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IAMS Frequently Asked Questions

Interdivisional Authorization Management System (IAMS)
Frequently Asked Questions (FAQ)
January 1, 2014                                                                                     
                                                                                     
This FAQ is consists of two sections: Section 1 contains questions and answers specific to use of the IAMS application, and Section 2 contains questions and answers related to the Interdivisional Authorization business process.

Section 1: Application (Tool)-Specific

1. What is IAMS?
2. Who is responsible for IAMS?
3. Where is IAMS hosted?
4. Do I need special authorization to access IAMS?
5. How do I access IAMS?
6. Do I have to use IAMS?
7. How do I log in to IAMS? Which credentials should I use?

8. Is there a Glossary of terms for the Interdivisional Authorization (IA) process and/or application?
9. What will I See when I log in to IAMS?
10. When I click on "My IA Assignments", why do I see nothing under "My Assignments"?
11. What are the "roles" for user of the IAMS application?
12. What is a Technology Control Plan (TCP)?
13. What actions may a JPL Principal Investigator (JPI) perform in the IAMS application?
14. What actions may a Campus Principal Investigator (CPI) perform in the IAMS application?
15. What actions do the JPL Import/Export Control Office (I/ECO) perform in the IAMS application?
16. What actions does Campus Export Control (CEC) perform in the IAMS application?
17. What actions does the Campus Office of Sponsored Research (OSR) perform in the IAMS application?
18. What actions does JPL Financial Accounting (FA) perform in the IAMS application?
19. How do I initiate a new request for the Interdivisional Authorization?
20. Why do I [a JPL Principal Investigator (JPI)] not see the name of the Caltech Principal Investigator (CPI) needed for my task in the pick list?
21. How will the Caltech Principal Investigator (CPI) know that I have submitted a request?
22. How do I obtain a Task Order number?
23. What functionality is available once I open a specific Interdivisional Authorization (IA)?
24. Can I add attachments to an IA Request?
25. How do I upload an attachment?
26. Can I view an attachment after it's been uploaded?
27. Can I enter more than on Foreign Person in an IA Request?
28. How will I know when there's a pending action assigned to me on an Active IA?
29. What is the difference between the "Save," "Save and Continue," and "Save and Close" buttons?
30. What happens when I click "Submit"?
31. How do I log out of the IAMS application?
32. Is there Help documentation available for IAMS?
33. What do I do if the IAMS applicatio malfunctions while I'm working on it or if I need additional assistance using the tool?

Section 2: Interdivisional Authorization Business Process

1. What is an Interdivisional Authorization (IA)?
2. Are there different types of Interdivisional Authorizations (IAs)?
3. Can both Research and Service Interdivisional Authorizations (IAs) be processed through the IAMS application?
4. What is different about the new Interdivisional Authorizatio (IA) Management System (IAMS)?
5. Who sponsors IAMS?
6. Is there a Glossary of terms for the Interdivisional Authorization (IA) process?
7. Who initiates an IA Reqest? (i.e. How to Start an IA Process)
8. What are the high-level steps in the IA process?
9. What is the role of the JPL Import/Export Control Office?
10. What is the rold of the Caltech Export Compliance Office?
11. What happens if the Research IA task is determined to have JPL export-controlled contribution?
12. What happens if both JPL and Campus agree that it will be necessary for Campus to have access to technicial data, hardware, software or defense services that are export controlled?
13. What if the Caltech CPI disagrees with the Vice Provost's determination that a particular Research task should not be conducted at Campus?
14. What is a Period of Performance?
15. What happens when an existing IA reaches the end of its current funding period?
16. What happens if there is a scope change to an existing IA?
17. What if I cannot understand what information is being requested in a particular IAMS field?
18. May any of the roles in IAMS be delegated? What happens when personnel are on travel or without electronic access?
19. Does the IAMS application replace the requirement for submission of an Interdivisional Authorization Procurement Requisition into the JPL Oracle System?
20. I am collaborating with Campus as a Co-Investigator on a task. Funds are to be sent to JPL from Campus. Do I need to propose my work though IAMS?
21. I have never submitted an Interdivisional Authorization (IA). Where do I go for help?
22. What do I do if I am responding to an Announcement of Opportunity (AO)?
23. How are IPAC (Infrared Processing and Analysis Center) Interdivisional Authorizations (IAs) handled?
24. What are the key factors that determine whether an IPAC IA will be a "Research IA"?

1. Q:    What is IAMS?
A:     IAMS is an acronym for Interdivisional Authorization Management System. It is an electronic application for the initiation and review of a collaborative research effort between JPL and Campus that will be funded by an Interdivisional Authorization (IA).  Access IAMS at  
https://iams.ext.jpl.net.

