# Presentation: 071734

## o

**Lesson 1 - Introduction**

**Notes:**
 BRIEFLY SUMMARIZE INFORMATION CONTAINED IN LESSON PLAN DESCRIPTION OF STUDENT LESSON PLAN.

## Training Objectives

**At the conclusion of this Lesson, you will be able to:**** **
- Describe how cardholder, LAPC and APC responsibilities contribute to the Purchase Card Management workflow.
- State the consequences of misuse of the card.
- State the overall responsibilities of a Cardholder, LAPC and APC.
- List proper and improper use of Purchase Cards and Convenience Checks.
- Identify where self-help information is located.

**Notes:**
  GIVE STUDENTS A MINUTE TO REVIEW THE LESSON’S TRAINING OBJECTIVES. 
  DO NOT READ THEM TO STUDENTS

## PCMS Overview

**Notes:**
  WALK STUDENTS THROUGH OVERVIEW DIAGRAM. 
  ADD SOME DETAIL CONTAINED IN LESSON PLAN.

## Purchase Card Program Hierarchy

**Notes:**
  REVIEW THE HIERARCHY DIAGRAM, STARTING AT THE BOTTOM. 
  INCLUDE DETAILS ON RESPONSIBILITIES AT LAPC / APC / DPC LEVELS.  NOTE TWO DISTINCT ROLES OF DPC.

  HAVE STUDENTS FILL IN NAMES IN BLANKS

## PCMS Cardholder Workflow 

**Notes:**
  WALK CLASS THROUGH A LOGICAL PROGRESSION OF THE WORKFLOW DIAGRAM. 
  USE EXAMPLES TO AMPLIFY YOUR PRESENTATION, OR SOLICIT EXAMPLES FROM INDIVIDUAL STUDENTS. 
DISCUSS BENEFITS OF BEING A CARDHOLDER AND RESPONSIBILITIES.  ILLICIT COMMENTS OR OTHERE EXAMPLES FROM STUDENTS.

## Do’s

-  Purchases - Official Purposes Only!!!
-  Keep Your Card, Checks and PCMS Password SECURE!!!
-  Reconcile Transactions Frequently.
-  Pay Sales Tax If Requested by Merchant.
-  If Using Convenience Check, Obtain the Vendor’s TIN or SSN.
-  For a Micro-Purchase, Purchase Card Is First Choice.
-  If Purchase Card Lost or Stolen, Immediately Notify Bank!!!

**Notes:**
  REVIEW EACH POINT. 
  ASK STUDENTS FOR AN EXAMPLE OF EACH. 
  ENSURE POINT IS UNDERSTOOD BEFORE MOVING ON TO NEXT.

## Don’t

-  Exceed Single or Monthly Purchase Limits.
-  Split Transactions.
-  Make Personal Purchases.
-  Provide Salary Payments.
-  Make Cash and\or Travel Advances.
-  Make Cash Awards.

**Notes:**
 REVIEW EACH POINT. 
 ASK STUDENTS FOR AN EXAMPLE OF EACH. 
 ENSURE POINT IS UNDERSTOOD BEFORE MOVING ON TO NEXT.

## LAPC Role

**Notes:**
 REVIEW CARDHOLDER WORKFLOW AND HOW THE LAPC CONTRIBUTES. 
 ASK STUDENTS FOR EXAMPLES OF THE LAPC ROLE. 
DISCUSS OTHER LAPC RESPONSIBILITIES.

 ENSURE POINT IS UNDERSTOOD BEFORE MOVING ON TO NEXT.

## APC Role

**Notes:**
 REVIEW WORKFLOW AND HOW THE APC CONTRIBUTES. 
 ASK STUDENTS FOR EXAMPLES OF THE APC ROLE. 
DISCUSS OTHER APC RESPONSIBILITIES.

DISCUSS THE ROLE DPC PLAYS.

 ENSURE POINT IS UNDERSTOOD BEFORE MOVING ON TO NEXT.

