Transcript Slide 1

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P-Card Lean Launch 90-Day Report
P-Card Activity
No. Transactions
No. Auto
Released
FY 13
CALS
CHE
SAU
UBSC
VET
42,783
6,752
21,177
40,076
21,352
2,746
241
1,625
706
1,006
6.42%
3.57%
7.70%
1.76%
4.71%
$7,569,646.73
$1,245,188.35
$6,255,382.66
$13,039,129.62
$7,976,022.60
$36,085,369.96
FY 14 YTD
(9/11/13)
CALS
CHE
SAU
UBSC
VET
7,865
979
3,639
6980
4431
292
5
146
113
52
3.71%
0.51%
4.00%
1.60%
1.20%
$1,478,252.44
$180,838.78
$1,045,459.99
$2,318,497.16
$1,733,343.64
$6,756,392.01
% Auto Released Amount
P-Card Lean Launch 90-Day Report
Lean Goals/Objectives:
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•
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Increase the efficiency and compliance of p-card activity.
Reduce time and duplication of effort spent on p-card
activity.
Obtain and track documentation for p-card transactions.
P-Card Lean Launch 90-Day Report
Roles and Responsibilities
• Clearly defined Roles and Responsibilities have been defined in
the pcard transaction process:
1) cardholder; 2) scanner; 3) department contact(s); 4) BSC
p-card coordinator
• A Memorandum of Understanding (MOU) will be required by
the BSC to submit p-card receipts and documentation
electronically.
https://cornell.app.box.com/files/0/f/875997588/1/f_1019173
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Team: Jeanine (Lead), Tara, Lisa, Andy, Sherry G.
P-Card Lean Launch 90-Day Report
Electronic Application
• Supervisor and unit determine need/eligibility, per Section
301 of the Buying Manual and Procurement Gateway.
• Supervisor/Dept Business Manager will initiate Cynergy Pcard
Application edoc
• EDoc is then routed to FTC/BSC Director for approval.
• If FTC/BSC Director approves the application, the edoc is
routed to Credit Card Programs for final approval.
Team: Becky (Lead), Sherry G., Donna, Jeanine
P-Card Lean Launch 90-Day Report
Electronic Application
• If Credit Card Programs approves the application, the Pcard
Cardholder Agreement edoc is initiated and routed to
cardholder for approval with instructions to review pcard
policy and complete pcard tutorial.
• If cardholder approves Cardholder Agreement, a pcard is
issued by Credit Card Programs.
**
At any time during this process an edoc can be disapproved and the document process is
cancelled.
P-Card Lean Launch 90-Day Report
SharePoint Electronic Library
• SharePoint, a program in the 365 Office Enterprise has been
identified as the most efficient and cost-effective solution for
transmitting pcard receipts to the BSC electronically.
https://sharepoint.ag.cornell.edu/sites/BSC/C1/default.aspx
Team: Andy (Lead), Lisa Marsh, Sherry Guernsey, Jeannine, Gwen
P-Card Lean Launch 90-Day Report
Education – Cardholder - highlights for the cardholder during
this process are:
• The creation of an automatic email reminder after the
transaction has been in the coordinator’s queue for 10 days
• A clearer definition of the business purpose provided by Jeff
Silber
• Training guide that puts all the information needed about the
responsibilities of having a p-card issued in one place
https://cornell.app.box.com/files/0/f/876000540/1/f_101406
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Team: Cherie, Donna (Leads), Nancy, Tara, Lisa, Amy, Robin, Cathy, Becky
Procurement Card Training
P-Card Lean Launch 90-Day Report
Education – PCard Scanners - new role based on the lean
process.
