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Lesson 1 - Introduction. Training Objectives. At the conclusion of this Lesson, you will be able to: Describe how LFPC and AFHC responsibilities contribute to the Fleet Card Management workflow. State the consequences of misuse of the card.

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Lesson 1 - Introduction

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training objectives
Training Objectives
  • At the conclusion of this Lesson, you will be able to:
    • Describe how LFPC and AFHC responsibilities contribute to the Fleet Card Management workflow.
    • State the consequences of misuse of the card.
    • Discuss in broad terms the functions an LFPC and AFHC performs.
    • Identify where self-help information is located.
information sources
User Manual

Quick Guides

DR 5013-6

Policy Guides



Information Sources
summary review
Summary & Review
  • Review the functions of the PCMS application.
  • Describe How LFPC and AFHC Responsibilities Contribute to the Fleet Card Management Workflow.
  • Identify Where Self-help Information Is Located.
training objectives10
Training Objectives
  • At the conclusion of this lesson, PCMS LFPC’s and AFHC’s will be able to:
    • Demonstrate accessing PCMS and maintaining passwords.
    • Navigate PCMS using menus and tools.
logging on off pcms
Logging On \ Off PCMS
  • Opening the PCMS Application
    • Open an Internet Explorer browser and access the USDA PCMS web page at
    • Click the active PCMS Application Login link under the Production section
    • Click OK on the Security message
  • Log onto PCMS to access the PCMS Database Server.
  • If you cannot open the application:
    • Contact your agency IT helpdesk
    • AFHC’s should contact IT support directly
    • If IT support determines the issues lies with the PCMS software they will contact the PCMS Helpdesk
logging onto pcms
Logging Onto PCMS
  • Training PCMS User ID and Password to be provided by your Instructor.
  • Production PCMS User ID and Password will be provided to LFPCs by their AFHC or PSD to AFHCs upon completion of training.
  • If you experience problems logging on to PCMS:
    • Ensure your User ID and Password are correct.
    • Contact your AFHC or PCMS Helpdesk.
logging off pcms
Logging Off PCMS
  • To exit PCMS, from the Main Window, press [Exit PCMS]. - OR -
  • Click the ‘X’ in the top right hand corner of Internet Explorer browser.
pcms passwords
PCMS Passwords
  • At the PCMS Main Menu, select Change Password.
  • The Pop-Up Window shown below will appear.
  • Password Requirements
    • Minimum of 6 alphanumeric characters.
    • Begin with a letter.
    • Must include at least 1 number.
    • Must contain no spaces.
    • Differ by at least 3 characters from the previous password.

“Please enter a valid User ID \ Password.” is a commonly used Error Message in PCMS.For possible causes and remedies, see the table below:

password security
Password Security
  • Select a Password You Will Remember and Keep It Secure.
  • Do Not Give Your PCMS Password to Any Other Person.
  • If You Suspect Someone May Have Access to Your Password Then Change It.
  • Account Lockouts Occur to Prevent People From Trying to Guess Your Password.
  • Unique Passwords Are Required to Keep Your Password More Secure.
practical exercise
Practical Exercise
  • Log on to PCMS Training Database Using the Trainee User ID and Password Provided to You by Your Instructor.
  • After Logging on Change Your Password To: Trainee
  • Log Out of PCMS.
  • Log on to PCMS Again Using Your New Password.
main window
Main Window
  • Main Window in PCMS.
  • Bulletin board provides up to date news about PCMS.
form window
Form Window
  • The form window opens when you select one of the options from the Fleet Card menu.
  • Window display:
    • Sub-Menu
    • Command Bar
    • Form window
    • Status Bar
    • Busy Signal
command bar
Command Bar
  • Appears on Every Window
  • Located at the Top of Each Screen.
  • Buttons Used to Initiate or Confirm Actions in PCMS.
  • In the Fleet Card Setup window, you can copy records by clicking Record on the menu bar and selecting Copy Record
fleet card menu
Fleet Card Menu
  • Provides options for LFPC’s to monitor and maintain accounts.
  • Moving From Record to Record
    • Use Record from the menu and select Next or Previous.
    • Use the Scroll Bar on Left Side of window.
  • Moving From Field to Field
    • Use Field on the menu and select Next or Previous.
    • Use the tab key.
    • Click in the field using mouse.
executing a query
Executing a Query
  • Retrieving Information From the Database Is Called Executing a Query.
  • Retrieving All Records
    • Click Find on the command bar twice to query all records.
  • Retrieving Specific Records
    • Click Find on the command bar once.
    • Enter the value(s) you want to match in the appropriate fields, and click Find again.
  • Wildcard (%)
    • Allows you to search for a partial value.
    • Window will populate with all records matching your search criteria.
  • Some fields in the PCMS windows have lists.
  • <List of Values> will displayed in the status bar in the lower left corner of the window.
  • To access the list, click List on the Command Bar.
  • A list popup window opens displaying all appropriate choices for the specific field.
  • Scroll to highlight the item you want to select and click OK.
  • The value appears in the applicable field.
summary and review
Summary and Review
  • Which menu bar item is used to be able to customize the window display?
  • What are the steps to changing a password?
  • Where can you query Fleet Transactions?
  • Where are print options located if I want to print a screen?
training objectives30
Training Objectives
  • At the conclusion of this Lesson, PCMS LFPC’s and AFHC’s will be able to:
    • Query and Modify Profile Accounting Information.
query profile accounting
Query Profile Accounting
  • Query profile accounting for all designated Tag\Equipment records or specific records.
practical exercise45
Practical Exercise
  • Query all, select a Tag\Equipment number, then add a second accounting code: 7010000000 to the profile account information for that piece of equipment.
  • Set Distribution for This Accounting Code to 25%. (Remember the Total Percentage Must Equal 100%).
  • Save Changes and Exit the Profile Accounting Screen.
summary and review46
Summary and Review

1. What Do You Use the Profile Accounting Screen for?

2. Which Fields on the Profile Accounting Screen Require a Value to Be Entered?

3. Why Would You Have Multiple Accounting Codes Associated to a piece of Fleet equipment?

4. How Can You Remove Profile Accounting Details?

5. How Do You Add Profile Accounting Details?