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Using EMMA and AIM for DOD Purchase Card On-Line System (PCOLS) LaKeisha Gill Lead PCOLS Instructor Defense Logistics Agency-Log Info Svc July 31 – August 2, 2012. U.S. General Services Administration. 2012 GSA SmartPay Conference “Fine Tune Your Payments Program With GSA SmartPay”.

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Using EMMA and AIM for DOD Purchase Card On-Line System (PCOLS)LaKeisha GillLead PCOLS InstructorDefense Logistics Agency-Log Info SvcJuly 31 – August 2, 2012

U.S. General Services Administration

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Using EMMA and AIM for DOD PCOLS

House Rules

A/OPCs and F/RMs

(agency name)

To ensure the best possible learning experience for participants, please adhere to the following house rules:

  • Turn electronic devices to vibrate
  • No video taping or audio recording is allowed
  • Hold questions to end of session
  • Ensure your participant badge is scanned to receive full credit for each course
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Using EMMA and AIM for DOD PCOLS

A/OPCs and F/RMs

Course Description

This session is for Agency/Organization Program Coordinators (A/OPCs) and Financial / Resource Managers (F/RMs). Discussions will include instructions on using the Authorization, Issuance and Maintenance (AIM) and Enterprise Monitoring and Management of Accounts (EMMA) applications

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Using EMMA and AIM for DOD PCOLS

Agenda

A/OPCs and F/RMs

  • Preliminary Steps in PCOLS
  • Maintaining EMMA
  • Maintaining AIM
  • Interactive Tutorial on Creating New Managing and Cardholder Accounts
  • Common Issues and Errors
  • Helpful hints for using EMMA and AIM
  • PCOLS A/OPC and F/RM Checklist
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Using EMMA and AIM for DOD PCOLS

A/OPCs and F/RMs

Preliminary Steps in PCOLS

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Using EMMA and AIM for DOD PCOLS

Preliminary Steps in PCOLS

A/OPCs and F/RMs

  • Participate in online or classroom training on PCOLS
    • CLG005
    • Deployment Packet
  • Build Organizational Hierarchy in EMMA
    • EMMA Automated Provisioning Spreadsheet or manual provisioning
    • Provisions users into roles and tokens redeemed
  • A/OPC completes their profile in AIM
  • A/OPC completes account migration in AIM for Managing and Cardholder Accounts
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Using EMMA and AIM for DOD PCOLS

A/OPCs and F/RMs

Maintaining EMMA

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in EMMA

A/OPCs and F/RMs

Adding an Organization

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in EMMA

A/OPCs and F/RMs

Adding an Organization (Continued)

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in EMMA

A/OPCs and F/RMs

Viewing an Organization

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in EMMA

A/OPCs and F/RMs

Adding a Role

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in EMMA

A/OPCs and F/RMs

Adding a User

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Using EMMA and AIM for DOD PCOLS

A/OPCs and F/RMs

Maintaining AIM

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

TheA/OPC is the gatekeeper for maintenance actions from AIM to the bank.

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

  • Update A/BO and Resource Manager
  • Update Account Status
  • Cancel
  • Suspend
  • Reactivate
  • Update Financial Information
  • Lines of Accounting
  • Merchant Category Codes
  • Update Purchase Limits (Increase and Decrease)
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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

  • Update Office Name and Justification
  • Update Unit Identifier Code (UIC) and/or Obligation
  • Update Organization Name
  • Update Appointment and Review Dates
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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

Update A/BO

Welcome User

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

Update A/BO

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

Update Resource Manager

user.name@email.mil

user.name@email.mil

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

Update Resource Manager

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Using EMMA and AIM for DOD PCOLS

Update Account Status in AIM

A/OPCs and F/RMs

Suspending a Managing Account

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Using EMMA and AIM for DOD PCOLS

Update Account Status in AIM

A/OPCs and F/RMs

Cancelling a Managing Account

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Using EMMA and AIM for DOD PCOLS

Update Account Status in AIM

A/OPCs and F/RMs

Reactivating a Managing Account

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Using EMMA and AIM for DOD PCOLS

Update Financial Information

A/OPCs and F/RMs

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Using EMMA and AIM for DOD PCOLS

