Jim Tew PCOLS Support Office DLA – ESMC Portfolio Battle Creek, MI

Jim Tew PCOLS Support Office DLA – ESMC Portfolio Battle Creek, MI
6/25/2018 Department of Defense Government Purchase Card Program Purchase Card On-line System Data Mining and Risk Assessment for DoD PCOLS Jim Tew PCOLS Support Office DLA – ESMC Portfolio Battle Creek, MI Thursday, August 4, 2016 2:00 p.m. – 3:10 p.m.

Before we Get Started Training Forum Reminders Cell Phones silenced
2 Training Forum Reminders Cell Phones silenced Show courtesy to fellow participants and the presenter Questions Class Surveys Other PCOLS and U.S. Bank related opportunities Accounting Code Management Fundamentals All DoD Attendees, Thursday, Aug 4th 3:30 p.m. – 4:40 p.m.; salon 1 DoD PCOLS Training – Open Lab Thursday, Aug 4th 8:00 a.m. – 5:00 p.m.; salon 13 Check-In and Information Center The Check-In and Information Center is located in the foyer on Level 2. For general questions regarding the forum or registration, you may also call the Marriott Marquis Washington DC at (202) and request to be connected to the GSA training forum registration desk during registration hours. Training Forum Reminders • Turn off, pulse or vibrate cell phones in classrooms. • Be aware that talking while class is going on causes distractions to others. • Be aware that arriving late/leaving early causes distractions to others. • Don’t leave until ALL questions are answered and class is formally dismissed. • Please be considerate of the room monitor scanner personnel. Room monitors are temporary help hired for this event and are not familiar with this program. They may be able to provide basic information; however, they will not be able to provide specific information. Training Forum Evaluations and Class Surveys You will receive an at the end of the day containing the surveys for each training session you attended that day. We encourage you to please respond to these surveys as we use the feedback to improve our training sessions for next year. **Recommend these two courses for A/OPCs and RMs that have questions about Bank Submission Failures for Segment values or AVCs.** Accounting Code Management Fundamentals Level: Intermediate Audience: A/OPCs For those seeking the fundamentals of accounting code management, this hands-on session will help attendees learn how to effectively manage accounting codes, structures and values within Access Online. See how these tools can help streamline your operations and add value to your program. Thursday, August 4 8:00 a.m. – 9:10 a.m. Room: Marquis Salon 16 DoD Accounting Code Management Fundamentals Level: All Audience: DoD Purchase Attendees Thursday, August 4 3:30 p.m. – 4:40 p.m. Room: Marquis Salon 1 DoD PCOLS Training – Open Lab Level: All Audience: DoD A/OPCs Please visit this open lab where you will access the Defense Acquisition University (DAU) website to be certified with the latest information regarding DoD’s Purchase CardOnline System (PCOLS) for the specific role you will be performing in executing your DoD Purchase Card responsibilities. You’ll learn about your role responsibilities and the PCOLS tools available to manage your program. Wednesday, August 3 11:00 a.m. – 5:00 p.m. Room: Marquis Salon 13 Thursday, August 4 8:00 a.m. – 5:00 p.m. DoD Purchase Card Online System (PCOLS) Update, Enhancements and Future – NEW! Jim Tew, DLA PCOLS Support provides the latest information on PCOLS Updates, Enhancements and Training Opportunities. Wednesday, August 3 9:30 a.m. – 10:40 a.m. Room: Marquis Salon 5 Data Mining and Risk Assessment for DoD PCOLS Jim Tew, DLA PCOLS Support provides the latest information on the PCOLS Data Mining tool and Risk Assessment for more effective oversight and management of DoD Purchase Card Programs. Thursday, August 4 2:00 p.m. – 3:10 p.m. Room: Marquis Salon 3

Purpose & Agenda 3 Purpose: Provide an overview of the Data Mining application and the Risk Assessment Dashboard (RAD). Agenda topics include: Data Mining Overview s Login/navigation Case Details/Review Questions RAD Dashboard Controls Drill down examples Quarterly Reports Help and Support The purpose of this presentation is to provide (You) the PCOLS Users with an update on all PCOLS enhancements implemented over the past year an a half. We’ll also touch on why they are a benefit as you use PCOLS to better manage your GPC program. We’ll also talk briefly about some future enhancements that are in the works.

PCOLS Data Mining Overview
Risk Predictive Model focuses on first party misuse notifications to associated users provides increased visibility within the GPC program Case Manager provides user interface to disposition flagged transactions Read Only (Audit) Role established November 2013.

The 4% for flagged transactions can vary several percentage points up to +/- 2% or 3%. All transactions are scored against multiple business rules that were determined by the Purchase Card Policy Office.

