ENTER PRESENTATION TITLE HERE - USDA | …€¦ · PPT file · Web view2009-07-31 · John McCain, Program Manager Charge Card Service Center (CCSC) 2009 GSA SmartPay® Conference

United States Department of AgricultureOffice of Procurement and Property Management

Charge Card Service Center

USDA Opening SessionJohn McCain, Program ManagerCharge Card Service Center (CCSC)

2009 GSA SmartPay® ConferenceTuesday July 28, 2009 10:00-11:10 am Room North 231 A-C, Phoenix Convention Center

USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference2

Agenda

Welcome John McCain, Program Manager

Charge Card Service Center (CCSC)

IntroductionsCCSC TeamUS Bank Team

Conference Expectations CCSC Update Questions

USDA Charge Card Service CenterUSDA Opening Session - GSA SmartPay2 Conference

CHARGE CARD SERVICE CENTER (CCSC)

3

Purchase Card Travel Card Fleet Card

Welcome


Introductions

CCSC Team

John McCain- Program Manager Linda Wilson- Policy & Training Co-Lead Henry Hansen- Policy & Training Co-Lead Veronica Nelson- Purchase Card Lead Aaron Prose- Travel Card Lead Nicholas Van Vranken- Travel Team Clara Hickerson- Communications & Training (DRT Strategies) Susan Kidd- Financial Interface (DRT Strategies) Yadira Stamp- Cardholder Management (DRT Strategies) Lynn Anderson- Technology Management (DRT Strategies)


Introductions US Bank

Scott Helms, Director, Civilian Accounts Scott Kelly, Relationship Manager Ernest Edwards, Account Manager Jennifer Dalhed, Account Coordinator Traci Barber, Solutions Consultant


Conference Expectations

Policy Sessions Purchase Travel

Hands-On Training Electives

US Bank Sessions GSA Sessions

Electronic Access Open Labs Continuous Learning Points

Purchase Track- sign in for each session required

Travel Track


CCSC Update CCSC Program Overview

Vision, Mission and Responsibilities Program Management Functions

Measured Performance, Outcomes & Statistics

DR 5013-6 Status & Guides/Reference Materials

CCSC Website

Additional Training Visa IntelliLink MOLMs


CCSC Program OverviewMission and Responsibilities

CCSC Mission: To manage and proactively govern the Department’s charge card activities to protect from potential fraud and abuse, and maximize program benefits such as higher rebates and

efficiencies gained through the use of streamlined payment mechanisms.

CCSC Responsibilities Consolidate program into a unified, coordinated organization and single voice to the

Department and US Bank– Create an independent one-stop-shop with a customer service orientation– Directly manage and control all responsibilities that fall within the “ownership” of

the organization– Define clear operating procedures and responsibilities– Establish performance-based positions with clear accountability– Create primary/secondary responsibilities for proper backup & continuity

Procedure implementation and program oversight Evaluate program outcomes and adjust procedures Implement program guidance and improve business processes


CCSC Program OverviewIncreasing Transparency through Oversight, Management & Improvement

9

TransactionManagement

(FY09-18)

U.S BankServices

Program Oversight & Management

Scope Management

ScheduleManagement

CostManagement

QualityManagement

ProcessImprovement

StaffManagement

CommunicationsManagement

RiskManagement

ChangeManagement

A-123Analysis (A & B)

DataMining &Reporting

TaxRecovery

Controls Training

IV&VInformationAssuranceFraud & Abuse

Management TechnologySupport

(Interface & EAS)

ProcessImprovement

SMEs

Analytical &Consulting

MerchantAcceptance

Card AcctManagement

StrategicSourcing

Regulatory Compliance

Department-wide Governance and Oversight Performance Based Strict Controls – Account Management and

Fraud/Abuse Procedure and Training

Fund Management Maximize Rebates Tax Recovery Strategic Sourcing

Product Management Fleet (alternative fuels, individual

accountability) Purchase (alternative payments) Travel (Centrally Billed Account (CBA))


Goal Summary of Outcome

Reduce Average File Turn

Since transition go-live to US Bank on 11/30/2008, USDA has reduced the average file turn for payment of purchase, fleet and travel charges and increased its expected quarterly rebate.

13 13

45

31

7 9

28 26

01020304050

PCMS/Bank of AmericaAXOL/US Bank

File Turn(Days)

Measured Performance and OutcomesGoal: Reduce Payment File Turn



Increase Rebates from the Bank

USDA increased the estimated basis point rebates for all lines of business in the first quarter since transition go-live with US Bank resulting in nearly $200K more in Q1 FY09 rebates.

