General

1
Electronic Document Access (EDA)

• General
• User Account Administration

Fly-in Action ( Continue to Page Down/Click on
each page)
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EDA Administration in General
Lets Take a Closer LOOK
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Roles Access Control

• There are four (4) User Administrator roles
  available within EDA
• ADMIN Access to the Entire EDA Universe
• Restricted to the EDA Help Desk Program Office
  personnel
• Responsible for assisting the EDA Community

• EDA Executive Access restricted to a specific
  Command, Service, or Agency (C/S/A)
• Reserved for the individual(s) responsible for
  the C/S/A within EDA. The EDA Program Office
  facilitates the establishment of the Executive
  role in the EDA application.

• 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.

• EDM/EFR Help Desk Access restricted to EDM/EFR
  Request queue
• Reserved for personnel of the EDM/EFR Help Desk.
  

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Capabilities by Role

• ADMIN Access to the Entire EDA Universe
• ALL Administrative functions

• EDA Executive Access restricted to a specific
  C/S/A
• Administration Functions for a specific C/S/A
• Requests (Registration, Password Reset Agent
  Access)
• General Account Administration (Search, View,
  Modify, Delete)
• EDA POC Assignment

• 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 Agent
  Access)
• General Account Administration (Search, View,
  Modify, Delete)
• Primary first notified responsible
• Alternate - Back-up/Alternate to Primary EDA POC

• EDM/EFR Help Desk Access to all EDM/EFR
  Requests for any Community
• Administration Functions EDM/EFR Requests

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User Account Business Rules

• ALL Account Administration activities are
  recorded An audit trail is captured and
  viewable to User Administrators

• Users must change their password every 90 days
  (Calendar days)

• Users who do not access EDA after 90 days will
  have their access inactivated for non-use and
  must be reactivated by their EDA POC (Calendar
  days)

• Users will be Deleted after 180 days of non-use
  (Calendar days)

• Notification to EDA POC 10 days prior to Delete
  of User for Non-Use

• Escalation Notification occurs after 2 Business
  days to Alternate (or next higher authority)
  (expecting action within 4 Business days)

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User Acct Business Rules - Cont

• Registrations are valid for 30 days.

• Registration Approvals and Password Reset
  Approvals are valid for 7 days. Password reset
  is required if approval expires.

• DCAA, DCMA, DFAS, DISA Government Agents are
  NOT restricted in contract queries. All other
  Government Agents in EDA are restricted by
  DoDAAC(s) (Admin, Pay or Issue) and/or Contract
  Number(s).

• Vendors are restricted to contract documents
  only. In addition, they are restricted to view
  contracts that match their D-U-N-S and/or CAGE
  Code.

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EDA Automatic Notifications

• Registration
• Registration Confirmation Notification to Users
• Pending Registration Notification to EDA POC
• Registration Approval Notification to Users
• Registration alignment activities to Users
• Pending Registration Notification to the Help
  Desk
• Delete Registration Notification to User
  (optional, by request)

• Password Reset
• Pending Password Reset to EDA POC
• Password Reset Approval Notification to Users

• Change Contact Information
• Information change Notification to EDA POC

• User Account Non-Use
• Notification to EDA POC about User Accounts to be
  deleted for Non-Use (10 days prior to delete
  180 days)

• Agent Access Request
• Pending Agent Access Request Notification to EDA
  POC
• Agent Access Request Approval/Rejection to Users

• EDM Document Access Request
• Pending EDM Access Request Notification to
  EDM/EFR Help Desk

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Administration Activity Process
THE Process
EDA
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Acct Admin Responsibilities
EDA
EDA notifies the Primary EDA POC by e-mail when
user account administration activity occurs. The
e-mail will indicate the action required by the
EDA POC.
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Request Escalation Rules

• Action required by PRIMARY EDA POC within 2
  Business Days of notification

• If NO Action by the Primary EDA POC within 2
  Business Days of notification
• Escalates Request to Alternate EDA POC for action
  (e-mail sent to alternate)

• If NO Alternate EDA POC assigned at a
  particular level within the C/S/A structure
• Escalates to Authority Level above
  (e-mail sent to Authority Level
  above)

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User Account Administration

• After Receiving EDAs E-mail Notification
  contacting user to validate request
• Process the Request
• Log into EDA
• Click Account Administration

Lets Take a Closer LOOK
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Entering Account Administration
If you dont 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 Acc
ount Administration on the Document
Selection Screen within EDA
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Account Administration Menu
Account Administration Menu Contains Registration
s queues, Request queues, and the capability
to Search, View, Modify and Delete user
accounts. Each section is explained and
demonstrated in the following slides.
Lets Take a Closer LOOK
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Registration Requests
Registration Requests Pending () Approved /
Waiting User Logon () () - Number of Requests
in queue

• EDA POC registration activities include
• authorizing EDA access and
• processing the pending registrations within their
  user community.

