UNCLASSIFIED – For Official Use Only 1 Contract Manual Upload “Fly-in” Action ( Continue to...

UNCLASSIFIED – For Official Use OnlyUNCLASSIFIED – For Official Use Only 1

Contract Manual Upload

“Fly-in” Action( Continue to Page Down/Click on each page…)

Electronic Document Access (EDA)

UNCLASSIFIED – For Official Use Only 2

• Ability to Upload Base Contract Documents• Ability to Upload Mods/Delivery Orders/Task Order Documents• Ability to Inactivate and Replace Base Contract Documents• Ability to Inactivate and Replace Mods/DO/TO Documents• Ability to Upload a Mod/DO/TO without a Base Contract• Upload capability isolated to individuals by Role & Issue DoDAAC(s). EDA POC grants Special Role to user.• Conversion of Microsoft word documents (.doc) and Adobe post script files (.ps) to PDF• Upload to only one of EDA’s site. EDA replicates to alternate site.

Manual Upload Capability

Manual Upload Business Rules & Mechanics…


• Only Authorized Users with the Upload Role w/valid “Issue” DoDAAC(s) can upload contract documents to EDA• All uploaded documents are scanned for virus (if infected, the document will not be accepted. EDA does not fix a virus)• Accepts PDF file formats• Converts Microsoft word documents (.doc) and Adobe postscript files (.ps) to PDF (all other file types are invalid for conversion)• The conversion process does not retain/store the original form/file type of the document• Conversion of files occurs “near real-time” (May need to wait)• Converted PDF is placed on the EDA document server• Accepts any size file. EDA has no file size limitation. (Other limitations may apply (Network, bandwidth, desktop performance, etc))

Manual Upload Business Rules


• Special Upload/Inactivate role is granted via organizations EDA POC• EDA POCs must have Upload/Inactivate role to delegate role to lower levels of an organization• Document inactivation activity triggers e-mail notifications to:

• DFAS (based on Pay DoDAAC)• All Contract Load Notification List members, if lists exists prior to “Inactivation event”

• Document Upload and Replacement activity triggers the Daily EDA Load Reports

• All Contract Load Notification List members, if lists exists prior to “Upload and/or Replacement event” will be notified by e-mail

Upload Business Rules - Cont

To Obtain the Upload/Inactivate Role…


To Obtain Upload/Inactivate Role

EDA POC Grants Special Role to User…

Request Contract Upload/Inactivate/Replace Role by contacting your EDA POC. Supply “Issue” DoDAAC(s)

(EDA POC will verify need of special role)

Note: To delegate/apply the Upload/Inactivate role to users in lower organizational levels within the C/S/A, the authority level accounts (EDA POC/Executives) require the Upload/Inactivate role on their own user accounts. Must have role to ‘delegate’ role. See Help/Training option on the WAWF eBusiness Home Page for EDA User Registration and Administration Instructions.

EDA POC validates request and logs into EDA and performs maintenance on an account. (‘checks’ Upload/Inactivate Role, enters Issue DoDAAC(s) and processes/confirms updates).


EDA POC ‘toggles’ Special Role

To activate special roles, Check the corresponding checkboxes and provide DoDAACs if required

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 MAY authorize additional special roles for users in their community.

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.


EDA POC ‘toggles’ on Upload

If EDA POC doesn’t seeUpload/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 your EDA POC or EDA Executive for assistance in granting the role.


DoDAACs Required for Role

Click “More Upload DoDAACs”For additional entry boxes

EDA POC may check roles required for individual

Enter Issue DoDAAC(s)

User’s functionality is restricted to specific Issue DoDAACs.

Role controls Attachment Upload Capability

Consider Contract Notification List Role…

Check “Role”


Consider Contract Notification

Enter DoDAAC(s)

If Granting Upload/Inactivate Role…Consider granting Contract Notification list as well.The Contract Load Notification capability allows authorized users to create a

"Notification List" of e-mail addresses that are automatically notified when Contracts are loaded into EDA.

Click “More DoDAACs” for additional entry fields

Contract Load Notification functionality is restricted to specific Issue and/or Admin DoDAACs.

