1. U.S. General Services Administration
Reports Overview for the DoD Purchase Card On-line System (PCOLS) Catherine Davidson PCOLS Support DLA Logistics Information Service July 31-August 2, 2012

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

3. Reports Overview for the DoD Purchase Card On-line System
House Rules
(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

4. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
Course Description
(agency name)
This session will provide a comprehensive overview of reports available through the DoD Purchase Card On-Line System (PCOLS). These reports are used for the overall management and the operational aspects of your program. Discussions will include use of the PCOLS Reporting application, navigation, and report content.

5. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
Department of Defense
Goals & Objectives
This course is designed to assist you in achieving the following objectives:
Provide a comprehensive overview of the PCOLS Reporting application
Explain the data presented in the reports
Cover benefits for report usage, including scenarios
Demonstrate how to generate reports and export in other formats

6. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
Agenda
What is PCOLS Reporting
Report details, including:
Description and data
Benefits and scenarios
Examples
How to generate reports (interactive tutorial)
Ideas for enhancements
Help and support
Question and answer session

7. Reports Overview for the DoD Purchase Card On-line System
What is PCOLS Reporting

8. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
About PCOLS Reporting
Defined set of reports
Purchase card and user data
CAC enabled role based access
Generated by organization
Bullet 1:The PCOLS Reporting application will provide a defined set of reports
Bullet 2: Data shows purchase card account information and users of the Authorization, Issuance and Maintenance (AIM) application
Bullet 3: 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
Bullet 4: Reports can be generated only for organizations in which a user is associated.

9. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
Where does the data come from?
In order to provide these reports, the PCOLS reporting application will utilize data from:
Authorization, Issuance, and Maintenance (AIM)
Enterprise Monitoring and Management of Accounts (EMMA)
Defense Eligibility and Enrollment Reporting System (DEERS)
Data Mining/Risk Assessment (DM/RA)
Appropriate bank systems
In order to provide these reports, the PCOLS reporting application will utilize data from AIM, EMMA, Defense Eligibility and Enrollment Reporting System (DEERS), Data Mining/Risk Assessment (DM/RA), and appropriate bank systems.

10. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
Available Reports
Account Status
Approving Billing Official
Case Disposition Detail
Case Disposition Summary
Conflict of Interest
Infraction Detail
Managing Account Review
There are currently 13 reports that are available to user in PCOLS Reporting.
Account Status
Approving Billing Official
Case Disposition Detail
Case Disposition Summary
Conflict of Interest
Infraction Detail
Managing Account Review

11. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
Available Reports cont.
Program Management
Provisioning Status
Purchase Card
Recommended Action Summary
Training Due
Workflow Aging
Infraction Detail
Program Management
Provisioning Status
Purchase Card
Recommended Action Summary
Training Due
Workflow Aging
Each report will be covered in detail (including how to generate the report) later in this presentation

12. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
PCOLS Reporting Users
This matrix from the PCOLS Reporting user manual shows the 13 reports and what users (shown above in the blue section) have access to run a particular report (listed on the left hand column).
A/OPC, A/OPC Supervisor, AEA, HCA, and PCPO have access to all reports. All users have access the purchase card report. The A/BO Supervisors will also have access to the A/BO report, Conflict of Interest report, and the Training Due report. The Cardholders Supervisor will also have access to the Training Due report. Cardholders do not have access to PCOLS or PCOLS Reporting.

13. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
Database Updates
The PCOLS reporting database will be updated daily during the 2:00 AM to 5:00 AM ET system unavailability window, therefore, current data will not be available until the next business day.
Note: Reports that contain information from DM/RA are only updated at the end of each billing cycle
The reporting database is updated daily between 2-5 AM ET. Note that some of the reports are run by the billing cycle (reports that contain DM/RA data). A billing cycle is only available for reporting after it closes (and therefore the information on the report should not change when you run it again). The other reports are what we call point-in-time reports. They can be run at any time and always report the current information -- you can't run it for past information.
Next we will cover each of the reports, discuss the data that is displayed and how it’s relevant to your GPC program.

