U.S. General Services Administration What is the DOD Purchase Card On- Line System (PCOLS)? LaKeisha...
-
Upload
warren-lawrence -
Category
Documents
-
view
222 -
download
0
Transcript of U.S. General Services Administration What is the DOD Purchase Card On- Line System (PCOLS)? LaKeisha...
U.S. General Services Administration
What is the DOD Purchase Card On-What is the DOD Purchase Card On-Line System (PCOLS)?Line System (PCOLS)?
LaKeisha GillLaKeisha GillLead PCOLS InstructorLead PCOLS InstructorDefense Logistics Agency-Log Info SvcDefense Logistics Agency-Log Info Svc
July 31 – August 2, 2012July 31 – August 2, 2012
3
House Rules
®
What is the DOD Purchase Card On-Line System (PCOLS)?
(agency name)
To ensure the best possible learning experience for participants, please adhere to the following house rules:
• Turn electronic devices to vibrate
• No video taping or audio recording is allowed
• Hold questions to end of session
• Ensure your participant badge is scanned to receive CLP credits
For each course
• Take advantage of opportunities to provide feedback
Please select the “Citi Q&A” icon on any Citi PC at the conference
Answers to be emailed after the conference within 60 days
All DOD GPC Attendees
®
Schedules Available at the Welcome CenterAll DOD GPC
Attendees
4
What is the DOD Purchase Card On-Line System (PCOLS)?
What is the DOD Purchase Card On-Line System (PCOLS)?
Visit the Citibank Welcome Center– Governor’s Lobby
Visit the Citibank One-on-One Lab – Governor’s Chambers D&E
Citi Q&A Link – Tell us your thoughts
®
RemindersAll DOD GPC
Attendees
5
®
Interactive Training Events – DoDAll DOD GPC
Attendees
Citi offers on-site training at no cost for agencies meeting the required minimum participant level of 20 or more as set forth in the GSA SmartPay2 Master Contract.
Regional Citi Training Locations– Norfolk, VA– Washington, DC– Visit www.defenseTravel.dod.mil/passport to view and register for these sessions
Upcoming Training– Visit www.defenseTravel.dod.mil/passport to view and register for these sessions
On-site at your base or installation– 20-participant minimum– Visit www.citimanager.com/dodhome under Resources to download the On-site
Training Request Form
Distance Learning–Video Conferences
Please e-mail us at [email protected] and a Citi training coordinator will work with you directly for on-site or Distance Learning sessions.
What is the DOD Purchase Card On-Line System (PCOLS)?
6
®
Interactive Training Events – GSAAll DOD GPC
Attendees
Citi offers Computer-Based Training (CBT) via the Citi Commercial Card Learning and System Support (CLASS) in CitiManager.
Visit home.cards.citidirect.com and from the Web Tools tab select the CLASS link
Please contact your Account or Client Manager if you are interested in setting up a training session. Training can be conducted at a Citi Training Location, on-site at your office or via the web.
Regional Citi Training Locations
– Norfolk, VA
– Washington, DC
What is the DOD Purchase Card On-Line System (PCOLS)?
7
8
Course Description
®
What is the DOD Purchase Card On-Line System (PCOLS)?
(agency name)
This session will provide a fundamental overview of the Purchase Card On-Line System (PCOLS). In addition to its purpose and background, a high-level explanation of PCOLS applications Suite (AIM, EMMA, DM, RA, and Reports) and how these applications serve to support the DOD’s Purchase Card program will be discussed
All DOD GPC Attendees
9
Goals & Objectives
®
What is the DOD Purchase Card On-Line System (PCOLS)?Department of
DefenseAll DOD GPC
Attendees
• Gain an insight to why we use PCOLS
• Identify the different PCOLS applications and become more familiar with what they do
• Recognize the benefits of using PCOLS in your GPC program
12
From 1996-2002 there were over 600 DOD and Inspector General audit reports issued
Findings included systemic issues regarding: Account reconciliation and certification Administrative controls Management oversight Purchase card use Separation of duties Training
PCOLS History and Description
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
13
In response, the Office of the Undersecretary of Defense charted the Charge Card Task Force to evaluate departmental management and the use of cards issued under the GPC Program
The Task Force developed 25 recommendations that were to significantly improve the Departments charge card programs. Examples include: Increase management and accountability Strengthen internal controls Enhance the capability of the workforce to accomplish
assigned charge card responsibilities
PCOLS History and Description
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
14
In 2002 the Office of the Under Secretary of Defense OUSD(C) signed out Management Initiative Decision (MID) 904 mandating remedies to control identified deficiencies
The final phase was implementing PCOLS
PCOLS History and Description
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
15
• PCOLS is a DOD-wide suite of electronic systems that GPC officials use to improve the management and accountability within their GPC Program organizations
• PCOLS is comprised of four applications
• The government developed applications are EMMA, AIM and PCOLS Reporting. The Industry developed application is DM/RA
• PCOLS is CAC enabled to ensure secure authentication and non-repudiation. This enabling technology serves as a key internal management control
PCOLS History and Description
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
17
