U.S. General Services Administration
Reports Overview for the DoD Purchase Card On-line System (PCOLS)
Catherine DavidsonPCOLS SupportDLA Logistics Information ServiceJuly 31-August 2, 2012
2012 GSA SmartPay Conference “Fine Tune Your Payments Program With GSA SmartPay”
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House Rules
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Reports Overview for the DoD Purchase Card On-line System
(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
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Course Description
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Reports Overview for the DoD Purchase Card On-line System
(agency name)
This session will provide a comprehensive overview of reports available through the DoD Purchase Card On-Line System (PCOLS). These reports are used for the overall management and the operational aspects of your program. Discussions will include use of the PCOLS Reporting application, navigation, and report content.
Audience: All users(Focus on A/OPC and
higher level roles)
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This course is designed to assist you in achieving the following objectives:
Provide a comprehensive overview of the PCOLS Reporting application
Explain the data presented in the reports
Cover benefits for report usage, including scenarios
Demonstrate how to generate reports and export in other formats
Goals & Objectives
Reports Overview for the DoD Purchase Card On-line SystemDepartment of
Defense
Audience: All users(Focus on A/OPC and
higher level roles)
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What is PCOLS Reporting
Report details, including:• Description and data• Benefits and scenarios• Examples
How to generate reports (interactive tutorial)
Ideas for enhancements
Help and support
Question and answer session
Agenda
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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Reports Overview for the DoD Purchase Card On-line System
What is PCOLS Reporting
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Defined set of reports
Purchase card and user data
CAC enabled role based access
Generated by organization
About PCOLS Reporting
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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In order to provide these reports, the PCOLS reporting application will utilize data from:
Authorization, Issuance, and Maintenance (AIM)
Enterprise Monitoring and Management of Accounts (EMMA)
Defense Eligibility and Enrollment Reporting System (DEERS)
Data Mining/Risk Assessment (DM/RA)
Appropriate bank systems
Where does the data come from?
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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Account Status
Approving Billing Official
Case Disposition Detail
Case Disposition Summary
Conflict of Interest
Infraction Detail
Managing Account Review
Available Reports
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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Program Management
Provisioning Status
Purchase Card
Recommended Action Summary
Training Due
Workflow Aging
Available Reports cont.
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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PCOLS Reporting Users
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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Database Updates
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
The PCOLS reporting database will be updated daily during the 2:00 AM to 5:00 AM ET system unavailability window, therefore, current data will not be available until the next business day.
Note: Reports that contain information from DM/RA are only updated at the end of each billing cycle
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Reports Overview for the DoD Purchase Card On-line System
Account Status Report
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The Account Status report allows users to view:Number of accounts in a selected A/OPC Organization
Organization Name of the A/OPC
Number of pending, active, suspended, and cancelled Managing and Cardholder Accounts
Total number of Managing and Cardholder Accounts
Account Status Report: Description and Data
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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The benefits of running this report:
Monitor progress of account migration relating to deployment
Snapshot of account statuses for Cardholder and Managing Accounts• Pending, Pending (Migration), Active, Suspended, Canceled
Account Status Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
Scenario: The A/OPC Supervisor and A/OPC frequently run this report to check the progress of migrating existing accounts into AIM for an organization that is new to PCOLS. By using this report they can see the account totals for the organization as well as how many are now “active” in AIM or “pending migration.” A deployment percentage can be calculated.
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Account Status Report: Example
Reports Overview for the DoD Purchase Card On-line System
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Reports Overview for the DoD Purchase Card On-line System
Annual Review of Managing Accounts Report
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The Managing Account Review Report allows users to view:
Managing Accounts with upcoming account review due dates
Account review status (if the review is past due)
A/OPC name
Account number
Office Name
Primary A/BO name, primary work email address, and work phone number
Managing Account Review Report: Description and Data
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Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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Managing Account Review Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
The benefits of running this report:
Determine what upcoming reviews will need to be completed
Display any managing account reviews that are past due
Scenario: The A/OPC receives a PCOLS system notification email 60 days and 30 days before a review is due. This report is run as an additional tool to help the A/OPC track the annual review date for their managing accounts, verifying that all Managing Account reviews are current.