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Requests
Requests Password Resets () Approved / Waiting
User Logon () Government Agent Access () () -
Number of Requests in queues
ALL requests require EDA POC approval.
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Accounts

• 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 Search, View, Modify, Delete
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Registration Queue
How to Navigate
Navigate the queue
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Registration Request Queue
Registrations Pending () Approved / Waiting
User Logon ()
This Queue is primarily for EDA POCs and EDA
Executives. Count () represents number of
requests in the queue.
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Approved Registrations
Registrations Approved / Waiting User Logon ()
After APPROVAL of the Registration, EDA sends an
e-mail notification to the user with initial
log on instructions to activate their Account EDA
places the approved request into a separate
queue Approved / Waiting User Logon
(). Approvals are valid for 7 days.
Lets Take a Closer LOOK
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Entering the Registration Queue
Click Pending
Lets take a look at the Queue
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List of Pending Registrations
Alphabetical By Name Last, First
General Navigation
Total Registrations in Queue
Delete from Queue OR Delete from Action By
Clicking Name
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Process Registrations
How to Process
EDA
EDA notifies the Primary EDA POC by e-mail when
user account administration activity occurs. The
e-mail will indicate the action required by the
EDA POC.
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Processing Registration Requests
There are five (5) options available when
processing a Registration

• Approve a Registration
• User Account is created
• User is authorized to access EDA

• Suspend a Registration
• Prevents the escalation notification to
  Alternate EDA POC
• Remains pending for appropriate action by EDA
  POC

• Delete Registration
• Registration is deleted. NO information is
  retained.

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Processing a Registration
Click Name

• ACTION Options
• Approve a Registration
• Suspend a Registration
• Change C/S/A Delegate
• Mark Registration Misaligned
• Delete Registration

ALL the Options one-by-one
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Process Registration Screen
Select ACTION

• ACTION Options
• Approve a Registration
• Suspend a Registration
• Change C/S/A Delegate
• Mark Registration Misaligned
• Delete Registration

View History Of Registration (Audit Info)
To APPROVE
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Approve Registration
Select Action Approve Registration
Click Submit
Approve Account page is displayed
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Verify/Validate Account
VERFY INFORMATION Make any necessary changes by
entering new content into fields Ensure e-mail
and telephone are Correct and current
EDA POCs authorize and approve access for their
user community
Roles Document Access Alter (check/uncheck) as
required (based on 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.

• EDM Documents
• Contract Pay
• Vendor Pay

Requires - Auditor Yes or No
EDA generates an EDM access request for service
by the EDM Help Desk
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Approve Account
Select Active
Error Messages are displayed if problems with
data. fields are REQUIRED
EDA automatically notifies user of approval
Click Add This Account
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Approved Registration Queue
Registrations Approved / Waiting User Logon ()
After APPROVAL of the Registration, EDA sends an
e-mail notification to the user with initial
log on instructions to activate their Account EDA
places the approved request into a separate
queue Approved / Waiting User Logon
(). Approvals are valid for 7 Days.
Once the user activates their account by logging
into EDA, the request is automatically cleared
from the approved queue. DO NOT Delete from the
Approved queue
NextTo Change C/S/A and Delegate
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Change C/S/A Delegate
Select Action Change CSA and Delegate
Click Submit

• Possible Reasons
• Contacted User and determined a different C/S/A
• User did not choose the correct C/S/A during
  registration
• User has moved locations
• A Re-organization occurred within the Community
• User no longer belongs under EDA POC
  responsibility
• Other

Confirm Change C/S/A and Delegate
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Change CSA Confirmation
Change the CSA on the registration to Delegate to
another organization within your realm of
responsibility
If you are unable to select the NEW CSA, USE
Mark Registration Misaligned option. (movement is
outside your authority). The Help Desk will
assist the User.
Click Select New CSA Select CSA and sublevel
organization from list to pre-populate screen
Important Info
Enter Comment (optional)
Click Submit
EDA automatically notifies interested parties of
administrative activities
Change C/S/A Complete Next To Misaligned
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Mark Registration Misaligned
Select Action Mark Registration Misaligned
Click Submit

• Possible Reasons
• User is not in area of responsibility
• Unable to select/see appropriate New CSA,
  therefore must use misaligned option
• Other

Confirm Mark Registration Misaligned
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Misalign Confirmation
Mark Registration Misaligned removes the
registration from your pending queue and
redirects the registration to the EDA Help Desk
for placement assistance.
Important Info
Enter Comment (optional)
Click Submit
EDA automatically notifies interested parties of
administrative activities
Mark Misaligned is Complete Next to Suspend
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Suspend a Registration
Select Action Suspend a Registration
Click Submit