PCOLS DM Flagged Transaction Notification Email
The users that have access to perform the case review will be listed in the below the link and the steps for reviewing the case. Notice the A/BO Supervisor also receives the flagged transaction notification s. The A/BO Supervisor role has the same view ability and functionality that Primary and Alternate A/BOs have in Data Mining. If there is a break in the link and it appears in two lines ensure you copy and past the entire link when accessing the case in Data Mining. Use of the Case number in the “Find Transactions” tab

PCOLS DM Flagged Transaction High Risk Email
A/OPCs receive a high risk at the same time the A/BO is receiving their initial flagged transaction notification.

PCOLS DM Flagged Transaction Escalation Email
All previous escalations are listed in each escalation that is sent. Any users that have access to this case to complete the initial review are listed in the bottom section of the .

PCOLS DM Issues DM Notification s are delivered to the address captured from the non- certificate on your CAC address updates are accomplished in RAPIDS Self Service (RSS) AIM “Profile” tab Direct RSS link: RSS address update job aid link: * forwarding may be an another option if you are using a legacy account and can’t change the address in RAPIDS Self Service *Note* - All Army CACs are now issued with the Enterprise address as the default. Two ways to get to RAPIDS Self Service Job Aid available on DAU PCOLS Training Page under FAQs section

DM Flagged Transaction Escalation Schedule
Notify A/OPCs earlier in the escalation cycle Closed Case s are being sent to A/OPCs New Case explanation – A/OPC included on the second A/BO notification . Pending Case explanation – Under A/BO designation increases time for review on the front end but shortens the escalation time if escalations begin s are not delivered in real time as transactions are flagged or actions are completed in the Data Mining case manager. Give an explanation of the file process and explain the back to back situation we get asked about.

PCOLS DM LOGIN/NAVIGATION
Log into Data Mining through the link in the Notification (First Option) The Flagged Transaction Notification link is the most direct way to login to Data Mining and get to the specific case you wish to review as the A/BO or for an Independent Review as an A/OPC.

Each role logs in at the appropriate hierarchy level Using the link from the will take the user to the Data Mining role selection screen after verifying your CAC certificate. Speak to the hierarchy levels. Level 5 is the Company Number. If you have multiple A/BO roles ensure you are selecting the role belonging to the case you are going to review. If you select a different role and Hierarchy Level you will get an error. This is because the application cannot take you to the case in the link through a different hierarchy.

The user is taken to the Case Details section of Case Management After role selection the user is taken directly into the case details to perform the case review.

Log into DM directly (Secondary Option): Open Internet Explorer and enter the following Web address: This is the PCOLS Single Sign-on or PCOLS Landing Page

Each role logs in at the appropriate hierarchy level Using the link from the will take the user to the Data Mining role selection screen after verifying your CAC certificate. Speak to the hierarchy levels. Level 5 is the Company Number. If you have multiple A/BO roles ensure you are selecting the role belonging to the case you are going to review. If you select a different role and Hierarchy Level you will get an error. This is because the application cannot take you to the case in the link through a different hierarchy.

A/BOs access at the Level 5 or Company Number 1 2 This second option is a drill down process to get to the transactions both flagged and those that are not flagged. 1 The top view of the Case Manager is where the user would be taken after selecting their role. The bottom view of the slide shows the individual transactions. Transactions can be sorted by and of the linked column headings.

The user is taken to the Case Details section of Case Management After role selection the user is taken directly into the case details to perform the case review.

PCOLS DM Find Transaction option
If you have issues with the link in the and are logging into Data Mining directly, the Find Transaction tab provides another option to get to a case as opposed to drilling down to the case Using the Case number from the flagged transaction notification guarantees results. Using the other fields to search has improved but may return mixed results.

PCOLS DM Case Details Describe Product or Service Acquired section –
The user's first action on the Case Details screen is to describe the product or service acquired. This description is a required field. There is no editing or validation of this description and there is a maximum of 500 characters for the field. Generally, it is expected that this field be populated with a description similar to level three data from the banks. A/BO users should be as specific as possible. The question regarding convenience check purchase is automatically populated with the data provided by the banks for the transaction. The user does not need to reply to this question. If the transaction is a Type = K (Convenience Check), then the radio button for the question is automatically populated with “Yes”. If not, then the radio button is populated with “No”. Next, the user must answer whether the card was compromised, lost or stolen. The user selects the “Yes” or “No” radio button. If the answer is "Yes", the application immediately greys out the rest of the questions. The A/BO user does not answer any further questions and goes to the "Case Disposition" section. Then the user must select “Lost” or “Stolen” from the Case Disposition drop-down menu. The application only allows a disposition of lost or stolen once the lost/stolen question is answered yes. If the card was not lost, or stolen, the user must answer all the questions under the "Case Review" section (Figure 9 or Figure 10 depending on whether or not a convenience check was used for the transaction). For further guidance on how to answer these questions, click on the circular blue question mark "?" buttons next to each question. The user enters whether or not the transaction was a payment on a contract or delivery order. The user selects the “Yes” or “No” radio button. If the answer is “Yes”, then the user should enter the contract number in the free form text field to the right of the contract payment question.

