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

Jim Tew PCOLS Support Office DLA – ESMC Portfolio Battle Creek, MI
2/16/2019 Department of Defense Government Purchase Card Program DoD GPC Electronic Systems Update Jim Tew PCOLS Support Office DLA – ESMC Portfolio Battle Creek, MI Tuesday, August 7 & 8, 2018 3:30 p.m. – 4:40 p.m.

Meeting Agenda DoD GPC Electronic Systems Update
2/16/2019 DoD GPC Electronic Systems Update Meeting Agenda 1. Before We Get Started 2. GSA SmartPay 2 – PCOLS 3. PCOLS Reporting Update 4. PCOLS Data Mining Update 5. GSA SmartPay 2 to SmartPay 3 Transition 6. What is PIEE? 7. What is JAM? 8. WAWF/PIEE Registration and Appointment (JAM) Workflows 9. A/OPC Registration through Appointment Workflows 10. Future Development and Integration 11. Training Resources and Help Desk

Training Forum Reminders
Before we get Started Training Forum Reminders Cell Phones silenced Show courtesy to fellow participants and the presenter Questions Class Surveys Other GPC related opportunities DoD GPC Component Program Managers Panel Discussion Wednesday, Aug 8th 9:30 a.m. – 10:40 a.m.; Theater C DoD GPC Lab – Open Lab Tuesday, Aug 7th :00 a.m. – 5:00 p.m.; Room 385 Wednesday, Aug 8th 8:30 a.m. – 5:00 p.m.; Room 385 Thursday, Aug 9th :30 a.m. – 5:00 p.m.; Room 385

PCOLS Reporting Update

All column headings sortable
PCOLS Reporting PCOLS Reporting on a new platform - release expected in September 2018 timeframe All column headings sortable Reports can be printed and exported to PDF and Excel Benefits to Users: Cleaner, more streamlined appearance. Much greater flexibility with the filters. Users can change the filter for the report and the data updates real-time. There will be no need to go back and re-enter the report criteria and generate the report again.

Logon through PCOLS Web – select Log on for PCOLS Reporting
*Note*: there is no role selection after this page

SAS will open in a new tab.
PCOLS Reporting SAS will open in a new tab. Click Browse

Navigate to CEAS>PCOLS>Reports
PCOLS Reporting Navigate to CEAS>PCOLS>Reports The list of reports available to the user will appear on the right. Select a report to open.

Escalated Transaction Report
PCOLS Reporting Escalated Transaction Report

Escalated Transaction Report - Filtered
PCOLS Reporting Escalated Transaction Report - Filtered

Data After you have opened a report, it will then appear on your home page under Recent. You can select the report from here or browse to open another report. ---Click the home button in the top left or the X on the report block next to the home icon to close out of the report. ---You can only have 1 report open at a time.

Data Mining Data Mining

Data Mining - Update Violations Definitions (ECP 103) - Scope
Background Terms and associated definitions used to define violations were not standardized across governing sources. ECP 103 was released into production on May 4th, 2018 ECP 103 provided: Added Delinquency and Disputed Transaction to the disposition dropdown Added Not Applicable to the recommended action dropdown; to be used with Disputed Transaction Added a mapping table from the terms in Data Mining disposition dropdown to the terms as defined in the memo identified above Provides examples of the types of transitions and their associated disposition Provides language to guide the user in selecting the appropriate disposition Additional Background - DPAP worked to standardize the terms and definitions and published the Interim Guidance on Government Purchase Card Disciplinary Category Definitions used in Office of Management and Budget Violations Reporting memo on July 3, 2017.

Data Mining Violation Terms & Definitions (ECP 103)
Added “Delinquency” and “Disputed Transaction” to the Case Disposition dropdown

Added “Not Applicable” to the recommended disciplinary action dropdown *Note*this is to be used with the Case Disposition of Disputed Transaction

Case Disposition: Violation Terms & Definitions

SP2 to SP 3 Transition SP2 to SP 3 Transition

System comparisons between SP2 (PCOLS) and SP3 (PIEE/JAM)
SP2 to SP3 Transition System comparisons between SP2 (PCOLS) and SP3 (PIEE/JAM) Acronym List PIEE – Procurement Integrated Enterprise Environment (Hierarchy and Roles) JAM – Joint Appointment Module (Appointments) AxOL – Access On Line (U.S. Bank) IOD – Insight On Demand (Data Mining) PCOM – Purchase Card Oversight Module (Oversight) PBIS - Procurement Business Intelligence Service (Data Archives) EAS – Electronic Access System (Bank access) SSO – Single Sign On

System comparisons between SP2 (PCOLS) and SP3 (PIEE/JAM)
SP2 to SP3 Transition System comparisons between SP2 (PCOLS) and SP3 (PIEE/JAM)

Schedule JAM for the A/OPC, Oversight A/OPC, GPC Delegating/Appointing Authority (DAA) and Component PM roles will be available in September JAM for the other roles A/BOs, AOs, Certifying Officers, Cardholders, etc. will be available in the November timeframe or shortly thereafter *Note* - The bank capabilities and the deployment of JAM are not dependent upon one another as we transition into SP3.

