U. S. Coast Guard Pay & Personnel Center
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Direct Access User Roles and Functions
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U.S. Coast Guard
Pay & Personnel Center
444 S. E. Quincy St.
Topeka, KS 66683-3591
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.
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.
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.
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.
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 (email@example.com) prior to submission of User Access request
CG Enlisted Evaluation Manager
E6 and above that submits/approves EERs on subordinates
CG Housing Representative
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 (firstname.lastname@example.org) and meet training requirements prior to submission of User Access request.
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 (email@example.com) 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 (firstname.lastname@example.org) prior to submission of User Access request.
CG Urinalysis Coordinator
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.
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:
Self Service Recertifying DA User Roles
Requesting New DA User Roles
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:
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.