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Army Audit Readiness: Global Combat Support System - Army
Access Administrator’s Interactive Guide
The U.S. Army Logistics Innovation Agency developed this guide in coordination with PM AESIP, PM GCSS-Army and HQDA, G-46
January 2018
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Table of Contents
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Note: All underlined blue text is a hyperlink
Introduction
Purpose and Notes
Procedural Processes:
Access Administrator (AA)
AA Semi Annual Review
End User
Non Segregation of Duties
Segregation of Duties
Sample Documents
DD 2875 – System Access Request Form (SAAR)
DA 1687 – Delegation of Authority
Memorandum for Record (MFR)
Assumption of Command Orders
Appointment Orders
Help Desk Ticket
Transactional History Report
Substitution Matrix
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Purpose and Notes
Purpose: To provide a user-friendly tool for Global Combat Support System (GCSS) -Army Access Administrators that visually portrays the GCSS-Army End-User Compliance requirements.
Notes:
This guide provides examples of documents that will pass audit compliance when included in submission packet for the specific test areas.
This guide acts as a tool to provide guidance for AAs regarding system access for personnel actions (substitution/dual persona) documentation requirements.
Document icons are hyperlinked to sample documents for each specific test type. Document notes are specific to test type since each test has a different requirement.
File retention for documentation is 24 months.
All underlined blue text is a hyperlink
FRAGO 4 TO ANNEX F TO HQDA EXORD 010-15 GCSS-Army Wave 2 Fielding: http://www.gcss.army.mil/Library/
GCSS-A TB0000457 Documentation Requirements for Personnel Substitutions in GCSS-Army. http://www.gcss.army.mil/Library/
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Sample Passes
TOC
DD2875
Legend
Preferred Docs
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Access Administrator (AA)
Provide Appointment Orders signed by CDR
(if required)
Unit Notified of New User Audit
Sample Fails
No
No
Yes
Complete DD Form 2875
Role:Access
Administrator
Yes
Yes
No
Yes
No
File Documents: GCSS-A Tng Cert., Appt orders, DA1687, AoC, DD2875
No
Provide GCSS-A Web-based
Training Certificate
Complete DA Form 1687 or MFR w/ Assumption
of CMD Orders
Assumption of CMD Orders
DA1687
Appointment Orders
MFR
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AA Semi-Annual Review
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Unit Notified of Semi-Annual Review
No
No
Role:Access
Administrator
Yes
No
Validate GCSS-A User Compliance
procedures are incorporated within
unit SOP
Files must be maintained for 24
months
Run and Provide Structure/Position Report
Must be reviewed and initialed by AA
Supervisor
Verify files for all Users (AA/End User: GCSS-A Tng Cert., Appt orders, DA1687, AoC, DD2875
Provide SOP coversheet that
shows CDR’s name/date reviewed and Table of Contents where incorporated
Yes
Sample Fails
Sample Passes
DD2875
Legend
Preferred Docs
Assumption of CMD Orders
DA1687
Structure/Position Report
TOC
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End User
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Unit Notified of New User Audit
Sample Fails
No
No
Role:GCSS-A User
Yes
Yes
Yes
No
Sample Passes
No
No
Submit to AA: GCSS-A Tng Certificate & DD2875
for processing
File Documents: GCSS-A Tng Cert., Appt orders, DA1687, AoC, DD2875
Complete DD Form 2875
Provide GCSS-A Web-based
Training Certificate
NOTES:AA ensures GCSS-A Users for their FE are out-boarded immediately upon departing
Substitution documentation must be kept in conjunction with approved DD 2875
DD2875
Legend
Preferred Docs
Assumption of CMD Orders
DA1687
Appointment Orders
TOC
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Unit Notified of Non-SOD
Sample Fails
Sample Passes
TOC
No
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Non-Segregation of Duties (SOD)
No
Yes
Role:Access
Administrator
Yes
Yes
No
Yes
No
No
End User completes DD2875 and submits to AA
AA executes Sub (not to exceed
365 days)
AA will validate role based on substitution
matrix
AA notifies GCSS-Army Audit
Readiness team of substitution
AA verified sub as a Non-SOD
DD2875
Legend
Preferred Docs
Assumption of CMD Orders
DA1687
Appointment Orders
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Unit Notified of SOD
Sample Fails
Sample Passes
TOC
No
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SOD
No
Yes
Role:Access
Administrator
Yes
Yes
No
AA completes DD2875 and submits to AA
AA submit HDT for SOD Analysis
Report
Provide results to CDR for review/approval
w/ DD2875
AA executes Sub (not to exceed 72 hrs)
AA verified sub as a possible
SOD via Substitution
Matrix
AA will list current and requesting position(s),
reason and length of time not to exceed 72 hrs
Yes
NoAA Notifies GCSS-Army Audit Readiness
of new role(s)
No
NOTE 1: For extensions exceeding 72 hours all steps must be repeated.
