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 POCs “Grant” Roles based on the “Need-to-know”principle. 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.

3. User Account Details Access and Application 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, Task Orders, 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 • Vouchers-All (via EDA POC) • Electronic 110s • Signature Cards (via EDA POC) • EDM Documents (via EDA POC) • Contract Pay • Vendor Pay Registration Access Request Roles

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

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. PMO grants role. • EDA Executive – Access restricted to a specific Command, Service, or Agency (C/S/A) • Reserved for the individual(s) responsible for the highest levels C/S/As 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 • Upload Attachments/Admin Docs • Various Contract Attachments/Admin Docs 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) • AAI Admin • Notification on contract load activity. Defined at the AAI level • Contract Officers, Contract Specialists, etc . DFAS users only. • 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 • Vouchers All • Queries all voucher types and presents in one result set • As required to users to perform their job functions • Signature Cards • Privacy Act Information • As required to users to perform their job functions • DD1716s • Old Contract deficiency reports • Historical purposes, No longer supported/loaded • As required to users to perform their job functions • EDM/EFR Documents • Vendor Pay • Contract Pay • As required to users to perform their job functions • Separate Access Process – Refer to EDM/EFR Process Training Module for details

9. Understand Special Roles - CDR A few CDR roles require additional authorization by EDA POC • Reviewing Official - associated with a specific initiator’s office • Authority who approves Contract Deficiency Reports • 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 oversight and management of CDR workflow process

10. Understand Special Roles Auto-CDR A few CDR roles require additional authorization by EDA POC • Auto-CDR Administrator – associated with a specific C/S/A • Authority who grants Auto-CDR Initiator and Auto-CDR RO role for their specific C/S/A • Managers, Officers, etc • Auto-CDR Reviewing Official – associated with a specific C/S/A • Authority who approves Auto-Contract Deficiency Reports and CDRs • Managers, Officers, etc • Auto-CDR Initiator – associated with a specific C/S/A • Authority who approves Auto-Contract Deficiency Reports • Managers, Officers, etc

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

12. 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

13. CDR PCO/Buyer CDR ACO Audit Reports DD1716’s Signature Cards CDR POC AAI Admin EDM/EFR Documents Contract Load Notification Upload Attachments/Admin Docs 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.

14. CDR ACO CDR PCO/Buyer CDR Reviewing Official (Approves CDR) 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/Checked “ON” To GRANT CDR participant roles, check the corresponding checkboxes.

15. Vouchers - All EDA POC ‘Toggles’ on Vouchers - All EDA POCs MAY authorize “Vouchers - All” role if all othervoucher types are selected & “Need to Know” is met. “Vouchers - All” provides users a query result set containing all voucher types. 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.

16. As Required Privacy Act Info Contract Attachments/ Admin Docs Upload Exec/Mgrs EDA POC ‘Toggles’ on Role(s) Other special roles that may be granted to users in their community. Request EDM/EFR Documents By Site 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.

17. EDA POC ‘Toggles’ on Role(s) EDA POCs MUST have the Upload/Inactivate Documents Role on their own user accounts in order to delegate/grant to their community. EDA POCs obtain the role by requesting it from their C/S/A Executives. If EDA POC does not 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. Note: Executives must have Upload/Inactivate Contract role to grant the role.

18. 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 DoDAAC(s). EDA POC Appointment & Responsibilities …

19. EDA POC Role The EDA POC role requires additional authorization and setup • EDA POC Appointment • Appointed by authority within C/S/A • DD 2875, ROB/AUP signature page and the EDA POC Appointment Letter are required. Forms are held by authority who approves user as defined in the organization’s C/S/A structure. • EDA POC Responsibilities • Responsible for servicing an organization’s user community EDA registration and access requests • EDA POC Assignment within their authority as defined by the C/S/A in the EDA C/S/A authorization structure • Assignment and management of CDR Organizations within their assigned authority

20. Check “Role” Apply EDA POC Role EDA POC Role Establishment DD 2875, 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.

21. EDA POC C/S/A Authority 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”

22. Verify C/S/A on EDA POC Select appropriate level of authority 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 of Your authority. A higher authority may need to assist if outside YOUR realm of authority. Let’s move it UP a few levels…

23. 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 will have authority at the Command level and below once he is assigned.

24. 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”

25. EDA Document Selection EDA’s Document Selection screen is built based on an individual user’s roles. Each role exposes the capability/functionality to the user. Sample EDA POC user

26. CDR Training Modules RECOMMENDED Reading/Review Referencethe CDR Training Module. It contains specific details on CDR Assignment, CDR Routing, and the CDR Workflow process Roles and Responsibilities of the CDR participants are discussed in more detail. --------------------------------------------------------------- Access EDA Home Page Click “Training Material” link on EDA Home Page Click “Contract Deficiency Report (CDR) Training Module” (Contract Defiency Reporting (CDR) Training Module (.ppt)

27. 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 • Access EDA Home Page • Click “Training Material” link on EDA Home Page • Click “EDA POC and EDA Executive Training Module” • Select specific training module of interest Referto the EDA Users Guide The End