U.S. General Services Administration Reports Overview for the DoD Purchase Card On-line System...

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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(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


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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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



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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?



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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



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Program Management

Provisioning Status

Purchase Card

Recommended Action Summary

Training Due

Workflow Aging

Available Reports cont.



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PCOLS Reporting Users



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Database Updates



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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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



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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


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


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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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Managing Account Review Report: Benefits and Scenario



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


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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



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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


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


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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



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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


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


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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



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Case Disposition Summary Report: Benefits and Scenario



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


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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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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


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


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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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Infraction Detail Report: Benefits and Scenario



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



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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Program Management Report: Benefits and Scenario



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.


higher level roles)

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Program Management Report: Example




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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Provisioning Status Report: Benefits and Scenario



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.


higher level roles)

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Provisioning Status Report: Example




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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Purchase Card Report: Benefits and Scenario



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.


higher level roles)

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Purchase Card Report: Example




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



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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


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.


higher level roles)

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Recommended Action Summary Report: Example




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



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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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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.


higher level roles)

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Training Due Report: Example

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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



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Workflow Aging Report: Benefits and Scenario

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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.


higher level roles)


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




Interactive Tutorial: How to Generate Reports in

PCOLS Reporting


Ideas for Enhancements

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Ideas for Enhancements

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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


Question and Answer Session

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Department o Defense

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higher level roles)

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