PCOLS Mission Statement
To maintain the efficiencies of the purchase card program to meet the department’s micro-purchase needs while leveraging automated capabilities to eliminate fraud, waste and abuse vulnerabilities in the DOD Purchase Card Program
PCOLS Benefits
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
18
Document GPC organizational hierarchy
Visibility
Automated capabilities
Accountability
Security
Access to transaction history
Real-time transaction monitoring
Reporting capabilities
PCOLS Benefits
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
19
What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
PCOLS Sign-On and Referral System (SRS)
20
SRS is a Single access point to get to PCOLS applications https://pki.dmdc.osd.mil/appj/pcols-web/
PCOLS Sign-On and Referral System (SRS)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
21
• Main menu features the suite of applications permitted to each specific user
PCOLS Sign-On and Referral System (SRS)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
22
What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
Enterprise Monitoring and Management of Accounts (EMMA)
23
EMMA is a web application that allows users to be provisioned for AIM
Users can create and manage organizations and roles, including provisioning users to a specific role
The system was set up with a hierarchical structure and each role has specific permissions assigned to them
Enterprise Monitoring and Management of Accounts (EMMA)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
24
Enterprise Monitoring and Management of Accounts (EMMA)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
Organizational Hierarchy
25
The primary user of EMMA are the Agency Organization Program Coordinators (A/OPC)
When users of the PCOLS applications are provisioned they will receive an email notification with a token embedded link. Clicking this link captures the users CAC information and associates it to their specific role
Enterprise Monitoring and Management of Accounts (EMMA)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
CAC enablement aids as a security benefit
26
Adds visibility, documents GPC hierarchy
Adds accountability, provides an additional level of supervisory involvement throughout the PCOLS applications
CAC enabled for security
Enterprise Monitoring and Management of Accounts (EMMA)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
Benefits of EMMA
27
What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
Authorization Issuance and Maintenance (AIM)
28
Workflow tool that performs various Purchase Card Program account authorization and maintenance functions
Allows users that are provisioned in EMMA to be assigned to specific accounts in AIM
When account issuance or maintenance requests are processed through the necessary workflow in AIM they are sent automatically to the bank for implementation
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
29
AIM does not duplicate work done at the bank or change current access to the bank
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
30
Examples of actions that A/OPCs can perform Create new managing and
card holder accounts Update users on accounts Update purchase limits Change account status Ensure that ongoing training
requirements are met
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
31
All roles, A/OPC and below, have access to AIM including the RM and RM Pool
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
NOTE: Cardholders only access AIM one time
32
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
33
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
Issue Cardholder Account
34
Increased visibility with task and account update email notifications Users are notified of updates and changes regarding their
accounts Tracks GPC training dates for Primary and Alternate A/BOs
and Cardholders Tracks required appointments and review dates for A/OPCs
Additional accountability with required supervision involvement
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
Benefits of AIM
35
What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
Data Mining and Risk Assessment (DM/RA)
36
DM reviews 100% of the purchase card transactions to provide near real-time transaction monitoring and history access
Each transaction is assigned a Risk Predictive Model score
The model flags 4% of all GPC transactions for review. 3% are flagged as potential high risk and 1% are flagged at random
Data Mining/ Risk Assessment (DM/RA)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
37
Flagged transactions are required to be dispositioned by the Primary or the Alternate A/BOs, who received the notification email
With every flagged transaction, a maximum of 13 questions must be answered
Flagged transactions are time-sensitive and must be completed
Data Mining/ Risk Assessment (DM/RA)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
38
High risk transactions require an Independent Review by the A/OPC. In this case, a specific email notification is sent
A/OPCs are notified by email when the A/BO has completed the review
Independent reviews can be completed by the A/OPC after the A/BO has dispositioned the case
Data Mining/ Risk Assessment (DM/RA)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
Flagged transaction
39
Real-time transaction monitoring provides additional accountability
Email notifications to associated users provides increased visibility within the GPC program
Secure access to transaction history
