1) Agent X obtains a quote from the VIB store for needed supplies and the quote is attached to form 34-3. 2) Agent X submits form 34-3 online to their billing official for approval. 3) Upon approval, Agent X purchases the supplies from the VIB store using their government purchase card. Agent X receives an invoice and the purchase is recorded in the cloud.

1. How the Process Works^current
1. Cardholder (Agent X) goes to Physical VIB store to get quote
(and hold items)
2. Agent X goes to Access Online to get a Control Number
3. Agent X fills out 34-3
4. Quote is attached to 34-3
5. Agent X provides 34-3 (with quote attached) to BO for signature
6. After being approved for making a purchase, the agent goes back
to VIB store to get items that were quoted and put on hold
7. Items are bought and receipt is assigned to Agent X
8. Agent X goes back to Access to plug in the items bought under a
specific control number
9. Agent Receives and prints a copy of the Access Receipt
10. Agent X fills out form 34-1 and prints a copy
11. Records of purchase are maintained in paper form on Agent X’s
files
1

2. The Staff
I need printing paper!
Get me a keyboard!
Bring some fancy pens!
Agent X vs.vs.
I need printing paper!
Get me a keyboard!
Bring some fancy
pens!
Agent
X
HULK
ANGRY!
TOO MUCH
EMAIL!

3. 3
Pens
Markers
Pencils
Hey!
Don’t forget…
Paper Please
Hey Agent 007,
Please pick up some white
paper for me!
Thanks,
Agent A
Spammy inboxes. EW.

4. Agent
X
CARDHOLDER:
Agent X
MISSION:
Obtain
-2 packages of pen
-Paper for machines
-Keyboard
WHEN:
Bi-weekly Schedule
4

5. Agent
X
List:
-2 packages of pen
-Paper for machines
-Keyboard
STEP 1:
Cardholder (Agent X) goes to Physical VIB store to get quote
(and POSSIBLY hold items)
5

6. Agent
X
List:
-3 packages of pen
-Paper for machines
-Keyboard
Mr. Goldfinger, could you
provide me a quote of all
these items… and keep
them on hold while I get
my supervisor’s approval
for form 34-3?
Agent
X
Sure thing Mr. Bond,
Here is your quote!
STEP 1:
Cardholder (Agent X) goes to Physical VIB store to get quote
(and POSSIBLY hold items)
6

7. Agent
X
UGH! Paperwork…UGH! Paperwork…
NOTE:
Agent X does not take
items; Items are left in
VIB store
7

8. Quote Obtained:
8

9. STEP 2:
Agent X goes to Access Online to get a Control Number
 Getting a control number is basically going
into the website and getting a blank check.
 You will need to get a control number and
put this in form 34-3
9

10. STEP 3:
Agent X finds form 34-3 and fills it out
10

11. Agent
X
All the forms are the same, the only
thing that changes is the
NOTE:
This process can
be automatized
• TOTAL AMOUNT
• CONTROL NUMBER
• DATE
• SIGNATURE
STEP 3:
Agent X finds form 34-3 and fills it out
11

12. FORM 34-3 COMPLETED:
12

13. Now that a quote has been obtained,
and form 34-3 filled out,
Agent X must obtain the approval of
the Billing Official, Agent M.
STEP 4:
Quote and 34-3 are attached and prepped for B.O. (AGENT M)
13

14. Agent
X
Now, to see the
B.O. Upstairs,
Agent M
STEP 5:
Agent X provides 34-3 with Quote Attached
to Billing Official (Agent M) for signature
Agent MAgent M
14

15. Agent
X
Agent M,
I need you to approve
this purchase I want to
make. Please provide
your signature
Approved!
Agent MAgent M
Agent MAgent M 15

16. Agent
X
STEP 6:
After being approved for making a purchase, the agent goes back
to VIB store to get items that were quoted and put on hold
16

17. Agent
X
Sure thing Mr. Bond,
here is your receipt.
Agent
X
STEP 7:
Items are bought and receipt is assigned to Agent X
Please charge the items
I quoted and had on
hold earlier to my GPC
Mr.Goldfingers.
17

