2010 gsa smartpay2 conference tuesday august 10, 2010 10:00-11:10 am

United States Department of AgricultureOffice of Procurement and Property Management

Charge Card Service Center

USDA Opening SessionJohn McCain, Program ManagerCharge Card Service Center (CCSC)

2010 GSA SmartPay2® ConferenceTuesday August 10, 2010 10:00-11:10 am Room B 308, Georgia World Congress Center

USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference2

Agenda Welcome

o John McCain, Program Manager, CCSC Introductions

o CCSC Teamo US Bank Team

Conference Expectations o Required Courses vs. Electiveso Continuous Learning Point (CLP) Credits

CCSC Updateo Program Objectives & Strategic Goalso Vision, Mission & Responsibilities o Program Updates

• New Initiatives • Program Metrics


Agenda CCSC Update (continued)

o A-123 Update/Overview o AgLearno Alerts

• EDN• Visa IntelliLink

o Purchase Policy Updates • DR 5013-6o Travel Policy Updates

• DR 2300o Fleet Policy Updates

• DR 5400-006

USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference

CHARGE CARD SERVICE CENTER (CCSC)

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Purchase Card Travel Card Fleet Card

Welcome


Introductions CCSC Team

o John McCain- Program Managero Frank Hodo- IT & Process Improvement Leado Damien Sisca- APC Liaison & Fraud Detection Lead

o Linda Wilson- Agency Advocate & Policy Supporto Henry Hansen- Agency Advocate & Policy Supporto Teresa Maguire- Travel Card Leado Nicholas Van Vranken- Travel Teamo Denise Hayes- Chief of the Property Management

Division (Fleet Lead)


Introductions CCSC Team (continued)

o Clara Hickerson- Communications, Policy & Training (DRT Strategies)o Yadira Stamp- CCSC Inbox Management (DRT Strategies)o Lynn Anderson- Technology Management (DRT Strategies)o Geoff Schrager- Data Support (DRT Strategies)o Merabell Puwo- Data Support (DRT Strategies)o Justin McLeod- Fleet (CRI)o Shakara Doster- Fleet (CRI)

US Bank o Scott Helms- Director, Civilian Accountso Scott Kelly- Relationship Manager o Ernest Edwards- Account Manager o Jennifer Dalhed- Account Coordinator o Traci Barber- Solutions Consultant


Conference Expectations Course Schedule

• USDA Track Sheet Policy Sessions

• Purchase • Travel• Fleet

Hands-On Training Electives

• US Bank Sessions• GSA Sessions

Electronic Access Open Labs Continuous Learning Points (CLPs)

• Must sign in for each ‘required’ session to receive the full 24 Continuing Education hours pursuant to DR 5001-1 (partial credits will not be awarded)


CCSC UpdateVision – Continuous Oversight, Management & Improvement

Scope Management

ScheduleManagement

CostManagement

QualityManagement

ProcessImprovement

StaffManagement

CommunicationsManagement

RiskManagement

ChangeManagement

A-123Analysis (A & B)

DataMining &Reporting

TaxRecovery

Controls Training

IV&VInformationAssuranceFraud & Abuse

Management TechnologySupport(Interface & EAS)

ProcessImprovementSMEs

Analytical &Consulting

MerchantAcceptance

Card AcctManagement

StrategicSourcing

Regulatory Compliance

Charge Card Center of Excellenceo Active Governance & Oversight

– Performance Based– Strict Controls – Account

management and Fraud/Abuse– Policy and Training

o Fund Management – Maximize rebates (streamline

payment processes, validate rebates, convert more expensive payment processing methods)

– Tax Recovery– Strategic Sourcing

o Product Management– Fleet (Alternative fuels, individual

accountability)– Purchase (Alternative payments)– Travel (CBAs, declining balance

cards)


CCSC ResponsibilitiesoConsolidate program into a unified, coordinated organization and single voice to the

Department and US Bank– Create an independent one-stop-shop with a customer service orientation– Directly manage and control all responsibilities that fall within the “ownership” of the

organization– Define clear operating procedures and responsibilities– Establish performance-based positions with clear accountability– Create primary/secondary responsibilities for proper backup & continuity

oProcedure implementation and program oversightoEvaluate program outcomes and adjust procedureso Implement program guidance and improve business processes

