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

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What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees 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 Take advantage of opportunities to provide feedback Please select the “Citi Q&A” icon on any Citi PC at the conference Answers to be emailed after the conference within 60 days ®

What is the DOD Purchase Card On-Line System (PCOLS)? #17 What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Schedules Available at the Welcome Center Reminder – Pick up your individual schedules at the Welcome center ® 4 4

What is the DOD Purchase Card On-Line System (PCOLS)? #17 What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Reminders Visit the Citibank Welcome Center Governor’s Lobby Visit the Citibank One-on-One Lab – Governor’s Chambers D&E Citi Q&A Link – Tell us your thoughts ® 5

What is the DOD Purchase Card On-Line System (PCOLS)? #17 What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Interactive Training Events – DoD Citi offers on-site training at no cost for agencies meeting the required minimum participant level of 20 or more as set forth in the GSA SmartPay2 Master Contract. Regional Citi Training Locations Norfolk, VA Washington, DC Visit www.defenseTravel.dod.mil/passport to view and register for these sessions Upcoming Training On-site at your base or installation 20-participant minimum Visit www.citimanager.com/dodhome under Resources to download the On-site Training Request Form Distance Learning–Video Conferences Please e-mail us at CommCard.Training@citi.com and a Citi training coordinator will work with you directly for on-site or Distance Learning sessions. ® 6

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

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Department of Defense Goals & Objectives Gain an insight to why we use PCOLS Identify the different PCOLS applications and become more familiar with what they do Recognize the benefits of using PCOLS in your GPC program This training will provide an insight to why we use PCOLS in the GPC program. After this training you should also be able to identity the applications that make up the Purchase Card Online System as well as have a better understanding of what these applications do and how PCOLS can benefit your GPC program. ®

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

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS History and Description From 1996-2002 there were over 600 DOD and Inspector General audit reports issued Findings included systemic issues regarding: Account reconciliation and certification Administrative controls Management oversight Purchase card use Separation of duties Training increases the tools available to managers for enforcing those controls. In 2002 the Government Accountability Office (GAO) issued four audits in which Congress was involved. ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS History and Description In response, the Office of the Undersecretary of Defense charted the Charge Card Task Force to evaluate departmental management and the use of cards issued under the GPC Program The Task Force developed 25 recommendations that were to significantly improve the Departments charge card programs. Examples include: Increase management and accountability Strengthen internal controls Enhance the capability of the workforce to accomplish assigned charge card responsibilities The main focus was to involve supervision/management making them accountable for their users and to give more visibility to the GPC program. ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS History and Description In 2002 the Office of the Under Secretary of Defense OUSD(C) signed out Management Initiative Decision (MID) 904 mandating remedies to control identified deficiencies The final phase was implementing PCOLS The audits proved that the GPC program was not as Healthy as it needed to be. ®

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

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

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS Benefits Document GPC organizational hierarchy Visibility Automated capabilities Accountability Security Access to transaction history Real-time transaction monitoring Reporting capabilities Each of these areas will be discussed as we go through each of the PCOLS applications. ®

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS Sign-On and Referral System (SRS) SRS is a Single access point to get to PCOLS applications https://pki.dmdc.osd.mil/appj/pcols-web/ The single source of sign on for the suite of applications is https://pki.dmdc.osd.mil/appj/pcols-web/ On this page you will also find “System Notifications” that will display release notices, system outages and system statuses ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS Sign-On and Referral System (SRS) Main menu features the suite of applications permitted to each specific user The applications are available to users depending on their role that they are provisioned in the EMMA System. We are going to discuss each of these applications next. ®

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

What is the DOD Purchase Card On-Line System (PCOLS)? 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 Of the system Users: The A/OPC is the only user of the EMMA system. They are responsible for provisioning all users below their role. (A/BO Supervisor, A/BO and Cardholder Supervisor) ®

What is the DOD Purchase Card On-Line System (PCOLS)? Enterprise Monitoring and Management of Accounts (EMMA) All DOD GPC Attendees Organizational Hierarchy This is a view of the Hierarchy structure in EMMA. The Hierarchy reflects the streamlining of roles. Each role provisions the role below them until you reach the A/OPC. A/OPC down are actual users of the AIM system. The Cardholder also will not have access to EMMA. ®

