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GSA SMARTPAY CONFERENCE DoD Charge Cards. 19 August 2003. Ms. LeAntha Sumpter Director, Purchase Card Joint Program Management Office Mr. Steven Johnson Travel Card Program Management Office. Task Force/MID 904 Actions. DoD Charge Card Task Force Established by USD ( C) – March 2002

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slide2

Ms. LeAntha SumpterDirector, Purchase Card Joint Program Management Office Mr. Steven JohnsonTravel Card Program Management Office

slide3

Task Force/MID 904 Actions

  • DoD Charge Card Task Force
    • Established by USD ( C) – March 2002
    • Made Recommendations to Improve Oversight and Strengthen the Department’s Charge Card Program
    • Management Initiative Decision (MID) 904 established to track implementation of recommendations
summary of mid 904 actions
Summary of MID 904 Actions

Purchase Card:

  • Completed: 14
  • Green: 0
  • Yellow: 1
  • Subtotal: 15

Travel Card:

  • Completed: 8
  • Green: 5
  • Yellow: 4
  • Subtotal: 17

Common:

  • Completed: 3
  • Green: 2
  • Yellow: 6
  • Subtotal: 11

Key:

Green: Plan and Schedule Developed

Yellow: Plan Developed; Schedule TBD

completed mid 904 actions
Completed MID 904 Actions

Common Items

CO-01 Deputy Secretary of Defense Issued Guidance on Charge Cards

CO-06 Report Charge Card Data to OMB

CO-09 Reduce Number of Charge Cards to under 1.5 Million Accounts

on track mid 904 actions
On-track MID 904 Actions

Common Items

CO-02 Issue DoD Directive on Charge Cards

CO-11 Report Status of MID 904 Actions

creditworthiness issues
Creditworthiness Issues

Yellow

  • Requirement:Statutory requirement to evaluate the creditworthiness of an individual prior to issuance of a purchase or travel charge card
  • Conflicting Statutes:
    • Mandatory use of Travel Card - Travel & Transportation Reform Act
    • Individual consent for credit check - Fair Credit Reporting Act
    • Obtaining Social Security Numbers for Purchase Cards - Privacy Act
    • Creditworthiness requirement - FY03 Defense Appropriation Act

CO-7

slide9
C

Creditworthiness Issues

  • Pending Legislation:

House Appropriations Bill – No Language

Senate Appropriations Bill – Extends requirement to FY04

FY 2004 Senate Authorization Bill – Travel Card Only

FY 2004 House Authorization Bill - No Language

Defense Transformation Bill – Bargaining procedures

  • On-going Efforts:

Jun 03 – Director of Defense Procurement and Acquisition Policy

met with OMB

Implementation Policy –

Travel Card – credit check minimum score and self-certification form

Purchase Card – envisioned as part of paperless

authorization/authentication process

CO-7

disciplinary and administrative actions
Disciplinary and Administrative Actions

Yellow

Disciplinary Guidelines:

  • 21 Apr 03 – Civilian Personnel Policy Memo
  • 10 Jun 03 – Military Personnel Policy Memo

Tracking and Reporting Personnel Actions:

  • OMB Reporting Requirement
  • 23 Jun – OUSD(P&R) Memo
    • Civilian Personnel Systems Enhancement Completed
    • Military Personnel Systems – Enhancements Possible
  • Evaluate Results of Data Mining Pilot (Source for Non-Fraud Actions)

Next Steps:

  • OUSD(C), OUSD(P&R), OUSD(AT&L) Finalize Data Collection Requirements

CO-5, CO-8, CO-10

develop methods to control charge cards upon departure
Develop Methods to Control Charge Cards upon Departure

Purchase and Travel Card

  • 23 Jun – OUSD(P&R) Memo

Travel Card

  • Interim Process in Use - DMDC matching lists

over 6,500 accounts closed by APCs since January

Long-Term

  • Determine Appropriate System to Use
  • Resolve Method of Identification for Purchase Cardholders
  • Develop Alternative Solution for Authorization to Enable CAC Card

Yellow

CO-3

data mining strategy
Data Mining Strategy

Yellow

Data Sources:

  • E-Mall; GSA Advantage; Warfighter.net; CCR/BPN; Banks/TSYS; Purchase Logs; UPC/UID; Providers of Level 3 Data