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CCSC UpdateCCSC Mission and Program Responsibilities


Formalize CCSC Organization and OperationsoStreamline team roles and responsibilities with strategic focus in the following

areas:• Policy & Communications including:

Development of a CCSC Program Newsletter Weekly OPPM & ASA Reports/DashboardsBi-weekly Program Evaluation/Progress Meetings & Quarterly APC

Meetings• Agency Stakeholder Outreach & Oversight (e.g., program reviews)• Fraud Detection• Inter-agency Relationship Development• Card Request Management and Tracking • Hierarchy Management & Tracking• Management IT Issues & Reporting relating to the Charge Card Program

(including monitoring/oversight)• A-123 & OMB Circular Compliance Tracking & Addressing/Resolving

Deficiencies

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CCSC UpdateCCSC FY10 & FY11 Goals & Initiatives


Evaluate and implement processes to maximize rebateso Increase spend (e.g., opportunities to convert other payment mechanisms,

innovative approaches to new spend, etc…)oReduce payment file turnoEliminate use of convenience checks to the maximum extent possible

• CCSC’s goal for reduction in convenience checks is 25% for FY11• Working to identify vendors who accept the Purchase Card, but were paid

with convenience checks oMonitor and eliminate prompt pay chargesoEliminate travel delinquencieso Increase Fleet enabled vendors and use of alternative fuelso Increase tax recovery efforts

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CCSC UpdateCCSC FY10 & FY11 Goals & Initiatives, continued


Increase and Improve Program FunctionalityoRollout ad-hoc reporting capabilities

• Accounts payable analysis• Vendor analysis (for convenience checks)

o Implement alert functionality • Event Driven Notifications in AXOL

o Implement Fleet reportingoContinue to implement improvements with the Financial interface (e.g., work

with OCFO to make sure accounting is accurately loaded)oAutomate employee validationoParticipate in end-user forums for lessons learned and best practices

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Eliminate Fraud and Abuseo Implement strong monitoring controls including pre-audit processesoRun reports at CCSC for additional high-level management & oversight oRollout policy & guidance to Coordinators for running reports in AXOLoEnsure 100% of transactions are approved in a timely manneroEnsure compliance with Purchase, Travel and Fleet policies and procedures

(e.g., new proposed legislation, Bill S.492 Charge Card Abuse Prevention Act)• Proof of Training Certification• Agency Oversight/Program Reviews

Improve Cardholder Training and Helpdesk/Customer ServiceoCustomer service surveysoAd-hoc reporting to identify/isolate issuesoAPC meetings – ensure understanding of roles/responsibilities, and discuss

issues and corrective actions

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CCSC Program Updates (continued) New Initiatives

o Agency Incentive Program o CCSC on Twitter (CCSC_USDA) & Fleet (USDAFleet)o Purchase APC Quarterly Newslettero Fraud Detection Hotlineo Forms on the CCSC Websiteo Increased/additional Management & Oversight

Program Metrics (Measured Performance, Outcomes & Statistics)o Rebates

• Rebates earned since transition in 11/08 to Q1 2010 total over $12.95M• FY09 Rebates totaled over $10.4M• Increased rebates from Q1 2009 to Q1 2010 by $55k (2.7% increase) oConvenience Checks

• CCSC’s goal to reduce the use of convenience checks is 25% for FY11o Fleet Tax Recovery ($975k as of August 2010)o Travel goal is to have the delinquent fee at 2% (or below) for FY11

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CCSC UpdateProgram Updates


A-123 Update/Overview AgLearno Transition of policy training for all business lines

from WBT to AgLearn• Travel policy training transfer complete• Purchase & Fleet policy training transfer in

process Alertso Event Driven Notifications (EDN)o Visa IntelliLink

• Currently using it at a high-level at CCSC for fraud detection

• Agency use of IntelliLink will be decided at the APC level

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Purchase Policy Updates o DR 5013-6

• Check Waiver Process• Receipt and Acceptance Policy• Telecommunications

Travel Policy Updateso DR 2300• Default Credit Limit• Restart of Salary Offset

Fleet Policy Updateso DR 5400-006• Card Receipt Process• Use Logs• Usage Monitoring

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Questions

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2010 gsa smartpay2 conference tuesday august 10, 2010 10:00-11:10 am

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