Element Data Collection Tools - Certificate Holder

Safety Assurance System External Portal

SAS-EP-Step-by-Step_Guide_Certificate_Holder_0 (1)

Element Data Collection Tools - Certificate Holder

OMB: 2120-0774

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Certificate Holder
Purpose

This document describes the External Portal Registration process for existing certificate holders
(CH) utilizing the SAS Configuration Change Request (CCR) process. This process description
utilizes the Safety Assurance System (SAS) and is referred to as the Step-by-Step GuideCertificate Holder. This Step-by-Step Guide also includes a “Job Aid” with instructions for setting
up a FAA “MyAccess” credential. This credential is used to access the SAS External Portal.
This Step-by-Step Guide is the primary reference document for describing the SAS automation
steps used to document a SAS Configuration Change and is not considered a regulatory or
policy document. Q-Card references are displayed in the page header of certain steps to
provide amplified descriptions of the SAS automation steps. The latest versions of this Step-byStep Guide and referenced Q-Cards are found in the SAS External Portal Information Guide
accessed from the SAS External Portal Login page (sas.faa.gov).

Scope

This process applies to:
•

•

Non FAA users with internet access who are requesting access to a Certificate Holder
through the SAS External Portal. The SAS automation does not validate the association
between the Certificate Holder and the individual requesting SAS External Portal access.
Each FAA office is responsible for developing procedures for authorizing and managing
these External User IDs to ensure that only valid representatives of the applicant are
registered for the SAS External Portal.
Note: The Applicant must develop a method to notify the responsible FAA office
when a user should no longer have access to the SAS External Portal.
FAA CFR part 121, 135, 141, 142, 145 (except Non-U.S. Repair Stations applying for FAA
certification under the provisions of a Bilateral Aviation Safety Agreement), and 147
Certificate Holders using the SAS External Portal.

Revision History
Rev

REVISION HISTORY
Description of Change

Effective
Date
08/10/2017

1. Original

1.
2.
3.
4.

1. Corrections to Introduction, Steps 1, 2, 3, and the Appendix

04/12/2018

1. Revised Step 6 addition of CCR assessment process

05/03/2018

1. Step 1, added sub-bullet to indicate review of SAS External Portal
Information Guide.
2. Update Purpose, removed reference to AUG Chapter 3.
3. Updated Appendix to include Alternate Procedure for Multiple
CCRs against the same data.

10/15/2018

1. Updated hyperlink to 8900.1 Volume 10

03/01/2019

1. Updated to SAS v3.5 automation.
03/25/2022
2. Establishing an FAA User Name/ID account is now accomplished
prior to signing up for SAS External Portal access.
3. Added instructions to Appendix for setting up Internet Explorer
mode in Microsoft Edge to access the FAA Provisioning Portal (FAA
User Name/ID account).
4. Numerous formatting and clarification changes.

1. Updated the Purpose statement.
05/26/2022
2. Amended Appendix “B” – Instructions for configuring MS Edge to
IE compatibility mode.

1. Updated to SAS v3.6.1 automation.
09/23/2022
2. Removed FAA Provisioning Portal access credential references and
added FAA MyAccess references.
3. Added Appendix “B” – FAA MyAccess credential Job Aid/Help
Guide.
4. Moved “Instructions for configuring MS Edge to IE compatibility
mode” to Appendix “C” (“EXC\” account users only).

1. SAS v4.0 automation
2. Removed Appendix “C”

Step 1, corrected hyperlink for SAS External Portal
Revision to TOC
Modified Step 6 process to allow for Multiple CCRs
Creation of appendix

08/24/2017

06/01/2023

Table of Contents

Purpose ............................................................................................................................................ i
Scope ................................................................................................................................................ i
Revision History ...............................................................................................................................ii
Table of Contents ............................................................................................................................iii
Introduction ....................................................................................................................................iv
Background .....................................................................................................................................iv
SAS External Portal Registration Process ........................................................................................ 1
Navigating the External Portal ........................................................................................................ 3
Document Management ................................................................................................................. 5
Initiating a Configuration Change Request (CCR) ........................................................................... 6
Submitting a Configuration Change Request (CCR) ................................................................... 9
Updating a part 145 Repair Station Application-Form 8310-3 ..................................................... 11
Performing Data Collection Tools (DCTs)...................................................................................... 12
Updating and Resubmitting “Returned” status DCTs ................................................................... 14
Appendix “A”................................................................................................................................. 15
Best Practices for Multiple CCRs Against the Same Data (Padlock icon in SAS OPSS Authorizing
Documents or SAS Vitals).............................................................................................................. 15
Appendix “B” ................................................................................................................................. 17
FAA MyAccess account/credential Job Aid – Help Guide ............................................................. 17

iii

Introduction

1. This document is designed as a checklist for CFR Parts when certification is conducted in
SAS and should be utilized in a step by step method.
2. Complete each step before moving forward unless otherwise directed by the checklist.
3. Each BOLD bullet requires an action to be completed.
4. For SAS automation or login issues contact the FAA MyIT Helpdesk using the “Help Desk
Information” link from the “SAS Information” button on the SAS External Portal
Information Guide click here.

