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USDA Charge Card Program Initiative

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Credit Check Status. a. Alternative Payments. a. Real-time Account Maintenance Updates ... of the financial interface is to increase financial rebates to ... – PowerPoint PPT presentation

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Title: USDA Charge Card Program Initiative


1
USDA Charge Card Program Initiative
  • Presented by John T. McCain, USDA Charge Card
    Program Manager
  • Susan Kidd, DRT Strategies, Inc.

2
Agenda
  • Introduction
  • USDA Organizational Structure
  • FY07 Charge Card Spend
  • Program Scope
  • Charge Card Service Center (CCSC) Areas of Focus
  • CCSC Program Overview
  • Vision and Program Functions
  • Accomplishments
  • Major Activities for 2009
  • CCSC Communication and Outreach
  • Website Redesign
  • Program Contacts
  • Financial Interface

3
Introduction USDA Organizational Structure
4
Introduction FY07 Charge Card Spend
5
Introduction Program Scope
6
Introduction Charge Card Service Center Areas of
Focus
7
Charge Card Service Center (CCSC) Increasing
Transparency through Oversight, Management
Improvement
  • Department-wide Governance and Oversight
  • Performance Based
  • Strict Controls Account Management and
    Fraud/Abuse
  • Policy and Training
  • Fund Management
  • Maximize Rebates
  • Tax Recovery
  • Strategic Sourcing
  • Product Management
  • Fleet (Alternative fuels, individual
    accountability)
  • Purchase (Alternative payments)
  • Travel (CBAs)

8
CCSC Mission and Responsibilities
CCSC Mission To manage and proactively govern the
Departments charge card activities to protect
the program as well as the Department 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
  • Policy development and dessimination
  • Evaluate program outcomes and adjust
    policies/procedures as necessary
  • Implement program guidance and business process
    improvements

9
CCSC Program Management Functions
KEY
Oversight Management Improvement
(End-user Focused)
(Back-end Focused)
(Process Focused)
  • Program Governance
  • Executive Outreach
  • Strategic Planning
  • Program Management
  • Communications
  • Scope/Change
  • Schedule/Cost and Staff
  • Risk Management
  • Contract Management
  • Performance Management
  • Policy and Training Management
  • Quality/Internal Controls
  • External Reports and Audits (GSA, OMB, FOIA)
  • Account Configuration and Hierarchy
  • Cardholder Account Maintenance
  • Cardholder Setup (limits/controls)
  • Reconciliation
  • Transaction Approval
  • Account Code Management
  • Training Delivery and Certification
  • Account/transaction Management
  • Fraud/Abuse
  • Dormant/Delinquent Accounts
  • Tax Recovery
  • Rebates
  • Technology Management
  • Testing and Quality Assurance
  • AXoL Releases
  • Financial Interface
  • Travel Interface
  • HR, MINC-1099 and Property Interfaces
  • Business Process Improvements
  • LOBs (e.g., Fleet alternative fuel)
  • Payment Processing (alternative payments)
  • Data Mining/Reporting
  • Strategic Sourcing
  • Program Reviews
  • Local office compliance (policy/training)
  • Performance Measurement

10
CCSC Accomplishments 6-Month Transition to US
Bank (11/30/2008)
  • Awarded SmartPay2 Contract to US Bank on May 30,
    2008
  • Conducted Transition Activities from Bank of
    America to US Bank with Go-Live on November 30,
    2008
  • Designed AccessOnline hierarchies configured
    system settings
  • Prepared cardholder enrollment spreadsheets
    issued cards
  • Set-up cardholders and Approving Official user
    ids and entitlement groups
  • Facilitated Pilot Go-Live activities including
    testing
  • Distributed over 140,000 cards (purchase, travel,
    fleet)
  • Prepared draft Purchase, Travel, Fleet policies
  • Prepared and conducted AOPC and cardholder
    training
  • Implemented CCSC website, FAQs and cardholder
    communication
  • Designed and implemented interfaces to FFIS and
    GovTrip

11
CCSC 2009 Major Activities
12
CCSC Communication Outreach
  • Agencies continue to support day-to-day
    cardholder account management functions (e.g.,
    card setup, transaction approvals, etc.)
  • The CCSC coordinates cardholder communication and
    other Department-wide activities, via Agency
    Origination Points of Contact (AOPCs)
  • Ensures data consistency and quality control
    across the department in the submission of new
    hierarchy and enrollment requests for Purchase,
    Fleet and Travel
  • Communicates charge card policies and processes
    and
  • Facilitates training content and distribution to
    the cardholder community, and compliance with
    A-123 and other federal mandates.

