U.S. General Services Administration

Using EMMA and AIM for DOD Purchase Card On-Line System (PCOLS)LaKeisha GillLead PCOLS InstructorDefense Logistics Agency-Log Info SvcJuly 31 – August 2, 2012 U.S. General Services Administration

2012 GSA SmartPay Conference “Fine Tune Your Payments Program With GSA SmartPay”

Using EMMA and AIM for DOD PCOLS House Rules A/OPCs and F/RMs (agency name) To ensure the best possible learning experience for participants, please adhere to the following house rules: • Turn electronic devices to vibrate • No video taping or audio recording is allowed • Hold questions to end of session • Ensure your participant badge is scanned to receive full credit for each course

Using EMMA and AIM for DOD PCOLS A/OPCs and F/RMs Course Description This session is for Agency/Organization Program Coordinators (A/OPCs) and Financial / Resource Managers (F/RMs). Discussions will include instructions on using the Authorization, Issuance and Maintenance (AIM) and Enterprise Monitoring and Management of Accounts (EMMA) applications 4

Using EMMA and AIM for DOD PCOLS Agenda A/OPCs and F/RMs • Preliminary Steps in PCOLS • Maintaining EMMA • Maintaining AIM • Interactive Tutorial on Creating New Managing and Cardholder Accounts • Common Issues and Errors • Helpful hints for using EMMA and AIM • PCOLS A/OPC and F/RM Checklist

Using EMMA and AIM for DOD PCOLS A/OPCs and F/RMs Preliminary Steps in PCOLS 6

Using EMMA and AIM for DOD PCOLS Preliminary Steps in PCOLS A/OPCs and F/RMs • Participate in online or classroom training on PCOLS • CLG005 • Deployment Packet • Build Organizational Hierarchy in EMMA • EMMA Automated Provisioning Spreadsheet or manual provisioning • Provisions users into roles and tokens redeemed • A/OPC completes their profile in AIM • A/OPC completes account migration in AIM for Managing and Cardholder Accounts

Using EMMA and AIM for DOD PCOLS A/OPCs and F/RMs Maintaining EMMA

Using EMMA and AIM for DOD PCOLS EMMA A/OPCs and F/RMs

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in EMMA A/OPCs and F/RMs Adding an Organization

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in EMMA A/OPCs and F/RMs Adding an Organization (Continued)

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in EMMA A/OPCs and F/RMs Viewing an Organization

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in EMMA A/OPCs and F/RMs Adding a Role

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in EMMA A/OPCs and F/RMs Adding a User 14

Using EMMA and AIM for DOD PCOLS A/OPCs and F/RMs Maintaining AIM

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs TheA/OPC is the gatekeeper for maintenance actions from AIM to the bank.

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs • Update A/BO and Resource Manager • Update Account Status • Cancel • Suspend • Reactivate • Update Financial Information • Lines of Accounting • Merchant Category Codes • Update Purchase Limits (Increase and Decrease)

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs • Update Office Name and Justification • Update Unit Identifier Code (UIC) and/or Obligation • Update Organization Name • Update Appointment and Review Dates

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs Update A/BO Welcome User

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs Update A/BO

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs Update Resource Manager user.name@email.mil user.name@email.mil

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs Update Resource Manager

Using EMMA and AIM for DOD PCOLS Update Account Status in AIM A/OPCs and F/RMs Suspending a Managing Account

Using EMMA and AIM for DOD PCOLS Update Account Status in AIM A/OPCs and F/RMs Cancelling a Managing Account

Using EMMA and AIM for DOD PCOLS Update Account Status in AIM A/OPCs and F/RMs Reactivating a Managing Account

Using EMMA and AIM for DOD PCOLS Update Financial Information A/OPCs and F/RMs

Using EMMA and AIM for DOD PCOLS Update Financial Information A/OPCs and F/RMs Updating Purchase Limits (Increase)

Using EMMA and AIM for DOD PCOLS Updating Financial Information A/OPCs and F/RMs Updating Purchase Limits (Decrease)

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs • Update Office Name and Justification

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs Update Unit Identifier Code (UIC) and/or Obligation

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs • Update Organization Name

Using EMMA and AIM for DOD PCOLS Maintaining Accounts in AIM A/OPCs and F/RMs Update Appointment and Review Dates

Using EMMA and AIM for DOD PCOLS A/OPCs and F/RMs

Using EMMA and AIM for DOD PCOLS Creating a New Managing Account in AIM A/OPCs and F/RMs

Using EMMA and AIM for DOD PCOLS Department of Defense Creating a New Cardholder Account in AIM A/OPCs and F/RMs

Using EMMA and AIM for DOD PCOLS A/OPCs and F/RMs Interactive Tutorial

Using EMMA and AIM for DOD PCOLS Department of Defense A/OPCs and F/RMs

Using EMMA and AIM for DOD PCOLS Helpful Hints for Using EMMA and AIM A/OPCs and F/RMs • Use the “Accounts in Process” tab in AIM when you would like to view the status of a workflow. • Check POC List for users that have been removed from EMMA • Do not make an update in AIM that has been done at the bank. • Everyone involved in the workflow will receive a notification by E-mail

Using EMMA and AIM for DOD PCOLS A/OPCs and F/RMs PCOLS A/OPC and F/RM Summary 41

Using EMMA and AIM for DOD PCOLS PCOLS A/OPC Checklist A/OPCs and F/RMs • DEERS – Ensure physical work address is correct and update when necessary • EMMA – Establish new Organizations and provision roles and permissions to users • AIM – Utilize the “Accounts In Progress” tab to track progress of the workflow. Review and submit to the bank

Using EMMA and AIM for DOD PCOLS PCOLS A/OPC Checklist A/OPCs and F/RMs DEERS User Name Big Military Base Smalltown, AA 12345 123-456-789 User.name@email.mil

Using EMMA and AIM for DOD PCOLS PCOLS A/OPC Checklist A/OPCs and F/RMs EMMA Email with the Token enclosed User.name@email.mil This is the token This is the time given to redeem the token

Using EMMA and AIM for DOD PCOLS PCOLS A/OPC Checklist A/OPCs and F/RMs Adding an Organization

Using EMMA and AIM for DOD PCOLS PCOLS A/OPC Checklist A/OPCs and F/RMs Adding a Role

Using EMMA and AIM for DOD PCOLS PCOLS A/OPC Checklist A/OPCs and F/RMs Provisioning 47

Using EMMA and AIM for DOD PCOLS A/OPCs and F/RMs Common Issues and Errors 48

Using EMMA and AIM for DOD PCOLS Common Issues and Errors A/OPCs and F/RMs Bank Submission Failure Errors: • Error: No Maintenance Required • Error # 01: 520117: The segment values provided are either individually not valid and/or the combination of these values are not valid. • User ID Rights • Error # 01: 520113: A valid organization short name must be provided • A Valid Address

Using EMMA and AIM for DOD PCOLS A/OPCs and F/RMs Interactive Tutorial on a Managing and Cardholder Account 50

U.S. General Services Administration