Background

1. It is not required that the Certificate Holder representative(s) complete the online
training course for the SAS External Portal (# FAA27100205), however, it is
recommended that all external users complete the course before requesting SAS
External Portal access.
2. The latest Step-by-Step Guides, Q-Cards and other SAS External Portal resources are
found on the SAS External Portal Information Guide website:
https://www.faa.gov/sasdeployment/sas-external-portal-information-guide .
3. The SAS External Portal User Guide (SAS online automation description) can be accessed
after logging into the SAS External Portal and selecting the question button (?) located in
the top right corner of each SAS page.

PLEASE NOTE: Non-FAA users must select “Sign up for SAS” for EACH CH/A [Certificate Holder
or Applicant (SAS Preapplication)] they wish to access through the SAS External Portal. One FAA
“MyAccess” account can be granted access to multiple CH/As. Once External Portal access is
obtained to a CH/A, an additional CH/A External Portal registration request can be submitted. An
individual should not have multiple access requests in process at the same time.
For current External Portal users who last accessed their CH/A through the SAS External Portal
using their legacy Provisioning Portal (“EXC\first.last name”) account, Select the blue “Login with
MyAccess” button and create a FAA MyAccess account (see Appendix “B”) if they do not already
have one. When creating the new MyAccess account, it is imperative the external user uses the
same email address that they used in their legacy “EXC\” account to ensure continued access to
their CH/A(s) through the SAS External Portal. Also note, the External Portal has a 180-day
inactivity lockout. Contact your local FAA Flight Standards office to reactivate before switching
from the legacy “EXC\first.last name” access credential to the FAA “MyAccess” credential.

Return to TOC

Step 1
Q-Card Q9-01 (Option 3) & Q9-02
Certificate Holder

SAS External Portal Registration Process
Process Note:

The FAA MyAccess credential process is the first process to complete
after selecting the “Sign up for SAS” link on the SAS External Portal login
webpage. If you already have a FAA MyAccess account/credential, enter
your account email address. If you do not have a FAA MyAccess
account/credential, follow the instructions for creating a MyAccess
credential in the Job Aid/Help Guide found in Appendix “B”.

Process Note:

Do not use the blue “Login with MyAccess” button when requesting
initial access to a CH/A. Select the “Sign up for SAS” link.

•
•
•
•
•
•
•

Navigate to https://sas.faa.gov
o Review SAS External Portal Information Guide, i.e. Step by Step Guides
and Q-Cards (“click here” links under SAS Login box)
Complete Safety Assurance System (SAS) External Portal Training
Navigate to https://sas.faa.gov
Select “Sign up for SAS” link
Read the text and select the “Initial Inquiry” checkbox
Select radio button for “Current Certificate Holder: Select this option if this
access is for an existing certificate holder that has already completed initial
certification.”
Select “Next” button

Process Note:

If you have already completed the FAA MyAccess account creation
process, enter your MyAccess credential email address. An individual
MyAccess account/credential can be granted access to more than one
Certificate Holder or Applicant/certification project (CH/A). If you do not
have a FAA MyAccess account, select the red account creation button
and follow the prompts. The FAA MyAccess job aid/help guide
instructions are found in Appendix “B” .

Process Note:

Users should contact the FAA MyIT Helpdesk ([email protected]) for any
issues with or questions about creating and maintaining the FAA
MyAccess account.

•
•

Enter your FAA MyAccess account email address or create a MyAccess account if
you do not already have one
Select “Next” button

Return to TOC

Step 1 (continued)
Q-Card Q9-01 (Option 3) & Q9-02
Certificate Holder

SAS External Portal Registration Process (cont.)
Process Note:

After creating a new FAA MyAccess account and selecting an
“authenticator”, you may have to start again by selecting the “Sign up for
SAS” link and enter your newly created MyAccess account email address
if the option described in the next bullet below does not appear in the
SAS automation. Do not use the “Login with MyAccess” button when
requesting initial access to a CH/A. Select the “Sign up for SAS” link.

