Electronic Document Access (EDA)

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

2. Search View Modify Delete Account Maintenance / Inquiry How to Process Account Maintenance… EDA A user may notify their Primary EDA POC by e-mail or telephone to request a change to their EDA account information. An EDA POC may need to change a user’s status. A report may be required on the user community, etc.

3. Account Maintenance • Search, View, Modify, Delete • This is your customized query. • Search your community of users, • View query results/produce Ad hoc reports, • Modify user accounts or • Delete users Accounts Click Search, View, Modify or Delete

4. Query User Account • Flexible Query Capabilities • Query on any Field • (partial entry/wildcard accepted) • Show any field on result screen • (“Check” box to include in results) • User Type Specifics EDA controls QUERY access by Role and C/S/A. Only users in your ASSIGNED C/S/A will be available for administration. EDA Executives see their ENTIRE C/S/A User Authorization structure and activities. EDA POCs see their authorization level they are ASSIGNED and those below (if available). Note: EDA POCs cannot modify their own accounts. EDA Help Desk (ADMIN) views the EDA Universe.

5. Query User Account Click “Execute This Query” Enter Value(s) in Fields • User Type & Status • Include all (highlighted blue) OR • Select individually Check ‘show’ box to include information on result page Query Examples Specific user – by Name Specific community – by C/S/A General “status” check for community/group Combination queries…powerful options… Click “Execute This Query”

6. Queue may be re-sorted by column. Click column heading to re-sort queue. Account Query Results Alphabetical By Name Last, First Total in “Query Result” Click Name

7. Viewing a User Account View a User Account Fields display current information Click View History View History link Shows account audit trail Approved by, date, activity, comment Click “Name of EDA POC” A User’s Primary/Alternate EDA POCs are identified. Document Access and Privileges EDM Document access Generate an EDM Access Request Special Roles

8. Audit Details Queue may be re-sorted by column. Click column heading to re-sort queue. View History View History provides an Audit trail of Account Administration Activities. Date of Activity, Approved by, Event/Change, and Comment (optional) Link to “Approver”

9. View EDA POC - Contact Info A page offering basic EDA POC contact information. Click on “Name of person” to view more information. Link to “POC” Account Contact information EDA POC & CDR POC Assignments

10. 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 • All Vouchers (via EDA POC) • Electronic 110s • Signature Cards (via EDA POC) • EDM/EFR Documents • SEPARATE PROCESS (via EDA POC) • Contract Pay • Vendor Pay To gain access, request roles during registration

11. Special Roles/Capabilities “Special” Capabilities Toggled/Checked ‘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 (via PMO) Site Pre-population Certification(DFAS Only via PMO) EDM/EFR Helpdesk(EDM Helpdesk only) Special Roles/Capabilities via EDA POC

12. 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, EDA POCs with Manual Upload Capability • or Admin

13. 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

14. Understand Special Roles - CDR A few CDR 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 oversight and management of CDR workflow process

15. 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.

16. 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.

17. As Required Privacy Act Info Contract Attachment 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.

18. 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. Note: Executives must have the Upload/Inactivate Contracts role to grant it. 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.

19. 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 User’s functionality is restricted to specific Issue and/or Admin DoDAAC(s). EDA POC Appointment & Responsibilities …

20. As Required Privacy Act EDA POC Requests EDM Access Other special roles that may be granted to users in their community. Request EDM/EFR Documents By Site Refer to EDM/EFR Document Training Module for details on processing. 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.

21. Modify for EDM Access Modify User Account for EDM/EFR Document Access EDM/EFR is a separate system. A New EFR username/password is required…THEREFORE, A mechanism to generate an EDM access request is available. The request triggers the EDM/EFR Help Desk to process and distribute new access credentials. You cannot simply “Check” Contract Pay and/or Vendor Pay roles. SET-UP in EFR is required prior to accessing Contract Pay and/or Vendor Pay documents EDM/EFR Help Desk services these additional requests and finalizes the role within EDA. Processing the request ‘toggles’ the role on in EDA. REFER to EDM/EFR Process Training Module for details

22. Modify Account to Request EDM Request EDM/EFR Document Access Contract Pay related documents and/or Vendor Pay related documents. EDA POC authorizes user and initiates the access request to EDM/EFR. EDM Document access Generate an EDM Access Request

23. 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

24. 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.

25. CDR PCO/Buyer CDR ACO Audit Reports DD 1716’s Signature Cards CDR POC EDM/EFR Documents 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.

26. Modify an Account Click “Update This Account” Modify User Account as Required *required entry Enter NEW Value(s) into entry fields Make any necessary changes by entering new content into fields Error messages are displayed if problems with data entered. Alter as required “Check” Documents to Access “Uncheck” Documents to DENY Access EDM Document access Generate an EDM Access Request Click “Update This Account”

27. Click “Confirm” Click “Confirm” Confirm Modifications Confirmthe highlighted changes, Comment&Submit Comments by field changed Comment is available for each change. Presented in View History – audit trail.

28. Inactivate an Account To INACTIVATE an Account change status to “Inactive” An Inactive status DENIES access into EDA Click “Update This Account”

29. Click “Confirm” Click “Confirm” Inactivation Confirmation Enter Comment (optional) User cannot gain access to EDA Access will be denied if attempted by user

30. Delete User Account To DELETE an account change status to “Deleted” After Delete… A user MUST re-register to become an EDA User again Click “Update This Account”

31. Delete User Confirmation After Delete… A user MUST re-register to become an EDA User again Do NOT attempt to reactivate account Enter Comment (optional) Click “Delete this Account…”

32. 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 Material • 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