PPS Incident Business System

Introduction

The Incident Business System (IBS) is a web based application that will be used by the USDA, Forest Service to electronically document and process all contract aviation costs .This system will require that data will be entered electronically into IBS from the source location (Helibase, Tanker Base, etc) by aircraft managers or other designated persons. From there the following workflow will be followed:

• The appropriate Contracting Officer (CO) or designated Contracting Officer's Representative (COR) will review and approve each invoice.
• The CO or COR will electronically select approved invoices to be packaged for payment and approve the package using a Personal Identification Number (PIN) to indicate approval.
• After approval by the CO or COR, the vendor will receive notification that a package is ready for approval.
• After successful review, and application of a PIN by the Vendor, the package will be submitted to the Albuquerque Service Center (ASC) Incident Database (IBDB) for final processing of the payment.
• If the vendor requests any changes to the payment package the changes will be reviewed by the CO/COR, the changes accepted or rejected and returned to the vendor for final approval.

Access to the system will require an individual USDA eAuthentication account and password for all users. In addition, a secure PIN number will be provided to Contracting Officers (COs) and Contracting Officer Representatives (CORs). Contractors will be issued a PIN number by the CO who administers their contracts. The pin will be required for electronic approval of payment packages. In addition each user must register in IBS the first time they log on.

Log-In Access Process

FOREST SERVICE Employee: Data Entry

FS employees requesting “Data Entry” access OR “Reactivating an Account”

STARTING July 13th, 2022

The process REQUIRES Linc-Pass use. If you do not have access to a device with Linc-Pass capabilities, or if your supervisor does not, please use the 6500-214 instructions listed below. New employees that do not have a LincPass issued to them yet will need to use the 6500-214 process (6500-214 instructions listed at the end of this document).

1. Log in to USDA EIMS: https://idm.icam.usda.gov/identityiq (Enterprise Identity Management Services)
2. When you are directed to the USDA eAuthentication Login Page, you will be required to log in with your LincPass (PIV Card).
3. Once successfully logged in, the system will navigate to the USDA EIMS home page.
4. Confirm your supervisor (Manager) is correct in the system
   
   1. Go to the Menu icon located near the top of the screen of the blue menu bar.
      
      1. Go to “Manage Identity” option.
      2. Pick “View Identity”
      3. Scroll down to “Manager” confirm this is correct.
      4. If it is not; go to “UPDATE Supervisor” below and follow the steps to update.
5. Once your supervisor is confirmed correct, go back to “Home”
6. Click on “Manage My Access” from the dashboard tiles. (about middle of page). If you are also a Supervisor, you will pick your profile from the one showing. Then click “Next.”
   
   1. You can put in “IBS-ABS” then pick “FS_CFO_IBS_ABS-Data-Entry-internal” from the drop down.
   2. Click on the check mark, then “Next” at the bottom of the page.
   3. Review and “Submit”

Note: The request has been submitted to your supervisor for review and approval. They will receive an email stating they need to go into EMIS to approve your access. The status of this request can be tracked using the “Track My request feature on the home page. After your supervisor approves the request, it goes to ASC Security who will then review and approve. You will receive an email once your access has been granted. It will follow the same process time as before (Mon-Wed-Fri process days). The submit process time starts when your supervisor completes the approval process.

FOREST SERVICE Employees: COR Access or CO, Approver ASC, Processer ASC

FS employees requesting “COR” access that already has Data Entry OR “Reactivating an Account”

1. Follow the above steps up to step 6.a.
   1. Search for “IBS_ABS-COR-Internal” or “CO” or “Approver” or “Processer”
      1. You can put in “IBS-ABS” then pick “FS_CFO_IBS_ABS-COR-internal” from the drop down.
      2. Click on the check mark, then “Next” at the bottom of the page.
      3. Review and “Submit”

Note: The request has been submitted to your supervisor for review and approval. The status of this request can be tracked using the “Track My request” feature on the home page. After your supervisor approves the request, it goes to ASC Security who will then review and approve. You will receive an email once your access has been granted. It will follow the same process time as before (Mon-Wed-Fri process days).

**Reinstated Users MUST logon the same day request is processed/email received from ASC

Notes:

1. Reinstated Users MUST logon the same day the request is processed/user receive email**
2. Only “valid” request will be queued for batch processing
3. Submittal cut-off time (i.e., By 24:00) is based on user's time stamp
4. Batch processing days are Mon/Wed/Fri ONLY
5. No requests will be processed on Tues/Thurs/Sat/Sun
6. If NOT processed by expected day, check your email on next batch day (rare event, but might happen if a lot of requests come in on one day).
7. If you do not log in on the day you receive the email, your access will be automatically placed inactive again and you will have to resubmit a request.

