u.s. general services administration getting started in the deployment of the dod purchase card on-...

U.S. General Services Administration

Getting Started in the Deployment Getting Started in the Deployment of the DOD Purchase Card On-Line of the DOD Purchase Card On-Line System (PCOLS)System (PCOLS)

James TewJames TewPCOLS Support OfficePCOLS Support OfficeDefense 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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New PCOLS Users (Beginners)

Getting Started in the Deployment of PCOLS

House Rules

To ensure the best possible learning experience for participants, please adhere to the following house rules:

• No video taping or audio recording is allowed

• Hold questions to end of session

• Ensure your participant badge is scanned to receive CLP credits

• Turn electronic devices to vibrate

• Take advantage of opportunities to provide feedback

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Course Description

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This session is for Agency/Organization Program Coordinators (A/OPCs) and Financial/Resource Managers (F/RMs) who are ready to deploy PCOLS. Discussions will include implementation activities outlined in the PCOLS Site Deployment Packet (defining organizational hierarchies for PCOLS use, use of the EMMA automated provisioning spreadsheets, and the account migration process).



Goals & Objectives

• This session will assist Agency/Organization Program Coordinators (A/OPCs) and Resource/Financial Managers (F/RMs) begin deployment in PCOLS

• This training will provide insight into the process to follow for deploying your site in the Purchase Card On Line System

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• Creating an organizational hierarchy in the

Enterprise Monitoring and Management of

Accounts (EMMA)• Use of the EMMA automated provisioning

spreadsheet • Setting up a user profile• Account Migration process• Starting the Account Migration workflow • How to monitor migration progress• Preview of Data Mining

Agenda

Getting Started in the Deployment of PCOLSNew PCOLS Users

(Beginners)

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Creating an Organizational Hierarchy in EMMA


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PCOLS Site Deployment Packet

• PCOLS Deployment Packet on DAU Acquisition Community Connection (ACC) https://acc.dau.mil/CommunityBrowser.aspx?id=504660&lang=en-US

PCOLS Site Deployment Packet Cover Letter PCOLS Site Pre-Deployment Checklist PCOLS Site Deployment Checklist EMMA Automated Provisioning User Manual EMMA Quick Guide for PCOLS Users AIM Application Account Migration User Manual Instructional Sample Hierarchy EMMA Automated Provisioning - SAMPLE



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• Electronic process of documenting the chain of command in the Purchase Card hierarchy through EMMA Top-down process

• Assigning uniquely identified individuals to specific roles Enhances strategic program management Increases security (CAC enabled) Allows for improved future risk management

PCOLS Provisioning

Hierarchy for Provisioning in EMMA New PCOLS Users (Beginners)


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• PCPO offers guidelines and recommendations

• Define your hierarchy

• Arrange your Purchase Card hierarchy

Org 1

A/BO Supv

A/BO Pool

CH Supv

A/OPC

Org 2

A/BO Supv

A/BO Pool

CH Supv

Org 3

A/BO Supv

A/BO Pool

CH SupvExample of very basic Organization Hierarchy

Defining Your Organization’s Hierarchy



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Recommended Approach

• A/BOs should be grouped in a single A/BO Pool in EMMA under each A/BO Supervisor:

Primary and Alternate A/BOs are tied to specific Managing Accounts in AIM, not EMMA

Allows for the most flexibility in assigning purchase card resources in a dynamic environment

http://www.google.com/imgres?start=629&hl=en&sa=X&rls=com.microsoft:en-US&biw=1293&bih=712&tbm=isch&prmd=imvns&tbnid=cBmjKiDLl3NliM:&imgrefurl=http://rockettpc.com/services/rpconline-backup&docid=sjxwI8lIHzIVZM&imgurl=http://rockettpc.com/wp-content/uploads/2011/12/greatweb_network.jpg&w=400&h=300&ei=J6JfT9-ZMcTUgAfx9M3-Bw&zoom=1&iact=rc&dur=0&sig=101625399857208357254&page=32&tbnh=151&tbnw=206&ndsp=20&ved=1t:429,r:11,s:629&tx=101&ty=81



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Why use the Recommended Approach?

• Benefits for creating organizations below the A/OPC for each A/BO Supervisor:

Simplifies the defined EMMA Hierarchy

Decreases the number of token emails users need to redeem

Simplifies account access in AIM



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• Used to establish a group of individuals who are assigned the same role in an organization

• Example of effective use of the A/BO Pool is shown below

Pools

A/BO Pool

A/BO 1 A/BO 2 A/BO 3 A/BO 4 A/BO 5

A/BO 6 A/BO 7 A/BO 8 A/BO 9

EMMAManaging Account APrimary A/BO Alternate A/BOs

A/BO 2 A/BO 4

A/BO 6

A/BO 8 A/BO 9

AIM

Managing Account BPrimary A/BO Alternate A/BOs

A/BO 1 A/BO 3

A/BO 7

A/BO 6



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EMMA Token Email



Token Redemption Status

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• The PCOLS suite of applications can be reached using a single web site: https://www.dmdc.osd.mil/appj/pcols-web/



Logon to PCOLS Applications

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https://www.dmdc.osd.mil/appj/pcols-web/



Logon to PCOLS Applications

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• Review PCOLS Site Deployment Packet

• Plan in advance

• Group organizations according to what will work locally

• Consider naming conventions and organization alignment

• Changes could be difficult if the organization is not created to support flexibility

Summary

EMMA Automated Provisioning Spreadsheet


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EMMA Auto Provisioning Spreadsheets


• Two ways to establish a Hierarchy in EMMA

Manually

Preparing and processing an Automated Provisioning Spreadsheet

• Submit completed spreadsheets to the DLA-Log Info Svc helpdesk at https://[email protected]

