## CPAIS QuickGuide: UMA for UMA Managers

## 

## Access the User Management Application

If you do not have any roles or organizations associated with your
account, you will be redirected to the User Management Application. If
you would like to modify your account or view your account details, you
can access UMA from the Main Menu. For more information, see Creating
and Modifying Accounts.

### To access the User Management Application:

1.  Log on to CPAIS.

2.  From the Main Menu, click **System Management**.

3.  From the list of forms, click **User Management Application**.

## 

## Approve Account Requests

You need the UMA Manager role to complete these instructions.

Through UMA, users submit requests for new profiles or changes to their
existing profiles. UMA Managers are responsible for reviewing and acting
on requests and for renewing accounts that are about to expire or have
expired. This topic describes how UMA managers review, edit, and
approve/reject account requests.

UMA managers can only approve requests for the roles and organizations
authorized by their program areas. If you are an UMA Manager and cannot
approve requests for roles and organizations, contact your program
area\'s national program manager.

### To approve an account request:

1.  Access the User Management Application (UMA).  The Personal
    Information page displays information about your profile.

2.  Click the **Manage Users** tab.

3.  To search for user profiles, enter search criteria into the three
    fields in the Users block. You must enter search criteria in all
    three fields. For more information, see Search for User Profiles.

4.  Click **Search**.

5.  From the list of search results, select the user profile that you
    want to work with. The page displays role/organization information
    in the Roles and Orgs for (user name) block.

6.  For both new and existing profile requests, review the requested
    roles in the Roles and Orgs for (user name) block.

7.  To approve a requested role, select it and click **Approve Role**.
    Repeat with other roles, as necessary. Asterisks (\*) display beside
    each organization for that role to let you know your approval is
    pending. Re-query the user\'s profile in a few minutes and the
    organizations will move to the Assigned Orgs column.

8.  To modify a request before approving it, click the **Modify User
    Requests** tab. For more information, see Modify User Requests.

9.  To set expiration dates. see Set Role Expiration Dates.

10. Click **Save**. The user will receive an email notification
    explaining the action you took.

## 

## Reject an Account Request

You need the UMA Manager role to complete these instructions.

As an UMA Manager, you should review all account requests and verify
that the user needs all of the roles and organizations he or she has
requested. Follow these instructions if you would like to reject a
user\'s request. If a user\'s request is mostly correct, but he or she
has requested an extra role or org, see Modify User Requests and
Accounts.

### To reject an account request:

1.  Access the User Management Application (UMA).\
    When the UMA form displays it will default to the Personal Info
    page, which contains information about your CPAIS profile.

2.  Click the **Manage Users** tab.

3.  To search for user profiles, type search criteria into the three
    fields in the Users block.  \
    You must enter search criteria in all three fields. See Tips for
    Searching for Users for more information.

4.  Click **Search**.\
    All matching user profiles will display in the table immediately
    below.

5.  Select the desired user profile by clicking the corresponding radio
    button.\
    The page will refresh and display role/organization information in
    the Roles and Orgs for (user name) block below.

6.  For both new and existing profile requests, review the requested
    roles in the Roles and Orgs for (user name) block to ensure the user
    does indeed need these data editing privileges.

7.  To reject a requested role, select it and click **Reject Role**.
    Repeat with other roles, as necessary.\
    The roles will disappear from the Request Add Orgs column. You
    cannot use the Reject Role button for roles that are already
    approved/granted as part of the user\'s profile. Use this button
    only for new requests.  

8.  Click **Save**.\
    The user will receive an automated email announcing the new status
    of his or her profile.

## 

## Search for User Profiles

You can search for specific user profiles on the Manage Users and
Designate Managers pages.

### Populate all fields

You must enter search criteria in all three fields (the two drop down
lists and one text field). For example, to search for all users whose
profiles are about to expire, you cannot select Users Expiring Soon from
the Filter Type field\'s drop down list and then click Search. You must
also enter criteria in the Search By field\'s drop down list (e.g.,
Username) and accompanying text field (e.g., %).

### Searching for exact or partial matches

When selecting criteria from the Search By drop down list, you must type
full or partial text into the accompanying text field. Full text must
match exactly the information the user provided originally in order to
return results.

