Electronic Document Access (EDA)

Electronic Document Access (EDA) Help Desk Processes “Fly-in” Action ( Continue to Page Down/Click on each page…)

User Account Administration EDA Training Modules… It is recommended that ADMINS read all available EDA tutorials. OnlyADMIN functions/options are discussed in this presentation.

User Account Administration Processing for EDA… • Log into EDA • Click Account Administration Let’s take a look...

User Account Administration To perform user account administration, click “Account Administration” on the Document Selection Screen within EDA

Account Administration Menu • Account Administration Menu Contains: • Registrations queues, • Request queues, • the capability to Search, View, Modify and Delete user accounts, • EB POC Assignment capability & • 2 monitoring queues with regards to EDA’s well-being. Let’s take a closer look…

Registration Requests Registration Requests Pending (#) Approved / Waiting User Logon (#) Pending Vendor (#) Approved / Waiting User Logon (#) Misaligned (#) DoD Other (#) (#) - Number of Requests in queue • The ADMIN’s primary registration tasks are: • Vendor registrations • Misaligned registrations • DoD Other registrations

Requests Requests Password Resets (#)Approved / Waiting User Logon (#) Government Agent Access (#) (#) - Number of requests ALLrequests require EB POC approval. The ADMIN may process a request on behalf of an EB POC. Normally, the ADMIN is not processing password resets unless directed by the EB POC.

Accounts Search, View, Modify, Delete This is acustomized query. The ADMINcan search, view query results, modify or delete user accounts. Add Accounts Users should be told to Self-Register through EDA. The ADD functions (Add Gov’t. User, Add Gov’t. Agent, Add Vendor) are not normally used. Accounts Search, View, Modify, Delete Add Government User Add Government Agent Add Vendor

Miscellaneous • EB POC Assignment • EDA Executives and ADMINS have EB POC assignment capability. • EDA Executives can assign EB POCs within their Command, Service, or Agency (C/S/A). • EDA Help Desk (ADMINS) can assign EB POCs to ANY C/S/A within EDA. • Contract Load Electronic Notifications Results and Error Log are restricted to ADMINS. Miscellaneous EB POC Assignment Contract Load Electronic Notification Results Error Log (#)

Registration Queue How to Navigate… Navigate the queue

Registration Requests Registrations Pending (#) Approved / Waiting User Logon (#) This queue is primarily for EDA Executives and EB POCs. Count (#) represents entire EDA community. To see C/S/A distribution w/counts select Pending.

Registration Approval Queue Registrations Pending (#) Approved / Waiting User Logon (#) AfterAPPROVAL, EDA sends an e-mail notification to the user with ‘initial’ log on instructions. EDA places the ‘approved’ registration in a separate queue. Once the user activates their account by logging into EDA, the request will be automatically cleared from the approval queue. -- DO NOT delete from ‘Approved’ queue --

Registration Queue Click Pending Let’s take a look...

Registration Queue - Navigate The Pending Registration queue is presented to ADMINs in a Navigate Mode. Navigate Mode offers… - the capability to view the entire EDA universe. - A total count of registrations - Registration count distribution for each C/S/A. - Direct identification of primary and Alternate EB POCs. - A link to view the EB POC use account. - A flat view queue sorted by name. - An option to select a particular top-level C/S/A to navigate independently Click + or C/S/A Name to expand structure or show registration queue. Let’s take a closer look...

Registration Queue - Navigate • Queue is presented in C/S/A order and provides a capability to expand downward into a particular C/S/A user authorization structure. • 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. To return to ALL C/S/A view of ADMIN pending registrations, select "All C/S/A's" in the drop-down list and click Submit. EDA returns to the default ADMIN view for pending registrations. … …

Navigate View - Details Total registrations in queue Flat View Isolates a particular C/S/A Identification of Primary / AlternateEB POC Expand to view C/S/A user authorization structure List of C/S/A’s available in EDA Single level C/S/A Registration counts for C/S/A Direct link to EB POC user account

Navigating a Specific C/S/A Click C/S/A name

C/S/A Expanded - Navigate Select “All C/S/As” to return or select another C/S/A Primary / Alternate EB POC Registrations for ‘expanded’ level (0 or 1) empty at top-level Click org name Distribution of counts to sub-levels C/S/A User Authorization Structure. Expand (+) into each sub-level