14. Reports Overview for the DoD Purchase Card On-line System
Account Status Report

15. Reports Overview for the DoD Purchase Card On-line System
Account Status Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Account Status report allows users to view:
Number of accounts in a selected A/OPC Organization
Organization Name of the A/OPC
Number of pending, active, suspended, and cancelled Managing and Cardholder Accounts
Total number of Managing and Cardholder Accounts
The Account Status Report allows users to view the number of accounts in a particular A/OPC organization. This report also displays the organizational name, accounts status, and the total number of both cardholder and managing accounts.

16. Reports Overview for the DoD Purchase Card On-line System
Account Status Report:
Benefits and Scenario
The benefits of running this report:
Monitor progress of account migration relating to deployment
Snapshot of account statuses for Cardholder and Managing Accounts
Pending, Pending (Migration), Active, Suspended, Canceled
Scenario: The A/OPC Supervisor and A/OPC frequently run this report to check the progress of migrating existing accounts into AIM for an organization that is new to PCOLS. By using this report they can see the account totals for the organization as well as how many are now “active” in AIM or “pending migration.” A deployment percentage can be calculated.
The primary benefit of this report is ability to closely track the accounts migrating into AIM. This is especially important for organizations new to PCOLS .
A/OPCs as well as higher level users can use this report to see how many accounts are in a “Pending (migration)” status. This will help to key in on accounts so that the workflows can be completed to bring account to an “active” status in AIM. To be considered fully deployed in PCOLS by PCPO, 90% of the all accounts (Managing and Cardholder) will need to show active in AIM.
This report can also help to track the number of new accounts being created in AIM, canceled and suspended accounts as well as overall account totals.
Scenario: The A/OPC Supervisor and A/OPC frequently run this report to check the progress of migrating existing accounts into AIM for an organization that is new to PCOLS. By using this report they can see the account totals for the organization as well as how many have are now “active” in AIM or “pending migration.” A deployment percentage can be calculated.

17. Reports Overview for the DoD Purchase Card On-line System
Account Status Report:
Example
Active Managing and Cardholder Accounts: = 170
Pending (Migration) for Managing and Cardholder Accounts: = 8
*Note: Pending (Migration) accounts are ones that are active at the bank, but have not completed the migration process in AIM.
Total Accounts: 178
Deployment Percentage:
170 (Total Active)/178 (Overall Total) = 95.5%

18. Reports Overview for the DoD Purchase Card On-line System
Annual Review of Managing Accounts Report

19. Reports Overview for the DoD Purchase Card On-line System
Managing Account Review Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Managing Account Review Report allows users to view:
Managing Accounts with upcoming account review due dates
Account review status (if the review is past due)
A/OPC name
Account number
Office Name
Primary A/BO name, primary work address, and work phone number
The Managing Account Review Report allows users to view Managing Accounts with upcoming account review due dates. These dates were entered into AIM by the A/OPC when they issued the Managing Account.
This report also includes:
-Account review status (if the review is past due)
-A/OPC name
-Account number
-Office Name
-Primary A/BO name, primary work address, and work phone number

20. Reports Overview for the DoD Purchase Card On-line System
Managing Account Review Report:
Benefits and Scenario
The benefits of running this report:
Determine what upcoming reviews will need to be completed
Display any managing account reviews that are past due
Scenario: The A/OPC receives a PCOLS system notification 60 days and 30 days before a review is due. This report is run as an additional tool to help the A/OPC track the annual review date for their managing accounts, verifying that all Managing Account reviews are current.
The primary benefit of this report for A/OPCs is to provide an extra tool to help track their annual “Appointments and Review” for their managing accounts.
Scenario: The A/OPC is notified by a PCOLS system 60 days and 30 days before a review is due. This report is run as an additional tool to help the A/OPC track the annual review date for their managing accounts, verifying that all reviews are current.

