1. ILMS Ariba Purchase Card
Reconciliation and Compliance Workshop
October 1, 2012
9:00am to 4:00pm
2. Purchase Card Reconciliation and Compliance
Workshop
eLogistics for the Department of State
Morning Session
Opening Remarks
Dorothy A. Jones
Overview of the Department’s
Purchase Card Program
Margaret Colaianni
Overview of ILMS
Edwin Lyons
Break
Ariba Purchase Card Compliance
Christine Yuan - Winter
Ariba Demonstration: Create a Non-Catalog Request
Paul Edmondson
3. Office of Acquisitions Management
PURCHASE CARD PROGRAM
OVERVIEW
October 1, 2012
Margaret Colaianni
Purchase Card Program Manager
Office of Acquisitions Management
Business Operations Division
A/LM/AQM/BOD
4. Office of Acquisitions Management
ILMS Ariba versus Pcard Program
• ILMS Ariba
Mandatory Application
Used for entering Purchase Card requirements
Contains automated approval flows
Ensures proper funding of requirements
• DoS SmartPay2 Purchase Card Program
Government wide Credit Card program
Program managed in A/LM/AQM
Administered by Bureau (Executive Director)
Cards used to obtain supplies and services
Citibank/Visa
4
5. Office of Acquisitions Management
SmartPay2 (SP2) Charge Card Program
• More than 350 Participating Agencies/Organizations
• Largest Charge Card Program in world
• Established by GSA in 1998
• Offer Purchase, Travel & Fleet Cards & Related Products
• Citibank, JP Morgan Chase & US Bank
• FY 11 GSA Statistics:
Program Spend: 30.8 Billion
Transactions: 100.4 Million
Cards: 3.4 Million
5
6. Office of Acquisitions Management
SmartPay2 Purchase Card Products
• Purchase Card – Used by CH to purchase supplies & services for
official use
• Domestic Convenience Checks – Used when Vendor does not
accept Purchase Card
• Payment Card – Used to purchase Recurring Services (Courier
services, Utilities, etc.)
• Foreign Currency Cards (Under Pilot at Embassy Tokyo) – Limited
to currencies available (Euro, Yen, etc.)
Available Products Not currently in use:
– Prepaid Cards – Disposable cards funded in advance
– Declining Balance Cards – Non pre-funded cards w/assigned
one time credit limits.
6
8. Office of Acquisitions Management
Bureau Purchase Card Participants
• Cardholder (CH) – Purchases supplies/services for official use
• Approving Official (AO) – Reviews/approves monthly CH
statements & supporting documentation
• Designated Billing Official (DBO) – Reconciles & pays monthly
invoice
• Program Coordinator (PC) – Bureau Executive Director or Post
Management Officers responsible for local program
8
9. Office of Acquisitions Management
Program Training Requirements
• Initial Training – Required for all program participants
• Refresher Training – Required every 3 years thereafter for all
participants
• Annual Ethics Training – Required for Cardholders, Approving
Officials & Program Coordinators
• Simplified Acquisition Training – Required for single purchase
limit above $3,000
9
10. Office of Acquisitions Management
Role Based PCard Training Options
• Cardholder (CH) & Approving Official (AO) Training Options
FSI PA-297
• Program Coordinator (PC) Training Options
FSI PA-299 - Program Coordinator (PC) Training
FSI PA-297 above
• Designated Billing Official (DBO/FMO) Training Options
FSI PA-300 – Designated Billing Official (DBO/FMO) Training
FSI PA-297 above
• All Participants – Additional Training Options
FSI PA-287 Purchase Card Basics
FSI PA-288 Purchase Card Advanced
10
11. Office of Acquisitions Management
Purchase Card Spend Thresholds
• Category I: Up to & including $3,000 per transaction
• Category II: Exceeding $3,000 up to $25,000
• Category III: Exceeding $25,000 up to $100,000*
(*Warranted COs only)
11
12. Office of Acquisitions Management
Special Requests Available
• Forced Authorization – One Time Request
• Change in Merchant Category Codes - Permanent
• Threshold Increase – Permanent
Use “Toolkit” to submit request
12
13. Office of Acquisitions Management
Seven Steps in Buying Process
7. Reconcile CH
Monthly Statement
of Account
6. Record in
Purchase Card Buying Log
5. Make the Buy
4. Review Required Sources & other Mandatory
Requirements
3. Ensure Available Funding
2. Ensure Requirement is Authorized
1. Ensure Requirement Defined
13
14. Office of Acquisitions Management
Reconciliation Time Frames
• Accessing Online Statements/Reports Via Landing Page:
home.cards.citidirect.com or www.citimanager.com
• Statements/Invoice available 2 days after cycle (28th)
CH Reconciliation Time: 5 business days
AO Reconciliation Time: 3 business days
2 Days Grace Period
• FMO/DBO should receive reconciled CH statements no later than
10 business days from availability on line
14
15. Office of Acquisitions Management
Best Practices
• Use Ariba
• Monitor Transactions via Online Statements
• Keep Current with Training
• Standardize (Logs, Procedures, etc.)
