Electronic Document Access (EDA)

Electronic Document Access (EDA) User Account Administration “Fly-in” Action ( Continue to Page Down/Click on each page…)

EDA User Administrator Roles & Access Control (ADMIN, EDA Executive, EDA POC, and EDM/EFR Help Desk) EDA User Account Business Rules EDA Activity Escalation Rules EDA Automatic Notifications EDA Administration in General Let’s Take a Closer LOOK…

Roles & Access Control • There are four (4) User Administrator roles available within EDA • ADMIN – Access to the Entire EDA Universe • Restricted to the EDA Help Desk & Program Office personnel • Responsible for assisting the EDA Community • EDA Executive – Access restricted to a specific Command, Service, or Agency (C/S/A) • Reserved for the individual(s) responsible for the C/S/A within EDA. The EDA Program Office facilitates the establishment of the Executive role in the EDA application. • EDA POC – Access restricted to specific C/S/A activity/organization • Reserved for individuals assigned by their organization to service EDA access authorization activities in their specific community. • EDM/EFR Help Desk – Access restricted to EDM/EFR Request queue • Reserved for personnel of the EDM/EFR Help Desk to facilitate EDM/EFR access.

Capabilities by Role • ADMIN – Access to the Entire EDA Universe • ALL Administrative functions • EDA Executive – Access restricted to a specific C/S/A • Administration Functions – for a specific C/S/A • Requests (Registration, Password Reset & Contractor Access) • General Account Administration (Search, View, Modify, Delete) • EDA POC Assignment • EDA POC – Access restricted to specific C/S/A activity/organization • Administration Functions – for an activity/organization within a C/S/A • Requests (Registration, Password Reset & Contractor Access) • General Account Administration (Search, View, Modify, Delete) • EDA POC Assignment • Primary – first notified & responsible • Alternate - Back-up/Alternate to Primary EDA POC • EDM/EFR Help Desk – Access to all EDM/EFR Requests for any Community • Administration Functions – EDM/EFR Requests

User Account Business Rules • ALL Account Administration activities are recorded – An audit trail is captured and viewable to User Administrators • Users must change their password every 90 days(Calendar days) • Users who do not access EDA after 90 days will have their access inactivated for non-use and must be reactivated by their EDA POC(Calendar days) • Users will be Deleted after 180 days of non-use(Calendar days) • Notification to EDA POC 10 days prior to “Delete” of User for Non-Use • Escalation Notification occurs after 2 Business days to Alternate (or “next higher authority”) (expecting action within 4 Business days)

User Acct Business Rules - Cont • Pending Registrations are valid for 30 days. Pending registrations are purged from EDA after 30 days. • Escalation Notification occurs to higher authority after 7 Business days if no action by EDA POCs (expecting action within 4 Business days) • Registration Approvals and Password Reset Approvals are valid for 7 days. Password reset is required if approval expires. • DCAA, DCMA, DFAS, & DISA Government Support Contractors are NOT restricted in contract queries. All other Government Support Contractors in EDA are restricted by DoDAAC(s) (Admin, Pay or Issue) and/or Contract Number(s). • Vendors are restricted to contract documents only. In addition, they are restricted to view contracts that match their D-U-N-S and/or CAGE Code.

User Acct Business Rules - Cont • Manual Contract Upload/Inactivate Role must be delegated down to the organization starting from the executive level. The EDA POC must have the role themselves in order to delegate to their communities. • Contract Load Notification and Manual Contract Upload are restricted to DoDAAC activity levels. Entry of DoDAACs are required when the role is applied. • Certificate based accounts (CAC card or Software certificate) are exempt from inactivating and delete business rule. Password resets don’t apply against certificate accounts

EDA Activity Notifications Automated Notifications…TO: User Activity EDA POC

EDA Notifies assigned EDA POC by e-mail of EDA User Account Activity 1. EDA POC Opens e-mail Log on 2. • Review Request • Retain Documentation Identity Check & Need to Know?? Enter EDA • EDA POC contacts User • Verify Request • Validate Access • Obtain signed forms Perform Account Administration (refer to the User Account Administration Training Module for Details) 4. 3. Administration Activity Process THE PROCESS… EDA

Process Registrations Process Password Resets Process Support Contractor Access Requests EDA POC Assignments User Account Administration Acct Admin Responsibilities EDA EDA notifies the Primary EDA POC by e-mail when user account administration activity occurs. The e-mail will indicate the action required by the EDA POC.