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Managing Account Review Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
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Reports Overview for the DoD Purchase Card On-line System
Approving/Billing Official Report
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The A/BO Report allows users to view:
List of Active and Suspended Managing Accounts in AIM and the (primary and alternate) A/BOs assigned to these accounts
Additional information related to the Managing Account
• Organization name
• A/BO primary work email address and phone number
A/BO Report: Description and Data
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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The benefits of running this report:Quick check of A/BOs assigned to accountsFull Managing Account number displayedCross reference of A/BOs that have access to Data Mining
and Risk Assessment (DM/RA)Verify where PCOLS notification emails are being sent
A/BO Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
Scenario: The A/OPC runs this report at the end of the billing cycle to verify that the correct A/BOs are assigned to their accounts. In the case of incorrect users being listed, the A/OPC can perform the necessary maintenance in AIM.
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A/BO Report:Example
Reports Overview for the DoD Purchase Card On-line System
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Reports Overview for the DoD Purchase Card On-line System
Case Disposition Detail Report
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The Case Disposition Detail Report allows users to view:
DM flagged transactions for each selected organization • Case disposition and date it was closed• Total number of cases given the disposition
Display a list of all transaction (case) information including: • Organization Name and ID• Primary A/BO and Cardholder names• Cardholder Account number• Transaction details (date, amount, and merchant name)
Case Disposition Detail Report: Description and Data
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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The benefits of running this report:
Quickly review transactions with a disposition other than “Valid” or “Contract Payment” (lost/stolen, fraud, etc.)
Displays the A/BO and Cardholder for the transaction
Case Disposition Detail Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
Scenario: The A/OPC frequently completes Independent Reviews on cases competed by their A/BOs in Data Mining and may already be aware of the data displayed in this report. Higher level roles such as the A/OPC Supervisor can use this report to quickly review details from cases at the end of a given billing cycle. Knowing what cases were closed with a disposition other than “Valid” or “Contract Payment” increases internal controls in the organization’s GPC program.
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Case Disposition Detail Report: Example
Reports Overview for the DoD Purchase Card On-line System
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Reports Overview for the DoD Purchase Card On-line System
Case Disposition Summary Report
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The Case Disposition Summary Report allows users to view:
Summary of DM flagged transaction case dispositions
Case details by A/OPC organization, including:• Organization Name and ID• Total number of cases Closed• Number of cases given a disposition other that valid or
contract payment• Total dollar value of all Closed cases (also broken down by
disposition type)
Case Disposition Summary Report: Description and Data
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
32
Case Disposition Summary Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
The benefits of running this report:
Quickly review total dollar amounts for all flagged transactions in a given A/OPC organization
View all cases reviewed at the end of the billing cycle to find total cases and the disposition assigned by the A/BO
Scenario: The A/OPC, as well as higher level users, run this report at the end of each billing cycle to track cases completed by their A/BOs. This report may assist these users in identifying patterns, such as “Lost/Stolen” account totals. This enhances accountability and internal controls within the organization’s GPC program.
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Case Disposition Summary Report: Example
Reports Overview for the DoD Purchase Card On-line System
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Reports Overview for the DoD Purchase Card On-line System
Conflict of Interest Report
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The Conflict of Interest Report allows users to view:
Listing of individuals within the identified organization that hold an A/BO role and Cardholder role within the same Active or Suspended Managing Account
Details account information, including:• A/OPC Organization Name• Managing and Cardholder Account numbers• Managing and Cardholder Account status • Name of the Cardholder and Cardholders Supervisor• Primary or Alternate A/BO• Cardholder’s work email address, work phone number
Conflict of Interest Report: Description and Data
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Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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The benefits of running this report:
Quickly find areas where there is a conflict of interest with Cardholders and A/BOs
Displays all data necessary to locate accounts to take corrective action
.