PCOLS DM Case Review Questions
The additional questions that follow in the "Case Review" section differ based on the transaction. These questions include eight common questions. For convenience checks there are four additional questions that are specific to convenience checks. These questions can be answered as "Yes or "No" by selecting the radio buttons. When a question doesn't pertain to the transaction being reviewed, there is an option for N/A. Every question must have an answer. Note that a yes or no response may trigger additional questions in a drop-down menu that is displayed to the right of the question. For example, answering "Yes" to "Was there adequate source documentation?" will trigger a list from which the user selects specific documents provided. Multiple selections may be made by holding down the control key (CTRL on the keyboard).

PCOLS DM Case Review Questions
1. "Was the item/service formally disputed with the bank?" - The banks that issue the government credit cards have formal dispute and resolution procedures for transactions that a cardholder questions. The user must select "Yes" or "No" and may add additional information and details in the "Remarks" field. If "Yes" is selected, all the remaining questions are grayed out. Additional guidance can be found by clicking on the blue "?" button at the end of the row. 2. "Did the transaction amount exceed the micro purchase limit?" - The micro purchase threshold was established in the Federal Acquisition Regulation (FAR) and set by Congress as the maximum amount that can be charged on a credit card for a single transaction for supplies or services. The user must select "Yes" or "No" and may add additional information and details in the "Remarks" field. If "Yes" is selected, a drop-down menu appears and the user must make a selection from the following options: DAPS Order, Task or Delivery Order (BPA on an existing contract), Training (allowed to $25,000), or Other (Specify). If this transaction represents a contract payment and does not fall under the available options, select “Other” and provide details in the comments field. For the acquisition of services subject to the Service Contract Act the threshold is $2,500. Additional guidance can be found by clicking on the blue "?" button at the end of the row. 3. "Was this a split purchase?" – In response to this question, the user must select "Yes" or "No" and may add additional information and details in the "Remarks" field. A purchase is considered a split purchase when a cardholder intentionally divides the purchase into units less than the micro purchase limit in order to circumvent the single transaction maximum. No government purchase cardholder may fragment/split purchases that exceed the limit or threshold, as means to use the purchase card. Additional guidance can be found by clicking on the blue "?" button at the end of the row. 4. "Did the item/service exceed minimum needs?" – The user must select "Yes" or "No" and may add additional information and details in the "Remarks" field. A good or service purchased should aim to meet the minimum needs of the desired use and not exceed other similar or like goods or services. It is the responsibility of the cardholder to ensure purchases are proper, legal, and reasonable and would not qualify as misuse and abusive, fraudulent and improper purchases. Additional guidance can be found by clicking on the blue "?" button at the end of the row. 5. "Was the item/service for personal use?" – The user must select "Yes" or "No" and may add additional information and details in the "Remarks" field. If "Yes" is selected, a drop-down menu appears and the user must make a selection from the following options: Accidental Use: Restitution Made, Accidental Use: No Restitution Made, Intentional: Restitution Made, Intentional: No Restitution Made, Personal use means the item/service was not purchased exclusively for government activities. Use of a government charge card for other than official government purposes is characterized as misuse. Additional guidance can be found by clicking on the blue "?" button at the end of the row. 6. "Was the item a prohibited item?" – The user must select "Yes" or "No" and may add additional information and details in the "Remarks" field. If "Yes" is selected, a drop-down menu appears and the user must make a selection from the following options: Written Waiver in accordance with FAR was obtained, No waiver was obtained. Prohibited items are specified in the FAR as items that would never be used or needed as part of typical government activity. Additional guidance can be found by clicking on the blue "?" button at the end of the row. 7. "Was this item subject to mandatory sourcing?" – The user must select "Yes", "No", or "N/A" and may add additional information and details in the "Remarks" field. If "Yes" is selected, a drop-down menu appears and the user must make a selection from the following options: Mandatory Source Used, Mandatory Source Not Used - Item not available in required time frame, Mandatory Source Not Used - Other, Mandatory Source Not Used - Written Waiver Obtained, Mandatory Source Not Used - No Written Waiver Obtained. Mandatory sourcing requires the federal government to purchase certain specific products if they can meet the required needs of the government at a competitive rate. 8. "Was Green Procurement considered, where applicable?" - Green procurement is the purchase of environmentally preferable products and services that reduce resource consumption and waste generation. The user must select "Yes" or "No" and may add additional information and details in the "Remarks" field. Additional guidance can be found by clicking on the blue "?" button at the end of the row. 9. "Was there adequate source documentation?" - The user must select "Yes" or "No". If "Yes" is selected a drop-down menu appears and the user may choose from the following six options. The user selects all of the choices that are applicable. The six choices are as follows:  "Evidence of requester's requirements document (e.g. or written request)" - A requirements document outlines the transactions purpose and what need it is expected to meet. Detailed Transaction Receipt/Vendor Invoice" - A receipt/vendor invoice shows the exact purchase amount of the transaction. These documents should include evidence of independent verification and details of the transaction on an invoice or receipt.  "Detailed Packing Slip" - A packing slip is a document that accompanies items shipped through the mail and outlines the content of the package and purchase details.  "Proof of Delivery of Goods/Services" - Proof of delivery establishes that the recipient has received the specified contents sent by the sender.  "Detailed Cardholder Purchase Log" - A cardholder purchase log is a record of purchases with associated transaction details. The DoD Charge Card Guidebook identifies as a mandatory management control the maintenance of a purchase log including a description, the merchant, the date purchased, the name of the recipient of the item, and the total amount.  "Evidence of Property Book Officer Notification" - The property book officer manages the records for all leased, loaned and borrowed equipment under their responsibility. Of these six documentation types, “Detailed Transaction Receipt/Vendor Invoice” and “Detailed Cardholder Purchase Log” are required if the case is going to be dispositioned as a Valid Transaction.

