1. Purchase Card On-Line System (PCOLS)
Continuous Learning Module
for the Cardholders Supervisor

2. General Webinar Information
Using the Webinar Tool
Before the webinar begins, let’s go over some information about how you can use the webinar pods to your advantage.

3. Using the Pods NOTE POD CHAT POD
The webinar consists of pods, or windows. In the Chat Pod, you can type in any questions that you do not want to ask over the audio. The Note Pod has useful information about PCOLS webinars.

4. Downloading Decks FILE SHARE POD
If you would like to download the powerpoint deck we are using in this webinar, you can find it in the File Share Pod, located in the bottom left-hand corner of your screen.

5. Downloading Decks
In the File Share Pod, you will find the role we are covering today, along with other topics we have webinars on. To download the files to your computer, you must click on the file you wish to download (it will highlight in red.) Then, click the “Save to My Computer” button.

6. Downloading Decks
Once you click the “Save to my Computer” button, your browser will automatically open a new window or tab. It will prompt you to “Click to Download.”

7. Downloading Decks
You will receive a File Download request. You can choose to Open or Save the file to your computer. If you have trouble downloading decks to your computer through the File Share pod, there is also a webpage listed in the Note Pod that you can download the decks from. (

8. Provide Your Information
Type in chat window
Also, if you have not logged in with a guest name that indicates your base/agency/location, please use the chat pod to verify this information. If you have additional attendees sharing this training with you, please list their names in the chat pod. We ask for this to ensure accurate attendance records.

9. Purchase Card On-line System (PCOLS) Overview
Training Overview
Help and Support
Purchase Card On-line System (PCOLS) Overview
Enterprise Monitoring and Management of Accounts (EMMA)
Authorization, Issuance and Maintenance (AIM)
PCOLS Reporting
Data Mining (DM)
Risk Assessment Dashboard (RAD)
This continuous learning module (CLM) is designed to inform you about the Purchase Card On-Line System (PCOLS). To begin, the following will be briefly discussed: the goals of this training; how the module is constructed in terms of the information content and the format in which it is presented to you; and how to obtain help and support when you begin to implement PCOLS within your own Government Purchase Card (GPC) organization. A detailed presentation of the EMMA, AIM, and PCOLS Reporting components will follow.

10. Help and Support PCOLS Help Desk
Phone: , com , or DSN
Operation Hours: 24x7
PCOLS DAU Continuous Learning Module CLG005
Contains: Role-Based Training for PCOLS
PCOLS Website at DAU Acquisition Community Connection (ACC)
Contains: Site Deployment Packet, Interactive Tutorials, Frequently Asked Questions (FAQs), System User Manuals (EMMA, AIM)
milConnect link for work address update
RAPIDS Self Service link for address update
A single source of help and support has been created to help refresh your conceptual understanding as well as address system-, operational-, and policy-oriented inquiries that you may have regarding PCOLS. This system is the PCOLS Help Desk. Support from trained responders can be accessed through the toll-free, commercial, and DSN telephone number or the address listed. In addition, Frequently Asked Questions (FAQs); EMMA, AIM, and PCOLS Reporting user manuals; Release Notices; and important links are available on the DAU ACC website for PCOLS. This combination of human and Internet-based help and support should meet most needs for PCOLS information. The PCOLS Help Desk should not, however, be used in lieu of completing the PCOLS training, but as an adjunct source of support.