NOTE 2: File retention is 24 months.NOTE 3: For known SODs, AA’s must review access of those individuals for the duration the SOD is held.
DD2875
Legend
Preferred Docs
Help Desk Ticket
DA1687
Appointment Orders
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DA Form 2875 -System Authorization Access Request
New User9
Checklist:
Position(s) that the user currently holds (including active substitutions
Position(s) to which the user would be substituted
Detailed reason for the substitutions
Duration of the intended substitutions
TOC
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DD Form 1687 –Delegation of Authority
Delegation of Authority10
Checklist: Date
Exact UIC
Authority to review, approve, and disapprove Unit Supply, Property and equipment dispatching transaction requests or similar language
Remarks: Serve as the command/unit Access Administrator for Global Combat Support-Army (GCSS-Army)
Signature (1) of Access Administrator
Signature (2) of Commander or Representative
NOTE: Manual and Digital Signatures of authorized (1) and delegating (2) authority- required as of Oct 2014
TOC
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Memorandum for Record (MFR)
Checklist:
Date
UIC authorized to manage
Name of Authorized individual
Timeframe
Signature of Authorizing Individual (Commander or Representative)
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TOC
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Assumption of Command
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Checklist:
UIC
Effective Date (explicitly stated in the body of paragraph) Note: Creation date of
memorandum is not an Effective Date for Assumption of Command (AoC) orders
Signature of Commander
TOC
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Appointment Orders
Checklist:
Date
Name of individual
UIC authorized to manage
Effective Date
Signature of Authorizing Individual (Commander or Representative)
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TOC
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Help Desk Ticket
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Help Desk Ticket Requesting a SOD Analysis Report
When creating a Help Desk Ticket in S4IF to request an SOD analysis report, the AA should include the following information, which can be gathered using the Structure/Position Report (ZAMW):
Summary Line: SOD Analysis Report for Substitution
The user’s Personnel Number and Full Name
The user’s Position Number(s) (including the ID number of any positions to which the individual is currently substituted)
The Position Number to which the user would be substituted
The duration (in days) of the substitution
TOC
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Structure/Position Report
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How to Create a Structure/Position Report in GCSS-Army
AA will run the DUA Structure/Position report that is found on the GCSS-Army Assignments Maintenance Workbench to obtain the transactional history.
Under Reporting – Select Positions and Users
AA will need to enter their Force Element
Hit execute and export the report results
AA will provide the results to their supervisor
Supervisor will review to ensure all users on the report have the access listed and the records are being maintained accurately in line with regulation
As proof of review, the Supervisor will initial and date the document
AA will maintain the initialed report for 24 months from the last change to ensure compliance with the semi-annual review requirements
TOC
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Substitution Matrix
Group Position Names
Warehouse
SSA Access Admin
SSA Technician
SSA Manager
SSA Clerk
SSA Display
Supply (Support Operations)
2000 (LV1) Access Admin
2000 (LV1) Senior MGR
2000 (LV1) MGR
2000 (LV1) Display All
Supply (Sustainment Brigade)
2001 (LV2) Access Admin
2001 (LV2) Senior MGR
2001 (LV2) MGR
2001 (LV2) Display All
Supply (ASC/TSC/ESC)
2001 (LV3) Access Admin
2001 (LV3) Senior MGR
2001 (LV3) MGR
2001 (LV3) Display All
Property Book
Note: Some of these positions require
Appointment Orders.
PBO Access Admin
Property Book Officer
Property Book NCO Manager
Property Book Clerk
Property Book Display All
S4
Note: Some of these positions require
Appointment Orders.
S4 Access Admin
S4 Officer
S4 Clerk
S4 Display All
Unit Supply
Unit Supply Access Admin
Unity Supply NCO Manager
Unit Supply Clerk
VPB_DISPLAY
Maintenance (Ground)
Maintenance Access Admin
Maintenance Manager
Maintenance Supervisor
Equipment Parts Specialist
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Note:
This Matrix represents Position Assignments that DO NOT require a SOD Report. The Substitution of any positions/roles on this page to Logistics users will not cause a SOD conflict.
TOC
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GCSS-Army Audit Readiness Email Notification
Contact information to notify for SODs:
john.e.salinas7.ctr@mail.mil
kathy.m.seaman.ctr@mail.mil
Subject Line: Substitution Notification
The user’s Personnel Number and Full Name
The user’s current Position Name and Number (including any additional positions to which the individual was substituted previously and still holds)
The Position Name and Number to which the user was most recently substituted
The duration (in days) of the substitution
Attach SOD Report (if an SOD report was generated)
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TOC
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