Risk Predictive Model automates the process to assess risk and the sample selection of transactions to review
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
Benefits of Data Mining
40
What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
Data Mining and Risk Assessment (DM/RA)
41
Risk Assessment uses internal controls and measures, coupled with results from DM, to report potential risks
5 categories in Risk Assessment Control: Span of Control Separation of Duties Authorization Controls Card Status Transaction Review Controls
PCOLS Risk Assessment
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
42
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
Benefits of Risk Assessment
Reports generated quarterly show side-by-side comparison view of GPC Program health for 3 billing cycles
Dashboard design provides a snap-shot view of the overall health of GPC Program during a given billing cycle to provide increased visibility and accountability
Control categories assist in assessing risk associated with the organization’s Purchase Card Program
43
What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
PCOLS Reporting
44
Users will be granted access to a set of reports that are generated in association to their specific role
In order to provide these reports, Reporting will utilize data from AIM, EMMA, Defense Eligibility and Enrollment Reporting System (DEERS), DM/RA and appropriate bank systems
Each role has permission to run a specified set of reports
PCOLS Reporting
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
45
PCOLS Reporting
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
Reports Res
ourc
e M
anag
er
PC
PO
R
epre
sen
tati
ve
Acq
uis
itio
n
Exe
cuti
ve A
gen
t
HC
A A
gen
t
Hig
h-L
evel
A
/OP
C S
up
ervi
sor
A/O
PC
Su
per
viso
r
A/O
PC
A/B
O S
up
ervi
sor
A/B
O
Car
dh
old
ers
Su
per
viso
r
Account Status x x x x x x Annual Review of Managing Accounts x x x x x x Approving/Billing Official x x x x x x x Case Disposition Detail x x x x x x Case Disposition Summary x x x x x x Conflict of Interest x x x x x x x Infraction Detail x x x x x x Program Management x x x x x x Provisioning Status x x x x x x Purchase Card x x x x x x x x x x Recommended Action Summary x x x x x x Training Due x x x x x x x x Workflow Aging x x x x x x x x x
PCOLS REPORTING USERS
46
• Account Status Report- allows users to review the number of accounts in a selected A/OPC Organization
• Annual Review of Managing Accounts Report- allows users to view a list of Managing Accounts with upcoming review due dates
• Approving/Billing Official – allows users to view a list of Active and Suspended Managing Accounts in AIM and the A/BOs assigned to them
• Case Disposition Detail- allows users to view the details of each flagged transaction that was reviewed during the reporting period
PCOLS Reporting
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
47
• Case Disposition Summary Report- allows users to view a summary of DM flagged transaction case dispositions by A/OPC organization
• Conflict of Interest- allows users to view a list of individuals within the identified organization that hold an A/BO role and Cardholder role within the same Managing Account
• Infraction Detail Report- allows users to view details of infractions by A/OPC organization
• Program Management Report- allows users to review a summary of transactions and DM/RA case information for a organization during one bank cycle
PCOLS Reporting
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
48
• Provisioning Status Report- allows users to view all individuals in a selected organization in an active status
• Purchase Card Report-allows users to view a list of Cardholder Accounts that meet the selected reporting criteria
• Recommended Action-allows users to view a summary of DM flagged transaction case dispositions
• Training Due Report- allows users to view a list of dates that training is due for A/BOs, Cardholders, or both
• Workflow Aging Report- allows users to view tasks within A/OPC organization that have been in workflow to long
PCOLS Reporting
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
49
Access to data from all PCOLS applications
Track training dates
Monitor account status and conflicts of interest
Quick reference of user status in EMMA (pending or active)
Oversight of transaction dispositions in DM
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
Benefits of Reporting
50
What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
Review
51
Mandated for the elimination of fraud, waste and abuse
Documents the GPC organizational hierarchy
Provides security through the use of CAC enabled access
Automates account issuance and maintenance
Real-time monitoring of transactions
Engages the supervision within the purchase card program
Review
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
52
Support
®
What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC
Attendees
PCOLS Help Desk
Phone: 800-376-7783, com 269-961-7307, or DSN 661-7307
Email: [email protected]
Operation Hours: 24x7
PCOLS Website at DAU Acquisition Community Connection (ACC)
http://acc.dau.mil/CommunityBrowser.aspx?id=213561
PCOLS Website at DLA Logistics Information Service
http://www.logisticsinformationservice.dla.mil/PCOLS/
Contains: Frequently Asked Questions (FAQs)
System User Manuals (EMMA, AIM, DM/RA, REPORTING)
DEERS Address Update and User Maintenance Portal Links
Various Training Aids
What is the DOD Purchase Card On-Line System (PCOLS)?
