Electronic Document Access (EDA)

Electronic Document Access (EDA) EDA POC and CDR POC Assignment “Fly-in” Action ( Continue to Page Down/Click on each page…)

Capabilities by Role • User Administrator (Admin) – Access to Entire EDA Universe • ALL Administrative functions • EDA Executive – Access restricted to a specific C/S/A • Administration Functions – for a specific top level C/S/A • Requests (Registration, Password Reset & Support Contractor Access) • General Account Administration (Search, View, Modify, Delete) • Establish C/S/A Structure and Office Setup • EDA POC and CDR POC Assignments • EDA POC – Access restricted to specific C/S/A activity/organization • Administration Functions – for an activity/organization within a C/S/A • Requests (Registration, Password Reset and Support Contractor Access) • General Account Administration (Search, View, Modify, Delete) • Limited EDA POC and CDR POC Assignment • Primary – First notified and responsible • Alternate - Back-up/Alternate to Primary EDA POC

Account Administration To Support your Activities and Monitor your EDA POCs… • Log into EDA • Click Account Administration Let’s Take a Closer LOOK…

Entering Account Administration If you don’t see Account Administration on your Document Selection screen… Your User Administration Role (i.e. EDA POC or EDA Executive or ADMIN)has not been granted to your user account. Contact the EDA Help Desk for assistance To Perform User Account Administration CLICK “Account Administration” on the Document Selection Screen within EDA EDA POC and CDR POC Assignment Function…

Account Administration Menu Account Administration Menu Registration queues, Request queues, the capability to Search, View, Modify and Delete user accounts and the EDA POC & CDR POC Assignment capability. EDA POC and CDR POC Assignments Let’s Take a Closer LOOK…

EDA POC & CDR POC Assignment To Assign EDA POCs & Setup CDR Organizations… EDA POC Assignment EDA CDR Organization Set-up CDR POC Assignment The C/S/A’s Executive controls the activities required for EDA POC assignment and CDR Organization setup.

EDA User Authorization EDA offers a distributed User Authorization function that delegates authority for EDA access approval to the appropriate level within the EDA user communities for accurate, efficient and timely authorizations. An EDA Executive, within each Command, Service, or Agency (C/S/A), has the capability to define a User Authorization structure that specifically matches their organizational needs. Electronic Document Access Point of Contacts (EDA POCs) are associated/assigned to Activities/Organizations within a C/S/A’s user authorization structure. EDA POCs are responsible for servicing EDA user access requests and managing EDA activities in their communities.

EDA POC Appointment to C/S/A EDA Executives have a capability to assign specific individuals to perform EDA Access Authorization and general management activities for a given activity or organization within their C/S/A. A Primary EDA POC must be identified within EDA at each defined C/S/A activity/organization. An optional Alternate EDA POC may be defined. An EDA POC may have authority over more than one organization. BEFORE “ASSIGNMENT” can be accomplished… The EDA POC must register in EDA and submit required forms to their Executive or assigned EDA POC. Once the EDA POC role is granted to the user account, the EDA POC may be “assigned” within EDA application.

CDR Organizations • CDR Organizations (Orgs) are responsible for accurate and prompt contract deficiency resolution. • CDR Organizations are defined within a Command, Service, Agency (C/S/A) authorization structure. • An EDA Executive has the capability to indicate and define a CDR Organization that specifically matches their organizational needs. • CDR Orgs are associated with DoDAACs. • CDR Orgs are identified with Management levels for escalation. • CDR POCs are assigned to CDR Organizations. • CDR POCs are responsible for servicing and/or monitoring CDR workflow activities.

CDR Organization Setup • EDA Executives have the following duties/capabilities to facilitate setting-up a CDR Organization within their C/S/A structure: • Indicate CDR Organizations and identify them by DoDAAC(s). Not all C/S/A organizations are CDR orgs. • Indicate management levels within the CDR Organizations. (Recipient of escalation activities) • Assign CDR POCs to perform CDR workflow activities within the organization. (Assignee or Backup) • A Primary CDR POC must be identified within a CDR Organization. An optional Alternate CDR POC may be defined. CDR POCs may be assigned to multiple Organizations. • Provide an optional Organization group e-mail.

CDR POC Appointment A Primary CDR POC must be identified within a CDR organization. An optional Alternate CDR POC may be defined. An Assigned EDA POC may act as both an EDA POC and a CDR POC. The CDR POC role and the assignment to an office is required to accomplish CDR POC authority. BEFORE “ASSIGNMENT” can be accomplished… The CDR POC must register in EDA and submit required forms to their Executive or assigned EDA POC. Once the CDR POC role is granted to the user account, the CDR POC may be “assigned” to a CDR organization.