2. Q:    Who is responsible for IAMS?
A:     The JPL Office of the Chief Information Officer (OCIO) is responsible for the development  and operation of the IAMS application.

3. Q:    Where is IAMS hosted?
A:     IAMS is hosted at JPL, within the Collaboration Hosting Platform (CHPS), and delivered through the JPL Extranet (Partnerspace) so that users from Campus may access it.

4. Q:    Do I need special authorization to access IAMS?
A:     No, anyone with a JPL or Caltech username and password may access the application.

5. Q:    How do I access IAMS?
A:     While connected to the JPL or Campus networks (either onsite or via Remote Access, such as VPN or JPL BrowserRAS), point any institutionally supported Web browser to https://iams.ext.jpl.net. IAMS cannot be used via a cell phone.

6. Q:    Do I have to use IAMS?
A:     Yes, funds cannot be transferred from JPL to Caltech and task work may not begin until the IA is fully approved through IAMS.

7. Q:    How do I log in to IAMS? Which credentials should I use?
A:     If you are logging in from the JPL network, regardless of your computer’s operating system (OS), choose JPL Authentication and when prompted enter your JPL username and password. If you are
logging in from the Campus network, choose CalTech Authentication and when prompted enter your Campus access.caltech username and password.

8. Q:    Is there a Glossary of terms for the Interdivisional Authorization (IA) process and/or application?
A:     Throughout the IAMS application you will see terms and phrases displayed in bold blue text. Mouse over the text and a definition will display.

9. Q:    What will I see when I log in to IAMS?
A:     You will land on the Home page and should see a set of tabs allowing you to access lists of Interdivisional Authorizations (IAs) that are in various states within the workflow. They are available in the following groupings: New IA Request, My Assignments, My Completed
Assignments, and My IA Requests. Each list displays as a sortable, paginated table. There is also atab to view Metrics. Use of the application is role based; depending on a user’s role, some views
may not be available.

10. Q:    When I click “My IA Assignments, why do I see nothing under “My Assignments”?
A:     A given user will see only items listed for which s/he is an actor and has a pending action.

11. Q:    What are the “roles” for users of the IAMS application?
A:     Users of the IAMS application are placed in one or more of the following roles. Placement in a role determines which features of the application one may access and use:
•   JPL Principal Investigator (JPI)
•   Campus Principal Investigator (CPI)
•   (JPL) Office of Export Control (I/ECO)
•   Campus Export Control (CEC)
•   Financial Accounting (FA)
•   Office of Sponsored Research (OSR)

12. Q:    What is a Technology Control Plan (TCP)?
A:     A Technology Control Plan describes what methods of physical access and control the host organization, such as JPL, will use locally to prevent inadvertent access to or exposure of export-controlled information to any unauthorized person or persons.

13. Q:    What actions may a JPL Principal Investigator (JPI) perform in the IAMS application?
A:     A JPI may do the following:
•   Prepare or Revise Task Request
•   Accept Proposal
•   Reinitiate IA
•   Withdraw Proposal
•   Approve SOW with Export Control
•   Return the SOW to Caltech Principal Investigator (CPI) to resolve Export Control
•   Reject Task Request Resolve Export Control
•   Withdraw Export Controlled Statement of Work (SOW)
•   Modify Scope
•   Terminate IA
•   Declare IA Task Complete
•   Request Period of Performance (POP) Extension

14. Q:    What actions may a Campus Principal Investigator (CPI) perform in the IAMS application?
A:    A CPI may do the following:
•   Prepare or Revise Proposal
•   Accept TCP
•   Reject TCP and Withdraw IA
•   Enter Foreign Person Info


15. Q:    What actions do the JPL import/Export Control Office (I/ECO) perform in the IAMS application?
A:     The I/ECO makes an Export Control determination by doing the following:
•   Assign the I/ECO Reviewer
•   Record whether the SOW is (or is not) Export Controlled


16. Q:    What actions does Campus Export Control (CEC) perform in the IAMS application?
A:     Campus Export Control obtains Provost approval/rejection of the proposal, generates a License and receives notification of approval by doing the following:
•   Assign the CEC Reviewer
•   Declare IA Task is (or is not) Export Controlled
•   Record Provost Approval of SOW
•   Withdraw IA per Provost Rejection of SOW
•   Record CEC Approval of SOW
•   Withdraw IA per CEC Rejection of SOW
•   Record License or Exemption Number