21. Reports Overview for the DoD Purchase Card On-line System
Managing Account Review Report:
Benefits and Scenario

22. Reports Overview for the DoD Purchase Card On-line System
Approving/Billing Official Report
A/BO Report

23. Reports Overview for the DoD Purchase Card On-line System
A/BO Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The A/BO Report allows users to view:
List of Active and Suspended Managing Accounts in AIM and the (primary and alternate) A/BOs assigned to these accounts
Additional information related to the Managing Account
Organization name
A/BO primary work address and phone number
Bullet 1: The A/BO Report will display a full list of all active and suspended managing accounts in AIM for a particular A/OPC organization. This report will include all primary and alternate A/BOs assigned to these account.
Bullet 2: Additional information that the report provides includes the organization name and the primary work and phone for the A/BOs

24. Reports Overview for the DoD Purchase Card On-line System
A/BO Report:
Benefits and Scenario
The benefits of running this report:
Quick check of A/BOs assigned to accounts
Full Managing Account number displayed
Cross reference of A/BOs that have access to Data Mining and Risk Assessment (DM/RA)
Verify where PCOLS notification s are being sent
Scenario: The A/OPC runs this report at the end of the billing cycle to verify that the correct A/BOs are assigned to their accounts. In the case of incorrect users being listed, the A/OPC can perform the necessary maintenance in AIM.
The benefit of running this report includes:
-A way to quickly see all A/BOs assigned to Managing Accounts in AIM
-The ability to view the full account number on a Managing Account
-A/BOs that have access to DM/RA. This is important because the correct A/BOs will need to be assigned to their designated accounts in AIM to be granted access to DM to complete their flagged transactions (Case Reviews).
-A quick check to see what is listed in DEERS for the A/BO. All PCOLS notification use the primary work listed in DEERS.
Scenario: The A/OPC runs this report at the end of the billing cycle to verify that the correct A/BOs are assigned to their accounts. In the case of incorrect users being listed, the A/OPC can perform the necessary maintenance in AIM.
This is very important since access to Data Mining to complete flagged transactions will depend on the correct A/BO being assigned to their account in AIM.

25. Reports Overview for the DoD Purchase Card On-line System
A/BO Report:
Example
Example of the A/BO report in PDF.

26. Reports Overview for the DoD Purchase Card On-line System
Case Disposition Detail Report

27. Reports Overview for the DoD Purchase Card On-line System
Case Disposition Detail Report: Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Case Disposition Detail Report allows users to view:
DM flagged transactions for each selected organization
Case disposition and date it was closed
Total number of cases given the disposition
Display a list of all transaction (case) information including:
Organization Name and ID
Primary A/BO and Cardholder names
Cardholder Account number
Transaction details (date, amount, and merchant name)
View the details of each DM flagged transaction that was reviewed during the reporting period
This report can only be run for one bank cycle

28. Reports Overview for the DoD Purchase Card On-line System
Case Disposition Detail Report:
Benefits and Scenario
The benefits of running this report:
Quickly review transactions with a disposition other than “Valid” or “Contract Payment” (lost/stolen, fraud, etc.)
Displays the A/BO and Cardholder for the transaction
Scenario: The A/OPC frequently completes Independent Reviews on cases competed by their A/BOs in Data Mining and may already be aware of the data displayed in this report. Higher level roles such as the A/OPC Supervisor can use this report to quickly review details from cases at the end of a given billing cycle. Knowing what cases were closed with a disposition other than “Valid” or “Contract Payment” increases internal controls in the organization’s GPC program.
The primary benefit of this report is to have way to quickly see what transactions were closed by an A/BO with a disposition other than valid or contract payment. This report is especially important to higher level users that do not use DM/RA on a frequent basis, keeping these users “up to speed” on GPC activities within their organizations.
Scenario: The A/OPC frequently completes Independent Reviews on cases competed by their A/BOs in Data Mining and may already be aware of the data displayed in this report. Higher level roles such as the A/OPC Supervisor can use this report to quickly review details from cases at the end of a given billing cycle. Knowing what cases were closed with a disposition other than “Valid” or “Contract Payment” increases internal controls in the organizations GPC program.