Use the percent symbol wild card to find partial matches. For example,
searching by phone number with %303% in the accompanying text field will
return all users whose phone number contains the numbers 303. Similarly,
searching for a first/last name with th% in the accompanying text field
will return names that begin with \"th\" (thomas, theresa, thad,
thompson, etc)

### Filter Type field 

The table below lists and defines all values found in the Filter Type
field\'s drop down list.

**Note:** These filters are not available on the HelpDesk page.

+--------------+-------------------------------------------------------+
| **Filter**   | **Definition**                                        |
+--------------+-------------------------------------------------------+
| All Users    | Broadens your search to all users, whether or not you |
|              | have the ability to act on their requests             |
+--------------+-------------------------------------------------------+
| My Users     | Limits your search to those users who you can manage  |
|              | in UMA                                                |
|              |                                                       |
|              | This filter returns only those users with a role and  |
|              | organization combination that you have authorization  |
|              | to manage. In addition, the users returned by the My  |
|              | Users filter must have the role and organization      |
|              | granted to their profile; the filter does not return  |
|              | users with new requests.                              |
+--------------+-------------------------------------------------------+
| Users with   | Limits your search to only users who have pending     |
| Requests     | requests (the search results may include users with a |
|              | status of GRANTED and NEW REQUEST)                    |
|              |                                                       |
|              | **Note:** This option is not available when searching |
|              | for users on the Designate Managers page.             |
+--------------+-------------------------------------------------------+
| Users        | Limits your search to users who have one or more      |
| Expiring     | roles set to expire by the end of the current month   |
| Soon         |                                                       |
|              | When using this filter, Expiration Month End displays |
|              | the expiration date, rather than \"n/a\".             |
+--------------+-------------------------------------------------------+

### Search By field

The table below defines all values found in the Search By list. This
field is paired with the text field that displays to the right of the
drop down list. You must type text that further specifies the value you
choose from the drop down list. See above for tips for searching for
exact or partial matches.

+--------------+-------------------------------------------------------+
| **Filter**   | **Definition**                                        |
+--------------+-------------------------------------------------------+
| Username     | Lets you search by user name                          |
+--------------+-------------------------------------------------------+
| Last/First   | Lets you search by first or last name                 |
| Name         |                                                       |
|              | In most cases, you need to use the wildcard character |
|              | (%) in combination with your search parameters when   |
|              | using this search field                               |
+--------------+-------------------------------------------------------+
| Email        | Lets you search by email address                      |
|              |                                                       |
|              | **Note:** Enter a full email address (user@usda.gov). |
+--------------+-------------------------------------------------------+
| Phone Number | Lets you search for a user by phone number            |
|              |                                                       |
|              | The user you are searching for may not have entered   |
|              | their phone number using the standard format.         |
|              | Consider typing partial text and the percent symbol   |
|              | (%) wild card in the accompanying text field.         |
+--------------+-------------------------------------------------------+
| Home Org     | Lets you search for a user by the home organization   |
|              |                                                       |
|              | The user you are searching for may not have entered a |
|              | home organization using a standard format. Consider   |
|              | typing partial text and the percent symbol (%) wild   |
|              | card in the accompanying text field (e.g., %Arapaho%  |
|              | or 01%).                                              |
+--------------+-------------------------------------------------------+
| Supervisor   | Lets you search for users by their supervisor\'s name |
+--------------+-------------------------------------------------------+
| Status       | Lets you search for a user by one of the following    |
|              | statuses:                                             |
|              |                                                       |
|              | -   GRANTED                                           |
|              |                                                       |
|              | -   APPROVED                                          |
|              |                                                       |
|              | -   NEW REQUEST                                       |
+--------------+-------------------------------------------------------+
| All Fields   | Lets you search for users by any field                |
| (slow)       |                                                       |
|              | **Note:** This search method will take longer to      |
|              | return results.                                       |
+--------------+-------------------------------------------------------+

## Set Role Expiration Dates

You need the UMA Manager role to complete these instructions.

Roles expire one year after an account is approved. UMA managers can set
the expiration date to a length of time less than one year. Expiration
dates can be the same for all roles in a user\'s profile or each role
can have a separate expiration date. You will be notified by email when
a user\'s role is about to expire. It is your responsibility to evaluate
if the user needs access and, if necessary, extend expiration dates.

**Note:** The Expiration Month End field normally displays \"n/a\". This
field is only populated with the actual Expiration Month End when
searching for Users Expiring Soon. You can also view expiration dates by
searching for a user, selecting a specific role, and clicking View
Details.