17. Q:    What actions does the Campus Office of Sponsored Research (OSR) perform in the IAMS application?
A:     The OSR completes the review for compliance by doing the following:
•   Assign the OSR Reviewer
•   Approve Proposal per OSR Standards
•   Reject Proposal and return to CPI
•   Receive IA Order

18. Q:    What actions does JPL Financial Accounting (FA) perform in the IAMS application?
A:     The OSR completes the review for compliance by doing the following:
•   Approve Proposal per FA Standards
•   Reject Proposal and return to OSR
•   Release IA Order per FA Standards
•   Close out IA Order
•   Update IA Period of Performance (POP)
•   Upload Updated Financial Attachments

19. Q:    How do I initiate a new request for Interdivisional Authorization?
A:     The JPI logs in at https://iams.ext.jpl.net and from the Home screen click Submit New Request for Interdivisional Authorization. All fields in the 5-page form are required. Use the buttons at the bottom of each screen to proceed through the form. A green check mark will display in the Page navigation (top of screen) as you complete each page. All five pages must be completed before the form can be submitted.

20. Q:    Why do I [a JPL Principal Investigator (JPI)] not see the name of the Caltech Principal Investigator (CPI) needed for my task in the pick list?
A:     To appear in the pick list the CPI must be a registered user of the IAMS application. Ask the CPI to go to https://iams.ext.jpl.net and authenticate into the application. When the CPI has logged in
successfully, call the JPL Unified Service Desk [818-354-HELP (818-354-4357)] and explain that you need a Caltech person “registered” in the IAMS application. Refer to the procedure “IAMS Find
Caltech PI.” The HELP Desk will open a support ticket and escalate it to the Operations team, who will follow through to ensure the CPI is registered in the application. You may then log back in, select the CPI’s name from the dropdown menu, and click Select User. The user’s phone number and e-mail address will automatically populate.

21. Q:    How will the Caltech Principal Investigator (CPI) know that I have submitted a request?
A:     The IAMS application will send an auto-generated email notification to the CPI containing a link and instructions for how the CPI may enter the workflow and complete the proposal.


22. Q:    How do I obtain a Task Order number?
A:     Contact your business administrative support.


23. Q:    What functionality is available once I open a specific Interdivisional Authorization (IA)?
A:     Depending on the role, a user may do some or all of the following:
•   Add attachment
•   View attachment
•   Save Draft / Changes
•   Submit Input Sheet
•   View IA Research Proposal Template
•   View IA Award Details Template
•   View IA TCP Template
•   View Foreign Person Information Template
•   View PDF Files Template
•   View IA Task Requests Template
•   View IA Award Modification Information Summary Template
•   View Export Control Determination Template

24. Q:    Can I add attachments to an IA Request?
A:     Yes. In fact, the CPI is required to upload PDFs of specific items. In the Prepare or Revise Proposal screen, you will see buttons to upload a Statement of Work (SOW), Division Authorization Form, Detailed Budget Breakdown, and Budget Justification. Your work within the IAMS application will be quicker and easier if you have the needed documents ready in advance.

25. Q:    How do I upload an attachment?
A:     Click the Upload button. A Browse window will display. Select the document that you wish to upload from your local system.


26. Q:    Can I view an attachment after it’s been uploaded?
A:     Yes. Click View Attachment for the attachment you wish to see.


27. Q:    Can I enter more than one Foreign Person in an IA Request?
A:     Yes. In the Enter Foreign Person Information screen of the IAMS application, after entering the required information for the first Foreign Person, click Add Foreign Person and enter the required information for the next Foreign Person. Continue in this way until all Foreign Persons have been entered.

28. Q:    How will I know when there’s a pending action assigned to me on an Active IA?
A:     The IAMS application generates e-mail notifications as an IA moves through the workflow. The notifications include hyperlinks to make it easy for a user to go to the application and locate the IA that requires their attention.

29. Q:    What is the difference between the “Save,” “Save and Continue,” and “Save and Close” buttons?
A:     The Save button saves your work in progress and keeps you on the same screen. The Save and Continue button saves your work in progress and advances you to the next step (screen) in the workflow. You may also exit the application and return later, knowing that your previous inputs were not lost. The Save and Close button saves your work in progress and closes the application.

30. Q:    What happens when I click “Submit”?
A:     Clicking the Submit button advances the IA in the workflow and may change its State condition. You should click Submit only when you are confident all requested information has been adequately provided and you are ready for the IA to advance to the next actor in the workflow.

31. Q:    How do I log out of the IAMS application?
A:     If you are in the middle of working on an IA Request, use the Save and Close button to close the form. You will be returned to a screen that displays your name as a clickable link in the upper right. Click your name and select Sign Out from the drop-down menu.

