U.S. General Services Administration
What is the DOD Purchase Card On-
Line System (PCOLS)?
LaKeisha Gill
Lead PCOLS Instructor
Defense Logistics Agency-Log Info Svc
July 31 – August 2, 2012
2012 GSA SmartPay Conference
“Fine Tune Your Payments Program With GSA SmartPay”
This material is intended for use by the GSA only
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What is the DOD Purchase Card On-Line System (PCOLS)?
(agency name)
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All DOD GPC
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What is the DOD Purchase Card On-Line System (PCOLS)?
What is the DOD Purchase Card On-Line System (PCOLS)?
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What is the DOD Purchase Card On-Line System (PCOLS)?
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What is the DOD Purchase Card On-Line System (PCOLS)?
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Course Description
®
What is the DOD Purchase Card On-Line System (PCOLS)?
(agency name)
This session will provide a fundamental overview of the
Purchase Card On-Line System (PCOLS). In addition to its
purpose and background, a high-level explanation of
PCOLS applications Suite (AIM, EMMA, DM, RA, and
Reports) and how these applications serve to support the
DOD’s Purchase Card program will be discussed
All DOD GPC
Attendees
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Goals & Objectives
®
What is the DOD Purchase Card On-Line System (PCOLS)?
Department of
Defense
All DOD GPC
Attendees
• Gain an insight to why we use
PCOLS
• Identify the different PCOLS
applications and become more
familiar with what they do
• Recognize the benefits of using
PCOLS in your GPC program
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PCOLS History and Description
How PCOLS Benefits the GPC Program
Overview of PCOLS Suite of Applications
Enterprise Monitoring and Management of Accounts (EMMA)
Authorization Issuance and Maintenance (AIM)
Data Mining and Risk Assessment (DM/RA)
PCOLS Reporting
Agenda
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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What is the DOD Purchase Card On-Line System (PCOLS)?
PCOLS History and Description
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From 1996-2002 there were over 600 DOD and Inspector General audit
reports issued
Findings included systemic issues regarding:
Account reconciliation and certification
Administrative controls
Management oversight
Purchase card use
Separation of duties
Training
PCOLS History and Description
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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In response, the Office of the Undersecretary of Defense charted the
Charge Card Task Force to evaluate departmental management and
the use of cards issued under the GPC Program
The Task Force developed 25 recommendations that were to
significantly improve the Departments charge card programs. Examples
include
Increase management and accountability
Strengthen internal controls
Enhance the capability of the workforce to accomplish assigned
charge card responsibilities
PCOLS History and Description
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What is the DOD Purchase Card On-Line System (PCOLS)?
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Attendees
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In 2002 the Office of the Under Secretary of Defense OUSD(C) signed
out Management Initiative Decision (MID) 904 mandating remedies to
control identified deficiencies
The final phase was implementing PCOLS
PCOLS History and Description
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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• PCOLS is a DOD-wide suite of electronic systems that GPC officials
use to improve the management and accountability within their GPC
Program organizations
• PCOLS is comprised of four applications
• The government developed applications are EMMA, AIM and PCOLS
Reporting. The Industry developed application is DM/RA
• PCOLS is CAC enabled to ensure secure authentication and non-
repudiation. This enabling technology serves as a key internal
management control
PCOLS History and Description
®
What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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What is the DOD Purchase Card On-Line System (PCOLS)?
How PCOLS Benefits the GPC Program
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PCOLS Mission Statement
To 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 Benefits
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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Document GPC organizational hierarchy
Visibility
Automated capabilities
Accountability
Security
Access to transaction history
Real-time transaction monitoring
Reporting capabilities
PCOLS Benefits
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
PCOLS Sign-On and Referral System (SRS)
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• SRS is a Single access point to get to PCOLS applications
(EMMA, AIM, DM/RA, PCOLS Reporting)
PCOLS Sign-On and Referral System (SRS)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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• Main menu features the suite of applications permitted to
each specific user
PCOLS Sign-On and Referral System (SRS)
®
What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
Enterprise Monitoring and Management of Accounts
(EMMA)
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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
Enterprise Monitoring and Management of
Accounts (EMMA)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
The system was set up with a hierarchical structure and each role
has specific permissions assigned to them
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Enterprise Monitoring and Management of
Accounts (EMMA)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
These users will not have access to EMMA
GPC Organizational
Hierarchy
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The primary user of EMMA are the Agency Organization Program
Coordinators (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
Enterprise Monitoring and Management of
Accounts (EMMA)
®
What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
CAC enablement aids
as a security benefit
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Adds visibility, documents GPC
hierarchy
Adds accountability, provides an
additional level of supervisory
involvement throughout the PCOLS
applications
CAC enabled for security
Enterprise Monitoring and Management of
Accounts (EMMA)
®
What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
Benefits of EMMA
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What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
Authorization Issuance and Maintenance
(AIM)
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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
Authorization, Issuance, and Maintenance (AIM)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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AIM does not duplicate work done at the bank or change
current access to the bank
Authorization, Issuance, and Maintenance (AIM)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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Examples of actions that
A/OPCs can perform
Create new managing and
card holder accounts
Update users on accounts
Update purchase limits
Change account status
Ensure that ongoing training
requirements are met
Authorization, Issuance, and Maintenance (AIM)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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All roles, A/OPC and below, have access to AIM including the
RM and RM Pool
Authorization, Issuance, and Maintenance (AIM)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
NOTE: Cardholders only access AIM one time