EDA POC & CDR POC Assignment EDA POC & CDR POC Assignment EDA Executives and authorized & assigned EDA POCs have assignment capability EDA Executives have authority to assign EDA POCs, setup CDR Organizations and assign CDR POCs within the entire C/S/A Assigned EDA POCs have authority to assign EDA POCs and CDR POCs within their assigned authority within a C/S/A organization. EDA POC and CDR POC Assignments Let’s LOOK at Assignment Capabilities…

Assignment Capability Assignment may occur after establishing the C/S/A structure in EDA and granting EDA POC and CDR POC roles to user accounts. General Navigation Modify “Pen” Authority Information Click “+” to Navigate EDA POC Assignment Section Primary & Alternate CDR POC Assignment Section Primary & Alternate & Group E-mail CDR Org/Office Setup Section CDR Org, DoDAACs & Mgmt Level # indicates number of lower levels below Let’s Navigate into Assignment …

Navigate Assignment Click “+” To Expand Click “+” To Expand Continue to expand (+) to view the C/S/A structure defined in EDA and the current assignments and capabilities. Let’s take a Closer LOOK at Assignment …

Assignment Details Indicates CDR Organization Not all C/S/As Are CDR Orgs Indicates Management Level CDR POCs & Group E-mail CDR Org DoDAAC(s) C/S/A Structure Defined by Each C/S/A Let’s Modify/Update Assignment …

Modify/Update Assignment Click Modify “Pen” EDA POCs are responsible for User Access Authorization. CDR POCs are responsible for Contract deficiency resolution, either by specific CDR assignment or in management and oversight of the CDR workflow process (POC, Back-up, or Management capacity) Let’s LOOK at Assignment …

Modify/Update Assignment • EDA POC Section • Primary – Required • Alternate – Optional • Modified by EDA Executive • And assigned EDA POCs • CDR Office Information • CDR Org Indicator • DoDAAC(s) • Management Level • Modified by EDA Executive An individual may be assigned to both capabilities. The specific user account requires the EDA POC role and the CDR POC role, after which they may be selected for assignment and responsibility into both areas. • CDR Office Contacts • CDR POC • Primary – Required • Alternate – Optional • Group E-mail • Modified by EDA Executives • And assigned EDA POCs Let’s Modify Assignment …

EDA POC Assignment After the EDA POC role is GRANTED to a user account, the EDA POC name will appear as an option for selection for a particular organization Select Primary EDA POC and Alternate (opt) Click Modify to apply assignment Let’s Set up a CDR Org …

CDR Office Setup Executives set up the CDR Office Information. Indicate “CDR Org” Indicate “Management Level” Escalation process point. Not all CDR Orgs are Mgmt Levels Organizations without CDR Org indicated will not participate in the CDR workflow process. Only CDR Orgs will receive CDRs and must have CDR POCs assigned. • Enter DoDAAC(s) (one at a time) • “Check” to keep • “Uncheck” to remove/delete Let’s Assign CDR POCs …

CDR POC Assignment After the CDR POC role is GRANTED to a user account, the CDR POC name will appear as an option for selection for a particular CDR organization Select Primary CDR POC and Alternate (opt) Enter Group E-mail if Applicable (opt) INITIAL CDR Assignment and Re-assignment notification are sent to the Group e-mail address. NO reminders or escalations are sent to the Group e-mail. Group e-mail is used to broadcast the CDR to the office personnel. The CDR Assignee is responsible for the resolution of the CDR. Click “Modify” to apply Notification Recipients …

Notifications on Assignment C/S/A Structure Defined by each C/S/A User Authorization Notifications (I.e. Registrations, Account Administration, Access requests, Password Resets) are sent to the Primary EDA POC assigned for a particular activity/organization within the C/S/A structure that matches the registrant. The Alternate EDA POC is carbon copied on most requests. Escalation Notification 1stis sent to the Alternate EDA POC. 2nd is sent to the “parent” of the EDA POC organization. CDR Assignment Notifications (I.e. Assign, Reassign, Return, Close) Primary and Alternate CDR POCs for a specific CDR organization identified by a DoDAAC(s) are carbon copied unless they are assigned to the CDR. Escalation Notification is sent to the Management Level at or above “Assignee’s” C/S/A if a Management level has been established.

CDR Training Modules RECOMMENDED Reading/Review Referencethe CDR Training Material. 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 Deficiency Reporting (CDR) Training Module (.ppt))

Account Administration Training Refer to the Training Material by Function. Each module provides an overview of an Administrative function and they contain details on procedures and use: Registration Process Support Contractor Access Requests Process Password Reset Process Account Query & Maintenance EDA POC and CDR POC Assignment Process Administration of Special Roles --------------------------------------------------------------- Access EDA Home Page Click “Training Material” link on EDA Home Page Click “EDA POC and Executive Training Material” Click on Function of interest

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 Material” • Select specific training area of interest Referto the EDA Users Guide The End

Electronic Document Access (EDA)