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.

3. User Account Details Behavior differs within EDA based on: • User Type • Government Employee • Support Contractor – Restricted by DoDAAC • or Contract Number • 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 by EDA POC • Authority • User Administrator (Authority) • User Admin, Executive, EDA POC • Level of Authority is based on • assignment within an organization • (C/S/A Structure)

4. List of 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) • Contract Deficiency Report (CDRs) • Vouchers - All • Accounting • Travel • Military Pay • Commercial Pay • All Vouchers - DFAS only • Electronic 110s • Signature Cards • EDM Documents • Contract Pay • Vendor Pay

5. List of Special Roles “Special” Capabilities Audit Reports Reviewing Official Attachment Upload Contract Load Notification Contract Upload/Inactivate Site Pre-population Certification (DFAS Only) Notice Update (Assigned EDA POCs Only) User Administration Authority EDA POC EDA Executive User Admin (Program Office & Ogden Help Desk Only) Data Manager (Program Office Only) EDM/EFR Helpdesk (EDM/EFR Help Desk Only)

6. Administration Special Roles A few roles are only granted by the User Admin. These are not discussed in this module • Site Pre-population Certification • Restricted to DFAS appointed personnel • 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 highest levels of 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 • 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 load 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

8. Understand Special Roles -Cont A few roles require additional authorization • Reviewing Official • Authority who approves Contract Deficiency Reports (CDRs) • Managers, Supervisors, Leads • Notice Update • Broadcast message to logged on EDA Users • Assigned EDA POCs, EDA Executives & EDA System Administrators • 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. EDA POCs authorize these Roles based on the user’s needs/function within an organization. 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. EDA POCs authorize Roles Check/uncheck as required (based on “Need to Know”)

9. Audit Reports Contract Load Notification Reviewing Official Attachment Upload Contract Upload/Inactivate Notice Update Request Special Roles • Contact your EDA POC. Supply ALL necessary 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.

10. EDA Managers CDR Approver Role Authorizes Attachment Upload Capability EDA POC ‘toggles’ on Role(s) EDA POCs MAY authorize additional special roles for users in their community. 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.

11. EDA POC ‘toggles’ on Role(s) If EDA POC doesn’t see 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. 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.

12. Check “Role” Check “Role” DoDAACs Required for Roles Some Capabilities require DoDAAC(s) Click “More DoDAACs” for additional entry fields Enter Issue DoDAAC(s) Click “More DoDAACs” for additional entry fields Enter DoDAAC(s) Issue or Admin Users functionality is restricted to specific Issue and/or Admin DoDAACs. EDA POC Role Requirements…

13. 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.

14. Check “Role” Special Roles 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/update the Account …then You MUST ASSIGN the EDA POC to the C/S/A…

15. 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”

16. 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…

17. 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

18. 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”

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