Click column headings to re-sort queue Navigating down into a C/S/A Sub-level expanded Distribution of counts registrations (1 of 2) C/S/A User Authorization Structure. Expand (+) into each sub-level Click org name Distribution of counts

Navigating into Branch Office C/S/A User Authorization Structure. Expand (+) into each sub-level Distribution of counts Registrations (1 of 1)

Queue may be re-sorted by column. Click column heading to re-sort queue. Flat View – List of Registrations General navigation Flat View Alphabetical order by last name Total registrations in queue Delete from queue OR Delete from action by clicking name

Process Vendor Registrations Process Vendor Registrations How to Process VENDOR Registrations…

Vendor Registrations Registrations Pending Vendor (#) Approved / Waiting User Logon (#) Click Pending Vendor This Queue is a New Queue for ADMINS Separate queue holds Vendor Registrations Count (#) represents the number of vendors registrations. Click Pending Vendor The EDA Help Desk is responsible for processing vendor registrations. Process includes: contacting user, validating on SAM, contacting EB POC for approval, and processing registration.

Queue may be re-sorted by column. Click column heading to re-sort queue Pending Vendor Registration General Navigation Total Registrations in Queue Flat View Alphabetical order by last name “…” Indicates more than one Click “Name” to view ALL user registration information. To process a Vendor Registration…

Pending Vendor Queue After Vendor Verification… Process the registration Click the person’s“Name”

Process Vendor Registration There are three (3) actions for vendor registrations Approve a Registration - User Account is created. Suspend a Registration - Prevents escalation EB POC. Delete Registration - Registration is deleted. ViewHistory of registration (audit info) Summary of Vendor Registration Information To Approve a vendor registration…

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

D-U-N-S and CAGE code control Vendor access – ENSURE accuracy Add Vendor Select “Active” Status Vendor indicator VERFY INFORMATION Make any necessary changes by entering new content into fields Error Messages are displayed if problems with data. ‘*’ fields are REQUIRED EDA automatically notifies interested parties of administrative activities Click “Add This Account”

Vendor Approval Queue Registrations Pending Vendor (#) Approved / Waiting User Logon (#) After APPROVAL, EDA places the ‘approved’ registration in separate queue. Once the user activates their account by logging into EDA, the request will be automatically cleared from the approval queue. -- DO NOT Delete from ‘Approved’ queue --

Process Misaligned Registrations Process Misaligned Registrations How to Process MISALIGNED Registrations…

Misaligned Registrations Registrations Misaligned (#) Click Misaligned This Queue is a New Responsibility for ADMINS Separate queue for Misaligned Registrations. Count (#) represents the number of registrations that need C/S/A placement. Click Misaligned

Misaligned Registrations What is Misaligned… Sometimes user’s are confused in selection of their Command, Service, Agency’s Activity/Organization during registration. EB POCs and EDA Executives have a capability to move the ‘miss-selected’ registration to this misaligned queue for action by the EDA Help Desk. EDA Help Desk responsibilities… The Help Desk will monitor the Misaligned queue The Help Desk will contact the user and determine proper placement of the registration. The Help Desk will Change and Delegate the registration to the ‘proper’ C/S/A.

Queue may be re-sorted by column. Click column heading to re-sort queue. Misaligned Queue General navigation Flat View Alphabetical order by last name Total registrations in queue EDA Help Desk will contact the user and assist user in C/S/A placement. To Mark Registration Misaligned…

Misaligned Queue After contacting user and determining placement… Re-align and process the registration Click the person’s“Name” Link

Process Misaligned Registration • There are three (3) actions for Misaligned Registrations • Approve Registration-User account is created • Change C/S/A & Delegate Registration • Allows C/S/A change which delegates • Registration to another C/S/A • Delete Registration - Registration is deleted. ViewHistory of registration (audit Info) Summary of Registration Information To Change C/S/A & Delegate…

Change C/S/A & Delegate Select Action – Change CSA and Delegate Click Submit Process Change C/S/A & Delegate…

Change C/S/A Confirmation Change the CSA on the registration to Delegate to another organization. Click Select New CSA Select CSA and sub-level organization from list to pre-populate screen Enter optional comment Click Submit EDA automatically notifies interested parties of administrative activities Change C/S/A and Delegate Complete…

Process DoD Other Registrations Process DoD Other Registrations How to Process DOD OTHER Registrations…