11. PCOLS Overview

12. PCOLS Components
Enterprise Monitoring and Management of Accounts (EMMA)
Used to provision users into roles in a hierarchy
Based on roles, grants access to the other PCOLS applications
Authorization, Issuance and Maintenance (AIM)
System to issue and maintain Managing Accounts (MA) and Cardholder Accounts (CA)
Interfaces with the (currently) two banks
Store account information
PCOLS Reporting
Provides reports based on Purchase Card accounts and users of AIM
PCOLS is comprised of five components: EMMA, AIM, Data Mining (DM), and Risk Assessment Dashboard (RAD) and PCOLS Reporting. Each of these applications are web applications that use the Common Access Card (CAC) to log in.
EMMA is an automated system already in use within the DoD and adapted for use within the PCOLS system. It is not a dedicated PCOLS component like the AIM component. Both AIM and EMMA are hosted and managed by the Defense Manpower Data Center (DMDC).
EMMA is used to electronically capture the Government Purchase Card (GPC) hierarchy and assign persons into defined roles in a process known as “provisioning.” This process begins at the very top of the Purchase Card Program hierarchy (with the DMDC Application Representative) and extends down to the Cardholders Supervisor and Resource Manager Pool.
The AIM component of PCOLS has been designed and is intended solely for use in the PCOLS program. It is hosted and maintained by the Defense Manpower Data Center (DMDC).
AIM leverages the Government Purchase Card (GPC) hierarchy captured by EMMA to assign roles and responsibilities to persons identified in EMMA. AIM formally identifies and assigns responsibilities to supervisory roles who may not be directly engaged in the GPC program management today (i.e., the A/OPC Supervisor, the A/BO Supervisor, and the Cardholders Supervisor). This is to meet internal management control requirements mandated by Congress and GAO, as directed in Management Initiative Decision 904 (MID).
In addition, AIM electronically captures certain actions and forms that were previously completed manually to issue and maintain Managing Accounts (MA) and Cardholder Accounts (CA). The benefits to this automated process is that there are typically fewer mechanical errors due to automated edits and the process is made faster. Using the hierarchy captured in EMMA, AIM standardizes the work flow processes of issuing and maintaining Accounts within the Government Purchase Card Program.
PCOLS Reporting provides a defined set of reports on purchase card accounts and users of the AIM application. Based on a PCOLS user’s role (defined in EMMA), users are given access to a set of reports. Reports can be generated only for organizations in which a user is associated. 12

13. PCOLS Components (cont’d)
Data Mining (DM)
Developed by third party vendor (FICO)
Reviews all transactions of all CAs and scores the transactions based on risk of fraud, misuse, or abuse
Flagged transactions are to be reviewed and verified by the A/BO
Risk Assessment Dashboard (RAD)
Reports an organization’s “health” in the Purchase Card Program
Health is based on risk-indicating controls
The Data Mining (DM) component of PCOLS was developed by industry in response to one of the specific recommendations made in MID 904, which called for the development of automated data mining tools to provide improved surveillance of government purchase card programs. Data Mining is the process of analyzing large amounts of data and picking out relevant information related to possible misuse and/or fraudulent activities with the GPC. DM performs this analysis of the data from many different dimensions or angles based on industry leading modeling techniques and flags high risk transactions for subsequent review.
The Risk Assessment Dashboard (RAD) component of PCOLS is an industry developed application that has been designed to draw on the large amounts of data from data mining to determine risk factors and automatically analyze and report the findings. The Risk Assessment Dashboard application is a means of providing decision-makers and purchase card officials with information needed to understand factors that can negatively influence operations and outcomes of their purchase card program.
Data Mining and Risk Assessment Dashboard are the higher level functions within PCOLS and represent the actual responses to the Congressional and GAO requirements to institute enhanced internal management controls of GPC programs. 13

14. = / Not duplicative Access Online CitiDirect PCOLS Banking Systems
PCOLS does not replace transaction-level, bank-operated systems
Access Online and CitiDirect
Will be used before and after PCOLS implementation
Will provide capability to approve transactions =
Access Online
CitiDirect
duplicative
PCOLS
Not /
Transaction-level, bank-operated systems in use today are not being replaced by PCOLS. Access Online and CitiDirect will remain in place and PCOLS will be used in addition to these systems.
It is important to note that PCOLS will not duplicate work done to review and approve transactions. This represents a common misconception about PCOLS and its design. PCOLS was designed to migrate the manual administrative processes in the Purchase Card arena into an electronic equivalent.
PCOLS migrates manual Purchase Card processes to an electronic equivalent 14

