## Establishing User Ids

SAMS is used to create and manage system user ids through the user's
role, security profile (e.g., name, SSN), and Security Access Code (SAC)
information. The role (e.g., Local Agency Program Coordinators (LAPC),
Cardholder) defines the Purchase Card Management System (PCMS) options
to which a user has access. The SAC is made up of the Department Code,
Agency Code, Region, Unit, and Subunit. It defines the amount of
information a user can see.

The Agency Program Coordinator (APC) will use SAMS to request access to
PCMS for their LAPCs. The LAPC will then use SAMS to request access to
PCMS for other LAPCs, Cardholders, and Financial Managers (FM) within
their scope of responsibility. Access is automatically given to PCMS
when the batch program runs. See No. 3 under *SAMS Process Flow*.

## SAMS Process Flow

1.  The APC will utilize SAMS to establish LAPCs.

2.  The LAPC will establish Cardholder's, additional LAPCs, and FMs.

3.  The SAMS batch program that runs at 1:00pm CST and 8:00pm CST will
    process each request.

4.  After the batch program runs, the [Date Completed]{.smallcaps} field
    is updated on records which have processed successfully. The program
    updates the [Action]{.smallcaps} to "Error" and enters the error
    message in the [Comments]{.smallcaps} field, if the record did not
    process successfully. Refer to the *SAMS User's Guide for the
    Purchase Card* for complete details on error messages.

Change the [Action]{.smallcaps} from "Error" to an appropriate action,
correct the erroneous information according to the given solution, and
remove the error information from the [Comments]{.smallcaps} field and
press \[Save\]. The corrected record will get processed the next time
the SAMS batch program runs.

5.  After a request has processed successfully, the results of the
    request will be evident to the user (e.g., after an "Add user"
    request has been successfully processed the user will be able to log
    on to PCMS with the new user id and password).

## Security Access Maintenance

When updating records in SAMS (D, I, M, P, V), proceed with the
following steps:

1.  Find the user record;

```{=html}
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```
6.  Click on \[Copy Rec\];

7.  Select an [Action]{.smallcaps} and proceed to update record.

Refer to the *SAMS User's Guide for the Purchase Card* for complete
details for adding LAPCs and in managing a user's security access in
SAMS. SAMS and PCMS user guides can be viewed and downloaded at:
[http://www.usda.gov/procure/pcard/pcguide.htm](http://www.usda.gov/da/procure.htm)

## Departing Cardholders

1.  If the Cardholder voluntarily leaves the agency or USDA, excluding
    death, the LAPC will ensure that the Cardholder reconciles all
    transactions before leaving. All transactions must be reconciled
    before removing a Cardholder's system access; otherwise, a message
    will appear and the system will not allow the action. If the
    Cardholder died or was dismissed, skip to step 2.

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```
8.  Drop user access to PCMS when the Cardholder has either left the
    agency or USDA.

9.  If transactions appear after dropping the Cardholder's user id, add
    the departing Cardholder back into SAMS through the Add user Action.
    The APC/LAPC should use their SSN and the Cardholder's original user
    id with an alpha character added at the end when re-establishing
    this access. Add note in Comments field explaining why this id was
    created.

10. Reconcile the remaining transactions. If after 30 days no additional
    transactions appear, Drop User access for this id.

## Action Codes

*NOTE for Actions D, I, M, P, and V:* Unlike CAMS, all records created
in SAMS are separate records that can be viewed to troubleshoot access
problems. It is advisable to always use the last record to copy when
creating a new record (e.g., Change Password, Insert SAC).

**Add User (A)** -- Request access to PCMS.

**Drop User (D)** -- Drop user's access to PCMS. For LAPC's, ensure that
all Cardholder records have been transferred from the LAPC before
dropping their id and system access to PCMS.

*NOTE:* This will not revoke access to any other NFC applications or
systems. To remove access to any other NFC systems from this id, contact
the Security Office at NFC. Also, this option is not to be used to
delete an erroneous SAC, use the Remove SAC action.

*NOTE:* If a user id is mistakenly dropped, either call NFC to
re-establish it or add a new user id.

**Insert SAC (I)** -- Insert an additional SAC for a user. For example,
use this option when an LAPC is responsible for 2 of the 10 units in a
region. When the LAPC was originally set up, it was with a SAC of Dept
12, Agency 11, Region 03, Unit 01 and now the LAPC is also responsible
for unit 02. Insert another SAC for Department Code 12, Agency 11,
Region 03, Unit 02.

**Modify Data (M)** -- Modify the user profile information (name, social
security number, etc.).

**Change Password (P)** -- This action code is used to reset a user's
password (i.e., receive a call from a user saying they have forgotten
their password or that it has expired.)

**Remove SAC (V)** -- Remove a SAC that may have been entered
erroneously or that is no longer needed.

**Error** -- Batch processing detected an error in the record. Details
of the error are entered in the [Comments]{.smallcaps} field. Correct
the error and press \[Save\] to reprocess the record. Details for
resolving errors are in the *SAMS User's Guide for the Purchase Card*.

![](media/image1.wmf){width="2.8506944444444446in"
height="0.12430555555555556in"}

*Purchase Card*\
QUICK GUIDE

*to using the\
Security Access Management System (SAMS)*

![](media/image2.wmf){width="0.8694444444444445in"
height="1.3069444444444445in"}![](media/image3.wmf){width="1.0819444444444444in"
height="1.4736111111111112in"}

######### Originated: May 2001

######### 

![](media/image4.png)

Prepared by:

Office of Procurement and Property Management\
Procurement Systems Division

![](media/image1.wmf){width="2.8506944444444446in"
height="0.12430555555555556in"}

## Cardholder Setup and SAMS

SAMS and the PCMS Cardholder Setup process are fully integrated. When
new Cardholder records are saved in PCMS using the Cardholder Setup
option (CAMS), a skeleton record is simultaneously created in SAMS.
Batch processing sends the record to the Bank. After the Bank sends back
an acknowledgment that the account has been established, the account
number is inserted into CAMS and then fed to the SAMS record. The LAPC
then completes the skeletal SAMS record, giving the Cardholder access to
PCMS.

## Completing SAMS Records for New Cardholders

When an acknowledgment from the Bank is received (i.e.,
[Date]{.smallcaps} [Returned From Bank]{.smallcaps} and [Account
Number]{.smallcaps} are entered in the Cardholder's record in CAMS):

1.  In SAMS, click on **[Request]{.smallcaps}** to open the *Maintain
    Security Request* screen (refer to screen below);

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11. Query the Cardholder record;

## ![](media/image5.png)

12. Select [Action]{.smallcaps} **Add user**. (Do not click on \[Copy
    Rec\] first, see *Security Access Maintenance*.)

*NOTE:* When errors occur in batch processing, *Error* will appear in
this field. Refer to the [Comments]{.smallcaps} field for an explanation
of the error.

*NOTE:* Refer to the back panel of this tri-fold for complete
description of all Action codes.

13. The **[Authorized By]{.smallcaps}** field is optional. Note the user
    id of the person who authorized the request.

14. Once the request has been processed, the batch program completes the
    **[Date Completed]{.smallcaps}** field. This field will remain blank
    until the record is successfully processed.