Case Review Questions (convenience checks)
Additional 4 questions the A/BO will answer when a convenience check was used: "Was there evidence that every attempt was made to acquire the goods/services from a merchant that accepts the GPC?" - Convenience checks and foreign drafts provide a purchasing alternative to normal GPC transactions and formal contracting. The use of convenience checks are, however, only to be used when the use of the purchase card is not possible. The user must select "Yes" or "No" and may add additional information and details in the "Remarks" field. 2. "Did the convenience check exceed the check limit of $3,000 per the DoD Financial Management Regulation?" - The total dollar value of convenience check purchases should not be greater than the specified limit. The user must select "Yes" or "No" and may add additional information and details in the "Remarks" field. Additional guidance can be found by clicking on the blue "?" button at the end of the row. 3. "Was the convenience check used to make a payment on a contract?" - A contract is a written agreement on behalf of the Government with an agreed upon delivery and payment for goods or services. The user must select "Yes" or "No“ and may add additional information and details in the "Remarks" field. Additional guidance can be found by clicking on the blue "?" button at the end of the row. 4. "Was the convenience check made payable to a government employee?" - A government employee is an individual engaged in work on behalf of the Government. The user must confirm if the check is written out to such an individual. The user must select "Yes" or "No" and may add additional information and details in the "Remarks" field. Additional guidance can be found by clicking on the blue "?" button at the end of the row.

PCOLS DM Case Disposition
Question #9 requires specific source documentation for a Valid Transaction A/BO selects appropriate Case Disposition Once the A/BO selects “Save” if there are no errors on the submission the “Save” button will become a “Done” button and once it is selected the case review is complete and cannot be changed or revisited by the A/BO.

PCOLS DM Case Disposition Details
Under A/BO Review – This case disposition indicates that the A/BO is gathering information for his/her review and that review has not been completed. When this choice is selected an additional drop-down menu is displayed with the option to select: Pending Documentation or Waiting Merchant Verification. Note that it is recommended that a case be put “Under A/BO Review” if there is any delay in completing the closing of the case. This action causes the new case escalation process to stop. The pending case escalation process will, however, start. Also, the triggering of the Risk Assessment Dashboard control time period continues (i.e., placing a case under review will not stop the time frame counter (16 business days) for the A/BO Response Rate Control). Contract Payment – This case disposition is applicable to a contract payment. Valid Transaction – This case disposition reflects that in the A/BO’s judgment the transaction being examined is a legitimate transaction. Administrative Discrepancy - This case disposition indicates that any anomalies regarding the transaction are clerical in nature. When this choice is selected an additional drop-down menu is displayed with the option to select a recommended disciplinary action: Counseling Refresher Training Admonishment Reprimand NonJudicial Punishment (military only) Court Martial (military only) Administrative Separation Suspension Removal Misuse – This case disposition indicates that the purchase card was used for other than official Government purposes. When this choice is selected an additional drop-down menu is displayed with the option to select a recommended disciplinary action: Non Judicial Punishment (military only) Administrative Separation, Note: Although A/BO users can select that the A/OPC has been notified, the system does not generate the notification. Instead, the A/BO must do this separately. Suspected Fraud – This case disposition reflects that in the A/BO’s judgment that the use of the purchase card was used to acquire goods and/or services and that use was unauthorized and intended for personal use. When this choice is selected an additional drop-down menu is displayed with the option to select a recommended disciplinary action: In the case of suspected fraud, the A/OPC should be notified by the A/BO and the checkbox under the recommended disciplinary action drop-down should be checked. Note: Although A/BO users can select that the A/OPC has been notified, the system does not generate the notification. Instead, the A/BO must do this separately. Also, note that the transaction should be referred to the appropriate DoD organization and the associated checkbox should be checked when that action has been accomplished. Abuse – This case disposition reflects the judgment by the A/BO that the purchases of authorized goods or services at terms (e.g., price, quantity) are excessive, for a questionable Government need, or both. When this choice is selected an additional drop-down menu is displayed with the option to select a recommended disciplinary action: Lost – This case disposition reflects that the purchase card was lost or misplaced and is no longer in the possession of the cardholder. Stolen – This case disposition reflects that the purchase card was stolen from the cardholder and the information has been compromised. This category includes when the card information alone has been compromised (i.e., the card itself may not have been physically stolen, but the account information was compromised). Additional information may be entered into the Notes field including any dates or additional relevant information. While the Notes field does not require an entry, it is recommended that users enter Notes to assist in the future review of the transaction. Select the "Save" button to save the information. Once the “Save” button has been clicked, the Action History is updated. Selecting the "Cancel" button removes any changes made and returns the user to the “Account Details” screen within the "Case Management" tab.

