1.    How does a user log into FBMS?

The user can access FBMS at https://www.fbms.doi.net/irj/portal/anonymous?guest_user=Anon_DOI and log in with  their active directory username and password.

2.    How can a user contact FBMS Helpdesk or submit a helpdesk ticket?

  • The user can submit a helpdesk ticket request by email to FBMS_Helpdesk@ios.doi.gov. When using an email to submit a remedy ticket, the Subject of the email becomes the Summary of the problem. The contents of the email become the detailed Notes. Attachments are included with the ticket.
  • The user can also submit a REMEDY ticket through FBMS. From the FBMS HOME screen, click on the Help Desk tab and then "Submit/Fetch Remedy Incident." The BMC Service Request Management window will open. Click on the "FBMS Navigational Category" icon in the main window. The DOI incident box will appear. Click it to continue. Answer the questions, add attachments and click "Submit."
  • The third way to submit a ticket is to call the IBC REMEDY Helpdesk at 888-367-1622. If the user has attachments, they will have to email them to the Helpdesk.

    Please include a brief description of the problem, if reporting problems in PRISM please provide the Award number and version and a complete text of the error. If possible, provide a screenshot.

3.    Where can a user generate reports in FBMS?

Users may generate reports through the Business Objects (BOBJ) Analysis for OLAP by clicking on the top navigation tab labeled “EMIS.”

BOBJ User Guides are available at https://inside.fws.gov/index.cfm/go/post/FBMS-Reporting_BOBJ-User-Guides.

4.    What is the Legacy Number of an award and what is it used for?

The Legacy Number is used to track the history of the award prior to its conversion in FBMS.

5.    Why does the Legacy Number on the award look like an FBMS award number?

Some Regions (R3 and R4 in particular) used Legacy Numbers that look like FBMS award numbers leading users to think the Legacy Number is the new converted award number when looking at the crosswalk. Even if the Legacy Number looks like a new award number, it is never the converted award number. The converted award number is found on the grant record in PRISM located on the Main > Additional Information page in the Legacy Document Number field.

6.    Will FBMS require the user to enter a CFDA program number when creating an award?

Yes, the user must enter a valid FWS CFDA program number when creating an award in PRISM and on the FAADS/Plus report within PRISM. The CFDA program number enables tracking and reporting of grant funds in accordance with Federal Regulation.

For additional information on entering the CFDA program number on the award, refer to Step 4 of the Systems Branch User Guides – FAADS/Plus Data Entry in PRISM.

7.    How can an award get obligated through the Grants Agreement Officer (AGO) in PRISM?

The user must route the award to the AGO in PRISM for REVIEW. Do not send it for APPROVAL because that would require the AGO to sign on using a different user ID and password. After the user sends the award for review, the AGO must release the award to trigger the obligation in SAP.

8.   
What if a vendor is not found in PRISM?

The user should check the vendor record in SAP to ensure the vendor is marked as a Grants vendor. For guidance, refer to Systems Branch User Guides – How to Look Up a Vendor in FBMS for Users with Financial Assistance Role and Establishing an Intended Recipient’s Payment Method before Obligation Funds for a New Grant or Cooperative Award in FBMS.

9.    What if the vendor name does not appear on the award Main > General page in PRISM even though the vendor code has been selected for the award?

On the Main > General page in PRISM, remove the vendor code from the field. Navigate to another page in PRISM to save the General page without a recipient code. Then return to the Main > General page, click the search box next to the recipient and select the code again. This should bring in the name of the recipient.

10.  How come the synopsis did not post to Grants.gov?

Check the synopsis to see if it has been transmitted. In PRISM, search for the funding opportunity and display it. Then go to Synopsis > Grants.gov. Check for a submission date and time. If a date and time is not displayed, the user has not yet posted the synopsis. Scroll to the bottom of the synopsis and click Continue. The user will receive a message that the synopsis is ready to transmit to grants.gov. Select Yes, then Transmit Now.

The use of special characters in the Grants.gov synopsis will prevent the announcement from posting to Grants.gov. Special characters that cannot be used include: ampersand, apostrophes, dashes, percent/pound sign, and quotation marks, among others (example: &,–,*, %,/,#).

