PCOLS Hierarchy Reorganization Request Process

The PCOLS Hierarchy Reorg process was created to ensure active communication between all parties that are involved in a Reorg and also to provide an audit trail for our actions when organizations and accounts are moved due to a reorg.

*NOTE* - After we completed our first several reorgs, the IG and the PCPO have identified a major concern with “orphaned” cases in Data Mining. This occurs whenthe TBR Hierarchy is changed on accounts at the bank in support of the reorg. This situation makes any case reviews that were not completed in Data Mining inaccessible or “orphaned” and severely degrades the intended capability of transaction monitoring within PCOLS Data Mining. To ensure this does not occur as we move forward, we are changing the timing and meaning of the Level 2 signature on the Reorg Request form. Moving forward, the Level 2signature on the form will signify both approval for the reorg to occur as well as confirmation all Data Mining case reviews have been completed within a 3 day window prior to the reorg. This confirmation will be required before the PCPO will sign the form to give final approval.

  1. Level 3 A/OPC (HCA) submits request to the Level 2 A/OPC (AEA) for initial approval prior to formally submitting the request to the DLA PCOLS HD. It is assumed both the losing and gaining Level 3 A/OPCs (HCAs) have discussed the planned reorg prior to the reorg request being sent to the Level 2 A/OPC (AEA).

Submitter should provide the following to the Level 2 A/OPC (AEA):

  • DMDC Reorg Template
  • PCOLS Hierarchy Reorg Request Form [Section I filled in by Level 3 A/OPC (HCA)]
  • Any additional supporting documents

REMINDERS:

  • U.S. Bank requests 30 days as the minimum advance notification for a hierarchy move
  • Accounts will not be moved across services (Army/Air Force/Defense Agencies)
  • Account moves will include all accounts within the organization. There will be no splitting of accounts under an organization and moving them to multiple organizations.
  • Both OPEN and CLOSED ACCOUNTS must be identified and included in a hierarchy move on the “Account Info” tab of the template
  • Army account moves are only performed at US BANK at the change of the billing cycle
  • Air Force account moves are only performed at US BANK at Fiscal Year End

Hierarchy Move example #1: Organizations and accounts moved from one Level 3 to another. ACC-NCR – 00009 to MIC – 00027

Hierarchy Move example #2: Organization only moves within the same Level 3.

A/OPC org and sub orgs moved from one region in MEDCOM to another but all under the Level 3 ofMEDCOM – 00099. No US Bank involvement required due to no TBR changes required on accounts.

  1. The service forwards their reorg requestto the DLA PCOLS Help Desk (HD).
  2. All PCOLS Hierarchy Reorg requests are to be submitted by the Level 3 A/OPC (HCA)and will Cc the Level 2 A/OPC (AEA) on the submission email.

Therequest package(template, form, additional docs) will be emailed directly to the PCOLS group mailbox at:

  1. DLA PCOLS HDfills in Section II of the form and reviews the reorg request. The DLA PCOLS HD will work with the submitter to ensure the request is clearly understood and represented in the template.

3.1.In some instances the reorg request may be an EMMA hierarchy change only. Ifthis is the case and only DMDC action is required US Bank will be exemptfrom the process and the US Bank section of the approval form will be marked N/A.

  1. DLA PCOLS HD forwards the reorg request to designated POCs at the PCPO, DMDC and US Bank as applicable.
  1. DMDC and US Bank each review the reorg request. Both DMDC and US Bank will determine required level of supportand a datethe moves can occur. Confirmation the reorg can occur and the agreed upon date will be shared with the PCPO so all three groups are in agreement. Re-orgs will occur no earlier than 30 days from this point.

5.1.Any correspondence between DMDC or US Bank and the requester will be communicated through the DLA PCOLS HD.

  1. DLA PCOLS HD will provide the reorg occurrence date to those involved in the initial request submission (Level 2 and Level 3s). If the submitter decides to move ahead with the reorg on the provided date of action, section III of the form will be completed by the DLA PCOLS HD.
  1. The official approval process will then begin with the form being sent to DMDCfor their approval signature.(The Reorg Request form looks the same but the routing order will change as shown below) The PCOLS HD will facilitate completion of Section IV for approvals.
  1. DLA PCOLS HD forwards the approval form to DMDC. DMDC signs the approval form and returns to the DLA PCOLS HD.
  1. DLA PCOLS HD forwards the approval form to US Bank. US Bank signs the approval form and returns to the DLA PCOLS HD (if applicable).
  1. Service Level 2 A/OPC (AEA) signs the approval formand forwards to the DLA PCOLS HD.

Please confirm the *NOTE* at the beginning of the process is clearly understood before providing signature.

  1. DLA PCOLS HD forwards the approval form to the PCPO. The PCPO signs the approval form and the completed form will be filed on the organization’s shared drive.
  1. The DLA PCOLS HD will complete Section V of the form by notifying the Level 2 A/OPC (AEA) andLevel 3 A/OPCs (HCA) when the reorg actions are complete. The PCPO will provide a final copy to the Service Level 2 A/OPC (AEA) and U.S. Bank. U.S. Bank requests 15 days as the minimum advance notification for final approval to move forward.

Revised - 5/9/17Page 1