13
CCSC Website Redesign Home Page
New blue color scheme
3 Card images link to each Card page
Drop-down menu navigation for entire site
Access to important news
Access to all Card Notices
Email link to CCSC support on all pages
14
CCSC Website Redesign Purchase Card Page
Card image placed in banner
Enhanced navigation menu within Purchase Card
page View News Notices Policy and
Guides Training Points of Contact AND MORE.....
Purchase Card now selected
Purchase Card front and back image
15
CCSC Website Redesign Newsroom Page
News links grouped by Card line with the latest
update displayed
Access older News in the Archive
16
CCSC Outreach
  • CCSC Contact Information
  • Website http//www.da.usda.gov/procurement/ccsc
  • Email ccsc_at_usda.gov
  • Program Manager Contact Information
  • Email John.McCain_at_da.usda.gov
  • Phone Number 202.401.2225

17
Financial Interface Overview
  • FFIS and FMMI

18
Financial Interface Overview
The purpose of the financial interface is to
increase financial rebates to USDA by ensuring
quick turnaround of payments to the bank for
purchase and fleet charges.
  • Primary Interface Functions
  • Account Codes
  • Payment Vouchers (Purchase and Fleet)
  • Standard Vouchers
  • Payment Backfeed
  • Errors and Rejected Transactions
  • FFIS interface is in batch format
  • Real-time interface options are being discussed
    for FMMI for accounting validation

19
Current Financial Interface Data Flow
2
1
3
4
20
Financial Interface (FFIS) Account Code Validation
1
  • FFIS Charge Card Accounting Table (CCAT) for
    Purchase and Fleet Charge Card Accounting data
  • FFIS sends US Banks AccessOnline (AXoL) system
    new/updated accounting from CCAT nightly

21
Financial Interface (FFIS) Payment Vouchers
2
  • AXoL automatically generates and sends payment
    vouchers (P8 and F8) documents for individual
    purchase and fleet charges to FFIS on a nightly
    basis.
  • Cardholder default accounting must be valid in
    AXoL before payment vouchers are sent to FFIS.

22
Financial Interface (FFIS) Standard Vouchers
2
  • Cardholders generate re-allocations (S8 document)
    to payment and fleet transactions in AXoL
  • AXoL sends re-allocations to FFIS on a nightly
    basis after payment confirmation (PAID) is
    received from Treasury

23
Financial Interface (FFIS) Accepted/Rejected
Payments
3
  • FFIS sends accept/reject transaction status
    information (for P8 and F8 documents) to AXoL
    nightly
  • Accept/reject transaction status information is
    stored in AXoL for monitoring/reporting purposes

24
Financial Interface (FFIS) Payment Confirmation
4
  • FFIS sends AXoL a nightly file of Treasury
    payment disbursement confirmation records for
    purchase and fleet card payment vouchers

25
Upcoming Activities
  • Begin FMMI interface development for FY10 rollout
  • Implement short-hand account code requirements
    including real-time validation of accounting for
    re-allocations (S8s) and Default Account Code
    (DAC) set-up/modification
  • Implement new workflow for re-allocations
  • FY10 Cardholder Default Accounting Rollover
  • Track and manage current interface activities and
    communicate status to OCFO, AOPCs Cardholders
  • Invalid Cardholder DACs
  • Outstanding P8/F8s in AXoL
  • Valid Value Load (VVL) issues
  • Payment and Standard Voucher File issues
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