Changes to a request can be made, as long as the [Date
Completed]{.smallcaps} field is null (blank). A new request can also be
deleted from the system by pressing the \[Remove\] button, as long as
the [Date Completed]{.smallcaps} field is null. Once the record is
processed by the SAMS batch program ([Date Completed]{.smallcaps} field
is not null), changes can no longer be made without selecting a record,
copying it, and selecting an Action.

15. Enter in the **[Comments]{.smallcaps}** field notes pertaining to
    the action taken on this request (e.g., initial setup for new user).

*NOTE:* Error messages generated by batch processing when the request
was processed are shown in this field.

16. Complete the fields in the Application Information block and
    Security Access Code (see below).

### Application Information Block

1.  In the **[Name & Role]{.smallcaps}** fields, "PCMS" and "CARDHOLDER"
    are defaulted. Click the mouse in the **[Name]{.smallcaps}** field
    and press the \[List\] button to see a valid list of applications
    and roles.

i.e., Agency_Coordinator (APC)\
Local_Program_Coordinator (LAPC)\
Cardholder\
Finance_MGR_Role (FM)

Make a selection and press \[Tab\] to move to the **[Program
Code]{.smallcaps}** field.

*NOTE:* When a purchase card [Name &Role]{.smallcaps} is selected (or if
the default is accepted, tab past these fields), the [Program
Code]{.smallcaps} field is populated with the appropriate program code.

17. If the person requesting access already has an NFC user id, enter
    that id in the **[User Id]{.smallcaps}** field. If not, press
    \[List\] to select from a list of available user ids. The cursor
    moves to the [Password]{.smallcaps} field. If the user already has a
    PCMS user id, enter the existing PCMS user id and add an alpha
    character at the end.

*NOTE:* To populate the drop-down listing of user ids, the APC needs to
notify NFC requesting user ids for the specific number of new users.

*NOTE:* The system will display a message if a user id selected has
already been assigned in SAMS or already belongs to a PCMS user.

18. Enter a **[Password]{.smallcaps}** that is eight positions long and
    contains both alpha and numeric characters. The password must begin
    with an alpha character.

*NOTE:* Passwords [cannot]{.underline} be reused. For example: The old
password was "Faith001". Cannot reuse "Faith001" again but can use
"Faith002".

### Security Access Code (SAC) Block

The SAC defines the user's level of access. Cardholder's should have a
SAC allowing them to see only their record.

**Defining a SAC:**

A user who is at the top level of the organization would have the
broadest access (e.g. a DPC could have a SAC of Department Code 12 which
would allow him/her to see every record for every agency within the
department). On the other hand, a user at the lowest level of the
organization would have the most limited access (e.g. an LAPC could have
a SAC of Department Code 12, Agency Code 11, Region 03, Unit 01, and Sub
Unit 00000 which would only allow him/her to see his/her records).

An LAPC who needs to see several units of a particular region could have
multiple SACs. If an LAPC in Agency 11 Region 03 needs to see all of
Units 01, 02, and 03 then they could have the following three SACs: 12
11 03 01 00000, 12 11 03 02 00000, and 12 11 03 03 00000.

1.  Enter the 6 digit [**Program Code**,]{.smallcaps} which should be
    populated after having selected [Name & Role]{.smallcaps}.

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19. Enter the 2 digit **[Department Code]{.smallcaps}** (e.g. 12 for
    USDA) and the cursor will move to the [Agency]{.smallcaps} field.

20. Enter the 2 digit **[Agency]{.smallcaps}** (e.g. 11 for Forest
    Service) and the cursor will move to the [Region]{.smallcaps} field.

21. Enter the 2 digit **[Region]{.smallcaps}** and the cursor will move
    to the [Unit]{.smallcaps} field. If there is not a region to enter,
    enter 00.

22. Enter the 2 digit **[Unit]{.smallcaps}** and the cursor will move to
    the sub unit field. If there is not a unit to enter, enter 00.

23. Enter the 5 digit **[Sub Unit]{.smallcaps}** (with leading zeros if
    necessary) and the cursor will move to the account number field. If
    there is not a sub unit to enter, leave "00000" in the field.

*NOTE:* Forest Service does not use sub units in PCMS for the purchase
card.

24. When entering a request for an LAPC, a default of "0000000000" will
    be entered in the **[Account Number]{.smallcaps}** field. When
    entering a request for a role other than Cardholder, the [Account
    Number]{.smallcaps} field is to remain blank. When the Bank
    acknowledgment is received in CAMS, the Cardholder's [Account
    Number]{.smallcaps} is entered in both CAMS and SAMS.

*NOTE:* If the system has not entered [Account Number]{.smallcaps} in
SAMS, enter the credit card account number for the Cardholder.

## Removing SAMS Records

If a SAMS record (other than Cardholder) is mistakenly created and
saved, it can be deleted by pressing \[Remove\] as long as the batch
process has not run (no date appears in the [Date Completed]{.smallcaps}
field).

## Lost/Stolen Purchase Cards

After a lost/stolen purchase card is reported to the Bank, NFC deletes
the Cardholder's CAMS record in PCMS and adds a new record. When the
Bank acknowledgment is received for the new CAMS record
([Date]{.smallcaps} [Return From Bank]{.smallcaps} and [Account
Number]{.smallcaps} are inserted), the NFC updates the Cardholder's
record in SAMS (i.e., inserts new [Account Number]{.smallcaps} and
enters into [Comments]{.smallcaps} that the record was updated by NFC).