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DoD Purchase Card. LeAntha Sumpter Director, Program Management Office. Outline. Statistics OMB Circular Creditworthiness Internal Controls Electronic Certification – Waiver Process F reedom of Information Act (FOIA) Third Party Transactions Rebates

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dod purchase card

DoD Purchase Card

LeAntha Sumpter

Director, Program Management Office

outline
Outline
  • Statistics
  • OMB Circular
  • Creditworthiness
  • Internal Controls
  • Electronic Certification – Waiver Process
  • Freedom of Information Act (FOIA)
  • Third Party Transactions
  • Rebates
  • Metrics – New DoD Standardized Report
  • Authorization and Issuance Tool
  • Data Mining Tool
  • Purchase Card Strategy Timeline
statistics actions
Statistics - Actions

Million

DoD Totals:

FY02 - 11.0M

FY03 - 10.7M

FY04 - 10.3M

FY05 - 7.5M (3rd Qtr)

statistics dollars
Statistics - Dollars

$ Billion

DoD Totals:

FY02 - $6.8B

FY03 - $7.2B

FY04 - $7.3B

FY05 - $5.1B (3rd Qtr)

statistics rebates earned
Statistics - Rebates Earned

$ Million

DoD Totals:

FY02 - $35.8M

FY03 - $42.4M

FY04 - $44.7M

FY05 - $34.4M (3rd Qtr)

omb circular
OMB Circular
  • Issued August 5, 2005
  • Purpose - Provides Central Guidance to Federal Managers on Internal Controls
  • Annually, Management Must Provide Assurances on Internal Controls in its Performance and Accountability Report
creditworthiness
Creditworthiness
  • Pursuant To Section 639 Of P.L. 108-447, Each Agency Must Assess The Credit Worthiness Of ALL New Purchase And Travel Card Applicants Prior To Issuing A Card
  • Current Cardholders Are Not Subject To These Requirements
  • Required To Obtain A FICO Score Or Issue A Restricted Card AND Conduct An Alternative Credit Worthiness Assessment
  • DoD Has Developed Form 2883, Self-Certification of Creditworthiness, As Alternative
    • Will Be Imbedded in DMDC Authorization Tool Under Development
  • Implementation Policy Being Developed
internal controls
Internal Controls
  • Baselines joint acquisition and comptroller requirements
  • Will be used to evaluate any alternative system granted waivers
  • Joint Guidance in staffing
electronic certification waiver process
Electronic Certification Waiver Process
  • Modifying Purchase Card Guide to Include Internal Controls and Waiver Process
    • Seeking Approval From The DoD Comptroller To Activate The Purchase Card Module In The Navy SIGMA ERP To Test At A Limited Number Of Sites For A Defined Period Of Time
    • Naval Audit Service To Validate Required Internal Controls
    • If Validated, Develop An Implementation Schedule For Deployment To Remaining SIGMA Sites
freedom of information act foia
Freedom of Information Act (FOIA)
  • DPAP Policy Memo - Issued 15 June 2005
  • Releasable Transactional Data at Installation, Base, or Activity Level for Non-Classified Accounts
    • Merchant Category Code
    • Transaction Amount
    • Merchant name
    • Merchant Address
    • Transaction Date (not releasable for 90 days)
  • Non-Releasable Information
    • Names of GPC Program Officials (A/OPC, B/O, C/H, etc.)
third party payments
Third Party Payments
  • DPAP Policy Memo – Issued March 7, 2005
  • If it is Known that a Third Party Merchant Will Be Used, the Cardholder Shall Choose Another Merchant With Which to do Business
  • Reasons:
    • It Masks What is Bought and Thereby Circumvents MCC Blocking
    • Hinders Oversight and Data Mining Capabilities
rebates
Rebates
  • Future Task Orders Will Be More Specific Regarding Calculation Of Rebates
    • Definition of Terms and Process
  • Working With DoD Representatives on Chief Financial Officer Council To Develop Metric That Identifies Maximum Potential Rebate
metrics new dod standardized report
Metrics New DoD Standardized Report
  • Working Group Established With Members From Comptroller’s Office, DFAS, PCPMO
  • Goal: A Standardized Report That Provides the Necessary Information For All Three Groups
    • Plan to Standardize Cycle Date for All to 19th with All Delinquency Reports Issued as of Cycle Date
    • Eliminate Redundant Delinquency Reports
    • Plan to Require all Metrics to Use Delinquency Date as Date of Prompt Payment Interest (Current Metrics & GSA Master Contract are 60 days)
  • Met with Both Banks to Initiate Development
purchase card authorization and issuance integration with personnel systems

CAC

Purchase Card Authorization and Issuance – Integration with Personnel Systems

EDIPI, Certificate

Purchase Card Portal

Certificate, EDIPI

Account Set Up

User Authentication

CAC System

User Profile and Updates

Account Profile

Transaction Data

Program Officials

Position Description, Qualifications, Roles

EDIPI

Personnel Data Repositories

Organization Registries

(FSID +)

Purchase Card Data Repository

Personnel Actions

Hierarchy

3

authorization and issuance tool
Authorization and Issuance Tool
  • Goal – to Have a Government Owned Authorization/Issuance Tool Tied to Common Access Card
  • DMDC Developing a Web-based Application
  • Portal for Future Data Mining Tool and Route Transactions for Supervisory Review and Action
  • First and Second Level Supervisors of Cardholders Will Be an Integral Part of the Process
  • DD Form 2883 (Self-Certification of Creditworthiness) Will Be Imbedded Used as New Cards are Issued
  • Will Aid in Control of Charge Cards Upon Departure Authorization/Issuance
authorization and issuance tool16
Authorization and Issuance Tool
  • Development Commenced January 2005
  • Initial Operating Capability 2nd Quarter FY06
  • Timeline for Development
    • Phase I - Bank Specific and Organization Specific Beta Sites
    • Phase II – Support Both Banks and Several Organizations at Multiple Beta Sites
    • Phase III – 3rd Quarter FY06 – Full Deployment of Application
data mining tool
Data Mining Tool
  • Combination of Neural Network and DoD Unique Business Rules
  • Flagged Transactions Will Be Routed to First Level Supervisor (Approving Official) through DMDC
  • Required to Document Response to a Number of Questions on Questionable Transaction and Any Action Taken
  • Also Will Include a Risk Based Assessment Tool
    • Report Card on Health of the Organization
    • Snapshot of Status of Various Purchase Card Internal Controls
data mining tool18
Data Mining Tool
  • FISC Norfolk, Philadelphia Division Is Handling the RFP
  • RFP Issued August 2005
  • Pre-proposal Conference to Be Held September 2005
  • Contractor Award January 2006
  • Pilot at Authorization and Issuance Test Sites
purchase card strategy timeline
Purchase Card Strategy Timeline

Phase I - Requirements Definition (Complete)

Phase II – Explore Alternative Capability And

Implementation Solutions – November 2005

Phase III – Refine Architecture (2006)

Phase IV – Implementation: Deploy and

Operationalize Capability (2007/2008)

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