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Foundational Access

iAMT (iFAMS Access Management Team)

[Insert Date]
Process Guide & Training Manual
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📋 Agenda & Table of Contents

1. Team Overview

iAMT scope and responsibilities

2. Access Ticket Creation (IAXS)

Categories and best practices

3. IAM Toolkit

Identity Management system

4. ASOS Overview

Tier 2 support structure

5. Accessing iFAMS

SSO and PIV exemption processes

6. User Access Management

Viewing and managing user permissions

7. Account Reactivation

Reactivation procedures and requirements

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👥 iAMT Team Overview

Our Mission

iAMT (iFAMS Access Management Team) manages iFAMS and Power BI access related to iFAMS exclusively.

✅ What We DO Handle

  • ✓
    All iFAMS access work for Tier 1
  • ✓
    Power BI access related to iFAMS
  • ✓
    User account provisioning in iFAMS
  • ✓
    Account reactivations
  • ✓
    Role modifications and updates

❌ What We DON'T Handle

  • ✗
    IAM or external systems
  • ✗
    Sandbox and Preprod access
  • ✗
    iFAMS IPPS access requests
  • ✗
    FMS access requests

🎯 Key Point

For requests outside our scope, redirect to appropriate teams with proper contact information.

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🔄 Redirecting Out-of-Scope Requests

Sandbox and Preprod Access

Not managed by our service desk or provisioned through IAM.

📧 Send requests to: [Insert Link]

iFAMS IPPS Access

Frequently confused with iFAMS due to similar labeling.

🎫 Action: Transfer tickets to Support@Station in CRM
📞 For assistance: Station Support Department [Insert Link]

FMS Access

Completely separate system from iFAMS.

📧 Direct requests to: [Insert Contact Info]
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🎫 Access Ticket Creation (IAXS)

Ticket Categories

NEW

Users without iFAMS/Power BI access

MODIFY

Updates to existing accounts & roles

REMOVE

Remove access in iFAMS

REACTIVATION

Reactivate user access

⚠️ Service Item Notes Guidelines

  • Visibility: Notes are visible to both customer and AMT CSR
  • Professionalism: Maintain high standards in documentation
  • Completeness: Gather all necessary information during initial contact
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📝 Essential Information to Gather

Basic User Information

  • Name and email of person needing access
  • Supervisor name and email
  • For Benefits Dept: Director's name and email (separate from supervisor)

For New Users - Specify Access Type

  • View Only: Ability to view iFAMS transactions or queries
  • Create/Correct: Ability to create/correct iFAMS transactions
  • Approve: Ability to approve iFAMS transactions

Mirroring Access

  • Indicate if access is mirroring another user
  • Include the mirrored user's email address

Error Documentation

  • Include exact error message
  • Provide the document number
  • Attach screenshots from customer or capture during screen sharing
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⭐ Ticket Management Best Practices

📞 During Customer Contact

  • ✓
    Gather complete information during initial call/chat
  • ✓
    Attach all relevant details and screenshots
  • ✓
    Ensure CRM notes are clear, concise, and professional

🔄 Escalation Process

  • ✓
    GMU inquiries: Transfer to iFAMS@Station
  • ✓
    If uncertain: Consult CSR Questions and Escalations room in MS Teams
  • ✓
    Active assistance needed: Transfer to iFAMS@Station or create new IAXS ticket

💡 Pro Tip

Thorough documentation helps iAMT CSRs research efficiently and reduces back-and-forth communication.

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🔧 IAM (Identity Management Toolkit)

What is IAM?

IAM (Identity Management Toolkit version 3.1.3.5 [1.5] IAM Provisioning Blue) is the primary tool used to provision users for access in iFAMS.

🔗 Access Link: [Insert Link]

🔍 Researching in IAM

User Directory Search

Research is conducted using the User Directory in IAM

  • Search by va.gov email
  • Search by SEC ID
  • Search by name (last, first)

Search Tips

  • Wildcards: Use * after email or last name, first initial
  • Capitalization: Capitalization matters!
  • Alternative: If other methods fail, search by SEC ID
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📊 IAM Status Options & Filtering

🎯 iFAMS Filter

Use the drop-down menu to select iFAMS to filter out other unsupported applications.

PENDING

No iFAMS access yet

COMPLETED

Check Account History

PENDING REMOVAL

Access being removed

🕐 Pending Status

  • User will not have access in iFAMS yet
  • Click iFAMS hyperlink (blue) to view approval status
  • iFAMS Approver is ASOS

✅ Completed Status

  • Check Account History at bottom of IAM
  • Find the required role
  • Ensure 48 hours have passed since completion
  • Power BI: Can take up to 3 business days

🔍 Verification

Once provisioned, everything in IAM will show under: System Administrator > Security > Principals in iFAMS

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🏢 ASOS (Accounting System Oversight Support Section)

ASOS Role & Responsibilities

ASOS functions as Tier 2 in the iFAMS Service Desk roles and responsibilities.