15. Pools
Pools are used to establish a group of individuals provisioned in the same roles in an organization
A/OPC and A/BO Supervisor roles – allows all members of the pool to own the same set of actions. For example, any pool member can act on any account associated with the organization.
A/BO role – AIM includes all pool members in the list of available A/BOs for an account; however, individual users MUST be assigned as Primary or Alternate A/BO for an account in order for the A/BO to have access to the account.
Cardholders (CH) Supervisor – AIM includes all pool members in the list of available CH Supervisors for an account. An individual must be assigned as the CH Supervisor for an account in order for the CH Supervisor to have access to the account.
Resource Manager – AIM allows all users assigned as an RM or RM Pool member in an organization to act on any account associated with any RM in the organization.
Pools are a group of individuals that all have the same permissions, roles, and responsibilities to allow for a steady workflow within the organization. A pool is designed to maximize the output of an organization by allowing multiple members to be populated within it with identical responsibilities and authority. Any pool member can accept and act on a given GPC workflow within their scope of responsibility. They will be required to be assigned to the account in order to act on it.
For example, multiple A/OPCs can be provisioned in the same organization, allowing more than one user to provision the roles beneath them in the hierarchy in EMMA. Also, within a financial management office, any member of the RM Pool is authorized to update a line of accounting on a designated set of Managing Accounts.

16. Enterprise Monitoring and Management of Accounts

17. EMMA Background Defining: How to: Learning Objectives Provisioning
Roles
Purchase Card Program hierarchy
How to:
Redeem Your Token
As discussed previously, EMMA is the electronic tool used to define the Purchase Card Program hierarchy structure.
The goal of the training is to establish a firm and thorough understanding of the following items:
The background of EMMA.
Defining provisioning.
Describing the different roles captured by EMMA.
In addition, examples will be shown of how to:
Redeem a token

18. Detailed Overview Program-wide application
Captures hierarchies to grant system access to authenticated users
The hierarchy incorporates Supervisors into the program
Uses the Common Access Card (CAC) to link an individual to a role
Allows A/OPCs to create roles under their own, to complete the hierarchy in an organization
Other systems, such as AIM, use the roles in EMMA to grant permissions within the applications
EMMA is a DoD-wide application used to gain access to the other PCOLS components. EMMA allows users to establish roles and populate persons within those roles, providing secure and responsible implementation and program management for GPC accounts across DoD. The Common Access Card (CAC) is used to link the responsible personnel to their appropriate roles and the privileges assigned to them based on those roles.
Provisioning a user in EMMA grants authorized users access to AIM. In essence, you cannot work within AIM without going through EMMA. The initial setup for all GPC roles, except the Cardholder, is done through EMMA.

19. Provisioning
Electronic process of documenting the chain of command in the Purchase Card hierarchy
Top-down process
Assigning uniquely identified individuals to specific roles
Enhances strategic program management
Increases security
Allows for improved future risk management
Provisioning steps (the A/OPC performs all of these steps)
Add an Organization
Add a Role
Assign a User to the Role
Provisioning, by definition, is the process of assigning privileges to other users. As the Cardholder Supervisor an A/OPC for your base/site will send you a token embedded for the role of Cardholder Supervisor in a specific organization. Once the token is redeemed you will be given access to AIM but will not have access to EMMA. Any changes or updates to organizations or users in roles will be performed by the A/OPC role.
The Provisioning steps listed in the bullets are not performed by individuals in the Cardholder Supervisor role only the A/OPC will perform them.

20. Purchase Card Hierarchy
DMDC Application Representative
PCPO Representative
Acquisition Executive Agent
Component Resource Manager (RM)
Major Resource Manager
HCA Agent
Option—provision one role or the other
Option—provision one role or the other
Intermediate RM
High-Level A/OPC
A/OPC Supervisor
RM Supervisor
A/OPC
This CLM will address only those actions within EMMA and AIM applicable to the role within the blue-highlighted box.
This is the revised purchase card hierarchy showing the flattening of the hierarchy below the A/OPC role. The Cardholder Supervisor will receive their EMMA token directly from the A/OPC instead of the A/BO but the token redemption process is unchanged. RM
A/BO Supervisor
A/BO Pool
Cardholders Supervisor
RM Pool
This is the role targeted by this PCOLS training.
Cardholder
User of EMMA only
User of AIM and EMMA
User of AIM only
Targeted users for training
Key 20

