In January 2007, the University’s Electronic Approval System (EASY) was replaced by the Citibank Global Card Management System (GCMS).

What is GCMS?

GCMS is a web-based system, and is intended to enhance the Procurement Card program while providing additional tools and capabilities to more effectively manage Procurement Card spend and monitor overall purchase activity, risk, and compliance. This migration, a collaborative effort between University Supply Chain Shared Services and Hopkins One, is scheduled to go live on January 1, 2007, in concert with the University’s implementation of SAP,

GCMS will provide new benefits to administrators responsible for the management of the University's Procurement Card program. Features include:

Management Inquiry Capabilities: Transaction Approvers will be able to review line item transaction details (as provided by vendors) and confirm that any supporting documentation is appropriate. This improved access to information will contribute to a more comprehensive review process that will result in a reduction of unauthorized purchases with simultaneous reinforcement of following appropriate University Procurement Card policies.

Near Real-Time Transaction Approval and Allocation: Approvers will now be able to approve and allocate on a transaction-by-transaction basis.  Transactions will be posted to GCMS 2-3 business days after the purchase, and will be posted to the SAP ledger within two business days of approval in GCMS.

The differences between the GCMS application and the current EASY system are as follows:

The "Verifier" role in EASY will be replaced by the "Approver" role in GCMS.  An Approver is an employee of Johns Hopkins who has been assigned the responsibility for approving and allocating Procurement Card transactions and purchases.

Each individual transaction will have a limit of 21 calendar days after initial posting in GCMS for approval and allocation, as opposed to the current monthly statement sweep in EASY.  If a transaction is not allocated and approved in GCMS within 21 calendar days, the transaction will automatically be posted to the Procurement Card’s default budget account in SAP.

Cardholders will no longer access their statements online through the current CitiDirect application.  Online, web-based statements and transaction detail will now be available to cardholders via the Citibank’s Online Statements web-based tool.  Information on accessing Online Statements will be emailed to cardholders and will be posted on the Supply Chain Shared Service Center Supply Chain Web site.

What's Not Changing with GCMS?

There will be no change to the current Procurement Card application process.

A web browser, such as Internet Explorer 5.5, Netscape 6.2, or Mozilla 1.5, is all that will be needed to access GCMS. No additional software or hardware will be required. Users will point their browsers to a specific URL and log in with an ID and Password. Specific instructions and login credentials for access will be sent to all current Verifiers and will be made available in the University News and Procurement Card Program pages of the Supply Chain Shared Service Center Supply Chain Web site.

A new online training module will be made available for Approver user access to GCMS. Though current Verifiers using EASY will automatically be granted Approver access in GCMS, it will be the responsibility of GCMS users to educate themselves about using GCMS via the offered online training platform.  New GCMS users after January 1, 2007 will be required to complete the Procurement Card policy and the Approver access to GCMS online training and knowledge assessments.

GCMS Tips and Reminders
Login to Global Card Management System (GCMS)

Have a Question about GCMS?

Please submit questions to Josh Abel, Procurement Card Administrator, 443-997-5650 or email jabel@jhu.edu.