32. Q:    Is there Help documentation available for IAMS?
A:     Yes, from the IAMS Home page click Help Resources to access the “Quick Start Users Guide.”

33. Q:    What do I do if the IAMS application malfunctions while I'm working on it or if I need additional assistance using the tool?
A:     If you are at JPL, contact the LMIT Unified Service Desk at 4-HELP (818-354-4357) or submit an online support request at
http://jplit-lm.jpl.nasa.gov/FormsE/f_RC.setIF.asp. If you are at
Campus, submit a support request to help@caltech.edu or call the IMSS Help Desk at 626-395-3500 during normal business hours.

Section 2: Interdivisional Authorization Business Process

1. Q:    What is an Interdivisional Authorization (IA)?
A:     An Interdivisional Authorization (IA) is an accounting vehicle by which JPL provides funds to Caltech (Campus) to cover the costs of activities carried out by Campus in collaboration with JPL under the NASA Prime Contract.

2. Q:    Are there different types of Interdivisional Authorizations (IAs)?
A:     Research IAs are issued to Campus to support research activities carried out under the direction of a Caltech faculty member, or other individuals approved as a PI by the Vice Provost for Research.

Service IAs are issued to Campus to support services or work for JPL that generally do not involve direct research activity or direct administrative support to a research activity, and is not carried out under the direction of a Caltech faculty member or other individual approved as a PI by the Vice Provost for Research.

3. Q:    Can both Research and Service Interdivisional Authorizations (IAs) be processed through the IAMS application?
A:     No, the IAMS application is designed to process only Research IAs at this time. For further information on processing Service IAs, contact Pat Spray, JPL Financial Accounting, at 818-393-3096 or Patricia.A.Spray@jpl.nasa.gov.

4. Q:    What is different about the new Interdivisional Authorization (IA) Management System (IAMS)?
A:     There is now a single, uniform process for handling all proposals and awards for Research IAs. The intent is for all Research IAs to be submitted and reviewed in the same way and with the same criteria. This process has been conducted between JPL and Campus manually and is now moving to an electronic process.

5. Q:    Who sponsors IAMS?
A:     IAMS is sponsored jointly by the JPL Office of Special Projects and the Caltech Office of Sponsored Research.

6. Q:    Is there a Glossary of terms for the Interdivisional Authorization (IA) process?
A:     Throughout the IAMS Web application you will see terms and phrases displayed in bold blue text. Mouse over the text and a definition will display.

7. Q:    Who initiates an IA Request? (i.e. How to Start an IA Process)
A:     IAMS begins with the JPL Principal Investigator (JPI) initiating a request for a proposal from a Caltech Principal Investigator (CPI). The Caltech CPI then responds with a statement of work (SOW), budget, and answers to several questions about the research effort. It is important to provide as much detail on questions as possible in order to avoid delays in the process.

The review process continues with the involvement of the JPL Import/Export Control Office (I/ECO) and the Campus Export Compliance Office (CEC). Depending on the outcome of their reviews, the IAMS process concludes with the issuance of an IA by JPL Financial Accounting (FA) and its acceptance by Campus Office of Sponsored Research (OSR).


8. Q:    What are the high-level steps in the IA process?
A:
(1) JPL Principal Investigator (JPI) initiates request.
(2) Caltech PI (CPI) inputs details.
(3) JPL (I/ECO) and Caltech (CEC) Export Control Review
(4) Caltech Office of Sponsored Research (OSR) Review
(5) JPL Financial Accounting (FA) Funds Transfer (work may begin)
(6) JPL PI (JPI) declares task complete


9. Q:    What is the role of the JPL Import/Export Control Office?
A:     JPL’s Import/Export Control Office (I/ECO) reviews Research IAs to determine whether there is any JPL export-controlled contribution to the task.

10. Q:    What is the role of the Caltech Export Compliance Office?
A:     Caltech’s Export Compliance Office (CEC) reviews Research IAs for Campus export control issues and is responsible for advising the Office of the Provost about the implications of accepting an export controlled task and for obtaining approval. CEC will also prepare technology control plans and obtain export licenses and/or exemptions as necessary.

11. Q:    What happens if the Research IA task is determined to have JPL export-controlled contribution?
A:     The JPI and CPI determine whether the research task could be modified to remove the portion that has been determined to be export controlled. If so, the task may be resubmitted and reviewed without that portion. If the JPL export-controlled contribution is essential to the task and cannot be removed, it is then the decision of the Campus Vice Provost of Research whether or not to approve the IA.