PCOLS DM Case Review Error
Case Review error messages will appear in red

PCOLS DM Action History Section
Action History section – This is where the A/BO and the A/OPC should look to confirm their case review or Independent Review was completed successfully. Tie this into the delivery scenario.

PCOLS DM – A/OPC Independent Review
Example of the Independent Review pop up box. A/OPCs and all roles above them have the option to perform an Independent Review. The Case Disposition input by the A/BO cannot be changed once it is saved. A different case disposition by the A/OPC or a higher role does not cancel out the A/BOs disposition within the system but action can be taken if the IR determines action is warranted.

PCOLS DM Navigation Recap
Primary/Alternate A/BOs and A/BO Supervisor on Managing Account can perform a case review in DM Case access through one of two ways link in the Flagged Transaction notification direct login to Data Mining through SRS and drill down to cases Independent Reviews cannot be input until the initial A/BO case review is completed Use the for more specifics on each question being answered during case review Hold CTRL key while selecting source documentation options for Question #9 Valid Transactions require the two following selections for source documentation on Question #9 “Detailed Transaction Receipt/Vendor Invoice” “Detailed Cardholder Purchase Log” Error messages in DM are in red letters and very specific to aid in resolving the error

PCOLS RAD PCOLS RAD

Risk Assessment Dashboard (RAD)
The Risk Assessment Dashboard allows users to analyze risk and report on the “health” of their organization’s purchase card program The Risk Assessment Dashboard (RAD) is populated with bank data, Data Mining data, and PCOLS data Bank - daily and monthly transactional account data are used Data Mining - case and case disposition data are used PCOLS - hierarchy and account data are used RAD Components Dashboard Controls Quarterly Reports The risk assessment dashboard enables the user “you” to analyze risk and report on the health of your GPC program. The RAD dashboard is updated monthly at the end of each bank billing cycle. It generally takes 2 to 3 business days after the close of the billing cycle for the Dashboard update to be made available. The RAD is comprised of three basic components, the Dashboard, the controls, and the quarterly reports.

Risk Assessment Dashboard (RAD) - Logon
Available roles are listed on the screen and role selection is determined by the TBR Hierarchy Level you wish to view When you enter the Risk Assessment Dashboard, you must first select your role.

Risk Assessment Dashboard (RAD) - Dashboard
Select Cycle − The Select Cycle element is a drop-down list that allows users to select the billing cycle data displayed on the dashboard. It provides a list of up to 18 billing cycles to choose from. Selecting a new billing cycle automatically refreshes the dashboard with that cycle’s data. Overall Risk Assessment − The Overall Risk Assessment element indicates the assessed risk for the user’s hierarchy level as low risk, medium risk, or high risk and is based on the cumulative risk assessment of each individual control.

3. Hierarchy Level Count − The Hierarchy Level Count element displays the number of sub-organizations, based on TBR, one level below the reporting level. For example, for an Acquisition Executive Agent (Level 2), it displays the number of HCA Agent (Level 3) organizations under their responsibility. For an A/OPC, it displays the number of Managing Accounts associated with the A/OPC TBR. For an A/BO, it displays the number of Cardholder Accounts associated with the A/BO TBR. 4. Category Label − The Category Label element displays the same categories listed in section 5.0, Control Functions. Controls listed on the dashboard are segmented into groups of similar controls. The Category Label element applies to groups of controls. 5. Control Title and Description − The Control Title and Description element identifies and describes each control on the dashboard and is specific to individual controls.

6. Control Risk Assessment Exception Scale − The Control Risk Assessment Exception Scale element is available only on A/OPC dashboards. It contains ranges or numbers used to determine the risk assessment for a control based on where the Exception Count falls when compared to the scale. The ranges or numbers correspond to low-risk, medium-risk, and high-risk. The Control Risk Assessment Exception Scale element is specific to individual controls. 7. Exception Count − The Exception Count element is only available on the A/OPC and A/BO dashboards. It displays the number of exceptions identified for a control. For example, for Control 4.2: Account Usage, any Cardholder who has not used their card in the past six billing cycles is identified as an exception. The Exception Count element is specific to individual controls.

8. Control Risk Assessment − The Control Risk Assessment element indicates the risk assessment for a control. A control can be assessed as low risk, medium risk, or high risk, except for the A/BO dashboard where a control can only be assessed as either low risk or high risk. Depending on the dashboard, the Control Risk Assessment is determined by comparing the Exception Count to the Control Risk Assessment Exception Scale. The Control Risk Assessment element is specific to individual controls.

