U.S. Bank SmartPay 2 Level 4 A/OPC Transition Training Non GSA SmartPay Conference Attendees

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1 Overview U.S. Bank SmartPay 2 Level 4 A/OPC Transition Training Non GSA SmartPay Conference Attendees As the Level 4 Agency/Organization Program Coordinator (A/OPC), you will be a key contact with U.S. Bank during the transition from SmartPay 1 (SP1) to SmartPay 2 (SP2), and have several important responsibilities. This document and the accompanying SP 2 Army Transition Chronology of Events document detail your responsibilities and outline the steps required to assist you with each part of the transition. The following sections follow the chronological order and progression of the transition process. Each step builds on the previous one, providing you with a full, comprehensive process for transitioning your agency from SP1 to SP2. Please review this document thoroughly. If you have questions, sp2army@usbank.com and the Army Relationship Management Team will provide the answers you need to move forward. Please note that the Army will receive SP2 training in two different forums. Training will be delivered at the GSA SmartPay Conference in Denver, July 22 24, and Live Meeting Training via the Internet will be held July 30 and 31, and August 5 for those not attending the GSA SmartPay Conference. The trainings will be exactly the same. Pre-Training Step 1: Get the tools you need to begin Several documents and training materials are needed for your training session. You will receive 4 s, via Secure Mail or Data Exchange, containing a total of 9 Data Validation files, with accompanying instructions for each agent assigned to you. The other transition materials can be accessed via a link on the actual registration page for your convenience. The documentation will also be posted on the U.S. Bank Communications and Training website at: If you do not have a user ID and/or password for the Communications and Training website, please contact the U.S. Bank Technical Help Desk/Customer Service: From overseas: call collect: (701) From the U.S.: call (800) , prompt 2 for Access Online, prompt 3 for an account coordinator

2 The following documents are vital to your training and your installation s successful transition. Please review them closely. SP2 Chronology of Events Army: covers the SmartPay 2 training and conversion process including activities, deadlines, and tasks SP2 Transition Training A/OPC Module Army: covers the SmartPay 2 training and conversion process including activities, deadlines, and tasks for the A/OPC SP2 Transition Training Resource Manager Module Army: covers the SmartPay 2 training and conversion process including activities, deadlines, and tasks for Resource Managers SP2 Transition Training Billing Official Module Army: covers the SmartPay 2 training and conversion process including activities, deadlines and tasks for the Billing Official SP2 Transition Training Cardholder Module Army: covers the SmartPay 2 training and conversion process including activities, deadlines, and tasks for the cardholder SP2 Data Validation and Data Quality Process Presentation Army: covers the SmartPay 2 Data Validation files and data quality process including activities and tasks for A/OPCs and Resource Managers Enabling Notification Instructions: covers how to setup Data Exchange to receive notification when files are received and sent Dual Hierarchy Presentation: covers the new Army hierarchical structure which aligns the Acquisition/Contraction Activities with the Access Online Processing Hierarchy and the Financial Activities with the Access Online TBR Hierarchy Add an Account Quick Reference Guide: provides step by step instructions for cardholders to add SP2 accounts to their existing Access Online User ID. Card Activation Process: explains how cardholders will activate their new SP2 accounts Single Purchase Limit Document: explains how cardholders would use Access Online to determine their assigned single purchase limit. This information will be used when they activate their new accounts for SmartPay 2. Frequently Asked Questions: answers are provided to the most frequently asked questions about the SP2 transition process General SmartPay 2 Information: identifies some of the requirements involved in the GPC program under the new contract SP2 Purchase Card Design Document: displays an image of the new purchase card design for SP2.

3 Step 2: Register Yourself for Live Meeting SmartPay 2 Transition Training This communication provides the link you need to register for an upcoming training session. Please use this information to register yourself, if you are not attending the GSA SmartPay Conference in Denver, Colorado. You only are required to attend one training session. This training is not intended for Cardholders or Billing Officials. The Army Task Order Coordinator has authorized SP2 Transition training for Level 4 Agency/Organization Program Coordinators and Resource Managers who will not attend the GSA SmartPay Conference. The schedule for the SmartPay 2 Transition Training for Non Conference Attendees will be as follows: July 30: Class Number SP2Army1 9:00am 1:00pm EDT July 30: Class Number SP2Army2 1:00pm 5:00pm EDT July 31: Class Number SP2Army3 9:00am 1:00pm EDT July 31: Class Number SP2Army4 1:00pm 5:00pm EDT Aug 5: Class Number SP2Army5 9:00am 1:00pm EDT Step 3: Test the Live Meeting Connection You will need to test your location s connectivity with Live Meeting (LM). The Army Level 2 Office has authorized LM as the method of training for the SmartPay 2 transition for Level 4 A/OPCs not attending the GSA SmartPay Conference. This Internet-based system allows instruction by U.S. Bank Relationship and Account Managers to reach all locations with no travel involved. The best training experience occurs when participants secure a location to participate in the training with minimal chance of disruption. This helps to minimize distractions that happen when a participant is at his or her desk. It also facilitates participant interaction that often generates questions for the instructor and sparks helpful discussions. U.S. Bank will be hosting link checks on three separate dates. You will select the date and time that best fits your schedule. We recommend you try to select the earliest date possible to allow time for your IT personnel to assist you if you have connectivity issues. The Link checks will be on the following dates and times: July 18: 9:00 am EDT July 18: 1:00pm EDT July 22: 9:00 am EDT July 22: 1:00pm EDT July 24: 9:00 am EDT July 24: 1:00pm EDT Each link check will last 1 hour and will be supported by a member of the Army Relationship Management Team.

