program management


P-Card Program Management Made Easy

Congratulations on making the decision to take your P-Card Program paperless!

Can you imagine telling your cardholders they will no longer have to enter data into a purchase log? Or generate printed statement packets?

Or how about Requestors having their approval forms automatically filled out, and able to see the status of their purchase requests without calling their buyer?

Imagine telling Budget Officers that they do not have to manage budgets on a spreadsheet.

Imagine granting internal auditors access to live purchasing activity. And getting rid of bankers boxes!

By taking this step toward paperless automation, everyone in your program wins. Here’s how we get you there…

Have a question?

Want to talk to us right now? We are easy to reach:

support@act.us

888-522-6255

Keep it simple: make your current process paperless

Our Success Plan ensures that change management is not a friction point for your success. We have found that the fastest path toward paperless automation is to start by replicating your current processes, org structures, approval forms, workflows, and reports electronically. We understand that every Sub-Office or Office may need to operate independently of one another. Actus flexibility ensures that every unit has the ability to meet specific needs in support of mission.

90% of what we need for automation exists with current paper and manual processes. Below is a simple list of the kind of documentation we can use to get you automated. As a general rule, we’ll need documentation related to Program Admins (people in charge of the P-Card program), Cardholders, and Budget Officers (e.g., people in charge of paying the credit card bill).

Each Sub-Office and Office should submit their own documentation. It’s a good idea to have each role within the unit be responsible only for their documentation.

We only need one cardholder’s documentation for each unit.

If you find yourself spending more than 10 minutes on any given document, just give us a call. It is likely that what we need is already available to you in some form.

How to submit documents?

Each unit must complete the registration at the end of the Success Plan. We will send each person a secure link to upload documents. We realize that there could be a mix of PDFs, spreadsheets, images, word docs and other types of files. It’s ok for the submitter to place them in a .zip file to send it together.

How will my users access Actus?

Easy. Actus is a commercial SaaS application which is publicly available. No need to provision IT resources to get set up. Each user will have their own account, and administrators will be able to manage accounts and roles for each user.

So how do we get started?

Setup responsibilities:

  • Identify POCs for each operating unit (Office, Sub-Office, etc.)
    • P-Card Program Admin
    • Primary and alternate operating unit administrator
    • Budget Officer
  • Fill Out Program Registry

    Each operating unit should register at least one person for each role present in this Success Plan (see section below). Each role section contains a link to the Program Registry.

  • Provide documentation to Actus Support Team

    Each operating unit will provide the documentation which is listed under each program role below.

  • Confirm accuracy of Actus setup
    • Review applicable workflows, approval forms, roles, data models, etc.
    • Provide change requests to Actus Support Team

What are the Actus Support Team’s responsibilities?

  • Setup
    • Conduct kickoff meetings with P-Card Program Managers and Budget Officers
    • Review documents submitted by each operating unit
    • Review entries in Program Registry
    • Develop initial workflows, approval forms, data models, organizational hierarchies, roles
    • Confirm accuracy of setup with each operating unit admin or admin team
    • Train operating unit administrators on Actus administrative tools
    • Certify operating unit administrator training completion
    • Certify system setup completion
    • Create user accounts and send logins
  • Support
    • Provide phone and online help desk support to operating unit administrators
    • Provide hotfixes and system maintenance
    • Provide updated help documentation for new features

Actus Program Roles

Click your role from the list below for instructions

  • P-Card Program Administrators

    As a P-Card Program Administrator, you are typically in charge of the P-Card program for your Center, Institute, Component, Division, etc. As a P-Card Program Admin, you may manage cardholder training, purchase card issuance, and maintaining lists of cardholders and approvers. You may also have oversight and internal audit responsibilities.

    Responsibilities in Actus include:

    • Ownership of Actus for your program
    • Management of Offices or Sub-Offices org structure
    • User access management for Office/Sub-Office admins
  • Cardholders

    If you are a Purchasing Agent, Contracting Officer, or Buyer with a purchase card and have received this link from your administrator, we need just a few documents from you. We will automate these docs so you will never have to manually log your purchases, print your statement packets, or prepare for a paper audit again.

    With Actus, you have the opportunity to create a connected community of vendors, Requestors, and oversight staff, reducing the number of phone calls and email you need to answer! Actus keeps your Requestors in the loop so they won’t need to ask you about the status of their requests.

  • Budget Officers

    As a Budget Officer, you are in control of access to funds for offices and programs. You may settle the P-Card bill in your financial system. You may also manage the financial data used for paying the bill, such as Fund Type, CAN/budget accounts, Program Areas, etc.

    You may manage many sources of data to perform your duties, for example, cardholder purchase logs rolled up into pivot tables. Whatever your process may be, we will use use it to automate your existing processes so that you never need to manually maintain these again! Actus will provide an easy-to-use interface with visibility of budget status, obligated-vs-spent reporting, and custom reports so that you can concentrate on your mission.

    Responsibilities in Actus include:

    • Ensuring Office/Sub-Office Administrators have updated financial data for their operating units
  • Operating Unit Administrator

    As an Administrator for your operating unit (Office/Sub-Office, project, etc.) you provide a source of truth for processes, people, duty changes, procurement levels, and workflow communications with team. Actus will give you the tools you need to get your job done fast.

    Responsibilities in Actus include:

    • Managing Actus users for your own operating unit
    • Assigning roles to users
    • Coordinating with budget staff to update financial data applicable to your unit (for example, updating CANs for a new FY)
    • Management of approval workflows

P-Card Program Administrators

Hi P-Card Program Administrator! Here is a list of documents we need to automate your processes:

Sample approval form(s)

You may have more that one type or version of an approval form. Send an example of each one.