Purchase Card Automated Reconciliation Transaction Tool (PCARTT)

  • Jun 03 – Pilot Completed
  • Oct/Dec 03 – Phase II
  • Mar 04 – IOC

Lessons Learned:

  • Criteria
  • Buy-In
  • Document the Process
  • System Flexibility
  • Data Purity

Travel Card Program in FY04

CO-4

completed mid 904 actions14
Completed MID 904 Actions

Purchase Card

PC-01 DoD Concept of Operations (CONOPS) Published

PC-03 Span of Control Policy Issued

PC-04 Training Material for PC Officials Developed

PC-05 List of Recommended Skills and Grade Published in DoD CONOPS

PC-06 Strengthened Pecuniary Liability Procedures in Regulations

PC-07 Additional Methods to Prosecute Fraud Identified

PC-08 Strengthened Compliance Language in Regulations

PC-09 Coordination of Cases of Abuse with Investigative Agencies and Security Managers/Supervisors Required

PC-10 DoD CONOPS - Skills and Duties be noted in job descriptions/Standards

PC-11 Requirement Established for GPC Training Data Base

PC-12 Mandatory Review of Approving Officials Non-GPC Workload Required

PC-13 Strategic Sourcing Strategy Developed

PC-14 Standard Review Checklists Developed & Published in CONOPS

PC-15 Standard A/OPC Oversight Requirements Established

accelerate implementation of electronic certification
Accelerate Implementation ofElectronic Certification

Yellow

Key Events:

  • USD(C)/USD(AT&L) Memo Mandated Electronic Certification by December 2002
  • DoD Master Implementation Schedule in April 2003

Waiver Criteria and Approval Process:

  • Develop Business Case Analysis:
    • Define Current Certification Process
    • Address Internal Controls
    • Illustrate Timely, Accurate Certification
    • Provide Implementation Schedule
  • Signed out by Component Acquisition Executives with FM Coordination
  • Approved by OSD DDP with USD(C) Coordination

PC-2

completed mid 904 actions17
Completed MID 904 Actions

Travel Card

TC-1 Management metrics - delinquencies and cardholders

TC-3 Reduction of cards - Approximately 600K

TC-4 Review definition of frequent traveler

TC-8 Exemption for en-route (Deployment) travel

TC-10 Notify security managers of card fraud

TC-12 Awareness of training resources

TC-13 Infrequent traveler definition – Confirmed 1 or 2X Exempt

TC-15 Evaluate feasibility/cost to track reimbursements (Interest Due)

on track mid 904 actions18
On-track MID 904 Actions

Travel Card

TC-2 Split Disbursement Mandatory Military/Default Civilian

TC-6 Travel Voucher Process Review

TC-7 Evaluate Alternatives to the Travel Card

TC-14 Comprehensive Training – Std. DoD Training from DoN

TC-16 APC Roles, Span, Training, Performance

Other Actions:

Monthly report on charges against blocked merchant codes

Review of duplicate accounts and SSN mismatches

GAO and DoDIG review of CBAs

Review of CBA limits and procedures

Identification of future requirements and capabilities

travel card actions
Travel Card Actions

Yellow

GSA Notice:

TC-5 Expand Salary Offset – Civilian Retirees File matching

85 potential cases since FY99 restriction

FMR Changes:

TC-11 Strengthen Compliance Language FMR changes

TC-17 Terminating Access to EAGLS FMR change

Other Actions:

TC-9 Control Mechanisms in DTS Interface with Activation/deactivation BoA & future Balance information release