• Implement internal written procedures
• Keep Program Participant Information current
• Maximize use of Bulk Funding
• Use Payment Card for Recurring Services (UPS courier services, etc.)
• Involve AOs in Annual Reviews (OIG Recommendation)
• Report misuse or abuse
• Timely Disputes
• Bureau Champion
15
17. Purchase Card Reconciliation and Compliance
Workshop
eLogistics for the Department of State
Morning Session
Opening Remarks
Dorothy A. Jones
Overview of the Department’s
Purchase Card Program
Margaret Colaianni
Overview of ILMS
Edwin Lyons
Break
Ariba Purchase Card Compliance
Christine Yuan - Winter
Ariba Demonstration: Create a Non-Catalog Request
Paul Edmondson
18. ILMS Overview
eLogistics for the Department of State
Understand the different modules of ILMS and how
they work together
ILMS Benefits to the Department
The DoS Supply Chain Process
Understand the Approval Flows in Ariba
Ariba Requester Guidelines
19. eLogistics for the Department of State
What is ILMS?
ILMS - Integrated Logistics Management System
ILMS is a single, integrated Web-based information system that encompasses all of the
Department of State’s supply chain functions in one unified system.
20. eLogistics for the Department of State
ILMS Overview
There are several modules in ILMS that include Ariba Buyer, Asset
Management, and Status Tracking. All modules are accessed via the ILMS
Portal.
Enterprise ILMS
Ariba Momentum
Performance Portal
Acquisitions
Management
Status Ariba
Tracking Contracts
Fleet Warehouse
Management Management
Asset Transportation
Management
Final Diplomatic
= Overseas Modules Pouch & Mail
Receipt
= Overseas Modules in Expendables
Deployment
= Secure ILMS
21. eLogistics for the Department of State
ILMS Benefits
Benefits to Bureau Benefits to the Department
Visibility across all orders and assets Visibility across the global supply
Improved management controls and chain
internal controls to ensure accuracy Improved internal controls and
of data and easy auditing capabilities increased data reliability
Integration and reduction of Integration with other DoS systems
duplicative data entry Paperless processing supports green
Flexibility to meet Bureau needs initiatives and reduces hard copy form
Increase efficiency with better data management
and insight into processes Enterprise-wide data availability
FSI training and support Cost savings
No local system/server maintenance Cycle Time Improvements
22. ILMS Domestic Purchase Card
Supply Chain Process
eLogistics for the Department of State
Higher
Thresholds or
One time
Authorization
P-Card Holder Vendor
More than
$3000.00
Less than
Requester Approving Official
-Enter data into Ariba - Approve Purchase
-PR # assigned
Shipping
P-Card Holder Vendor
ILMS Status Tracking
Property Management Receiving Clerk
ILMS users can have visibility -Track goods in Asset Receiving Clerk -Receive goods in
through the entire process via Management -Updates asset record (if applicable) Final Receipt
ILMS Status Tracking - Create DS-127
23. eLogistics for the Department of State
Domestic Approval Flows
Requisitions (over $3000)
PR Approver Org Approver Budget
GFMS/ Momentum
Purchase Card Orders (Any Dollar Amount)
Approving
PR
PR
Official
PCard Holder
P-Card Holder
24. eLogistics for the Department of State
Ariba Requester Guidelines
Include the type of request and brief description in title
• PCard – Office Supplies
Create one request per vendor
• Group items that will be ordered from the same vendor
• If unsure of vendor, group items logically by type
Enter a detailed description
• Include your exact specifications for the products or service
• Describe where and how it will be used
Enter comments to provide further information or instructions
• Include any information you may have originally written in an email
• You may suggest a vendor, or provide special instructions (i.e. – date needed etc.)