## Information Sources

- User Manual
- Quick Guides
- DR 5013-6

- Policy Guides
- FAQ’s
- APC

**Notes:**
  REVIEW & DESCRIBE INFO SOURCES DEPICTED ON SLIDE. 
  EMPHASIZE APC AS MOST IMPORTANT RESOURCE.

## Summary & Review

- Describe How Cardholder, LAPC and APC Responsibilities Contribute to the Purchase Card Management Workflow.
- State the Consequences of Misuse of the Card.
- List Proper and Improper Use of Purchase Cards and Convenience Checks.
- Identify Where Self-help Information Is Located.

**Notes:**
REVIEW & SUMMARIZE LESSON BASED ON TRAINING OBJECTIVES AS RE-STATED ON SLIDE. 

## Lesson 2: Accessing and Navigating PCMS

**Notes:**
  Summarize / Paraphrase Course Description Paragraph In Student Outline. 
  Note:  This Lesson Is Best Presented Using Dual Projectors; One for This PowerPoint Presentation, and a Second for Showing the PCMS Application. 
  If the Classroom Does Not Have Dual Projectors/screens, the Instructor Can Switch Back & Forth Between PCMS and PowerPoint. 
  If the Instructor Is Uncomfortable Switching, Pick Most Suitable Option for Situation 

## Training Objectives

- At the conclusion of this lesson, PCMS LAPC’s and APC’s will be able to:
*Demonstrate accessing PCMS and maintaining passwords. ** *
*Navigate PCMS using menus and tools. *

- 	 		**-**

**Notes:**
  Ask Students To ‘Take A Moment To Review The Training Objectives For This Class.’ 
  Do Not Read To Students.

## Logging On \ Off PCMS 

-  Opening the PCMS Application
- open an Internet Explorer browser and access the USDA PCMS web page at _[http://](http://www.nfc.usda.gov/corporate/PCMS.htm)__[www.nfc.usda.gov/corporate/PCMS.htm](http://www.nfc.usda.gov/corporate/PCMS.htm)_
- Click the active PCMS Application Login link under the *PCMS Production* heading.
- Click OK on the Security message
-   Log onto PCMS to access the PCMS Database Server.
-   If you cannot open the application:
- Contact the PCMS helpdesk.
- LAPC should notify their APC.

**Notes:**
  Slide Is Self Explanatory. 
  Touch on Each of the Points on the Slide, and Expand on Those As Necessary.

## Logging Onto PCMS 

- Training PCMS User ID and Password to be provided by your Instructor.
- Production PCMS User ID and Password will be provided to LAPC’s by their APC or PSD to APC’s upon completion of training.
- If you experience problems logging on to PCMS:
- Ensure your User ID and Password are correct.
- Contact your APC or PCMS Helpdesk.

**Notes:**
  Slide Is Self Explanatory. 
  Touch on Each of the Points on the Slide, and Expand on Those As Necessary.

## Logging Off PCMS 

-  To exit PCMS, from the Main Menu, press 			- OR -
-   Click the ‘X’ in the top right-hand corner of the window.

**Notes:**
  Slide Is Self Explanatory. 
  Touch on Each of the Points on the Slide, and Expand on Those As Necessary.

## PCMS Passwords   

- At the PCMS Main Menu, select Change Password.
- The Pop-Up Window shown below will appear.
- Password Requirements
- Must be at least 6 alphanumeric characters.
- Begin with a letter.
- Must include >= 1 number.
- Must contain no spaces.
- Differ, by at least 3 characters, from the previous password.

**Notes:**
  Slide Is Self Explanatory. 
  Touch on Each of the Points on the Slide, and Expand on Those As Necessary.

Passwords expire every 90 days.

## Troubleshooting   

| Error | Explanation  | Remedy |
| --- | --- | --- |
| Password must be at least 6 characters and include one numeric value.  | a)  UserID or password entered incorrectly
b)  Problem with your user account  | a)  Check you have entered the information correctly.  Re-enter details and try to log on again. 
b)  Contact your APC to determine if there is a problem with the account.  |
| Please enter a valid UserID\password.  | a)  UserID and password entered 3 times unsuccessfully, results in account being locked out.
b)  PCMS Is down. | a)  Contact your APC to remove locked status.
b)  Contact your APC. |
| Password not changed.  | 90 days has expired without changing your password.  Your old password is no longer valid  | Contact your APC to reset your password.  |
| Password cannot be reused.  | The new password is the same as the previous password.  | a)  Try to change the password again, ensuring the new password has at least 3 characters different from the previous password.
b)  Contact your APC to determine if there is a problem with your account.  |

- For possible causes of error messages, and remedies, see the table below:

**Notes:**
  Slide Is Self Explanatory. 
  Cover Each Explanation and Remedy. 
  Emphasize the This Error Message, If User Id & Password Are Entered Correctly, Indicates PCMS Is Down (Not Available for Service).