What is PIEE? What is PIEE?

What is PIEE? Procurement Integrated Enterprise Environment (PIEE) is a Procurement Portfolio Capability that: Leverages cloud technology Uses single sign-on (SSO) capability to access system applications hosted internal and external to the environment Standardizes access management using standard role-based access to applications Standardizes procurement hierarchy for purchase card and procurement Enables rapid development and deployment of applications Enables a growing set of Application Programming Interfaces (API) to other systems dependent on procurement data Provides common services (testing, Continuity of Operations (COOP), archive retention, security) to applications hosted in the environment Enables a data environment that leverages data from multiple applications Enables the Purchase Card community to manage appointments, training, oversight and reporting along with the ability to Single Sign On to EAS and DM tools based on a standardized DoDAAC hierarchy.

PIEE Overview PIEE Overview

Operations Support Details

Account Management and Access Details

PIEE Hierarchy PIEE Hierarchy is DoDAAC based Each node/ “branch” in the hierarchy has a: DoDAAC Flags that identify whether the DoDAAC is a shipping, procurement, etc. DoDAAC Group Path within the hierarchy provides the overall “backbone” for the hierarchy. An organization can be on the Group Path without a DoDAAC. To understand the PIEE Hierarchy it is necessary to look at the Group Path as well as the DoDAAC. In general, all “working level” / ”branch” Organizations will have a DoDAAC: *Note: Level 2 does not have a DoDAAC associated with the high level “Air Force, Department of the” *Note: Defense Agencies will no longer be at the level 3, but instead at level 2

For our purposes there are 3 DoDAACs we want to focus on:
Accurate DoDAAC entry by all users during PIEE registration is ESSENTIAL for successful deployment. A DoDAAC is a DoDAAC! However a DoDAAC can have many attributes such as Procurement, Ship to, Finance, etc. For our purposes there are 3 DoDAACs we want to focus on: Home Organization DoDAAC – “I physically sit here” Role Location DoDAAC – “I perform my duties here” Authority DoDAAC – “I got my appointment from here” Procurement Authority should come from an organization that has procurement authority, but PIEE will not enforce this until a later date Regarding the last bullet on Procurement Authority - The goal is to get everyone into the application without interruptions to services before we move in that direction

Group/DoDAAC hierarchy
DoDAACs Group/DoDAAC hierarchy

Screenshot Disclaimer
Please Note – the Screenshots shown within this document may differ from the application that is released

View of expected PIEE Single Sign On logon

What is JAM? What is JAM?

What is JAM? The Joint Appointments Module (JAM) is a single, DoD–wide, CAC-enabled capability to initiate, review, approve, store and terminate regulatory appointments from within PIEE. Initial release of this capability is expected in September 2018 with the focus on enabling the appointment of the Government-wide Commercial Purchase Card (GPC) program roles. In addition to replacing the paper appointment letters currently required by GPC DoD policy, these JAM appointments will also be used to grant roles-based system access to various systems including the U.S. Bank Electronic Access System(s) (EAS) and the Mastercard/Oversight Data Mining (DM) solution(s). Information in JAM appointments will include the Cardholder Single Purchase and Cycle Limit, and the A/BO’s Managing Account Cycle limit. Note: In order to have an appointment in JAM, a user must have an account (role) with PIEE first. A role is not an appointment. Some roles such as the Resource Manager (RM) role, do not have appointments.

JAM GPC Roles and Appointments
Appointment Initiation Component PM User Registers for PIEE account -> Supervisor approves -> System generated prompts required appointment initiation Oversight A/OPC (With or Without Delegating Authority) A/OPC GPC Certifying Officer (GPC ‘Pay and Confirm’ Financial Service Officers (FSOs) ) Certifying Officer Approving Official (GPC ‘Pay and Confirm’ AOs, Air Force only) A/BO (GPC ‘Confirm & Pay’ A/BOs, used by most of DoD, but not the U.S. Air Force) Approving Official and Certifying Officer Cardholder

JAM GPC Roles and Non-Appointments
GPC DoD Program Management Office (PMO) No Appointment GPC Delegating/Appointing Authority (DAA) DD577 Appointing Authority Certifying Officer Verifier No appointments, read-only role GPC HAM GPC Auditor No Appointment, read-only role Does the DAS (Delegating and Appointing Signatory) need to be addressed as a role that is outside of the system? Speak to it. These are roles coming later in PIEE to give them EAS and Data Mining access where appropriate. Component Resource Manager (CRM) Oversight Resource Manager (ORM) Resource Manager (RM) DD577 View Only DD577 Appointing Authority GPC Help Administrator (HAM) GPC Auditor GPC Support-View Only

