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

2012 GSA SmartPay Conference “Fine Tune Your Payments Program With GSA SmartPay”

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House Rules

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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

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Schedules Available at the Welcome CenterAll DOD GPC

Attendees

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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

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RemindersAll DOD GPC

Attendees

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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.


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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


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Course Description

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(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

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Goals & Objectives

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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

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Agenda

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What is the DOD Purchase Card On-Line System (PCOLS)?All DOD GPC

Attendees

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PCOLS History and Description

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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


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Attendees

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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


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Attendees

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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


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Attendees

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• 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


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Attendees

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How PCOLS Benefits the GPC Program

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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

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Attendees

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Document GPC organizational hierarchy

Visibility

Automated capabilities

Accountability

Security

Access to transaction history

Real-time transaction monitoring

Reporting capabilities

PCOLS Benefits

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Attendees

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Overview of PCOLS Suite of Applications

PCOLS Sign-On and Referral System (SRS)

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SRS is a Single access point to get to PCOLS applications https://pki.dmdc.osd.mil/appj/pcols-web/


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Attendees

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• Main menu features the suite of applications permitted to each specific user


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Attendees

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Enterprise Monitoring and Management of Accounts (EMMA)

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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


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Attendees

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Attendees

Organizational Hierarchy

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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


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Attendees

CAC enablement aids as a security benefit

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Adds visibility, documents GPC hierarchy

Adds accountability, provides an additional level of supervisory involvement throughout the PCOLS applications

CAC enabled for security


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Attendees

Benefits of EMMA

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Authorization Issuance and Maintenance (AIM)

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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)

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Attendees

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AIM does not duplicate work done at the bank or change current access to the bank


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Attendees

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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


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Attendees

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


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Attendees

NOTE: Cardholders only access AIM one time

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Attendees

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Issue Cardholder Account

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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


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Attendees

Benefits of AIM

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Data Mining and Risk Assessment (DM/RA)

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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)

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Attendees

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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


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Attendees

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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


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Attendees

Flagged transaction

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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


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Attendees

Benefits of Data Mining

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Data Mining and Risk Assessment (DM/RA)

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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

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Attendees

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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

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PCOLS Reporting

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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

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Attendees

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PCOLS Reporting

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Attendees

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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

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• 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

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Attendees

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• 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

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Attendees

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• 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

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Attendees

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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


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Attendees

Benefits of Reporting

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Review

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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

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Attendees

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Support

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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

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Department o DefenseAll DOD GPC

Attendees

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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.

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© 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.

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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.

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Terms and Disclosures

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u.s. general services administration what is the dod purchase card on- line system (pcols)? lakeisha...

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