21. Tokens
In EMMA, the token links your CAC identifier to the role in which you are provisioned
The process of using your token is called “redeeming a token”
Your A/OPC may give you up to 30 days to redeem the token before it expires
A token will be received and redeemed for each role provisioned
Once you have redeemed your token, your A/OPC will be notified by
If you receive a message that an error occurred, contact your A/OPC
In order to use EMMA, you must be sent a token by someone already provisioned in EMMA in the role of A/OPC for the organization you are being provisioned into. You will receive an that offers a token to be redeemed. A token is a alpha-numerical identifier that is used to establish a link between PCOLS and your CAC Identity Certificate once the token is redeemed.
The A/OPC will determine the window of availability for the EMMA token. This can be anywhere from 1 to 30 days and the token will specify the applicable allotted timeframe to redeem the token. Once the token has been redeemed, the A/OPC will be notified automatically by that the token has been accepted. If you receive an error message, contact the A/OPC that provisioned you, there name will be in the token you received.

22. Redeeming a Token Tokens can be redeemed two ways
Click on the first URL in the OR
Enter provided token on login page
The token redemption (Image 1) comes from the address Be careful not to delete the . Once you redeem your token, you have been provisioned to a role. If the token expires prior to redemption, the process must be restarted by the provisioner (A/OPC).
Option #1- token imbedded link (Image 1)
You will have to use your CAC to redeem your token. Use of your CAC will connect you directly to an assigned role. To redeem your token, click on the first link in the . The token number is embedded in the link to simplify the token redemption process.
Step 1: Insert your CAC into the card reader.
Step 2: Click on the provided link to open a new browser.
Step 3. Select your Identity Certificate (this certificate is NOT listed as an Certificate) and click OK.
Step 4: Enter the PIN for your CAC and click OK.
Step 5: On the “Standard Mandatory DoD Notice and Consent” screen, click OK.
Step 6: The “Token Redemption Status” screen is displayed.
Note: The A/BO Pool members do not have direct access to log into EMMA.
Option 2 − Via Token on Screen (Image 2)
Step 2: Click the secondary link within the ( This opens a new browser.
Step 3: On the “Standard Mandatory DoD Notice and Consent” screen, click OK.
Step 4: Ensure that the Redeem token using a CAC radio button is selected.
Note: You must select the option to redeem your token using your CAC since the PCOLS suite of applications require CAC logon.
Step 5: Enter the token number from the token in the “Token box” and click Submit.
Step 6: Select your Identity Certificate (this certificate is NOT listed as an Certificate) and click OK.
Step 7: Enter the PIN for your CAC and click OK.
Step 8: The “Token Redemption Status” screen is displayed.

23. Redeeming a Token (cont’d)
Once you have successfully redeemed your token, the “Token Redemption Status” screen is displayed. The “Product Suite Details for AIM” box displays the name of the organization into which you were provisioned and the role associated with the token. It also provides a link for access to AIM through the PCOLS Sign-on and Referral System application also referred to as the Single Sign On.

24. Logging on to PCOLS

25. Logging in
Ogle web site: o to the PCOLS Single Sign-on (SRS):
The PCOLS suite of applications can be reached using a single web site: you will be taken to the PCOLS Message Board where you will be informed about the system status, any scheduled outages and will also be provided with application resources. You will click “Sign In” at the right side of the screen to proceed.

26. Notice and Consent
After you have selected the “Sign In” button you will be directed to the Notice and Consent Page. Please read over the content at least once so that you are aware of what you are acknowledging to, then click “ok”

27. Registered User Logon
The next screen will be the Registered User Logon. This will verify our Logon Method which will state “Smartcard (CAC)” and you will select “continue”.

28. Select Application
This is what your single sign on screen will look like. You will only have access to applications in PCOLS

29. Authorization, Issuance and Maintenance

30. Roles and Responsibilities How to:
Learning Objectives
AIM Background
Roles and Responsibilities
How to:
Log On
Check Your Task Inbox
Issue a Cardholder Account
An overview of AIM will be provided to show its capabilities and functionality within the Purchase Card Program. You will also go through a step-by-step approach to perform several common tasks within AIM, from logging on to AIM, to checking your Task Inbox as well as issuing Cardholder Accounts and searching for accounts.