Process Note:

Enter data manually into the following registration fields. Do not
“paste” data or use the web browser’s autofill feature.

•
•
•
•

Select radio button for “My company already holds a certificate”
Select “Next” button
Type your company name in the Company type ahead search field of the “My
Contact Information” form
Select your company name from the drop down menu to populate field
Ensure the correct Company Name (by designator and/or CFR part) is
selected to prevent automation errors.

CAUTION:
•
•
•
•

Finish filling in the “My Contact Information” form, including phone number
Select “Next”
Verify the entered information is correct
Select “Submit”

Process Note:

A Confirmation screen will appear stating “Your application for
registration has been submitted”.

Process Note:

External users may register for access to additional Certificate Holders or
Applicants (CH/As) in SAS. External users will need to complete the “Sign
Up for SAS” process for each CH/A they wish to have access to. A user
must wait until after they have External Portal access to a requested
CH/A before requesting access to an additional CH/A. Users complete the
FAA MyAccess credential creation process only once.

Process Note:

After access has been granted by the FAA office, you will receive an email
stating you can now access the CH/A through the SAS External Portal.

Return to TOC

Step 2
Q-Card Q9-07
Certificate Holder

Navigating the External Portal

Process Note:
Process Note

The following process steps are for familiarization purposes only.
A Chromium web browser is required to access the SAS External Portal.
Google Chrome or MS Edge are preferred.

To log into the SAS External Portal (sas.faa.gov):
•

Process Note:

Select the “Login with MyAccess” button
o Enter FAA “MyAccess” account email address
o Select “Next” button
o Enter MyAccess password if requested
o Enter Authentication code if requested using Google or Okta
authenticator apps only
o Read the System Use Notice and other info
This process will take you to the SAS Homepage Screen or the CH/A
selection screen if access is granted to multiple CH/As. Select desired CH/A
and select next.
o SAS Menu is located the left side of the screen, and is accessed by
selecting the blue bar labeled “SAS Menu”. It is used to navigate between
the SAS Modules
o Notifications tile displays auto-generated SAS notifications to inform users
of updates to work items or change to their data.
o Messages tile displays any direct communications between the FAA and
the External User.
o Broadcasts tile is used to communicate news of general SAS interest such
as system downtime and other announcements.

Process Note:

The ? Icon in the upper right corner of the screen provides access to the
SAS External Portal User Guide. This is a resource for information about
the SAS External Portal automation functionality only.

Return to TOC

Step 2 (continued)
Q-Card Q9-07
Certificate Holder

Navigating the External Portal (cont.)
Process Note:

To view current (approved) SAS Configuration Data:

From the SAS Menu:
• Expand “Configuration”
• Select “Configuration Data”
• Select “View Baseline” button if active (blue)
• Select and view (read only) OPSS Authorizing Documents, Vitals, or Contractors
tabs as appropriate

Return to TOC

Step 3
Certificate Holder

Document Management
Process Note:

Four read-only folders are displayed in SAS Document Management. The
CH cannot upload documents directly to these system folders.

From the SAS Menu:
•

Select “Document Management”
o Formal Application: the CH can review documents that were required
for the Formal Application. (Initial Certification only)
o Other Certification: The CH can review documents that were not
required as part of the Formal Application. (Initial Certification only)
o Configuration Changes: Documents in this folder are automatically
uploaded from Configuration, SAS Module One (Read-Only).
o Data Collection: Documents in this folder are automatically uploaded
from Data Collection (DCTs), SAS Module Four (Read-Only).

Return to TOC

Step 4
Q-Cards Q9-10 and Q9-11
Certificate Holder

Initiating a Configuration Change Request (CCR)

FAA Policy Guidance: FAA Order 8900.1, Volume 10, Chapter 2 (see drs.faa.gov)
Process Note:

A Configuration Change Request (CCR) may involve changes to a
certificate's SAS Vitals and/or Operations Specifications (OpSpecs/TSpecs), resulting in modifications to the Certificate Holder’s SAS
Operating Profile.

Process Note:

Certificate holders with SAS External Portal access who wish to update
their configuration data can submit a CCR through the External Portal.

