Electronic Document Access (EDA)

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

2. Roles in EDA EDA is a multi-function, web-enabled application supporting the Department of Defense post procurement contract activities. To control capabilities and maintain proper access control, EDA compartmentalizes functions into Roles. Some Roles are requested by the user in the EDA registration process and some roles are appointed/assigned to a user based on specific job functions/needs. The latter, are referred to as “Special Roles” within EDA. ALL requests are verified by the EDA POC. EDA POC’s “Grant” Roles based on the “Need-to-know”principle.

3. User Account Details Behavior differs within EDA based on: • User Type • Government Employee • Support Contractor– Restricted byDoDAAC(s) or Contract #s • Vendor– Restricted by DUNS and/or CAGE –Contracts Only • Roles and Special Roles • Document Capabilities/Roles • Available to request in Registration • Special Capabilities/Special Roles • Available only via EDA POC • User Administrator (Authority) • User Admin, Executive, EDA POC • Level of Authority is based on • assignment within an organization • (C/S/A Structure)

4. Document Roles • Contracts (Base, Modifications, Delivery Orders, & Attachments) • Government Bills of Lading (GBLs) • Freight • Personal Property • Non-Automated • Government Travel Requests (GTRs) • DD1716’s(Prior to 4/20/06) (via EDA POC) • Contract Deficiency Report (CDRs) • Vouchers • Accounting • Travel • Military Pay • Commercial Pay • All Vouchers (via EDA POC) • Electronic 110s • Signature Cards (via EDA POC) • EDM Documents • Contract Pay • Vendor Pay

5. Special Roles/Capabilities “Special” Capabilities Toggled ‘ON’ by EDA POC CDR ACO CDR PCO/Buyer CDR Reviewing Official CDR POC Vouchers All Signature Cards DD1716’s Attachment Upload Audit Reports Contract Load Notification Contract Upload/Inactivate EDA POC EDA Executive Notice Update(PMO & Helpdesk) Site Pre-population Certification(DFAS Only) User Admin(PMO only)

6. Special Administration Roles A few roles are granted by the User Admin (PMO). These are not discussed in this module • Site Pre-population Certification • Restricted to DFAS appointed personnel • Notice Update • Restricted to PMO and Helpdesk • Data Manager • Restricted to the Program Office to manage data • EDM/EFR Helpdesk – Access restricted to EDM/EFR Request queue • Reserved for personnel of the EDM/EFR Help Desk to facilitate EDM/EFR access. • 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. • User Admin – Access to the Entire EDA Universe • Restricted to the EDA Help Desk & Program Office personnel • Responsible for assisting the EDA Community

7. Understanding Special Roles A few roles require additional authorization by EDA POC • Audit Reports • EDA Usage metrics within C/S/A • Managers, Executive • Attachment Upload • Various Contract Attachments supporting contract execution • Contract Officers, Contract specialists, etc • Contract Load Notification • Notification on contract load activity. Defined at the contract/Mod and/or • DO/TO level. • Contract Officers, Contract Specialists, etc • REQUIRES Additional DoDAAC criteria (Issue, Admin) • Upload/Inactivate Document • Manual Contract Upload Capability • Contract Officers, Contract Specialists, etc • REQUIRES Additional DoDAAC (Issue) criteria • REQUIRES Executive or higher authority with Manual Upload Capability

8. Understand Special Roles - cont A few roles require additional authorization by EDA POC • Reviewing Official – associated to a specific initiator’s office • Authority who approves Contract Deficiency Reports (CDRs) • Managers, Officers, etc • ACO – associated to a specific CDR Organization • Admin contract officer • CDR Assignee • PCO/Buyer – associated to specific CDR Organization • Procurement Contract Officer • CDR Assignee • CDR POCs – assigned to specific CDR Organizations • Determined by office/DoDAAC • May be CDR Assignee • May be CDR over sight and management of CDR workflow process

9. Understand Special Roles - cont A few roles require additional authorization • EDA POC – Access restricted to specific C/S/A activity/organization • Duties • Requests (Registration, Password Reset & Support Contractor Access) • General Account Administration (Search, View, Modify, Delete) • Limited EDA POC & CDR POC Assignment. EDA POCs authorize Roles based on the user’s needs/function within an organization. EDA POCs authorize Roles 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.

