USDA Charge Card Program Initiative

1
USDA Charge Card Program Initiative

• Presented byJohn 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
IntroductionUSDA Organizational Structure
4
IntroductionFY07 Charge Card Spend
5
IntroductionProgram Scope
6
IntroductionCharge 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 Accomplishments6-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 RedesignHome 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 RedesignPurchase 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 RedesignNewsroom 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