# Presentation: 040088

**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 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:**
  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. 
  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. 

## 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.

## Information Sources

- User Manual
- Quick Guides
- DR 5013-6

- Micro-Purchase Guide
- FAQs
- LAPC

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

## Summary & Review

- Describe How Cardholder 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 Web 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 Cardholders 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://www.nfc.usda.gov/corporate/PCMS.htm](http://www.nfc.usda.gov/corporate/PCMS.htm)__ _
- Click the active PCMS Application Login link at the bottom of the page.
- 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.
-   Notify your LAPC.

**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 UserID and Password to be provided by your Instructor.
- Production PCMS UserID and Password will be provided by your LAPC upon completion of training.
- If you experience problems logging on to PCMS:
- Ensure your UserID and Password are correct.
- Contact your LAPC.

**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 [Exit PCMS].			- 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 at least 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.

## 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 LAPC 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 LAPC to remove locked status.
b)  Contact your LAPC. |
| Password not changed.  | 90 days has expired without changing your password.  Your old password is no longer valid  | Contact your LAPC 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 LAPC 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 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 Window

- Main Window in 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.

## Bulletin Board

- Located in the Center of the Main Window
- Provides Updates About PCMS.
- System Upgrades and Downtime
- Notification of Specific System Problems
- The DPC Is Responsible for the Posting of All Messages to the Bulletin Board

**Notes:**
 REMIND STUDENTS TO CHECK BULLETIN BOARD REGULARLY FOR IMPORTANT INFORMATION. 

## Main Menu 

| Menu Item | Details |
| --- | --- |
| Cardholder  | Provides options for PCMS Cardholders to reconcile accounts and perform related functions.  |
| Change Password  | No Cardholder options are available under Setup. |
| Reports | Generate Cardholder reports. |
| 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 Record from the menu and select Next or Previous.
- Use the Scroll Bar on Left Side of window.
- Moving From Field to Field
- Use Field on the menu and 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.

## System Edits

- If data is entered into PCMS incorrectly, or an attempted function is not allowed, the system will generate an error message.
- Appear in dialog boxes
- Provide information that will help you determine how to proceed
- Click OK to close the error message
- This example indicates that data entered is not recognized by PCMS and needs to be corrected.

**Notes:**
 STATE “SYSTEM EDITS ARE MORE COMMONLY KNOWN AS ERROR MESSAGES.” 
 REVIEW EACH OF THE BULLETS ON THIS SLIDE. 

## 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 item 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?
- Where are print options located if I want to print a screen?
- You receive an error message when reconciling a transaction:
- What is the likely cause of the problem and what steps do you need to take to resolve it?  (Walk the instructor through the steps)
- How does the DPC distribute system information, such as system upgrades, to the cardholders?

**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 Cardholders 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

**Notes:**
  The Purchase Card screen is used to provide an overview of the cardholder’s purchase card details.  
  This is a view only screen.  
  To edit this information you must contact your LAPC.  
  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 record attached to the user id that was used to log into PCMS. 
  If no details appear click the FIND button on the Command Bar.  

## Purchase Card Account - Details

| Field | Description |
| --- | --- |
| Name | Cardholder’s name as it appears on the Purchase Card |
| Account Number | Contains four parts:- Program Code      - Department Code- Agency Code        - Last 10 digits of the purchase card account number. |

## Purchase Card Account - Details

| Field | Description |
| --- | --- |
| Region | Second position in the organization code. |
| Unit | Third position in the organization code. |
| Sub Unit | Fourth position in the organization code. |

## Purchase Card Account - Details

| Field | Description |
| --- | --- |
| Phone Number | Cardholder’s business phone number |
| Expiration Date | Expiration date of cardholder’s account |
| Card Status | A = Active, I = Inactive, D = Deleted |

## Purchase Card Account - Details

| Field | Description |
| --- | --- |
| Monthly Limit | Maximum amount the cardholder can spend in one month. |
| Single Purchase Limit | Maximum amount the cardholder can spend for a single purchase |
| Tax Exempt Number | Department’s tax exempt number |

## Purchase Card Account - Details

| Field | Description |
| --- | --- |
| Checks Authorized | Whether the cardholder is authorized to have checks. |
| LAPC Name | Name of the Local Agency Program Coordinator attached to the cardholder record. |

## Query Purchase Card Account

- Query all or specific cardholder records for the current User ID.
- Navigate between retrieved records.