DoD Other Registrations Registrations DoD Other (#) Click DoD Other This queue is a New Responsibility for ADMINS. Separate queue for DoD Other Registrations Count (#) represents the number of registrations that the C/S/A was not listed in EDA. Represents potential EDA communities. Click DoD Other

Why DoD Other Registrations • Sometimes user’s are confused in selection of their Command, Service, Agency’s Activity / Organization during registration and select DoD Other. • Action - Assist User and Change C/S/A & Delegate • Sometimes the user’s don’t see their specific C/S/A and select DoD Other. • Action - Assist User and Change C/S/A & Delegate • Sometimes the user’s C/S/A is not listed as a community in the EDA. • Action - Requires C/S/A Set-up (Program Office Process) EDA Program Office and Help Desk Responsibilities… Monitor, manage and process DoD Other Registrations

DoD Other Registrations • After Placement Determination…either • Change C/S/A and Delegate • Mark Registration Misaligned • Delete Registration Click DoD Other • Let’s take a closer LOOK…

Queue may be re-sorted by column. Click column heading to re-sort queue DoD Other Queue General navigation Flat View Alphabetical order by last name Total registrations in queue EDA Help Desk will Contact the user and assist user in C/S/A placement OR they will forward the request to the Program Office to initiate C/S/A setup. • To change C/S/A & Delegate…

DoD Other Queue After contacting user and determining placement… Change C/S/A and Delegate process the registration Click the person’s“Name” Link

Process DoD Other Registration • There are three (3) actions for DoD Other Registrations • Change C/S/A & Delegate Registration • Allows C/S/A change which delegates registration to C/S/A • Mark as Misaligned - Help Desk assist user in proper placement • Delete Registration - Registration is deleted ViewHistory of registration (audit info) Summary of Registration Information ToChange C/S/A & Delegate…

Change C/S/A & Delegate Select Action – Change CSA and Delegate Click Submit • Process Change C/S/A & Delegate…

Change C/S/A Confirmation Change the CSA on the registration to Delegate to another organization. Click Select New CSA Select CSA and sub-level organization from list to pre-populate screen Enter Optional Comment Click Submit EDA automatically notifies interested parties of administrative activities Change C/S/A and Delegate Complete…

Processing DoD Other Reg • The EDA Program Office will work with applicant(s) in initiating and • setting up a new C/S/A within EDA. • Determination of User Authorization Structure • Used in the EDA automated authorization process • Identification of an EDA Executive & EB POCs • Individual ultimately responsible for the C/S/A’s user community • Required Access Documentation • DD Form 2875 (SAAR) & EDA Appointment Letter • Building andinitializing the User Authorization Structure • Community is established within the EDA application • Processing initial registrations to new C/S/A • Change C/S/A and Delegate to new C/S/A • Provide training Material and support for Start-up Community

EDM/EFR Requests EDM/EFR Help Desk Admin SERVICE EDM/EFR Requests… EDA EDA notifies the EDM/EFR Help Desk by e-mail when EDM/EFR account administration activity occurs. The e-mail will indicate Contract Pay (includes site information) and/or Vendor Pay (includes site information), basic user information, and EB POC contact information.

Roles & Access Control A new EDM/EFR Help Desk role with responsibilities has been established within EDA to administer EDM/EFR access requests • Access is restricted to EDM/EFR Request queue only • Reserved for personnel of the EDM/EFR Help Desk. • Access to service requests from ALL C/S/A communities • Requires DD Form 2875 to be submitted to EDA Help Desk in Ogden • Responsibilities include: • Servicing EDM Requests (EDA’s EB POCs approval process generates EDM Requests) within EDA for all communities in a timely manner (2-4 business days). • Establishing and distributing EFR username(s)/password(s) access credentials to users. • Communicates with EB POCs as necessary if changes to EFR access status occurs. • Respond to the user community – password resets/access. • Communicates to the EDA Help Desk/Program Office issues/problems/availability of the EFR system.

Account Administration Menu The EDA Help Desk - ADMIN The EDM/EFR role can be ‘toggled’ on for ADMIN personnel to use in monitoring EDM/EFR Help Desk responsiveness Can also be used to inform user of EDM/EFR account status EDM Access Requests (#) (#) represents the number of EDM/EFR requests in the queue Queue will be added to ADMIN menu Click EDM Access Requests No Processing Authority…Just to LOOK…

Electronic Document Access (EDA)