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Data Mining Process for SmartPay 3 DoD Program - Insights on Demand

Learn about the data mining process for the SmartPay 3 DoD Program using Insights on Demand (IOD) tool. Discover features, case adjudication, monthly checklist, and more.

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Data Mining Process for SmartPay 3 DoD Program - Insights on Demand

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  1. SmartPay 3 DoD Data Mining Process (IOD 101) GPC Program Participants Insights on Demand Insights on Demand (IOD) is the Data Mining (DM) tool for DoD as part of the SmartPay 3 (SP3) Program. Features (As of 9/25/2019) • Rules Based – There is no ceiling or floor percentage that must be met. If a rule is broken, a case is created. Cases can also be manually created from transactions. • Business Rule Tailoring – A number of business rules (those categorized as Tier 2) can be tailored to better meet organizational needs. • Logic-Driven Questionnaire – Based on an answer provided to a question, only the subsequent applicable question will be provided. • Multiple Findings – Multiple findings can be selected when adjudicating a case. • Applicable Determinations – Only the determinations applicable to the most severe finding selected will be available for selection. • Monthly Checklist – A/OPC is responsible for completing a monthly checklist. (Replaces the Annual Managing Account Review when fully implemented.) • Semi-Annual Head of Activity Report – Requires the involvement of the Head of Activity. Report will outline the health of the program and will negate the need for separate OMB/DoD GPC Reporting. • Email Capabilities – Emails can be sent and received from within the application. The correspondence is linked to the case. • Managing Account Suspension – Ability to suspend MAs under the A/BO and A/OPC that are not performing their duties in DM. The tool has been configured to meet DoD requirements and presents a step forward in helping to reduce GPC improper use and ensuring management is aware of the health of the program. Eventual integration of Access Online to leverage additional data for data mining will enable IOD to reduce false positives while enriching the data mining process. Simplified Daily/Monthly Process Pages 2 and 3 describe this process in greater detail DoD IOD URL: https://iodgov.oversightsystems.us 10 Oct 2019 Page 1 of 4 3OP:021 DPC/Purchase Card User Guides (Links can be clicked in Slide Show mode) (Login and click on ”Training” on the lower left)

  2. SmartPay 3 DoD Data Mining Process (IOD 101) GPC Program Participants Insights on Demand Each Monthly Review Cycle lasts 55 days post billing cycle end A/BO Case Adjudication A/OPC Case Adjudication/Closure and Monthly Checklist • A/OPC reviews A/BO adjudicated case and adds recommended action. • A/OPC reviews and closes all cases. • A/OPC runs the A/OPC Monthly Report and reviews statistics. • A/OPC completes Monthly Review Checklist. • A/BO must adjudicate all cases prior to A/OPC completing the Monthly Review Checklist. • A/OPC should monitor A/BO adjudication rates and has the ability to suspend MAs. • Transactions sent to IOD for Data Mining. • IOD data mines transactions. • Cases created and assigned to the appropriate A/BO (A/BO is notified). • A/BO completes the case questionnaire and submits. • A/BO should check “My Cases” and “Open Cases” menus in IOD under “Profiles.” • A/BOs should adjudicate cases assigned to them throughout the billing cycle and not wait until the end. • A/BOs should complete adjudicating cases within 10 days post billing cycle end to give A/OPCs the time to complete their tasks. • Case is assigned to the appropriate A/OPC. OA/OPC Review • OA/OPC performs spot checks of the cases closed by the A/OPC. • OA/OPC ensures all A/OPC Monthly Review Checklists are completed. • OA/OPC should monitor A/OPC Monthly Review Checklist and has the ability to suspend all MAs under A/OPC as necessary. Terms and Definitions • Findings – Based on your review of the case, you may find that the transaction was, for example, unauthorized use. • Determinations – Based on the most severe finding, you determine if the transaction is classified under one of the six standardized Department disciplinary categories, also known as improper use (See Appendix L in the DoD Charge Card Guidebook). • Recommended Actions – Based on the determination selected, you may, for example, require reimbursement to the Government. 10 Oct 2019 Page 2 of 4 3OP:021 DPC/Purchase Card User Guides (Links can be clicked in Slide Show mode) (Login and click on “Training” on the lower left)