## Practical Exercise 

**Review Purchase Card details of your trainee account.**

## 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 - Details

| Field | Description |
| --- | --- |
| Name | The Cardholder’s name as it appears on the Purchase Card. |
| Account Number | Contains two parts:    - Cardholder’s program code (448681 or 448686)    - Last 10 digits of the purchase card account number |

**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. 
  If account details require modification,  contact your LAPC. 

## Profile Accounting – Details

| Field | Description |
| --- | --- |
| Organization | Contains four parts:    - Department Code    - Agency Code    - Unit Code    - Sub Unit Code |

**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. 
  If account details require modification,  contact your LAPC. 

## Profile Accounting - Details

| Field | Description |
| --- | --- |
| Agency | The agency code that the purchase is to be charged against. |
| Station | The station code that the purchase is to be charged against. |

**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. 
  If account details require modification,  contact your LAPC. 

## Profile Accounting - Details

| Field | Description |
| --- | --- |
| Accounting Code | The accounting code against which this portion of the transaction is to be charged.  <List of values> is available for this field. |
| Account Description | Description of the accounting code |

**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. 
  If account details require modification,  contact your LAPC. 

## Profile Accounting - Details

| Field | Description |
| --- | --- |
| Object Class | The Budget Object Class Code (BOCC).  This code associates the financial transaction with the nature of the goods or service purchased.  <List of values> is available for this field.
It is important to select the correct BOCC as 1099 Tax statements are generated based on the code selected.  |

**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. 
  If account details require modification,  contact your LAPC. 

## Profile Accounting - Details

| Field | Description |
| --- | --- |
| Distribution Percent | The percentage of this account to be applied to the transaction amount |
| Total Percent | Total percent to be applied to all transactions.  You cannot edit this field directly. This field must equal 100 percent. |

**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. 
  If account details require modification,  contact your LAPC. 

## Query Profile Accounting 

- Query profile accounting for all or specific User IDs.
- Navigate between retrieved records.

**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. 
  If account details require modification,  contact your LAPC. 

## 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 between the lines of accounting - the Total Percent must equal 100.  |
| --- | --- |
| Remove  | To remove a line of accounting, place the cursor in any field on that specific line and click the “Remove” button on the Command Bar.  That entire line of accounting will be deleted.  |
| Change  | To change a value 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 (Cont.)

| Field | Description |
| --- | --- |
| Agency 
(Optional) | Enter a valid agency code or leave blank.  Code will be used when validating the accounting classification code.   |
| Station
(Optional) | Enter a valid station code (region + unit) or leave blank.  For agencies that use a station code, this will be used when validating the accounting classification code.   |

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

## Updating Accounting Fields (Cont.)

| Field | Description |
| --- | --- |
| Accounting Code 
(Required) | Enter a valid accounting code.  Agency codes will be validated against the Federal Foundation Information System (FFIS) table. |
| Account Description
(Optional) | Enter a 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 | Description |
| --- | --- |
| Object Class 
(Required) | Enter a valid Budget Object Class Code (BOCC).  This code associates the financial transaction with the nature of the goods or service purchased.
It is important that the BOCC is accurate as 1099 tax statements are generated based on these codes. |

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

## Updating Accounting Fields (Cont.)

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

**Notes:**
  Review the Accounting Description field and guideline 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 different distribution of funds | Reallocate the funds will during the reconciliation process.  |

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

## Practical Exercise 

- Add a Second Accounting Code: 7010000000 to Your Profile Account Information.
- 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 window.

## 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 window 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?