What is the DOD Purchase Card On- Line System (PCOLS)? · PCOLS applications Suite (AIM, EMMA, DM,...

U.S. General Services Administration

What is the DOD Purchase Card On-

Line System (PCOLS)?

LaKeisha Gill

Lead PCOLS Instructor

Defense Logistics Agency-Log Info Svc

July 31 – August 2, 2012

2012 GSA SmartPay Conference

“Fine Tune Your Payments Program With GSA SmartPay”

This material is intended for use by the GSA only

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



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.


6

http://www.citimanager.com/dodhome

®

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


7

8

Course Description

®


(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

®


Department of

Defense

All 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

10

PCOLS History and Description

How PCOLS Benefits the GPC Program

Overview of PCOLS Suite of Applications

Enterprise Monitoring and Management of Accounts (EMMA)

Authorization Issuance and Maintenance (AIM)

Data Mining and Risk Assessment (DM/RA)

PCOLS Reporting

Agenda

®


All DOD GPC

Attendees

11



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


®


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


®


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


®


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


®


All DOD GPC

Attendees

16


How PCOLS Benefits the GPC Program

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

®


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

®


All DOD GPC

Attendees

19



PCOLS Sign-On and Referral System (SRS)

20

• SRS is a Single access point to get to PCOLS applications

(EMMA, AIM, DM/RA, PCOLS Reporting)


®


All DOD GPC

Attendees

21

• Main menu features the suite of applications permitted to

each specific user


®


All DOD GPC

Attendees

22



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

Enterprise Monitoring and Management of

Accounts (EMMA)

®


All DOD GPC

Attendees

The system was set up with a hierarchical structure and each role

has specific permissions assigned to them

24


Accounts (EMMA)

®


All DOD GPC

Attendees

These users will not have access to EMMA

GPC 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


Accounts (EMMA)

®


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


Accounts (EMMA)

®


All DOD GPC

Attendees

Benefits of EMMA

27



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)

®


All DOD GPC

Attendees

29

AIM does not duplicate work done at the bank or change

current access to the bank


®


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


®


All DOD GPC

Attendees

31

All roles, A/OPC and below, have access to AIM including the

RM and RM Pool


®


All DOD GPC

Attendees

NOTE: Cardholders only access AIM one time

32


®


All DOD GPC

Attendees

33


®


All DOD GPC

Attendees

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


®


All DOD GPC

Attendees

Benefits of AIM

35




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)

®


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


®


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


®


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


®


All DOD GPC

Attendees

Benefits of Data Mining

40




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

®


All DOD GPC

Attendees

42


®


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



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

®


All DOD GPC

Attendees

45

PCOLS Reporting

®


All DOD GPC

Attendees

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

®


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

®


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

®


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


®


All DOD GPC

Attendees

Benefits of Reporting

50



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

®


All DOD GPC

Attendees

52

Support

®


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


LaKeisha Gill

®

Department o

Defense

All DOD GPC

Attendees

53


Survey

®

Department o

Defense

All DOD GPC

Attendees

54

Please take the course survey online by visiting:

www.gsasmartpayconference.org/survey

or by using the link sent to you via email from Feedback Systems.

Surveys can be taken through any mobile device.

http://www.gsasmartpayconference.org/survey

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.

© 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, without 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.

What is the DOD Purchase Card On- Line System (PCOLS)? · PCOLS applications Suite (AIM, EMMA, DM,...

Documents

Transcript of What is the DOD Purchase Card On- Line System (PCOLS)? · PCOLS applications Suite (AIM, EMMA, DM,...