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P- -Card Procurement Card Procurement P P-Card Procurement LOG- -MM MM- -024 024 LOG LOG-MM-024 Dec 4, 2008 Dec 4, 2008 Dec 4, 2008 LaGov LaGov Version 1.7 Updated: 12/03/2008

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Today’s Workshop Objectives  Review Current Process for Procurement Card  Review Current Process for Fuel Card  Validate process definition  Identify all legacy systems used  Review SAP Glossary  Overview of SAP P-Card Functionality  Present Straw Man process flow Monday, December 29, 2008 3 3

As- IS P-Card / Fuel Card  Points of Discussion / Decisions needed by close of session.  As –Is Fuel Card Overview.  As-Is Disputed Charge Process for Fuel- Card  Fuel-Card Screen Shots  Straw Man for Fuel Card Interface Process  P-Card (LaCarte) Overview  Current System Alignment  As– Is P-Card Roles & Responsibilities  As-Is Process flows – Card Maintenance activities – P-Card Application Key Fields – P-Card Process Flow – P-Card Purchase Work Flow DHH Monday, December 29, 2008 4 4

As- IS P-Card / Fuel Card  As-Is P-Card Applications Screen Shots  Timeline of events per Billing Cycle.  As-Is P-Card Validation / Reconciliation Reports.  As-Is Disputed Charge Process.  As-Is Key P-Card Process difference for DOTD.  As-Is Key P-Card Process difference for Non -ISIS Agencies.  As-Is Restricted/Prohibited Purchases on P-Card. Monday, December 29, 2008 5 5

Points of Discussion / Decisions needed by Close of Session  Will LA continue to use WORKS in the same capacity in the future?  Will DHH reconciliation system remain, will others use this same tool?  How will we capture true commodity / contract and vendor spend with to-be P-Card program?  Will Services be included into the P-Card program?  Will Fuel Trac process remain as is?  What will the reconciliation process entail?  Will the existing forms for dispute handling & card maintenance remain, and will these need to be standardized across the State? Monday, December 29, 2008 Monday, December 29, 2008 6 6 6

As-Is Overview – Fuel Card As-Is Overview – Fuel Card Monday, December 29, 2008 Monday, December 29, 2008 7 7 7

As –Is Fuel Card Overview  Unique Fuel Card is assigned to each vehicle.  Each authorized user will have a unique PIN to identify them when making a purchase.  The PIN is generated in Fuel Trac when a new user is created.  Payments are currently made via Fuel Trac or Warrants and then recorded in AFS via a J4 ( For ISIS agencies)  Non ISIS agencies using Fuel Trac will make and record payments in their legacy systems.  Fuel Trac can create file formats in Visa InfoSpan 8

As-Is Fuel Card Interface Process Reconcile Receive Process J4 Purchase Charges Record Payment Monthly for Proper made with logged to made in Receipt in Statement Coding of Fuel Card electronic Fuel Trac log Electronically Charges Statement Monday, December 29, 2008 Monday, December 29, 2008 9 9 9 9

As-Is Fuel Card Maintenance New Fuel Card Authorized user Physical Card Vehicle details (Agency is mailed to Vehicle is are registered Account Agency purchased Manager) logs Account in Fuel Trac into fuel Trac Manager Registration of a New User Authorized Agency User (Agency PIN is sent to Request for Unique PIN is Account Account the Agency New user is Manager) user Account Generated Manager made logs into Fuel Manager notifies User Trac Monday, December 29, 2008 Monday, December 29, 2008 10 10 10 10

As-Is Disputed Charge Process for Fuel- Card  Only reconciled items are paid in full regardless of statement amount  Unreconciled items are noted and Fuel Trac is informed; these transactions are marked as disputed charges.  If the disputed charges are found to be legitimate charges, these charges will appear on the following month’s statement.  If disputed items cannot be resolved, these are escalated to the State Fleet Manager who will be empowered to arbitrate. Monday, December 29, 2008 11 11

