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
Table of Contents Introduction Purpose and tes Procedural Processes: Access Administrator (AA) AA Semi Annual Review End User n Segregation of Duties Segregation of Duties 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 te: All underlined blue text is a hyperlink 2
Purpose and tes 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. tes: 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/ 3
Access Administrator (AA) Unit tified of New User Audit Role: Access Administrator Provide GCSS-A Web-based Training Certificate MFR Appointment Orders Provide Appointment Orders signed by CDR (if required) Assumption of CMD Orders Complete DA Form 1687 or MFR w/ Assumption of CMD Orders DA1687 DD2875 Complete DD Form 2875 Legend Preferred Docs Passes File Documents: GCSS-A Tng Cert., Appt orders, DA1687, AoC, DD2875 Fails 4
AA Semi-Annual Review Unit tified of Semi- Annual Review Role: Access Administrator Files must be maintained for 24 months Verify files for all Users (AA/End User: GCSS-A Tng Cert., Appt orders, DA1687, AoC, DD2875 Structure/Position Report Must be reviewed and initialed by AA Supervisor Run and Provide Structure/Position Report Assumption of CMD Orders DA1687 DD2875 Provide SOP coversheet that shows CDR s name/date reviewed and Table of Contents where incorporated Validate GCSS-A User Compliance procedures are incorporated within unit SOP Fails Legend Preferred Docs Passes 5
End User Unit tified of New User Audit Role: GCSS-A User Provide GCSS-A Web-based Training Certificate Complete DD Form 2875 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 Appointment Orders Assumption of CMD Orders Submit to AA: GCSS-A Tng Certificate & DD2875 for processing DA1687 DD2875 File Documents: GCSS-A Tng Cert., Appt orders, DA1687, AoC, DD2875 Passes Legend Preferred Docs Fails 6
n-segregation of Duties (SOD) Unit tified of n- SOD Role: Access Administrator End User completes DD2875 and submits to AA Appointment Orders AA verified sub as a n-sod AA will validate role based on substitution matrix Assumption of CMD Orders AA executes Sub (not to exceed 365 days) DA1687 DD2875 AA notifies GCSS- Army Audit Readiness team of substitution Legend Preferred Docs Passes Fails 7
SOD Unit tified of SOD Role: Access Administrator AA will list current and requesting position(s), reason and length of time not to exceed 72 hrs AA completes DD2875 and submits to AA NOTE 1: For extensions exceeding 72 hours all steps must be repeated. Appointment Orders AA verified sub as a possible SOD via Substitution Matrix AA submit HDT for SOD Analysis Report 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. Help Desk Ticket Provide results to CDR for review/approval w/ DD2875 DA1687 AA executes Sub (not to exceed 72 hrs) DD2875 Legend Preferred Docs Passes AA tifies GCSS- Army Audit Readiness of new role(s) Fails 8
DA Form 2875 - System Authorization Access Request 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 New User 9
DD Form 1687 Delegation of Authority 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 Delegation of Authority 10
Memorandum for Record (MFR) Checklist: Date UIC authorized to manage Name of Authorized individual Timeframe Signature of Authorizing Individual (Commander or Representative) 11
Assumption of Command Checklist: UIC Effective Date (explicitly stated in the body of paragraph) te: Creation date of memorandum is not an Effective Date for Assumption of Command (AoC) orders Signature of Commander 12
Appointment Orders Checklist: Date Name of individual UIC authorized to manage Effective Date Signature of Authorizing Individual (Commander or Representative) 13
Help Desk Ticket 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 14
Structure/Position Report 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 15
Substitution Matrix te: 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. Warehouse Group Supply (Support Operations) Supply (Sustainment Brigade) Supply (ASC/TSC/ESC) Property Book te: Some of these positions require Appointment Orders. S4 te: Some of these positions require Appointment Orders. Unit Supply Maintenance (Ground) Position Names SSA Access Admin SSA Technician SSA Manager SSA Clerk SSA Display 2000 (LV1) Access Admin 2000 (LV1) Senior MGR 2000 (LV1) MGR 2000 (LV1) Display All 2001 (LV2) Access Admin 2001 (LV2) Senior MGR 2001 (LV2) MGR 2001 (LV2) Display All 2001 (LV3) Access Admin 2001 (LV3) Senior MGR 2001 (LV3) MGR 2001 (LV3) Display All PBO Access Admin Property Book Officer Property Book NCO Manager Property Book Clerk Property Book Display All S4 Access Admin S4 Officer S4 Clerk S4 Display All Unit Supply Access Admin Unity Supply NCO Manager Unit Supply Clerk VPB_DISPLAY Maintenance Access Admin Maintenance Manager Maintenance Supervisor Equipment Parts Specialist 16
GCSS-Army Audit Readiness Email tification Contact information to notify for SODs: john.e.salinas7.ctr@mail.mil kathy.m.seaman.ctr@mail.mil Subject Line: Substitution tification 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) 17