Projects 2_USDA A-123 & Fleet Card Management

Client: United States Department of Agriculture (USDA)

The Challenge

The United States Department of Agriculture (USDA) Office of Procurement and Property Management (OPPM) serves the Secretary and USDA agencies with policy, advice and coordination in acquisitions, procurement and management of real and personal property. In addition, it provides oversight and policy in transportation, supply, motor vehicles, aircraft, recycling, and energy conservation.

USDA has replaced the legacy Purchase Card Management System (PCMS) with an electronic access system (Access Online) provided by its new charge card provider, U.S. Bank, for management of all of their products (purchase, travel and fleet).

The Solution

The CPMS Team provides support with the USDA OPPM Fleet Card Transition – $115M project – as a trusted advisor and strategist. We provide daily project management support to the USDA Fleet Card Manager who is leading this effort.

The CPMS Team conducted an initial phase review performing an assessment of the USDA OPPM as a whole. The goal of the initial assessment was to determine the magnitude and breadth of the charge card system in addition to determining the potential for significant deficiencies or material weaknesses in the internal control structure. Our team conducted and documented interviews of personnel and reviewed the internal policies to assess the quality of USDA internal control structure in place.

Our Team developed the Preliminary Assessment of Internal Controls and Other Matters. OMB Circular A-123, Appendix B requires agencies to implement management controls, policies, and practices for ensuring appropriate charge card usage. Ensuring compliance and efficient methods of procurement for USDA’s motorized fleet is the basis for performing the Assessment Compliance Review. The purpose of the PMS Assessment Compliance Review, was to analyze the usage and record keeping of the Fleet Card transactions (Driver, Vehicle, and Pool) to identify potential fraud, misuse and abuse. Our initial assessment focused on existing management controls, policies and practices for ensuring appropriate charge card usage. This task was completed under a very tight deadline.

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