Annual Certification

1. Annual Certification IDEAS-PD Select your IDEAS role from the list at the right. After completing that module, be sure to take the User Preference Setup Instructions for User Accounts. When you complete the last module, click on the button to take you back to DOI Learn to take the course assessment for your role.

2. Congratulations on being appointed as a requisitioner for your organization on the Interior Department Electronic Acquisition System. The following screens will provide information on your responsibilities as a requisitioner and directions for setting up your account preferences when you are ready to log in for the first time. Requisitionsers

3. Compliance with NPS Standards • Users must comply with all standards applicable to NPS Computer Systems and Data • Acceptable uses of IT resources are stated in Department of Interior Manual 375 DM. Compliance & Responsibility • User Access and Account Responsibilities • Files are owned by specific accounts, and file sharing is controlled by file ownership and permissions set by the account user or System Administrators. • A user is responsible for protecting and maintaining, to the best of his/her ability, any information used or stored in his/her accounts. A user shall not attempt to access any data or programs contained on systems for which he/she is not authorized or does not have explicit consent of the data/program owner.

4. DO Use only the account for which you are authorized  Email the IDEAS Coordinator if you suspect your account has been compromised. Email the IDEAS Coordinator and make no further attempt to access these resources when you no longer require access to IDEAS. Email the IDEAS Coordinator when some part of your user information changes (name change, change in phone number, change in work assignment) and provide the effective date for the change. Specific Rules of Behavior

5. DO Log off whenever not using IDEAS for an extended period of time Use password protected screen savers on appropriate machines to provide protection when systems are left unattended for short periods of time. Ensure your Password complies with the Standards established by Department of Interior 375 DM. Change your password for IDEAS every 90 calendar days. IDEAS will notify you 7 days prior to expiration. If you fail to change your password within this period, you must contact the IDEAS Functional Administrator to reset your password. Specific Rules of Behavior

6. Congratulations on being appointed as a requisitioner for your organization on the Interior Department Electronic Acquisition System. The following screens will provide information on your responsibilities as a requisitioner and directions for setting up your account preferences when you are ready to log in for the first time. Requisitionsers

7. Compliance with NPS Standards • Users must comply with all standards applicable to NPS Computer Systems and Data • Acceptable uses of IT resources are stated in Department of Interior Manual 375 DM. Compliance & Responsibility • User Access and Account Responsibilities • Files are owned by specific accounts, and file sharing is controlled by file ownership and permissions set by the account user or System Administrators. • A user is responsible for protecting and maintaining, to the best of his/her ability, any information used or stored in his/her accounts. A user shall not attempt to access any data or programs contained on systems for which he/she is not authorized or does not have explicit consent of the data/program owner.

8. DO Use only the account for which you are authorized  Email the IDEAS Coordinator if you suspect your account has been compromised. Email the IDEAS Coordinator and make no further attempt to access these resources when you no longer require access to IDEAS. Email the IDEAS Coordinator when some part of your user information changes (name change, change in phone number, change in work assignment) and provide the effective date for the change. Specific Rules of Behavior

9. DO Log off whenever not using IDEAS for an extended period of time Use password protected screen savers on appropriate machines to provide protection when systems are left unattended for short periods of time. Ensure your Password complies with the Standards established by Department of Interior 375 DM. Change your password for IDEAS every 90 calendar days. IDEAS will notify you 7 days prior to expiration. If you fail to change your password within this period, you must contact the IDEAS Functional Administrator to reset your password. Specific Rules of Behavior

10. DO Ensure that all attachments created and associated to purchase requests that are considered “sensitive” are marked accordingly in their title. DO NOT create attachments of any document that NPS marks RESTRICTED. Always route documents to persons that have the proper authority for approvals. DO contact your IDEAS Regional Coordinator if you have questions concerning how to enter any part of the Purchase Request. Specific Rules of Behavior

11. Do Not Do not share your account information with unauthorized users except under emergency situations Specific Rules of Behavior

12. You are directly responsible for notifying the Procurement Office of all changes to information you submit on your original Purchase Request (PR). • These changes must be identified and communicated to the Procurement Office as follows: • If your Procurement Office has already issued an award for the items or services you ordered, than you must prepare a new PR to identify the changes, obtain the necessary approvals, and submit to your Procurement Office. • 2. If an award has not yet been made for the items or services you ordered, than you must prepare a modification to your original PR, obtain the necessary approvals, and submit both PR’s to Procurement. Your Procurement Office is responsible for returning the original PR to you to enable you to prepare the modification. changes on purchase requests This is my only role in IDEAS, Take me to User Preferences Set Up Take me to Approver role Take me to Procurement Staff role

13. Congratulations on being appointed as an Approver for your organization on the Interior Department Electronic Acquisition System (IDEAS). The following screens will provide information on your responsibilities as a user and directions for setting up your account preferences when you are ready to log in for the first time. Approvers

14. Compliance with NPS Standards • Users must comply with all standards applicable to NPS Computer Systems and Data • Acceptable uses of IT resources are stated in Department of Interior Manual 375 DM. Compliance & responsibility • User Access and Account Responsibilities • Files are owned by specific accounts, and file sharing is controlled by file ownership and permissions set by the account user or System Administrators. • A user is responsible for protecting and maintaining, to the best of his/her ability, any information used or stored in his/her accounts. A user shall not attempt to access any data or programs contained on systems for which he/she is not authorized or does not have explicit consent of the data/program owner.