E-mail to EDA POC for Action Pending Registration E-mail Notification

E-mail to EDA POC for Action Pending Password Reset E-mail Notification

E-mail to EDA POC for Action Support Contractor Access Requests Notification

E-mail Confirmation to User Registration Confirmation Notification SAAR Form subminssion Reminder EDA POC contact information

Escalation Rules Action required by PRIMARY EDA POC within 2 Business Days of notification • If NO Action by the Primary EDA POC within 2 Business Days of notification • Escalates Request to Alternate EDA POC for action (e-mail sent to alternate) • If NO Alternate EDA POC ‘assigned’ at a particular level within the C/S/A structure • Escalates to higher EDA POC authority (e-mail sent to “Authority Level” above as defined in C/S/A) • If NO Action by the assigned EDA POCs, the requests escalate after 7 days to higher authority for action/follow-up

E-mail to EDA POC for Action Escalation E-mail Notification

E-mail to Higher Authority Escalation E-mail Notification

User Account Administration After Receiving EDA’s E-mail Notification & contacting user to validate request… Process the Request…(add, change or delete) • Log into EDA • (http://eda.ogden.disa.mil) or • (http://eda.cols.disa.mil) Note – EDA Server’s replicate data constantly, therefore, stay at one site during update activity. • Click Account Administration Introduction to the User Administration Capability…

Entering Account Administration If you don’t see Account Administration on your Document Selection screen… Your User Administration Role (i.e. EDA POC or EDA Executive or ADMIN)has not been granted to your user account. Contact your EDA Executive or the EDA Help Desk for assistance To Perform User Account Administration CLICK “Account Administration” on the Document Selection Screen within EDA

Account Administration Menu Account Administration MenuContains: Registrations queues, Request queues, the capability to Search, View, Modify and Delete user accounts and EDA POC Assignment Each section is explained and demonstrated in the following slides. Let’s Look at the Administration Menu in Detail…

Registration Requests Registration Requests Pending (#) Approved / Waiting User Logon (#) (#) - Number of Requests in queue • EDA POC Registration Activities Include: • Authorizing Users for EDA access and • Processing the pending registrations within their user community.

Requests Requests Password Resets (#)Approved / Waiting User Logon (#) Government Support Contractor Access (#) (#) - Number of Requests in queues • ALL requests require EDA POC approval. • EDA POC Request Activities Include: • Validate EDA access request and • Processing the pending requests within their user community.

Accounts • Search, View, Modify, Delete • This is your customized query and Ad Hoc reporting on user community • Search your community of users, • View query results/produce Ad hoc reports, • Modify user accounts or • Delete users Accounts Search, View, Modify, Delete

Miscellaneous • EDA POC Assignment • Assign EDA POCs to a specific user community within Organization . • Authority is assigned in the C/S/A Structure defined by the EDA Executive. • Primary EDA POC • Alternate EDA POC EDA POC Assignments Assign Primary Assign Alternate For each organization defined in the C/S/A structure Let’s Look at Each Function in Detail…

EDA User Registrations Registrations Pending (#) Approved / Waiting User Logon (#) Count (#) represents number of requests in the queue. Processing Registrations is a primary responsibility for Assigned EDA POCs and EDA Executives. SAAR form (DD 2875) are required for each user. SAAR form and instructions available in User’s Guide EDA POC holds SAAR forms for users within their authority realm (defined by the C/S/A structure).

Approved Registrations Approved / Waiting User Logon (#) After APPROVAL of the Registration, EDA sends an e-mail notification to the user with ‘initial’ log on instructions to activate their Account. It also identifies the EDA POC (name, email) to the user. EDA places the ‘approved’ request into a separate queue Approved / Waiting User Logon (#). When user’s log into EDA, the request will be deleted from approved queue. No further action is required on request. Approvals are valid for 7 days. Password reset will be required if approval expires.

Common Headers & Footers General Navigation User Guide link Footer contains Help desk Contact Information

Registration Queue How to Navigate… Navigate the queue Let’s Take a Look at the Registration Queue…

Entering the Registration Queue Click Pending Pending Registration Queue…

Queue may be re-sorted by column. Click column heading to re-sort queue. Pending Registrations – Flat View Alphabetical By Name Last, First Total Registrations in Queue Delete from Queue OR Delete from Action By Clicking Name

Navigate View Let’s Take a Closer LOOK…

Navigate View of Registrations High-level C/S/A View offers… - the EDA Executive a capability to view their entire EDA user community based on C/S/A. - a total count of registrations/requests for a queue - registration count distribution for each level. - identification of primary and alternate EDA POCs. - a direct link to view the EDA POC user account. - a Flat view queue sorted by name. Click + or C/S/A to expand structure or show queue. Let’s Take a Closer LOOK…

Navigate View of Registration Each expansion provides more detail and distributes the counts accordingly. Pending registrations are displayed under each activity/organization. Expand/Click (+) the levels to view pending requests and counts. At any point during 'drill-down', the “Flat View” is available. Let’s Take a Closer LOOK…

Queue may be re-sorted by column. Click column heading to re-sort queue. Navigate View of Registrations Flat View Alphabetical Order By Last Name Total Registrations in Queue for C/S/A Direct linktoPrimary and Alternate EDA POC user account Registration requests at level Distribution of counts to sub-levels Click “Org” Name C/S/A User Authorization Structure. Expand into each sub-level

Queue may be re-sorted by column. Click column heading to re-sort queue. Navigating Registration Queue Navigating/Drilling downward… C/S/A User Authorization Structure. Expand into each sub-level Sublevel expanded Distribution of counts Registrations (1 of 1) Distribution of counts

Navigating Registration Queue …continue downward… C/S/A User Authorization Structure. Expand into each sub-level

Process Registrations Process Registrations How to Process… EDA EDA notifies the Primary EDA POC by e-mail when user account administration activity occurs. The e-mail will indicate the action required by the EDA POC.