  3. SmartPay 3 DoD Data Mining Process (IOD 101) GPC Program Participants Insights on Demand Semi-Annual Head of Activity Reporting takes place every 6 months A/OPC Briefs the Head of Activity (HA) • A/OPC completes the 6th Monthly Review Checklist. • A/OPC runs the Semi-Annual Head of Activity Report. • A/OPC briefs the Head of Activity. • There is currently no way to systematically mark the task as complete and notify the OA/OPC that the task has been completed.* • The goals of this process are to ensure that oversight personnel, up to the HA at each level: • Are familiar with the health of the GPC program under their purview, and • Make appropriate course corrections when necessary. OA/OPC Briefs the HA (there may be 2 OA/OPC levels) • OA/OPC waits for all A/OPCs to complete their tasks. • OA/OPC runs the Semi-Annual Head of Activity Report. • OA/OPC briefs the Head of Activity. • There is currently no way to systematically mark the task as complete and notify the CPM that the task has been completed.* SP3 Governance The Integrated Solutions Team (IST) semi-annual governance meeting presents an opportunity for DoD to tweak the application to better identify improper use and to reduce data mining cases as a result of false positives. Members include individuals from MasterCard, IOD, U.S. Bank, DPC and the Service CPMs. Work with your CPM to learn more. CPM Briefs the HA and provides briefing to DPC • CPM waits for all OA/OPCs to complete their tasks. • CPM runs the Semi-Annual Head of Activity Report. • CPM briefs the HA (no later than June 15 and December 15). • There is currently no way to systematically mark the task as complete.* • CPM provides HA review results to DPC within 30 days of HA Semi-Annual briefs (no later than July 15 and January 15). *As of 10/10/2019 10 Oct 2019 Page 3 of 4 3OP:021 DPC/Purchase Card User Guides (Links can be clicked in Slide Show mode) (Login and click on “Training” on the lower left)

  4. SmartPay 3 DoD Data Mining Process (IOD 101) GPC Program Participants Insights on Demand Common Questions (A/OPC) Why is my Monthly Review “Not Ready to Certify?” (A/BO) I logged into IOD for the first time, where do I start? • In order to certify, all of the cases within that monthly cycle must be closed. • An easy way to find the open cases that need to be closed by cycle is to click on “Open Cases” on the left tool bar. • Next, above the center table, click on the drop-down menu found next to “Summarized By,” and scroll down to select “Cycle.” • In the center table, click on the menu heading “Cycle” to sort from oldest to youngest. Click the checkbox next to any cycle to display the cases from that cycle in the bottom table. • Click on “Profiles” located on the left side toolbar. • This will open a drop-down menu. In the drop-down, click on “My Open Cases.” • “My Open Cases” displays all cases where you are assigned as the owner. • If there are 0 records in “My Open Cases,” go back to the drop-down on the left tool bar and click on “Open Cases.” • “Open Cases” displays all cases which you have the permission to view, including those where you may be the alternate A/BO. (A/OPC) What reports can help me keep track of progress? (Any User) I am the Primary (A/BO or AOPC), but cases are being assigned to my Alternate. How do I correct this? • Actions and Findings Report – Shows the results of allclosedcases within your hierarchy • My Related User Report – Shows information on users within your hierarchy, including username, last login date, and reporting hierarchy • IOD assigns cases based on the Reporting Hierarchy and Functional Entitlement Groups found in AxOL. • If there is a single Primary with the correct Reporting Hierarchy, IOD assigns the case to that user. • If there are two or more Primaries, IOD will assign the case randomly to one of the Primaries. A/OPCs can additionally reassign the case by changing the owner. IOD Help Desk Contact Information:  • Email:   iodgov@oversightsystems.com • Phone: 855-213-8240 Need more help? -> 10 Oct 2019 Page 4 of 4 3OP:021 DPC/Purchase Card User Guides (Links can be clicked in Slide Show mode) (Login and Click on “Training’”on the lower left)

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