PCOLS Release Notice

AIM Release4.05

Production Release Date: March28, 2017

1.0INTRODUCTION

The web application, Authorization, Issuance, and Maintenance (AIM), was established in 2005 to provide an electronic workflow management system. The system provides electronic forms specific to issuance and maintenance of purchase cards. AIM is a component of a set of applications called Purchase Card Online System (PCOLS). This document outlines the system change included in AIM Release 4.05.

2.0System Changes

2.1Software Enhancement

The following software enhancement will be included in the AIM 4.05Release.

2.1.1Modify existing CO Appointment workflow to allow the A/OPC to request the appointment be created (Change Request #AIM-2151)

The system will now allow the A/OPC to request a Certifying Officer Appointment. The A/OPC can complete the information for the appointment and identify the Appointing Authority. The Appointing Authority will receive an email and task for the appointment. The Appointing Authority can modify any information provided by the A/OPC and must electronically sign the appointment before is it sent to the Certifying Officer for signature.

The A/OPC can request the Certifying Officer appointment through the Appointment tab.

2.1.2Add Work Address and Email address requirements for migration (Change Request #AIM-980)

To ensure that AIM has the required work address and email address information for all accounts, the following additional validations will be performed:

  • AIM will requirean A/BO to have a work address and email address in DEERS when being assigned as the Primary A/BO on an existing Managing Account migrating into PCOLS. The managing account cannot be activated in PCOLS until the work address and email address are in DEERS.
  • AIM will require a Cardholder to have a work address and email address in DEERS when being assigned to an existing Cardholder Account migrating into PCOLS. The cardholder account cannot be activated in PCOLS until the work address and email address are in DEERS.
  • When a change to the A/BO is made in the bank system, AIM initiates a task to update the A/BO on the account within AIM. At this time, AIM will require the assigned Primary A/BO to have a work address and email address in DEERS.

2.2Software Corrections

The following software corrections will be included in the AIM 4.05 Release.

2.2.1Update Training Reminder email text(Change Request #AIM-2162)

The training reminder emails have been updated to specify that CLG001 should be taken as GPC refresher training, as well as the initial training.

2.2.2Update inactivity reminder process (Change Request #AIM-2153)

The inactivity reminder process has been updated to ensure that the inactivity period is reset if a user is provisioned into a new PCOLS role. An inactivity reminder email will be sent if the individual has not accessed PCOLS in any role for the defined period of time. Reminder emails are sent 30 and 60 days prior to lockout. The user will be locked after 180 days of inactivity.

2.2.3Update Auto Removal Emails (Change Request #AIM-2141)

The email notifications sent when a user is automatically removed from a PCOLS role due to a personnel change reported in DEERS have been modified to provide additional information. Additional user roles have been added to the distribution of these emails for informational purposes.

2.2.4Remove High Credit Limit message (Change Request #AIM-2134)

The warning message displayed when a credit limit over $249,000 was removed from the system. US Bank no longer requires special coordination on these accounts.

2.2.5Correct text for CH Supervisor selection(Change Request #AIM-2126)

The text was updated on the Cardholder Supervisor selection screen to provide the A/BO user the correct information on how to add a new Cardholder Supervisor, if needed.

2.3Other Corrections

The following corrections will be included in the AIM 4.05release but affect the information displayed in the Risk Assessment Dashboard (RAD):

2.3.1Correct count of disputes (Change Request #PCRAD-14)

RAD Control 4.4: Transaction Disputeswas corrected to ensure that a disputed transaction is only counted once even if the dispute is reported to PCOLS more than once.

2.3.2Control 3.1 and 5.1 should exclude newly created (Change Request #PCRAD-9)

The system was corrected to ensure that cardholder accounts created within the past 3 cyclesare not included in the calculation for the following RAD controls:

  • Control 3.1: Spending Ratio - Underutilized Credit Limits
  • Control 5.1: Average Cycle Transactions Reviewed

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