Attach all necessary supporting documentation
• Statement of Work, Justification, Vendor Quote, Pictures of Items, etc.
• No limit to number or type of attachments
26. Purchase Card Compliance and Reconciliation
eLogistics for the Department of State
Morning Session
Opening Remarks
Dorothy A. Jones
Overview of the Department’s
Purchase Card Program
Margaret Colaianni
Break
Overview of ILMS
Edwin Lyons
Ariba Purchase Card Compliance
Christine Yuan - Winter
Ariba Demonstration: Create a Non-Catalog Request
Paul Edmondson
27. ILMS Ariba
eLogistics for the Department of State
Purchase Card Compliance
October 2007: Under Secretary
for Management Patrick Kennedy
mandated all domestic purchase
card transactions must be
recorded in ILMS Ariba.
28. Complete the
eLogistics for the Department of State
ILMS PCard Request
All purchase cardholders and approving officials must
have an ILMS Ariba account.
Submit all PCard purchases in Ariba for approval by your
Approving Official.
The Cardholder is the Final Approver on all Ariba PCard
requests.
The ‘Ordered’ status indicates the request is completed.
Complete the Ariba purchase request before, or as soon
as possible after the offline purchase.
29. Measurements of Compliance
eLogistics for the Department of State
A/LM (Office of Logistics Management) compiles a
monthly Compliance report
1. Comparison of the Citibank statement to Ariba PCard
data
2. Reconciliation of Citibank statement and Ariba data
3. Discrepancies are reported.
Reports
Ariba Non-Compliance percentage rate (%)
Ariba Non-Compliance dollar amount ($)
The top ten offenders with the worst statistics are
ranked.
30. Ariba PCard Compliance Ratio
eLogistics for the Department of State
July 2012
19%
Compliance
Non Compliance
81%
31. ILMS Ariba Purchase Card Compliance
eLogistics for the Department of State
2012 Year to Date
90%
80%
70%
60%
50%
40% PCard Compliance
Rate
30%
Linear (PCard
20% Compliance Rate)
10%
0%
32. PCard Transactions Recorded in
eLogistics for the Department of State
ILMS Ariba Benefits
ILMS is the centralized system for all
procurement data at DoS
Accountability and Transparency of DOS
Purchase Card spending
Improved Management Controls
33. eLogistics for the Department of State
Causes for Noncompliance
Delay between date of purchase and date of
request is finalized in Ariba
Ariba Approval Flow is incorrect
Purchase Card configuration
Misinterpreted PCard Policy
Purchasing outside Ariba office supplies
catalog (FSSI)
34. eLogistics for the Department of State
Available Resources
Where to Get Help
Bureau Ariba Champion
Submit an ILMS iForm to update:
Approval flows and Ariba Configuration
Locations/Offices
Credit Card information and configuration
ILMS Support HelpDesk
888-313-ILMS
ILMS@state.gov
35. ILMS Compliance
eLogistics for the Department of State Contact
Christine Yuan- Winter
703-875-4382
Yuan-WinterCB@state.gov
37. Purchase Card Compliance and Reconciliation
eLogistics for the Department of State
Morning Session
Opening Remarks
Dorothy A. Jones
Overview of the Department’s
Purchase Card Program
Margaret Colaianni
Overview of ILMS
Edwin Lyons
Ariba Purchase Card Compliance
Christine Yuan - Winter
Ariba Demonstration
Create a Non-Catalog Request
Paul Edmondson
38. Demonstration: Non-Catalog Request
eLogistics for the Department of State
Create a non-catalog request in Ariba
Search for Commodity Codes and Vendors in
Ariba
Understand the Approval Flows in Ariba
Check the Status of a Submitted Request in Ariba
40. Purchase Card Compliance and Reconciliation
eLogistics for the Department of State
Afternoon Session
Overview of the Federal Strategic Sourcing Initiative
Paul Edmondson
Ariba Demonstration: Create a Catalog Request for Office
Supplies
Paul Edmondson
Ariba Demonstration: Completing the Request
Myrna Temple
Break
Final Receipt Demonstration: Receiving Process and Documentation
Management
Sam Bullard
Monthly Purchase Card Reconciliation
Myrna Temple
41. Step One in Buying Process
eLogistics for the Department of State
Ensure Requirements are Defined
7. Reconcile CH
Monthly Statement
of Account
6. Record in
Purchase Card Buying Log
5. Make the Buy
4. Review Required Sources & other Mandatory
Requirements
3. Ensure Available Funding
2. Ensure Requirement is Authorized
1. Ensure Requirement Defined
42. Overview of the Federal Strategic