RAD – View of A/BO Dashboard

RAD – View of A/OPC Dashboard

Risk Assessment Dashboard (RAD) – Controls
Control 1.1: Cardholder Accounts to Managing Accounts Control 1.1 checks the ratio of Cardholder Accounts to Managing Accounts. The control calculates the number of Cardholder Accounts in Open status associated with a Managing Account in Open status. Control 1.2: Accounts to A/OPC TBR Control 1.2 verifies the ratio of Managing and Cardholder accounts to A/OPC TBR. The control calculates the number of Cardholder Accounts in Open status PLUS the number of Managing Accounts in Open status that is associated with a TBR level 4. The number of open CAs and MAs under one TBR level 4 is greater than 300. Control 2.1: Inadequate Separation of Duties Control 2.1 verifies separation of duties. The control identifies if a Cardholder is also an A/BO (Primary or Alternate) over the account. Control 3.1: Spending Ratio - Underutilized Credit Limits Control 3.1 identifies Cardholder Accounts that have a spending average over the past three cycles that is less than 70 percent of the average cycle limit. Control 1.1: Cardholder Accounts to Managing Accounts Control 1.1 checks the ratio of Cardholder Accounts to Managing Accounts. The control calculates the number of Cardholder Accounts in Open status associated with a Managing Account in Open status. The number of Cardholder Accounts is calculated as of the end of the monthly cycle. An exception is flagged if the number of Open CAs to one Open MA is greater than or equal to eight. Note: The control risk level and exceptions are calculated at the end of each cycle only and are not updated by subsequent changes. Control 1.2: Accounts to A/OPC TBR Control 1.2 verifies the ratio of Managing and Cardholder accounts to A/OPC TBR. The control calculates the number of Cardholder Accounts in Open status PLUS the number of Managing Accounts in Open status that is associated with a TBR level 4. The number of accounts is calculated as of the end of the monthly cycle. An exception is flagged if the number of CAs and MAs under one TBR level 4 is greater than 300. Key Point: This exception is not identifying there are over 300 Open Managing and Cardholder Accounts per individual A/OPC. It is instead identifying over 300 Open Managing and Cardholder Accounts against one Agent Number/TBR hierarchy. Adding additional A/OPCs to an organization will not resolve this exception. Reducing the number of accounts within the Agent/TBR to below 300 Open accounts is the only way to remove the exception by the following billing cycle. Control 2.1: Inadequate Separation of Duties Control 2.1 verifies separation of duties. The control identifies if a Cardholder is also an A/BO (Primary or Alternate) over the account. This control is based on the EDIPI captured by PCOLS and is determined as of the end of the monthly cycle. The control only looks at Cardholder Accounts and Managing Accounts in Open status and will only report exceptions on accounts that are in PCOLS. An exception is flagged for each Cardholder Account where the Cardholder is also an A/BO assigned to the account. Key Point: The user who is holding both roles can either have their Cardholder Account T9’d with a new Cardholder Account being created for someone else OR they can be removed from the Primary or Alternate A/BO assignment on the Managing Account. An “Update A/BO” maintenance action would be performed in AIM to remove or remove and replace the individual from the Managing Account as necessary. It is not necessary to remove the user from the A/BO pool role in EMMA as the exception in RAD is identified by an A/BO being assigned to the account in AIM. You may choose to remove the individual from the A/BO pool role in EMMA assuming they are not assigned to other Managing accounts within that organization, however the AIM maintenance action is still required to clear this exception in order for it to show as resolved in RAD on the following billing cycle. Control 3.1: Spending Ratio - Underutilized Credit Limits Control 3.1 identifies Cardholder Accounts that have a spending average over the past three cycles that is less than 70 percent of the average cycle limit. This calculation is based on the purchase amounts for the past three monthly cycles and the average Cardholder Account Cycle Limit for the same three cycles. This will only report exceptions on Cardholder Accounts and Managing Accounts in Open status. An exception is flagged for each Cardholder Account with a three-cycle spending average that is less than 70 percent of the average cycle limit. Key Point: It is important to keep in mind this exception is based upon an average of 3 monthly cycles. If you make adjustments to an accounts credit limit, upon appearing as an exception, it may take additional monthly cycles to stop the account from reporting as an exception. The average of spending must rise above the 70 percent threshold as it relates to 3 monthly cycles not just the monthly cycle where the credit limit adjustments were made. There is a pending CR to fix an issue with accounts that have been open for less than one month but have appeared as exceptions on the RAD dashboard. No current timeframe for this fix to be implemented.