31. Detailed Overview
A workflow tool used to perform various Purchase Card Program account issuance and maintenance functions such as:
Updating Purchase Limits
Changing Merchant Category Codes (MCCs)
Ensuring that ongoing training requirements are met
Ensuring that lines of accounting are current
Draws from hierarchies recorded in EMMA to determine who has responsibility and permission to initiate and approve requests for Account issuance and maintenance
A live interface with the bank systems allows Account requests to be sent electronically
Daily feeds from the bank systems allows both systems to be up to date with the current Account information
Does not replace any existing systems to review and approve card transactions
AIM is the application that replaces the paper forms to request new or updates to accounts. It uses a workflow and draws from the hierarchies recorded in EMMA to determine who has responsibility to initiate and approve requests for Purchase Card issuance and maintenance tasks. These tasks could include but are not limited to updating card transaction limits, changing Merchant Category Codes (or MCCs), ensuring that ongoing training requirements are met, or ensuring that lines of accounting are current.
AIM has a live interface with the banking institutions used in the Purchase Card Program. When issuance or maintenance requests are processed through all necessary approvals in AIM, they are sent automatically to the bank for action.

32. Cardholders Supervisor
Users of AIM
User of AIM
Limited User of AIM
A/OPC
A/BO Supervisor
A/BO Pool
Cardholder RM
Cardholders Supervisor
RM Pool
All roles in the Purchase Card hierarchy, starting at DMDC and the Purchase Card Program Management Office (PCPO) levels down to, and including, the Cardholders Supervisor and RM Pool, must be provisioned in EMMA in order to use AIM for workflow tasks.
Purchase Card users above the A/OPC and Resource Manager levels do not have access to AIM. However, all roles from the A/OPC down through the Cardholder, as well as the Resource Manager and Resource Manager Pool on the financial side, will use AIM in some capacity to act upon Purchase Card workflows. The blue box surrounding the Cardholder indicates that the Cardholder role is only a limited user of AIM and will access AIM only during Cardholder Account establishment and will only be able to log in by redeeming a token.
RM and RM Pool are interchangeable in AIM
Cardholders access AIM only during the Cardholder Account establishment
They must use a token to log into the application

33. Roles and Responsibilities - Cardholders Supervisor
Approve Cardholder requests
Only when the issuing A/BO and the CH Supervisor roles are not filled by the same individual
Maintain Cardholder Accounts
Conduct periodic reviews to ensure the appropriateness of Cardholder limits
As the role name implies, the Cardholders Supervisor is responsible for Cardholder Accounts only and is not a part of any Managing Account workflows. During the Cardholder Account issuance process, if the Cardholders Supervisor is not the issuing the A/BO, they are responsible for approving Cardholder Accounts and ensuring that all required Cardholder training has been completed.
The Cardholder supervisor will maintain the Cardholder Accounts by being responsible for approving and updating the cardholder MCC and the spending limits.

34. Selecting a Role
If you hold multiple roles or are in multiple organizations, select the role that you would like to act upon for this session
Once you are logged on to AIM, you will be presented with a Role Selection screen if you have been provisioned with multiple roles or in multiple organizations within EMMA. Select the role, within the organization, that you would like to act upon for this particular session by clicking “Select” next to that role. As you see on the screen, there is a role listed for the cardholder supervisor, A/OPC and one for the A/BO Pool, selecting the correct organization is KEY to finding the accounts you are looking for.
In addition, once you have selected a role and decide to act in AIM using another role you are provisioned in you may do so by clicking “Select Role” on the top right corner of your screen.

35. Checking your Task Inbox
Tasks for both Managing and Cardholder Accounts will be seen in the Task Inbox
After selecting the appropriate role (if applicable), AIM will take you to your Task Inbox. The Task Inbox lists specific workflow actions that you are responsible for completing before the workflow can continue through the chain of required steps. In addition to a list of tasks, the Task Inbox also specifies the status of the task, the date that you were assigned the task, the request type, the account holder name (Primary A/BO name for Managing Accounts and Cardholder name for Cardholder Accounts), the Office Name, a description of the task, and comments, if necessary.