eLogistics for the Department of State
Sourcing Initiative
43. Purchase Card Compliance and Reconciliation
eLogistics for the Department of State
Afternoon Session
Overview of the Federal Strategic Sourcing Initiative
Paul Edmondson
Ariba Demonstration: Create a Catalog Request for Office
Supplies
Paul Edmondson
Ariba Demonstration: Completing the Request
Myrna Temple
Break
Final Receipt Demonstration: Receiving Process and Documentation
Management
Sam Bullard
Monthly Purchase Card Reconciliation
Myrna Temple
44. Demonstration: Ariba Catalog Request
eLogistics for the Department of State
Create a Ariba catalog request in Ariba
Search for Commodity Codes and Vendors in
Ariba
Understand the Approval Flows in Ariba
Check the Status of a Submitted Request in Ariba
45. ILMS Ariba Training
eLogistics for the Department of State Contact
Paul Edmondson
703-875-4307
edmondsonPR@state.gov
47. Purchase Card Compliance and Reconciliation
eLogistics for the Department of State
Afternoon Session
Overview of the Federal Strategic Sourcing Initiative
Paul Edmondson
Ariba Demonstration: Create a Catalog Request for Office
Supplies
Paul Edmondson
Ariba Demonstration: Completing the Request
Myrna Temple
Break
Final Receipt Demonstration: Receiving Process and Documentation
Management
Samuel Bullard
Monthly Purchase Card Reconciliation
Myrna Temple
48. Complete Ariba Purchase Card Request
eLogistics for the Department of State
Steps in Completing a Requisition:
Retrieve the requisition
Review the requisition
Contact vendor to confirm pricing and
shipping charges
Add funding information
49. Complete Ariba Purchase Card Request
eLogistics for the Department of State cont’d
Approve the requisition
Send Credit Card Order generated by Ariba to
the vendor
Verify receipt of order and pay vendor
Attach all documentation in Status Tracking
Once item is received, confirm DS-127 within
Final Receipt.
50. Steps Two - Six in Buying Process
eLogistics for the Department of State
Ensure Requirements are Defined
7. Reconcile CH
Monthly Statement
of Account
6. Record in
Purchase Card Buying Log
5. Make the Buy
4. Review Required Sources & other Mandatory
Requirements
3. Ensure Available Funding
2. Ensure Requirement is Authorized
1. Ensure Requirement Defined
50
51. Overview of the Department’s
eLogistics for the Department of State
Purchase Card Program
Topics you will cover and accompanying slides
53. Purchase Card Compliance and Reconciliation
eLogistics for the Department of State
Afternoon Session
Overview of the Federal Strategic Sourcing Initiative
Paul Edmondson
Ariba Demonstration: Create a Catalog Request for Office
Supplies
Paul Edmondson
Ariba Demonstration: Completing the Request
Myrna Temple
Break
Final Receipt Demonstration: Receiving Process and Documentation
Management
Samuel Bullard
Monthly Purchase Card Reconciliation
Myrna Temple
54. Final Receipt Demonstration: Status Tracking
and Documentation Management
eLogistics for the Department of State
Status Tracking and Documentation Management
Monitor receipt status of ordered items
Manage/upload documents
View assets
Status Tracking Enhancements
55. Status Tracking
eLogistics for the Department of State
Purchase Order Detail
Link between Status Tracking and Ariba by clicking on the Purchase Order
Number
View Receipt status (Received Full, Partial, DS-127)
56. Status Tracking
eLogistics for the Department of State
Document Management
View all files related to a Purchase Order in one place (i.e., Order, DS-
127, DS-132, and uploaded files by users).
57. Status Tracking
eLogistics for the Department of State Asset Information
View all assets associated with a Purchase Order
58. Status Tracking Home Page–
eLogistics for the Department of State
Advanced Search Link
Description of Change: A new link, Advanced Search has been added to the bottom of the Status Tracking
homepage.
Old New
59. eLogistics for the Department of State
Status Tracking – New Advanced Search Page
Description of Change: The Status Tracking Home Page has been redesigned to display a new
link, Advanced Search. Once the hyperlink is clicked, it will take the user to the page, Advanced Search.
Advanced Search allows users to search using over 35 different search filters to help find an order if the
exact or partial PR/Order/Requisition number is not known.