• Results of the processing will be sent to the individual identified in tab 1 of the file

• Successful processing of the file will result in an automatic token email being sent to all users being provisioned


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New PCOLS Users (Beginners)EMMA Auto Provisioning Spreadsheets


TAB 1- Contact Information

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New PCOLS Users (Beginners) EMMA Auto Provisioning Spreadsheets


TAB 2 – Organizational Data

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EMMA Auto Provisioning Spreadsheets

TAB 3 – User Data

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Automated Provisioning – Helpful Hints

• The A/OPC Supervisor and RM Supervisor must be manually provisioned in EMMA

• Worksheets are for adding A/OPC or RM organizations and below

• Additional users must be manually added to an existing organization

• Additions or changes will need to be made directly in EMMA

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• If you are an A/OPC Supervisor creating an Organization for your A/OPC, include your site or base name at the beginning of the Organization NameExample, an A/OPC Supervisor in the PCPO office would

create the following A/OPC organization:

PCPO – Organization Name• Contact all users prior to final spreadsheet submission

• A/OPCs can monitor token redemption progress by running the Provisioning Status Report in PCOLS Reporting



Automated Provisioning – Helpful Hints

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Setting up the AIM User Profile

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• Completion of your profile is the first action to perform in AIM

• All roles are automatically directed to the Profile tab in AIM at initial logon

Completing Your Profile

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Setting up the AIM user profile – A/OPC

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Updated user information is required for all users in AIM



Setting up the AIM user profile - RM

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Account Migration Process


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• PCOLS does not replace transaction-level, bank-operated systems

Access Online ▪ Will be used before and after PCOLS implementation▪ Will provide capability to approve transactions


=

Access Online

duplicative

PCOLS

Not

/


Banking

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What is Account Migration? New PCOLS Users (Beginners)

• Process to migrate accounts existing in the bank systems to PCOLS/AIM Account Migration Initiation Account Migration Workflows

• Provisioned users in EMMA must be assigned to their accounts through a workflow process in AIM


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Why is Account Migration Necessary?

• Incorporates supervisory oversight

• Activates account data in AIM to mirror bank account data

• Enables AIM and bank interface for future account creation and maintenance

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Reminders Before Starting Migration

• Account cleanup

T9 accounts at the bank if they are not current or no longer needed

Ensure Managing Account holder is current at the bank

• Verify and make changes in DEERS

Work address Email address

• All users must be provisioned in EMMA

• Task emails 35

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• Once migration is initiated it cannot be turned off

• Account Migration is started during the processing of a weekly file from the banks

Only accounts associated with the Agent Number selected will be migrated

• Bank-provided data cannot be updated during the migration workflow

Updates can be done after activation in AIM or through the bank system

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• A workflow is required for each account to:

Associate the responsible individuals and enter AIM-only data

• During the migration workflow:

AIM verifies users are in EMMA for account assignment Provisioning users into roles in EMMA does not link

them with specific Managing and Cardholder Accounts Completing AIM Account Migration workflows is how all

individuals are assigned to their accounts

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• Once accounts are activated in AIM:

All account creation should be performed in AIM All account maintenance should be performed in AIM

• When provisioned users in EMMA change:

They must also be updated on the account in AIM

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Starting the Account Migration Workflow

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• A/OPC checks the Agent Number/Numbers associated with accounts they wish to migrate



Account Migration - A/OPC Initiation

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• A list of accounts that are in migration workflow will be available to the A/OPC through the Account Migration tab. From the list, the A/OPC can view the details of the account.

Note: A/OPC action will occur through tasks on the Task Inbox.



Account Migration - A/OPC Initiation

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Managing Account Migration Workflow

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• Account Migration workflow generates emails and tasks Actions on account migration will occur from the Task

Inbox



Account Migration Tasks

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Managing Account Migration – A/OPC

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Managing Account Migration – RM



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Cardholder Account Migration Workflow



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Cardholder Account Migration – A/OPC



Cardholder Token Nomination Tutorial

http://www.dlis.dla.mil/PCOLS/docs/pcols101.html

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How to Monitor Migration Progress


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• AIM Accounts in Progress

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• PCOLS Reporting provides a defined set of reports based on Purchase Card accounts and users of AIM

• Reports can be generated only for organizations in which a user is associated

• Specific PCOLS reports Provisioning Status Report Account Status Report

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Preview of Data Mining

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Data Mining

• Reviews 100% of GPC transactions

• DM flags transactions based on risk of fraud, misuse, or abuse

• A/BO reviews all flagged transactions

• DM case reviews begin as Cardholder Accounts become active in AIM

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Data Mining

• 4% of all Transactions will be Flagged

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• PCOLS Help Desk

Phone: 800-376-7783, com 269-961-7307, or DSN 661-7307

Email: [email protected]

Operation Hours: 24x7

• PCOLS DAU Continuous Learning Module CLG005

https://learn.dau.mil/html/clc/Clc1.jsp

Contains: Role-Based Training for PCOLS

Help and Support



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• PCOLS Deployment Packet on DAU Acquisition Community Connection (ACC) https://acc.dau.mil/CommunityBrowser.aspx?id=504660&lang=en-US

• PCOLS Website at DAU Acquisition Community Connection (ACC)

http://acc.dau.mil/CommunityBrowser.aspx?id=213561 or• PCOLS Website at DLA Logistics Information Service

http://www.logisticsinformationservice.dla.mil/PCOLS/

Help and Support



James Tew

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u.s. general services administration getting started in the deployment of the dod purchase card on-...

Documents

pcols applications

deployment of pcols

emma new pcols users

pools abo pool abo

pcols suite of applications

abo supervisor

single abo pool

abo supv abo pool ch