FM-BP INITIATIVE: BUILDING A COMMON BUSINESS PROCESS MODEL FOR MANAGE ADMINISTRATION OF ACQUISITION AND FLEET CARDS (MAC)
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1 FM-BP INITIATIVE: BUILDING A COMMON BUSINESS PROCESS MODEL FOR MANAGE ADMINISTRATION OF ACQUISITION AND FLEET CARDS (MAC)
2 The Common FM-BP Initiative Scope and Governance Governance Project Operations Business Processes organized into Domains and Cross functional areas 2
3 Project Approach The initiative spans from 2007 to 2012 The initiative consists of 20 projects Modular, manageable projects delivered and adopted quickly Models - on GCPedia Business processes will be published as guidelines under Policy/Directive on Stewardship of Financial Management Systems FSA will continuously improve the FM-BP processes FSA will provide advice to departments implementing FM-BP 3
4 Common FM-BP Level 1 Process Diagram 4
5 Build a Collaborative Community 5
6 Status of FM-BP models Planning Budgeting & Forecasting Manage Planning & Budgeting* Manage Forecasting & Budget Review Revenue & Accounts Receivable Manage Revenue, Receivables & Receipts Manage Interdepartmental Settlements Manage Collection of Overdue Receivables Expenditure & Accounts Payable Manage Procure to Payment* Manage Travel* Manage Other Payments* Manage Distribution and Maintenance of Acquisition Cards HR/Finance Interactions Pay Administration* Materiel/Finance Interactions Manage Other Capital Assets* Manage Real Property Manage Inventory Transfer Payments Manage Grants & Contributions Data Manage Vendor Master Data File Manage Delegation of Financial and Spending Authorities Manage Departmental Chart of Accounts Manage Customer Master Data File Integration Manage Post-payment Verification Manage Financial Close All models have been approved by their directing committees. *Guidelines that will be published before March 31,
7 Expenditures and Accounts Payable Directing Committee Members Environment Canada Finance Canada Fisheries and Oceans Canada Human Resources and Skills Development Canada Justice Canada Office of the Privacy Commissioner Public Works and Government Services Canada Royal Canadian Mounted Police Treasury Board Secretariat 7
8 MAC Working Group Members How were they chosen? Departments on the Directing committee Major users Large departments Small departments/agencies/boards/offices Diversity Size of working group 8
9 Working Group Members Agriculture and Agri-Food Canada (2) Canada Border Services Agency (1 and 2) Canadian Food Inspection Agency (2) Canadian Transportation Agency (1) Correctional Service of Canada (2) Department of National Defence (1 and 2) Fisheries and Oceans Canada (1 and 2) Health Canada (1 and 2) Justice Canada (1) Natural Resources Canada (1) Office of the Commissioner of Official Languages (1 and 2) Parks Canada (1 and 2) Public Works and Government Services Canada (1 and 2) Royal Canadian Mounted Police (2) Treasury Board of Canada Secretariat (1 and 2) 9
10 Working Group Documentation Meeting Preparation Decision and Action Record Agenda Presentation Decks and/or Handouts Sign-in Sheet Model Documents Charter Terms of Reference Model Guideline 10
11 Stakeholders 11
12 Project Linkages 12
13 Project Structure 13
14 Process Symbol Legend Common Financial Management Business Process Initiative Process Symbol Legend Start / End Start End <name> Start of FM-BP process End of FM-BP process Processes and Actitivies Sub-process group (Level 2 grouping of subprocesses) Gateways X Parallel All following subprocesses or activities must be completed Inclusive or - One or more of the following sub-processes or activities must be selected and completed Exclusive or - Only one of the following sub-processes or activities must be selected and completed Decisions Closed-ended Question Input/Outputs Decision Key inputs / outputs x.x.x.x <name> Sub-process (Level 2) or activity (Level 3) Connectors x On page connector Others x.x.x.x <name> Out-of-scope sub-process or activity x.x.x.x Sub-process or activity Annotation x.x.x.x Sub-process or activity connector x.x.x.x Sub-process or activity x.x.x.x Out of scope (of the initiative) subprocess connector 14
15 Level 2 Process Flow Manage Distribution of Cards Start Request for card Issue Card Card Manage Maintenance of Cards Monitor Cards Cancel card? Yes Cancel Card End Note A Maintain Cards No Note A: This symbol indicates that either one or both of the following subprocesses are to be completed before proceeding to the decision point, Cancel card? 15
16 3.4.1 Issue Card Start Request for acquisition card Complete Application Recommend Application for Approval Completed card application Request for fleet card Process and/or Approve Card Application Card Secure Card Yes Is the card an acquisition card? No Monitor Cards Obtain Training Conduct Pre-issuance Activities Issue Card Use Card Maintain Cards 16