12 As-Is Fuel-Card User Maintenance Screens

13 As-Is Fuel-Card Vehicle Maintenance Screens

14 Fuel Card Transaction Details

15 Fuel Card Reporting Functionality

Straw Man for Fuel Card Interface Process * * Receive * JE to Purchase Record Reconcile IR * Monthly correct Payment Receipt in made with with Build IR Statement made via accounting log Fuel Card Receipts in from File Electronically when EFT log required *Green boxes indicate Process change from Current As-Is Monday, December 29, 2008 Monday, December 29, 2008 16 16 16 16

As-Is Overview – P-Card As-Is Overview – P-Card Monday, December 29, 2008 Monday, December 29, 2008 17 17 17

P-Card (LaCarte) Overview  LaCarte is currently a Visa card issued by Bank of America, used to assist in the management of purchasing, payment and accounting for small purchases.  A P-Card must be issued in the name of an individual state employee  A P-Card is non-transferable; only useable by the cardholder  The cardholder is responsible for insuring that all charges on the card are for official state business.  P-Cards are embossed with: – State of Louisiana – Department Name – Employee Name – Employee Account Number – State tax-exempt number Monday, December 29, 2008 18 18

P-Card (LaCarte) Overview  OSP determines maximum single transaction limit (recommendation is $1,000)  However, an agency may increase this amount agency wide or on an individual card basis up to $5,000 w/out prior approval from OSP.  All purchases using the P-card must comply with proper purchasing procedures  Multiple types of PCard purchases –( Adhoc purchase / eCat / Punchout / contract)  Agency determines all limits within the maximum: • cycle/monthly limits • single transaction limits • daily transaction limits Monday, December 29, 2008 Monday, December 29, 2008 19 19 19

P-Card (LaCarte) Overview  DOA Policy mandates all agencies perform post audits to insure all purchases are made in compliance with state laws, rules and regulations.  Agency Program Administrators process reports through WORKS to view all LaCarte purchases (could vary by agency; i.e., Monthly, weekly, etc.) Monday, December 29, 2008 20 20

Current System Alignment Legacy / P-Card / Fuel Card System Function Proprietary System AFS P-Card & Fuel Card information is loaded reconciled and paid out of AFS. PCard Management Reconciliation of P-Card charges activity System (PMS) which automatically creates J6 (JE) entries that are loaded into AFS for DHH only. WORKS(BOA) BOA software where card maintenance is performed as well as spend analysis. Fuel Trac Voyager software is where card maintenance is performed as well as fuel spend analysis and Payments authorized. Monday, December 29, 2008 21 21

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As-Is Card Maintenance Activities New Card Request Application Card Application Cardholder is Application Approved Entered by PCard Received Card Sent trained & Completed By PCard Admin By issued by To accepts Requesting Appropriate for Agency BOA Dept / PCard responsibility Cardholder Card Manager Into WORKS Admin of card Existing card limits changed or deactivated Maintenance Admin Request for Cardholder Request Director Maintenance notified of Updated in notified of Received changes WORKS change Monday, December 29, 2008 Monday, December 29, 2008 23 23 23 23

As- Is P-Card Application Key Fields  Key Fields populated on an P-Card application: – Cardholder first and last name – Issuing Agency – Cardholder address (either personal or work) – Monthly spending limit – Single purchase limit – Merchant code category – Agency accounting information (specific to cardholder reporting category) – Cardholder ID number (HR number, etc.) – Can also be restricted by number of purchases per day 24

25 As-Is Card Authorization form

As-Is P-Card Process Flow */Green box designate where process differs for DHH Receipt * Purchase PCard Spend Purchase Log Monthly And/or Cardholder Made Approval Completed Invoice Statements Reconciles With PCard Received Filed w/Log Received Charges * * EFT to A n y FM Sends c i e s Bank of d i s c r e p a n Processes Reconciled a n d b e t w e e n f i l e America from JE( J6) to a r g e s a g e n c i e s c h charges to Default allocate charges u t e d a r e d i s p Financial Mgt. Acct. Code to Proper Coding e o f f l i n Monday, December 29, 2008 Monday, December 29, 2008 26 26 26 26

As- Is P-Card Purchase Work Flow DHH Un-reconciled Charges Extract loaded Charges Charges coded Extract is run loaded into back into AFS reconciled by to default from WORKS DHH Recon which creates card holders accounting System J6 Diagram only depicts difference between DHH and process followed by other agencies Monday, December 29, 2008 Monday, December 29, 2008 27 27 27 27