2011 GSA SmartPay® Training Conference

Instructions for New DoD Purchase Card Online

(PCOLS) Users

Hoyt FongerProgram Manager, Defense Logistics Agency Logistics Information Service

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A Winning Hand: Solutions, Savings and Sustainability with GSA SmartPayThe 13th Annual GSA SmartPay Training Conference, Las Vegas

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To ensure the best possible learning experience for participants, please adhere to the following house rules:

• Turn cell phones and pagers to vibrate• Hold questions to end of session• Ensure your participant badge is scanned to receive CLP credits

− For each course−Must leave room and re-enter

• 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

House Rules

New Users in PCOLS

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• Sign-on and Referral System (SRS)

• Enterprise Monitoring and Management of Accounts (EMMA)

• Authorization, Issuance and Maintenance (AIM)

• Data Mining/Risk Assessment (DM/RA)

• PCOLS Reporting

• Help and Support

Agenda

New Users in PCOLS

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1. Sign-on and Referral System (SRS)

New Users in PCOLS

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CAC Log on/ Token Redemption

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SRS Log on

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2.Enterprise Monitoring & Management of Accounts (EMMA)

New Users in PCOLS

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● Enterprise Monitoring and Management of Accounts (EMMA)– Electronically captures the Government Purchase Card (GPC) hierarchy The hierarchy incorporates Supervisors into the program

– Used to provision users into roles in a hierarchy Uses the Common Access Card (CAC) to link an individual to a role

– Other systems, such as AIM, use the roles in EMMA to grant permissions within the applications

– Enables various maintenance actions to be performed Add, review, update and remove an organization Add and remove a role Add, remove, and view a user

EMMA

Authorization, Issuance &Maintenance (AIM)

Data Mining /Risk Assessment (DM/RA)

PCOLS Reporting

Other Applications?(i.e., future development)

EMMA

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EMMA currently allows for the following number of users per role within a given organization:

EMMA FAQ

How many users can be provisioned per role within a given EMMA organization?

Role Name # of users Role Name # of users

AEA - Level 2 10 Component RM 10

HCA Agent - Level 3 10 Major RM 10

High-Level A/OPC 30 Intermediate RM 10

A/OPC Supervisor 30 RM Supervisor 1

A/OPC 30 RM 3

A/BO Supervisor 5 RM Pool 100

A/BO 100

Cardholders Supervisor 100

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EMMA FAQ

Do I have to include supervisors in my EMMA organization?

Yes.

Supervisors within a GPC organization have always been designated with the responsibility to provide supervisory oversight for their GPC

organizations. PCOLS provides a level of rigor in the system to ensure that supervisors are involved to the degree required. The

Cardholders Supervisor and A/BO Supervisor are necessary to ensure successful AIM workflow operations and possess responsibility for

supervisory oversight within their GPC organizations.

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EMMA FAQ

Why am I receiving emails from PCOLS_noreply@dmdc.osd.mil?

Currently, all PCOLS system email messages originate

from PCOLS_noreply@dmdc.osd.

mil and many of these require the recipient to take specific actions (e.g., EMMA and AIM token messages).

Please ensure that all Purchase Card personnel are aware that these messages

are completely safe and should be thoroughly read

and acted upon, as appropriate.

User.name@email.mil

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Cardholders Supervisors and Resource Manager Pool Members do nothave log-in access to EMMA but must be provisioned in EMMA by

accepting their EMMA tokens.

Cardholders do not have log-in access to EMMA and are notprovisioned in EMMA. Cardholders are tied to specific Cardholder

Accounts in AIM.

EMMA FAQ

What roles do not have log-in access to EMMA?

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3. Authorization, Issuance and Maintenance (AIM)

New Users in PCOLS

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Authorization, Issuance and Maintenance (AIM)– System is a workflow tool used to migrate, issue and maintain Managing

Accounts (MA) and Cardholder Accounts (CA)– Assigns roles and responsibilities to persons identified in EMMA– Live Interface with the (currently) two banks– Receives daily feeds from the bank systems– Standardizes the work flow processes of issuing and maintaining GPC

accounts– Stores account information

AIM

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A/OPC Profile

A/OPCs must enter the following in their profile:

– Department of Defense Activity Address Codes (DoDAACs)

– Bank login IDs– Total Business Reporting (TBR)

Hierarchies

All users see “Your User Information” section– This information is pulled from

your CAC certificates and the DEERS database

This section is seen by all users in AIM, except for the Cardholder

New Feature

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Account Migration Process

Step 1: A/OPC initiates Account Migration– The A/OPC will access the Account Migration tab in AIM and identify the Agent