For more detailed instructions go to: IBS- web page. Click on “Training” tab.

Update Supervisor: in EEMS: (Enterprise Entitlements Management Services)

This is a vital step, or the request will not go to your supervisor for approval.

Go to https://identitymanager.eems.usda.gov/iam/im/eems/ca12/index.jsp

1. Click on HOME upper left corner.
2. Pick “Set My Delegated Manager (FS)”
3. Scroll down to “* Manager Email” and enter your correct manager’s email address.
4. Then “Submit”

NOTE: It will about 12-24 hours to update the EIMS system.

Forest Service NEW COR additional steps.

1. The new COR needs to register in EAV by logging into PPS system website http://fsweb.wo.fs.fed.us/pps/apps/EAV/registration
2. Once registered in EAV the COR will automatically be sent a pin for use in IBS. If a COR needs to reset their pin then they will need to go to https://fsweb.wo.fs.fed.us/aqm3/apps/EAV/cor.php
3. The new COR will then call their CO and have them grant the COR access to the contract via the EAV application.

FS 6500-214 instructions:

Forest Service Employees that do not have LincPass capable device and need to use a FS 6500-214 form to request access.

Forest Service employees requesting "Data Entry" access OR "Reactivating an Account**"

1. Complete the registration form that appears at url: https://apps.fs.usda.gov/ibs (Google Chrome)
2. Email SM.FS.asc_security@usda.gov with the following information:
• Your Logon ID (eAuth log on)
• Role: "Data Entry"
• A completed 6500-214 form signed by your supervisor
• https://apps.fs.usda./gov/bf/fs6500.214 (Google Chrome)
3. After registering/sending email allow up to 8 business days for your security profile to be activated before you can log into IBS to access/create invoices. You will receive an email from ASC security indicating you have access. It will follow the same process time as before (Mon-Wed-Fri process days see below).

If you already have Data Entry Access:

1. Fill out an FS-6500-214 using the link below, print off and sign by the requestee and their supervisor or CO. https://apps.fs.usda.gov/bf/fs6500.214
• Email to CO after signature. They will submit it to ASC security SM.FS.asc_security@usda.gov

**Reinstated Users MUST logon the same day request is processed/email received from ASC

Non-Forest Service Users (Vendors, BLM, NPS, ADs, local Gov, State Users, DOI…..)

(***Steps are for new accounts and reactivation)

1. Complete the registration page that appears at url: https://apps.fs.usda.gov/ibs (google Chrome only)
2. If you do not have an eAuthication ID you will need to get one.
   1. Go to https://eauth.usda.gov
   2. Complete the form, you will get an email then complete information requested.
3. Send an email to ASC Security at SM.FS.ASC_Security@usda.gov include:
   1. Name
   2. eAuth ID
   3. Role requesting: “Vendor Role” or “Data Entry”
   4. CC this to an active COR or CO
   5. See CO list below if you do not know an active COR.
      1. Dave Hersey - Helicopter T3 EU and CWN, Smokejumper
      2. Matt Morris - LFW MATOC, National ATGS
      3. Matt Olson - Airtankers/Scoopers EU CWN and MATOC
      4. Kay Brundage - NICC Jet, Water Scoopers, MAFFS
      5. Steve Peterson - UAS
      6. Shelia Stoddard - Helicopter MATOC T1 & T2
      7. Amelia Velasco—LFW MATOC, R10 Aircraft EU, ASM Leadplane

Pay attention to the table below as when to expect an email from ASC security indicating you need to log into IBS to activate your account.

**Reinstated Users MUST logon the same day request is processed/email received from ASC

Notes:

1. Reinstated Users MUST logon the same day the request is processed/user receive email**
2. Only “valid” request will be queued for batch processing
3. Submittal cut-off time (i.e., By 24:00) is based on user's time stamp
4. Batch processing days are Mon/Wed/Fri ONLY
5. No requests will be processed on Tues/Thurs/Sat/Sun
6. If NOT processed by expected day, check your email on next batch day (rare event, but might happen if a lot of requests come in on one day).
7. If you do not log in on the day you receive the email, your access will be automatically placed inactive again and you will have to resubmit a request.