P-Card Lean Launch 90-Day Report

2. P-Card Lean Launch 90-Day Report

3. P-Card Lean Launch 90-Day Report • Lean Goals/Objectives: • Increase the efficiency and compliance of p-card activity. • Reduce time and duplication of effort spent on p-card activity. • Obtain and track documentation for p-card transactions.

4. P-Card Lean Launch 90-Day Report • Roles and Responsibilities • Clearly defined Roles and Responsibilities have been defined in the pcard transaction process: • 1) cardholder; 2) scanner; 3) department contact(s); 4) BSC p-card coordinator • A Memorandum of Understanding (MOU) will be required by the BSC to submit p-card receipts and documentation electronically. • https://cornell.app.box.com/files/0/f/875997588/1/f_10191733601 • Team: Jeanine (Lead), Tara, Lisa, Andy, Sherry G.

5. P-Card Lean Launch 90-Day Report • Electronic Application • Supervisor and unit determine need/eligibility, per Section • 301 of the Buying Manual and Procurement Gateway. • Supervisor/Dept Business Manager will initiate CynergyPcardApplication edoc • EDocis then routed to FTC/BSC Director for approval. • If FTC/BSC Director approves the application, the edoc is routed to Credit Card Programs for final approval. • Team: Becky (Lead), Sherry G., Donna, Jeanine

6. P-Card Lean Launch 90-Day Report • Electronic Application • If Credit Card Programs approves the application, the Pcard Cardholder Agreement edocis initiated and routed to cardholder for approval with instructions to review pcard policy and complete pcard tutorial. • If cardholder approves Cardholder Agreement, a pcard is issued by Credit Card Programs. • ** At any time during this process an edoc can be disapproved and the document process is cancelled.

7. P-Card Lean Launch 90-Day Report • SharePoint Electronic Library • SharePoint, a program in the 365 Office Enterprise has been identified as the most efficient and cost-effective solution for transmitting pcard receipts to the BSC electronically. • https://sharepoint.ag.cornell.edu/sites/BSC/C1/default.aspx • Team: Andy (Lead), Lisa Marsh, Sherry Guernsey, Jeannine, Gwen

8. P-Card Lean Launch 90-Day Report • Education – Cardholder - highlights for the cardholder during this process are: • The creation of an automatic email reminder after the transaction has been in the coordinator’s queue for 10 days • Aclearer definition of the business purpose provided by Jeff Silber • Training guide that puts all the information needed about the responsibilities of having a p-card issued in one place • https://cornell.app.box.com/files/0/f/876000540/1/f_10140617723 • Team: Cherie, Donna (Leads), Nancy, Tara, Lisa, Amy, Robin, Cathy, Becky

9. Procurement Card Training

10. P-Card Lean Launch 90-Day Report • Education – PCard Scanners - new role based on the lean process. • The Scanner may reside in the department and scan receipts into the electronic library if an MOU has been put in place with the BSC • The electronic library will be maintained with Sharepoint • https://cornell.app.box.com/files/0/f/876000540/1/f_10037503451

11. Procurement Card Scanning

12. P-Card Lean Launch 90-Day Report • Education –Department Contact Role (person in the department that is a p-card contact) - highlights for the department in this process are: • Department approval of account balance by indicating “balance ok” on receipt and sending to BSC to alert the coordinator that the department is aware of the account and it is appropriate to use • Joint meetings with the BSC coordinator to conduct new cardholder orientation with new cardholders • Electronic application process as described earlier will streamline the process for obtaining new cards • Reporting tools in Spendviz for department tracking of autos • https://cornell.app.box.com/files/0/f/876000540/1/f_10165679847

13. Procurement Card Department Contact

14. P-Card Lean Launch 90-Day Report • Education – BSC Pcard Coordinator -(person who clears the transactions in the BSC) - highlights for the coordinator role in this process are: • Auniform process in the BSC for clearing accounts • Electronic attachment of receipts to eliminate duplication of scanning by department and BSC • New p-card holder orientation with department to meet cardholders and “put a face to a name” • Automated email at 10 days will eliminate the need for manual notification of cardholders and give one consistent message from the center • Creation of the scanning MOU which will enable the process to be more streamlined electronically across the colleges. • https://cornell.app.box.com/files/0/f/876000540/1/f_10165679847

15. Procurement Card Coordinator Training

16. P-Card Lean Launch 90-Day Report • Next steps: • Put the PowerPoint Training Guide for p-card holders on the gateway. • Put all training guides on the respective BSC websites for quick reference by users. • Conduct training sessions with departments on the new process • Continue to monitor the pilots (automatic email and SharePoint) to continue to improve the education guides.

17. P-Card Lean Launch 90-Day Report • Compliance Process & KFS Enhancements • P-Card holders will receive the following automatedreceipt reminder on the 10th day after a transaction has posted to the p-card transaction queue. Example from pilot follows: • Subject: Your PCard Status • Message: • Dear PCard holder, • The PCard transaction(s) included in this email have not been processed due to lack of required documentation. • Kindly forward receipt(s) to your service center [or unit scanner] with a detailed business purpose and an account number. If you believe this to be a fraudulent charge, please contact US Bank and your PCard Coordinator immediately. If you have already sent the receipt, please disregard this message. • Please don’t reply to this email, contact your BSC PCard Coordinator directly. • Team: Sherry T. (Lead), Becky, Cherie, Norma, Susan, Rich

18. P-Card Lean Launch 90-Day Report • Compliance Process & KFS Enhancements • Automated Tracking of non-compliant transactions is currently in a test environment with the KFS Payment Activity Dashboard that identifies PCard transactions over a 12-month rolling period that have ‘auto approved’. • https://obieeprod.cit.cornell.edu/analytics/saw.dll?Dashboard

19. P-Card Lean Launch 90-Day Report • Compliance Process & KFS Enhancements • A second option exists for both the BSC and Units with Spendviz. • http://spendviz.dfa.cornell.edu/kfs/PcardLookup.aspx

20. P-Card Lean Launch 90-Day Report • Compliance Process & KFS Enhancements • Next steps: • Subcommittee: • Continue to monitor the number time BSC is reaching back to dept/card holder • The number of autos • Continue to work with DFA to explore tracking and compliance options via reporting or enhancements to KFS • Potentially have indicator that would generate ‘warning letter’ • Prohibited transactions

21. P-Card Lean Launch 90-Day Report SOP/Best Practice Receipt Process The team continues to document each step of the p-card transaction process in a Best Practice/Standard Operating Procedure (SOP).  An outline of the SOP has been completed and will be finalized as work flow processes move from the pilot to implementation phase.  Team: Tara

22. P-Card Lean Launch 90-Day Report Next steps: • Continue sub committees to complete open items • Meet again as needed and in 60 days to discuses continued progress

23. P-Card Lean Launch 90-Day Report Successes: • Identify SharePoint as the electronic document management tool • Business purpose and allocation document • Roles and responsibilities clarification • MOU • Auto p card GEC initiation clarification • Automated 10 day email communication • Compliance dashboard reports • Developed education Power Point presentations • Not chasing auto’d p cards after 30 days