Conflict of Interest Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
Scenario: The A/OPC is diligent in monitoring their GPC program, ensuring that they do not have situation where there is a conflict of interest. This report as a way to confirm there are no issues that may have been accidently overlooked. Higher level roles run this report as an additional level of supervision and internal controls.
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Conflict of Interest Report: Example
Reports Overview for the DoD Purchase Card On-line System
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Reports Overview for the DoD Purchase Card On-line System
Infraction Detail Report
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The Infraction Detail Report allows users to view:
• Details of infractions by A/OPC organization
• All infractions from cases with a disposition
• Details for each selected organization by billing cycle:
Organization Name and ID
Total number of infractions
Primary A/BO, Cardholder, and Merchant name
Managing and Cardholder Account number
Transaction date and amount and the review date
Planned action
Infraction Detail Report: Description and Data
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Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
40
Infraction Detail Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
The benefits of running this report:
Determine what infractions occurred, such as Split Payments, Lack of Adequate Source Documentation, no consideration for Green Procurement, etc.
Quickly find patterns of infractions where corrective action is required
Scenario: The A/OPC frequently completes Independent Reviews on High Risk Transactions and may already be aware of a majority of this information. Not all transactions are High Risk and this report will provide the A/OPC as well as higher level roles details on infractions for all closed case. This provides additional internal controls within their GPC program.
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Infraction Detail Report: Example
Reports Overview for the DoD Purchase Card On-line System
Reports Overview for the DoD Purchase Card On-line System
Program Management Report
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The Program Management Report allows users to view:
Summary of transaction and DM/RA case information for a particular organization during one billing cycle
Report separated into five sections: • Program Summary• Monthly Account Review • Report Card/Program Health• Case Disposition • Infraction Category
Program Management Report: Description and Data
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Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
44
Program Management Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
The benefits of running this report:
Ability to view high level GPC data for a giving billing cycle
Provide overall health of GPC program
Scenario: The A/OPC has access to run this report, but it is generally utilized by higher levels roles such as A/OPC Supervisor, HCA, AEA, and the PCPO. A variety of information related to potential concerns with transactions or accounts can be reviewed from the data presented in the report. High level users find this report to be important as it is a snapshot of the overall health of their GPC program.
Audience: All users(Focus on A/OPC and
higher level roles)
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Program Management Report: Example
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
Reports Overview for the DoD Purchase Card On-line System
Provisioning Status Report
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The Provisioning Status Report allows users to view:
All individuals in a selected organization
Organization Name
User role name and status (active or pending) in EMMA
Provisioning Status Report: Description and Data
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Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
48
Provisioning Status Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
The benefits of running this report:
Ability to quickly view all user provisioned (and tentatively provisioned) in EMMA
Track tokens that users have not redeemed
Scenario: The A/OPC for an organization new to PCOLS is tracking the status of users redeeming their EMMA token. “Pending” users have not redeemed their token and this step will need to be completed before the A/OPC can assign them to their accounts in AIM. This report can help the A/OPC locate users that have not completed this process, as a token may need to be resent.
Audience: All users(Focus on A/OPC and
higher level roles)
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Provisioning Status Report: Example
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
Reports Overview for the DoD Purchase Card On-line System
Purchase Card Report
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The Purchase Card Report allows users to view:
Cardholder Accounts that meet the selected reporting criteria
• Organization of the Cardholder Account• Account number• Cardholder’s name• Cardholder’s primary work email address and work phone
number• Type of account• Special Designations • Dollar value of the warrant
Purchase Card Report: Description and Data
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Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
52
Purchase Card Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
The benefits of running this report:
Ability to quickly view all cardholder data
Verify purchase limits and special designations
Scenario: The A/OPC runs this report at the end of month to have a list of all active cardholder accounts. This allows the A/OPC to quickly locate account numbers for cardholders and confirm the correct purchase limits are assigned. This report is also utilized by higher level roles to monitor purchase limits that exceed the micro-purchase limit.
