1. United States Department of Agriculture Office of Procurement and Property Management Charge Card Service Center USDA Opening Session John McCain, Program Manager Charge Card Service Center (CCSC) 2009 GSA SmartPay ® Conference Tuesday July 28, 2009 10:00-11:10 am Room North 231 A-C, Phoenix Convention Center

2. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 2 Agenda  Welcome  John McCain, Program Manager Charge Card Service Center (CCSC)  Introductions  CCSC Team  US Bank Team  Conference Expectations  CCSC Update  Questions

3. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference CHARGE CARD SERVICE CENTER (CCSC) 3 Purchase CardTravel Card Fleet Card Welcome

4. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 4 Introductions  CCSC Team  John McCain- Program Manager  Linda Wilson- Policy & Training Co-Lead  Henry Hansen- Policy & Training Co-Lead  Veronica Nelson- Purchase Card Lead  Aaron Prose- Travel Card Lead  Nicholas Van Vranken- Travel Team  Clara Hickerson- Communications & Training (DRT Strategies)  Susan Kidd- Financial Interface (DRT Strategies)  Yadira Stamp- Cardholder Management (DRT Strategies)  Lynn Anderson- Technology Management (DRT Strategies)

5. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 5 Introductions  US Bank  Scott Helms, Director, Civilian Accounts  Scott Kelly, Relationship Manager  Ernest Edwards, Account Manager  Jennifer Dalhed, Account Coordinator  Traci Barber, Solutions Consultant

6. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 6 Conference Expectations  Policy Sessions  Purchase  Travel  Hands-On Training  Electives  US Bank Sessions  GSA Sessions  Electronic Access Open Labs  Continuous Learning Points  Purchase Track- sign in for each session required  Travel Track

7. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 7 CCSC Update  CCSC Program Overview  Vision, Mission and Responsibilities  Program Management Functions  Measured Performance, Outcomes & Statistics  DR 5013-6 Status & Guides/Reference Materials  CCSC Website  Additional Training  Visa IntelliLink  MOLMs

8. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 8 CCSC Program Overview Mission and Responsibilities CCSC Mission : To manage and proactively govern the Department’s charge card activities to protect from potential fraud and abuse, and maximize program benefits such as higher rebates and efficiencies gained through the use of streamlined payment mechanisms.  CCSC Responsibilities  Consolidate program into a unified, coordinated organization and single voice to the Department and US Bank –Create an independent one-stop-shop with a customer service orientation –Directly manage and control all responsibilities that fall within the “ownership” of the organization –Define clear operating procedures and responsibilities –Establish performance-based positions with clear accountability –Create primary/secondary responsibilities for proper backup & continuity  Procedure implementation and program oversight  Evaluate program outcomes and adjust procedures  Implement program guidance and improve business processes

9. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference CCSC Program Overview Increasing Transparency through Oversight, Management & Improvement 9 Transaction Management (FY09-18) U.S Bank Services Program Oversight & Management Scope Management Schedule Management Cost Management Quality Management Process Improvement Staff Management Communications Management Risk Management Change Management A-123 Analysis (A & B) Data Mining & Reporting Tax Recovery Controls Training IV&V Information Assurance Fraud & Abuse Management Technology Support (Interface & EAS) Process Improvement SMEs Analytical & Consulting Merchant Acceptance Card Acct Management Strategic Sourcing Regulatory Compliance  Department-wide Governance and Oversight  Performance Based  Strict Controls – Account Management and Fraud/Abuse  Procedure and Training  Fund Management  Maximize Rebates  Tax Recovery  Strategic Sourcing  Product Management  Fleet (alternative fuels, individual accountability)  Purchase (alternative payments)  Travel (Centrally Billed Account (CBA))

10. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 10 Goal Summary of Outcome Reduce Average File Turn Since transition go-live to US Bank on 11/30/2008, USDA has reduced the average file turn for payment of purchase, fleet and travel charges and increased its expected quarterly rebate. File Turn (Days) Measured Performance and Outcomes Goal: Reduce Payment File Turn

11. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 11 Goal Summary of Outcome Increase Rebates from the Bank USDA increased the estimated basis point rebates for all lines of business in the first quarter since transition go-live with US Bank resulting in nearly $200K more in Q1 FY09 rebates. Basis Points (BP) Measured Performance and Outcomes Goal: Increase Rebates

12. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 12 Goal Summary of Outcome Reduce use of Convenience Checks USDA reduced the use of convenience checks from FY07 to FY08 by nearly 20%. Charge Card Spend Measured Performance and Outcomes Goal: Reduce use of Convenience Checks FY07 FY08

13. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 13 Goal Summary of Outcome Reduce invalid accounting errors on Purchase and Fleet transactions Since transition go-live on 11/30/2008, USDA has worked diligently with US Bank to eliminate payment errors due to invalid accounting. Reduced the number of Invalid Cardholder Default Account Codes from 2,224 to 106 Reduced the percentage of transaction dollars that were not sent to FFIS due to invalid accounting from 2.7% to 0.9% which translates to approximately $1.5M Reduced the number of unapproved transactions in AccessOnline from 31% to 22% of total transactions Measured Performance and Outcomes Goal: Reduce Invalid Accounting Errors

14. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 14 Goal Summary of Outcome Stabilize AccessOnline Application setup, reduce hierarchy mismatches and re-allocations due to invalid accounting Since transition go-live on 11/30/2008, USDA has worked diligently with US Bank to stabilize the AccessOnline application setup, correct hierarchy mismatches and work with cardholders to re- allocate purchase and fleet transactions with invalid accounting. Worked with the AFPCs to reduce the invalid transactions for Fleet cardholders from 687 to 0 Worked with the AOPCs to reduce the invalid transactions for Purchase cardholders from 20,232 to 1 Worked with the AOPCs for Purchase to reduce the hierarchy mismatch from 119 to 1 Worked with the AFPCs for Fleet to reduce the hierarchy mismatch from 3,214 to 5 Measured Performance and Outcomes Goal: Reduce Hierarchy Mismatches and Re-allocations

15. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 15 Goal Summary of Outcome Increase Cardholder and APC Communication and Outreach USDA has implemented numerous communication channels since transition and continues to roll-out new training, as necessary. Measured Performance and Outcomes Goal: Increase Communication and Outreach CCSC PMO Dashboard for Communications (as of 06/03/09)

16. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 16 DR 5013-6 Status & Guides/ Reference Materials  DR 5013-6 Status  Revisions made to Departmental Regulation 5013-6  Currently in review for approval  Guides/Reference Materials  Distribution of Guides/Reference Materials CCSC Website and via email to Coordinators  Guides in Development VVL Enhancements & Updates in AXOL Various Guides on “Reporting in AXOL”

17. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 17 DR 5013-6 Status & Guides/ Reference Materials, cont…  Guides/Reference Materials continued…  Completed Guides/Reference Materials Coordinator’s Purchase Program Guide Cardholder’s Purchase Program Guide AOs Purchase Program Guide AO Guidelines for Final Approving in AXOL Cardholder Guidelines for Approving & Reallocating in AXOL Purchase Card Locked Transaction Scenarios & GL Extract USDA Purchase Program User Profile Step-by-Step Payment Detail Report Guide Quick Guides -Cardholder -Coordinator -Manager -Proper Use

18. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference Drop-down menu navigation for entire site Access to important news Email link to CCSC support on all pages Access to all Card Notices 3 Card images link to each Card page New blue color scheme CCSC Website Redesign Home Page http://www.da.usda.gov/procurement/ccsc

19. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference CCSC Website Redesign Purchase Card Page Card image placed in banner Purchase Card front and back image Enhanced navigation menu within Purchase Card page View : News Notices Policy and Guides Training Points of Contact AND MORE..... Purchase Card now selected

20. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference CCSC Website Redesign Newsroom Page News links grouped by Card line with the latest update displayed Access older News in the Archive

21. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference 21 Additional Training  Visa IntelliLink  Web-based service designed to provide agencies with an easy-to-use tool to effectively manage and gain insight into their charge card business programs  Enhances the performance of purchase and/or fleet card transaction data by improving control and monitoring compliance  Composed of 11 modules which will be customized to meet USDA requirements- key module features include reporting, rules and compliance, predictor, and sourcing  MOLMs  Agencies may request additional MOLM training sessions  Must submit the request at least 30-days prior to the session date requested  Minimum of 25 participants per session  Maximum of 75 participants per session

22. USDA Charge Card Service Center USDA Opening Session - GSA SmartPay2 Conference Questions 22