New
60. Status Tracking – Advanced Search Page–
eLogistics for the Department of State
Saved Search Criteria
Description of Change: Users are able to save and name up to 30 different searches for use at a
later time. Users can show/hide different search results fields and can export search results to
MS Excel for further analysis.
Users will be able to Name the Search and
save for a later use. This functionality will
allow users to find their saved searches in
a more efficient manner.
62. Purchase Card Compliance and Reconciliation
eLogistics for the Department of State
Afternoon Session
Overview of the Federal Strategic Sourcing Initiative
Paul Edmondson
Ariba Demonstration: Create a Catalog Request for Office
Supplies
Paul Edmondson
Ariba Demonstration: Completing the Request
Myrna Temple
Break
Final Receipt Demonstration: Receiving Process and Documentation
Management
Sam Bullard
Monthly Purchase Card Reconciliation
Myrna Temple
63. Step Seven in Buying Process
eLogistics for the Department of State
Ensure Requirements are Defined
7. Reconcile CH
Monthly Statement
of Account
6. Record in
Purchase Card Buying Log
5. Make the Buy
4. Review Required Sources & other Mandatory
Requirements
3. Ensure Available Funding
2. Ensure Requirement is Authorized
1. Ensure Requirement Defined
64. Monthly Review
eLogistics for the Department of State and Reconciliation Process
Receive e-mail from Citibank
Download the current statement
Go to Ariba to download the buying log
Reconcile the report with the Citibank statement
Compare statement to the PCard buying log
Note discrepancies if any on the statement and/or
buying log
Sign the Citibank Statement
Attach Citibank Statement with the PCard log and submit to
the Approving Official
65. Monthly Review and Reconciliation
eLogistics for the Department of State
E-mail Notification from Citibank
Topics you will cover and accompanying slides
67. eLogistics for the Department of State
Purchase
Procurement ID Requesting Office Vendor Description Amount Currency
Date
SPACE MANAGER
OFC OF PROGRAM MGMT W/LIVEREORG NT TIER C
SOTHER12VDR32 8/1/2012 (A/LM/PMP) DLT SOLUTIONS, INC MAINTENANCE. $2,743.14 USD
SPACE MANAGER
OFC OF PROGRAM MGMT W/LIVEREORG NT TIER C
SOTHER12VDR32 8/1/2012 (A/LM/PMP) DLT SOLUTIONS, INC MAINTENANCE. $2,743.14 USD
TOAD FOR ORACLE PER
OFC OF PROGRAM MGMT SEAT MAINTENANCE
SOTHER12VDR43 8/1/2012 (A/LM/PMP) DLT SOLUTIONS, INC RENEWAL $3,997.25 USD
Grey Sparling Desktop
LOGISTICS SYSTEMS DIV Single Sign-on (10/01/2012
SOTHER12VFL33 8/27/2012 (A/LM/PMP/SYS) GREY SPARLING - 09/30/2013). $3,300.00 USD
$12,783.53 USD
68. Purchase Requesting
Vendor Description Amount
Date Office
OFC OF SPACE MANAGER
eLogistics for the Department of State
PROGRAM W/LIVEREORG NT
MGMT DLT SOLUTIONS, TIER C
8/1/2012 (A/LM/PMP) INC MAINTENANCE. 2,743.14
OFC OF SPACE MANAGER
PROGRAM W/LIVEREORG NT
MGMT DLT SOLUTIONS, TIER C
8/1/2012 (A/LM/PMP) INC MAINTENANCE. 2,743.14
OFC OF TOAD FOR ORACLE
PROGRAM PER SEAT
MGMT DLT SOLUTIONS, MAINTENANCE
8/1/2012 (A/LM/PMP) INC RENEWAL 3,997.25
LOGISTICS Grey Sparling
SYSTEMS DIV Desktop Single Sign-
(A/LM/PMP/SYS on (10/01/2012 -
8/27/2012 ) GREY SPARLING 09/30/2013). 3,300.00
12,783.53
71. eLogistics for the Department of State
Closing Remarks
Ariba Purchase Card Enhancements
Nathalie Stevens
Closing Remarks
Ceci Coates
72. eLogistics for the Department of State
Ariba Purchase Card Enhancements
Setting up and Recording Funding
• Single Transaction Limit
• Simplified Approval Flows
• Purchase Card Funding Form
Using a Purchase Card
• New Purchase Card Request Link and View
• Apply Bulk Funding
• Updated Purchase Card Order Form
Searches and Reports
• New Search Filters
• New and Updated Reports
Purchase Card Reconciliation
73. eLogistics for the Department of State
Single Transaction Limit
Ariba will now capture the Single Transaction Limit per card
Requesters will see a warning message if they submit a purchase card
request greater than the purchase card’s Single Transaction Limit.