17 3.4.2 Monitor Cards Maintain Cards Report to Management Issue Card Card and fleet reports Note A Review Card or Fleet Usage Cancel Card Investigate Issues Take Appropriate Action 2.1 List of active cards Monitor Acquisition Cardholder Activity Yes Manage Revenue, Receivables and Receipts Maintain Cards Fleet management service provider notification and reports Note B Review Notification and Reports Issues? No Note A: Card and fleet reports include both acquisition and fleet card reports, as well as fleet reports generated by the department. Note B: Fleet management service provider notifications and reports are generated by the Fleet management service provider and sent to the department. 17
18 3.4.3 Maintain Cards Issue Card Ad hoc request Cancel Card Card information Review and Accept Information Update Card Data Monitor Cards Monitor Cards 18
19 3.4.4 Cancel Card Manage Revenue, Receivables and Receipts Monitor Cards Ad hoc cancellation notification Determine Recoveries Record receivable? Yes No Cancellation notification Perform Due Diligence Close Account End Maintain Cards Destroy Card 19
20 Example: Building Sub-process
21 January 26, Monitor Acquisition Cards 3.4 Manage Distribution and Maintenance of Acquisition Cards Monitor Acquisition Cards Manage Revenues, Receivables and Receipts Issue Acquisition Card Confirm Charges 2.1 Card reports Analyze Card Usage Maintain Acquisition Cards Monitor Card Status Maintain Acquisition Cards Cancel Acquisition Card 21
22 February 9 & 23, Monitor Acquisition Cards 3.4 Manage Distribution and Maintenance of Acquisition Cards Monitor Acquisition Cards Investigate Unauthorized Charges Yes Issue Acquisition Card Verify Transactions Unauthorized charges? Maintain Acquisition Cards Card reports Review Card Usage No Cancel Acquisition Card Maintain Acquisition Cards Assess Card Status 2.1 Manage Revenues, Receivables and Receipts Note: New activities and text is red bold. 22
23 23
24 Example: Building Sub-process
25 Example: Building Sub-Process
26 March 8, Monitor Acquisition Cards 3.4 Manage Distribution and Maintenance of Acquisition Cards Monitor Acquisition Cards Investigate Unauthorized Charges 3.1 Yes Manage Procure to Payment Card receipts, log and statement Verify Transactions Unauthorized charges? No Statement and receipts Issue Acquisition Card Maintain Acquisition Cards Report to Management Card reports Review Card Usage Investigate issues Take Appropriate Action Cancel Acquisition Card 2.1 Maintain Acquisition Cards Monitor Cardholder Activity Yes Issues? Manage Revenues, Receivables and Receipts No Note: New activities and text are shown in red bold. 26
27 March 22, Monitor Cards 3.4 Manage Distribution and Maintenance of Acquisition Cards: Phase II - Fleet Cards Monitor Cards Investigate Unauthorized Charges 3.1 Yes Manage Procure to Payment Card receipts, log and statement Verify Transactions Unauthorized charges? No Statement and receipts Issue Card Maintain Cards Report to Management Card reports Review Card Usage Cancel Card Investigate issues Take Appropriate Action 2.1 Maintain Cards Yes Manage Revenues, Receivables and Receipts Monitor Cardholder Activity Issues? No 27
28 April 2, Monitor Cards 3.4 Manage Distribution and Maintenance of Acquisition Cards: Phase II - Fleet Cards Monitor Cards Investigate Unauthorized Charges 3.1 Yes Manage Procure to Payment Card receipts, log and statement Verify Transactions Unauthorized charges? No Statement and receipts Issue Card Report to Management Maintain Cards Card and fleet reports Review Fleet Usage Cancel Card Investigate issues Take Appropriate Action 2.1 Maintain Cards Service provider notification and reports Yes Issues? No Communicate to Service Provider Manage Revenues, Receivables and Receipts Note: New activities and text are shown in red bold. This process flow has been revised as per the discussion during the March 22nd Working Group meeting. 28
29 May 3, Monitor Cards 3.4 Manage Distribution and Maintenance of Acquisition Cards Monitor Cards Investigate Unauthorized Charges 3.1 Yes Manage Procure to Payment Card receipts, log and statement Verify Transactions Unauthorized charges? No Request for payment and supporting documentation Issue Card Maintain Cards Report to Management Card and fleet reports Review Card or Fleet Usage Cancel Card Investigate issues Take Appropriate Action 2.1 Maintain Cards Yes Manage Revenue, Receivables and Receipts Fleet card? No Monitor Cardholder Activity Issues? Yes Service provider notification and reports No Note: New activities and text are shown in red bold. 29