• The Scanner may reside in the department and scan receipts
into the electronic library if an MOU has been put in place
with the BSC
• The electronic library will be maintained with Sharepoint
https://cornell.app.box.com/files/0/f/876000540/1/f_100
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Procurement Card Scanning
P-Card Lean Launch 90-Day Report
Education –Department Contact Role (person in the
department that is a p-card contact) - highlights for the
department in this process are:
• Department approval of account balance by indicating
“balance ok” on receipt and sending to BSC to alert the
coordinator that the department is aware of the account and
it is appropriate to use
• Joint meetings with the BSC coordinator to conduct new
cardholder orientation with new cardholders
• Electronic application process as described earlier will
streamline the process for obtaining new cards
• Reporting tools in Spendviz for department tracking of autos
https://cornell.app.box.com/files/0/f/876000540/1/f_101656
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Procurement Card Department
Contact
P-Card Lean Launch 90-Day Report
Education – BSC Pcard Coordinator -(person who clears the
transactions in the BSC) - highlights for the coordinator role in
this process are:
• A uniform process in the BSC for clearing accounts
• Electronic attachment of receipts to eliminate duplication of
scanning by department and BSC
• New p-card holder orientation with department to meet
cardholders and “put a face to a name”
• Automated email at 10 days will eliminate the need for
manual notification of cardholders and give one consistent
message from the center
• Creation of the scanning MOU which will enable the process
to be more streamlined electronically across the colleges.
https://cornell.app.box.com/files/0/f/876000540/1/f_101656
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Procurement Card Coordinator
Training
P-Card Lean Launch 90-Day Report
Next steps:
• Put the PowerPoint Training Guide for p-card holders on the
gateway.
• Put all training guides on the respective BSC websites for
quick reference by users.
• Conduct training sessions with departments on the new
process
• Continue to monitor the pilots (automatic email and
SharePoint) to continue to improve the education guides.
P-Card Lean Launch 90-Day Report
Compliance Process & KFS Enhancements
P-Card holders will receive the following automated receipt
reminder on the 10th day after a transaction has posted to the pcard transaction queue. Example from pilot follows:
Subject: Your PCard Status
Message:
Dear PCard holder,
The PCard transaction(s) included in this email have not been processed due to lack of required documentation.
Kindly forward receipt(s) to your service center [or unit scanner] with a detailed business purpose and an account
number. If you believe this to be a fraudulent charge, please contact US Bank and your PCard Coordinator
immediately. If you have already sent the receipt, please disregard this message.
Please don’t reply to this email, contact your BSC PCard Coordinator directly.
Team: Sherry T. (Lead), Becky, Cherie, Norma, Susan, Rich
P-Card Lean Launch 90-Day Report
Compliance Process & KFS Enhancements
• Automated Tracking of non-compliant transactions is currently
in a test environment with the KFS Payment Activity
Dashboard that identifies PCard transactions over a 12-month
rolling period that have ‘auto approved’.
https://obieeprod.cit.cornell.edu/analytics/saw.dll?Dashboard
P-Card Lean Launch 90-Day Report
Compliance Process & KFS Enhancements
• A second option exists for both the BSC and Units with
Spendviz.
http://spendviz.dfa.cornell.edu/kfs/PcardLookup.aspx
P-Card Lean Launch 90-Day Report
Compliance Process & KFS Enhancements
Next steps:
Subcommittee:
• Continue to monitor the number time BSC is reaching back to
dept/card holder
• The number of autos
• Continue to work with DFA to explore tracking and
compliance options via reporting or enhancements to KFS
• Potentially have indicator that would generate ‘warning letter’
• Prohibited transactions
P-Card Lean Launch 90-Day Report
SOP/Best Practice Receipt Process
The team continues to document each step of the p-card
transaction process in a Best Practice/Standard Operating
Procedure (SOP). An outline of the SOP has been completed
and will be finalized as work flow processes move from the
pilot to implementation phase.
Team: Tara
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P-Card Lean Launch 90-Day Report
Next steps:
• Continue sub committees to complete open items
• Meet again as needed and in 60 days to discuses continued
progress
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P-Card Lean Launch 90-Day Report
Successes:
• Identify SharePoint as the electronic document
management tool
• Business purpose and allocation document
• Roles and responsibilities clarification
• MOU
• Auto p card GEC initiation clarification
• Automated 10 day email communication
• Compliance dashboard reports
• Developed education Power Point presentations
• Not chasing auto’d p cards after 30 days
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