29. Reports Overview for the DoD Purchase Card On-line System
Case Disposition Detail Report:
Example

30. Reports Overview for the DoD Purchase Card On-line System
Case Disposition Summary Report

31. Reports Overview for the DoD Purchase Card On-line System
Case Disposition Summary Report: Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Case Disposition Summary Report allows users to view:
Summary of DM flagged transaction case dispositions
Case details by A/OPC organization, including:
Organization Name and ID
Total number of cases Closed
Number of cases given a disposition other that valid or contract payment
Total dollar value of all Closed cases (also broken down by disposition type)
This report can only be run for one bank cycle and provides the following details:
Summary of DM flagged transaction case dispositions
Case details by A/OPC organization, including:
Organization Name and ID
Total number of cases Closed
Number of cases given a disposition other that valid or contract payment
Total dollar value of all Closed cases (also broken down by disposition type)
*A disposition of Valid, Contract Payment, Admin Discrepancy, Misuse, Suspected Fraud, and Lost/Stolen

32. Reports Overview for the DoD Purchase Card On-line System
Case Disposition Summary Report: Benefits and Scenario
The benefits of running this report:
Quickly review total dollar amounts for all flagged transactions in a given A/OPC organization
View all cases reviewed at the end of the billing cycle to find total cases and the disposition assigned by the A/BO
Scenario: The A/OPC, as well as higher level users, run this report at the end of each billing cycle to track cases completed by their A/BOs. This report may assist these users in identifying patterns, such as “Lost/Stolen” account totals. This enhances accountability and internal controls within the organization’s GPC program.
The primary benefit of this report is to show a quick overview of closed transaction during a given billing cycle.
An example of a scenario of when this report would be used would be:
Scenario: The A/OPC, as well as higher level users, run this report at the end of each billing cycle to track cases completed by their A/BOs. This report may assist these users in identifying patterns, such as “Lost/Stolen” account totals. This enhances accountability and internal controls within the organization’s GPC program.

33. Reports Overview for the DoD Purchase Card On-line System
Case Disposition Summary Report: Example

34. Reports Overview for the DoD Purchase Card On-line System
Conflict of Interest Report

35. Reports Overview for the DoD Purchase Card On-line System
Conflict of Interest Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Conflict of Interest Report allows users to view:
Listing of individuals within the identified organization that hold an A/BO role and Cardholder role within the same Active or Suspended Managing Account
Details account information, including:
A/OPC Organization Name
Managing and Cardholder Account numbers
Managing and Cardholder Account status
Name of the Cardholder and Cardholders Supervisor
Primary or Alternate A/BO
Cardholder’s work address, work phone number
The Account Status Report allows users to view the number of accounts in a particular A/OPC organization. This report also displays the organizational name, accounts status, and the total number of both cardholder and managing accounts.

36. Reports Overview for the DoD Purchase Card On-line System
Conflict of Interest Report:
Benefits and Scenario
The benefits of running this report:
Quickly find areas where there is a conflict of interest with Cardholders and A/BOs
Displays all data necessary to locate accounts to take corrective action .
Scenario: The A/OPC is diligent in monitoring their GPC program, ensuring that they do not have situation where there is a conflict of interest. This report as a way to confirm there are no issues that may have been accidently overlooked. Higher level roles run this report as an additional level of supervision and internal controls.
The benefit of this report is to locate conflicts of interest with A/BOs and Cardholder roles. This data is pulled from users assigned to accounts in AIM.
This most likely is already closely monitored by the A/OPC, but provides a quick way to confirm that this are not issues that were overlooked.
Scenario: The A/OPC is diligent in monitoring their GPC program, ensuring that they do not have situation where there is a conflict of interest. This report as a way to confirm there are no issues that may have been accidently overlooked. Higher level roles run this report as an additional level of supervision and internal controls.

