United States Department of Agriculture Office of Procurement

United States Department of Agriculture Office of Procurement and Property Management Charge Card Service Center USDA Opening Session John Mc. Cain, Program Manager Charge Card Service Center (CCSC) 2009 GSA Smart. Pay® Conference Tuesday July 28, 2009 10: 00 -11: 10 am Room North 231 A-C, Phoenix Convention Center

Agenda § Welcome § John Mc. Cain, Program Manager Charge Card Service Center (CCSC) § Introductions § CCSC Team § US Bank Team § Conference Expectations § CCSC Update § Questions 2 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

Welcome CHARGE CARD SERVICE CENTER (CCSC) Purchase Card 3 Travel Card USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference Fleet Card

Introductions § CCSC Team § John Mc. Cain- 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) 4 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

Introductions § US Bank § Scott Helms, Director, Civilian Accounts § Scott Kelly, Relationship Manager § Ernest Edwards, Account Manager § Jennifer Dalhed, Account Coordinator § Traci Barber, Solutions Consultant 5 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

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 6 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

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 Intelli. Link § MOLMs 7 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

CCSC Program Overview Mission 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 8 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

CCSC Program Overview Increasing Transparency through Oversight, Management & Improvement § Department-wide Governance and Oversight § Performance Based Program Oversight & Management § Strict Controls – Account Management and A-123 Fraud/Abuse Analysis (A & B) § Procedure and Training Change Management § Fund Management Tax Recovery § Maximize Rebates § Tax Recovery § Strategic Sourcing § Product Management Risk Controls Management Card Acct Management § Fleet (alternative fuels, individual accountability) § Purchase (alternative payments) § Travel (Centrally Billed Account (CBA)) 9 Data Mining & Reporting U. S Bank Services Scope Management Process Improvement SMEs Transaction Management (FY 09 -18) Schedule Management Strategic Sourcing Training Cost Management Merchant Acceptance Information Assurance Fraud & Abuse Analytical & Management Technology Consulting Staff Support Quality Management (Interface & EAS) IV&V Regulatory Compliance Process Improvement Communications Management USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

Measured Performance and Outcomes Goal: Reduce Payment File Turn 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. File Turn (Days) 10 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

Measured Performance and Outcomes Goal: Increase Rebates Goal Summary of Outcome USDA increased the estimated basis point rebates for all lines of business in the first quarter since transition go-live Increase Rebates from the Bank with US Bank resulting in nearly $200 K more in Q 1 FY 09 rebates. Basis Points (BP) 11 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

Measured Performance and Outcomes Goal: Reduce use of Convenience Checks Goal Summary of Outcome Reduce use of Convenience Checks USDA reduced the use of convenience checks from FY 07 to FY 08 by nearly 20%. FY 07 Charge Card Spend 12 FY 08 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

Measured Performance and Outcomes Goal: Reduce Invalid Accounting Errors 13 Goal Summary of Outcome 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. üReduced the number of Invalid Cardholder Default Account Codes from 2, 224 to 106 üReduced 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. 5 M üReduced the number of unapproved transactions in Access. Online from 31% to 22% of total transactions USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

Measured Performance and Outcomes Goal: Reduce Hierarchy Mismatches and Re-allocations Goal Summary of Outcome Since transition go-live on 11/30/2008, USDA has worked diligently with US Bank to stabilize the Access. Online application setup, correct hierarchy mismatches and work with cardholders to reallocate purchase and fleet transactions with invalid accounting. Stabilize Access. Online üWorked with the AFPCs to reduce the invalid Application setup, reduce hierarchy mismatches and re transactions for Fleet cardholders from 687 to 0 üWorked with the AOPCs to reduce the invalid -allocations due to invalid transactions for Purchase cardholders from 20, 232 accounting to 1 üWorked with the AOPCs for Purchase to reduce the hierarchy mismatch from 119 to 1 üWorked with the AFPCs for Fleet to reduce the hierarchy mismatch from 3, 214 to 5 14 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

Measured Performance and Outcomes Goal: Increase Communication and Outreach Goal Summary of Outcome Increase Cardholder and APC Communication and Outreach USDA has implemented numerous communication channels since transition and continues to roll-out new training, as necessary. CCSC PMO Dashboard for Communications (as of 06/03/09) 15 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

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 Materials § Distribution 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” 16 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

DR 5013 -6 Status & Guides/ Reference Materials, cont… § Guides/Reference Materials continued… § Completed Guides/Reference Materials • • • 17 Coordinator’s Purchase Program Guide Cardholder’s 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 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

CCSC Website Redesign Home Page http: //www. da. usda. gov/procurement/ccsc 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 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

CCSC Website Redesign Purchase Card Page Card image placed in banner Enhanced navigation menu within Purchase Card page Purchase Card now selected View : News Notices Policy and Guides Training Points of Contact AND MORE. . . Purchase Card front and back image USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

CCSC Website Redesign Newsroom Page News links grouped by Card line with the latest update displayed Access older News in the Archive USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

Additional Training § Visa Intelli. Link § 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 21 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference

Questions 22 USDA Charge Card Service Center USDA Opening Session - GSA Smart. Pay 2 Conference