If the user does not enter an Archive Date on the synopsis, it will not post to Grants.gov.

If the user attempted to post to Grants.gov but used special characters or did not have an archive date, they will need to submit a helpdesk ticket to have the synopsis posted.

For additional information on funding opportunities/synopsis, refer to Systems Branch User Guides – How to Create and Post a Funding Opportunity and Synopsis.

11.  What if the menu options in PRISM do not have an option to modify or close an award?

In order to modify or close an award, the user must be the document owner or the document owner must share the document with them allowing them full access to modify or closed.

12.  What if a user receives a warning message in PRISM for the Treasury Account Symbol (TAS), “Item: 00002 Treasury Account Symbol is required to Ship To ID 1 – Account ID 1”?

Converted awards in PRISM do not have accounting data listed in the award and cannot reference a TAS code. This should be a warning message and the user does not need to correct this in order to release the award. If this is not a converted award, then the user should contact the FBMS Helpdesk.

The TAS code will need to be entered on the FAADS/Plus in PRISM by selecting the Override Predominant Treasury Account Symbol (field 34a) and entering the TAS code in the fields

For additional information on entering the CFDA program number on the award, refer to Step 23 of the Systems Branch User Guides – FAADS/Plus Data Entry in PRISM.

13.  What if a user receives an error message in PRISM when attempting to release an award, “The following error(s) was received from Finance. Document is disapproved. Award Disapproved by Finance. See errors below: No instance of object type Purchase Order has been created. External reference: Posting period 008 2012 is not open”?

The user must change the award date to be within the open accounting period. For example, if the account period is 008 2012 (May 2012), the award date must be within the month of May. The award date cannot be for the previous or subsequent month.

If the user changes the award date after completing the FAADS/Plus in PRISM, the user will need to update the Obligation/Action Date (field 21) in FAADS/Plus to match the award date. For additional information on completing the Obligation/Action Date in FAADS/Plus, refer to Step 16 of the Systems Branch User Guides – FAADS/Plus Data Entry in PRISM.

14.  What are the steps to deobligate converted lines on an award?

To deobligate converted lines on an award, the user must have the FA_OBL role. Follow the instructions on the Systems Branch User Guides – Deobligating Converted Lines and Modifying PRISM.

15.  What Project Type should be used for Financial Assistance (Grants/Cooperative Agreements) in the WBS?

The project type in the WBS should be FG for financial assistance agreements. All financial assistance agreements are to be FG unless using FA, FM (safety margins) or FR (financial assistance agreements funded with Reimbursables).

Exception: On a case by case basis, there may be considerable efficiencies in not establishing a separate WBS for a financial assistance agreement. For example, for Contributed Funds that are tracked by project, it allows collections and spending to occur on the same WBS.

For additional information on establishing a WBS, refer to the Tips on Establishing a WBS for a Grant/Cooperative Agreement.

If a correction to the WBS is needed, the lines will need to be deobligated and reobligated using the correct WBS.

16. 
How does a recipient return funds overdrawn in ASAP?

The recipient may: 

  • Option 1: Enter an ACH return in ASAP within 32 days of original payment if ACH Debits are allowed against the recipient’s bank account; or
  • Option 2: Have their financial institution return the payment to ASAP via ACH within 2 banking days from the settlement date of the original payment; or
  • Option 3: Have their financial institution use Fedwire to return the full amount or a partial amount. NOTE:  Any funds returned to an ASAP account cannot exceed the Cumulative Authorized Amount for that account.
  • Option 4: Return funds to the FWS by paper check. This process should be used as a last resort if other options are not possible. The recipient will need to contact their FWS program staff for more information regarding this option.

For additional information, refer to How to Return Funds Overdrawn in ASAP.

17.  When do funds become available to recipient in ASAP?

Funds are made available to the recipients for drawdown in ASAP the day after the obligation in FBMS as long as the recipient completed enrollment, the banking information has been validated, and the award period of performance begin date is the current date or prior.