1. 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
Catherine Davidson
PCOLS Support Office
Defense Logistics Agency

2. 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.

3. 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

4. DCO Recordings
Link to DCO Recording-4/10 training:
Link DCO Recording-US Bank section from 3/20 training

5. GPC Change Initiative
18 December OUSD(C) signed out Management Initiative Decision (MID) 904, which mandated specific remedies to previously identified internal management control deficiencies.
19 November 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.

6. 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.

7. 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

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

9. 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.

10. 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.

11. 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 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

12. 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

13. 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.

14. 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.

15. 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

16. PCOLS: Benefits of AIM
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-interface with DAU
Tracks required appointments and review dates
Additional accountability with required supervisory involvement

17. 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.

18. 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.

19. How to Create a New Managing Account in AIM
***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.

20. How to Create a New Cardholder Account in AIM
***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.

21. 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 s to determine how to correct errors prior to resubmitting the account back through the AIM workflow to US Bank***

22. 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

23. Help and Support PCOLS Help Desk
Phone: , com , or DSN
Operation Hours: 24x7
PCOLS Website at DAU Acquisition Community Connection (ACC)
Contains:
Frequently Asked Questions (FAQs)
System User Manuals (EMMA, AIM, DM, RAD, REPORTING)
milConnect and Rapids information for user address and updates
Various Training Aids
PCOLS Website at DLA Logistics Information Service
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 s for Bank Submission Failures
-Detailed explanation of issue