## Password Security    

- Select a Password You Will Remember and Keep It Secure.
- Do Not Give Your PCMS Password to Any Other Person.
- If You Suspect Someone May Have Access to Your Password Then   Change It.
- Account Lockouts Occur to Prevent People From Trying to Guess Your Password.
- Unique Passwords Are Required to Keep Your Password More Secure.

**Notes:**
 Slide Is Self Explanatory. 
  Touch on Each of the Points on the Slide, and Expand on Those As Necessary. 
  Ensure Everyone Understands Terms Such As ‘Account Lockout.’ 

## Practical Exercise 

- Log on to PCMS Training Database Using the Trainee User ID and Password Provided to You by Your Instructor.
- After Logging on Change Your Password To: Trainee
- Log Out of PCMS.
- Log on to PCMS Again Using Your New Password.

**Notes:**
  This Practical Exercise Can Be Conducted as an Individual or Instructor-Led Exercise. 
  Ensure Every Student Successfully Completes This Exercise Before Proceeding.

## Main Menu

- Located on the Main PCMS Screen.
- Provides Access to the Major Functions of PCMS.

**Notes:**
  Introduce Class to the Main Menu. 
  State “It is Important to Read Messages Posted on the Bulletin Board Regularly.  This Will Be Discussed in More Detail in Lesson 5 – Messages.” 
  Use This Opportunity to Identify the Window Title, Tool Bar, Exit Form Button, and Any Other Relevant Features.

## Main Menu (Cont.)

| Menu Item | Details |
| --- | --- |
| Cardholder  | Provides options for PCMS Cardholders to reconcile accounts and perform related functions.  |
| Setup\User Messages | Establish and maintain Cardholder records, and read User Messages. |
| Change Password  | Change PCMS passwords.  |
| Window  | Customize the Window display.  |

**Notes:**
  Discuss the Functionality of Each of the Tool Bar Items As Shown in the Table on the Slide.

## Form Window

- The form window opens when you select one of the options from the Cardholder Menu.
-   Window display:
- Sub-Menu
- Command Bar
- Form window
- Status Bar
- Busy Signal

**Notes:**
  Fully Discuss and Explain Each of the Bullet Points on the Slide.

## Sub-Menu

|  |  |
| --- | --- |
| Option | Description |
| Action  | Take action on a transaction, such as save data or print.  |
| Edit  | Options to edit text in the selected field.  |
| Block  | Options to move between major sections of the window.  |
| Field  | Options to move the cursor between fields.  |
| Record  | Options to navigate and manipulate transactions.  |
| Query  | Search function.  |
| Fleet  | Lists the same options as the Fleet Card Menu. |
| Help | Options for help and program shortcuts
Note: Not available at this time. |
| Window | Customize the Window display. 
Note:  Does not apply in PCMS Web |

**Notes:**
  Fully Discuss and Explain Each of the Bullet Points on the Slide. 

## Command Bar 

- Appears on Every Window
- Located at the Top of Each Screen.
- Buttons Used to Initiate or Confirm Actions in PCMS.

