2010 gsa smartpay2 conference tuesday august 10, 2010 10:00-11:10 am
DESCRIPTION
Agenda Welcome Introductions Conference Expectations CCSC Update John McCain, Program Manager, CCSC Introductions CCSC Team US Bank Team Conference Expectations Required Courses vs. Electives Continuous Learning Point (CLP) Credits CCSC Update Program Objectives & Strategic Goals Vision, Mission & Responsibilities Program Updates New Initiatives Program MetricsTRANSCRIPT
United States Department of AgricultureOffice of Procurement and Property Management
Charge Card Service Center
USDA Opening SessionJohn McCain, Program ManagerCharge Card Service Center (CCSC)
2010 GSA SmartPay2® ConferenceTuesday August 10, 2010 10:00-11:10 am Room B 308, Georgia World Congress Center
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference2
Agenda Welcome
o John McCain, Program Manager, CCSC Introductions
o CCSC Teamo US Bank Team
Conference Expectations o Required Courses vs. Electiveso Continuous Learning Point (CLP) Credits
CCSC Updateo Program Objectives & Strategic Goalso Vision, Mission & Responsibilities o Program Updates
• New Initiatives • Program Metrics
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference3
Agenda CCSC Update (continued)
o A-123 Update/Overview o AgLearno Alerts
• EDN• Visa IntelliLink
o Purchase Policy Updates • DR 5013-6o Travel Policy Updates
• DR 2300o Fleet Policy Updates
• DR 5400-006
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference
CHARGE CARD SERVICE CENTER (CCSC)
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Purchase Card Travel Card Fleet Card
Welcome
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Introductions CCSC Team
o John McCain- Program Managero Frank Hodo- IT & Process Improvement Leado Damien Sisca- APC Liaison & Fraud Detection Lead
o Linda Wilson- Agency Advocate & Policy Supporto Henry Hansen- Agency Advocate & Policy Supporto Teresa Maguire- Travel Card Leado Nicholas Van Vranken- Travel Teamo Denise Hayes- Chief of the Property Management
Division (Fleet Lead)
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Introductions CCSC Team (continued)
o Clara Hickerson- Communications, Policy & Training (DRT Strategies)o Yadira Stamp- CCSC Inbox Management (DRT Strategies)o Lynn Anderson- Technology Management (DRT Strategies)o Geoff Schrager- Data Support (DRT Strategies)o Merabell Puwo- Data Support (DRT Strategies)o Justin McLeod- Fleet (CRI)o Shakara Doster- Fleet (CRI)
US Bank o Scott Helms- Director, Civilian Accountso Scott Kelly- Relationship Manager o Ernest Edwards- Account Manager o Jennifer Dalhed- Account Coordinator o Traci Barber- Solutions Consultant
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Conference Expectations Course Schedule
• USDA Track Sheet Policy Sessions
• Purchase • Travel• Fleet
Hands-On Training Electives
• US Bank Sessions• GSA Sessions
Electronic Access Open Labs Continuous Learning Points (CLPs)
• Must sign in for each ‘required’ session to receive the full 24 Continuing Education hours pursuant to DR 5001-1 (partial credits will not be awarded)
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CCSC UpdateVision – Continuous Oversight, Management & Improvement
Scope Management
ScheduleManagement
CostManagement
QualityManagement
ProcessImprovement
StaffManagement
CommunicationsManagement
RiskManagement
ChangeManagement
A-123Analysis (A & B)
DataMining &Reporting
TaxRecovery
Controls Training
IV&VInformationAssuranceFraud & Abuse
Management TechnologySupport(Interface & EAS)
ProcessImprovementSMEs
Analytical &Consulting
MerchantAcceptance
Card AcctManagement
StrategicSourcing
Regulatory Compliance
Charge Card Center of Excellenceo Active Governance & Oversight
– Performance Based– Strict Controls – Account
management and Fraud/Abuse– Policy and Training
o Fund Management – Maximize rebates (streamline
payment processes, validate rebates, convert more expensive payment processing methods)
– Tax Recovery– Strategic Sourcing
o Product Management– Fleet (Alternative fuels, individual
accountability)– Purchase (Alternative payments)– Travel (CBAs, declining balance
cards)
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference
CCSC ResponsibilitiesoConsolidate program into a unified, coordinated organization and single voice to the
Department and US Bank– Create an independent one-stop-shop with a customer service orientation– Directly manage and control all responsibilities that fall within the “ownership” of the
organization– Define clear operating procedures and responsibilities– Establish performance-based positions with clear accountability– Create primary/secondary responsibilities for proper backup & continuity
oProcedure implementation and program oversightoEvaluate program outcomes and adjust procedureso Implement program guidance and improve business processes
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CCSC UpdateCCSC Mission and Program Responsibilities
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference
Formalize CCSC Organization and OperationsoStreamline team roles and responsibilities with strategic focus in the following
areas:• Policy & Communications including:
Development of a CCSC Program Newsletter Weekly OPPM & ASA Reports/DashboardsBi-weekly Program Evaluation/Progress Meetings & Quarterly APC
Meetings• Agency Stakeholder Outreach & Oversight (e.g., program reviews)• Fraud Detection• Inter-agency Relationship Development• Card Request Management and Tracking • Hierarchy Management & Tracking• Management IT Issues & Reporting relating to the Charge Card Program
(including monitoring/oversight)• A-123 & OMB Circular Compliance Tracking & Addressing/Resolving
Deficiencies
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CCSC UpdateCCSC FY10 & FY11 Goals & Initiatives
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference
Evaluate and implement processes to maximize rebateso Increase spend (e.g., opportunities to convert other payment mechanisms,
innovative approaches to new spend, etc…)oReduce payment file turnoEliminate use of convenience checks to the maximum extent possible
• CCSC’s goal for reduction in convenience checks is 25% for FY11• Working to identify vendors who accept the Purchase Card, but were paid
with convenience checks oMonitor and eliminate prompt pay chargesoEliminate travel delinquencieso Increase Fleet enabled vendors and use of alternative fuelso Increase tax recovery efforts
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CCSC UpdateCCSC FY10 & FY11 Goals & Initiatives, continued
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference
Increase and Improve Program FunctionalityoRollout ad-hoc reporting capabilities
• Accounts payable analysis• Vendor analysis (for convenience checks)
o Implement alert functionality • Event Driven Notifications in AXOL
o Implement Fleet reportingoContinue to implement improvements with the Financial interface (e.g., work
with OCFO to make sure accounting is accurately loaded)oAutomate employee validationoParticipate in end-user forums for lessons learned and best practices
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CCSC UpdateCCSC FY10 & FY11 Goals & Initiatives, continued
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference
Eliminate Fraud and Abuseo Implement strong monitoring controls including pre-audit processesoRun reports at CCSC for additional high-level management & oversight oRollout policy & guidance to Coordinators for running reports in AXOLoEnsure 100% of transactions are approved in a timely manneroEnsure compliance with Purchase, Travel and Fleet policies and procedures
(e.g., new proposed legislation, Bill S.492 Charge Card Abuse Prevention Act)• Proof of Training Certification• Agency Oversight/Program Reviews
Improve Cardholder Training and Helpdesk/Customer ServiceoCustomer service surveysoAd-hoc reporting to identify/isolate issuesoAPC meetings – ensure understanding of roles/responsibilities, and discuss
issues and corrective actions
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CCSC UpdateCCSC FY10 & FY11 Goals & Initiatives, continued
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference
CCSC Program Updates (continued) New Initiatives
o Agency Incentive Program o CCSC on Twitter (CCSC_USDA) & Fleet (USDAFleet)o Purchase APC Quarterly Newslettero Fraud Detection Hotlineo Forms on the CCSC Websiteo Increased/additional Management & Oversight
Program Metrics (Measured Performance, Outcomes & Statistics)o Rebates
• Rebates earned since transition in 11/08 to Q1 2010 total over $12.95M• FY09 Rebates totaled over $10.4M• Increased rebates from Q1 2009 to Q1 2010 by $55k (2.7% increase) oConvenience Checks
• CCSC’s goal to reduce the use of convenience checks is 25% for FY11o Fleet Tax Recovery ($975k as of August 2010)o Travel goal is to have the delinquent fee at 2% (or below) for FY11
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CCSC UpdateProgram Updates
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference
A-123 Update/Overview AgLearno Transition of policy training for all business lines
from WBT to AgLearn• Travel policy training transfer complete• Purchase & Fleet policy training transfer in
process Alertso Event Driven Notifications (EDN)o Visa IntelliLink
• Currently using it at a high-level at CCSC for fraud detection
• Agency use of IntelliLink will be decided at the APC level
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CCSC UpdateProgram Updates
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference
Purchase Policy Updates o DR 5013-6
• Check Waiver Process• Receipt and Acceptance Policy• Telecommunications
Travel Policy Updateso DR 2300• Default Credit Limit• Restart of Salary Offset
Fleet Policy Updateso DR 5400-006• Card Receipt Process• Use Logs• Usage Monitoring
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CCSC UpdateProgram Updates
USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference
Questions
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