Control 3.2: Single Merchant Spending Control 3.2 identifies Cardholder Accounts that have at least 10 transactions in the current cycle with the same Merchant (based on Merchant ID) and the dollar value of the transactions with the merchant is 80 percent or more of the total purchases made that cycle. An exception is flagged for each Cardholder Account that meets these criteria. Control 4.1: Delinquent Accounts Control 4.1 identifies Managing Accounts that are 30 or more days delinquent in paying as of the end of the monthly cycle. This information is reported to PCOLS by the banks at the end of each cycle. Control 4.2: Account Usage Control 4.2 identifies Cardholder Accounts that are currently Open, but have not had any purchases for the past six cycles. Control 4.3: Lost / Stolen Cards Control 4.3 identifies Managing Accounts that have had more than one card reported as lost or stolen in the past six cycles. Control 3.2: Single Merchant Spending Control 3.2 identifies Cardholder Accounts that have at least 10 transactions in the current cycle with the same Merchant (based on Merchant ID) and the dollar value of the transactions with the merchant is 80 percent or more of the total purchases made that cycle. An exception is flagged for each Cardholder Account that meets these criteria. Control 4.1: Delinquent Accounts Control 4.1 identifies Managing Accounts that are 30 or more days delinquent in paying as of the end of the monthly cycle. This information is reported to PCOLS by the banks at the end of each cycle. Note: The control risk level and exceptions are calculated at the end of each cycle only and are not updated by subsequent payments. Key Point: RAD generates the exceptions based on the cycle data provided by the bank. If the user does not feel the account/accounts identified as exceptions is correct, we recommend they follow-up with the bank to confirm. If delinquent payments are made on accounts near the end of the monthly billing cycle it may be necessary to wait an additional monthly cycle for the exception to fall off. Control 4.2: Account Usage Control 4.2 identifies Cardholder Accounts that are currently Open, but have not had any purchases for the past six cycles. The banks provide PCOLS information on each account at the end of the monthly cycle, including the Number of Purchases. If the account has existed for six cycles and no purchases have been made, it will be considered an exception. If a card has not been open for six cycles (i.e., recently issued), it will not be included in this control until it reaches the sixth cycle. Note: The control risk level and exceptions are calculated at the end of each cycle only and are not updated by subsequent changes. Key Point: This RAD control currently includes all accounts that were Open at any point during the cycle. This means the account must be closed for an entire monthly billing cycle in order for it to have the exception removed. Example – an account closed during the June monthly billing cycle will still show as an exception on the dashboard until the July cycle ends and is displayed in RAD. Control 4.3: Lost / Stolen Cards Control 4.3 identifies Managing Accounts that have had more than one card reported as lost or stolen in the past six cycles. This will be determined by the lost/stolen data reported to PCOLS by the banks at the end of the monthly cycle. An exception is flagged for each Managing Account with more than one lost/stolen card reported in the past six cycles.

Control 4.4: Transaction Disputes Control 4.4 identifies Cardholder Accounts that have three or more transaction disputes over the last three cycles. Transaction Disputes are identified from the data provided in the daily transaction files. Control 5.1: Average Cycle Transactions Reviewed Control 5.1 identifies Managing Accounts that have an average of more than 100 purchase transactions over the past 3 cycles. Control 5.2: A/BO Response Rate Control 5.2 identifies transactions flagged in DM that are not closed by the A/BO within 16 business days of the case creation date. There are two types of exceptions reported by this control: Cases that were created within the past 3 cycles and closed in the current cycle after more than 16 business days (between case create and case close date). Cases that were created within the past 3 cycles that were not closed as of the cycle end date, excluding those that are in Legacy status or were created within 16 business days of the end of cycle. Control 4.4: Transaction Disputes Control 4.4 identifies Cardholder Accounts that have three or more transaction disputes over the last three cycles. Transaction Disputes are identified from the data provided in the daily transaction files. Control 5.1: Average Cycle Transactions Reviewed Control 5.1 identifies Managing Accounts that have an average of more than 100 purchase transactions over the past 3 cycles. The banks provide PCOLS information on each account at the end of the monthly cycle, including the Number of Purchases. An exception is flagged for each Managing Account with an average number of transactions that is more than 100. Control 5.2: A/BO Response Rate Control 5.2 identifies transactions flagged in DM that are not closed by the A/BO within 16 business days of the case creation date. There are two types of exceptions reported by this control: Cases that were created within the past 3 cycles and closed in the current cycle after more than 16 business days (between case create and case close date). Cases that were created within the past 3 cycles that were not closed as of the cycle end date, excluding those that are in Legacy status or were created within 16 business days of the end of cycle.