**Notes:**
  Fully Discuss and Explain Each of the Bullet Points on the Slide, referencing the Slide Graphic.

## Command Bar (Cont.) 

| Command |  | Description |
| --- | --- | --- |
| Clear Form  |  | Clears all data in the form.  |
| Save  |  | Saves changes to the database.  |
| Print  |  | Prints the screen.  |
| Edit |  |  |
| Remove  |  | Removes a line of accounting in the Profile Accounting screen.  |
| Insert  |  | Inserts a new record after the current record. |
| Find  |  | Search function.  |
| Help  |  | Displays a brief message about the current field. 
This button is currently inactive.  |
| List  |  | Displays a list popup window for selecting valid field entries. 
 |

**Notes:**
  Fully Discuss and Explain Each of the Bullet Points on the Slide, referencing the Slide Graphic.

## Navigation 

- Moving From Record to Record
- Use the Forms Menu Option Record.
- Select Next or Previous.
- Use the Scroll Bar on Left Side of Screen.
- Moving From Field to Field
- Use the Forms Menu Option Field.
- Select Next or Previous.
- Use the Tab Key.
- Click in the Field Using Mouse.

**Notes:**
  Briefly Explain Each Bullet Point. 
  If Convenient and Time Permits, Briefly Demonstrate Each of These Options Using the Instructor’s Terminal and Overhead Projector.

## Executing a Query  

- Retrieving Information From the Database Is Called Executing a Query.
- Retrieving All Records
- Click **Find **on the command bar twice to query all records.
- Retrieving Specific Records
- Click **Find **on the command bar once.
- Enter the value(s) you want to match in the appropriate fields, and click **Find **again.
- Wildcard (%)
- Allows you to search for a partial value.
- Window will populate with all records matching your search criteria.

**Notes:**
  Briefly Explain Each Bullet Point. 
  Demonstrate Each of These Actions Using the Instructor’s Terminal and Overhead Projector. 
  The Wildcard Example is Often Difficult to Understand.  Ensure Class Understands this Concept/Functionality.

## Lists 

- Some fields in the PCMS windows have lists.
- <*List of Values> *will displayed in the status bar in the lower left corner of the window.
- To access the list, click **List **on the Command Bar.
- A list popup window opens displaying all appropriate choices for the specific field.
- Scroll to highlight the item you want to select and click **OK**.
- The value appears in the applicable field.

**Notes:**
  Briefly Cover Each Bullet Point Above. 
  Thoroughly Explain What a ‘List of Values’ is. 
  Show Class How to Identify Which Data Entry Fields Have an Associated List of Values.

## Summary and Review

- Which Menu Bar Is Used to Be Able to Customize the  Window Display?
- What Are the Steps to Changing a Password?
- Which Menu Takes You From the Main Screen of PCMS to Be Able to Query Card Transactions?
- If I Want to Print a Screen Where Are the Print Options Located?

**Notes:**
  This Slide Covers Review Questions forLesson 2. 
  Ensure There Are No Other Questions About Accessing And Navigating In The PCMS Application.

## Lesson 3: Accounts and Profile Accounting 

**Notes:**
  SUMMARIZE / PARAPHRASE COURSE DESCRIPTION PARAGRAPH IN STUDENT OUTLINE.

## Training Objectives

- At the conclusion of this Lesson, PCMS LAPC’s and APC’s will be able to:
- Review Purchase Card Details.
- Modify Profile Accounting Information.

**Notes:**
  ASK STUDENTS TO ‘TAKE A MOMENT TO REVIEW THE TRAINING OBJECTIVE FOR THIS CLASS.’ 
  DO NOT READ TO STUDENTS.

## Purchase Card Account

- Overview
- Querying Cardholder Records

**Notes:**
  The Purchase Card screen is used to provide an overview of cardholder’s purchase card details.  
  This is a view only screen.  
  The LAPC can edit this information in CAMS (see Lesson 7).  
  Access the Purchase Card information from the Cardholder menu.  
  For further information on the Purchase Card screen and field definitions refer to section II-4 in the Cardholder’s PCMS User’s Guide.

 The system will automatically query the cardholder records associated with the user id currently logged into PCMS. 
  If no details appear click the FIND button on the Command Bar.  

  Point out that an LAPC\APC will generate queries more quickly using Discoverer.

## Practical Exercise 

**Query all Cardholder records.**
**Query Cardholder records with a Card status of “ACTIVE”.**
**Query Cardholder records with a Single Purchase limit of greater than $1,000.**
**Query Cardholder records that expire in the year 2005.  **

**Notes:**

Exercises can be instructor led or undertaken individually by trainees.

Ensure all trainees have completed the exercises before moving to next screen.