LaKeisha Gill
®
Department o DefenseAll DOD GPC
Attendees
53
efficiency, renewable energy & mitigation
In January 2007, Citi released a Climate Change Position Statement, the first US financial institution to do so. As a sustainability leader in the financial sector, Citi has taken concrete steps to address this important issue of climate change by: (a) targeting $50 billion over 10 years to address global climate change: includes significant increases in investment and financing of alternative energy, clean technology, and other carbon-emission reduction activities; (b) committing to reduce GHG emissions of all Citi owned and leased properties around the world by 10% by 2011; (c) purchasing more than 52,000 MWh of green (carbon neutral) power for our operations in 2006; (d) creating Sustainable Development Investments (SDI) that makes private equity investments in renewable energy and clean technologies; (e) providing lending and investing services to clients for renewable energy development and projects; (f) producing equity research related to climate issues that helps to inform investors on risks and opportunities associated with the issue; and (g) engaging with a broad range of stakeholders on the issue of climate change to help advance understanding and solutions.
Citi works with its clients in greenhouse gas intensive industries to evaluate emerging risks from climate change and, where appropriate, to mitigate those risks.
[TRADEMARK SIGNOFF: add the appropriate signoff for the relevant legal vehicle]
© 2012 Citibank, N.A. All rights reserved. Citi and Arc Design is a registered service mark of Citigroup Inc. .
IRS Circular 230 Disclosure: Citigroup Inc. and its affiliates do not provide tax or legal advice. Any discussion of tax matters in these materials (i) is not intended or written to be used, and cannot be used or relied upon, by you for the purpose of avoiding any tax penalties and (ii) may have been written in connection with the "promotion or marketing" of any transaction contemplated hereby ("Transaction"). Accordingly, you should seek advice based on your particular circumstances from an independent tax advisor.
Any terms set forth herein are intended for discussion purposes only and are subject to the final terms as set forth in separate definitive written agreements. This presentation is not a commitment to lend, syndicate a financing, underwrite or purchase securities, or commit capital nor does it obligate us to enter into such a commitment, nor are we acting as a fiduciary to you. By accepting this presentation, subject to applicable law or regulation, you agree to keep confidential the information contained herein and the existence of and proposed terms for any Transaction.
Prior to entering into any Transaction, you should determine, wi thout reliance upon us or our affiliates, the economic risks and merits (and independently determine that you are able to assume these risks) as well as the legal, tax and accounting characterizations and consequences of any such Transaction. In this regard, by accepting this presentation, you acknowledge that (a) we are not in the business of providing (and you are not relying on us for) legal, tax or accounting advice, (b) there may be legal, tax or accounting risks associated with any Transaction, (c) you should receive (and rely on) separate and qualified legal, tax and accounting advice and (d) you should apprise senior management in your organization as to such legal, tax and accounting advice (and any risks associated with any Transaction) and our disclaimer as to these matters. By acceptance of these materials, you and we hereby agree that from the commencement of discussions with respect to any Transaction, and notwithstanding any other provision in this presentation, we hereby confirm that no participant in any Transaction shall be limited from disclosing the U.S. tax treatment or U.S. tax structure of such Transaction.
We are required to obtain, verify and record certain information that identifies each entity that enters into a formal business relationship with us. We will ask for your complete name, street address, and taxpayer ID number. We may also request corporate formation documents, or other forms of identification, to verify information provided.
Any prices or levels contained herein are preliminary and indicative only and do not represent bids or offers. These indications are provided solely for your information and consideration, are subject to change at any time without notice and are not intended as a solicitation with respect to the purchase or sale of any instrument. The information contained in this presentation may include results of analyses from a quantitative model which represent potential future events that may or may not be realized, and is not a complete analysis of every material fact representing any product. Any estimates included herein constitute our judgment as of the date hereof and are subject to change without any notice. We and/or our affiliates may make a market in these instruments for our customers and for our own account. Accordingly, we may have a position in any such instrument at any time.
Although this material may contain publicly available information about Citi corporate bond research, fixed income strategy or economic and market analysis, Citi policy (i) prohibits employees from offering, directly or indirectly, a favorable or negative research opinion or offering to change an opinion as consideration or inducement for the receipt of business or for compensation; and (ii) prohibits analysts from being compensated for specific recommendations or views contained in research reports. So as to reduce the potential for conflicts of interest, as well as to reduce any appearance of conflicts of interest, Citi has enacted policies and procedures designed to limit communications between its investment banking and research personnel to specifically prescribed circumstances.
Terms and Disclosures
54