Control 5.3: A/OPC Response Rate Control 5.3 This control identifies an A/OPC failure to perform an independent review of a high risk transaction within sixteen business days of A/BO review. There are two types of exceptions reported by this control: Cases that were created within the past 3 cycles and closed in the current cycle after more than 16 business days (between case create and case close date). Cases that were created within the past 3 cycles that were not closed as of the cycle end date, excluding those that are in Legacy status or were created within 16 business days of the end of cycle. Control 5.4: Flagged Transaction Determination Control 5.3 identifies transactions with a DM case disposition other than Valid or Contract Payment. An exception is flagged for each transaction with a disposition other than Valid or Contract Payment. This only includes cases that were closed during the cycle. Control 5.5: Convenience Check Amounts Control 5.5 identifies Convenience Check transactions greater than $3,500. An exception is flagged for each Convenience Check that is more than $3,500. Control 5.3: A/OPC Response Rate Control 5.3 This control identifies an A/OPC failure to perform an independent review of a high risk transaction within sixteen business days of A/BO review. There are two types of exceptions reported by this control: Cases that were created within the past 3 cycles and closed in the current cycle after more than 16 business days (between case create and case close date). Cases that were created within the past 3 cycles that were not closed as of the cycle end date, excluding those that are in Legacy status or were created within 16 business days of the end of cycle. Note: This control only looks at high risk cases, those with a score over The A/OPC receives High Risk Notifications on each of these cases. Control 5.4: Flagged Transaction Determination Control 5.3 identifies transactions with a DM case disposition other than Valid or Contract Payment. An exception is flagged for each transaction with a disposition other than Valid or Contract Payment. This only includes cases that were closed during the cycle. Control 5.5: Convenience Check Amounts Control 5.5 identifies Convenience Check transactions greater than $3,500. An exception is flagged for each Convenience Check that is more than $3,500.

RAD Drill Down Example – Control 3.1
Drill down by selecting the Control you wish to investigate Level 4 A/OPC view of the Risk Assessment Dashboard. The scale for each Control identifies how each control is reported as Green, Yellow, or Red.

Drill down view of each account with underutilized cycle spend limits This is the lowest level you can drill down to showing the details of accounts and percentage of average cycle spending for one billing cycle. To get details for three cycles would require a drill down on each different cycle.

Drill down options include selecting the actual control 5.3 or selecting the exception numbers in the right hand column for Level 3s We show a couple of the RAD controls here. We would like to highlight the newest RAD Control 5.3 A/OPC Response Rate. An A/OPC Independent Review is required in Data Mining for each High Risk Flagged Transaction. The A/OPC has 16 business days to complete their IR after the A/BO completes their initial case review. Drill down options include selecting the actual control 5.3 or selecting the exception numbers in the right hand column.

Select “Number of Exceptions” to drill down further to transactions

Select “Transaction Amount” to continue drill down on specifics of the case from Data Mining Addition of Case Details on Exceptions A link to case information has been added to the exception page for exceptions that have a Data Mining case associated. This change affects the following controls: Control 5.2 A/BO Response Rate Control 5.3 A/OPC Response Rate Control 5.4: Flagged Transaction Determination Control 5.5: Convenience Check Amounts

Specific case information is displayed Clicking on the transaction amount link will display the following related Data Mining Case information: Cardholder Account Number Cardholder Name Managing Account Number Primary A/BO Name Data Mining Case Number DM Case Status A/BO Disposition A/BO Review Date Case Reviewed by name Independent Review Status Independent Review Disposition Independent Review Date Independent Review performed by (name)

PCOLS Risk Assessment Dashboard – Help Feature
Help feature is in the upper right hand corner and also can be found on each individual control by selecting the “blue circle” with the question mark in it.

RAD - Quarterly Reports
Provide a three-cycle side-by-side snapshot of the exceptions under each control. Enable users to analyze progress of their purchase card program to address identified risks for the current quarter based on exception counts for the previous quarter. Are broken down into the five control categories. Each category is presented as a table and displays a column for each control in the category and exception counts for the three report billing cycles The Risk Assessment Dashboard – Quarterly Reports provide a snapshot of 3 cycles side by side, showing the exceptions under each control. The users are able to analyze the progress of the card program to identify and address risks for the current quarter. RAD is broken down into 5 control categories. Category 1: Span of Control Category 2: Separation of Duties Category 3: Authorization Controls Category 4: Account Status Category 5: Transaction Review Controls There is no drill down capability to get to exception specifics in the Quarterly Reports.

The Quarterly Report link is in the upper right hand corner of the dashboard Here is an example of the quarterly reports as you see it in the RAD. At the end of the quarter when the report is available for viewing, the AEA Agent, HCA Agent and A/OPC Users will receive a notification containing a direct URL link.

The list of available Quarterly Reports displays 6 quarters of reports Here is an example of the quarterly reports as you see it in the RAD.

The Quarterly Report displays all five control categories

Help Desk Contact Info Help Desk concerns or complex requests Jim Tew, and LaKeisha Gill, and Ginger Tejada, and PCOLS Help Desk (Operation Hours: 24x7) Phone: ,com or DSN PCOLS Website at DAU Acquisition Community Connection Web address - Content - System User Manuals, Release Notices, Enhancement Request Forms, Interactive Tutorials, Training Snippets, Frequently Asked Questions (FAQs), Webinar schedule and access info, Links to all CLG Training courses

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Jim Tew PCOLS Support Office DLA – ESMC Portfolio Battle Creek, MI

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Jim Tew PCOLS Support Office DLA – ESMC Portfolio Battle Creek, MI

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