Review Training Module on Contract Load Notification…

Check “Role”

UNCLASSIFIED – For Official Use OnlyUNCLASSIFIED – For Official Use Only 10

After Upload Role Granted

To Upload a Base Contract, a Contract Modification, a Contract Delivery Order or Task Order

Log into EDA (http://eda.ogden.disa.mil) or (http://eda.cols.disa.mil)

Note – EDA Server’s replicate data constantly, therefore, stay at one site during upload activity. Do not repeat upload at alternate site.

Two methods are available to upload

To Begin the Upload Process…


To Upload a Contract

To Perform Manual Upload

CLICK“Upload Contract Document”

on the Document Selection

If you don’t seeUpload Contract Document link on your Document Selection screen…

The Upload/Inactivate Role has not been granted to your EDA user account

Contact your EDA POC for assistance in granting the role.


EDA offers two mechanisms to perform the Manual Contract Upload function

1) If New Contract Document to EDA…• Click Upload Contract Document Link on the Document

Selection Screen

2) If Contract Document Already Loaded in EDA…• Click Contracts Link on the Document Selection Screen• Query Contracts using any Contract Search Option• Query Result page is presented with additional upload

interface capabilities (links) based on user authorization (DoDAAC(s))

• Select desired upload/inactivate option

New Contract or Already Loaded?


Based on the existence or non-existence of a Contract Index within EDA, the interface offers the upload user additional options and assists in field pre-population (if applicable).

If the “Base” Contract Index Already Exists in EDA…The Query Result page is presented with additional

interface options • Upload a Mod/DO/TO to an existing contract• Inactivate an Existing Document (Base, Mod, DO or TO)• Replace a Document (Base, Mod, DO or TO)

(Document Replacement is only allowed to be performed on inactivated documents)

• Upload a New Contract Document

Difference in the Two Options


Upload a New Contract to EDA

To perform Manual Upload on a NEW Contract Document

CLICK“Upload Contract Document”


For a New Contract Document

Consider…PRIOR to UPLOADING…Do you want/need to set up a Contract Load Notification List?

List must exist prior to “Load Event” to send notification.

NotificationCapability

Refer to the Contract Load Notification Training Module…


Begin the Upload Process…

Locate desired document for upload…

General Information

Technical Details• No file size limitation, No timeouts• No Multi-part documents upload• Base Contract not required to upload Mod/TO/DO• Upload document at only one EDA site

Upload process: All documents are scanned for virus. If infected, EDA errors and rejects the document.

If virus-free, the document types of .doc and .ps. are converted to PDF (“near” real-time). (May need to wait for conversion)

After successful conversion, the .pdf is stored on EDA’s Document server.


Mechanics of Upload

Click “Browse…” to locate/select desired file from Desktop

OREnter full directory path to file

Only 3 file types are permitted:.pdf.doc (Microsoft Word).ps (Adobe postscript)

EDA will convert .doc & .ps to .pdf

EDA presents an error message for invalid file types during upload

Note: The conversion process does not store/retain the original form of the document.

Conversion is accomplished in “near real-time”.

Do NOT repeat upload at alternate site. EDA replicates documents.


Browse/Select file to be Uploaded

Select desired file

Click “Open”


Upload file to EDA

Click “Upload File” to initiate process


Preview Document

Click “View” To view/validate file Click “Try Again…”

If uploaded wrong fileClick “Cancel”

To abandon Upload process

Continue process, Enter required INDEX fields…

If you Abandon the upload mid-processThere is:No way to get back to the uploaded file. (File is orphaned, must start over)

No Index is builtNo Contract document available to users


Build Contract Index

Pre-populate…EDA will pre-populate Fields to screen

For NEW Base Contract indexes…Only 2 fields will pre-populate to the screen:

Issue DoDAAC (based on entries in User account)

Award date – defaults to current date


Build Index – Enter Fields

Entry Fields*Required

Preview Uploaded Document

Click “View”


Contract Index Information

Entered Information


Build Index - Validation

ALL entered DoDAACs are validated against DoDs Official list of DoDAACs

Vendor not in SAMCapability to enter VendorInformation

Company Awarded - pulled directly from SAM based on CAGE Code entered.