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Authorization, Issuance, and Maintenance (AIM)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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Authorization, Issuance, and Maintenance (AIM)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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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
Tracks required appointments and review dates for A/OPCs
Additional accountability with required supervision involvement
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
Benefits of AIM
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What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
Data Mining and Risk Assessment (DM/RA)
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DM reviews 100% of the
purchase card transactions to
provide near real-time
transaction monitoring and
history access
Each transaction is assigned a
Risk Predictive Model score
The model flags 4% of all GPC
transactions for review. 3% are
flagged as potential high risk
and 1% are flagged at
random
Data Mining/ Risk Assessment (DM/RA)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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Flagged transactions are required
to be dispositioned by the Primary
or the Alternate A/BOs, who
received the notification email
With every flagged transaction, a
maximum of 13 questions must be
answered
Flagged transactions are time-
sensitive and must be completed
Data Mining/ Risk Assessment (DM/RA)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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High risk transactions require
an Independent Review by the
A/OPC. In this case, a specific
email notification is sent
A/OPCs are notified by email
when the A/BO has completed
the review
Independent reviews can be
completed by the A/OPC after
the A/BO has dispositioned the
case
Data Mining/ Risk Assessment (DM/RA)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
Flagged
transaction
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Real-time transaction monitoring provides additional
accountability
Email notifications to associated users provides increased
visibility within the GPC program
Secure access to transaction history
Risk Predictive Model automates the process to assess risk
and the sample selection of transactions to review
Authorization, Issuance, and Maintenance (AIM)
®
What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
Benefits of Data Mining
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What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
Data Mining and Risk Assessment (DM/RA)
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Risk Assessment uses internal controls and measures,
coupled with results from DM, to report potential risks
5 categories in Risk Assessment Control:
Span of Control
Separation of Duties
Authorization Controls
Card Status
Transaction Review Controls
PCOLS Risk Assessment
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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Authorization, Issuance, and Maintenance (AIM)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
Benefits of Risk Assessment
Reports generated quarterly show side-by-side
comparison view of GPC Program health for 3 billing
cycles
Dashboard design provides a snap-shot view of the
overall health of GPC Program during a given billing
cycle to provide increased visibility and accountability
Control categories assist in assessing risk associated
with the organization’s Purchase Card Program
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What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
PCOLS Reporting
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Users will be granted access to a set of reports that are
generated in association to their specific role
In order to provide these reports, Reporting will utilize data
from AIM, EMMA, Defense Eligibility and Enrollment
Reporting System (DEERS), DM/RA and appropriate bank
systems
Each role has permission to run a specified set of reports
PCOLS Reporting
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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PCOLS Reporting
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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• Account Status Report- allows users to review the number
of accounts in a selected A/OPC Organization
• Annual Review of Managing Accounts Report- allows
users to view a list of Managing Accounts with upcoming
review due dates
• Approving/Billing Official – allows users to view a list of
Active and Suspended Managing Accounts in AIM and the
A/BOs assigned to them
• Case Disposition Detail- allows users to view the details of
each flagged transaction that was reviewed during the
reporting period
PCOLS Reporting
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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• Case Disposition Summary Report- allows users to view a
summary of DM flagged transaction case dispositions by
A/OPC organization
• Conflict of Interest- allows users to view a list of individuals
within the identified organization that hold an A/BO role and
Cardholder role within the same Managing Account
• Infraction Detail Report- allows users to view details of
infractions by A/OPC organization
• Program Management Report- allows users to review a
summary of transactions and DM/RA case information for a
organization during one bank cycle
PCOLS Reporting
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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• Provisioning Status Report- allows users to view all
individuals in a selected organization in an active status
• Purchase Card Report-allows users to view a list of
Cardholder Accounts that meet the selected reporting criteria
• Recommended Action-allows users to view a summary of
DM flagged transaction case dispositions
• Training Due Report- allows users to view a list of dates
that training is due for A/BOs, Cardholders, or both
• Workflow Aging Report- allows users to view tasks within
A/OPC organization that have been in workflow to long
PCOLS Reporting
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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Access to data from all PCOLS applications
Track training dates
Monitor account status and conflicts of interest
Quick reference of user status in EMMA (pending or active)
Oversight of transaction dispositions in DM
Authorization, Issuance, and Maintenance (AIM)
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
Benefits of Reporting
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What is the DOD Purchase Card On-Line System (PCOLS)?
Overview of PCOLS Suite of Applications
Review
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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 the supervision within the purchase
card program
Review
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
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Support
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What is the DOD Purchase Card On-Line System (PCOLS)?
All DOD GPC
Attendees
PCOLS Help Desk
Phone: 800-376-7783, com 269-961-7307, or DSN 661-7307
Email: [email protected]
Operation Hours: 24x7
PCOLS Website at DAU Acquisition Community Connection (ACC)
http://acc.dau.mil/CommunityBrowser.aspx?id=213561
PCOLS Website at DLA Logistics Information Service
http://www.logisticsinformationservice.dla.mil/PCOLS/
Contains: Frequently Asked Questions (FAQs)
System User Manuals (EMMA, AIM, DM/RA, REPORTING)
DEERS Address Update and User Maintenance Portal Links
Various Training Aids
What is the DOD Purchase Card On-Line System (PCOLS)?
LaKeisha Gill
®
Department o
Defense
All DOD GPC
Attendees
53
What is the DOD Purchase Card On-Line System (PCOLS)?
Survey
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Department o
Defense
All DOD GPC
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Please take the course survey online by visiting:
www.gsasmartpayconference.org/survey
or by using the link sent to you via email from Feedback Systems.
Surveys can be taken through any mobile device.
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