30 Model v Monitor Cards Maintain Cards Report to Management Issue Card Card and fleet reports Note A Review Card or Fleet Usage Cancel Card Investigate Issues Take Appropriate Action 2.1 List of active cards Monitor Acquisition Cardholder Activity Yes Manage Revenue, Receivables and Receipts Maintain Cards Fleet management service provider notification and reports Note B Review Notification and Reports Issues? No Note A: Card and fleet reports include both acquisition and fleet card reports, as well as fleet reports generated by the department. Note B: Fleet management service provider notifications and reports are generated by the Fleet management service provider and sent to the department. 30
31 February 9, Monitor Acquisition Cards Subprocess Flow Element Description Summary description On a periodic basis, card reports including transactions, status, and usage are obtained and analyzed. If necessary, charges are recovered. Key notes for narrative There are several types of review: Cardholder responsibilities include keeping a purchase log, performing a monthly reconciliation with the statement, and ensuring that unauthorized charges are investigated with the card provider ( and ); The Departmental Card Coordinator verifies the usage of cards and ensures that the charges are appropriate ( ); Typically there is an analysis performed to determine card usage and determine trends, potential rebates and data mining. This analysis can be performed based on risk levels ( ); A detailed review, based on sampling, is performed to ensure that coding is appropriate and there is no evidence of contract splitting, asset purchases or fraud ( ); The RCM confirms the ongoing status of the cards and determines if there is a need to update the cardholder information or cancel the card ( ); Review of charges for S.34 Account Verification is performed in P2P Appendix E. Related Policy Instrument Directive on Acquisition Cards Receiver General Manual Chapter 9 31
32 3.4.2 Monitor Cards RACI Responsible Accountable Consulted Informed Activity Related Data Responsible Accountable Consulted Informed Authoritative Source Verify Transactions Card statement Purchase or vehicle log AC: CH FC: FM, OP AC: CH FC:FM AC: DCC, RCM FC: RCM AC: DCC, RCM FC:RCM AC: DFMS FC: DFMS Investigate Unauthorized Charges Card statement Purchase or vehicle log AC: CH FC: FM, OP AC: CH FC: FM AC: DCC, RCM FC: RCM AC: DCC, RCM FC: RCM AC: DFMS FC: DFMS Review Card or Fleet Usage Card and fleet reports Purchase or vehicle log AC: DCC FC: FM AC: DCC FC: FM AC: CH FC:OP, RCM AC: CH FC:OP, RCM AC: DFMS FC: DFMS Report to Management Card and fleet reports Management report AC: DCC FC: FM AC: DCC FC: FM AC: FIN, RCM FC: FIN, RCM AC: FIN, RCM FC: FIN, RCM Legend AC: Acquisition card; CH: Cardholder; CM: Corprorate Contracting and Materiel; DCC: Departmental Acquisition Card Coordinator; DFMS: Departmental financial and materiel management system; FC: Fleet card; FIN: Financial services; FM: Fleet Manager; OP: Operator of the Asset; RCM: Responsibility centre manager. AC: DFMS FC: DFMS 32
33 Monitor Cards (Subprocess 3.4.2) RACI for Acquisition Cards Legend: CH: cardholder DCC: departmental acquisition card coordinator DFMS: departmental financial and materiel management system FIN: financial services RCM: responsibility centre manager SPD: service provider database Activity Review Card or Fleet Usage Report to Management Investigate Issues Take Appropriate Action Monitor Acquisition Cardholder Activity Review Notification and Reports Related Data Card reports Purchase log Card reports Management report Card reports Purchase log Results of investigation Card status Cardholder data Respon sible Accou ntable Consulte d Informed Authoritative Source DCC DCC CH CH DFMS/SPD DCC DCC FIN, RCM DCC DCC CH, RCM DCC DCC CH, FIN, RCM FIN, RCM CH, FIN, RCM CH, RCM DFMS/SPD DFMS/SPD DFMS RCM RCM CH CH, DCC DFMS N/A 33
34 Monitor Cards (Subprocess 3.4.2) RACI for Fleet Cards Legend: DFMS: departmental financial and materiel management system FIN: financial services FM: fleet manager N/A: not applicable OP: operator of the asset RCM: responsibility centre manager SPD: service provider database Activity Related Data Respons ible Accoun table Consulted Informed Authoritative Source Review Card or Fleet Usage Card and fleet reports Vehicle log FM FM OP, RCM OP, RCM DFMS/SPD Report to Management Investigate Issues Card and fleet reports Management report Card and fleet reports Vehicle log FM FM FIN, RCM FIN, RCM DFMS/SPD FM FM OP, RCM FIN, OP, RCM DFMS/SPD Take Appropriate Action Results of investigation FM FM FIN, OP, RCM OP, RCM DFMS Monitor Acquisition Cardholder Activity N/A Review Notification and Reports Fleet management service provider notification and reports FM FM OP, RCM OP, RCM SPD 34
35 GCPedia To learn more: 35
36 36
37 Fleet Card Sign at Gas Station 37
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