• Possible Reasons .
• EDA POC is waiting for DD 2875 form from user
• User have not been authorized accessverification
  in progress.
• Prevent escalation to the alternate EDA POC due
  to wait
• Other

Confirm Suspend a Registration
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Suspend Confirmation
Suspending a registration prevents the escalation
notification to the alternate EDA POC.
Registration remains pending for action by
you. Pending Registrations are valid for 30 days.
Important Info
Enter Comment (optional)
Click Submit
Suspending is Complete Next to Delete
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Delete a Registration
Select Action Delete a Registration
Click Submit

• Possible Reasons .
• Invalid Registration
• Registration no longer required
• Duplicate
• Other

Deleting a registration is permanent. No
information is retained.
Another Option to Delete a Registration
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Option - Delete from Pending List
Alphabetical By Name Last, First
Delete from Queue IS Another Option
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Delete Confirmation
Deleting a registration is permanent. No
information is retained..
Choice of notification at time of Delete
Important Info
Click Delete WITH Notification
Deleting WITHOUT Notification simply deletes the
request from the pending queue. No information is
retained. No Notification to user
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Delete with Notification
Enter Desired Message To User
Click Preview
EDA mirrors exactly what is entered.
Professionalism is expected.
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Preview Delete Notification
Click Submit to send
Delete is Complete Notification sent
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Process Requests
How to Process Requests
EDA
EDA notifies the Primary EDA POC by e-mail when
user account administration activity occurs. The
e-mail will indicate the action required by the
EDA POC.
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Password Reset Request Queue
Process a Password Reset Click Password Resets
() () - Number of Requests waiting for action
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List of Password Reset Requests
Alphabetical By Name Last, First
General Navigation
Total Registrations in Queue
Click Name
Password Reset Approval Contact User Verify
they submitted the request
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Process a Password Reset
Make updates/corrections (as necessary)
EDA automatically sends an Approval Password
Reset Notification to the user with instructions
for activation
Check Statement of Accountability stating I have
contacted the User and verified Identity
Click Approve this Request to Process/Accept
Password Reset
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Password Reset Approval
Requests Approved / Waiting User Logon ()
After APPROVAL of a Password Reset, EDA sends an
password reset approval e-mail notification to
the user with instructions to activate their
Password. EDA places the approved request into
a separate queue Approved / Waiting User Logon
(). Approvals are valid for 7 Days.
Once the user activates their account by logging
into EDA, the request is automatically cleared
from the approved queue. DO NOT Delete from the
Approved queue.
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Delete a Password Reset Request
Password Reset Rejection/Denial Delete Request
from List Users password remains unchanged
Delete from Queue
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Process Agent Access Requests
How to Process Agent Access Requests
EDA
EDA notifies the Primary EDA POC by e-mail when
user account administration activity occurs. The
e-mail will indicate the action required by the
EDA POC.
48
Government Agent Definition
Government Agent is an individual CONTRACTED by
the U.S. Government to perform a task/function
within the U.S. Government

• Government Agents Contract query access is
  restricted within EDA by
• DoDAACs (Admin, Pay or Issue) where activities
  are performed
• AND/OR
• Contract Number(s) of activities

