P C O L S 101How to Create New GPC Managing and Cardholder

Accounts in AIM

Catherine DavidsonPCOLS Support OfficeDefense Logistics Agency

04 . 10 . 2014

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.

Welcome A/OPCs and F/RMs

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

Agenda

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/

DCO Recordings

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.

GPC Change Initiative

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.

PCOLS Mission

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

Who Uses PCOLS

Air Force – Fully Deployed

Defense Agencies – Fully Deployed

Army – 70% Deployed

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

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.

All DOD GPC Attendees

PCOLS: What is Enterprise Monitoring and Management of Accounts (EMMA)

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.

All DOD GPC AttendeesPCOLS: How EMMA Works

CAC enablement aids as a security

benefit to the GPC Program

Adds visibility, documents GPC hierarchy

Adds accountability, provides an additional level of supervisory involvement throughout the PCOLS applications

CAC enabled for security

All DOD GPC AttendeesPCOLS: Benefits of EMMA

Workflow tool that performs various Purchase Card Program account authorization and maintenance functions.

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.

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All DOD GPC Attendees

PCOLS: What is Authorization, Issuance, and Maintenance (AIM)

AIM does not duplicate work done at the bank or change current access to the bank

All DOD GPC Attendees

PCOLS: AIM and the Bank

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

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PCOLS: Utilizing 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

PCOLS: Benefits of AIM

PCOLS: How the Data is Exchanged

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.

How to Create a New Managing Account in AIM

https://acc.dau.mil/CommunityBrowser.aspx?id=522968

How to Create a New Cardholder Account in AIM

https://acc.dau.mil/CommunityBrowser.aspx?id=522968

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)

PCOLS: Common Errors on New Accounts (Bank Submission Failure Emails)

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

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 Servicehttp://www.logisticsinformationservice.dla.mil/PCOLS/

Help and Support