JAM Notifications notifications are sent only to the individuals that require action indicating the action and current appointment status. Notification subject will contain the DoD Organization, action required and the type of appointment The body will provide the data element names for data element values that are provided (e.g. Component: Department of the Air Force, Location DoDAAC: FU4417). For the notifications, notification s will be sent at a yet to be determined frequency (for example - Day 3,6,9,12,15,18,21) for each appointment that has not been processed. content will be similar to original message and the subject will indicate “Overdue” The s for overdue items will be sent to the individual requiring the action and cc: originator. If action is not taken after 21 days (in this example), the appointment is automatically terminated.

WAWF/PIEE Registration and Appointment (JAM) Workflows

WAWF/PIEE Registration - GPC Delegating/Appointing Authority (DAA)
GPC Delegating/Appointing Authority (DAA) role: User self-registers for role Supervisor approves request Notification sent to GAM (No appointment process) No JAM Appointment for the DAA role

WAWF/PIEE Registration - GPC Delegating/Appointing Authority (DAA)
Complete the 4 steps for selecting a role *Note* - Registration for the GPC DAA role will be a group based registration. And, to select the necessary group and authority DoDAAC the user would need to click the “Additional Info.” link.

WAWF/PIEE Registration and Appointment (JAM) - Component PM
Registration Component PM role: User registers for a Component PM role Supervisor approves request notification with token to access WAWF sent to the Component PM(user). If Component PM has log-in and one active role that participates in JAM can go through application. Component PM initiates the Component PM appointment process. JAM Appointment: Component PM = Component PM -> DAA -> GAM

Appointment Letter – Component PM
Component PM Appointment letter output by JAM

WAWF/PIEE Registration and Appointment (JAM) - Oversight A/OPC
Registration Oversight A/OPC role: User self-registers for an Oversight A/OPC role. Supervisor approves request notification with token to access WAWF sent to the Oversight A/OPC(user). If Oversight A/OPC has log-in and one active role that participates in JAM can go through application. Oversight A/OPC initiates the Oversight A/OPC appointment process. JAM Appointment: Oversight A/OPC = Oversight A/OPC -> Supervisor -> DAA -> GAM

Appointment Letter – Oversight A/OPC
Oversight A/OPC Appointment letter output by JAM

A/OPC Registration through Appointment workflows

WAWF/PIEE Registration and Appointment (JAM) - A/OPC
A/OPC Workflow

WAWF/PIEE Registration - A/OPC
Access the WAWF/PIEE eBusiness Suite to begin the registration process: Review and select “Accept” for the Consent Statement

First time registering for a role in the WAWF/PIEE eBusiness suite? Click on the Register button

Select what type of user you are from the list

Select the Common Access Card/Personal Identity Verification option Select Certificate Login button *Note* the Machine Setup link is available for reference if you have issues authenticating and accessing

Highlight your Non- Certificate Select the Ok Button

Users EDIPI is returned from the CAC certificate. Select Next button

Input your User Profile information Hierarchy Tasking Spreadsheet uploaded under “GPC DoDAAC Lookup” Once complete select “Next” "DPAP will upload a version of the Hierarchy Tasking Spreadsheet to this location so the registrant knows what DoDAAC to put into the field. It is imperative that you complete the task or your users will have a difficult time with this data."

Add Supervisor and Agency information Select “Next”

Complete the 4 steps for selecting a role *Note* - the INFO note banner at the top of the page. The Location Code is the Role DoDAAC (I perform my duties here) and may not be the same as your Home Organization DoDAAC Select Next

Enter a justification (required) for the role and attach any information that may contribute to the justification if necessary. Select “Next”

Summary of input information. There can be a different Home Organization DoDAAC and a Role Location DoDAAC Review and select “Next”

Statement of Accountability Agreement must be reviewed Enter your Government Organization Click the Signature button

Signature is captured based upon the Authentication method that was selected at the beginning of the process Select the Submit Registration button

Successful submission of registration request

WAWF/PIEE Registration - Supervisor
Supervisor receives system generated to approve or reject the registration request

Approval/Denial for Application Request screen Complete the 5 steps on the screen

Supervisor digitally signs Registration Request Select non- certificate Select Ok

Successful submission screen

A/OPC receives status update

A/OPC receives a JAM Appointment required email
JAM Workflow – A/OPC A/OPC receives a JAM Appointment required Use the tokenized link in Step 1 of the to begin the Appointment

JAM Workflow – Supervisor
Certificate Validation for access Select the non- Certificate Select OK button

