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Contract Inactivation
& Replacement
00/font>Fly-in00/font> Action
( Continue
to Page Down/Click on each page00
Electronic Document Access (EDA)
2
Inactivate
and Replace Documents
Contract Maintenance Business Rules & Mechanics00/i>
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Contract Maint Business Rules
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Maint Business
Rules - Cont
To Obtain the Upload/Inactivate Role00/i>
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To Obtain Upload/Inactivate
Role
EDA POC Grants Special
Role to User00/i>
Request Contract Upload/Inactivate/Replace Role by contacting your EDA POC. Supply 00ssue00 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 00elegate00role.
EDA POC validates request and logs into EDA and performs maintenance on an account. (00hecks00Upload/Inactivate Role, enters Issue DoDAAC(s) and processes/confirms updates).
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EDA POC 00oggles00
on Role
To activate special roles, Check the
corresponding checkboxes.
Definition: Need-to-Know 00The 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.
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EDA POC 00oggles00
on 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.
If EDA POC doesn00 see
Upload/Inactivate Documents entry
area to grant role on the User Account screen00/font>
The Upload/Inactivate Role has
not been granted to the EDA POC user account
Contact the Executive for assistance in granting the role.
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DoDAACs Required
for Role
Check 00ole00
EDA POC may check roles required for
individual
Enter Issue DoDAAC(s)
User00
functionality is restricted to specific Issue
DoDAACs.
Role controls
Attachment Upload
Capability
Click 00/b>More DoDAACs00/b>
for additional entry fields
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After Role
Granted
To Inactivate or Replace a Base
Contract, a Contract Modification, a Contract Delivery Order or Task
Order
Note 00
EDA Server00 replicate data constantly, therefore, stay at one site
during upload activity.
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Inactivate
a Document
To inactivate/replace
a Contract in EDA
CLICK
00/b>Contracts00/b>
on the Document Selection
Search for a Contract00/i>
To inactivate or replace a document, you must first search for the contract00/b>
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Use any Contract
Search Option
Contract Search Options
Use any Contract query option to locate desired contract
Supply criteria for option selected
Click 00/b>View00/b> for results of query
Search Options are categorized by
Specific Contract
Date Ranges &
Custom 00 Advanced Search
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Contract Query
Result Set
Contact Query Result Page00/font>Sample shown
Folder view for one contract.
Note: Display depends on
query settings
Interface options
and their behavior00/i>
General Capabilities
Sort on Column
Information on size of query and Page
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Interface Options
on Result Page
Users with the Upload/Inactivate Role
& Issue DoDAAC(s) listed on their user account
have additional interface options within Contract search result pages
To Inactivate a Document00/i>
Remember, if the user account doesn00 have the Upload/Inactivate
Role and particular DoDAAC in query result, the user will
NOT see options for uploading and/or inactivating documents
Inactivate
a specific
document
Upload a DO/TO/Mod
Upload Applies to the base contract
Attachment
Upload
Role
Document
History
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Inactivate
a Document
Inactivate a Document00/i>
Click 00/b>X00/b>
Possible Reasons to Inactivate
Unreadable
CDR activity
Wrong file uploaded
Etc00/font>
All events against a document
are captured in Document History (H)
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Rationale &
Comment to Inactivate
Why are you Inactivating the Document?
Uploaded Wrong File
File Unreadable
Incomplete Document
Technical Issue
Other
Select Rationale
Click 00nactivate000
Enter Comment
*Required Fields
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Confirm Inactivation
Review and Confirm
Click 00onfirm00/b> 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.
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After Inactivation00esult
Page
Document
No longer
Available
Click 0000for Event History
Replace
Icon
Notifications sent to Contract Load Notification
list and DFAS
Only Inactive documents may be replaced
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Inactivation
Notification
Informational
Inactivation Details
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History of
Events
Link
To
View User
Contact Information
Link
To
Inactive
Document
Audit
Info
Captured information:
Date
Time
Action by
Event
Notes/Comments
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View Contact
Information
Contact Information to
User who performed action.
Let00 Replace the document00/i>
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Replace Document
Document
No longer
Available
Click
00/b>+00/b>
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Replace Document
Index
Already
Built
Click 00rowse000
to locate/select
file from Desktop
OR
Enter full directory path
to file
Only 3 file types are permitted:
.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 00ear real-time00
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Browse/Select
file to be uploaded
Select desired file
Click 00pen00/b>
Upload replacement 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 (00ear00 real-time).
After successful conversion, the .pdf is stored on EDA00 Document server.
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Confirm Replacement
Document
Click 00/b>View00/b>
To validate file
Click 00/b>Confirm00/b> 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.
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After Replacement00esult
Page
Click 00/b>H00/b> to view Audit
Document
Available
Inactivate
a specific
document
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View History
after Replace
Links
To
00/b>Previous00/b>
Documents
An expanded 00vent00History00/i>
Audit
Info
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View History
00repeating process
Links
To
00/b>Previous00/b>
Documents
No Base Contract
Document00/i>
Audit
Info
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Base Contract
not Required
No
Base
Contract
Document
(No Base)
Upload Document Capability
Upload Pre-population can not occur when
a Base Contract doesn00
exist (No Base)
To Add Base Contract
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Sample Contract
Load Notifcation
EDA User Contract Load Notification
Links
to new documents
EDA Users receive notification with embedded links to the newly uploaded or replaced documents.
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Sample Contract
Load Notifcation
Non-EDA User Contract Load Notification
Non-EDA Users receive an informational e-mail on Contract Load Notification.
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EDA User00
Guide
Training Modules
Entire section dedicated to the EDA Executive and the EDA POC and their tasks/activities
Refer to the EDA Users Guide
