that training is due for A/BOs, Cardholders, or both Workflow Aging Report- allows users to view tasks within A/OPC organization that have been in workflow to long PCOLS Reporting ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

49 49 Access to data from all PCOLS applications Track training dates Monitor account status and conflicts of interest Quick reference of user status in EMMA (pending or active) Oversight of transaction dispositions in DM Authorization, Issuance, and Maintenance (AIM) ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Benefits of Reporting

50 50 What is the DOD Purchase Card On-Line System (PCOLS)? Overview of PCOLS Suite of Applications Review

51 51 Mandated for the elimination of fraud, waste and abuse Documents the GPC organizational hierarchy Provides security through the use of CAC enabled access Automates account issuance and maintenance Real-time monitoring of transactions Engages the supervision within the purchase card program Review ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees

52 52 Support ® What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS Help Desk Phone: , com , or DSN Operation Hours: 24x7 PCOLS Website at DAU Acquisition Community Connection (ACC) PCOLS Website at DLA Logistics Information Service Contains:Frequently Asked Questions (FAQs) System User Manuals (EMMA, AIM, DM/RA, REPORTING) DEERS Address Update and User Maintenance Portal Links Various Training Aids

53 What is the DOD Purchase Card On-Line System (PCOLS)? LaKeisha Gill ® Department o Defense All DOD GPC Attendees 53

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