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DoD GPC Electronic Systems Update Event

Attend the DoD GPC Electronic Systems Update event in Battle Creek, MI on Aug 7-9, 2018. Learn about PCOLS Reporting, Data Mining Violations, SP2 to SP3 Transition, and the Procurement Integrated Enterprise Environment.

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DoD GPC Electronic Systems Update Event

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  1. Department of DefenseGovernment Purchase Card Program Jim TewPCOLS Support OfficeDLA – ESMC PortfolioBattle Creek, MI DoD GPC Electronic Systems Update Tuesday, August 7 & 8, 2018 3:30 p.m. – 4:40 p.m.

  2. DoD GPC Electronic Systems Update - Agenda

  3. Before we get Started • Training Forum Reminders • Cell Phones silenced • Show courtesy to fellow participants and the presenter • Questions • Class Surveys • Other GPC related opportunities • DoD GPC Component Program Managers Panel Discussion • Wednesday, Aug 8th 9:30 a.m. – 10:40 a.m.; Theater C • DoD GPC Lab – Open Lab • Tuesday, Aug 7th 9:00 a.m. – 5:00 p.m.; Room 385 • Wednesday, Aug 8th 8:30 a.m. – 5:00 p.m.; Room 385 • Thursday, Aug 9th 8:30 a.m. – 5:00 p.m.; Room 385

  4. PCOLS Reporting Update PCOLS Reporting

  5. PCOLS Reporting • PCOLS Reporting on a new platform - release expected in September 2018 timeframe • All column headings sortable • Reports can be printed and exported to PDF and Excel • Benefits to Users: • Cleaner, more streamlined appearance. • Much greater flexibility with the filters. Users can change the filter for the report and the data updates real-time. There will be no need to go back and re-enter the report criteria and generate the report again.

  6. PCOLS Reporting • Logon through PCOLS Web – select Log on for PCOLS Reporting • *Note*: there is no role selection after this page

  7. PCOLS Reporting • SAS will open in a new tab. • Click Browse

  8. PCOLS Reporting • Navigate to CEAS>PCOLS>Reports

  9. PCOLS Reporting • Escalated Transaction Report

  10. PCOLS Reporting • Escalated Transaction Report - Filtered

  11. Data • After you have opened a report, it will then appear on your home page under Recent. You can select the report from here or browse to open another report.

  12. Data Mining Data Mining

  13. Data Mining - Update Violations Definitions (ECP 103) - Scope • Background • Terms and associated definitions used to define violations were not standardized across governing sources. • ECP 103 was released into production on May 4th, 2018 • ECP 103 provided: • Added Delinquency and Disputed Transaction to the disposition dropdown • Added Not Applicable to the recommended action dropdown; to be used with Disputed Transaction • Added a mapping table from the terms in Data Mining disposition dropdown to the terms as defined in the July 3, 2017 memo from DPAP • Provides examples of the types of transitions and their associated disposition • Provides language to guide the user in selecting the appropriate disposition

  14. Data Mining Violation Terms & Definitions (ECP 103) • Added “Delinquency” and “Disputed Transaction” to the Case Disposition dropdown

  15. Data Mining Violation Terms & Definitions (ECP 103) • Added “Not Applicable” to the recommended disciplinary action dropdown • *Note*this is to be used with the Case Disposition of Disputed Transaction

  16. Data Mining Violation Terms & Definitions (ECP 103) • Case Disposition: Violation Terms & Definitions

  17. SP2 to SP 3 Transition SP2 to SP3 Transition

  18. SP2 to SP3 Transition • System comparisons between SP2 (PCOLS) and SP3 (PIEE/JAM) Acronym List PIEE – Procurement Integrated Enterprise Environment (Hierarchy and Roles) JAM – Joint Appointment Module (Appointments) AxOL – Access On Line (U.S. Bank) IOD – Insights On Demand (Data Mining) PCOM – Purchase Card Oversight Module (Oversight) PBIS - Procurement Business Intelligence Service (Data Archives) EAS – Electronic Access System (Bank access) SSO – Single Sign On

