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 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.

Forest Service employees requesting "Aviation COR" access

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 he will submit it to ASC security SM.FS.asc_security@usda.gov
2. The new COR needs to register in EAV by logging into PPS system website http://fsweb.wo.fs.fed.us/aqm3/apps/EAV/registration
3. Once registered in EAV the COR will be sent a pin but if the pin needs reset then the COR can go to https://fsweb.wo.fs.fed.us/aqm3/apps/EAV/cor.php.
4. The new COR will then call their CO and have them grant access, via the EAV application, to the contract(s) they are designated COR on.
5. After registering 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 COR access.

If you do not have Data Entry Access already:

1. Complete the registration form that appears at url: https://apps.fs.usda.gov/ibs (Google Chrome)
2. Then complete steps 1-5 above.

Completing the FS6500-214 form:

1. eSignatures are preferred but NOT required
   1. eSignatures:
      1. Customers MUST use a VALID signature certificate on their Linc Pass...we can NOT accept INVALID eSignatures
      2. Instructions on how to complete the from electronically
   2. Wet signatures:
      1. For audit purposes, it MUST be discernible AND legible.
      2. Initials are NOT accepted...customers should legibly sign their FULL NAME...this is a legally-binding document
      3. If the customers wet signature is NOT discernible or legible, we will request that it be supplemented with an eSignature.
   3. Cursive fonts typed to simulate a hand-written signature will NOT be accepted i.e.,
2. Submitting the 214
   1. Customers MUST make certain they click “FINISH” to the complete the form online....but clicking “FINISH” does NOT equate to submitting the form.
   2. Customers MUST submit the form via email or fax...where to submit the request is provided on the header of the completed 214.
      1. If the form contains an eSignature, it MUST be submitted via email ONLY to preserve the Linc Pass credentials.
3. Processing the 214
   1. Requests may take a minimum of 10, but no longer than, 15 business days.

** Reactivating an account = If your account has been inactive for 60 day for Forest Service, 120 days for all others, your access is removed.

ALL NON-Forest Service employees requesting "Data Entry" access OR "Reactivating an Account **" (BLM, NPS, FWS, State, AD’s)

1. Complete the registration form that appears at url: https://apps.fs.usda.gov/ibs
2. Email SM.FS.asc_security@usda.gov with the following information:
• Your Logon ID (eAuth log on)
• Role: "Data Entry"
• "CC" to the COR of the contract you will be working on. (this step is crucial as it is the approval of you getting access to the auditors)



If you do not know, pick one of the following CO that closest fits:

• Dave Hersey - Region 1,2,9 &10 Aircraft, SMKJ aircraft
• Bob Hoffman - Region 5 Aircraft, National CWN helicopters, ASM
• Todd Novinger - Region 3,4 6 & 8, Nat. AA EU aircraft
• Matt Olsen -- Airtankers/Scoopers
3. After registering 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.