travel card performance
Travel Card Performance

Individually Billed Accounts - Percent of Dollars Delinquent

% of Dollars Delinquent

travel card performance21
Travel Card Performance

Centrally Billed Accounts - Percent of Dollars Delinquent

% of Dollars Delinquent

purchase card performance
Purchase Card Performance

Purchases

$Millions

FY 02 - $6.757B FY 03 - $5.022B

3rd Qtr

FY 02

FY 03

purchase card performance23
Purchase Card Performance

Transactions

Thousands

FY 02 – 10.98 M FY 03 – 7.76 M

3rd Qtr

FY 02

FY 03

purchase card performance24
Purchase Card Performance

Percentage of Maximum Rebate Earned

FY 02 - $35.8M FY 03 - $29.1M

3rd Qtr

Potential Rebates

FY 02 - $60.1M FY 03 - $44.8M

FY 03

FY 02

june 19 20 best practices presentations
June 19-20 Best Practices Presentations
  • Defense Medical Logistics Standard Support (DMLSS)
  • DoD EMALL
  • Air Force Advantage Pilot
  • Air Force Purchase Log
  • Army Materiel Command Purchase Card Management System (PCMS)
  • Defense Travel System
  • Purchase Card Automated Review Transaction Tool (PCARTT) Pilot
  • PowerTrack Transportation
  • NIMA

Results:

  • “Reconciliation” Is Broader Than Just Financial Reconciliation
  • DoD Is Redundantly Trying to Solve the Same Problems
purchase card feedback cycle
Purchase Card Feedback Cycle

Card Authorization, Issuance, and Maintenance

Controls

Improved Controls

Data Mining

  • Property
  • Logistics
  • Demand Data
  • Transportation

Purchasing

Items Purchased

Usage data & Issues

Strategic Sourcing

Payment

Costs and Budget

Validation

redesigned charge card capability project phases
Redesigned Charge Card CapabilityProject Phases

Phase I Requirements Definition (July 2003)

  • Deployed Data Mining Pilot as Rapid Prototype
  • Define and Segment Capabilities Required
  • Baseline Existing Capabilities (In Process)
  • Develop Gap Analysis and Identify Feasibility Pilots
  • Define Interoperability Constraints
  • Develop Notional Business Case for Concept of Operations
  • Review and Leverage BMSI Architecture

Phase II Explore Alternative Capability and Implementation Solutions (October 2003)

  • Develop/Deploy Pilots to Determine Feasibility of Specific Segment Solutions
  • Explore Commercial Solutions
  • Develop Business Cases where Appropriate
  • Identify Outsourcing Opportunities
redesigned charge card capability project phases29
Redesigned Charge Card CapabilityProject Phases

Phase III Determine Architecture (March 2004)

  • Assess Pilot Capabilities, Commercial Solutions, Outsourcing
  • Develop Integration Strategy

Phase IV Implement – Deploy and Operational Capability (October 2006)

operational challenges
Operational Challenges
  • PC-PMO Focus
  • Electronic Processing of Rejects
    • DFAS
    • Bank
  • Acceptance of Credits to Accounting Systems
    • DFAS
operational challenges31
Operational Challenges
  • Processing Contract Payment thru EDI
    • OSD(C)
  • GPC Contract Payments (e.g., Large Ticket Items)
    • Banks
    • Visa/MasterCard
  • Property Receipt, Unique Identification and Transportation
next steps
Next Steps

Work with Business Enterprise Architecture to -

  • Refine Capability Requirements
  • Address Operational Challenges and Schedule
  • Develop Timeline for Pilots
  • Refine Performance Measures
  • Continue Meeting as a Working Group (Virtually When Possible)
  • Develop DoD Organization Self-Certification Checklist for Program Internal Controls

Establish Joint Implementation Requirements Board

  • Evolved from Charge Card IPT
joint implementation requirements board notional structure for discussion
Joint Implementation Requirements BoardNotional Structure for Discussion

Senior Focus Group

Charge Card IPT / Joint Implementation Requirements Board

Meet

Quarterly

Data Mining Transaction Analysis

Co-Chaired by DoD TC PMO + DoD PC PMO

Group Managementis part of job duties

Participants:

PowerTrack

DTS

Services

Property Trans-portation

Financial Manage-ment

Card Maint-enance

Travel DTS

Future Participants:

Air

Fleet

Transportation

Other Federal Agencies

Fraud Focus Group

Members:

DMDC

IG

DCIS

DFAS-IR

Bank Advisory Group

Members:

GSA

Banks

Bank Associations

Meet

Twice

Per Year

Service Metrics

Integrated Data Environment

slide34

This is Your Chance!

As we work toward the next generation charge card functionality, what functions currently performed by A/OPCs do you recommend for possible outsourcing? What functions should be retained? Are there new functions that should be added?What do you believe could be done to improve the Purchase Card Program now and in the future?