36. Profile All users see “Your User Information” section
This information is pulled from your CAC certificates and the DEERS database
When you log on to AIM for the very first time, the AIM Profile Tab will display on the screen for completion. Make necessary changes. Make sure to “Save Changes.”
If changes are necessary for your Work Address, you can click the “Update user information” link and it will take you to MilConnect to make changes.
If you need to make changes to your address the link will take you into the RAPIDS Self Serve system to update.

37. Success / Error Messages
Green Bar indicates the action was successful
Red Bar indicates the action failed
After each action that a user completes, AIM will provide a clear indication as to whether that action was successful or not. A green bar indicates that the action was successful, while a red bar indicates that an action failed, along with the specific reason(s) why the action failed. After following the guidance indicated, the action should produce a green bar.

38. Cardholder Accounts
Before we move on to the workflow of creating a “New Cardholder Account” in AIM, we will briefly talk about all of your existing Cardholder Accounts that are active at the Bank. All of your existing accounts will be moved to AIM in a process known as Account Migration. Account Migration will transfer the existing Cardholder accounts from the bank to AIM. This is a process that only your A/OPC and Cardholder will be involved in. Your agency will not have to start over in creating new Cardholder accounts.

39. Issuing a Cardholder Account
This is the swim lane diagram for the Cardholder Account issuance process. As stated in the Managing Account issuance section, you will be seeing a portion of this swim lane diagram for each step in the Cardholder Account issuance process.
The A/OPC or A/BO is responsible for initiating the Cardholder Account request process.

40. Issuing a Cardholder Account (cont’d)
A/OPC or A/BO initiates Cardholder Account (CA) request
Selects the Managing Account that will hold the new CA
Enters required CA information
When complete, an notification is sent to the nominated Cardholder with an AIM token-embedded link
Cardholder accepts nomination
Acknowledges that they must complete the required training prior to the CA being issued and checks the training acknowledgement box
Checks the Acknowledgement of Cardholder Responsibility box
When complete, a PCOLS Task is sent to the Cardholders Supervisor or A/BO Supervisor
a. A/OPC or A/BO initiates Cardholder Account (CA) request
The first step in the CA issuance process is for the A/OPC or A/BO to initiate the new CA request.
If the A/OPC initiates the new account request a task is generated to the A/BO to approve and set up the account. If the A/BO initiates the new account request they will perform the normal account set up as spelled out below.
The A/BO will select the Managing Account that will hold the new CA and enter all required information into AIM. As part of this process, the A/BO will select the Cardholders Supervisor (who may be the same person as the A/BO) as well as enter the applicable Merchant Category Codes (MCCs).
Once completed, a PCOLS Task is sent to the nominated Cardholder with an AIM token-embedded link.
b. Cardholder accepts nomination
To accept their nomination, the Cardholder will review the account information for accuracy and acknowledge that they must complete all required DAU training by clicking the Training Acknowledgement check box. They will also check the Acknowledgement of Cardholder Responsibility box.
When complete, a PCOLS Task is sent to the Cardholders Supervisor or A/BO Supervisor.
Note: This is the Cardholder’s only interaction with AIM.
Note - If a Cardholder accepts a nomination for a Cardholder account and does not have a work address in Rapids, an will be sent to the Cardholder and to the A/OPC advising them that this information is missing from the Cardholder’s profile. The notification will also include instructions for the Cardholder on how to update his or her work address in DEERS.

41. Issuing a Cardholder Account (cont’d)
Cardholders Supervisor or A/BO Supervisor approves CA request
If the Cardholders Supervisor is not the issuing A/BO, the Cardholders Supervisor verifies the request
If the Cardholders Supervisor is the issuing A/BO, the A/BO Supervisor verifies the request
Reviews the Card/Convenience Checks Issuance Options and update, if necessary
Reviews the Purchase Limits and update, if necessary
The requested Purchase Limits may not be increased
Reviews the MCCs and updates, if necessary
When complete, a PCOLS Task is sent to the RM
c. Cardholders Supervisor or A/BO Supervisor approves CA request
If the Cardholder Supervisor is not the A/BO that initiated the CA issuance workflow, the Cardholder Supervisor will approve the CA request.
If, however, the Cardholder Supervisor is the A/BO that initiated the CA issuance workflow, the A/BO Supervisor will be responsible for approving the CA request. This prevents a conflict of interest and loss of internal management control.
Review the Card/Convenience Checks Issuance Options, the Purchase Limits, and the MCCs and update, if necessary. Once the account is approved, a PCOLS Task is sent to the RM.
Cardholders
Supervisor
Approve CA request
CH Sup = A/BO?
Yes No
A/BO Supervisor
Approve CA request
Receive notification
if involved in account issuance

