# Presentation: 293546

**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 LFPC and AFHC responsibilities contribute to the Fleet Card Management workflow.
- State the consequences of misuse of the card.
- Discuss in broad terms the functions an LFPC and AFHC performs.
- 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

## Fleet PCMS Overview

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

## Fleet Card Program Hierarchy

**Notes:**
  REVIEW THE HIERARCHY DIAGRAM, STARTING AT THE BOTTOM. 
  INCLUDE DETAILS ON RESPONSIBILITIES AT LFPC / AFHC / DFPC LEVELS.  NOTE TWO DISTINCT ROLES OF DFPC.

  HAVE STUDENTS FILL IN NAMES IN BLANKS

## PCMS LFPC 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 RESPONSIBILITIES OF THE LFPC.  ILLICIT COMMENTS OR EXAMPLES FROM STUDENTS.

## AFHC Role

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

DISCUSS THE ROLE DFPC PLAYS.

 ENSURE POINTS ARE UNDERSTOOD BEFORE MOVING ON TO NEXT SLIDE.

## Information Sources

- User Manual
- Quick Guides
- DR 5013-6

- Policy Guides
- FAQ’s
- AFHC

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

## Summary & Review

- Review the functions of the PCMS application.
- Describe How LFPC and AFHC Responsibilities Contribute to the Fleet Card Management Workflow.
- 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 - Fleet

**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 LFPC’s and AFHC’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 Production section
- Click OK on the Security message
-    Log onto PCMS to access the PCMS Database Server.
-   If you cannot open the application:
-  Contact your agency IT helpdesk
-  AFHC’s should contact IT support directly
-  If IT support determines the issues lies with the PCMS software they will contact the PCMS Helpdesk

**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 LFPCs by their AFHC or PSD to AFHCs upon completion of training.
- If you experience problems logging on to PCMS:
- Ensure your User ID and Password are correct.
- Contact your AFHC 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 Window, press [Exit PCMS].			- OR -
- Click the ‘X’ in the top right hand corner of Internet Explorer browser.

**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
- Minimum of 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.

Passwords expire every 90 days.

## Troubleshooting   

***“******Please enter a valid User ID \ Password.”***  is a commonly used Error Message in PCMS.*** ***For possible causes and remedies, see the table below:

| 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)  LFPCs contact your AFHC, AFHCs contact ACFO\FS helpdesk, to determine if there is a problem with your 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)  LFPCs contact your AFHC, to remove the locked status.  If AFHC is not available the LFPC can contact PSD. 
b) LFPCs contact your AFHC.  AFHC’s contact the PCMS Helpdesk.  |
| Password not changed.  | 90 days has expired without changing your password.  Your old password is no longer valid  | LFPC’s contact your AFHC to reset your password. If AFHC is not available the LFPC can contact PSD.   |
| 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)  LFPC’s contact your AFHC to determine if there is a problem with the account.  |

**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).

Emphasize that LFPC’s should contact their AFHC.  LFPC’s should ONLY contact the PSD directly if the AFHC is not available.

## 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 Window

- Main Window in PCMS.
- Bulletin board provides up to date news about 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

| Menu Item | Details |
| --- | --- |
| Fleet Card  | Provides options for PCMS LFPC’s and AFHC’s to create and maintain Fleet credit cards and perform related functions. |
| Change Password  | Change PCMS passwords.  |
| Window  | Customize the Window display. 
Note:  Does not apply in PCMS Web |

**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 Fleet Card 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.
- In the Fleet Card Setup window, you can copy records by clicking Record on the menu bar and selecting Copy Record

**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.

## Fleet Card Menu 

| Option | Description |
| --- | --- |
| User Messages | Provides notification to LFPCs and AFHCs  about specific transaction problems and statistical samples.  |
| Fleet Card Setup | For LFPCs to create and maintain Fleet cards. |
| Update LFPC | For cardholders to reconcile, and dispute, their purchase card transactions. |
| Transfer Equipment | To transfer equipment between LFPCs. |
| Profile Accounting | To view, add, and modify profile accounting associated with a particular piece of equipment. |
| Fleet Transactions | For LFPCs to view and dispute Fleet transactions. |

-   Provides options for LFPC’s to monitor and maintain accounts.

**Notes:**
  Explain the Location and Function of Each of the Menu Options Displayed on This Slide.

## 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.

## 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?
- Where can you query Fleet Transactions?
- Where are print options located if I want to print a screen?

**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: Profile Accounting 

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

## Training Objectives

- At the conclusion of this Lesson, PCMS LFPC’s and AFHC’s will be able to:
- Query and Modify Profile Accounting Information.

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

## Profile Accounting 

**Notes:**
 What is Profile Accounting? 
 When a Fleet credit card account is created the fleet card is associated with certain accounting codes.
 The Profile Accounting screen allows the LFPC to modify the accounting code information. 
  Main Screen 
  Access the profile accounting screen from the Fleet Card 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 vehicle\equipment account is changed too frequently, a user message will be sent to the AFHC prompting him/her to review the account details.   

## Profile Accounting - Details

| Field | Description |
| --- | --- |
| Tag\Equipment Number | The tag\equipment number as it appears on the Fleet Card. A list of tag\equipment numbers is available for this field. |

**Notes:**
  Account Details 
  The tag\equipment account details are located on the top portion of the screen. 
  LFPC can modify account details using FAMS.. 

## Profile Accounting – Details

| Field | Description |
| --- | --- |
| Hierarchy Codes

Each part of this field can be queried.  | Dept, Agency, Region, Unit, and Sub-Unit codes.
      |

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

## Profile Accounting - Details

| Field | Description |
| --- | --- |
| Voyager\Aviation Number  | The Fleet Card Voyager\Aviation account number. |

**Notes:**
  Review the 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.
  |
| Station
(Optional field) | Enter the station code that the purchase is to be charged against.  |

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

## Profile Accounting - Details

| Field | Description |
| --- | --- |
| Accounting Code
 (Required Field) | Enter the accounting code against which this portion of the transaction is charged.
 |
| Distribution Percent
(Required Field) | Enter the percentage of this account to be applied to the transaction amount.
  |

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

## Profile Accounting - Details

| Field | Description |
| --- | --- |
| 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.  This field must equal 100 percent. |

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

## Query Profile Accounting

-   Query profile accounting for all designated Tag\Equipment records or specific records.

**Notes:**
  Note scroll bar to navigate between vehicles\equipment.

  Note list for tag\equipment number field.

  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 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

| 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, that 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 enter zeros.  For agencies that use a station code, this will be used to validate the accounting classification code.  If the code is zeros, 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 press Tab on the keyboard, or click in the next field.  The system will 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 clicking 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 |
| --- | --- |
| 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 vehicle\equipment account...  | The transaction amount is automatically distributed across the accounting codes based on the percentage allocations set in the Distributed Percentage field.  |

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

## Practical Exercise 

- Query all, select a Tag\Equipment number, then add a second accounting code: 7010000000 to the profile account information for that piece of equipment.
- 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 Do You Use the Profile Accounting Screen for?
- 2. Which Fields on the Profile Accounting Screen Require a Value to Be Entered?
- 3. Why Would You Have Multiple Accounting Codes Associated to a piece of Fleet equipment?
- 4. How Can You Remove Profile Accounting Details?
- 5. How Do You Add Profile Accounting Details?