Numbers (US Bank) or TBR Hierarchies (Citibank) associated with the accounts that they wish to migrate to AIM

Step 2: Initiate Managing Account Workflow in AIM– When the next weekly batch file is processed from the bank, a workflow is

started for each Managing Account with the identified Agent Number or TBR hierarchy, an email is sent by the system to the A/OPCs (all A/OPCs with the Agent Number or TBR Hierarchy), and a task is assigned for the first step of the workflow

– All data received from the bank is read-only to users in the workflow – The purpose of the workflow is to associate responsible individuals to the account and add AIM-only data

Step 3: Managing Account is Activated after completion of Workflow

Step 4: Initiate Cardholder Account Workflow in AIM– Upon activation of a Managing Account, a workflow will be started for each

associated Cardholder Account with an email and task to the A/OPC

Step 5: Cardholder Account is Activated after completion of Workflow

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Account Migration - A/OPC Initiation● The A/OPC checks the Agent Numbers or TBR Hierarchies associated

with the accounts that they wish to migrate to AIM and clicks Initiate Account Migration.

Note: Once initiated, workflow cannot be stopped.

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Managing Account Migration Tab● A list of accounts that are in migration workflow will be available to

the A/OPC through the Account Migration tab. From the list, the A/OPC can view the details of the account.

Note: A/OPC action will occur through tasks on the Task Inbox.

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Account Migration Tasks The Account Migration workflow will generate emails and tasks similar

to those for account creation and maintenance – Actions on account migration will occur by selecting the task from the Task

Inbox

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Managing Account Migration – A/OPC● The A/OPC receives a

task and email notifying them of such

● A/OPC enters the Office Name and Justification

● A/OPC enters the RM email address

● A/OPC must select the appropriate A/OPC organization

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Managing Account Migration – A/OPC (cont’d)

● The A/OPC selects the appropriate A/BO Supervisor in the appropriate A/BO Supervisor Organization

● A/OPC identifies Primary and Alternate A/BOs in the appropriate A/BO Organization

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AIM Account Migration Summary

Once migration is started for accounts within an Agent Number or TBR Hierarchy, this migration cannot be turned off

Workflow is required for each account to associate the responsible individuals and enter AIM-only data– Cardholder Nomination Token Redemption interactive training at:

http://www.logisticsinformationservice.dla.mil/PCOLS/Training_101.asp

Bank-provided data cannot be updated during the migration workflow– Any updates can be done after activation in AIM or through the bank

system

Account Migration workflow is started during the processing of a weekly file from the banks – Only accounts associated with the Agent Number or TBR Hierarchy

activated on the Account Migration tab will be migrated

Once accounts are activated in AIM, all maintenance can be performed through AIM

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Issuing a Managing Account

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Issuing a Cardholder Account

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Managing Account Maintenance

● This is the partial view of the maintenance screen:

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Cardholder Account Maintenance

This is the partial view of the maintenance screen:

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AIM uses the personal data from your Common Access Card (CAC) and the DEERS database that allows it to function as designed. This information is

displayed on the AIM profile tab.

Important information that users should verify on the AIM Profile tab:

•Email address associated with CAC•Work address stored in DEERS

Notification messages and task emails are sent to the email addressassociated with your CAC. If the email address is incorrect, the

notifications will not be received, which could delay required task actions.

A/OPCs, A/BOs, and Cardholders are required to verify their work address to ensure successful delivery of any requested Purchase Cards or

convenience checks. The work address field must be populated and will be verified with the United States Postal Service to ensure that it is valid.

AIM FAQ

Why do I need to update my profile in AIM?

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AIM FAQ

Where do I obtain verification that required training has been completed?

Currently, verification is accomplished by the A/OPC receiving the appropriate hardcopy certifications.

In the future it is anticipated that training certification from Defense Acquisition University (DAU) will be automatically linked to AIM.

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AIM FAQ

What is the difference between an Office Name and an Organization Name in AIM?

The Office Name in AIM is used as another method (such as account number) to identify individual Managing and Cardholder Accounts.

The name is specific to the AIM application and should not be used as a substitute for the account number when communicating with the

bank.

The Organization Name in AIM is imprinted on the Purchase Card and appears on the billing statement for the account. The AIM

Organization Name is not to be confused with the EMMA Organization Name, which is used to associate a user in a hierarchical structure.

It is recommended that the Office Name be unique for each account in AIM in order to identify accounts by the Office Name. For instance, if you have multiple Purchase Cards and do not remember the account

number you can reference the Office Name instead.