What is the DOD Purchase Card On-Line System (PCOLS)? Enterprise Monitoring and Management of Accounts (EMMA) All DOD GPC Attendees The primary user of EMMA are the Agency Organization Program Coordinators (A/OPC) When users of the PCOLS applications are provisioned they will receive an email notification with a token embedded link. Clicking this link captures the users CAC information and associates it to their specific role *One thing that we need to stress is the importance of up to date and accurate information in DEERS. All A/OPCs need to have their users that will be provisioned to verify their DEERS/UMP information before beginning the provisioning process. CAC enablement aids as a security benefit ®

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

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

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

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Authorization, Issuance, and Maintenance (AIM) Examples of actions that A/OPCs can perform Create new managing and card holder accounts Update users on accounts Update purchase limits Change account status Ensure that ongoing training requirements are met *When Card Issuance or maintenance requests are processed in AIM they are automatically sent to the bank. Types of maintenance that can be performed in AIM Update Account Status Update primary or alternate A/BO and A/BO Supervisor Update Financial Information and Purchase Limits Update Office Name and Justification Update Organization Name Update Appointment and Review Dates Update Resource Manager ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Authorization, Issuance, and Maintenance (AIM) All roles, A/OPC and below, have access to AIM including the RM and RM Pool *RM and RM Pool are interchangeable in AIM Cardholders only access AIM one time: This one time process is done to capture their information and associate it to their account for future account notifications. They will not access AIM or any other PCOLS applications once this has been completed. NOTE: Cardholders only access AIM one time ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Authorization, Issuance, and Maintenance (AIM) *The workflow contains a table illustrating the approval process and designating who can initiate each request. New managing account creation will be covered more in the EMMA/AIM class. Those involved in this process include: The A/OPC, the A/BO Supervisor, the A/BO and the RM ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Authorization, Issuance, and Maintenance (AIM) Issue Cardholder Account This is just a workflow tool to show that different users are involved in the process. We don’t expect you to learn this workflow. The users include the A/OPC , the A/BO, the A/BO Supervisor, the CH Supervisor, RM and the cardholder. *Refer to people to other class where they can learn more on migration. ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Authorization, Issuance, and Maintenance (AIM) 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 Tracks required appointments and review dates for A/OPCs Additional accountability with required supervision involvement This is not just for maintaining accounts but you can also monitor training. This is another visibility benefit because you can see all the users and when they need their training. review of accounts and notifications. (surveillance) ®

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Data Mining/ Risk Assessment (DM/RA) DM reviews 100% of the purchase card transactions to provide near real-time transaction monitoring and history access Each transaction is assigned a Risk Predictive Model score The model flags 4% of all GPC transactions for review. 3% are flagged as potential high risk and 1% are flagged at random We cover Data Mining first and then cover an overview of Risk Assessment This pie chart is showing us that 96% of your transactions ARE NOT, let me repeat myself, 96% of your transactions ARE NOT being Flagged in the Data Mining system. DM learns based on purchase trends. Find out more about Data Mining/Risk Assessment in one of the 2 DM training classes that we are offering on Wednesday. ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Data Mining/ Risk Assessment (DM/RA) Flagged transactions are required to be dispositioned by the Primary or the Alternate A/BOs, who received the notification email With every flagged transaction, a maximum of 13 questions must be answered Flagged transactions are time- sensitive and must be completed More detailed explanation on the question amount. There are 9 questions that are displayed within the case review. Each question must be answered “yes” or “no” by selecting the radio button. If a question doesn’t pertain to the transaction being reviewed, there is an N/A option. Every question must have an answer, a “yes” or “no” response may trigger additional questions. If transactions are completed they will escalate to the A/OPC and the A/OPC Supervisor then to the Level 3 then the Level 2 then to the PCPMO office. ®

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Authorization, Issuance, and Maintenance (AIM) Benefits of Data Mining Real-time transaction monitoring provides additional accountability Email notifications to associated users provides increased visibility within the GPC program Secure access to transaction history Risk Predictive Model automates the process to assess risk and the sample selection of transactions to review Data Mining is an industry developed system to allow users the ability to detect Fraud, Waste and Abuse. The system begins monitoring transactions when the purchase data is sent from the bank. 100% of the transactions are captured. The System notifies users to review Flagged Transactions but also make non flagged transactions available for review. ®