74. eLogistics for the Department of State
Approval Flows
Ariba will now capture purchase card Approving Official(s)
Purchases under the set threshold will abbreviate the approval flow to
contain only the Approving Official and the Cardholder instead of multiple
Office Approver groups.
75. eLogistics for the Department of State
Purchase Card Funding Form
Purchase Card Funding Updated through eForms
76. eLogistics for the Department of State
Purchase Card Funding Form
Editable Fields
• Title
• Bill To
• Bulk Funding Details
• Comments
Informational Fields
• Cardholder Name & Number
• Expiration Date
• Threshold
• Approving Official(s)
• Single Transaction Limit
• Balances
• Transactional Funding Details
76
77. eLogistics for the Department of State
Purchase Card Funding Form
Approve bulk funding: Budget Office can make updates and fully approve the
purchase card funding form.
After bulk
funding is
approved, it will
be available to
Cardholder to
select.
78. eLogistics for the Department of State
Purchase Card Request Link and View
Required fields that do NOT default:
• Title
• Description, Quantity, Price
• Commodity Code, Vendor
• Bulk Funding
Fields that DO default based on Card/Requester:
• Preferred Purchase Card
• Purchase Card Details, Bulk Funding Details
• Request Type
• Requesting Office
• Customer
• Order Contact
• Issuing Office (MULTI19008)
• Vendor Ship To, Deliver To, Need By Date
• Bill To
New Checkbox:
• Include Comments on Purchase Card Reports
78
79. eLogistics for the Department of State
Apply Bulk Funding
Apply Bulk Funding to a Purchase Card Request within the Line Item
Notes
• Split and partial split bulk funding available
• Mass edit line items to apply bulk funding also available
80. eLogistics for the Department of State
Purchase Card Order Form
PR Number: PR1928358
Updates:
• Cardholder’s electronic
signature and date
• Date of funds certification
(Budget Office Approval)
• PR Number
• Increase font size of Line
Item section
• Decrease font size of Order
Comments
Funds Certified: Sep 09, 2012
Sep 10, 2012
81. eLogistics for the Department of State
New Search Filters
New Search Filters:
• Preferred Purchase Card
• Purchase Card Funding
Forms
82. eLogistics for the Department of State
New and Updated Reports
Updates to Existing Reports New Reports
Purchase Card Summary Report Purchase Card Drawdown by Card
- Updated to show one line per order Card #
- New fields: Fiscal X
• Requester PO 1
• PR Number PO 2
• Date Received Fiscal Y
• Receipt Status Comments PO 1
Purchase Card Detailed Log Purchase Card Drawdown by Fiscal
- Two versions: domestic and overseas Fiscal X
- One line per fund cite Card #1
- New fields: PO 1
• Requester PO 2
• PR Number Card #2
• Date Received PO 1
• Receipt Status Comments
83. eLogistics for the Department of State
Purchase Card Reconciliation
Add reconciliation information via eForms
84. eLogistics for the Department of State
Purchase Card Reconciliation
Add reconciliation information via eForms
Date Billed Amount Billed
86. Additional Resources
eLogistics for the Department of State
ILMS Help & Support Page
http://lm.a.state.gov/ilms
askILMS website
http://askilms.a.state.gov
ILMS Support Desk 24/7
• 1-888-313-ILMS (4567)
• ilms@state.gov
• iForms
87. eLogistics for the Department of State
Closing Remarks
Ariba Purchase Card Enhancements
Nathalie Stevens
Closing Remarks
Ceci Coates
Hinweis der Redaktion
?????
This is a standard approval flow. It is important to note that: (to be edited) Many requesters have a required supervisor who must approve before the request reaches Procurement Approval flows vary based on Requesting Office and Request Type Other agencies may have their own accountants, certifying officer, etc. Flows can be changed at any time and updated for individual PRs or for every request
Only Show for Ariba UsersThe following, basic Request Guidelines are used. Your may identify additional guidelines in order to address specific business processes.