Role names

Roles and descriptions for your P-Card Program. For example, AO (Approving Official), BO (Budget Officer), Cardholder, Requestor. We will create roles as named in your program and assign system permissions based on your descriptions.

Financial data fields

We will financial data fields available for management throughout the P-Card purchase life cycle. For example, we will load a list of CANs (budget accounts) for a particular division or office. All data elements used to settle the P-Card bill in your financial system should be provided as simple lists according to the applicable office, group, division, etc. These can include Object Class, Program Area, Fund Type, Investment Category, etc.

If you do not have access to this data, please provide a list of financial officer contacts for each operating unit.

Audit checklist

We will map your audit checks to purchasing activity to provide automated audit checks in real time. An automated audit report will be generated with each reconciliation statement packet.

Spend limits for cardholders

Each cardholder has a monthly, daily, and per-purchase spend limit in their profile. We show their purchasing activity against these limits on their dashboard.

Socio-economic spend objectives

Example: “My cardholders must allocate 3% of their spending to Woman-Owned Small Businesses.” We can codify goals by business type and show your cardholders how they are doing against goals.

Tax exemption certificates

We provide these certificates upon request to any vendor or marketplace which may integrate with Actus. These may be available from a Contracting Officer.

Spreadsheet with list of cardholders and approvers

Sub-offices: you may have 2 approvers or 5 approvers for your purchases. Simply list the cardholder email addresses along with the email addresses of the approvers. Be sure to indicate the approver role name, like “Approving Official (AO)” at the top of the column.

Offices: If you have all cardholders and approvers for everyone in the sub-offices below you, be sure to indicate the sub-office for each group of users.

Office or sub-office cardholder & approver list

  • Cardholder
  • john.brown@fda.hhs.gov
  • sue.smith@fda.hhs.gov
  • justin.dorian@fda.hhs.gov
  • tanya.anderson@fda.hhs.gov
  • Approving Official (AO)
  • suzanne.rooney@fda.hhs.gov
  • suzanne.rooney@fda.hhs.gov
  • doug.sears@fda.hhs.gov
  • doug.sears@fda.hhs.gov
  • Budget Officer (BO)
  • gina.vendetti@fda.hhs.gov
  • gina.vendetti@fda.hhs.gov
  • gina.vendetti@fda.hhs.gov
  • gina.vendetti@fda.hhs.gov
  • Division Director
  • patrick.swanson@fda.hhs.gov
  • patrick.swanson@fda.hhs.gov
  • patrick.swanson@fda.hhs.gov
  • patrick.swanson@fda.hhs.gov

Special project cardholder and approver list

  • Cardholder
  • john.brown@fda.hhs.gov
  • sue.smith@fda.hhs.gov
  • justin.dorian@fda.hhs.gov
  • tanya.anderson@fda.hhs.gov
  • Project Administrator
  • suzanne.rooney@fda.hhs.gov
  • suzanne.rooney@fda.hhs.gov
  • doug.sears@fda.hhs.gov
  • doug.sears@fda.hhs.gov
  • Principle Investigator
  • gina.vendetti@fda.hhs.gov
  • gina.vendetti@fda.hhs.gov
  • gina.vendetti@fda.hhs.gov
  • gina.vendetti@fda.hhs.gov

What’s next for me?

Sign up on our program registry and we will send you a link for secure upload of your documents.

Cardholders

Hi Cardholder! Here is a list of documents we need to automate your processes:

Purchase Logs

Ditch the spreadsheet! Send us a sample spreadsheet of the data that you need to capture for your purchases. Sometimes called an IMPAC Log. We will use this to automate your whole logging process.

Reconciliation statement packet

Your statement packet will tell us the required documentation for purchases in your program. Please include all required supporting documents. These can include:

    • Bank statement
    • Invoices
    • Receiving documents
    • Approval forms
    • Statement approval signature page

What’s next for me?

Sign up on our program registry and we will send you a link for secure upload of your documents.

Budget Officers

Hi Budget Officer! Here is a list of documents we need to automate your processes:

Budget spreadsheets

We will use your existing budget spreadsheets that are used to pay your P-Card bill.

We will automate any spreadsheet process which typically use pivot tables or formulas to account for cardholder transactions each month.

Financial data fields

We will financial data fields available for management throughout the P-Card purchase life cycle. For example, we will load a list of CANs (budget accounts) for a particular division or office. All data elements used to settle the P-Card bill in your financial system should be provided as simple lists according to the applicable office, group, division, etc. These can include Object Class, Program Area, Fund Type, Investment Category, etc.

What’s next for me?

Sign up on our program registry and we will send you a link for secure upload of your documents.

Operating Unit Administrator

Hi Operating Unit Administrator! Here is a set of documents we need to automate your processes:

Requestor email lists

Requestors are anybody that can send a request to a buyer for purchase. We will set up their workflows so that their purchase requests are automatically routed to their buyers. Actus will auto-populate approval forms, and everyone tied to a purchase will receive status updates live.

Requestors will be able to see the status of their purchases live, track shipping, and perform receiving– all without calling or emailing their buyers!

We need a simple spreadsheet of all requestor email addresses in your operational unit. We will send them an invite to the system to have them complete their account setup.

What’s next for me?

Sign up on our program registry and we will send you a link for secure upload of your documents.

relax

All you need to run your program

P-Card Program Management

By simply automating your existing process your team will enjoy immediate benefits:

  • Automated approval form creation and routing
  • Control & visibility of all requests
  • Custom data capture
  • Automated purchase log
  • Automated reconciliation
  • Granular reporting
  • Automated audit reports

Get started now and take your P-Card program to a new level of ease and efficiency.

What’s next?

Take a look at the rollout timeline. The goal is to take your program from manual to fully automated within 90 days. The timeline show the milestones along the way.

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