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Incident Procurement

Welcome to the Incident Procurement website serving our interagency partners and current or potential vendors. Please click on one of the tab links provided above so we can help you find what you are looking for.

Find information about working with the Forest Service. If you're already a current Forest Service vendor, get information about the tools you need to use to manage your contracts.

PPS Incident Business System

Introduction

The Incident Business System (IBS) is a web-based application used by the USDA Forest Service to electronically record aircraft use and invoice contract aviation payments. The system requires that data be electronically entered into IBS by aircraft managers or other designated persons with a Data Entry role. The following workflow will be followed:

  • A Contracting Officer's Representative (COR) designated by the Contracting Officer (CO) will review and approve each invoice using their unique Personal Identification Number (PIN).
  • The COR will electronically package approved invoices to be sent to the contract vendor for their review and approval.
  • When a package is “sent to vendor”, the vendor will receive notification by email that a package is ready for review.
  • If the vendor requests any changes to the payment, those may be documented in IBS prior to returning the package to the COR for further review.
  • If the vendor agrees with the payment amount, they will electronically approve the package in IBS. This sends the package to the Albuquerque Service Center (ASC) Incident Database (IBDB) for final processing.

Access to the system will require an individual USDA eAuthentication account for all users. In addition, a secure PIN will be provided to the Contracting Officer Representatives (CORs). Contractors will be issued a PIN by the CO who administers their contracts. The PIN will be required for electronic approval of payment packages.

Access Request Process

FOREST SERVICE Employee

FS employees requesting initial access OR “Reactivating an Account”. Users must have a valid Lincpass to use this method.

  1. New CORs must first be registered in IIPA (Those requesting a Data-Entry Role may skip this step):
    1. Contact a USFS Aviation Contracting Officer to request your addition to IIPA as a COR
    2. This task will be complete once the COR receives their “PIN” in an automated email. New CORs can then move on to Step 2.
  2. Log in to USDA EIMS (Enterprise Identity Management Services): https://idm.icam.usda.gov/identityiq
    1. User must be connected to the Forest Service network directly or via VPN
    2. When you are directed to the USDA eAuthentication Login Page, you will be required to log in with your LincPass (PIV Card)
  3. 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.
    2. Go to “MANAGE IDENTITY” option.
    3. Pick “UPDATE MANAGER”
    4. From the Drop-down, select “Update Your Manager”, and click Next
    5. Confirm your “Current Manager” is correct.
    6. If it is not; go to “New Manager Options”, search for your Supervisor, select, and Submit to update.
  4. Request IBS role
    1. From the Menu icon in the top-left of the screen, go to the “MANAGE ACCESS” option and pick “MANAGE MY/USER ACCESS”.
    2. (Supervisors only: you will pick your profile from those showing. Then click “Next.”)
    3. You can search for “IBS” then scroll down to find the appropriate role: i.e. “FS_CFO_IBS_ABS-Data-Entry-internal” for Data-Entry, or “FS_CFO_IBS_ABS-COR-internal” for COR, etc.
    4. Click on the check mark to the left of the role being requested, then “Next” at the bottom of the page.
    5. Review and “Submit”

What’s Next?: Once submitted, your supervisor will receive an email stating they need to go to EIMS to approve your access. After supervisor approval, the request is sent to the Access Management Team (AMT) who will assign the requested role within 2 business days.

** Users MUST logon the same day request is processed/email received from DoNotReply.ICAM@ocio.usda.gov


For more detailed instructions go to the EIMS Access Request SharePoint site or refer to the Access Request & Reinstatement Table and “Click for EIMS Training Materials”.

Questions?: Contact the Access Management Team at SM.FS.asc_security@usda.gov for EIMS or IBS Access Request issues or questions.

Contact the IIA Helpdesk (866-224-7677) for all other IBS issues.

OTHER USERS (Non-Forest Service and ADs)

Vendors, ADs, Local/State Gov (etc.) requesting initial access OR “Reactivating an Account”

All users must have an individual USDA eAuthentication (eAuth) account. Non-DOI employees will also need a Login.gov account. If needed, one or both of these accounts may be created during the following process.

  1. Go to the IBS Login Page: https://ibs.fs2c.usda.gov/
  2. IBS will re-route users to eAuthentication. Depending on employment, select one of the following Agency Options:
    1. DOI Employee: Select “U.S. Department of the Interior” from the drop down menu, and click Continue. Follow the browser re-direct to complete the DOI log in process.
    2. All Others: Select “U.S. Department of Agriculture” from the drop down menu, and click Continue.
      1. Choose “Customer” from the next screen then “Login.gov”.
      2. Users may now log into their existing Login.gov account or create a new one.
      3. Once logged in to Login.gov, the user may be asked to link their Login.gov account to an eAuth account. Select the appropriate option if an eAuth account currently exists then click Continue.
  3. After completing the log in process, users will be directed to a “Login Failed” screen in IBS with critical information needed to request access.
  4. In an Email to the Access Management Team (SM.FS.asc_security@usda.gov), COPY and PASTE (please do not screenshot) from the “Login Failed” message the provided information:
    • IBS Role Requesting: (*edit to either “Data-Entry” or “Vendor”)
    • Name: (as provided)
    • Email: (as provided)
    • EAuth ID: (as provided)
    1. “CC” a Contracting Officer Representative (COR) or Contracting Officer (CO) for a current Forest Service contract. This step is crucial for auditor-required approval.
    • If you do not know an active COR/CO, email the relevant CO from the list below.
  5. The AMT will process valid requests within 2 business days after the CO/COR approves the request. You will receive an email from DoNotReply.ICAM@ocio.usda.gov when you have access.
  6. Log in the same day your access is granted, or the account will be deactivated. If deactivated, user must resubmit a new email to the AMT (step 2 above).

Questions?: Contact the Access Management Team at SM.FS.asc_security@usda.gov for IBS Access Request issues or questions.

Contact the IIA Helpdesk (866-224-7677) for all other IBS issues.


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