Audience: All users(Focus on A/OPC and
higher level roles)
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Purchase Card Report: Example
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
Reports Overview for the DoD Purchase Card On-line System
Recommended Action Summary Report
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The Recommended Action Summary Report allows users to view:
Summary of DM flagged transaction case dispositions, other than Valid and Contract Payment, and their associated planned actions
Totals grouped by disposition and recommended action for the selected organization in a given reporting period:• Details of each case disposition• Total number of cases closed with the disposition• Recommended disciplinary actions
Recommended Action Summary Report: Description and Data
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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The benefits of running this report:
Ability to quickly view all planned actions for transaction that were closed as other than Valid and Contract Payment
Lists details of each case, including the number closed the same disposition
Recommended Action Summary Report: Benefits and Scenario
Reports Overview for the DoD Purchase Card On-line System
Scenario: The A/OPC frequently completes Independent Reviews on cases competed by their A/BOs in Data Mining and may already be aware of the data displayed in this report. Higher level roles such as the A/OPC Supervisor can use this report to quickly review details from cases at the end of a given billing cycle. This increases internal controls in the organization’s GPC program.
Audience: All users(Focus on A/OPC and
higher level roles)
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Recommended Action Summary Report: Example
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
Reports Overview for the DoD Purchase Card On-line System
Training Due Report
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The Training Due Report allows users to view:
List of dates that training is due for A/BOs, Cardholders, or both
The date reported listed as two years from the current date of training listed for each individual in AIM
Supervisor’s Organization Name
Date that training is due; an indication if training is past due
Account holder and applicable supervisor name, primary work email address, and work phone number
Training Due Report: Description and Data
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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The benefits of running this report:
Ability to quickly view all training due for cardholders and A/BOs
Find any training that may be past due
Training Due Report: Benefits and Scenario
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Reports Overview for the DoD Purchase Card On-line System
Scenario: All A/BOs and Cardholder’s will receive an automated PCOLS notification email 60 days and 30 days before training is due to expire. The A/OPC runs this report at the beginning of each month to track upcoming training that is due to expire for their account holders.
Audience: All users(Focus on A/OPC and
higher level roles)
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Training Due Report: Example
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Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
Reports Overview for the DoD Purchase Card On-line System
Workflow Aging Report
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The Workflow Aging Report allows users to view:
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 on the Workflow Aging report
Details regarding:• Organization Name of the A/OPC• Request date and the request age (in days)• Account number• Request type and status• Account holder’s name, the user currently assigned the
task, including email address and work phone number
Workflow Aging Report: Description and Data
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
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Workflow Aging Report: Benefits and Scenario
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Reports Overview for the DoD Purchase Card On-line System
Scenario: The A/OPC runs this report to check on all outstanding workflows. This allows for a quick way for the A/OPC or any higher lever roles to see what user has not acted on their task in AIM. A/OPC has the option to send task reminder emails to these users in AIM.
Audience: All users(Focus on A/OPC and
higher level roles)
The benefits of running this report:
Ability to quickly view all outstanding tasks that need to be completed
View what user has the task in the workflow
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Workflow Aging Report: Example
Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
Reports Overview for the DoD Purchase Card On-line System
Interactive Tutorial: How to Generate Reports in
PCOLS Reporting
Reports Overview for the DoD Purchase Card On-line System
Ideas for Enhancements
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Ideas for Enhancements
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Reports Overview for the DoD Purchase Card On-line SystemAudience: All users
(Focus on A/OPC and higher level roles)
Option to run reports quarterly or by date range
Access to additional reports for RMs
Additional functionality to schedule reports
Primary work address listed in A/BO Report
Enhancement requests from end users should be directed to the appropriate Service/Agency Level 2 contact.
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Training and Support
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Reports Overview for the DoD Purchase Card On-line SystemAll 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
Reports Overview for the DoD Purchase Card On-line System
Question and Answer Session
®
Department o Defense
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Audience: All users(Focus on A/OPC and
higher level roles)