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AIM FAQ

As an A/OPC, am I giving up control in my organization by using AIM?

No.

The A/OPC has the final oversight and approval responsibility. In AIM, the A/OPC reviews and approves all requests prior to submitting them

to the bank.

AIM uses the Purchase Card hierarchy defined in EMMA to assign specific responsibilities and tasks to designated roles within the GPC

organization. In some organizations, A/OPCs have traditionally accomplished all or most of these actions themselves. By distributing specific tasks to other GPC organization members, an enhanced level of situational awareness and supervisory oversight can be attained,

improving management control of the entire organization.

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AIM FAQ

Does PCOLS have the ability to attach training certificates and/or appointment letters to an account request to send to the bank?

No.

PCOLS does not have the ability to attach a document to any request transmitted to the bank. You should keep a file copy of the letters of

appointment or any other documentation.

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AIM FAQ

As a Cardholder, how do I log-in to AIM?

A Cardholder does not have log-in access to AIM.

The only way a Cardholder can interface with AIM is through the use of an AIM Cardholder Nomination Token. This token is assigned by the

Approving / Billing Official (A/BO) and will be delivered to the Cardholder via an e-mail message.

Once received, an AIM Cardholder Nomination Token can only be used once. All future attempts to click on the token-embedded link will

result in an “Expired Token” error message. If a Cardholder does not successfully complete the Cardholder Nomination in AIM after clicking

on the token, the Cardholder must contact his or her Approving / Billing Official (A/BO) or Agency / Organization Program Coordinator

(A/OPC) to obtain a new AIM Cardholder Nomination Token.

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AIM FAQ

Does an email always accompany a task?

Yes.

An email is the sole notification mechanism to alert individuals involved in the AIM workflow process that a task awaits their

attention. In addition, there are occasions when a notification email without an associated task is sent to involved individuals in the

workflow process.

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Recent AIM Enhancements

All RM Pool members will receive email notifications sent from the system regarding successful Managing and Cardholder Account creations (AIM 2.1)

AIM now sends email reminders to Cardholders and their A/OPC’s at 60 days prior, at 30 days prior and on the expiration date of the Cardholders’ Defense Acquisition University (DAU) Government Purchase Card (GPC) training (AIM 2.1)

The A/OPC’s Training Dates tab now displays Cardholders with Active and Suspended Accounts in AIM. A/OPC’s will be able to change Cardholder training dates as they currently do for A/BO’s and to modify the Training Date Tab view in order to show only A/BO’s, only Cardholders, or both (AIM 2.1)

The Increase Purchase Limit Workflow for Managing Accounts has been modified to remove the A/BO Supervisor approval requirement when an A/BO initiates the request (AIM 2.1)

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Recent AIM Enhancements

AIM has been modified to send out email notifications when Cardholder accounts are updated by the bank batch process (AIM 2.1)

If a Cardholder accepts a nomination for a Cardholder account and does not have a work address in DEERS, an email will be sent to the Cardholder and to the A/OPC advising them that this information is missing from the Cardholder’s profile. The notification will also include instructions for the Cardholder on how to update his or her work address in DEERS (AIM 2.1)

Accounts that are in a migration workflow in AIM will be automatically cancelled if the account is in a T9 status in the US Bank batch file. Also, active accounts that are in a pending maintenance status in AIM will be cancelled if they are in a T9 status in the US Bank batch file; the associated workflows will also be terminated. In addition, any tasks associated with the workflow items will be removed from end users’ Task Inboxes when the accounts are cancelled through the batch process (AIM 2.1)

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Recent AIM Enhancements

On a monthly basis, AIM will automatically cancel any accounts that have been purged from US Bank’s Access Online (AXOL) system (AIM 2.1)

AIM will sort the Training Due Date column under the A/OPC Training Dates tab chronologically by year instead of month (AIM 2.1)

Email notifications related to Required Review Date changes made by the A/OPC have been modified to remove references to Training and Delegation dates (AIM 2.1)

The system has been modified to allow the A/BO Supervisor organization to be changed when performing an A/BO Supervisor maintenance action (AIM 2.1)

A/OPC’s have the option to initiate an RM update maintenance workflow (AIM 2.2)

A/OPC’s will have the option to initiate new Cardholder account requests (AIM 2.2)

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Recent AIM Enhancements

A/OPC’s have the option to select the Primary and Alternate A/BO’s during the initiation of an Update A/BO maintenance workflow. (AIM 2.2)