Consequences of Noncompliance U/S for Management Mandates.PCard Manual stipulates.New rules to be implemented on suspension and revoking of PCard for noncompliancePCard compliance will be an element of GS and FS work commitments.In October 2007, Under Secretary for Management Patrick Kennedy mandated that all domestic PCard purchases be recorded in ILMS Ariba. Logistics Management branch creates monthly compliance reports, comparing Citibank records to Ariba records. Q:Are domestic Cardholders required to enter requirements into Ariba? A: Yes, all domestic purchase Cardholders are mandated to enter all purchase card transactions into ILMS Ariba.The Report will show your card is non-compliant by dollar amount for a certain period. As a purchase card holder, it is your responsibility to ensure that all purchases are recorded in AribaConsequences of Noncompliance PCard Manual stipulates.New rules to be implemented on suspension and revoking of PCard for noncompliancePCard compliance will be an element of GS and FS work commitments.
Approval Flows are out-dated.Requests haven’t been finalized in Ariba (“Submitted” status).Requisitions are incomplete in Ariba. (Without Final Approve)Purchase card configuration is not updated or incorrectwhen the card is expired.when name is changed.when Requesting office physical address is changed.when your name in Ariba is not identical with name in Citibank.Ariba ‘Preferences’ – Accurate profile information determines your compliance. One behalf of a ‘Customer’Citibank’s Transaction Post Date (payable date) varies from days to months. Misinterpreted PCard Policy -- Ariba is fully deployed domestically.
iFORM New User AccessOnline request User cannot determine Requesting Office in Ariba.Cardholder’s Name Change Office is relocated - Change REQUESTING OFFICE in Ariba y changing the physical address
I am a purchase card holder since 2003 and have been using the Ariba Purchase Card module since it first piloted in 2005.In the next 15 minutes, I am going to show you how to use Ariba to make your job easier and more efficient. As Christine mentioned, the Purchase Card holder is the last approver in the approval flow for a purchase card request type.->->Show slide with the steps. So these are the Steps that I (emphasize) go through when completing a request. You don’t have to follow these steps. find your own process that you are comfortable with. First, let’s assume that my card is bulk funded.I retrieve the requisition by clicking the link from the e-mail I received or go directly to the ILMS Portal.I review requisition for requirements and specifications and to make sure that the 7 steps of buying that the PCARD Program Manager, Margaret Colaianni mentioned a while ago are followed.For example, I make sure that I follow the required sources, that the amount is not over my threshold limit, the item or items requested are not in the prohibited list of purchases and that I don’t need a pre-acquisition clearance to purchase the request, etc.Contact Vendor to confirm Pricing and shipping charges and to make sure that vendor do not charge any tax.Add funding information
Approve the requisition- this a critical step because by approving, you are completing the order and that the item or items will be received in final receipt for tracking the asset.Once I approved the request, Ariba will generate the Credit Card Order. Print and sign the Credit card order and send it to the vendor via e-mail. If you don’t have an e-mail address for the vendor, you can send it via FAX.In the email, I write a note instructing the vendor to call me so I can provide my credit card number.Attach all documentation in Status TrackingLast step Once item is received, confirm that there is a DS-127 within Final Receipt.You will see how the steps above come alive when I demonstrate the process to you. So follow along with me.
Ok, so when Paul submitted the request for a camera this morning, the system sends out an email notification that would look like what you see in this slide. Note: this is in a training environment, the notification is not exactly for the request that Paul submitted. I just wanted to show you how the notification would look like. So there are two things you can do: You can ignore the notification – just kidding ****click on the URL if you want to work on this request. The link is conveniently provided right on the notification . or****if you want to work on the requisition in a later day because you have other priorities, you can go directly to the ILMS portal by typing http://ilms.state.gov when it’s time for you to work on the request.Ok, so let’s log in to Ariba so you can see how easy it is to use it.
Status Tracking: Assets TabUsers will have the ability to view a list of all assets created from the order in document management and link directly to that asset.
This slide shows the steps I take to reconcile my monthly statement. Again, you don’t have to follow my steps. Adopt the ones that you are most comfortable with.Receive e-mail from Citibank – as soon as I received the email from Citibank, I go to their website and download the statement. Each month the Cardholder can download the monthly Statement of Account two days after the close of the billing cycle (28th of each month). The Cardholder is responsible for reconciling the monthly Statement of Account with his or her Buying Log and all supporting documentation within five business days of availability of the Cardholder Statement on lineDownload the current statement.Go to Ariba to download the buying log – I will show you in a minute how to do this.Reconcile the report with the Citibank statement - Compare statement to the PCard buying logNote discrepancies if any on the statement and/or buying logSign the Citibank StatementAttach Citibank Statement with the PCard log and submit to the Approving Official – within 5 business days from availability on line.