  19. SP2 to SP3 Transition • System comparisons between SP2 (PCOLS) and SP3 (PIEE/JAM)

  20. Schedule • JAM for the A/OPC, Oversight A/OPC, GPC Delegating/Appointing Authority (DAA) and Component PM roles will be available in September • JAM for the other roles A/BOs, AOs, Certifying Officers, Cardholders, etc. will be available in the November timeframe or shortly thereafter • *Note* - The bank capabilities and the deployment of JAM are not dependent upon one another as we transition into SP3.

  21. What is PIEE? What is PIEE?

  22. What is PIEE? • Procurement Integrated Enterprise Environment (PIEE) is a Procurement Portfolio Capability that: • Leverages cloud technology • Uses single sign-on (SSO) capability to access system applications hosted internal and external to the environment • Standardizes access management using standard role-based access to applications • Standardizes procurement hierarchy for purchase card and procurement • Enables rapid development and deployment of applications • Enables a growing set of Application Programming Interfaces (API) to other systems dependent on procurement data • Provides common services (testing, Continuity of Operations (COOP), archive retention, security) to applications hosted in the environment • Enables a data environment that leverages data from multiple applications • Enables the Purchase Card community to manage appointments, training, oversight and reporting along with the ability to Single Sign On to EAS and DM tools based on a standardized DoDAAC hierarchy.

  23. PIEE Overview PIEE Overview

  24. Operations Support Details Operations Support Details

  25. Account Management and Access Details Account Management and Access Details

  26. PIEE Hierarchy • PIEE Hierarchy is DoDAAC based • Each node/ “branch” in the hierarchy has a: • DoDAAC • Flags that identify whether the DoDAAC is a shipping, procurement, etc. DoDAAC • Group Path within the hierarchy provides the overall “backbone” for the hierarchy. An organization can be on the Group Path without a DoDAAC. • To understand the PIEE Hierarchy it is necessary to look at the Group Path as well as the DoDAAC. In general, all “working level” / ”branch” Organizations will have a DoDAAC: • *Note: Level 2 does not have a DoDAAC associated with the high level “Air Force, Department of the” • *Note: Defense Agencies will no longer be at the level 3, but instead at level 2

  27. DoDAACs • Accurate DoDAAC entry by all users during PIEE registration is ESSENTIAL for successful deployment. • A DoDAAC is a DoDAAC! However a DoDAAC can have many attributes such as Procurement, Ship to, Finance, etc. • For our purposes there are 3 DoDAACs we want to focus on: • Home Organization DoDAAC – “I physically sit here” • Role Location DoDAAC – “I perform my duties here” • Authority DoDAAC – “I got my appointment from here” • Procurement Authority should come from an organization that has procurement authority, but PIEE will not enforce this until a later date

  28. DoDAACs Group/DoDAAC hierarchy

  29. Screenshot Disclaimer Please Note – the Screenshots shown within this document may differ from the application that is released

  30. PIEE Single Sign On • View of expected PIEE Single Sign On logon

  31. What is JAM? What is JAM?

  32. What is JAM? • The Joint Appointment Module (JAM) is a single, DoD–wide, CAC-enabled capability to initiate, review, approve, store and terminate regulatory appointments from within PIEE. Initial release of this capability is expected in September 2018 with the focus on enabling the appointment of the Government-wide Commercial Purchase Card (GPC) program roles. • In addition to replacing the paper appointment letters currently required by GPC DoD policy, these JAM appointments will also be used to grant roles-based system access to various systems including the U.S. Bank Electronic Access System(s) (EAS) and the Mastercard/Oversight Data Mining (DM) solution(s). • Information in JAM appointments will include the Cardholder Single Purchase limit, and the A/BO’s Managing Account Cycle limit. Note: In order to have an appointment in JAM, a user must have an account (role) with PIEE first. A role is not an appointment. Some roles such as the Resource Manager (RM) role, do not have appointments.