The Cardholder Account Creation and Maintenance workflow forms will include a link to the Bank’s DoD Merchant Category Code Group (MCCG) directories under the Merchant Category Code section(AIM 2.2)

The noreply@dmdc.osd.mil email address for AIM and DM / RA notifications will be changed to include the PCOLS acronym for easier identification of system messages. The new email address will be PCOLS_noreply@dmdc.osd.mil (AIM 2.2)

Email notifications have been modified to refer end users to the PCOLS Help Desk for technical issues and to their A/OPC for policy or training concerns (AIM 2.2)

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4. Data Mining/Risk Assessment (DM/RA)

New Users in PCOLS

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Data Mining Overview

● Data Mining Application…– Reviews 100% of the purchase card transactions. Each transaction is assigned a score by the Risk Predictive Model. High risk transactions and a statistically based sample of random

transactions are referred for review. The Case Manager interprets the referred transactions and creates

specific cases that are assigned to the Approving/Billing Officials for review.

Through the use of the Case Manager Interview Process, the A/BO demonstrates that due diligence is exercised in the review of the referred transactions.

The interview process (questions) records information related to the data provided to support the validity of the purchase card transaction.

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Risk Assessment …– Allows users to analyze risk and report on the “health” of an

organization’s purchase card program– RA Components Controls: Risk indicators for which exceptions that exceed pre-

determined thresholds are monitored. Dashboards: The primary component that assesses the risk of the

purchase card program for each individual control and cumulative risk assessment for the overall hierarchical level calculated based on each individual control’s risk assessment.

Quarterly Reports: Provide a three cycle, side-by-side snapshot of the controls’ exceptions.

Risk Assessment Overview

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FAQs and known workarounds are addressed in the…

PCOLS Data Mining/Risk Assessment Job Aid located at:

https://acc.dau.mil/CommunityBrowser.aspx?id=402136&lang=en-US

DM/RA FAQs

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5. PCOLS Reporting

New Users in PCOLS

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PCOLS Reporting Users

Acc

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Ann

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Acc

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Resource Manager xPCPMO Representative x x x x x x x x

Acquisition Executive Agent x x x x x x x x

HCA Agent x x x x x x x x

High-Level A/OPC Supervisor x x x x x x x x

A/OPC Supervisor x x x x x x x x

A/OPC x x x x x x x x

A/BO Supervisor x x x x x x x

A/BO x x

Cardholders Supervisor x x x

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PCOLS Reports

● Account Status Report- allows user 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 authorized users to view a list of Active and Suspended Managing Accounts in AIM and the A/BOs assigned to them

● Conflict of Interest Report – allows users to view a list of individuals within the identified organization that hold an A/BO role and Cardholder role within the same Active or Suspended Managing Account.

● Provisioning Status Report- allows users to view all individuals in a selected organization in an active/and or pending status, including subordinate organizations.

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PCOLS Reports

● Purchase Card – allows users to view a list of Cardholder Accounts that meet the selected reporting criteria.

● Training Due Report- allows users to view the number of accounts that training is due for A/BOs, Cardholders or both.

● Workflow Aging – allows users to view the tasks within the selected A/OPC organization that have been in workflow longer than the time frame delineated in the Age of Request report criteria

* Note: The PCOLS data base will be updated during the 2:00am to 5:00am Eastern Standard Time (EST) system unavailability window; therefore, current data in all reports will not be available until the next business day.

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6. Help and Support

New Users in PCOLS

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Help and SupportPCOLS Help Desk

Phone: 800-376-7783, com 269-961-7307, or DSN 661-7307Email: dlacontactcenter@dla.mil

Operation Hours: 24x7

PCOLS DAU Continuous Learning Module CLG005https://learn.dau.mil/html/clc/Clc1.jspContains: Role-Based Training for PCOLS

PCOLS Website at DAU Acquisition Community Connection (ACC) http://acc.dau.mil/CommunityBrowser.aspx?id=213561 or

PCOLS Website at DLA Logistics Information Servicehttp://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 LinksVarious Training Aids

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New Users in PCOLS

Hoyt Fonger

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Thank you for attending!

Visit the Citibank Welcome Center– Level 3 Foyer - West– National Industries for the Blind will have

a display of products– Conference Slide Show – come see

yourself shine!

Visit the Citibank One-on-One Lab – Lido Room 3101 A/B

Visit the Citibank Mini Sessions – Lido Room 3001 A/B

Citi Q&A Link – Tell us your thoughts

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Reminders

New Users in PCOLS

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Terms & Disclosures

Tuesday, July 28, 2009

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