From the SAS Menu:
•
•

•
•
•
•
Process Note:

•
Process Note:

Expand “Configuration”
Select “Configuration Changes”
o The default view displays the CCRs that are in process. To view all CCRs,
modify the “Status” filter (funnel icon in title row of Status column) to “Select
All” or select the “Reset Grid” button.
Select “View Baseline” button if active (blue)
Select “Add Request”
o This opens the Change Request Detail sub-tab for a new CCR. The Change
Request ID is auto-generated and cannot be modified
Enter “Change Request Title”
Complete the fields, note the required fields indicated by a red asterisk
Documents may be attached using the “Attach Document” button. Any
documents uploaded here will display as a “link” and is also available in
the Configuration Changes folder in SAS Document Management.
Select “Save”
o Saving the request will change the request status from New to Draft.
The “Withdraw Request” button is available on the Change Request
Detail subtab to withdraw the configuration change request when it is in
Draft or Returned status.

Return to TOC

Initiating a CCR (cont.)

Step 4 (continued)
Q-Cards Q9-10 and Q9-11
Certificate Holder

Process Note:

If changes are not being requested to OPSS Authorizing Documents
(OpSpecs/T-Specs) or SAS Vitals information (i.e. submitting documents
not affecting SAS Configuration Data), proceed to Step 5.

Process Note:

The green Configuration Data tab can be accessed directly from the
Change Request Detail tab by selecting the tab or from the SAS Menu as
described below.

Please Note:

The presence of a padlock icon (locked) next to an OpSpec paragraph,
SAS Vitals field or SAS Vitals table indicates a prior “in progress” CCR
already has a pending change for that particular OpSpec paragraph, Vitals
field and/or Vitals table. These duplicate pending changes are not
permitted in the automation. Hovering over the padlock icon will display
the CCR number already containing the pending change. An “in progress”
CCR is a CCR in any status other than “Withdrawn” or “Final”. See
Appendix "A" for suggested best practices.

To request the addition or removal of Operations Specifications (OPSpecs/T-Specs) in SAS
from the SAS Menu:
•
•
•

Expand “Configuration”
Select “Configuration Data”
o Default view will open the OPSS Authorizing Documents subtab
Select or deselect the applicable box(s) to request the addition or removal of
paragraphs to or from the Operating Profile.

Process Note:

On the Operations Specifications (OPSS) sub-tab, all paragraphs displayed
are available to the Certificate Holder based on their CFR part.
o
o
o
•

The grayed-out checked boxes represent which paragraphs are
required for the CFR part and cannot be modified.
The checked boxes represent a proposed or previously issued
optional OpSpec paragraph.
The unchecked boxes represent an optional OpSpec paragraph
that is not issued and is not currently proposed.

Select “Save”

Return to TOC

Initiating a CCR (cont.)
Please Note:

Step 4 (continued)
Q-Cards Q9-10 and Q9-11
Certificate Holder

To propose a SAS Vitals change:
•

Select the Vitals subtab

Process Note:

To quickly navigate within Vitals data, use the bookmarks (buttons) on left
side of Vitals page.

Process Note:

For more information on what data goes into the SAS Vitals fields and
tables, select the “Vitals Fields Description” link at the top-right corner of
the SAS Vitals page. Then select the applicable CFR part.
•
•

Select the applicable field(s) and/or table(s) to make proposed changes to
the Vitals Configuration Data
Select “Save”

To propose a SAS Contractor change/update:
•
•

Select the Contractors subtab
o The Contractor List can be updated manually or by downloading,
editing and then uploading the Excel spreadsheet.
Select “Save”

Return to TOC

Step 5
Q-Cards Q9-10 and Q9-11
Certificate Holder

Submitting a Configuration Change Request (CCR)
Process Note:

SAS Configuration Data can be accessed from the SAS Menu as described
below or by selecting the proper tab/subtab from within the CCR.

To view proposed changes:
From the SAS Menu:
•
•

•
•
•
•
•
•

Expand “Configuration”
Select “Configuration Changes
o The default view will show in progress CCR(s) and their status. To
view all CCR(s), modify the “Status” filter to “Select All” (funnel icon in
title line of Status column).
Select Change Request Title or highlight applicable line in table
Select “Change Request Detail “subtab
Select “Changes in OPSS” button
o The current value and Proposed Value changed in OPSS are displayed in a
pop-up window.
Select “OK”
Select “Changes in Vitals” button
o The current value and Proposed Value changed in Vitals are displayed in a
pop-up window.
Select “OK”

To submit CCR to FAA:
•
•

Process Note:

Select “Change Request Detail” subtab from within the applicable CCR or
from the SAS Menu as described above
Select “Submit” to submit the change request to the FAA for review.
o After a change request is submitted, a confirmation Message will appear
which states “This will Submit the Change Request”.

•

Select “Submit”
o After a change request has been submitted, a confirmation Message will
appear which states “Change Request successfully submitted”.