37. Reports Overview for the DoD Purchase Card On-line System
Conflict of Interest Report:
Example

38. Reports Overview for the DoD Purchase Card On-line System
Infraction Detail Report
Infraction Detail Report

39. Reports Overview for the DoD Purchase Card On-line System
Infraction Detail Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Infraction Detail Report allows users to view:
Details of infractions by A/OPC organization
All infractions from cases with a disposition
Details for each selected organization by billing cycle:
Organization Name and ID
Total number of infractions
Primary A/BO, Cardholder, and Merchant name
Managing and Cardholder Account number
Transaction date and amount and the review date
Planned action
The Infraction Detail Report allows users to view:
Details of infractions by A/OPC organization
All infractions from cases with a disposition
Details for each selected organization by billing cycle:
Organization Name and ID
Total number of infractions
Primary A/BO, Cardholder, and Merchant name
Managing and Cardholder Account number
Transaction date and amount and the review date
Planned action
This report can only be run for one bank cycle.

40. Reports Overview for the DoD Purchase Card On-line System
Infraction Detail Report:
Benefits and Scenario
The benefits of running this report:
Determine what infractions occurred, such as Split Payments, Lack of Adequate Source Documentation, no consideration for Green Procurement, etc.
Quickly find patterns of infractions where corrective action is required
Scenario: The A/OPC frequently completes Independent Reviews on High Risk Transactions and may already be aware of a majority of this information. Not all transactions are High Risk and this report will provide the A/OPC as well as higher level roles details on infractions for all closed case. This provides additional internal controls within their GPC program.
The benefits of running this report:
Determine what infractions occurred, such as Split Payments, Lack of Adequate Source Documentation, no consideration for Green Procurement, etc.
Quickly find patterns of infractions where corrective action is required
Scenario: The A/OPC frequently completes Independent Reviews on High Risk Transactions and may already be aware of a majority of this information. Not all transactions are High Risk and this report will provide the A/OPC as well as higher level roles details on infractions for all closed case. This provides additional internal controls within their GPC program

41. Reports Overview for the DoD Purchase Card On-line System
Infraction Detail Report:
Example

42. Reports Overview for the DoD Purchase Card On-line System
Program Management Report

43. Reports Overview for the DoD Purchase Card On-line System
Program Management Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Program Management Report allows users to view:
Summary of transaction and DM/RA case information for a particular organization during one billing cycle
Report separated into five sections:
Program Summary
Monthly Account Review
Report Card/Program Health
Case Disposition
Infraction Category
Summary of transaction and DM/RA case information for a particular organization during one bank cycle. The report is separated into five sections:
Program Summary – Provides high-level totals for the number of transactions, cases, actions planned, and infractions related to the cycle.
Monthly Account Review – Provides totals for the number of provisioned users and accounts in the organization during the cycle, based on the type of account.
Report Card – Program Health – Provides totals for a variety of information related to potential concerns with transactions or accounts in the organization.
Case Disposition – Provides totals for the number of cases closed during the cycle, based on the type of disposition.
Infraction Category – Provides totals for the number of infractions incurred for cases closed during the cycle, based on the type of infraction

44. Reports Overview for the DoD Purchase Card On-line System
Program Management Report:
Benefits and Scenario
Audience: All users
(Focus on A/OPC and higher level roles)
The benefits of running this report:
Ability to view high level GPC data for a giving billing cycle
Provide overall health of GPC program
Scenario: The A/OPC has access to run this report, but it is generally utilized by higher levels roles such as A/OPC Supervisor, HCA, AEA, and the PCPO. A variety of information related to potential concerns with transactions or accounts can be reviewed from the data presented in the report. High level users find this report to be important as it is a snapshot of the overall health of their GPC program.
The benefits of running this report:
Ability to view high level GPC data for a giving billing cycle
Provide overall health of GPC program
Scenario: The A/OPC has access to run this report, but it is generally utilized by higher levels roles such as A/OPC Supervisor, HCA, AEA, and the PCPO. A variety of information related to potential concerns with transactions or accounts can be reviewed from the data presented in the report. High level users find this report to be important as it is a snapshot of the overall health of their GPC program

45. Reports Overview for the DoD Purchase Card On-line System
Program Management Report:
Example
Audience: All users
(Focus on A/OPC and higher level roles)