Draft Appointment screen
JAM Workflow – A/OPC Draft Appointment screen Appointee section displays User Profile information and required input for Delegation Authority and Training will follow later Appointee Supervisor information is also displayed

Draft Appointment screen
JAM Workflow – A/OPC Draft Appointment screen Select the Delegating/Appointing Signatory from the list at the bottom of the page – there will be an option to input the address of a DAS that is not an active PIEE user and outside of the system External DAS dialog displayed when the user clicks the “Select External Delegating/Appointment Signatory” button User will enter the address of the DAS and click the “Next” button. The system will perform validation edits on the address. If errors are found, error messages will be displayed above the “ Address” text input. If the DAS entered belongs to an active PIEE user, the user entered must have an active appointment with Delegation Authority. If they do not, the following error message will be displayed: “This address is associated with an active PIEE account, but the user has not been granted authority to approve the appointment. Select a different user/enter a different Delegation and Appointing Signatory address.” If there are no errors the user will be taken to the next step in the External DAS process. The following info messages may also be displayed above the address: If the DAS is not in the same group/location the following info message will be displayed: “This address is associated with an active PIEE account, but the user is from a different organization. Are you sure you want to continue?” If the address entered for the DAS does not return a user, the following info message will be displayed “This address is not associated with an active PIEE account. Are you sure you want to continue?” If the user continues, they will be taken to the next step in the External DAS process.

JAM Workflow – A/OPC Delegation Authority section of Yes or No
Click the Add Training button to add required training information Select Submit

Add Training screen JAM Workflow – A/OPC
Select required training courses from the drop down Certificate upload is required Input completion date and provider of training Select Add

Appointment Certifications Screen
JAM Workflow – A/OPC Appointment Certifications Screen Review A/OPC Appointment Certifications and Acknowledgement of Appointment Click on “I concur with the Appointment Certifications” button

Confirm Submit screen with Comments field
JAM Workflow – A/OPC Confirm Submit screen with Comments field Comments are optional Click on the “Submit” button

A/OPC digitally signs Appointment
JAM Workflow – A/OPC A/OPC digitally signs Appointment Select non- certificate Select Ok

JAM Workflow – A/OPC View of the entire Appointment, to include message of where the signed appointment is going next and a view of the workflow status at the bottom of the page

Supervisor Approval Required for A/OPC notification Follow step 1 in the using the tokenized link provided to access the appointment

Certificate Validation for access Select the non- Certificate Select OK button

Review A/OPC Appointment Select Approve button

Review Appointment Certifications Select I Concur with the Appointment Certifications button

Confirm Approve Add Comments if needed Select the Approve button

Supervisor digitally signs appointment approval Select non- certificate Select Ok

INFO message of approval and sent to the DAS role

JAM Workflow – Delegating/Appointing Signatory
Delegating/Appointing Signatory Approval Required notification Follow the 5 steps listed in the to complete DAA approval

Log into WAWF/PIEE eBusiness Suite Home Page Select Certificate Login button for CAC login OR Enter a User ID and Password and select Login button

Open the Joint Appointment Module Select JAM button

JAM Home page Click the 'My Appointments/Search for appointments that require my action' menu option

Search Appointments Results Screen Click the 'Select' button of the A/OPC Appointment with a status of Pending DAS Approval to open the appointment

Review the appointment information for accuracy Select Approve button

Review Appointment Certifications Select I Concur with the Appointment Certifications button

Confirm Approve Add Comments if needed Select the Approve button

Delegating/Appointing Signatory digitally signs appointment approval Select non- certificate Select Ok

INFO message of active Appointment and sent to the Appointee

JAM Workflow – A/OPC (Appointee)
Activation Notice confirming the Appointment is approved and active

A/OPC Appointment letter output by JAM – GAM activates role
JAM Workflow – A/OPC A/OPC Appointment letter output by JAM – GAM activates role

Future Development and Integration

Future Development and Integration
PIEE/Purchase Card Oversight Module (PCOM) Planned Reviews Quarterly DM Case Adjudication Validation Review Updates to JAM Bulk Maintenance updates to delegations Updates to PIEE/PBIS Enhanced reporting leveraging data from EAS, DM, JAM and PCOM Automated DoD GPC Reporting (formerly OMB Reporting)

Training Resources and Help Desk

PCOLS DAU Training CoP on SharePoint – Home Page
Training Resources PCOLS DAU Training CoP on SharePoint – Home Page

PCOLS Help Desk (Operation Hours: 24x7)
Help Desk Information PCOLS Help Desk (Operation Hours: 24x7) Phone: ,com or DSN DAU Community of Practice website Web address - Content – PCOLS information and SmartPay 3 information regarding PIEE/JAM etc. to come WAWF Help Desk and Training Ogden Help Desk Commercial Phone ,

Questions

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

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