SmartPay®3 Transition Information and DoD Purchase Card Electronic Tools

The terms of the General Services Administration (GSA) SmartPay®3 (SP®3) Master Contract and the Department of Defense (DoD) tailored task orders (TTOs) require that all SP®2 accounts be deactivated for purchasing at 11:59 pm eastern standard time (EST) on November 29, 2018. New cardholder accounts will be issued and available for use beginning midnight EST on November 30, 2018.

SmartPay®3 Policy Memos and Guidance

Award of DoD SmartPay®3 Government Purchase Card Tailored Task Orders – SP3 Transition Memorandum #1

This memo introduces the newly awarded SmartPay®3 (SP®3) Tailored Task Orders (TTOs) to U.S. Bank: Department of the Army/Department of the Air Force/Defense Agencies and Activities and the Department of the Navy. It requires that all components immediately take action to resolve account delinquencies and disputes, and proactively manage Cardholder account spending limits to both reduce risk of theft or loss, and complete transaction reviews in the applicable data mining system (i.e., PCOLS or PAT).

Mandated Closure of Purchase Card on Line System Data Mining Open Cases – SP3 Transition memorandum #2

This memo facilitates the orderly sunset of the subject process and complies with the requirements to close all Data Mining (DM) cases no later than 21 December 2018 as set forth in the “Award of DoD SmartPay®3 Government Purchase Card Tailored Task Orders” memorandum. Due to the high number of open cases requiring adjudication, the Defense Pricing and Contracting/ Contracting eBusiness office (DPC/CeB) has determined that a stratified sampling review of the DM Open Case Backlog will be required. DPC/CeB plans to release two iterations of a spreadsheet listing all open DM cases on approximately 15 October 2018.

Appointment of Government wide Commercial Purchase Card Officials - SmartPay® 3 Transition Memorandum #3

Well defined roles and responsibilities is a key internal control requirement for successful execution of the Department of Defense (DoD) Government wide Commercial Purchase Card (GPC) program. To ensure GPC officials are consistently held accountable to execute standard enterprise-wide roles and responsibilities, the Joint Appointment Module (JAM), which deployed as an application within the Procurement Integrated Enterprise Environment (PIEE) in September 2018, is now the enterprise tool for appointing and delegating authority to GPC personnel.

Delay in Data Mining Case Adjudications within Insightson Demand – SP3 Transition Memorandum #4

Due to a hierarchy issue with Insights on Demand (IOD), U.S.Bank’s data mining solution for SmartPay® case assignments for adjudication havebeen delayed. Case assignments will begin on approximately December 19, 2018,at which point A/BOs will need to immediately begin adjudicating their cases.All efforts will be made to accelerate this date and mitigate the impact ofthis delay.

Purchase Card Online System Data Mining Case ClosureNon-Compliance Ramifications – SP3 Transition Memorandum #5

On October 11, 2018, OUSD(A&S) DPC/CeB mandated that allopen SmartPay (SP) 2 data mining (DM) cases valued at $1,000 or greater shallbe closed no later than December 21, 2018. Until such closure/adjudication, SP3successor accounts are to have transaction authority of $1. To ensurecompliance with this policy, on January 7, 2019, OUSD(A&S) DPC/CeB willdirect U.S. Bank to reduce the managing account (MA) transaction authority foreach SP3 successor account with open DM cases. Once the open cases have been closedat the MA level, the preexisting account thresholds will be reinstated.

Department of Defense SmartPay® 3 Government-wide Commercial Purchase Card Policies, Procedures and Tools – SP3 Transition Memorandum #6

This memo and its attachment specify updated policies, procedures, and electronic program management and control compliance tools mandated for use by all DoD Components executing transactions under the terms of the U.S. Army, U.S. Air Force and Defense Agencies and Activities, and U.S. Navy GPC SP3 Tailored Task Orders.

Purchase Card On Line System Data Mining Case Closure, Phase 2 – SP3 Transition Memorandum #7

This memo addresses the status of the required closure of Purchase Card On-Line System (PCOLS) data mining cases under SmartPay® 2. The remaining unadjudicated PCOLS cases with transactions valued at $1,000 or greater that posted after September 15, 2018, must be closed within three weeks of April 19, 2019. DPC will instruct U.S. Bank to reduce the associated SP3 Managing Accounts' transaction authority to $1 for all cases remaining open past the suspense date, if not already reduced.

Closeout of Air Force/Defense Agencies SmartPay® 2 Task Order - SP3 Transition Memorandum #8

DPC/CeB is initiating the SP2 AF/DA task order closeout process. This will first require closeout of all SP2 managing and cardholder accounts, including Annual Managing Account Reviews, SP2 GPCs and convenience checks, and other SP2 closeout items. A/OPCs are required to close outstanding delinquencies, disputes, and other open transactions in a timely manner, working with the bank until all CH and MA accounts under their purview are closed.