46. Reports Overview for the DoD Purchase Card On-line System
Provisioning Status Report

47. Reports Overview for the DoD Purchase Card On-line System
Provisioning Status Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Provisioning Status Report allows users to view:
All individuals in a selected organization
Organization Name
User role name and status (active or pending) in EMMA
All individuals in a selected organization in an active and/or pending status, including individuals provisioned in subordinate organizations
Organization Name, the Parent Organization Name (for organizations subordinate to those specified on the “Selection Criteria” page),
User role name and status (active or pending) in EMMA.
Individuals listed with an “Active” status have accepted their EMMA token and are active in the system. For these individuals, report details will also include the individual’s name and work address associated with their CAC.
Individuals listed with a “Pending” status have not yet accepted their EMMA token. For these individuals, report details will also include the address to which a token was sent.

48. Reports Overview for the DoD Purchase Card On-line System
Provisioning Status Report:
Benefits and Scenario
Audience: All users
(Focus on A/OPC and higher level roles)
The benefits of running this report:
Ability to quickly view all user provisioned (and tentatively provisioned) in EMMA
Track tokens that users have not redeemed
Scenario: The A/OPC for an organization new to PCOLS is tracking the status of users redeeming their EMMA token. “Pending” users have not redeemed their token and this step will need to be completed before the A/OPC can assign them to their accounts in AIM. This report can help the A/OPC locate users that have not completed this process, as a token may need to be resent.
The benefits of running this report:
Ability to quickly view all user provisioned (and tentatively provisioned) in EMMA
Track tokens that users have not redeemed
Scenario: The A/OPC for an organization new to PCOLS is tracking the status of users redeeming their EMMA token. “Pending” users have not redeemed their token and this step will need to be completed before the A/OPC can assign them to their accounts in AIM. This report can help the A/OPC locate users that have not completed this process, as a token may need to be resent.
Note: This report shows all users provisioned (or tentatively provisioned) to a particular organization in EMMA. These are users that should not be used to determine actual users on account in AIM

49. Reports Overview for the DoD Purchase Card On-line System
Provisioning Status Report:
Example
Audience: All users
(Focus on A/OPC and higher level roles)

50. Reports Overview for the DoD Purchase Card On-line System
Purchase Card Report

51. Reports Overview for the DoD Purchase Card On-line System
Purchase Card Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Purchase Card Report allows users to view:
Cardholder Accounts that meet the selected reporting criteria
Organization of the Cardholder Account
Account number
Cardholder’s name
Cardholder’s primary work address and work phone number
Type of account
Special Designations
Dollar value of the warrant
The Purchase Card Report allows users to view:
Cardholder Accounts that meet the selected reporting criteria
Organization of the Cardholder Account
Account number
Cardholder’s name
Organization Name of the A/BO
Cardholder’s primary work address and work phone number
Type of account (Card Issued, Convenience Check)
Special Designations (Contracting Officer, Contingency and Humanitarian Aid Operation, Method of Payment)
Dollar value of the warrant, if a Contracting Officer; as well as the Cycle, Single, Quarterly, and Annual Purchase Limits

52. Reports Overview for the DoD Purchase Card On-line System
Purchase Card Report:
Benefits and Scenario
Audience: All users
(Focus on A/OPC and higher level roles)
The benefits of running this report:
Ability to quickly view all cardholder data
Verify purchase limits and special designations
Scenario: The A/OPC runs this report at the end of month to have a list of all active cardholder accounts. This allows the A/OPC to quickly locate account numbers for cardholders and confirm the correct purchase limits are assigned. This report is also utilized by higher level roles to monitor purchase limits that exceed the micro-purchase limit.