## Profile Accounting 

**Notes:**
 What is Profile Accounting? 
 When a Cardholder PCMS account is created the purchase card is associated with certain accounting codes.
 The Profile Accounting screen allows the Cardholder to modify the accounting code information.
 Cardholders cannot modify the Purchase Card account details. 
  Main Screen 
  Access the profile accounting screen from the Cardholder Menu.
  Modifications to profile accounting information may be made in the white fields in the bottom half of the screen.
 Modifications to profile accounting information cannot be made in the gray fields.  
  Note:  If the profile accounting for a cardholder account is changed too frequently, a user message will be sent to the LAPC prompting him/her to review the account details.   

## Profile Accounting - Name

| Field | Description |
| --- | --- |
| Name
 | The Cardholder’s name as it appears on the Purchase Card. A list of Cardholders is available to LAPC’s only for this field. |

**Notes:**
  Account Details 
  The Cardholder’s PCMS account details are located on the top portion of the screen. 
 The Cardholder’s PCMS account details cannot be modified by the Cardholder. 
  LAPC can modify account details using CAMS.. 

## Profile Accounting – Account Number

| Field | Description |
| --- | --- |
| Account Number

Each part of this field can be queried.  | This field contains two parts:
     - The cardholder’s program code
    - The last 10 digits of the purchase card account number |

**Notes:**
  Review the Account Number field and description as displayed in the table on the slide.

## Profile Accounting – Organization

| Field | Description |
| --- | --- |
| Organization
Each part of this field can be queried.  | This field contains four parts:
     - The cardholder’s department code
     - The cardholder’s agency code
     - The cardholder’s unit code 
     - The cardholder’s sub unit code   |

**Notes:**
  Review the Organization field and description as displayed in the table on the slide.

## Profile Accounting Details

| Field | Description |
| --- | --- |
| Agency

Optional field. | Enter the agency code that the purchase is to be charged against.

Example: |
| Station

Optional field.  | Enter the station code that the purchase is to be charged against.  
Example:  |

**Notes:**
  Review the Agency and Station fields and description as displayed in the table on the slide.

## Profile Accounting Details (Cont.)

| Field | Description |
| --- | --- |
| Accounting Code

Required Field.  | Enter the accounting code against which this portion of the transaction is charged.

Example: |
| Account Description 

Optional Field.
 | Enter the description of the accounting code.

Example:  |

**Notes:**
  Review the Accounting Code and Account Description fields and description as displayed in the table on the slide.

## Profile Accounting Details (Cont.)

| Field | Description |
| --- | --- |
| Object Class

Required Field
 | Enter a valid BOCC. 

Example:  |

**Notes:**
 Review the Object Class field and description as displayed in the table on the slide.

## Profile Accounting Details (Cont.)

| Field | Description |
| --- | --- |
| Distribution Percent

Required Field.
 | Enter the percentage of this account to be applied to the transaction amount.

Example: |
| Total Percent

Non-entry Field.  | The value in this field is the total percentage to be applied to the transaction amount.  The value will be affected by changes to the Distribution Percent Field but cannot be directly edited by the Cardholder.  This field must equal 100 percent. |

**Notes:**
  Review the Distribution Percent and Total Percent fields and descriptions as displayed in the table on the slide.

## Query Profile Accounting

-   A Cardholder can only query their own profile accounting.
-   APC\LAPC can query profile accounting for all designated Cardholder records or specific records.

**Notes:**
  Note scroll bar to navigate between Cardholders.

  Note User list.

  Discuss different ways to query.

## Modify Profile Accounting

| Add | To add a line of accounting, enter the new accounting details on the next available line.  Remember to balance the Distribution Percent across the lines of accounting - the Total Percent must equal 100. |
| --- | --- |
| Remove | To remove a line of accounting, place the cursor in any field on the specific line and click          on the Command Bar.  The entire line of accounting will be deleted.  |
| Change | To change information in one of the accounting fields, you must remove the entire line and add a new line with the corrected information.  |

**Notes:**
  Modify Profile Accounting 
  Once the accounting information is displayed on the screen, apply Remove, Change or Add as necessary.  
  Review the Remove, Change and Add commands and descriptions as displayed in the table on the slide.