•

Select “OK”
If an attempt to submit a CCR without changing any information is made, a
pop-up Message box will display stating “You do not have any change to
the Configuration data associated with this change request”.

Return to TOC

Step 5 (continued)
Q-Cards Q9-10 and Q9-11
Certificate Holder

Submitting a CCR (cont.)
Process Note:

Process Note:

A confirmation box will appear.
o Select “Yes”, to submit the change request, or
o Select “No”, to return to the change request to edit or withdraw

•

Select “Yes”
o After a change request has been submitted, a confirmation Message
will appear which states “Change Request successfully submitted”.

•

Select “OK”.
The FAA Principal Inspector (PI) will either accept the SAS CCR for review
(this is not CCR approval) or return the CCR for editing or withdrawal.
Once the CCR is accepted for review, the PI(s) may send Data Collection
Tools (DCTs) through the External Portal for completion by the Certificate
Holder (CH). DCTs are not generated for completion by the CH.

Return to TOC

Step 6 (optional)
CFR part 145 Only
Certificate Holder

Updating a part 145 Repair Station Application-Form 8310-3

The AUTOMATED Application for Repair Station Certificate and/or Rating (FAA Form 8310-3) in
the SAS automation does not currently meet 14 CFR part 145 requirements as there is no place
for an applicant’s signature. Therefore, filling in the automated 8310-3 is OPTIONAL until
further notice. When required, the Certificate Holder (CH) must still sign and submit a
completed 8310-3. The signed form should be scanned and uploaded into SAS (or per PI
instructions). The original copy is kept in the FAA Office CH file.
Process Note:

The CH can fill out “Application for Repair Station Certificate and/or
Rating”, Form 8310-3 in the SAS External Portal.

From the SAS menu:
• Expand “Configuration”
• Select “Repair Station Form 8310-3”
• Select “Create 8310-3”
Process Note:

This will open a new tab for Form 8310-3.

• Fill out all of the required fields marked with an asterisk
• Select “Submit”
Process note:

A pop-up Message box will display stating; Submitting data on the 8310-3
form does not update your configuration data in vitals automatically.
Vitals data is the system of record.

• Select “OK”
Process note:

A pop-up Confirmation box will display stating; your application for the
Repair Station Certificate and / or Rating has been submitted

Return to TOC

Step 7
Q-Card Q9-09 (page 4)
Certificate Holder

Performing Data Collection Tools (DCTs)
From the SAS Menu:
•
Process Note:
•

Select “Data Collection Tools”
The Select DCT tab displays the available DCTs sent through the SAS
External Portal by the FAA PI(s) for CH completion and submittal.
To view a DCT, Select hyperlink of Label or Title of desired DCT.

Process Note:

This displays the Prepare DCT screen

Note:

The user can print the DCT by selecting the Review and Print DCT on the
DCT-to-Go panel.
•

Process Note:
•
•
•

Select “Continue” to begin entering data
This displays the “Enter Common Data Fields” tab.
Enter Start Date, End Date, and any applicable information. All attached
documents will be available for review in Document Management.
Select “Save”
Select “Perform DCT” tab

Process Note:

This displays the Question and Answer screen.

Process Note:

The Perform DCT tab allows for:
o List View
o Question Detail View
o Full View

•

To answer, Select “Question”

Return to TOC

Step 7 (continued)
Q-Card Q9-09 (page 4)
Certificate Holder

Performing Data Collection Tools (DCTs) (Cont.)
Process Note:
•

Process Note:

There are four types of responses.

Select a response for each question.
o Positive, (green +) any positive response will require a Design/Manual
Reference be entered.
o Negative, (red -), will require the applicant to enter response details and a
supporting comment.
o N/A, question does not apply to the applicant’s scope of operations.
o Flagged, the applicant can remind themselves to collect more data to answer
the question, or more follow-up information is required.
For a “Negative” answer or “N/A”:

•

Select “Response Details”
o Select the checkboxes for all the response details that apply to this question
under “Select All Those that Apply”.
o After selecting response details, enter required supporting comments in the
“Supporting Comment” field.

•
•

Select “OK” to return to the “Perform DCT” tab
Select “Check DCT” tab

Note:

If there are DCT discrepancies present, icons for each of the three review
reasons on the “Check DCT” tab can be corrected.
o Blue Flag Flagged for comment. A flagged question does not count as an
incomplete question, but the flag must be cleared and the question
answered before the DCT can be submitted.
 Select “Clear Flag”.
o Yellow Box Highlight, Question left Blank.
• Answer Question.
o Red Required Box, Missing required fields.
• Enter Data in the Missing Required Field.

