• How to Access the EASY Electronic Approval System
• How to Find a Form Name
• How to Add a Form
• How to Submit a Form
• How to Get Out of a Form
• How to Browse Forms Awaiting Your Approval (BAFM)
• How to Process Forms Awaiting Your Approval (PAFM)
• How to Approve a Form
• How to Find a Form
• How to Get a Form by Number (IGFM)
• How to Browse Forms by Budget (BFMB)
• How to Browse Forms by Person & Date Entered (BFSN)
• How to Change a Form
• How to Select an Optional Approver
• How to Start a Proxy Role (PPRR)
• How to End a Proxy Role (EPRR)
• How to Look at the History of a Form
• How to Send a Copy of a Form
• How to Reroute a Form
• How to Forward a Form
• How to Reject a Form
• How to Cancel a Form
• How to Print a Form

1. At Next Function, type M2AS.

2. Press Enter.

   This will take you to the EASY Electronic Approval System.

1. At Next Function, type M3FM.

2. Press Enter.

   This will take you to the EASY Forms menu.

3. At Next Function, type the Function Name that applies to the category of forms you would like to view.

   Example:
   Enter M4PU to view Purchase forms.

4. Press Enter to view a list of forms in that category.

5. At Next Function, type the Function Name of the form you want to complete.

   Example:
   Type GREQ to pull up a blank General Requisition Order form.

6. Press Enter.

1. At Form Action, type ADD, then complete the form.

2. Press PF12.

Result:

• A message will appear at the top, Form has been created.

• The form will receive a Form Number.

• The form will receive a Unit associated with the budget number entered. This unit is associated with the approval path the form will route on.

• The Status will indicate NEW.

> Note:
The General Requisition Order form is only used as an example. The actions indicated in this booklet can be performed on all IBIS forms unless otherwise indicated.

1. At Form Action, type SUB (submit).

2. Press PF12.

Result:

• A message will appear at the top, Form has been submitted for approval.

• The form will be sent to the first level default approver on the approval path.

• The Status will indicate SUB.

1. At Form Action, type FIN (finish).

2. Press PF12.

Result:

• This will finish the use of the form.

• The form will no longer appear on the screen.

> Note:
Only one person can view the form at a time.

The Browse Awaiting Forms (BAFM) function will allow you to see all forms that are waiting for your approval. You can then select which forms you want to take action on.

1. At Next Function, type M3BF (Forms Browse/Retrieval Menu).

2. Press Enter.

3. At Next Function, type BAFM (Browse Awaiting Forms).

4. Press Enter.

5. At Selection Number, type the number that appears to the left of the form that you would like to approve or take action on.

6. Press Enter and the form selected will be displayed.

The Process Awaiting Forms (PAFM) function will bring up, sequentially, every form awaiting your approval.

1. At Next Function, type M3BF (Forms Browse/Retrieval Menu).

2. Press Enter.

3. At Next Function, type PAFM (Process Awaiting Forms).

4. Press Enter.

Result:

• The first form awaiting your approval will be displayed.

1. At Form Action, type APP (approve).

2. Press PF12.

Result:

• The form will route to the next approver. If the form is being approved by the last approver, the form will either become processed or will automatically route to the Central Offices for final approval.

• The Status will appear as APP.

> Quick Tip:

• To quick approve, press PF9 instead of typing APP and pressing PF12. This will both APProve and FINish out of the form.

> Helpful Hint:

• To check to see how many forms are awaiting someone's action, type INAF at Next Function , a space, the person's userID, and then press Enter. The number of forms that are awaiting that person's action will be displayed.

There are several ways to find a form once it has been added. All of the browse or retrieval functions are housed in the M3BF (Forms Browse/Retrieval) menu.

• Get a Form By Number (IGFM)
  You can find a form by the form number that is generated after the form has been added.

• Browse Forms by Budget (BFMB)
  You can find a form by browsing the budget that was entered on the form.

1. At the Next Function, type M3BF to view the Forms Browse/Retrieval Menu.

2. Press Enter.

1. At Next Function, type IGFM (Get a Form by Number).

2. Press Enter.

3. At Document #, type the form number.

4. Press Enter.

Result:

• The form selected will be displayed.

> Quick Tip:

• At Next Function, type IGFM followed by a space then the form number.

• Press Enter and the form will be displayed.

1. At Next Function, type BFMB (Browse Forms by Budget).

2. Press Enter.

3. At Budget to browse, type the budget number that was entered on the form. If your budget is only five digits long, you need to make it seven digits by placing a zero in front of, and behind, the first digit.

   Example:
   14244 UP will be 0104244 UP

4. At Form type for browse , enter the type of form you are looking for.

   Example:
   GREQ

5. At Starting date for browse , enter an approximate date when the form was added.

   Example:
   12 01 1999

6. Press Enter.

7. At Selection number, type the number that appears to the left of the form you want to view.

8. Press Enter.

Result:

• The form selected will be displayed.

1. At Next Function, type BFSN.

2. Press Enter.

3. Type the individual's Name or Employee ID (previously SSN).

   > Quick Tip:
   Use the Employee ID instead of Name, it's more accurate.