## Updating Accounting Fields

| Field | Guideline |
| --- | --- |
| Agency

Optional field.  |  Enter a valid agency code or leave the field blank.  The agency code entered in the field will be used when validating the accounting classification code.  If the filed is left blank, the agency code that appears in the top region of the screen will be used for validation.  
  When using an accounting code that belongs to another agency, the agency code must be entered in order for the accounting classification code to validate.  |

**Notes:**
  Use the following guidelines in updating each of the accounting fields: 
  Review the Agency field and guideline as displayed in the table on the slide.

## Updating Accounting Fields (Cont.)

| Field | Guideline |
| --- | --- |
| Station

Optional field.
 | Enter a valid station code (region + unit) or leave the field blank.  For agencies that use a station code, this will be used to validate the accounting classification code.  If left blank, the region and unit located in the top region of the screen will be used for validation.  |

**Notes:**
  Review the Station field and guideline as displayed in the table on the slide.

## Updating Accounting Fields (Cont.)

| Field | Guideline |
| --- | --- |
| Accounting Code

Required Field.  | Enter a valid accounting code and hit “Tab” on the keyboard, or click in the next field.  The system will then validate the accounting code.  All Agency codes will be validated against the Federal Foundation Information System (FFIS) table.  If the code is invalid a system edit error message will be generated, prompting the Cardholder to correct the field value.
The Accounting Code can also be selected from a list, by placing the curser in the Accounting Code field and hitting the “List” button on the Command Bar.  |

**Notes:**
  Review the Accounting Code field and guideline as displayed in the table on the slide.

## Updating Accounting Fields (Cont.)

| Field | Guideline |
| --- | --- |
| Account Description 

Optional Field.
 | Enter the account description of the accounting code.  |

**Notes:**
  Review the Accounting Description field and guideline as displayed in the table on the slide.

## Updating Accounting Fields (Cont.)

| Field | Guideline |
| --- | --- |
| Object Class

Required Field
 | Enter a valid Budget Object Class Code (BOCC).  This code associates the financial transaction with the nature of the goods or service, received or supplied, as a result of the purchase.  Please refer to the PCMS quick guides for further information on BOCC’s.
The BOCC can also be selected from a list, by placing the curser in the Object Class field and hitting the “List” button on the Command Bar. |

**Notes:**
  Review the Object Class field and guideline as displayed in the table on the slide.

## Updating Accounting Fields (Cont.)

| Field | Guideline |
| --- | --- |
| Distribution Percent

Required Field. | Enter a valid number from 1 to 100.  This amount indicates the percentage of each transaction to be posted against the accounting code. |
| Total Percent

Non-entry Field.  | Updates automatically when the Distribution Percent Field is modified.  
This field must equal 100 percent. |

**Notes:**
  Review the Distribution Percent and Total Percent fields and guidelines as displayed in the table on the slide.

## Multiple Accounting Entries

| If | Then |
| --- | --- |
| Multiple accounting codes are associated to the cardholder’s account...  | The transaction amount is automatically distributed across the accounting codes based on the percentage allocations set in the Distributed Percentage field.  |
| A particular transaction requires a distribution of funds across accounts, other than that established in Profile Accounting...  | The funds will be reallocated during the reconciliation process.  |

**Notes:**
Review the If-Then Rules for multiple accounting codes as displayed in the table on the slide.

## Practical Exercise 

- Query all Cardholder records, select a user, then add a second accounting code: 7010000000 to the profile account information for that user.
- Add the BOCC for “Supplies and Materials.”
- Set Distribution for This Accounting Code to 25%.  (Remember the Total Percentage Must Equal 100%).
- Save Changes and Exit the Profile Accounting Screen.

## Summary and Review

- 1.   What Is the Purpose of the Purchase Card Screen?
- 2.   What Do You Use the Profile Accounting Screen for?
- 3.   Which Fields on the Profile Accounting Screen Require a Value to Be Entered?
- 4.   Why Would You Have Multiple Accounting Codes Associated to Your Purchase Card?
- 5.   How Can You Remove Profile Accounting Details?
- 6.   How Do You Add Profile Accounting Details?