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Direct Access User Roles and Functions

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About Functional User Roles

Introduction

Functional roles have been created to assist members with requesting user roles.  For example, instead of having to know which specific roles you need, you will select a “Functional Role”.  Examples:  CG SPO Technician, CG SPO Auditor, CG CGIS Investigator.

Position Based

Functional roles are approved based on the position you are filling.  If selecting CG Admin Supervisor you must be a YNC to PERS member assigned to an ADMIN (P&A) unit. CG Admin Technician is for YN assigned to an ADMIN (P&A) unit. If you do not fit this criteria, your request will be denied. For example, if you are a SPO Auditor, you would request CG SPO Auditor.  When PPC receives your request, we verify that you are in a SPO Auditor position and ensure any other criteria is met, and if met, approves the request.  If you are not in that position, or the PAL lists your position incorrectly, your request will be denied.  For example, you are a SPO Auditor but the PAL lists you as an Admin Yeoman.  All positions are verified through the PAL.  Do not select multiple functional roles that are related, for example, do NOT select CG SPO Technician and CG SPO Auditor.

Regulations

Personnel approving DA users roles must be properly designated in accordance with reference (a), specifically authorizing this authority.  Designation memo must be retained at the unit.  PPC will request this memo from the unit for any audits and/or investigations. Reference (b) provides additional information on DA user access.

References

(a) United States Coast Guard Regulations 1992, COMDTINST M5000.3 (series)
(b) Personnel and Pay Procedures Manual, PPCINST M1000.2 (series)

Available Functional Roles

The following functional roles are available:

CG Admin Supervisor

YNC to PERS members who are supervisors of ADMIN (P&A) units and Personnel Officers. Users requesting this role do not request CG Admin Technician.

CG Admin Technician

YNs assigned to ADMIN (P&A) units.

CG CGIS Investigator

Must be approved by CGIS: Mission Support Division Personnel Officer, P&A Division Chief, or Command Security Officer

CO/OIC, XO/XPO, Gold & Silver Badge MC "CGSSCMD" or "Command User" (Note: See Commanding Officer & OIC role, below. COs and OINCs should request the new CO/OIC only role)

Commanding Officer & OIC

For COs and OINCs only. Functional role includes Training Officer, CGSSCMD, and Disciplinary Actions View Only roles. (Training Officer designation memo is not required for Commanding Officers & OIC role permissions). 

XO/XPO/Gold & Silver Badge MC

For XO/XPO or Gold & Silver Badge MC only. DA position data must show the appropriate position or the request cannot be approved. Functional role includes CGSSCMD and Disciplinary Actions View Only roles.

CGSSCMD 

CG Self Service Command - For other designated members (E6/GS7 and above only) in a command position. Read more about the Command User role below.

CG Educational Services Officer

Requires Designation Memo be submitted to PPC Customer Care (ppc-dg-customercare@uscg.mil) prior to submission of User Access request

CG Enlisted Evaluation Manager

E6 and above that submits/approves EERs on subordinates

CG Housing Representativenew

Access to needed information to manage housing eligibility

CG Legal Yeoman

View access to member information.

CG Passport Acceptance Agent

Requires designation memo be submitted to PPC Customer Care (ppc-dg-customercare@uscg.mil) and meet training requirements prior to submission of User Access request.

CG Recruiter

Must be approved by CG Recruiting Command P&A Branch Chief

CG Recruiter in Charge

Must be approved by CG Recruiting Command (P&A Branch Chief) and must include a designation memo submitted to PPC Customer Care (ppc-dg-customercare@uscg.mil) prior to submission of User Access request.

CG Reserve Manager

Any member that submits/approves IDT or reserve orders

CG Reserve Order Funding Approver

DOL-1 and DXRs

CG SPO Auditor

YN1s and above in a SPO and meet training requirements

CG SPO Auditor (CG Academy)

YN1s and above at the CG Academy SPO and meet training requirements

CG SPO Technician

YNs in a SPO

CG SPO Technician (CG Academy)

YNs at the CG Academy SPO

CG Training Program Manager (TAS)

For managers of school lists (TRACENs, PSC-EPM (A-Schools), and the LDC).

CG Training Officer

Requires designation memo be submitted to PPC Customer Care (ppc-dg-customercare@uscg.mil) prior to submission of User Access request.

CG Urinalysis Coordinator

Requires designation memo be submitted to PPC Customer Care (ppc-dg-customercare@uscg.mil) prior to submission of User Access request.

If a user needs a role that is not listed above, they will need to submit a Direct Access User Role Designation CG-7421B form.

Functional User Roles Guides

To Submit a Direct Access User Access request, please select one of 2 options:

1. Sign into Direct Access, under Self Service Request, and submit User Access Request. If elevated roles needed are not listed on the form, please submit Direct Access User Role Designation form CG 7421-B.

2. Submit a Direct Access User Role Designation form CG 7421-B (https://www.dcms.uscg.mil/Portals/10/CG-1/PPC/forms/cg_7421b.pdf) electronically to PPC. All current user roles need to also be selected on the form, or current roles will be removed with new submission request. Any roles not listed on the form must be manually typed under Various/Others section selecting Comments/Others (not listed).

Follow the procedures in the Direct Access User Roles and Functions Self-Service User Guide for:

  • Requesting New User Roles

  • Recertifying User Roles

  • Withdrawing a User Roles Request

Command approvers: Refer to the Approving or Denying User Roles guide to process requests. 

Direct Access User Recertification: Follow the procedures in the Direct Access User Roles and Functions Self-Service User Guide to submit your request to retain access to other than self-service functions. 

Self service video tutorials:

  1. Self Service Recertifying DA User Roles

  2. Requesting New DA User Roles

About the Self-Service for Command (Command User) Role

The Command User role CGSSCMD is a powerful, multipurpose role, intended for use by trusted, mature and responsible members of the command cadre. Command Users must be designated by the unit Commanding Officer/Officer in Charge or Executive Officer/Executive Petty Officer. Each unit must designate at least one Command User. Additional Command Users should be designated based on the need to access the information listed above. Designations of Command Users in pay grades E-6 and below are subject to review and approval by PPC and/or COMDT (CG-1B1).

The Command User role in Direct Access provides the user with the ability to access the Self-Service for Command functions of the system.  It is a powerful, multipurpose role, intended for use by trusted, mature and responsible members of the command cadre.  Command Users must be designated by the unit Commanding Officer/Officer in Charge or Executive Officer/Executive Petty Officer.

Each unit must designate at least one Command User. Additional Command Users should be designated based on the need to access the information listed above.

Commanding Officers may designate as many Command Users as necessary to meet the unit's needs and maintain a smooth workflow. However, designations of Command Users in pay grades below E-6 are subject to review and approval by PPC and/or COMDT (CG-13).  

Direct Access, based on the Operator ID, allows a Command User access to all command functions.  Any Command User has the ability to enter comments and approve an employee review, enter IDT drills, or view transfer information.  Commanding Officers should clearly define an individual's role when making Command User designations.

When you consider designating Command Users, you should first ask yourself these questions:

Does the individual have your authorization to:

  • View enlisted evaluations?
  • Initiate enlisted evaluations?
  • View pending transfer information?
  • Run reports and rosters?
  • Input reserve drill/ADT information?

Granting full command access may not always be necessary or appropriate.  Consider granting one or more of the above roles in lieu of full command access.