Process Note:
•
•
•
•

When there are Missing Questions and/or Missing Required Fields, the
DCT will not appear on the Submit DCT tab.
Select “Submit DCT” Tab
Select checkbox(s) of the DCT(s) to submit to the FAA
Select all DCTs for submission to the FAA using a single checkbox in the header
row of the DCT list grid.
Select “Submit to FAA”

Return to TOC

Step 8
Certificate Holder

Updating and Resubmitting “Returned” status DCTs
Process Note:

If the FAA returns a DCT to the CH, the CH must update the DCT and
resubmit the DCT in the SAS External Portal.

Note:

A Notification will appear in the Notifications tile alerting the CH of the
returned DCT.
From the SAS Menu:
•
•
•

Select “Data Collection Tools”
Select “Title” of “Returned” status DCT
Select The question with the Data Review (DR) marked “Y”

Process Note:

The Data Reviewer (DR) selections can be filtered utilizing the filter icon
(funnel icon in title line of column). The SAS automation has a filter
feature to easily identify which questions have data reviewer comments:
o “N”, no comments
o “Y”, has comments

Process Note:

The Certificate Holder will utilize the same process they followed when
submitting the original DCT. After the Data Reviewer Comments have
been addressed:

•
•
•
Process Note:

Select “Submit DCT” Tab
Select checkbox(s) of the DCT(s) to submit to the FAA
Select “Submit to FAA”
The CH will receive a SAS Notification through the External Portal when
the Principal Inspector(s) (PI) has approved the SAS CCR. The SAS
Notification itself is not approval to operate under the new
configuration and is not used in lieu of the issuance of OpSpecs or other
approval/acceptance documents as required by Regulations and/or FAA
Policy.

Return to TOC

Appendix “A”

Best Practices for Multiple CCRs Against the Same Data (Padlock
icon in SAS OPSS Authorizing Documents or SAS Vitals)
Please Note:

Process Note:

To eliminate the duplicate pending changes, one or more of the CCRs will
need to be placed in “Withdrawn” or “Final” status. Undoing the pending
change after selecting “Save” in the CCR will not clear the lock.

Process Note:

By creating a CCR without modification of Configuration Data, the
External User will have the ability to conduct multiple CCRs affecting the
same data.
For example, creating a CCR that adds a new fleet type. The approval
process can take some time for this CCR and not modifying the Aircraft
Table until final CCR disposition by the FAA PI will permit Aircraft Table
(existing fleet) changes during the approval process of the new fleet type
CCR. The External User will have the ability to conduct multiple CCRs
adding or removing aircraft without the SAS Vitals Aircraft Table being
“locked” by the new fleet type CCR.

From the SAS Menu:
•
•

•
•

Return to TOC

Appendix “A” (cont.)

Best Practices for Multiple CCRs Against the Same Data
•
•

Enter “Change Request Title” and comments describing proposed CCR
Complete the fields, note the required fields indicated by a red asterisk

Process Note:

•

Documents may be attached using the “Attach Document” button. Any
documents uploaded here will display as a “link” and is also available in
the Configuration Changes folder in SAS Document Management.
Select “Save”
o Saving the request will change the request status from New to Draft.

Process Note:

•

The “Withdraw Request” button is available on the Change Request
Detail subtab to withdraw the configuration change request when it is in
Draft or Returned status.
Select “Submit” to submit the change request to the FAA for review

Process Note:

If an attempt to submit a CCR without changing any information is made,
a pop-up Message box will display stating “You do not have any change
to the Configuration data associated with this change request”.
A confirmation box will appear.
o Select “Yes”, to submit the change request, or
o Select “No”, to return to the change request to edit
•

Process Note:

Select “Yes”
After a change request has been submitted, a confirmation Message will
appear which states “Change Request successfully submitted”.

•

Select “OK”

Return to TOC

Appendix “B”