42. Issuing a Cardholder Account (cont’d)
This is the view of the form that will be completed by either you the CH Supervisor if you are not the A/BO that initiated the CA workflow or the A/BO Supervisor. In addition to the modifiable fields shown, the “Cardholder Account Approval” screen also displays the following non-modifiable fields: Cardholder Account information, Cardholder information, Points of Contact, and the UIC and OPTI (Navy users only).
Image 1:
Step 1: Review the “Card/Convenience Checks Options” and update, if necessary.
Step 2: Review the “Purchase Limits” and update, if necessary.
Image 2:
Step 3: Review the “Merchant Category Codes” and update, if necessary. Navy users may also update “Excluded MCC Groups.”
Step 4: Click “Approve.”

43. Issuing a Cardholder Account (cont’d)
RM fills out financial information and approves the CA request
Reviews Accounting Validation Code, Default Accounting Codes, Purchase Limits, and MCCs and updates, if necessary
When complete, a PCOLS Task is sent to the A/OPC
A/OPC fills out required data and approves CA request
Reviews Office Name, Justification, Organization Name, Card/Convenience Check Issuance options, Purchase Limits, UIC*, Identity Verification*, and MCCs and updates, if necessary
Certifies that the Cardholder has completed their training and enters the date of completion
Certifies that the Required Delegations and Appointments letter was issued and enters a date for review
Enters Special Designations for the CA
* Navy users only
d. RM fills out financial information and approves the CA request
The RM will review the CA request, enter the required financial data, and approve the request. When complete, a PCOLS Task is sent to the A/OPC.
e. A/OPC fills out required data and approves CA request
The A/OPC certifies that all applicable Cardholder training is complete as well as certifies the Required Delegations and Appointments. They are also responsible for entering any Special Designations for the Account. They will approve or reject the request.

44. Issuing a Cardholder Account (cont’d)
f. AIM sends the CA request to the bank
If the bank rejects the request, it goes to the A/BO for revision
Rejections may stem from entry of incorrect data or violation of a business rule, such as entering incorrect LOA or DAC information
If there is a connection error, the CA request will return to the A/OPC’s AIM Task Inbox for resubmission
g. After one business day, AIM generates an notification to all roles involved in issuance that the CA is active, based on bank confirmation
The Purchase Card will then be shipped; once received, the card must be activated following standard bank procedures
f. AIM sends MA request to bank
If the bank rejects the request due to a validation error (e.g., entering incorrect Lines of Accounting or Default Account Code data), the workflow will go back to the A/BO as a task in their AIM Task Inbox. In addition, an notification will be sent to all users involved. However, if there is a connection error, the CA request will return to the A/OPC’s AIM Task Inbox for resubmission.
g. After one business day, AIM generates notification to all roles involved in the CA issuance workflow.

45. Issuing a Cardholder Account (cont’d)
Cardholder Account has been successfully established!
Once the bank establishes the Cardholder Account, AIM will send out a notification to all roles involved in the Cardholder Account issuance process. The will list the Cardholder’s Name, the Account Number, the Office Name corresponding to the account, and the Justification for the account.

46. PCOLS Reporting

47. PCOLS Reporting Overview PCOLS Reporting users PCOLS Reports How to:
Learning Objectives
PCOLS Reporting Overview
PCOLS Reporting users
PCOLS Reports
How to:
Select a role
Select a report
Run a report
Generate a report
An overview of PCOLS Reporting will be provided to show its capabilities and functionality within the Purchase Card Program. Today, we’ll be discussing the following topics:
PCOLS Reporting Overview
PCOLS Reporting users (who has access each type of report)
PCOLS Reports (information that each report will provide)
In addition to those topics, we’ll also discuss how to:
Select a role
Select a report
Run a report (Purchase Card Report)
Generate a report 47 47

