P C O L S 101

1. P C O L S 101 How to Create New GPC Managing and Cardholder Accounts in AIM 04 . 10 . 2014 Catherine Davidson PCOLS Support Office Defense Logistics Agency

2. Welcome A/OPCs and F/RMs • Training provided by: DLA and US Bank • This session is intended to demonstrate the process of initiating new Managing and Cardholder Accounts in the PCOLS application called AIM. All Army A/OPCs and F/RMs will benefit from attending this training to understand the new account creation workflow process and how information in AIM is processed with US Bank. During this training session the instructors will be demonstrating the new account set up process using live system environments. Information will also be provided by US Bank regarding financial data that is required in AXOL to correct AVC/Segment Value errors that are common for A/OPCs and RMs new to creating accounts in AIM.

3. Agenda • Why Use PCOLS to Set-Up New GPC Accounts • GPC Requirements Performed Outside of PCOLS • AIM Workflow Process to Create a New Managing Account • Lines of Accounting/GFEBS/CEFMS Information for F/RMs (US Bank) • AIM Workflow Process to Create a New Cardholder Account • Common Errors for New Account Set-Up • Helpdesk and Support

4. DCO Recordings • Link to DCO Recording-4/10 training: https://connect.dco.dod.mil/p5ssmbnqb0g/ • Link DCO Recording-US Bank section from 3/20 traininghttps://connect.dco.dod.mil/p4rkovvsrqc/

5. GPC Change Initiative • 18 December 2002 - OUSD(C) signed out Management Initiative Decision (MID) 904, which mandated specific remedies to previously identified internal management control deficiencies. • 19 November 2008 - All Procurement Executives were directed to develop a plan and schedule to implement PCOLS in accordance with a phased deployment strategy. Further, it was directed that by January 4, 2010, no purchase cards will be issued unless through the PCOLS capability.

6. PCOLS Mission 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.

7. Benefits of Using PCOLS • Integrates card management • Reduces Government dependence on banks • Streamlines processes • Lowers cost • Strengthens controls • Socioeconomic data • Enables clean audit opinion • Reduces misuse and fraud • Facilitates internal controls • Creates business intelligence

8. Who Uses PCOLS Air Force – Fully Deployed Defense Agencies – Fully Deployed Army – 70% Deployed

9. What is the PCOLS Suite of Applications • PCOLS is a DoD-wide, DoD-operated electronic system that Government Purchase Card (GPC) participants will use to improve the management and accountability of their GPC Program organizations. • It is comprised of five web-enabled automated tools: • Enterprise Monitoring and Management of Accounts (EMMA) • Authorization, Issuance and Maintenance (AIM) • Data Mining (DM) • Risk Assessment Dashboard (RAD) – Released 4/2014 • PCOLS Reporting

10. PCOLS: What is Enterprise Monitoring and Management of Accounts (EMMA) All DOD GPC Attendees • 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.

11. PCOLS: How EMMA Works All DOD GPC Attendees • The primary user of EMMA is the Agency Organization Program Coordinator (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. CAC enablement aids as a security benefit to the GPC Program

12. PCOLS: Benefits of EMMA All DOD GPC Attendees • Adds visibility, documents GPC hierarchy • Adds accountability, provides an additional level of supervisory involvement throughout the PCOLS applications • CAC enabled for security

13. PCOLS: What is Authorization, Issuance, and Maintenance (AIM) All DOD GPC Attendees • Workflow tool that performs various Purchase Card Program account authorization andmaintenancefunctions. • 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. ®

14. PCOLS: AIM and the Bank All DOD GPC Attendees AIM does not duplicate work done at the bank or change current access to the bank

15. PCOLS: Utilizing AIM Examples of actions that A/OPCs can perform: • Create new Managing and Cardholder accounts • Update users on accounts • Update purchase limits • Change account status • Ensure that ongoing training requirements are met ®

16. PCOLS: Benefits of AIM • 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-interface with DAU • Tracks required appointments and review dates • Additional accountability with required supervisory involvement

17. PCOLS: How the Data is Exchanged

18. GPC Requirements Performed Outside of PCOLS ***Payments on Accounts*** All functions related to payments on accounts are still done the same as they were prior to PCOLS. Any issues or questions regarding payments on accounts would be addressed between your financial system and US Bank. ***Certifying Accounts*** All functions related to certifying GPC accounts are still done the same as they were prior to PCOLS. Any issues or questions regarding this process would be directed to US Bank.

19. How to Create a New Managing Account in AIM https://acc.dau.mil/CommunityBrowser.aspx?id=522968

20. How to Create a New Cardholder Account in AIM https://acc.dau.mil/CommunityBrowser.aspx?id=522968

21. PCOLS: Common Errors on New Accounts (Bank Submission Failure Emails) • User ID Error • Check US Bank User ID that was entered in your AIM User Profile (A/OPC) • Check US Bank (AXOL) to verify that you have AIM Entitlements (A/OPC) • AVC Error • Verify that AVC has been input correctly in AIM (RM) • Verify AVC exists in US Bank – AXOL (RM) • Segment Value Error • Verify that Segment Values have been input correctly in AIM (RM) • Verify Segment Values exists in US Bank – AXOL (RM)

22. Summary of the Importance of PCOLS to the GPC Program • 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 additional supervision within the purchase card program

23. Help and Support • PCOLS Help Desk • Phone: 800-376-7783, com 269-961-7307, or DSN 661-7307 • Email: dlacontactcenter@dla.mil • Operation Hours: 24x7 • PCOLS Website at DAU Acquisition Community Connection (ACC) http://acc.dau.mil/pcols • Contains: • Frequently Asked Questions (FAQs) • System User Manuals (EMMA, AIM, DM, RAD, REPORTING) • milConnect and Rapids information for user address and email updates • Various Training Aids • PCOLS Website at DLA Logistics Information Service http://www.logisticsinformationservice.dla.mil/PCOLS/