AQM 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
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.

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 AQM system website http://fsweb.wo.fs.fed.us/aqm3/apps/EAV/registration
3. Once registered in EAV then the new COR needs log into EAV application to obtain PIN, this is also where the PIN can be reset. http://fsweb.wo.fs.fed.us/aqm/EAV/
4. The new COR will then call their CO and get them to “Connected” 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 access.

If you do not have Data Entry Access:

1. Complete the registration form that appears at url: https://apps.fs.usda.gov/ibs Then complete the steps above. (rewritten below)
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.

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