How to Create New GPC Managing and Cardholder Accounts in AIM P C O L S 101 How to Create New GPC Managing and Cardholder Accounts in AIM 04 . 10 . 2014 Catherine Davidson PCOLS Support Office Defense Logistics Agency

Welcome A/OPCs and F/RMs Training provided by: DLA and US Bank This session is intended to demonstrate the process of initiating new Managing and Cardholder Accounts in the PCOLS application called AIM. All Army A/OPCs and F/RMs will benefit from attending this training to understand the new account creation workflow process and how information in AIM is processed with US Bank. During this training session the instructors will be demonstrating the new account set up process using live system environments. Information will also be provided by US Bank regarding financial data that is required in AXOL to correct AVC/Segment Value errors that are common for A/OPCs and RMs new to creating accounts in AIM.

Agenda Why Use PCOLS to Set-Up New GPC Accounts GPC Requirements Performed Outside of PCOLS AIM Workflow Process to Create a New Managing Account Lines of Accounting/GFEBS/CEFMS Information for F/RMs (US Bank) AIM Workflow Process to Create a New Cardholder Account Common Errors for New Account Set-Up Helpdesk and Support

DCO Recordings Link to DCO Recording-4/10 training: https://connect.dco.dod.mil/p5ssmbnqb0g/ Link DCO Recording-US Bank section from 3/20 training https://connect.dco.dod.mil/p4rkovvsrqc/

GPC Change Initiative 18 December 2002 - OUSD(C) signed out Management Initiative Decision (MID) 904, which mandated specific remedies to previously identified internal management control deficiencies. 19 November 2008 - All Procurement Executives were directed to develop a plan and schedule to implement PCOLS in accordance with a phased deployment strategy. Further, it was directed that by January 4, 2010, no purchase cards will be issued unless through the PCOLS capability.

PCOLS Mission 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.

Benefits of Using PCOLS Integrates card management Reduces Government dependence on banks Streamlines processes Lowers cost Strengthens controls Socioeconomic data Enables clean audit opinion Reduces misuse and fraud Facilitates internal controls Creates business intelligence

Who Uses PCOLS Air Force – Fully Deployed Defense Agencies – Fully Deployed Army – Fully Deployed

What is the PCOLS Suite of Applications PCOLS is a DoD-wide, DoD-operated electronic system that Government Purchase Card (GPC) participants will use to improve the management and accountability of their GPC Program organizations. It is comprised of five web-enabled automated tools: Enterprise Monitoring and Management of Accounts (EMMA) Authorization, Issuance and Maintenance (AIM) Data Mining (DM) Risk Assessment Dashboard (RAD) – Released 4/2014 PCOLS Reporting EMMA and AIM will be discussed further in this training.

PCOLS: What is Enterprise Monitoring and Management of Accounts (EMMA) All DOD GPC Attendees 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.

PCOLS: How EMMA Works All DOD GPC Attendees The primary user of EMMA is the Agency Organization Program Coordinator (A/OPC). When users of the PCOLS applications are provisioned they will receive an email notification with a token embedded link, clicking this link captures the users CAC information and associates it to their specific role. RMs will use EMMA when they need to add or remove RMs from the RM Pool role. CAC enablement aids as a security benefit to the GPC Program

PCOLS: Benefits of EMMA All DOD GPC Attendees Adds visibility, documents GPC hierarchy Adds accountability, provides an additional level of supervisory involvement throughout the PCOLS applications CAC enabled for security

PCOLS: What is Authorization, Issuance, and Maintenance (AIM) All DOD GPC Attendees 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. ®

PCOLS: AIM and the Bank All DOD GPC Attendees AIM does not duplicate work done at the bank or change current access to the bank The PCOLS Suite of applications will not replace the banking systems that are currently in place.

PCOLS: Utilizing AIM Examples of actions that A/OPCs can perform: Create new Managing and Cardholder accounts Update users on accounts Update purchase limits Change account status Ensure that ongoing training requirements are met ®

PCOLS: Benefits of AIM Increased visibility with task and account update email notifications: Users are notified of updates and changes regarding their accounts Tracks GPC training dates for Primary and Alternate A/BOs and Cardholders-interface with DAU Tracks required appointments and review dates Additional accountability with required supervisory involvement

PCOLS: How the Data is Exchanged Financial systems like GFEBS, CEFMS, DFAS, etc are not listed because PCOLS does not exchange data with these systems. Payment related data is exchanged with the financial system and US Bank.

GPC Requirements Performed Outside of PCOLS ***Payments on Accounts*** All functions related to payments on accounts are still done the same as they were prior to PCOLS. Any issues or questions regarding payments on accounts would be addressed between your financial system and US Bank. ***Certifying Accounts*** All functions related to certifying GPC accounts are still done the same as they were prior to PCOLS. Any issues or questions regarding this process would be directed to US Bank.

How to Create a New Managing Account in AIM https://acc.dau.mil/CommunityBrowser.aspx?id=522968 ***Payments on Accounts*** All functions related to payments on accounts are still done the same as they were prior to PCOLS. Any issues or questions regarding payments on accounts would be addressed between your financial system and US Bank. ***Certifying Accounts*** All functions related to certifying GPC accounts are still done the same as they were prior to PCOLS. Any issues or questions regarding this process would be directed to US Bank.

How to Create a New Cardholder Account in AIM https://acc.dau.mil/CommunityBrowser.aspx?id=522968 ***Payments on Accounts*** All functions related to payments on accounts are still done the same as they were prior to PCOLS. Any issues or questions regarding payments on accounts would be addressed between your financial system and US Bank. ***Certifying Accounts*** All functions related to certifying GPC accounts are still done the same as they were prior to PCOLS. Any issues or questions regarding this process would be directed to US Bank.

PCOLS: Common Errors on New Accounts (Bank Submission Failure Emails) User ID Error Check US Bank User ID that was entered in your AIM User Profile (A/OPC) Check US Bank (AXOL) to verify that you have AIM Entitlements (A/OPC) AVC Error Verify that AVC has been input correctly in AIM (RM) Verify AVC exists in US Bank – AXOL (RM) Segment Value Error Verify that Segment Values have been input correctly in AIM (RM) Verify Segment Values exists in US Bank – AXOL (RM) ***Use PCOLS Bank Submission Failure emails to determine how to correct errors prior to resubmitting the account back through the AIM workflow to US Bank***

Summary of the Importance of PCOLS to the GPC Program 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 additional supervision within the purchase card program

Help and Support PCOLS Help Desk Phone: 800-376-7783, com 269-961-7307, or DSN 661-7307 Email: dlacontactcenter@dla.mil Operation Hours: 24x7 PCOLS Website at DAU Acquisition Community Connection (ACC) http://acc.dau.mil/pcols Contains: Frequently Asked Questions (FAQs) System User Manuals (EMMA, AIM, DM, RAD, REPORTING) milConnect and Rapids information for user address and email updates Various Training Aids PCOLS Website at DLA Logistics Information Service http://www.logisticsinformationservice.dla.mil/PCOLS/ When submitting tickets to the PCOLS Helpdesk, please provide the following information to expedite in resolving the issue: -Last 8 digits of account number -Agent number and Level 3 number -Screenshots of error/issue -Copies of PCOLS emails for Bank Submission Failures -Detailed explanation of issue