FAA MyAccess account/credential Job Aid – Help Guide

FAA “MyAccess” is the SAS External Portal (EP) access credential. FAA MyAccess can be use
with any "modern" (chromium) web browser.
Requesting initial access to a Certificate Holder/Applicant (CH/A) through the SAS External
Portal: All SAS EP signups (select “Sign up for SAS” link at sas.faa.gov) must set up a MyAccess
credential if one has not already been created. To retain SAS EP access to other certificates/cert
projects you may have already had access to using the “EXC\first.last name” credential, see the
email address info in bold in the next paragraph. Once users have successfully completed the
one-time MyAccess account creation process, they will be taken to the SAS EP registration web
page (“option 1, 2 or 3” page) to complete the SAS EP registration process per the applicable
Step-by-Step Guide. After initial MyAccess account creation, there may be instances when the
user may need to start again by selecting the “Sign up for SAS” link at sas.faa.gov and enter
their newly created MyAccess account email address.
External Portal Users who last accessed their CH/A through the SAS External Portal using their
legacy FAA (AVS) Provisioning Portal ("EXC\first.last name" account) credential must create a
MyAccess credential account by selecting the blue “Login with MyAccess” button (except when
requesting initial access to a CH/A-see paragraph above) on the SAS EP LogIn page (sas.faa.gov)
and completing the MyAccess account creation process as described in the following Job Aid/
Help Guide. It is imperative you use your current FAA (AVS) Provisioning Portal (“EXC\”)
account email address when creating a new MyAccess account. The email addresses must be
an exact match to successfully convert to the MyAccess credential and maintain SAS EP
access to the CH/A. Also note, the SAS External Portal has a 180-day inactivity lockout. Contact
your local FAA Flight Standards office to reactivate before attempting to switch from the legacy
“EXC\first.last name” credential to the FAA MyAccess credential.
Please Note: Users who access the FAA WebOPSS website will need to retain their FAA (AVS)
Provisioning Portal "exc\" account to access the WebOPSS website. FAA MyAccess is currently
not used as an access credential for FAA WebOPSS. For any WebOPSS access questions contact
your FAA Office or WebOPSS POC.
The following Appendix “B” pages provide instructions on how to create a new FAA “MyAccess”
account used to access the SAS External Portal. As part of this process, either the free “Okta
Verify” authenticator app or the free “Google Authenticator” app will need to be downloaded
to your device from your App Store. Other authenticator apps will not work with FAA MyAccess.
For any questions or for any assistance with the actual FAA MyAccess process, please contact
the FAA MyIT Helpdesk ([email protected]) as indicated in the Job Aid/Help Guide.

Return to TOC

MyAccess External User
Registration

e e al iation
ini t ation

Job Aid Contents
External User Registration Overview............................... 1
External User Registration with Identity Verification...... 1
Last 4 Digits of SSN Verification.................................... 2
Occupancy Verification ................................................... 3
Government Issued ID Verification................................. 5
Tips & Tricks .................................................................. 6
Technical Support ........................................................... 7

External User Registration Overview
An “External User” is a person who is not a credentialed
federal user in possession of a Personal Identity
Verification (PIV) card or a Common Access Card
(CAC), and requires access via the Internet to an FAA
application. Based upon the security level of the
application, external users registering with MyAccess
may only be required to provide name and email
address or may be required to verify their identity by
providing personal identifiable information (PII) such as a
government issued ID or combination of other
identifiable attributes such as last 4 digits, home address,
and mobile number. If requested, any collected PII will be
used to verify the individual’s identity and then destroyed.
Upon successful registration, external users will be
prompted to complete account setup by establishing a
password and a second factor authentication method
such as a one-time password sent to a phone or an
authentication app. With proper authorization, this
account may be used to access multiple FAA
applications.

If you arrived at this registration form from a particular
application, the referring application name will be
preselcted under “You are registering for the access to
the application” dropdown field. In the example above,
the user is trying to register for ‘Pilot Record Database
(PRD)’ application. In any case, if drop down field for
“You are registering for the access to the application”
does not have any preselcted value, then the user is
required to select respective application for which they are
trying to register.

External User Registration with Identity
Verification
1. Review the disclaimers before proceeding with the
form.

2. Red asterisks identify all the required information
on the screen.

Page 1

On the same form you will enter your first name, last
name, and email address. The email address CAN NOT
be a federal department or agency); it must be a valid
personal email address that you currently have access to.

result in an identity verification failure. The mobile
phone number provided will only be used for
identity verification. It must be registered in you or
your family’s name. After filling out the form click on
Confirm Information.

Select either Last 4 digits of your SSN or Capture
Government issued ID document as a method of identity
verification.
Next on the same screen click, I’ not a robot and select
the options specific to the question asked by reCAPTCHA
and click VERIFY.

Note: If Identity Verification fails due to SSN Match
failure OR due to failure of Mobile Phone as well as
residency validation then the option to verify identity
through Government Issued ID document using
mobile phone will be presented. Proceed with
Government Issued ID Verification (Step 2).

After successful validation, click Submit to proceed.

If Identity Verification fails due to inadequate
Mobile Phone match, then occupancy verification is
presented upon clicking Continue. Proceed with
Occupancy Verification (Step 1).