12. Q:    What happens if both JPL and Campus agree that it will be necessary for Campus to have access to technical data, hardware, software or defense services that are export controlled?
A:     The proposed research task will be reviewed by Campus’s CEC and submitted to the Vice Provost who will determine whether or not the task should be carried out at Campus. The CPI will be required to take special precautions to safeguard the export-controlled material. The export-controlled nature of the IA will be clearly documented in the IAMS application.

13. Q:    What if the Caltech CPI disagrees with the Vice Provost's determination that a particular Research task should not be conducted at Campus?
A:     The CEC will assist the CPI with finding a means to facilitate the approval process in a manner that is consistent with the export control regulations.

14. Q:    What is a Period of Performance?
A:     IAs must include a Period of Performance identifying the time period during which the full scope of work on the project will be carried out. The practice of defining the Period of Performance as the “budget period” (i.e., limiting it to the period covered by the funding already
awarded to the Campus) has been discontinued.

15. Q:    What happens when an existing IA reaches the end of its current funding period?
A:     When an existing IA reaches the end of its current funding period and the work is going to continue, the IA will expire and a new IA will be issued, except as noted below.

The creation of a new IA will not be required if:
•   The scope of work does not change; and
•   The JPL Project/Task Number or Burden Activity Number that funds the IA does not change.

For IAs that meet the criteria specified above, JPL will issue an amendment to the existing IA that will carry through the end of the proposal required Period of Performance, or only to the end of
the current JPL Prime Contract.

16. Q:    What happens if there is a scope change to an existing IA?
A:     If there is a change in scope to an existing IA, the existing IA will expire and a new IA will be issued.

17. Q:    What if I cannot understand what information is being requested in a particular IAMS field?
A:     If you are at JPL, contact Pat Spray, Financial Accounting, at 818-393-3096 or Patricia.A.Spray@jpl.nasa.gov; for export compliance issues, please contact Govind Deshpande at 818-393-2703 or Govind.K.Deshpande@jpl.nasa.gov. If you are at Campus, for administrative questions contact Mary Gibson, Office of Sponsored Research, at 626-395-2494 or mary.gibson@caltech.edu; for export compliance issues, please contact Adilia Koch, at 626-395-4469 or adilia.koch@caltech.edu.

18. Q:    May any of the roles in IAMS be delegated? What happens when personnel are on travel or without electronic access?
A:     No. As with other research proposal submittals, roles cannot be delegated at this time. However, your JPL business organization or Campus grant manager will have access to certain portions of the process.

19. Q:    Does the IAMS application replace the requirement for submission of an Interdivisional Authorization Procurement Requisition into the JPL Oracle system?
A:     No. Once the IA is approved in IAMS, an Interdivisional Authorization accounting procurement requisition is still required prior to any Campus work commencing.

20. Q:    I am collaborating with Campus as a Co-Investigator on a task. Funds are to be sent to JPL from Campus. Do I need to propose my work through IAMS?
A:     No. IAMS is only used to for Interdivisional Authorizations (IAs). See definition at beginning of FAQs.

21. Q:    I have never submitted an Interdivisional Authorization (IA). Where do I go for help?
A:     Please contact Pat Spray, JPL Financial Accounting, at 818-393-3096 or Patricia.A.Spray@jpl.nasa.gov.

22. Q:    What do I do if I am responding to an Announcement of Opportunity (AO)?
A:     Announcements of Opportunity are not awarded proposals and are deadline driven. Do not use the IAMS application for AOs! If you are at JPL, please contact Pat Spray, JPL Financial Accounting,
818-393-3096 or Patricia.A.Spray@jpl.nasa.gov for direction. If you are at Campus, please contact Mary Gibson, Office of Sponsored Research, 626-395-2494 or mary.gibson@caltech.edu for information.


23. Q:    How are IPAC (Infrared Processing and Analysis Center) Interdivisional Authorizations (IAs) handled?
A:     Formerly all IPAC IAs were processed as “Service,” although most were categorized as “Research” in the Campus financial system. After a careful review of all of the IPAC IAs, Campus has determined that only a small fraction of them fall within the definition of “Service.” (See
definitions above.)

24. Q:    What are the key factors that determine whether an IPAC IA will be a “Research IA”?
A:     New IPAC IAs are presumed to be “Research” unless, as part of the proposal review process, the Office of Sponsored Research (OSR) determines that the project/task is more appropriately classified as “Service.” The new IA will include a proposed statement of work that will be reviewed by JPL's Interdivisional/Office of Export Compliance (I/OEC) to determine if there is a JPL export-controlled contribution associated with the project.