4. A Starting Date for Browse can be entered. If one is not entered, all forms for this individual will be listed.

   > Note:
   WAGC (wage timecards) will not appear. Use IWPC (inquiry wage payroll cards) to view wage timecards for individuals.

5. Press Enter.

6. At Selection Number, type the number that appears to the left of the form you want to view.

7. Press Enter.

> Quick Tips:

• At Next Function type BFSN followed by a space then the Employee ID of the person you want to view.

• Press Enter and the forms created for that person will be displayed.

1. At Form Action, type CHG (change) and make the necessary changes on the form.

2. Press PF12.

Result:

• A message will appear at the top:

  Form has been  changed but does not need resubmission.

• The changes that were made will be processed and recorded on the form.

  > Note:
  If you make a major change to the form (e.g., budget or salary), the form will automatically resubmit back to the first approver on the approval path.

  > Helpful Hint:
  When making a change to a form, it might be helpful for other approvers if you indicate in the notepad what change you made.

1. At Form Action, type the appropriate action (SUB or APP).

   > Note:
   Selecting an optional approver can be done on the submit action and approval action.  

2. Press PF6 to go to the bottom of the form.

3. At Next Approver, type the userID of the optional approver.

4. Press PF12.

Result:

• The form will route to the optional approver instead of the default approver.

1. At Next Function, type PPRR (Perform Proxy Role).

2. Press Enter.

3. At Who are you acting as proxy for, type the userID of the person you are performing the proxy role for.

   > Note:
   You must be listed as a proxy for this person on an approval path in order to use the proxy function.

4. Press Enter.

Result:

• You can browse or process the forms that are awaiting this person's action and approve the forms.

1. At Next Function, type EPRR (End Proxy Role).

2. Press Enter.

3. Press Enter again.

Result:

• Your proxy role will end.

• Your proxy approval will appear as the screen below in the form's history.

1. At Form Action, type HIS (history).

2. Press PF12.

Press Enter to return to the form.

1. At Form Action, enter COP (copy).

2. Press PF6 to go to the bottom of the form.

3. At Next Approver, type the userID of the person to receive a copy of the form.

4. Press PF12.

Result:

• The person can pull up the copy through PAFM or BAFM.

• The form can be viewed and printed but no entries or changes can be made to the form.

• After the copy has been opened, the individual can use BFMC to retrieve any COPied form.

• The copy action will show up in the history of the form.

The reroute function should be used if . . .

• a form was forwarded to the wrong user ID.

• a form was sent to the wrong person on that approval level.

1. At Form Action, type RER (reroute).

2. Press PF6 to go to the bottom of the form.

3. At Next Approver, type the userID of the person the form is to be rerouted to.

4. Press PF12.

Result:

• A message will appear at the top: Form has been assigned a routing change.

• The form will now be awaiting action by the person the form was rerouted to.

The forward function is used if an individual who is not on the approval path needs to approve a form. (Example: split budgets)

A form can be forwarded anytime after it has been submitted and before it has been completely processed.

1. At Form Action, type FWD (forward).

2. Press PF6 to go to the bottom of the form.

3. At Next Approver, type the userID of the person the form is to be forwarded to.

4. Press PF12.

Result:

• A message will appear at the top: Form has been forward to (person's userID).

• The form will now be awaiting action by the person the form was forwarded to.

• OPA (Off-Path Approval) will appear in the history of the form if the individual approves the form.

• The form will then return back to the individual who forwarded the form for their approval.

1. At Form Action, enter REJ (reject).

2. Press PF12.

Result:

• A message will appear at the top: Form has been rejected.

• The form will no longer continue on the approval path.

• Anyone who has processed an action on the form will receive a copy of the rejected form, awaiting their review. After the copy of the rejected form has been opened, it will no longer be awaiting their action.

> Helpful Hints:

• The rejected form can be pulled up and added again to retain the information that was on the original form. Pull up the rejected form, add it, process any changes that are needed and submit the form. A new form will be created with a new form number, and the rejected form will remain in the database.

A form can only be cancelled before the form is submitted (form status is NEW) or while the form is in UPD (update) status (before the form's effective date has passed).

1. At Form Action, type CAN (cancel).

2. Press PF12.

Result:

• A message will appear at the top: Form has been cancelled.

• The form will no longer continue on the approval path.

• Anyone who has processed an action on the form will receive a copy of the cancelled form, awaiting their review. After the copy of the cancelled form has been opened, it will no longer be awaiting their action.

> Helpful Hint:

• The cancelled form can be pulled up and added again to retain the information that was on the original form. Pull up the cancelled form, add it, process any changes that are needed and submit the form. A new form will be created with a new form number, and the cancelled form will remain in the database.

1. At Form Action, type PRT (print).

2. Press PF12.

3. After VVVV, type %H (no spaces).

4. Press Enter.

5. Press Enter to print your form at the Destination indicated.

   > Note:
   To print at another location, type the Printer Name or VTAMID (in all caps) over the default printer destination.

Additional Intro to IBIS Documentation:

Section 1 — IBIS Overview
Section 2 — Approval Paths
Section 3 — Navigating through IBIS
Section 4 — How to Logon
Section 6 — Helpful Hints
Section 7 — Quick 'n' EASY Card