53. Reports Overview for the DoD Purchase Card On-line System
Purchase Card Report:
Example
Audience: All users
(Focus on A/OPC and higher level roles)

54. Reports Overview for the DoD Purchase Card On-line System
Recommended Action Summary Report

55. Reports Overview for the DoD Purchase Card On-line System
Recommended Action Summary Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Recommended Action Summary Report allows users to view:
Summary of DM flagged transaction case dispositions, other than Valid and Contract Payment, and their associated planned actions
Totals grouped by disposition and recommended action for the selected organization in a given reporting period:
Details of each case disposition
Total number of cases closed with the disposition
Recommended disciplinary actions
The Recommended Action Summary Report allows users to view:
Summary of DM flagged transaction case dispositions, other than Valid and Contract Payment, and their associated planned actions
Totals grouped by disposition and recommended action for the selected organization
Details of each case disposition, the total number of cases closed with the disposition, the recommended disciplinary actions identified for the selected reporting period within each case disposition, as well as the number of cases for each case disposition and each recommended disciplinary action value

56. Reports Overview for the DoD Purchase Card On-line System
Recommended Action Summary Report:
Benefits and Scenario
Audience: All users
(Focus on A/OPC and higher level roles)
The benefits of running this report:
Ability to quickly view all planned actions for transaction that were closed as other than Valid and Contract Payment
Lists details of each case, including the number closed the same disposition
Scenario: The A/OPC frequently completes Independent Reviews on cases competed by their A/BOs in Data Mining and may already be aware of the data displayed in this report. Higher level roles such as the A/OPC Supervisor can use this report to quickly review details from cases at the end of a given billing cycle. This increases internal controls in the organization’s GPC program.

57. Reports Overview for the DoD Purchase Card On-line System
Recommended Action Summary Report:
Example
Audience: All users
(Focus on A/OPC and higher level roles)

58. Reports Overview for the DoD Purchase Card On-line System
Training Due Report

59. Reports Overview for the DoD Purchase Card On-line System
Training Due Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Training Due Report allows users to view:
List of dates that training is due for A/BOs, Cardholders, or both
The date reported listed as two years from the current date of training listed for each individual in AIM
Supervisor’s Organization Name
Date that training is due; an indication if training is past due
Account holder and applicable supervisor name, primary work address, and work phone number
The Training Due Report allows users to view:
List of dates that training is due for A/BOs, Cardholders, or both
The date reported is listed as two years from the current date of training listed for each individual in AIM.
Supervisor’s Organization Name
Date that training is due; an indication if training is past due
Individual’s name, primary work address, and work phone number
Applicable supervisor’s name, primary work address, and work phone number

60. Reports Overview for the DoD Purchase Card On-line System
Training Due Report:
Benefits and Scenario
Audience: All users
(Focus on A/OPC and higher level roles)
The benefits of running this report:
Ability to quickly view all training due for cardholders and A/BOs
Find any training that may be past due
Scenario: All A/BOs and Cardholder’s will receive an automated PCOLS notification 60 days and 30 days before training is due to expire. The A/OPC runs this report at the beginning of each month to track upcoming training that is due to expire for their account holders.
The benefits of running this report:
Ability to quickly view all training due for cardholders and A/BOs
Find any training that may be past due
Scenario: All A/BOs and Cardholder’s will receive an automated PCOLS notification 60 days and 30 days before training is due to expire. The A/OPC runs this report at the beginning of each month to track upcoming training that is due to expire for their account holders.
*Note: Many A/OPCs use the Training tab in AIM to locate this information. Higher level users do not have access to AIM so they must use the training due report to view this information.

61. Reports Overview for the DoD Purchase Card On-line System
Training Due Report:
Example
Audience: All users
(Focus on A/OPC and higher level roles)
The benefits of running this report:
Ability to quickly view all training due for cardholders and A/BOs
Find any training that may be past due
Scenario: All A/BOs and Cardholder’s will receive an automated PCOLS notification 60 days and 30 days before training is due to expire. The A/OPC runs this report at the beginning of each month to track upcoming training that is due to expire for their account holders.
*Note: Many A/OPCs use the Training tab in AIM to locate this information. Higher level users do not have access to AIM so they must use the training due report to view this information.