Processing Registration Requests There are five (5) options available when processing a Registration • Approve a Registration • User Account is created • User is authorized to access EDA • Suspend a Registration • Prevents the escalation notification to Alternate EDA POC • Remains pending for appropriate action by EDA POC • Change C/S/A & Delegate Registration • Allows a C/S/A change which delegates the registration to another • Activity/Organization • Mark Registration Misaligned • Allows a registration to be moved to a misaligned queue. • EDA Help Desk will contact user and assist in proper placement. • Delete Registration • Registration is deleted. NO information is retained.

Processing a Registration Click “Name” • ACTION Options • Approve a Registration • Suspend a Registration • Change C/S/A & Delegate • Mark Registration Misaligned • Delete Registration Let’s Look at ALL the Options One-by-One…

Summary View of Registration Information Verify ACCESS Process Registration Screen • ACTION Options • Approve a Registration • Suspend a Registration • Change C/S/A & Delegate • Mark Registration Misaligned • Delete Registration Select ACTION ViewHistory Of Registration (Audit Info) To APPROVE…

Approve Registration Select Action – Approve Registration Click Submit Approve Account page is displayed…

Verify/Validate Account VERFY INFORMATION Make any necessary changes by entering new content into fields Ensure e-mail and telephone # are Correct and current EDA POCs authorize and approve access for their user community Roles & Document Access Alter(check/uncheck) as required (based on “Need to Know”) Definition: Need-to-Know – The principle by which users are only granted access to the information, assets, and resources necessary to perform their assigned job functions. Special Roless Validate and apply updates as required

Understanding Special Roles A few roles require additional authorization • Audit Reports • EDA Usage metrics within C/S/A • Managers, user’s of ‘assigned’ authority • Attachment Upload • Various Contract Attachments supporting contract execution • Contract Officers, Contract specialists, etc • Contract Load Notification • Notification on contract activity. Defined at the contract/Mod and/or • DO/TO level. • Contract Officers, Contract Specialists, etc • Additional DoDAAC criteria (Issue, Admin) • Upload/Inactivate Document • Manual Upload Capability • Contract Officers, Contract Specialists, etc • Additional DoDAAC (Issue) criteria EDA POC will authorize these roles based on the user’s needs/Role within an organization.

EDA POC ‘toggles’ on Roles To activate special roles, Check the corresponding checkboxes. EDA POCs MAY authorize additional special roles for users in their community. Definition: Need-to-Know – The principle by which users are only granted access to the information, assets, and resources necessary to perform their assigned job functions.

DoDAACs Required for Roles EDA POC may check roles required for individual Check “Role” Click “More DoDAACs” for additional entry fields Enter DoDAAC(s) Role controls Attachment Upload Capability Check “Role” Click “More DoDAACs” for additional entry fields Enter DoDAAC(s) User’s functionality is restricted to specific DoDAACs. EDA POC Role Requirements…

EDA POC Role The EDA POC role requires additional authorization and setup • EDA POC Role • Appointed by authority within C/S/A • DD2875 and EDA POC Appointment Letter are required. Forms are held by authority who approves user as defined in the organizations C/S/A structure. • Responsible for servicing an organizations user community EDA access requests • Assignment within the C/S/A structure as defined by the C/S/A.

Special Roles Check “Role” EDA POC Role Establishment DD2875 & EDA Appointment Forms are REQUIRED Once FORMS are Received… “Toggle” EDA POC role The EDA POC has no authority until “Assigned” to the C/S/A structure as defined in EDA. …Approve the Account …then You MUST ASSIGN the EDA POC to the C/S/A…

EDA POC C/S/A Location What level within the organization will the EDA POC perform access authorization? To Change Organizational Level Check Organizational level before processing registration Click “Select a CSA”

Verify C/S/A on EDA POC Select appropriate level User Selected during Registration Moving up the organization chain opens more authority to the EDA POC. Their community of users & responsibility expands to the selected organization level and BELOW. The ability to move UP the C/S/A chain is based on the level or YOUR authority. A higher authority may need to assist if outside YOUR realm of authority. Let’s move it UP a few levels…

Change C/S/A EDA POC selects appropriate level Example shows… Moved from a base DoDAAC level (FA1111) to Command level (ACC). EDA POC User now has authority at the Command level and below

Electronic Document Access (EDA)