Update Financial Information

A/OPCs and F/RMs

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Using EMMA and AIM for DOD PCOLS

Update Financial Information

A/OPCs and F/RMs

Updating Purchase Limits (Increase)

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Using EMMA and AIM for DOD PCOLS

Updating Financial Information

A/OPCs and F/RMs

Updating Purchase Limits (Decrease)

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

  • Update Office Name and Justification
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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

  • Update Office Name and Justification
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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

Update Unit Identifier Code (UIC) and/or Obligation

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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

  • Update Organization Name
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Using EMMA and AIM for DOD PCOLS

Maintaining Accounts in AIM

A/OPCs and F/RMs

Update Appointment and Review Dates

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Using EMMA and AIM for DOD PCOLS

Creating a New Managing Account in AIM

A/OPCs and F/RMs

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Using EMMA and AIM for DOD PCOLS

Department of Defense

Creating a New Cardholder Account in AIM

A/OPCs and F/RMs

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Using EMMA and AIM for DOD PCOLS

A/OPCs and F/RMs

Interactive Tutorial

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Using EMMA and AIM for DOD PCOLS

Department of Defense

A/OPCs and F/RMs

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Using EMMA and AIM for DOD PCOLS

Helpful Hints for Using EMMA and AIM

A/OPCs and F/RMs

  • Use the “Accounts in Process” tab in AIM when you would like to view the status of a workflow.
  • Check POC List for users that have been removed from EMMA
  • Do not make an update in AIM that has been done at the bank.
  • Everyone involved in the workflow will receive a notification by E-mail
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Using EMMA and AIM for DOD PCOLS

A/OPCs and F/RMs

PCOLS A/OPC and F/RM Summary

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Using EMMA and AIM for DOD PCOLS

PCOLS A/OPC Checklist

A/OPCs and F/RMs

  • DEERS – Ensure physical work address is correct and update when necessary
  • EMMA – Establish new Organizations and provision roles and permissions to users
  • AIM – Utilize the “Accounts In Progress” tab to track progress of the workflow. Review and submit to the bank
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Using EMMA and AIM for DOD PCOLS

PCOLS A/OPC Checklist

A/OPCs and F/RMs

DEERS

User Name

Big Military Base

Smalltown, AA 12345

123-456-789

User.name@email.mil

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Using EMMA and AIM for DOD PCOLS

PCOLS A/OPC Checklist

A/OPCs and F/RMs

EMMA Email with the Token enclosed

User.name@email.mil

This is the token

This is the time given to redeem the token

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Using EMMA and AIM for DOD PCOLS

PCOLS A/OPC Checklist

A/OPCs and F/RMs

Adding an Organization

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Using EMMA and AIM for DOD PCOLS

PCOLS A/OPC Checklist

A/OPCs and F/RMs

Adding a Role

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Using EMMA and AIM for DOD PCOLS

PCOLS A/OPC Checklist

A/OPCs and F/RMs

Provisioning

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Using EMMA and AIM for DOD PCOLS

A/OPCs and F/RMs

Common Issues and Errors

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Using EMMA and AIM for DOD PCOLS

Common Issues and Errors

A/OPCs and F/RMs

Bank Submission Failure Errors:

  • Error: No Maintenance Required
  • Error # 01: 520117: The segment values provided are either individually not valid and/or the combination of these values are not valid.
  • User ID Rights
  • Error # 01: 520113: A valid organization short name must be provided
  • A Valid Address
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Using EMMA and AIM for DOD PCOLS

A/OPCs and F/RMs

Interactive Tutorial on a Managing and Cardholder Account

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Using EMMA and AIM for DOD PCOLS

Department o Defense

PCOLS Helpdesk and Support

A/OPCs and F/RMs

  • Phone: 800-376-7783, Commercial line 269-961-7307, or DSN telephone number 661-7307
  • Email: dlacontactcenter@dla.mil
  • PCOLS Website at DAU Acquisition Community Connection (ACC)
  • http://acc.dau.mil/CommunityBrowser.aspx?id=213561 or
  • 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

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Using EMMA and AIM for DOD PCOLS

Department o Defense

LaKeisha Gill

A/OPCs and F/RMs

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