DCAA, DCMA, DFAS, DISA agent contract queries
are not restricted. These communities do not
require DoDAACs or Contract Numbers
EDA offers Government Agents the capability to
request changes/additions to their EDA access
using a Government Agent Access Request EDA
notifies the responsible EDA POC for approval
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Process a Govt Agent Access Req
Government Agent Access Request Click Government
Agent Access () () - Number of Requests
waiting for action
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Govt Agent Access Req Queue
Alphabetical By Name Last, First
General Navigation
Total Government Agent Access
Sort by C/S/A Name
Click Name
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Process Govt Agent Access Req
VERIFY - Government Agent Access Request Based on
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. Valid DoDAAC(s) ?? Valid Contract
Number(s) ??
EDA automatically sends a notification to the
user with current access information
Make updates/corrections to ACCOUNT Blank out to
Delete/Deny access Type over to Modify/Update
access Add as required Both CURRENT and
REQUESTED are displayed
Click Approve to UPDATE THE ACCOUNT and ALLOW
Access based on screen entries Click Reject to
DELETE REQUEST. The Account remains unchanged.
Request for change is denied
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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 users status. A report may be required
on the user community, etc.
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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
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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). EDA Help Desk (ADMIN) views the EDA
Universe.
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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 queriespowerful
options
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Account Query Results
Alphabetical By Name Last, First
General Navigation
Total in Query Result
Click Name
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Viewing a User Account
Click View History
View a User Account Fields display current
information
View History link Shows account audit trail
Approved by, date, activity, comment
A Users Primary/Alternate EDA POC are identified.
Click Name of EDA POC
Document Access and Privileges
EDM Document access Generate an EDM Access
Request
Special Roles
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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
Not Viewable in Approved by indicates you dont
have update authority to the individual
account Call the EDA Help Desk for Assistance
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View EDA POC - Contact Info
A page offering basic EDA POC contact
information. Click on Name of person to view
more information Not Viewable indicates you
dont have update authority to the individual
account
Link to EDA POC Account
Contact information
EDA POC C/S/A assignments
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Modify an 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
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Confirm Modifications
Confirm the highlighted changes, Comment
(optional) Submit
Comment is available for each change. Presented
in View History audit trail.
Organization Comment
Permission Comment
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Inactivate an Account
To INACTIVATE an Account change status to
Inactive
An Inactive status DENIES access into
EDA Password Reset may be used to reactivate the
users account
Click Update This Account
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Inactivation Confirmation
Enter Comment (optional)
User cannot gain access to EDA Access will be
denied if attempted by user Use Password Reset
to reactivate the account
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Delete User Account
To DELETE an account change status to Deleted
After Delete A user MUST re-register to become
an EDA User again Do NOT attempt to re-activate
Click Update This Account
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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
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EDM Document Access Request
How to Process EDM Document Request
EDM/EFR Document Types
EDA
A user may notify their Primary EDA POC by e-mail
or telephone to request EDM Document Access.
Currently Contract Pay and Vendor Pay documents
are available.
FirstGeneral EDM Information
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EDM/EFR Documents within EDA
Electronic Document Management (EDM) facilitates
the consolidation of DoD finance and accounting
functions for DFAS. The Electronic File Room
(EFR) system was established to provide
electronic foldering, distribution, cataloging,
and maintenance of the large amounts and diverse
types of Contract and Vendor payment related
documentation to the DoD community. EFR is a
web-based application that provides authorized
DoD users view only access to DFAS EDM documents.
DFAS EDM documents include all the EDM vendor
and contract pay related documents.
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EDM/EFR and User Authorization
EFR utilizes EDA's delegated User Authorization
structure and process. This allows the EDA POCs
to determine if their users require access to
Contract Pay and/or Vendor Pay EDM documents. The
EDA POC follows normal EDA access policies and
C/S/A guidelines when granting EDM/EFR document
access. The same guidelines for granting access
to EDA contracts should be followed for access to
EDM documents.
Contract Pay and/or Vendor Pay may be requested
within EDA. Upon EDA POC approval and EDM/EFR
credential set-up, EDA presents a link to EDM/EFR
Documents on the Document Selection Screen.
69
EDM/EFR Access Process
The user requires a separate username/password to
access EFR since EDM/EFR is a separate system and
access credentials are not integrated with EDA.
An additional user account set-up is required for
each user requesting EDM Contract Pay and/or
Vendor Pay Documents which is performed by the
EDM/EFR Help Desk.
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EDM/EFR Access Process
EDA users with the EDM Contract Pay and/or Vendor
Pay role will be presented with the EDM/EFR
Document link on EDA's Document Selection Screen
which redirects the user to the EDM/EFR system.
Link takes the user to the front page of the EFR
system where the user is prompted for EFR
credentials.
EFR is not part of EDA, it is a DFAS owned and
operated system. All issues with EFR access
should be redirected to the EDM/EFR Help Desk at
cco.edm-helpdesk_at_dfas.mil.
Lets look at the process
71
EDM/EFR Access Process
The user requires a separate username/password to
access EFR since EDM/EFR is a separate system and
access credentials are not integrated with EDA.
An additional user account set-up is required for
each user requesting EDM Contract Pay and/or
Vendor Pay Documents which is performed by the
EDM/EFR Help Desk.
Lets Take a Closer look at the Steps and see
what happens
72
EDA POC Approval Process
THE Approval Process
EDA
73
EDM/EFR Set-up Process
THE Approval of EDM/EFR
74
Modify Existing User Access
To Modify an existing User
EDA
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Modify for EDM Access
Modify User Account for EDM/EFR Document Access
EDM/EFR is a separate system. A New EFR
username/password is requiredTHEREFORE, 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.
76
Request/View EDM Access
The EDM Role display on the Modify Screen will
vary based on current options and in-progress
status of requests
You cannot Check the role(s) ONLY Request
Click Request Access to EDM Document types
77
Generate Request for EDM Access
Click Vendor Pay AND/OR Contract Pay
Click Submit
EDM/EFR Help Desk services these additional
requests and finalizes the role within EDA. Site
information is used by them in establishing
access into EFR
EDA sends notification to the EDM/EFR Help Desk
and builds the EDM Access Request for action by
the EDM/EFR Help Desk
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EDA Help Desk Contact Info
The EDA Help Desk is available Contact for
Assistance

• EDA Help Desk E-mail - disa.ogden.esd.mbx.cscassi
  g_at_mail.mil
• Telephone [phone] or
  DSN 388-7095

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EDA Users Guide
Refer to the EDA Users 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

The End