4 Step 4: Secure and use the necessary websites and passwords The following information provides the web addresses and passwords needed for SP2 Transition training. SP2 Transition Training Registration Site Live Meeting SP2 Transition Training Sessions 9:00 AM Sessions Courtesy Link Check: Phone Number: (866) Participant passcode: Training Session Link (please also refer to the registration confirmation ) Phone number: (866) Participant passcode: :00 PM Sessions Courtesy Link Check: Phone number: (866) Participant passcode: Training Session Link (please also refer to the registration confirmation ) Phone number: (866) Participant passcode: Access Online Communications and Training Website Website: Access Online Technical Help Desk 6:30 a.m. to 8:00 p.m. (EDT) (A/OPCs and Financial Managers) Phone Numbers: (800) , Prompt #2 (701) (Overseas) Account Coordinator Support (A/OPCs) Phone Numbers: (800) , Prompt #3 (612) (Overseas) 24/7 Customer Service Support (Approving/Billing Officials and Cardholders) Phone Numbers: (888) (701) (Overseas)

5 TRAINING Step 5: Review and join in the training The information below highlights the activities discussed during the four-hour SP2 Transition Training class. You will train on the following SP2 Transition topics: SP2 general transition information and reporting Data Validation and Data Quality Process Dual Hierarchy A/OPC Transition Roles and Responsibilities SP2 Chronology of Events Train the Trainer SP2 Transition Training Modules by user type Step 6: Train your Cardholders and Billing Officials on their roles and responsibilities in the SP2 Transition process As the Level 4 A/OPC, it is your responsibility to train your Cardholders and Billing Officials. U.S. Bank offers unique Train the Trainer Tools for each user type to assist you. These tools and techniques are discussed during your training. Step 7: Manage your Data Validation Process As part of the data validation process, you will receive nine files per Agent/Level 4 via U.S. Bank Secure Mail along with complete instructions for validating the files. The file names are as follows: 1: 1. Do Not Re-issue SP1 Account Spreadsheet 2: 2. Cardholder Mass Maintenance File for plastic accounts 3. Cardless, Foreign Draft, and Convenience Check Mass Maintenance File for non-plastic accounts 4. Managing Account reference file 3:* 5. Cardholder User ID reference file 6. A/OPC, Alt A/OPC, Financial Manager, A/O and Alt A/O User ID reference file 4:* 7. Cardholder and Managing Accounts Default Accounting Code (DAC) reference file 8. Managing Account Alternate Accounting Codes (AACs) 9. Managing Account EDI Flags and Routers File * Agents that convert to Access Online from C.A.R.E. in Round 4/4A (August 9, 2008) will receive their reference files (files 5-9) on or about August 18, It is critical that you complete the validation process after receiving your training. The specific dates for your training and validation timelines may be found in the SP2 Chronology of Events Army document.

6 Level 4 A/OPC Responsibilities Summary To summarize, here are your duties as a Level 4 A/OPC: 1. Register for training using the online registration system. 2. Test your Live Meeting connection by participating in ONE of the three link check dates and times offered. 3. Receive your validation files via U.S. Bank Secure Mail or Data Exchange and have them available to discuss during SP2 transition training. 4. Verify that you are prepared for training. This includes: a. Secure a training location, free from disruptions; b. Obtain proper training equipment: telephone with mute function and computer; c. Validate that computer has connectivity to Live Meeting before the actual training date by testing the link. 5. Print class documents and attend SP2 transition training. 6. Use the SP2 Chronology of Events Army to manage your SP2 Transition Process. 7. Train Billing Officials and Cardholders on SP2 Transition. Once again, thanks for your partnership. The Level 4 A/OPC s role in the SmartPay 2 Transition process is a critical one and U.S. Bank appreciates your time and effort. With your assistance, the Army can move forward with a successful transition to SmartPay 2. For More Information If you have questions regarding your role or any of the above information, please submit them to sp2army@usbank.com usbank.com 2008 U.S. Bancorp. All rights reserved. U.S. Bank Government Services is a division of U.S. Bank National Association ND. All other trademarks are the property of their respective owners. This publication is neither paid for, sponsored by, nor implies endorsement, in whole or in part, by any element of the United States Government. The information provided is for general use only. Contact the GSA Contracting Office with any questions related to proper use of the master contract. Printed in the USA. GOV 9034 (05/08)