Army Audit Readiness: Global Combat Support System - Army...

17
UNCLASSIFIED UNCLASSIFIED 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

Transcript of Army Audit Readiness: Global Combat Support System - Army...

Page 1: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

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

Page 2: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

Table of Contents

2

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

Page 3: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

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/

3

Page 4: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

Sample Passes

TOC

DD2875

Legend

Preferred Docs

4

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

Page 5: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

AA Semi-Annual Review

5

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

Page 6: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

End User

6

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

Page 7: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

Unit Notified of Non-SOD

Sample Fails

Sample Passes

TOC

No

7

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

Page 8: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

Unit Notified of SOD

Sample Fails

Sample Passes

TOC

No

8

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

Page 9: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

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

Page 10: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

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

Page 11: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

Memorandum for Record (MFR)

Checklist:

Date

UIC authorized to manage

Name of Authorized individual

Timeframe

Signature of Authorizing Individual (Commander or Representative)

11

TOC

Page 12: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

Assumption of Command

12

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

Page 13: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

Appointment Orders

Checklist:

Date

Name of individual

UIC authorized to manage

Effective Date

Signature of Authorizing Individual (Commander or Representative)

13

TOC

Page 14: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

Help Desk Ticket

14

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

Page 15: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

Structure/Position Report

15

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

Page 16: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

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

16

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

Page 17: Army Audit Readiness: Global Combat Support System - Army ...S(lufq3trxzwrc5w2bq4j5j1at))/docs/GCSS-Army... · Tng Certificate & DD2875 for processing File Documents: GCSS-A Tng Cert.,

UNCLASSIFIED

UNCLASSIFIED

GCSS-Army Audit Readiness Email Notification

Contact information to notify for SODs:

[email protected]

[email protected]

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)

17

TOC