48. PCOLS Reporting Overview
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
PCOLS Reporting uses data from AIM, EMMA, and DEERS
The Purchase Card Online System (PCOLS) Reporting application will provide a defined set of reports on purchase card accounts and users of the Authorization, Issuance and Maintenance (AIM) application. Based on a PCOLS user’s role (defined in the Enterprise Monitoring and Management of Accounts (EMMA) application), users will be given access to a set of reports. Reports can be generated only for organizations in which a user is associated.
In order to provide these reports, the PCOLS reporting application will utilize data from AIM, EMMA, and Defense Eligibility and Enrollment Reporting System (DEERS). 48 48 48 48

49. PCOLS Reporting Users
The PCOLS Reporting application can be used by Agency/Organization Program Coordinators (A/OPCs), Approving/Billing Official (A/BO) Supervisors, A/BOs, Cardholders Supervisors, and Resource Managers.
The table above lists the reports that are currently available in PCOLS Reporting and delineates which roles have access to run these reports. 49

50. PCOLS Reports
Purchase Card – allows users to view a list of Cardholder Accounts that meet the selected reporting criteria.
Training Due Report- allows users to view the number of accounts that training is due for A/BOs, Cardholders or both.
Note: The PCOLS data base will be updated during the 2:00am to 5:00am EST system unavailability window; therefore, current data in all reports will not be available until the next business day.
We have highlighted the reports that are available to you, the Cardholders Supervisor. That includes the Purchase Card and the Training Due Report.
The Purchase Card report allows users to view a list of Cardholder Accounts that meet the selected reporting criteria. The report details the Organization of the Cardholder Account; the account number; the Cardholder’s name; the Organization Name of the A/BO; the Cardholder’s primary work address and work phone number; the type of account (Card Issued, Convenience Check); any Special Designations (Contracting Officer, Contingency and Humanitarian Aid Operation, Method of Payment); the dollar value of the warrant, if a Contracting Officer; as well as the Cycle, Single, Quarterly, and Annual Purchase Limits.
The Training Due report allows users to view a list of dates that training is due for A/BOs, Cardholders, or both. 50 50 50 50

51. Selecting a Role
Once you have selected PCOLS Reporting from the “Application Selection” screen:
Step 1: Click Select next to the provisioned role through which you want to access the reports. The “Public Folders - IBM Cognos Connection” window opens.
Step 2: Click the folder with the role name with which you are logging in.
Note: The only folder displayed will be the role that you selected in step 1. A full listing of your roles is not available at this point. To log in as a different role, log out, return to the “Purchase Card Single Sign On Web Application: Reporting” window, and select a new role. 51 51

52. Selecting a Report
Upon selecting your role folder, you will be presented with a list of reports that are available to the selected role.
Upon selecting your role folder, you will be presented with a list of reports that are available to the selected role. Click the name of the report that you would like to run.
The required selection criteria varies according to the selected report. For the purposes of this training, we will walk through running the Purchase Card report.
Warning: Many of the visible functions are product-related and are not PCOLS-specific. It is recommended that you not click buttons other than those specified in the training. 52 52

53. Running a Report
Step 1: Select the Organization(s) that you want included in the report.
Tip: To select multiple Organizations, press and hold Ctrl and click the Organizations that you would like included. You can also click Select All to select all of the listed organizations or click Deselect All to undo the Select All option.
Step 2: Select the Card/Convenience check option. You can select to run the report for Both the Card and Convenience option or each individually.
Step 3: Select the Special Designations. You can include all designations by selecting the option “Any”
Step 4: Click Run.
Warning: Many of the visible functions are product-related and are not PCOLS-specific. It is recommended that you not click buttons other than those specified in the training.
Note: It may take several minutes for the report to process. Do not click Run more than once. 53 53

54. Generating a Report
Once you have run your report, it will be displayed in the same window and be generated in a PDF format, by default.
From this screen, you can:
Change the format of a report
Print a report
Save a report to your local workstation
Save a report to “My Folders” 54 54

55. Purchase Card On-line System (PCOLS)
This concludes the PCOLS Continuous Learning Module for the Cardholders Supervisor