15. DO Use only the account for which you are authorized  Email the IDEAS Coordinator if you suspect your account has been compromised. Email the IDEAS Coordinator and make no further attempt to access these resources when you no longer require access to IDEAS. email the IDEAS Coordinator when some part of your user information changes (name change, change in phone number, change in work assignment) and provide the effective date for the change. Specific Rules of Behavior

16. DO Log off whenever not using IDEAS for an extended period of time Use password protected screen savers on appropriate machines to provide protection when systems are left unattended for short periods of time. Ensure your Password complies with the Standards established by Department of Interior 375 DM. Change your password for IDEAS every 90 calendar days. IDEAS will notify you 7 days prior to expiration. If you fail to change your password within this period, you must contact the IDEAS Functional Administrator to reset your password. Specific rules of behavior

17. DO Ensure that all attachments created and associated to purchase requests that are considered “sensitive” are marked accordingly in their title. DO NOT create attachments of any document that NPS marks RESTRICTED. Always route documents to persons that have the proper authority for approvals. DO contact your IDEAS Regional Coordinator if you have questions concerning how to enter any part of the Purchase Request. Specific rules of behavior

18. Do Not Do not share your account information with unauthorized users except under emergency situations Specific rules of behavior

19. You have authority to apply administrative approval to purchase requests (PR). Your authority is based on the following: Supervisor Approval– If you are designated with supervisory approval, than you are certifying that: 1. The PR represents a valid requirement 2. Funding is available 3. The funding code citation(s) are accurate and complete Accountable Property Management(APM) Approval– If you are designated with APM Approval authority, you are certifying: 1. The budget object class code in the funding citation(s) are accurate and complete 2. You are responsible for applying a yellow note to the PR to advise procurement the Fixed Asset Quantity to be entered on the obligation document for each funding code referenced. Approval authority

20. Budget Approval– If you are designated Budget Approval authority, than you are certifying the PR funding code(s) citation are accurate and complete and funding is available. Information Resource Management (IRM) Approval– If you are designated with IRM Approval authority, than you are certifying the IT related items or services identified on the PR are valid and meets NPS standards and current policy. Fee Demo Manager Review– If you are designated with Fee Demo authority, than you are responsible for certifying the Fee Demo related items identified on the PR are valid and meet NPS Standards. Approval authority This is my only role in IDEAS, Take me to User Preferences Set Up Take me to Procurement Staff role

21. Congratulations on being appointed as a Procurement user for your organization on the Interior Department Electronic Acquisition System (IDEAS). The following screens will provide information on your responsibilities as a user and directions for setting up your account preferences when you are ready to log in for the first time. Procurement staff

22. Compliance with NPS Standards • Users must comply with all standards applicable to NPS Computer Systems and Data • Acceptable uses of IT resources are stated in Department of Interior Manual 375 DM. Compliance & responisibility • User Access and Account Responsibilities • Files are owned by specific accounts, and file sharing is controlled by file ownership and permissions set by the account user or System Administrators. • A user is responsible for protecting and maintaining, to the best of his/her ability, any information used or stored in his/her accounts. A user shall not attempt to access any data or programs contained on systems for which he/she is not authorized or does not have explicit consent of the data/program owner.

23. DO Use only the account for which you are authorized  Email the IDEAS Coordinator if you suspect your account has been compromised. Email the IDEAS Coordinator and make no further attempt to access these resources when you no longer require access to IDEAS. email the IDEAS Coordinator when some part of your user information changes (name change, change in phone number, change in work assignment) and provide the effective date for the change. Specific rules of behavior

24. DO Log off whenever not using IDEAS for an extended period of time Use password protected screen savers on appropriate machines to provide protection when systems are left unattended for short periods of time. Ensure your Password complies with the Standards established by Department of Interior 375 DM. Change your password for IDEAS every 90 calendar days. IDEAS will notify you 7 days prior to expiration. If you fail to change your password within this period, you must contact the IDEAS Functional Administrator to reset your password. Specific rules of behavior

25. Do Not Specific rules of behavior Do not share your account information with unauthorized users except under emergency situations