BasisPoints(BP)

Measured Performance and OutcomesGoal: Increase Rebates


Goal Summary of OutcomeReduce use of Convenience

ChecksUSDA reduced the use of convenience checks from FY07 to FY08 by nearly 20%.

Charge CardSpend

Measured Performance and OutcomesGoal: Reduce use of Convenience Checks

FY07

FY08



Reduce invalid accounting errors on Purchase and

Fleet transactions

Since transition go-live on 11/30/2008, USDA has worked diligently with US Bank to eliminate payment errors due to invalid accounting.Reduced the number of Invalid Cardholder Default Account Codes from 2,224 to 106Reduced the percentage of transaction dollars that were not sent to FFIS due to invalid accounting from 2.7% to 0.9% which translates to approximately $1.5MReduced the number of unapproved transactions in AccessOnline from 31% to 22% of total transactions

Measured Performance and OutcomesGoal: Reduce Invalid Accounting Errors



Stabilize AccessOnline Application setup, reduce hierarchy mismatches and re-allocations due to invalid

accounting

Since transition go-live on 11/30/2008, USDA has worked diligently with US Bank to stabilize the AccessOnline application setup, correct hierarchy mismatches and work with cardholders to re-allocate purchase and fleet transactions with invalid accounting.Worked with the AFPCs to reduce the invalid transactions for Fleet cardholders from 687 to 0Worked with the AOPCs to reduce the invalid transactions for Purchase cardholders from 20,232 to 1Worked with the AOPCs for Purchase to reduce the hierarchy mismatch from 119 to 1Worked with the AFPCs for Fleet to reduce the hierarchy mismatch from 3,214 to 5

Measured Performance and OutcomesGoal: Reduce Hierarchy Mismatches and Re-allocations



Increase Cardholder and APC Communication and Outreach

USDA has implemented numerous communication channels since transition and continues to roll-out new training, as necessary.

Measured Performance and OutcomesGoal: Increase Communication and Outreach

CCSC PMO Dashboard for Communications (as of 06/03/09)


DR 5013-6 Status & Guides/ Reference Materials

DR 5013-6 Status Revisions made to Departmental Regulation 5013-6 Currently in review for approval

Guides/Reference MaterialsDistribution of Guides/Reference Materials

• CCSC Website and via email to Coordinators

Guides in Development • VVL Enhancements & Updates in AXOL• Various Guides on “Reporting in AXOL”


DR 5013-6 Status & Guides/ Reference Materials, cont… Guides/Reference Materials continued…

Completed Guides/Reference Materials• Coordinator’s Purchase Program Guide• Cardholder’s Purchase Program Guide• AOs Purchase Program Guide• AO Guidelines for Final Approving in AXOL• Cardholder Guidelines for Approving & Reallocating in AXOL• Purchase Card Locked Transaction Scenarios & GL Extract• USDA Purchase Program User Profile Step-by-Step• Payment Detail Report Guide• Quick Guides

- Cardholder- Coordinator- Manager- Proper Use


Drop-down menu navigation for entire site

Access to important news

Email link to CCSC support on all pages

Access to all Card Notices

3 Card images link to each Card page

New blue color scheme

CCSC Website RedesignHome Page http://www.da.usda.gov/procurement/ccsc


CCSC Website RedesignPurchase Card Page

Card image placed in banner

Purchase Card front and back image

Enhanced navigation menu within Purchase Card page

View :NewsNoticesPolicy and GuidesTrainingPoints of ContactAND MORE.....

Purchase Card now selected


CCSC Website RedesignNewsroom Page

News links grouped by Card line with the latest update displayed Access

older News in the Archive


Additional Training Visa IntelliLink

Web-based service designed to provide agencies with an easy-to-use tool to effectively manage and gain insight into their charge card business programs

Enhances the performance of purchase and/or fleet card transaction data by improving control and monitoring compliance

Composed of 11 modules which will be customized to meet USDA requirements- key module features include reporting, rules and compliance, predictor, and sourcing

MOLMs Agencies may request additional MOLM training sessions

Must submit the request at least 30-days prior to the session date requested

Minimum of 25 participants per session Maximum of 75 participants per session


Questions

22

Documents

ENTER PRESENTATION TITLE HERE - USDA | …€¦ · PPT file · Web view2009-07-31 · John McCain, Program Manager Charge Card Service Center (CCSC) 2009 GSA SmartPay® Conference