List from User AccountCapability restricted to organization


Vendor Information Entry

Switch back to use CAGE Code

Enter (*Required)*Vendor Name*Vendor Address*Country*Country Code

Illustrating the Vendor Not in SAM entry area


Add Contract Index w/Document

Review InformationEDA builds the Contract INDEX from the fields on screen

Click “Add…”


Upload Confirmation

Review & Confirm InformationEDA builds the Contract INDEX from the fields on screen

Click “Confirm” to Finalize Index and Upload

Click “Back…” to update/fix any information

All manually uploaded documents are included in EDA’s ‘Load’ broadcast reports based on Load Date.

Do NOT repeat upload action at alternative site. EDA automatically replicates document.


After Confirm…Result Page

Contact Query Result PageEDA builds the Contract index, stores the .PDF document and makes available/visible to all EDA Users with Contract capability (Contract Role)

The Second Upload Option provides interface options on the screen…as shown above

Note: Display depends on query settings …Sample shown.

This user has the upload role.EDA Highlights current upload activity.Additional interface options are presented


Upload to an Existing Contract

To perform Manual Upload on a Contract that

already exists in EDA

CLICK“Contracts”


Search for a Contract…

Second Option…

…Use when uploading a document to an Existing Contract…

Option 1 is viable anytime for manual contract upload.

Using Option 2, EDA attempts to pre-populate fields from known values on the existing index.

You can use either method.


Use any Contract Search Option

Contract Search OptionsUse any Contract query option to locate desired contract

Supply criteria for option selectedClick “View” for results of query

Search Options are categorized bySpecific Contract Date Ranges &Custom – Advanced Search


Contract Query Result Set

Contact Query Result Page…Sample shownFolder view for one contract.Note: Display depends on query settings

Interface options and their behavior in Option 2…

General Capabilities

Sort on Column

Information on size of query and Page


Interface Options on Result Page

Users with the Upload Role & Issue DoDAAC(s) listed on their user account have additional interface options within Contract search result pages

To Upload a Mod/DO/TO…

Remember, if the user account doesn’t have the Upload Role and particular DoDAAC in query result, the user will NOT see options for uploading and/or inactivating documents

Upload a DO/TO/ModUpload Applies to the base contract

Download Result set

AttachmentUpload

Role

DocumentHistory

Inactivatea specific document


Upload a Mod/DO/TO

Upload a Modification to a contract…

Click “Add DO/TO” or“Add ACO Mod” or“Add PCO Mod”Upload Applies to the Base contract

Upload Modification/DO/TO is the same process as Upload Base Contract


Begin the Mod/DO/TO Upload

Locate desired document for upload…

General Information


Mechanics of Upload

Click “Browse…” to locate/select desired file from Desktop



EDA will convert .doc & .ps to .pdf

EDA presents an error message for invalid file types during upload





Browse/Select file to be uploaded

Select desired file

Click “Open”


Upload file to EDA

Click “Upload File” to initiate process


If virus-free, the document types of .doc and .ps. are converted to PDF (“near” real-time).

After successful conversion, the .pdf is stored on EDA’s Document server.Do NOT repeat upload at alternate site. EDA replicates document.


Preview Document & Build Index

Click “View” To view/validate file Click “Try Again…”

If uploaded wrong fileClick “Cancel”

To abandon Upload process

Continue process, Enter required Index fields…

If you abandon upload Mid-processThere is:No way to get back to the uploaded file. File is orphaned, must start over

No Index is builtNo file available to users



Entry Fields*Required

Also Pre-populated

Preview Uploaded Document

Click “View”

When Uploading Mod/DO/TOs….EDA pulls from the base contract index and pre-fills fields.

Fields may be modified as required.Contract # cannot be changed.



ALL DoDAACs are validated against DoDs Official list of valid DoDAACs

Vendor not in SAMEDA provides an interfaceTo support entry of VendorInformation

Company Awarded - pulled directly from SAM based on CAGE Code entered.