26. You have authority to apply administrative approval to procurement related documents. Your authority and responsibilities are based on the following: Contracting Officer Approval– If you are designated with Contracting Officer approval, than you are responsible for and you are certifying the following: 1. The award is completed in its’ entirety, including all applicable clauses. (Delivery Orders are exempt from the inclusion of clauses). 2. The approval sheet identifies the Contracting Officer who signed the award document. 3. Contracting Officers should not submit a hard copy of the award documents to the NPS Administrative Accounting Center. These documents are to be maintained in IDEAS for information sharing with other administrative functions. Approval authority

27. Vendor Maintenance – All entries for new vendors are completed and comply with the NPS Vendor Training Instructions. Failure to comply with the guidance contained in this document will be subject to the removal of your access to this function. All changes to vendor information that is marked “Reviewed and Transmitted” must be changed by a Regional Coordinator or IDEAS Assistant. Procurement Sensitive Information- You are responsible for safeguarding all procurement sensitive information that is created and used in IDEAS. Guidance on safeguarding procurement sensitive information is contained in the Federal Acquisition Regulation, Department of Interior Acquisition Policies and the NPS 1510 Manual. Contracting Officers are encouraged to save procurement sensitive information outside the IDEAS program. All documents and attachments that are stored in IDEAS will be clearly marked in the description block “sensitive procurement information”. Compliance & responisibility

28. Federal Procurement Data System Reporting (FPDS) Contracting Officers are responsible for submitting FPDS reports for all awards created in IDEAS (excluding Interagency Agreements). All reports are to be completed accurately and submitted promptly. Corrections to reports are made promptly when notified by FPDS in the form of an alert message and yellow note. Assignment of Document Numbers All document numbers assigned to purchase requests, solicitations, awards and related modifications will comply with The NPS Document Numbering System. All documents that are not prepared in compliance with this policy will be subject to correction and replacement if applicable. Funding changes to Purchase Requests and Awards Funding changes to PR and awards are the responsibility of the Program Office. Funding changes made by Contracting Officers is prohibited in the NPS without the proper authorization of the Program Office. Program Offices are responsible for submitting PR’s to the Contracting Officer that identify the changes to be made. The PR must be approved by the appropriate supervisor to authorize the change. Contracting officers Info

29. The following instructions and slides will show you how to set up your user preferences in IDEAS. This includes setting requesting office address, contracting office address, delivery address and invoicing address. In addition instructions for changing your password are included for future use. Passwords in accordance with DOI and NPS standards are set to expire after 90 calendar days. The following slides begin with your initial IDEAS login screen. User preferences & set up

30. Click on the IDEAS-Production icon from the Explorer window. A warning message regarding official use of NPS computer systems will be displayed. Click Accept if you accept the terms of use. User preferences & set up

31. Initial Log-in Enter the user id and temporary password that was assigned to you by the IDEAS-PD Functional System Administrator. User preferences & set up

32. This screen allows you to change your password. Type your current password and press Tab Your new password must be minimum of 6 characters long and contain a numeric. Type your new password and press Tab Type your new password again and click on OK. Change Initial Password

33. The Next screen to appear is the Message of the Day Click on OK to Proceed Message of the Day

34. Your password will expire every 90 days. IDEAS-PD will notify you 7 days prior to your password expiration date. You must go to your Preferences to change your password. Select Utility from the Main Menu Select Preferences. Utilities Finding Preferences Preferences

35. Do not modify the settings in your Desktop Tab. Click on the Password Tab Preference Tabs Password Tab

36. Old Password: Enter the current password that you are using. New Password: Enter a new password that you will remember. A new password must be entered using lower case. Minimum of 6 characters. One character must be numeric. Do not use your userid for your password. Verify New Password: Enter your new password again. Click O.K. to save your new password Changing your Password Enter a new password

37. Click on the Address Tab There are 5 Addresses to set in your desktop: 1. Contracting Officer (Use your local procurement office Address) 2. Invoice: (Use your local procurement office Address) 3. Issuing Office: (Use your local procurement office Address) 4. Requesting Office: (Use your office Address) 5. Shipping: (Delivery Address – Select the Address you use for shipping goods and services to your office) Setting Address Preferences

38. To set your first Address, Click on the Address Type drop down box and select Contracting Officer. Click on the Add button User preferences & set up

39. Search By Criteria Your screen should look similar to the one on the right. Click on the “Code” radio button under Search by, then enter the Office Code you are searching for (Contracting Officer) in the Search Criteria box. Click on the Search Button. Use the scroll bar to view the results on your window. Highlight the address and individual you wish to select. If you wish to select an Address without a persons name, look for Address line that is blank without a persons name. Click on the Select Button. Search By – Office Code User preferences & set up

40. You have now selected the office that will appear on your Purchase request as the Contracting Officer. You may select another office by clicking on Delete and reselecting another location. Click on the Address Type drop down box and select Invoice Address. Follow the same process to search for and select the address for the Invoice Address. Continue selecting from the Address Type drop down box until all five addresses have been selected. Click the OK button to save your preferences. Completing the Selections Return to DOI Learn Take assessment Print certificate