Components are required to close the cases on the electronic version of the spreadsheet distributed by CeB on April 19, 2019, within three weeks of that date.

Refund Validation under SmartPay® 3 - SP3 Transition Memo #9

Every quarter, the Component Program Manager (CPM) or his/her designee is responsible for working closely with the Comptroller to ensure that the accuracy of refunds earned are validated and that refund receipts are properly recorded. CPMs and Comptrollers can use the bank's Quarterly Refund Summary and Quarterly Refund Detail reports to validate refunds earned.

Deployment of Procurement Integrated Enterprise Environment Joint Appointment Module Government-wide Commercial Purchase Card Cardholder Appointment Capability - SmartPay® 3 Transition Memorandum #10

On June 23, 2019, the Procurement Integrated Enterprise Environment Release 6.0.0 deployed the ability to issue Joint Appointment Module (JAM) GPC Cardholder (incorporates carded, cardless, and convenience check accounts) appointments, including 10 GPC CH Special Designation Authority Types. This release completes the initial implementation of the GPC JAM appointment workflow capability for all GPC roles that require formal delegation authority and/or appointment.

Procurement Integrated Enterprise Environment 6.0.0 Release

The Procurerment Integrated Enterprise Environment (PIEE) 6.0.0 release deployed June 24, 2019. This release impacts the following enterprise-wide capabilities: (1) the Electronic Data Access (EDA) system, (2) the Contracting Officer Representative Tracking (CORT) Tool (reengineered into the Joint Appointment Module (JAM) and Surveillance Performance Monitoring (SPM)), and (3) an enhancement for Government Purchase Card (GPC) Cardholder roles to be available for nomination and appointment in JAM.

DoD SmartPay® 3 GPC High-Risk Merchant Category Code (MCC) List [CAC enabled]

Monthly AOPC and Semi-Annual HA Review Report Format

SmartPay®3 Systems

SP3 GPC System Summary Functional Workflow

Procurement Integrated Enterprise Environment

Procurement Integrated Enterprise Environment (PIEE) is a Procurement Portfolio Capability that:

  • Leverages cloud technology
  • Uses single sign-on (SSO) capability to access system applications hosted internal and external to the environment
  • Standardizes access management using standard role-based access to applications
  • Standardizes procurement hierarchy for purchase card and procurement
  • Enables rapid development and deployment of applications
  • Enables a growing set of Application Programming Interfaces (API) to other systems dependent on procurement data
  • Provides common services (testing, Continuity of Operations (COOP), archive retention, security) to applications hosted in the environment
  • Enables a data environment that leverages data from multiple applications
  • Enables the Purchase Card community to manage appointments, training, oversight and reporting along with the ability to Single Sign On to EAS and DM tools based on a standardized DoDAAC hierarchy.

In August 2018 the WAWF eBusiness suite was rebranded as PIEE; the Invoice, Receipt, Acceptance and Property Transfer (iRAPT) application returned to its original name, WAWF. The timing of this rebranding coincided with a software release that will streamline various Enterprise operational support capabilities (e.g., common test, continuity of operations, archive retention, security, etc.)

GPC Joint Appointments Module (JAM) Overview

This document provides an overview of the Joint Appointments Module (JAM). JAM is a new application available in the Procurement Integrated Enterprise Environment (PIEE) eBusiness Suite (formerly called Wide Area Workflow (WAWF)) that is mandated for use by GPC program participants to initiate, review, approve, store, and terminate GPC appointment/delegation letters (e.g., Cardholder Delegation of Authority/Appointment Letters). Components will not be required to issue or retain paper copies of appointments issued using JAM.

Joint Appointments Module (JAM) GPC Role Descriptions

This document provides a table that lists each GPC JAM and PIEE role. The table (1) provides a crosswalk to the former SmartPay 2 roles (when applicable), (2) identifies who requests each role, (3) states whether each role results in a JAM appointment, (4) indicates if/how PIEE access is initiated, and (5) identifies whether a warrant is issued for the role. It also describes the four approaches for identifying individuals authorized to sign JAM GPC Delegation of Authority / Appointment Letters, and it addresses JAM appointments for FedMall shoppers.

PIEE JAM Sample Appointment Letters

PIEE JAM OA/OPC (with Delegating Authority) Appointment Letter
PIEE JAM OA/OPC (without Delegating Authority) Appointment Letter
PIEE JAM A/OPC (with Delegating Authority) Appointment Letter
PIEE JAM A/OPC (without Delegating Authority) Appointment Letter
PIEE JAM CPM Appointment Letter
PIEE JAM A/BO Appointment Letter
PIEE JAM CO DD Form 577
PIEE JAM CH (with all Special Designations) Appointment Letter

US Bank Access Online

US Bank Access Online (AxOL) is the SP®3 electronic access system in which account maintenance, transaction management and order management take place.