10. Complete, Sign, and Submit required security forms to your EDA Executive or ‘assigned’ EDA POC • DD Form 2875. EDA requires Parts I and II. (Part III is not required by EDA, please check with your Command, Service, or Agency to find out if you are required to fill in this section) • Rules of Behavior/Acceptance Use Policy (ROB/AUP) signature page • EDA Appointment Letter Submit forms to your Executive or EDA POC Appt Letter DD 2875 ROB AUP Sign To Become an EDA POC After C/S/A EDA POC identification… Register online in EDA • http://eda.ogden.disa.mil or http://eda.cols.disa.mil

11. CDR PCO/Buyer CDR ACO Audit Reports DD1716’s Signature Cards CDR POC Contract Load Notification Attachment Upload Reviewing Official Contract Upload/Inactivate Vouchers All Request Special Roles • Contact your EDA POC. Supply ALL information to EDA POC. • (EDA POC verifies “need” of special role) EDA POC validates request and logs into EDA and performs updates on an account. (‘checks’ applicable Special Role(s), enters all required information and processes/confirms updates). Some special roles require DoDAACs to further restrict capability.

12. CDR ACO CDR PCO/Buyer CDR Approver CDR POC EDA POC ‘Toggles’ on CDR Role(s) EDA POCs MAY authorize additional CDR special roles for users in their community. Contract role and CDR role must be “Toggled ON” To GRANT CDR participant roles, Check the corresponding checkboxes.

13. Vouchers - All EDA POC ‘Toggles’ on Voucher All EDA POCs MAY authorize “Voucher All” role if all othervoucher types are selected & “Need to Know” is met. To activate special roles, Check the corresponding checkboxes. 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.

14. As Required Privacy Act Info Contract Attachment Upload Exec/Mgrs EDA POC ‘Toggles’ on Role(s) 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. To activate special roles, Check the corresponding checkboxes.

15. EDA POC ‘Toggles’ on Role(s) EDA POCs MUST have the Upload/Inactivate Documents Role on their own user accounts in order to delegate to their community. EDA POCs obtain the role by requesting it from their C/S/A Executives. If EDA POC have ‘toggle’ capability in the Upload/Inactivate Documents entry area to grant role on the User Account screen… The Upload/Inactivate Role has not been granted to the EDA POC user account Contact the Executive for assistance in granting the role.

16. Check “Role” Check “Role” DoDAACs Required for Roles Some Capabilities require DoDAAC(s) Click More Upload DoDAACs For more entry boxes Enter Issue DoDAAC(s) Click “More DoDAACs” for more entry fields Enter DoDAAC(s) Issue or Admin Users functionality is restricted to specific Issue and/or Admin DoDAACs. EDA POC Appointment & Responsibilities …

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

18. Check “Role” Special Roles EDA POC Role Establishment DD2875, ROB/AUP Signature page & 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. Assignment is described later.

19. 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”

20. 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…

21. 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

22. Approve/Update Account Select “Active” Error Messages are displayed if problems with data. “*” fields are REQUIRED EDA automatically notifies user of approval Click “Add This Account”

23. EDA Document Selection EDAs Document Selection screen is built based on an individual user roles. Each role exposes the capability/functionality to the user. Sample EDA user

24. CDR Workflow - Reference RECOMMEND Referencethe CDR Training Module Refer to the CDR training module for specifics on “How” Assignment, CDR Routing, and CDR workflow functions. Roles and Responsibilities of the CDR participants are discussed in more detail. CDR.ppt ExecEDAPOCRole.ppt

25. EDA User’s Guide • STEP-by-STEP Instructions (for all Users) • Entire section dedicated to the EDA Executive and the EDA POC and their tasks/activities • Training Modules Referto the EDA Users Guide The End