### To set or extend expiration dates for all roles in a user\'s profile:

1.  Search for and select the user\'s profile in the Users block. For
    more information, see Search for User Profiles.

2.  To view expiration dates, select the role in the Roles and Orgs for
    (USER) block and click **View Details**.

3.  Enter a new expiration date in the New User Expiration Month field
    (Users block). You can either type the date using the MM-YYYY format
    or select a date using the calendar.  

4.  Click **Set All Expiration Dates for User**.

5.  In the confirmation window, click **OK** if you are sure you want to
    change the expiration date.

6.  Click **Save**.

### To set or extend expiration dates for a single role:

1.  Search for and select the user\'s profile in the Users block. For
    more information, see Search for User Profiles.

2.  Select an individual role in the Roles and Orgs block.

3.  To view expiration dates, select the role in the Roles and Orgs for
    (USER) block and click **View Details**.

4.  Enter a new expiration date in the New Role Expiration Month field
    (Roles and Orgs block). You can either type the date using the
    MM-YYYY format or select a date using the calendar.

5.  Click **Set Role Expiration Date**.

6.  In the confirmation window, click **OK** if you are sure you want to
    change the expiration date.

7.  Click **Save**.

## 

## Modify User Requests and Accounts

You need the UMA Manager role to complete these instructions.

While reviewing user profile requests, you might find that the user
failed to request certain roles or the correct number or organizations
for a role. You do not need to postpone the review process and wait for
the user to submit another request. As an UMA manager, you can modify
the user\'s request and then approve those changes.

UMA managers can only approve requests for the roles and organizations
authorized by their program areas. Contact your program area\'s national
program manager if you find that you do not have sufficient privileges
to approve requests.

### To modify a user request/account:

1.  Access the User Management Application.

2.  Click **Manage Users**.

3.  Search for and select the user\'s profile.

4.  Click the **Modify User Requests** tab.

5.  Select an application from the Application Name list.

6.  Select the role from the Role Name list that you want to add or
    remove from the user\'s request.

7.  Select the user\'s agency from the Agency list.

8.  In the Available Orgs box, search for organizations using the Filter
    list.

9.  Select the organizations you want to add or remove.

10. Use the **Move** or **Move All** links to pass those organizations
    to the Requested Orgs box.

11. Click **Add Selected Orgs** to add those organizations to the role
    or **Remove Selected Orgs** to remove those organizations from the
    role.

12. Repeat Steps 5 through 11 for other roles, if necessary.

13. Click **Save**.

14. Click the **Manage Requests**.

15. In the Roles and Orgs block, select the role for which you initiated
    a change.

16. Set the Expiration Date. For more information, see Set Role
    Expiration Dates.

17. Click **Approve Role**.

18. Repeat Steps 14 through 17 for any other roles for which you
    requested a change.

19. Click **Save**. The user will receive an email notification
    explaining the changes to his or her profile.

## Promote a User to UMA Manager

You need the UMA Manager role to complete these instructions.

You can promote other users to UMA Manager. When you promote a user, you
are not giving them the ability to edit or view data; you are only
granting them the ability to approve requests from users requesting
roles and organizations.

You can only grant UMA Manager privileges to other users for the roles
and organizations you manage in UMA and that you are allowed to grant to
others. To view the roles and orgs that you are allowed to grant to
others, click the Review My Manager Role-Orgs tab then click View
Details for each role. If the Grant column is Y, you can promote other
users to UMA Manager; if it is N, you cannot promote other users.

### To promote a user to UMA Manager:

1.  Access the User Management Application (UMA).

2.  Click the **Designate Managers** tab.

3.  Enter search criteria in all three of the fields in the Users block.
    For more information, see Search for User Profiles.

4.  Click **Search**.

5.  Select the user you want to promote to UMA Manager. Any roles and
    organizations for which this user is currently an UMA manager appear
    in the UMA Manager Roles and Orgs block. In the next few steps, you
    will assign the roles and organizations for which this UMA Manager
    can approve requests.

6.  Select an application from the Application Name list.

7.  Select the role from the Role Name list that you want to add to the
    user\'s request.

8.  Select the user\'s agency from the Agency list.

9.  In the Available Orgs box, search for organizations using the Filter
    list.

10. Select the organizations you want to add.

11. Use the **Move** or **Move All** links to pass those organizations
    to the Requested Orgs box.

12. Select Yes in the Grant Option field to indicate whether this user
    can promote other users to UMA Manager. Select No if you do not want
    the user to be able to promote other users.

