Implementing a Program Management Plan

Transcription

1 GSA SmartPay 2010 Conference Implementing a Program Management Plan Heelay Yaftali Vice President

2 12 th Annual GSA SmartPay Conference Atlanta, GA August 10-12, 2010

3 House Rules To ensure the best possible learning experience for participants, please adhere to the following house rules: Turn cell phones and pagers to vibrate Hold questions to end of session Ensure your participant badge is scanned to receive CLP credits For each course Must leave room and re-enter Take advantage of opportunities to provide feedback Please select the Ask Citi icon on any Citi PC at the conference Answers to be ed after the conference within 45 days

4 Goals & Objectives This course is designed to assist you in achieving the following objectives: Design a blue print of an effective and efficient program management plan Define Roles and Resources Administer effective controls Identify Best Practices

5 Agenda 1. Roles and Resources 2. Program Setup 3. Account Setup and Maintenance 4. Program Administration 5. Best Practices

6 1. Roles and Citi Resources

7 Roles and Responsibilities Agency level Agency Team: AOPC Focal point of contact Program setup and on going inquires Training Documenting Reporting Approving Official Specific to purchase card program Review and certify transactions Understanding acquisition regulations

8 Roles and Responsibilities Agency level Agency Team: Billing Officer Disputes Officer

9 Roles and Responsibilities Citi support staff Citi Team: Customer Service (800) Collect (904) Available 24/7 Available for cardholders and non cardholders Helpdesk (800) Collect (904) pm EST Available for cardholders and non cardholders Technical Assistance CAS (888) collect at pm EST Available for non cardholders Account Manager Monitor Program Performance Identify Opportunities Long-term goals

10 Resources At Your Finger Tips! Forms AOPC guides Training material SmartPay 2 presentations and general information CitiManager Secure CCMS CCRS Program Dashboards PAT CSP Library Agency internal tools and systems

11 2. Program Setup

12 Program Setup Setup processes are fundamental to the design of the card program. Policies and Procedures Hierarchy Program Liability Billing account Cycle for payment Invoicing Payment Citi Resources Training Audit Requirements

13 Program Setup Policies and Procedures Why and the how your program will be managed. Policies and Procedures should include: Agency Strategy for card program Guidelines for usage Parameters for card setup Cardholder responsibilities AOPC responsibilities Reallocation process and guidelines Enforcement of policies

14 Program Setup - Hierarchy Foundation of agency reporting structure at Citi. AOPC will work with CAS to build hierarchy Hierarchy structure mirrors the organization structure Exceptions for dotted line reporting Hierarchy setup impacts reporting

15 Program Setup Program Liability Who is responsible for Payment? Individual Liability Travel card Spilt Pay Central Liability Travel Purchase Declining Balance Cards Fleet

16 Program Setup Billing and Payment Setting up billing and invoicing to initiate payment. Billing account Setup at agency level by CAS Roll up level for all transactions Cycle for payment Statement close date Purchase cardholder accounts refresh with cycle end Invoicing Cardholders access to invoice via online or paper Central invoices are sent to designated billing officer at cycle end via electronic or paper Payment Cardholder payment online or via check, wire Agency payment options include wire, ACH

17 Program Setup - Training OMB Circular A-123, Appendix B Includes AOPC, AO, Other accountable officials and cardholders All program participants trained prior to appointment Refresher training at minimum every 3 years Participants to certify training requirements completed Training certificates to be maintained per NARA Schedule 1, Item 10a Training requirements vary by program type purchase, travel, fleet

18 3. Account Setup and Maintenance

19 Account Setup and Maintenance Request for expenditure: Employee notifies AOPC AOPC approves AOPC and cardholder work together to complete application Online (CCMS) - ttps://home.cards.citidirect.com Paper (fax/mail) - Card Delivery options Bulk shipping/activation Designated address

20 Account Setup and Maintenance Help minimize risk and restrict purchases Creditworthiness Scores of less than 660 dictate issuance of restricted card Merchant Category Codes (MCC) and Groups (MCCG) Restrict or allow where card can be used Dollar restriction per: Card level Transaction level Cash/convenience check 6 60 Use CCMS to maintain and review parameters and thresholds

21 4. Program Administration

22 Program Administration Manage through CCMS! Manage contacts Assign User Group and Contact Type Request entitlement Setup Alerts Review Transactions/allocations Initiate and review disputes Review and Audit Maintenance Requests

23 Program Administration Reporting and Documentation ) Follow and be familiar with OMB A-123 Performance metrics based on OMB requirements for Travel and Purchase cards Annual statistical report to OMB Provides metrics based on cards that are in the program and their usage Bi-annual narrative report to OMB Describes the agencies card program Monitoring and review process Voucher submission Monthly performance metrics Delinquency Metric Tracking System cfo/public

24 Program Administration - Best Practices Empower and hold accountable! Institute mandatory and recurring compliance training Discuss policies, employee responsibilities Educate cardholders that the card is for authorized use only Educate cardholders on their rights to dispute fraudulent charges Publish procedures and widely distribute Use your intranet Incorporate policies into new cardholder training Use policies as the outline for training agenda

25 Program Administration - Best Practices Setup process should include: Internal process to receive cards / distribute to cardholders Report canceled cards for terminated employees immediately Eliminate or restrict cash and convenience check access Set realistic credit limits and MCC blocks Use reporting tools to monitor card usage Use Citi online tools to monitor maintenance requests Client Account Managers, EAS, training, quarterly reviews

26 Program Administration - Best Practices Audit and report to management Frequent card program reviews (e.g. weekly or monthly) should be conducted by the Program Administrator to identify any misuse Internal audits should be performed periodically and include a review of card statements. Items to watch for: Split transactions (i.e. two or more transactions which show the following similarities: same date, same supplier, same cardholder, and same amounts) Unusual increase in the cardholder s average spend and/or highest spend amount Purchase amounts over transaction limits Purchase amounts within one percent to three percent below purchase limits Purchases with unauthorized suppliers Frequency of exception requests (e.g. transaction limits and MCC blocks)

27 Best Practices - Resources Resources and tools available to manage and report on your program. Citi account support team Citi online management, control, payment and reporting tools Citi documents and forms Citi training guides GSA website OMB website

28 Program Administration - Best Practices This session was designed to: Overview interaction between you and Citi Overview steps involved in setting up a program and maintaining its parameters Administer in accordance with OMB requirements and best practices

29 Heelay Yaftali

30 Reminders Thank you for attending! Visit the Citibank Welcome Center Across from Room#B212 National Industries for the Blind will have a display of products Conference Slide Show come see yourself shine! Visit the Citibank One-on-One Lab - B210 Visit the Citibank Mini Sessions B209 Ask Citi Link Tell us your thoughts

31 Interactive Training Events Citi offers onsite training at no cost for agencies meeting the required minimum participant level of 20 or more as set forth in the GSA SmartPay2 Master Contract. Please contact your Account or Client Manager if you are interested in setting up a training session. Training can be conducted at a Citi Training Location or On-site at your office. Regional Citi Training Locations Norfolk, VA Washington, DC On-Site at your office 20 participant minimum Distance Learning Computer Based Training is available via the CLASS icon in CitiManager.

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