AxOL Enterprise Purchase Log Requirements [CAC Enabled]

US Bank Transaction Approval Manual

MasterCard Insights on Demand

MasterCard Insights on Demand (IOD) is the SP®3 data mining tool used to adjudicate cases, and perform oversight functions. Details about how to access IOD will be made available prior to the November 30, 2018 SP®3 transaction start date.

Training


Data Mining

Completion of SP3 IOD data mining training is MANDATORY for all DoD Approving/Billing Officials (A/BOs) and Agency/Organization Program Coordinators (A/OPCs), and highly recommended for Oversight A/OPCs (OA/OPCs) and Component Program Managers (CPMs). The goal of this training is to help individuals learn how to navigate the IOD platform and leverage its features to review, research, and resolve cases, as well as to conduct program oversight.

Training can be completed in three ways:

1.  Register for and attend an online IOD webinar. You can access the schedule that lists current webinar dates/times by logging into AxOL, clicking “Training,” scrolling to the “Insights on Demand” topic in the Announcements area, and copying the URL into a new browser tab.

2.  Watch a recording of the IOD webinar. You can access the recording by logging into AxOL, clicking “Training,” scrolling to the “Insights on Demand” topic in the Announcements area, and copying the URL into a new browser tab.

3.  Attend in-person training. You can access a form to schedule in-person training by logging into AxOL, clicking “Training,” scrolling to the “Insights on Demand” topic in the Announcements area, and copying the URL into a new browser tab. A minimum of 20 trainees is required for onsite training.

AFTER COMPLETING THE COURSE, PLEASE TAKE THE FOLLOWING STEPS TO ENSURE YOU RECEIVE COURSE CREDIT:

***If you completed the course by watching the recorded webinar (#2 above), YOU ARE REQUIRED TO SEND AN EMAIL TO: iodgov@oversightsystems.com with the subject “IOD DOD Training Video Completion.” Your training completion will NOT be captured unless you use this exact subject line. The body of the email can be left blank.

1.  Print the certificate and fill it out. Your training certificate will be the last slide in the training deck.

2.  Once you have established a Procurement Integrated Enterprise Environment (PIEE) account, ensure the certificate is loaded into your profile. For information on uploading training certificates to PIEE, see 3OP010 - Uploading Training Certificates to PIEE-JAM.

Additional IOD training materials, including user guides, supplemental training lessons, and related documentation, are available on U.S. Bank’s AxOL WBT page under “Create and run reports and statements.”

Joint Appointment Module (JAM)

JAM Web-Based Training

JAM web-based training modules are available as both video “point and click demos” and “scripted screen shots.” They include topics such as how to register for GPC roles and request access to the Procurement Integrated Enterprise Environment (PIEE) (e.g., GPC Delegating / Appointing Authority Registration workflow) and how to request/process specific JAM appointments (e.g., Agency/Organization Program Controller (A/OPC) Appointment workflow).

Department of Defense Activity Address Code (DoDAAC) Basics Training

DoDAAC Basics Training provides a primer on what DoDAACs are and how they are used in the Procurement Integrated Enterprise Environment (PIEE) hierarchy. The PIEE hierarchy is the organizational structure used to support JAM appointments.

Other SmartPay® 3 Training Resources

GPC Program One-Pagers

GPC Program One-Pagers are “quick start guides” that address various GPC policies and systems. Many One-Pagers have been developed to address items related to SmartPay® 3 systems.

U.S. Bank Web-Based Training

U.S. Bank offers a wide variety of training resources related to use of Access Online. These resources can be accessed at https://wbt.access.usbank.com; or for users with current Access Online passwords by logging in at https://access.usbank.com and clicking on the Training link.

Governmentwide Commercial Purchase Card Program Policies & Directives, August 2018

This presentation from the 2018 GSA SmartPay® Training Forum provides an overview of topical issues related to DoD policies, procedures, and directives, and how they relate to the Governmentwide Commercial Purchase Card (GPC) Program. It provides a brief overview of the newly implemented SmartPay® 3 Task Orders and transition tasks, as well as information on the Procurement Integrated Enterprise Environment (PIEE), Joint Appointment Module (JAM), and GPC Oversight Module.

DoD GPC Electronic Systems, August 2018

This presentation from the 2018 GSA SmartPay® Training Forum provides updates on the electronic systems used to manage DoD GPC programs. It addresses how users can access various programs affiliated with processing these requests. This includes recent updates to the Purchase Card Online System (PCOLS), which will cease operation at the conclusion of SmartPay® 2; the Procurement Integrated Enterprise Environment (PIEE), Joint Appointment Module (JAM), and Wide Area Workflow (WAWF).

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