18. 18

19. STEP 8:
Agent X goes back to Office...
Agent
X
19

20. STEP 8:
Agent X goes back into Access and hand jams the purchases that
were made. After he does so, he will receive a “Access Bank
Receipt”
NOTE:
This process should be
automatic, every time a
purchase is made, it should
automatically subtract from
The Access Bank Receipt MUST
Match the Amount on 34-3
20

21. ACCESS RECEIPT:
COMPLETED
STEP 9:
Agent Receives and prints out a copy of the Access Receipt
21

22. STEP 10:
Agent X fills out 34-1 to subtract from general budget and track
items purchased from Supply Budget...
22

23. Agent
X
All the forms are the same, the only
thing that changes is the:
• Date
• Agent Name
• Description of Item
• Quantity
• Unit of Measurement
• Unit Price
• Total Price
• Balance Pre-Purchase
• Balance remaining after each
individual purchase
23

24. FORM 34-1:
COMPLETED
NOTE:
Form 34-1 does not
prove a running
tally for quick
access.
It is also
confusing if you
have more than 1
GPC holder 24

25. STEP 11:
Given the manner in which things are done now,
each purchase should contain the following materials:
Quote Form 34-3 Access
Receipt
Form 34-1
25

26. STEP 11:
Records of purchase are maintained in paper form on Agent X’s
files
26

27. 27

28. 28

29. How the Process Should Work^New and improved

30. CARDHOLDER:
Agent X
MISSION:
Obtain
-Packages of pen
-Paper for machines
-Keyboard
WHEN:
Bi-weekly Schedule

31. The Staff
I need printing paper!
Get me a keyboard!
Bring some fancy pens!
Agent X vs.vs.
HULK
ANGRY!
TOO MUCH
EMAIL!
I need printing paper!
Get me a keyboard!
Bring some fancy
pens!

32. USE SHARED
DRIVE INSTEAD
OF EMAIL
Less spammy email for GPC holder

34. Cashier
Send an email with
attachment of
materials needed

35. Cashier

36. Cashier
Supply Office sends
quote back via
email

37. Cashier

40. 40

41. Get form pre-filled

43. Total Amount:
Control Number:
Date:
Signature:
upload VIB QUOTE:
Part 1 of
Ticket Number:
Create a form and fill in

44. Total Amount:
Control Number:
Date:
Signature:
1/11/2013
Adobe
Signature
$415
ABC123
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
ABC123
$415
Agent X
Agent X
Agent X
upload VIB QUOTE: -----------
-
Part 1 of
Ticket Number:
OL-200-10079
OL-200-10079
SUBMIT and EMAIL

45. Total Amount:
Control Number:
Date:
Signature:
1/11/2013
Adobe
Signature
$415
ABC123
upload VIB QUOTE: -----------
-
Part 1 of
Ticket Number: OL-200-10079
SUBMIT and EMAIL

46. Agent X, Form 34-3 and quote are ready for review and
approval by the Billing official. Please enter the email
address of the B.O. in the space below, then click send.
SENDSEND

47. AgentM@DoDIG.MIL
AgentM@DoDIG.MIL

49. 1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
ABC123
$415
Agent X
Agent X
Agent X
OL-200-10079
Billing Official Agent M
APPROVED!

51. Store in the cloud!

52. 34-3 with signatures of Agent X (GPC holder) and
Agent M (billing official) saved to cloud

54. List:
-3 packages of pen
-Paper for machines
-Keyboard
Agent
X
Mr. Bond,
Here is your receipt!
I also sent a copy of your
receipt to your EMAIL
54
Shopping!!!

55. 55

57. Total Amount Spent
Part 4 of
Date of Purchase
Invoice Ticket Number
1/11/2013
OL-200-10039
$415
UPLOAD COPY OF INVOICE
SUBMIT!

58. 1/11/2013 OL-200-10039 $415

59. Total Amount Spent
Part 4 of
Date of Purchase
Invoice Ticket Number
1/11/2013
OL-200-10039
$415
UPLOAD COPY OF INVOICE
SUBMIT!

61. 34-3 with signatures of Agent X (GPC holder) and
Agent M (billing official) saved to cloud
Official Invoice