One is requiredACO Mod #PCO Mod #DO/TO #


Enter Index Fields & Review

Review InformationEDA builds the Mod/DO/TO index from the fields on screen

Click “Add…”


Upload Confirmation

Review & Confirm InformationEDA builds the Contract INDEX from the fields on screen

Click “Confirm” to Finalize Index and Upload

Click “Back…” to update/fix any information

All manually uploaded documents are included in EDA’s ‘Load’ broadcast reports based on Load Date.

Do NOT repeat upload action at alternative site. EDA automatically replicates document.


After Mod/DO/TO Upload

Next, Let’s Inactivate a Document……Then replace it

New Mod available

Contact Query Result PageEDA builds the index, stores the .PDF document and makes available/visible to all EDA Users with Contract capability (Contract Role)


Inactivate a Document

Inactivate a Document…

Click “X”

Possible Reasons to InactivateUnreadableCDR activityWrong file uploadedEtc…

All events against a document are captured in Document History (H)


Rationale & Comment to Inactivate

Why are you Inactivating the Document? Uploaded Wrong File File Unreadable Incomplete Document Technical Issue Other

Select Rationale

Click “Inactivate…”

Enter Comment

*Required Fields


Confirm Inactivation

Review and Confirm

Click “Confirm” to Finalize Inactivate

DFAS is notified on ALL Inactive/replace activities based on Pay DoDAAC on the index

If Contract Load Notification list exists all participants are notified on inactive and/or replace activities.

Do Not repeat inactivation action at alternate EDA site. EDA automatically replicates.


After Inactivation…Result Page

DocumentNo longerAvailable

Click “H” for Event History

ReplaceIcon

Notifications sent to Contract Load Notification list and DFAS

Only Inactive documents may be replaced


Inactivation Notification

InformationalInactivation Details


History of Events

LinkTo

View UserContact Information

LinkTo

InactiveDocument

AuditInfo

Captured information:DateTimeAction byEventNotes/Comments


View Contact Information

Contact Information to User who performed action.

Let’s Replace the document…


Replace Document

DocumentNo longerAvailable

Click

“+”


Replace Document

IndexAlready

Built

Click “Browse…” to locate/selectfile from Desktop



EDA will convert .doc & .ps to .pdfEDA presents an error message for invalid

file types during upload





Browse/Select file to be uploaded

Select desired file

Click “Open”


If virus-free, the document types of .doc and .ps. are converted to PDF (“near” real-time).

After successful conversion, the .pdf is stored on EDA’s Document server.


Confirm Replacement Document

Click “View” To validate file

Click “Confirm” to Replace

DFAS is notified on ALL Inactive/replace activities based on Pay DoDAAC on the index

If Contract Load Notification list exists all participants are notified on inactive and/or replace activities.

Do Not repeat replacement action at alternate EDA site. EDA automatically replicates.


After Replacement…Result Page

Click “H” to view Audit

DocumentAvailable

Inactivatea specific document


View History after Replace

LinksTo

“Previous”Documents An expanded “Event” History…

AuditInfo


View History – repeating process

LinksTo

“Previous”Documents

No Base Contract Document…

AuditInfo


Base Contract not Required

Now let’s Look at complexity in the Query…

Upload Document Capability

Upload Pre-population can not occur when a Base Contract doesn’t exist (No Base)

To Add Base Contract

NoBase

ContractDocument(No Base)


Upload Option Summary

Launch Upload from ContractQuery Result Screen

Launch Upload here also

Launch Upload from Document Selection

Launch Upload here also

Remember, there are multiple ways to accomplish a manual document upload…


Sample Contract Load Notification

EDA User Contract Load Notification

Links to new documents

EDA Users receive notification with embedded links to the newly uploaded documents.


Sample Contract Load Notification

Non-EDA User Contract Load Notification

Non-EDA Users receive an informational e-mail on Contract Load Notification.


Contract Load Notification

Recommend Viewing/Reading…

Contract Load Notification Training Module


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 Modules

Refer to the EDA Users Guide

The End

Date post:	17-Dec-2015
Category:	Documents
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