3. If Last 4 digit of your SSN option is selected,
continue with the Last 4 Digits of SSN Verification
Section.
4. If Capture Government issued ID document
using mobile phone option is selected, continue
with Government Issued ID Verification Section.

Last 4 Digits of SSN Verification

1. In addition to the last 4 digits of your SSN, additional
information such as Residential Address, Mobile
Phone, and Date of Birth is required. You must use
your home address, using your work address will

2. If your identity validation is successful, then the
option to receive one-time pin through either SMS
or Voice is presented.

Page 2

4. After successful OTP verification and identity
verification, instructions to complete account
registration will be presented.

3. You will receive a One Time PIN (OTP) on the
mobile phone you provided. Enter the OTP in
Please Enter PIN field and click Confirm
Information.

5. An email will be sent with an Account Activation
link to complete registration process. Click the link
located in the email to complete the remainder of
the registration process for MyAccess.

Occupancy Verification

Note: There are a limited number of attempts available to
confirm the PIN.

1. From Last 4 digits of SSN Verification, if
verification fails due to inadequate Mobile Phone
records then Occupancy Verification is presented
upon clicking the Continue button.

Page 3

2. The option to edit and confirm information is
presented.

4. After successful identity verification, instructions to
complete account registration will be presented.
3. Questions relevant to your PII will be presented
with multiple choice answers. Select the
appropriate answer for each question and click
Confirm Information
5. An email will be sent with an Account Activation
link to complete registration process. Click the link
located in the email to complete the remainder of
the registration process for MyAccess.

Page 4

3. You must provide a valid Mobile number to receive
a text message to complete the government issued
ID photo capture. Click Continue on Mobile to
receive a text message.

Government Issued ID Verification

1. Selection of Country is required for Government
issued ID verification.

Note: It is recommended to close all browser
session before you begin the government issued
ID photo capture.
4. Click on the URL in the text message to begin the
photo capture. The Capture & Compare page
loads, click on Start to begin the process.

2. Driver’s License, Passport, or Government issued
Identification Card must be selected as one of the
option to perform identity verification.

Page 5

5. Click on Capture Using Your Phone Camera to
allow the verification tool to access your phone
camera.

Tips & Tricks
Government issued ID image capture preparation tips:
1. Ensure your camera lens is clean and
unobstructed.
2. If you have a protective case which covers your
camera lens, please remove it before
proceeding.
6. Repeat the process to capture the Back side of the
government issued ID and Facial snapshot (selfie)
Refer Tips & Tricks Section
7. If Quality and Face detection checks are green, click
on Save and Next or else select Retry until notified
of a quality image capture. Select Save and Next.
Notification of successful upload will be presented.

8. Click on Confirm Information. After successful
identity verification, instructions to complete account
registration will be presented.

Image capture process:
1. Lay your government issued ID on a flat surface.
2. Hold your camera 4 to 6 inches straight over
your ID.
3. Follow the onscreen directions to capture your
images.
4. Refer to the following examples for best results.
Acceptable Image
Entire image captured, with all 4 corners, nothing
blocking the image, no blur, and no glare.

Must show all four corners of card
Ensure the full document is in the frame – extra
background is fine, as long as you get all 4 corners.

9. An email will be sent with an Account Activation
link to complete registration process. Click the link
located in the email to complete the remainder of the
registration process for MyAccess.
Page 6

Must not be covered in any way
Ensure there is nothing obstructing the image. Avoid
holding in your hands for this reason.

Must not be blurry
Do not move the camera while taking the picture.
Consider cleaning your phone’s camera lens before
capture.

Must not have glare from direct light
Avoid using a flash when capturing the image. Avoid
harsh overhead lights – natural light is best.

Technical Support
For technical assistance, please contact:
To confirm your identity, you will next take a picture of
yourself. Our solution will use AI to compare your face to
the headshot from your government issued ID, ensuring
that you are who you claim to be, and protect your
account.
1. Remove your glasses, hat, and mask.
2. Ensure your hair is not blocking your face.
3. Hold your camera 7 to 10 inches straight out
from your face.
4. Avoid sharp light on your face – natural light is
best.
5. Hold the camera steady to avoid blur.
6. Ensure your face takes up the majority of the
photo.

MyIT Service Center
Email: [email protected]
Phone: 1-844-FAA-MyIT (322-6948)

Page 7

File Type	application/pdf
File Title	SAS External Portal Step-by-Step Guide: Certificate Holder
File Modified	2023-06-12
File Created	2023-06-03