Technical Support

Provides mid-level technical support for iFAMS customer inquiries about user access management and reference table maintenance.

Collaboration

Works with and supports the Access Management team to ensure user access aligns with regulations and people are activated promptly.

Compliance & Reporting

Runs reports to ensure separation of duties requirements are enforced and customer access is accurately reflected in IAM.

Provisioning Management

Handles all provisioning in IAM, including updates when new security organizations are added or existing users require adjustments.

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🔐 How to Access iFAMS

Single Sign-On (SSO) Requirements

iFAMS requires Single Sign-On (SSO) access.

🔑 User Requirements

  • Have SSOI/SSOE under application accounts, OR
  • Confirm successful login to other VA applications using PIV badge

✅ Verification Process

  • Check individual's Application Accounts in IAM User Directory
  • If SSO is missing: Ensure setup during onboarding
  • Otherwise: Customer must create yourIT ticket for access

🆔 PIV Exemption Access

What is a PIV Exemption? Granted by IT for users unable to use a PIV badge.

Login Steps with PIV Exemption:

  1. When prompted, click "View Other Sign-in Options" on the login screen
  2. Select "Sign in with Windows Authentication" to proceed
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👁️ Viewing User Access in iFAMS

📍 Navigation Path

System Administration > Security > Principals

View iFAMS access details for specific users. Initial screen displays Active/Inactive Status.

Access User Details

  1. Select the radio button next to the user's name
  2. Click Open to access the User tab

🔍 Key Fields on User Tab

  • 1
    Default Sec Org: Auto-populates if blank during document creation
  • 2
    Active Flag: User account activity status
  • 3
    Contracting Officer Flag: Identifies CO access
  • 4
    Business Analytics User Flag: Critical for Power BI data population
  • 5
    Activation Date: Account activation date
  • 6
    Email Address: User's email address
  • 7
    External User ID: Must match SEC ID in IAM
  • 8
    FPDS User ID: Relevant only for contracting individuals

⚠️ Critical Points

  • Business Analytics Flag: If unchecked, data will NOT populate in Power BI
  • External User ID: If mismatched with SEC ID, user cannot log in
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🔄 Reactivation of iFAMS Account

📋 Reactivation Process

Requests are routed to the iAMT CRM Workbasket: iFAMS@Station

Same-Day Login Requirement

Critical: Once reactivated, the user must log into iFAMS the same day to prevent the system from marking the account inactive again overnight.

Verify IAM Roles

If user is Inactive and requesting reactivation:

  • Check IAM to confirm the individual has Completed iFAMS
  • If not completed, submit new requests before they can gain access

Maintaining Active Status

To avoid future deactivation, users should:

  • Regularly log in to iFAMS via the iFAMS Gateway Site
  • Click the iFAMS Momentum Financials link to ensure account remains active

⏰ 90-Day Rule

Important: Users who have not logged into iFAMS for 90 days will be deactivated and will need to enter a ticket via the iFAMS Customer Self Service Portal to be reactivated.

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📚 Quick Reference Guide

🎫 Ticket Types

  • N
    NEW: No existing access
  • M
    MODIFY: Update existing roles
  • R
    REMOVE: Remove access
  • A
    REACTIVATION: Restore access

⏱️ Processing Times

  • ⚡
    Standard iFAMS: 48 hours
  • 📊
    Power BI: Up to 3 business days

🔍 IAM Search Methods

  • @
    va.gov email address
  • #
    SEC ID number
  • 👤
    Name (last, first)
  • *
    Use wildcards for better results

📍 Key Navigation

  • 🔒
    System Admin > Security > Principals
  • 📧
    Route to: iFAMS@Station
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📞 Contact Information & Resources

iAMT Team

📧 Email: iFAMS@Station
🎫 Workbasket: iFAMS@Station CRM Workbasket

Escalation Support

💬 MS Teams: CSR Questions and Escalations room
📋 For uncertainties: Consult team before proceeding

Out-of-Scope Requests

🔧 Sandbox/Preprod: [Insert Link]
🏢 Station Support: Support@Station
💼 FMS Access: [Insert Contact Info]

IAM Access

🔗 IAM Portal: [Insert Link]
🆔 yourIT Tickets: For SSO access issues
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❓ Questions?

Thank you for your attention!

📧 For additional questions or clarifications:

  • Contact your supervisor
  • Reach out to the iAMT team at iFAMS@Station
  • Use the CSR Questions and Escalations room in MS Teams