  33. JAM GPC Roles and Appointments JAM GPC Roles and Appointments

  34. JAM GPC Roles and Non-Appointments JAM GPC Roles and Non-Appointments

  35. JAM Notifications • Email notifications are sent only to the individuals that require action indicating the action and current appointment status. • Notification subject will contain the DoD Organization, action required and the type of appointment • The email body will provide the data element names for data element values that are provided (e.g. Component: Department of the Air Force, Location DoDAAC: FU4417). • For the notifications, notification emails will be sent at a yet to be determined frequency (for example - Day 3,6,9,12,15,18,21) for each appointment that has not been processed. • Email content will be similar to original message and the subject will indicate “Overdue” • The emails for overdue items will be sent to the individual requiring the action and cc: originator. • If action is not taken after 21 days (in this example), the appointment is automatically terminated.

  36. WAWF/PIEE Registration and Appointment (JAM) Workflows WAWF/PIEE Registration and Appointment (JAM) workflows

  37. WAWF/PIEE Registration - GPC Delegating/Appointing Authority (DAA) • GPC Delegating/Appointing Authority (DAA) role: • User self-registers for role • Supervisor approves request • Notification sent to GAM (No appointment process) • No JAM Appointment for the DAA role

  38. WAWF/PIEE Registration - GPC Delegating/Appointing Authority (DAA) • Complete the 4 steps for selecting a role • *Note* - Registration for the GPC DAA role will be a group based registration. And, to select the necessary group and procurement location code the user would need to click the “Additional Info.” link.

  39. WAWF/PIEE Registration and Appointment (JAM) - Component PM • Registration Component PM role: • User registers for a Component PM role • Supervisor approves request • Email notification with token to access WAWF sent to the Component PM(user). If Component PM has log-in and one active role that participates in JAM can go through application. • Component PM initiates the Component PM appointment process. • JAM Appointment: • Component PM = Component PM -> DAA -> GAM

  40. Appointment Letter – Component PM • Component PM Appointment letter output by JAM

  41. WAWF/PIEE Registration and Appointment (JAM) - Oversight A/OPC • Registration Oversight A/OPC role: • User self-registers for an Oversight A/OPC role. • Supervisor approves request • Email notification with token to access WAWF sent to the Oversight A/OPC(user). If Oversight A/OPC has log-in and one active role that participates in JAM can go through application. • Oversight A/OPC initiates the Oversight A/OPC appointment process. • JAM Appointment: • Oversight A/OPC = Oversight A/OPC -> Supervisor -> DAA -> GAM

  42. Appointment Letter – Oversight A/OPC • Oversight A/OPC Appointment letter output by JAM

  43. A/OPC Registration through Appointment workflows A/OPC Registration through Appointment workflows

  44. WAWF/PIEE Registration and Appointment (JAM) - A/OPC • A/OPC Workflow

  45. WAWF/PIEE Registration - A/OPC (Appointee) A/OPC • Access the WAWF/PIEE eBusiness Suite to begin the registration process: https://wawf.eb.mil • Review and select “Accept” for the Consent Statement

  46. WAWF/PIEE Registration - A/OPC (Appointee) A/OPC • First time registering for a role in the WAWF/PIEE eBusiness suite? • Click on the Register button

  47. WAWF/PIEE Registration - A/OPC (Appointee) A/OPC • Select what type of user you are from the list

  48. WAWF/PIEE Registration - A/OPC (Appointee) A/OPC • Select the Common Access Card/Personal Identity Verification option • Select Certificate Login button • *Note* the Machine Setuplink is available for reference if you have issues authenticating and accessing

  49. WAWF/PIEE Registration - A/OPC (Appointee) A/OPC • Highlight your Non-Email Certificate • Select the Ok Button

  50. WAWF/PIEE Registration - A/OPC (Appointee) A/OPC • Users EDIPI is returned from the CAC certificate. • Select Next button

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