U.S. General Services Administration

1. Reports Overview for the DoD Purchase Card On-line System (PCOLS)Catherine DavidsonPCOLS SupportDLA Logistics Information ServiceJuly 31-August 2, 2012 U.S. General Services Administration

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3. Reports Overview for the DoD Purchase Card On-line System House Rules (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 ®

4. Reports Overview for the DoD Purchase Card On-line System Audience: All users (Focus on A/OPC and higher level roles) Course Description (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. ®

5. Reports Overview for the DoD Purchase Card On-line System Audience: All users (Focus on A/OPC and higher level roles) Department of Defense Goals & Objectives 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

6. Reports Overview for the DoD Purchase Card On-line System Audience: All users (Focus on A/OPC and higher level roles) Agenda • 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

7. Reports Overview for the DoD Purchase Card On-line System What is PCOLS Reporting

8. Reports Overview for the DoD Purchase Card On-line System Audience: All users (Focus on A/OPC and higher level roles) About PCOLS Reporting • Defined set of reports • Purchase card and user data • CAC enabled role based access • Generated by organization

9. Reports Overview for the DoD Purchase Card On-line System Audience: All users (Focus on A/OPC and higher level roles) Where does the data come from? 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

10. Reports Overview for the DoD Purchase Card On-line System Audience: All users (Focus on A/OPC and higher level roles) Available Reports • Account Status • Approving Billing Official • Case Disposition Detail • Case Disposition Summary • Conflict of Interest • Infraction Detail • Managing Account Review

11. Reports Overview for the DoD Purchase Card On-line System Audience: All users (Focus on A/OPC and higher level roles) Available Reports cont. • Program Management • Provisioning Status • Purchase Card • Recommended Action Summary • Training Due • Workflow Aging

12. Reports Overview for the DoD Purchase Card On-line System Audience: All users (Focus on A/OPC and higher level roles) PCOLS Reporting Users

13. Reports Overview for the DoD Purchase Card On-line System Audience: All users (Focus on A/OPC and higher level roles) 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

14. Reports Overview for the DoD Purchase Card On-line System Account Status Report

15. Reports Overview for the DoD Purchase Card On-line System Account Status Report: Description and Data Audience: All users (Focus on A/OPC and higher level roles) 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

16. Reports Overview for the DoD Purchase Card On-line System Account Status Report: Benefits and Scenario 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 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.

17. Reports Overview for the DoD Purchase Card On-line System Account Status Report: Example

18. Reports Overview for the DoD Purchase Card On-line System Annual Review of Managing Accounts Report

19. Reports Overview for the DoD Purchase Card On-line System Managing Account Review Report: Description and Data Audience: All users (Focus on A/OPC and higher level roles) 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 ®

20. Reports Overview for the DoD Purchase Card On-line System Managing Account Review Report: Benefits and Scenario The benefits of running this report: • 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.

21. Reports Overview for the DoD Purchase Card On-line System Managing Account Review Report: Benefits and Scenario

22. Reports Overview for the DoD Purchase Card On-line System Approving/Billing Official Report

23. Reports Overview for the DoD Purchase Card On-line System A/BO Report: Description and Data Audience: All users (Focus on A/OPC and higher level roles) 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

24. Reports Overview for the DoD Purchase Card On-line System A/BO Report: Benefits and Scenario The benefits of running this report: • Quick check of A/BOs assigned to accounts • Full Managing Account number displayed • Cross reference of A/BOs that have access to Data Mining and Risk Assessment (DM/RA) • Verify where PCOLS notification emails are being sent • 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.

25. Reports Overview for the DoD Purchase Card On-line System A/BO Report: Example

26. Reports Overview for the DoD Purchase Card On-line System Case Disposition Detail Report

27. Reports Overview for the DoD Purchase Card On-line System Case Disposition Detail Report: Description and Data Audience: All users (Focus on A/OPC and higher level roles) 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)

28. Reports Overview for the DoD Purchase Card On-line System Case Disposition Detail Report: Benefits and Scenario The benefits of running this report: • 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 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.

29. Reports Overview for the DoD Purchase Card On-line System Case Disposition Detail Report: Example

30. Reports Overview for the DoD Purchase Card On-line System Case Disposition Summary Report

31. Reports Overview for the DoD Purchase Card On-line System Case Disposition Summary Report: Description and Data Audience: All users (Focus on A/OPC and higher level roles) 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)

32. Reports Overview for the DoD Purchase Card On-line System Case Disposition Summary Report: Benefits and Scenario The benefits of running this report: • 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.

33. Reports Overview for the DoD Purchase Card On-line System Case Disposition Summary Report: Example

34. Reports Overview for the DoD Purchase Card On-line System Conflict of Interest Report

35. Reports Overview for the DoD Purchase Card On-line System Conflict of Interest Report: Description and Data Audience: All users (Focus on A/OPC and higher level roles) 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 ®

36. Reports Overview for the DoD Purchase Card On-line System Conflict of Interest Report: Benefits and Scenario The benefits of running this report: • 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 . 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.

37. Reports Overview for the DoD Purchase Card On-line System Conflict of Interest Report: Example

38. Reports Overview for the DoD Purchase Card On-line System Infraction Detail Report

39. Reports Overview for the DoD Purchase Card On-line System Infraction Detail Report: Description and Data Audience: All users (Focus on A/OPC and higher level roles) 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 ®

40. Reports Overview for the DoD Purchase Card On-line System Infraction Detail Report: Benefits and Scenario The benefits of running this report: • 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: TheA/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.

41. Reports Overview for the DoD Purchase Card On-line System Infraction Detail Report: Example

42. Reports Overview for the DoD Purchase Card On-line System Program Management Report

43. Reports Overview for the DoD Purchase Card On-line System Program Management Report: Description and Data Audience: All users (Focus on A/OPC and higher level roles) 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 ®

44. Reports Overview for the DoD Purchase Card On-line System Audience: All users (Focus on A/OPC and higher level roles) Program Management Report: Benefits and Scenario The benefits of running this report: • Ability to view high level GPC data for a giving billing cycle • Provide overall health of GPC program Scenario: TheA/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.

45. Reports Overview for the DoD Purchase Card On-line System Program Management Report: Example Audience: All users (Focus on A/OPC and higher level roles)

46. Reports Overview for the DoD Purchase Card On-line System Provisioning Status Report

47. Reports Overview for the DoD Purchase Card On-line System Provisioning Status Report: Description and Data Audience: All users (Focus on A/OPC and higher level roles) 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 ®

48. Reports Overview for the DoD Purchase Card On-line System Provisioning Status Report: Benefits and Scenario Audience: All users (Focus on A/OPC and higher level roles) The benefits of running this report: • Ability to quickly view all user provisioned (and tentatively provisioned) in EMMA • Track tokens that users have not redeemed Scenario: TheA/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.

49. Reports Overview for the DoD Purchase Card On-line System Provisioning Status Report: Example Audience: All users (Focus on A/OPC and higher level roles)

50. Reports Overview for the DoD Purchase Card On-line System Purchase Card Report