13. Use the New Expiration Month End field to set an expiration date for
    this user\'s UMA manager privileges.

14. Click **Add Selected Orgs**.

15. Repeat Steps 6 through 14 for other roles, if necessary.

16. Click **Save**. The user will receive an email notification
    explaining the changes you made to his or her profile.

## CPAIS User Roles

To access CPAIS and view or edit data, you need a valid user account and
password. Your account has roles that let you work with certain types of
data. When you apply for a user account and password, you will request
the roles and organizations that you need access to. Speak with your
manager or your agency\'s CPAIS HelpDesk point of contact if you are not
sure which roles or organizations you need to request. For more
information, see Request a New Account or Modify an Existing Account.

##  

## Real Property Accounting Roles

  ---------------- ------------------------------------------------------
  **Role**         **Description**

  RPA Stream       Role allows user to create or update current year
  Manager          adjustment transactions using the Value Stream screen.
                   Assumes RPA_DISPOSAL_MGR, as needed, to perform
                   responsibilities. Limited number of access privileges
                   for this role in each agency. Users having this access
                   should be limited to one primary and a backup. Users
                   in this role are also allowed to place an asset in
                   service.

  RPA Disposal     Role allows the user to create or update subledger
  Manager          accounts, and create write-off transactions for
                   disposed assets using the Value Stream screen. Assumes
                   the RPA_LOCAL_MGR role, as needed, to perform
                   responsibilities. \*\* If write-offs are performed at
                   the Department level, this role may not be needed at
                   the agency level.

  RPA Local        Role provides access to create and maintain
  Manager          subledgers, and set development status. Users having
                   this access are normally operational accountants who
                   deal with real property

  RECON_USER       Role provides access to query records related to a
                   rejected transaction and edit any missing or incorrect
                   data in the record

  RPA              Role provides access to query records related to a
  Reconciliation   rejected transaction and approve records that have
  Manager          been edited.
  ---------------- ------------------------------------------------------

##  

## Real Property Management Roles

  ---------------- ------------------------------------------------------
  **Role**         **Description**

  RPM Lease        Role allows the user to create, update, and delete
  Manager          lease records and the authority to issue GSA OA
                   billing adjustment requests. Assumes RPM_PROPERTY_MGR
                   role, if needed, to perform responsibilities. A
                   Property Manager is normally assigned this role.

  RPM Property     Role allows the user to create, update, and delete
  Manager          assets and link the assets to GSA sites. This role can
                   be assigned to a facility engineer, fiscal manager, or
                   property manager.

  RPM Work Item    Role allows user to enter and update deferred
  Manager          maintenance work items and facility master plan
                   information. This role can be assigned to a facility
                   engineer, fiscal manager, or property manager.

  RPM Occupancy    Role allows the user to enter occupancy information
  Manager          for assigned properties or the collocation property
                   managed by other agencies.

  RPM Collocation  Role allows the user to manage collocation agreements.
  Manager          
  ---------------- ------------------------------------------------------

##  

## Generic Roles

  ---------------- ------------------------------------------------------
  **Role**         **Description**

  Contact Manager  Role allows the user to enter different type of
                   contact data into CPAIS. This role is already
                   inherited by all RPA/RPM roles.

  FRPP Manager     Role allows an agency user to certify agency data by
                   re-calculating the summary data and updating the
                   status for accuracy and completion.

  Read Only        Role allows the user to select all objects for viewing
                   and/or reporting.
  ---------------- ------------------------------------------------------

 

## Super User Roles

  --------------------- -------------------------------------------------
  **Role**              **Description**

  Headquarters Manager  Role assumes all RPA/RPM/Generic roles, as
                        needed, to perform responsibilities. Users having
                        this role should be limited to the Agency Real
                        Property Management POC and Real Property
                        Accounting POC with one back-up person. Users
                        assigned this role will also run security reports
                        for quarterly certifications. May also have
                        limited Department-level personnel (i.e. COD-PRB)
                        assigned to this role for high-level
                        transactions.

  SECURITY_ADMN_MGR     Role allows the user to extract the CPAIS user
                        information obtained from the User Access Form.
                        Using a Discoverer report this user can identify
                        all CPAIS users and their level of access to
                        create a security report. This role is only
                        assigned by a system database administrator.
  --------------------- -------------------------------------------------