This slide shows the e-mail that we received from Citibank. I am sure you are familiar with this.
As an example, I downloaded this Auguststatement to use as an example. Now that I have my Citibank statement, I am going to go to Ariba to get the buying log for August. Follow along with me as I demonstrate how to get my buying log so I can do my reconciliation for the month of August.
SO this is the report I run. The next step is to then compare the statement with this buying log.
So now that I have both statement and the buying log, I start comparing them. I noticed that the amount in the first line in the Citibank statement does not match with the buying log. The statement has $5486.28. So I looked at closely that the first two items add up to the amount so, I will make a notation. Then on the buying log there is a purchase for $11, 772.00 that is not in the statement. So I highlight this line and note that this will appear on the next statement because of the cut off date.
Now that we have reconciled the statements, we sign the Citibank statement (right click and choose pen) and submit to the approving official for signature.
DEMO: CREATE A FURNITURE REQUESTThe purpose of this Demo is to show the GSOs/FMOs how to create a furniture request for AQM using the online Drexel catalog. Typically the GSO will not create this but it’s helpful to show what the process looks like. Benefits of the catalog:All pricing is accurate and all relevant details associated with the items are included onlineThe individual items are broken out by line to ensure receiving clerks can receive by line and generate assetsThe kits in the catalog match the groups of rooms/houses of furniture so no items are forgottenContainerization is automatically calculated and addedGo to ilmstraining.state.gov.Log in as PL1, Password1.Click the Ariba link.Click the Create > Requisition link on the left.Add a title: TORONTO RESIDENTIAL FURNITURE REQUEST. Make sure to mention that these requests must remain “REQUISITIONS” in order for AQM to be able to process the order.Add Sourcing Office: AQM – RESIDENTIAL FURNITURE PROGRAM. Point out the fields that default.Add Order Contact, Competed (Full and Open), Solicitation Procedures (Basic Research), Receipt Req (Receive in ILMS). Click the Add items button. Enter “HOUSE-18TH-C-3” into the Keywords field and click Search.Point out the “US” and “EU” options and the catalog icon. Click Add to Cart for the EU option.Show the line items that are included in the kit – point out the prices, descriptions, quantities. Click OK.Click Checkout.Show the checkout screen – Kit Summary (Can update the quantity here) and Line Items (Select page 2 and scroll to the bottom to show Containerization).Add 2 surcharges: 1% Procurement Fee and Transportation (show the Transportation Calculator but if time is short, simply use 30%).Add an ICASS line. Add comments. Click Submit.
DEMO: CREATE A FURNITURE REQUESTThe purpose of this Demo is to show the GSOs/FMOs how to create a furniture request for AQM using the online Drexel catalog. Typically the GSO will not create this but it’s helpful to show what the process looks like. Benefits of the catalog:All pricing is accurate and all relevant details associated with the items are included onlineThe individual items are broken out by line to ensure receiving clerks can receive by line and generate assetsThe kits in the catalog match the groups of rooms/houses of furniture so no items are forgottenContainerization is automatically calculated and addedGo to ilmstraining.state.gov.Log in as PL1, Password1.Click the Ariba link.Click the Create > Requisition link on the left.Add a title: TORONTO RESIDENTIAL FURNITURE REQUEST. Make sure to mention that these requests must remain “REQUISITIONS” in order for AQM to be able to process the order.Add Sourcing Office: AQM – RESIDENTIAL FURNITURE PROGRAM. Point out the fields that default.Add Order Contact, Competed (Full and Open), Solicitation Procedures (Basic Research), Receipt Req (Receive in ILMS). Click the Add items button. Enter “HOUSE-18TH-C-3” into the Keywords field and click Search.Point out the “US” and “EU” options and the catalog icon. Click Add to Cart for the EU option.Show the line items that are included in the kit – point out the prices, descriptions, quantities. Click OK.Click Checkout.Show the checkout screen – Kit Summary (Can update the quantity here) and Line Items (Select page 2 and scroll to the bottom to show Containerization).Add 2 surcharges: 1% Procurement Fee and Transportation (show the Transportation Calculator but if time is short, simply use 30%).Add an ICASS line. Add comments. Click Submit.