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS Risk Assessment Risk Assessment uses internal controls and measures, coupled with results from DM, to report potential risks 5 categories in Risk Assessment Control: Span of Control Separation of Duties Authorization Controls Card Status Transaction Review Controls *Uses internal controls and measures coupled with results from the DM Application to quantify and report the inherent risk of DoD purchase Card Data Mining and Risk Assessment. SPAN of CONTROL measures CH Accts to A/BO and CH Accts to A/OPCs SEPARATION of DUTIES measures accounts fro which CH & A/BO are the same individual AUTHORIZATION CONTROLS measures spending ratio; Under utilized credit limits in a 6 cycle spend average. Reports as an exception for any CH Accts where the average is less than 70% of the cycle limit. CARD STATUS measures accounts that are delinquent for 30 or more days, accts that have been inactive for 6 cycles and accts that have more than one Lost/stolen card within the last 12 cycles TRANSACTION REVIEW CONTROLS report A/BOs that have over 100 transactions to review, CHs that have higher than average billing cycle transactions, cases the A/BO has failed to initiate within 10 days and all flagged transactions that have be determined to be misuse, abuse or suspected fraud and convenience checks over $3000. ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees Authorization, Issuance, and Maintenance (AIM) Benefits of Risk Assessment Reports generated quarterly show side-by-side comparison view of GPC Program health for 3 billing cycles Dashboard design provides a snap-shot view of the overall health of GPC Program during a given billing cycle to provide increased visibility and accountability Control categories assist in assessing risk associated with the organization’s Purchase Card Program This is not just for maintaining accounts but you can also monitor training. This is another visibility benefit because you can see all the users and when they need their training. review of accounts and notifications. (surveillance) ®

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS Reporting Users will be granted access to a set of reports that are generated in association to their specific role In order to provide these reports, Reporting will utilize data from AIM, EMMA, Defense Eligibility and Enrollment Reporting System (DEERS), DM/RA and appropriate bank systems Each role has permission to run a specified set of reports PCOLS reporting will have a daily outage from 2-5am EST as the database is refreshed. If users try to log in, they will not receive an error, the log on button will simply be disabled. There are currently 13 reports that will give you a snapshot of what is going on in your GPC Program. The reports are specific to your ROLE. ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS Reporting PCOLS REPORTING USERS This is a chart of all of the reports that are available and who has access to them. *A/OPC has access to all the reports on this list. RM only has access to the purchase card. ®

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS Reporting Account Status Report- allows users to review the number of accounts in a selected A/OPC Organization Annual Review of Managing Accounts Report- allows users to view a list of Managing Accounts with upcoming review due dates Approving/Billing Official – allows users to view a list of Active and Suspended Managing Accounts in AIM and the A/BOs assigned to them Case Disposition Detail- allows users to view the details of each flagged transaction that was reviewed during the reporting period The next few pages briefly describes all of the reports that are available. These reports can be found in the PCOLS Reporting Manual and we are also offering a class specific to PCOLS Reporting. ®

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees PCOLS Reporting Provisioning Status Report- allows users to view all individuals in a selected organization in an active status Purchase Card Report-allows users to view a list of Cardholder Accounts that meet the selected reporting criteria Recommended Action-allows users to view a summary of DM flagged transaction case dispositions Training Due Report- allows users to view a list of dates that training is due for A/BOs, Cardholders, or both Workflow Aging Report- allows users to view tasks within A/OPC organization that have been in workflow to long Purchase card report is the only report that is used by the RM. There will be classes on PCOLS Reporting Aug 1 at 11am-12:10 and 3:30-4:40 and Aug 3:30-4:40 ®

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

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

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

What is the DOD Purchase Card On-Line System (PCOLS)? All DOD GPC Attendees 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/CommunityBrowser.aspx?id=213561 PCOLS Website at DLA Logistics Information Service http://www.logisticsinformationservice.dla.mil/PCOLS/ Contains: Frequently Asked Questions (FAQs) System User Manuals (EMMA, AIM, DM/RA, REPORTING) DEERS Address Update and User Maintenance Portal Links Various Training Aids *Each of these items will be discussed in further detail in the separate training classes. ®

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

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