62. Reports Overview for the DoD Purchase Card On-line System
Workflow Aging Report

63. Reports Overview for the DoD Purchase Card On-line System
Workflow Aging Report:
Description and Data
Audience: All users
(Focus on A/OPC and higher level roles)
The Workflow Aging Report allows users to view:
Tasks within the selected A/OPC organization that have been in workflow longer than the time frame delineated in the Age of Request report criteria on the Workflow Aging report
Details regarding:
Organization Name of the A/OPC
Request date and the request age (in days)
Account number
Request type and status
Account holder’s name, the user currently assigned the task, including address and work phone number
The Workflow Aging Report allows users to view:
Tasks within the selected A/OPC organization that have been in workflow longer than the time frame delineated in the Age of Request report criteria on the Workflow Aging report.
In addition, the report details the Organization Name of the A/OPC, the request date, the request age (in days), the account number, the request type (whether it is a new Managing or Cardholder Account or whether it is the maintenance of an existing Managing or Cardholder Account), the request status, the account holder’s name, the name of the individual currently assigned the task, as well as their address and work phone number.

64. Reports Overview for the DoD Purchase Card On-line System
Workflow Aging Report:
Benefits and Scenario
Audience: All users
(Focus on A/OPC and higher level roles)
The benefits of running this report:
Ability to quickly view all outstanding tasks that need to be completed
View what user has the task in the workflow
Scenario: The A/OPC runs this report to check on all outstanding workflows. This allows for a quick way for the A/OPC or any higher lever roles to see what user has not acted on their task in AIM. A/OPC has the option to send task reminder s to these users in AIM.
The benefits of running this report:
Ability to quickly view all outstanding tasks that need to be completed
View what user has the task in the workflow
Scenario: The A/OPC runs this report to check on all outstanding workflows. This allows for a quick way for the A/OPC or any higher lever roles to see what user has not acted on their task in AIM. A/OPC has the option to send task reminder s to these users in AIM.

65. Reports Overview for the DoD Purchase Card On-line System
Workflow Aging Report:
Example
Audience: All users
(Focus on A/OPC and higher level roles)

66. Reports Overview for the DoD Purchase Card On-line System
Interactive Tutorial:
How to Generate Reports in PCOLS Reporting
DAU Link to tutorial:

67. Reports Overview for the DoD Purchase Card On-line System
Ideas for Enhancements

68. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
Ideas for Enhancements
Option to run reports quarterly or by date range
Access to additional reports for RMs
Additional functionality to schedule reports
Primary work address listed in A/BO Report
Enhancement requests from end users should be directed to the appropriate Service/Agency Level 2 contact.
PCOLS Reporting, along with the other PCOLS applications, continues to evolve to better meet the needs of you, the end user. To continue in that direction we really need users to get in there and start running reports to get a better feel of application. This does 2 important things. 1. This helps you more efficiently manage your GPC program 2. It can help to uncover other types of reports or data that could be added to improve the application. That leads me to our last topic of enhancements. Users in the field have expressed that the following enhancements to the PCOLS Reporting application would be helpful in getting the data that they need to support their GPC program.
Bullet 1: The option to run reports quarterly so that data can be compared over a 3 month period.
Bullet 2: The ability to sort data from the report in Excel so that data could be arranged according to user preference.
Bullet 3: The functionality to schedule reports to be run at a specific date or on a reoccurring basis.
Enhancement requests from end users should be directed to the appropriate Service/Agency Level 2 contact. An A/OPC typically elevates PCOLS enhancement requests through their Level 3 and the Level 3 can then direct the request to the Level 2. These requests are reviewed by the Operational Requirements Committee (ORC).
The information that has been presented should a helpful tool so you can utilize the data that can be pulled from PCOLS Reporting and allow you to take the information back to other users within your GPC program after the conference.

69. Reports Overview for the DoD Purchase Card On-line System
All DOD GPC Attendees
Training and Support
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
Contact information for training and support.
The PCOLS helpdesk operates 24x7 and can be reached by phone or . PCOLS training material is located on the DAU and DLA websites and includes everything that is PCOLS, including user manuals, job aids, release notices, webinar training schedule, etc. Note: This presentation and interactive tutorial can be found on the DAU website.
DPAP

70. Reports Overview for the DoD Purchase Card On-line System
Audience: All users
(Focus on A/OPC and higher level roles)
Department o Defense
Question and Answer Session 70