Submission Processing’s Monitoring Section is responsible for the information in the IRM. The Monitoring Section makes the necessary changes on a yearly basis.

The Director of Submission Processing is responsible for policy related to this IRM.

The team manager is responsible for ensuring the IRM is timely submitted to Publishing each year.

Program Reports: The program reports provided in the IRM are for identification and balancing purposes for the Submission Processing tax examiners and clerks.

Program Effectiveness: The program effectiveness is determined by Submission Processing employees being able to successfully resolve any balancing of data issues they may encounter.

The reports for the Control Data Analysis, Project PCD, are on the Control-D/Web Access server, which has a login program control.

The table lists commonly used acronyms and their definitions:

Service Center Directors, Headquarter Branch Chiefs, and Headquarter Analysts do not have the authority to approve deviations from IRM procedures. Any request for an exception or deviation to an IRM procedure must be elevated through appropriate channels for executive approval. Ensuring other functional areas are not adversely affected by the change and it does not result in disparate treatment of taxpayers.

Request for an IRM deviation must be submitted in writing following instructions from IRM 1.11.2.2.4, Internal Management Documents System - Internal Revenue Manual (IRM) Process - When Procedures Deviate from the IRM. Any disclosure issues will be coordinated by the program owner. No deviations can begin until reviewed by the program owner and elevated through the appropriate channels for executive approval.

All Submission Processing (SP) requests must be submitted to the following SP Headquarter Analyst:

This system primarily utilizes specific tape control records from the Campus Data Control System (SCF01), containing period data and a recirculating disc file, containing inventory and cumulative data for each campus pipeline program.

The main purpose of this project is to feed computer counts to the Daily Production Report (by program) as pipeline documents are entered into the computer. This is necessary in order to compare the number of documents manually counted through pipeline with those entered and processed by the computer.

The ultimate goal is to ensure that all pipeline documents are batched and processed to good tape under the correct program number.

The objectives of PCD are accomplished through two computer programs. The main program (PCD03) loads the current Balance Forward File and adds period data for the current day. It then computes new percentages, new cumulative counts, and current inventory counts and generates updated records. The correction run (PCD01) is an update program for the Balance Forward File. It allows the campuses to insert, change and delete records on the existing file.

A master table of all program codes, as specified in the 5995a database located via the Organization Function Program (OFP) Home Page web link on the Internal Revenue Service (IRS) Intranet at http://ofp.ds.irsnet.gov/index.asp has been established so that the program number will be printed on the Control Data Analysis reports and the program number and title will be printed on various other error and reject reports. The Program Number Master List contains all entries on the Program Number Master Table.

Whenever changes are made to the Program Number Master Table, a Form 8000, Program Number Update Record will be forwarded from HQ to the Information Technology (IT) Division, Enterprise Computing Center (ECC) - Mainframe Operations Branch (MOB). Functional areas can view and/or print copies of the Program Number Update List (GMF-81-40) and the Program Number Master List (GMF-81-41) from Control-D.

When updates have been completed the Campus GMF 81 Point of Contact (POC) or Production Monitor is responsible for analysis of the changes and notification to the Campus Accounting Operation Data Control to update the Balance Forward File. Data Control is also responsible for analyzing data on the Invalid Listing.

Subsequent changes to the Program Number Master Table will be reflected on the Program Number Update List (GMF-81-40). The Program Number Master List (GMF-81-41) reflects all updated changes and should be utilized throughout the year by the Data Control Unit in the Accounting Operation for updating the Balance Forward File and to assist in analyzing data on the Invalid Listing (PCD-03-45).

ECC MOB will download the Program Number Master List into the Batch/Block Tracking System (BBTS). Changes to blocking series on GMF-81-41 should be coordinatedby the Campus Production Monitor with the appropriate numbering units to ensure consistency of reporting.

Changes to blocking series and the Saturday/Sunday key may cause items to post to the Invalid Listing, PCD-03-45. Should this happen, manual adjustments may be necessary until all work previously numbered, prior to receipt of the new Generalized Mainline Framework (GMF) Transmittal, is worked through the system.

Run GMF-81 always produces a Program Number Update List and a Program Number Master List. The Program Number Update List shows each update record that was input. If the update record was found to be invalid, an error reason message is printed on the Program Number Update List under the heading "Error Reason" . See Exhibit 3.30.126-2, Program Number Update List (GMF- 81-40). The Program Number Master List shows each entry in the Program Number Master Table (by Master File System) after the valid updates have been posted. See Exhibit 3.30.126-3, Program Number Master List (GMF-81-41).

Form 8000, Program Number Update Record, must be completed by the responsible HQ analysts to add, delete or bypass a program number on the Program Number Master List. See Exhibit 3.30.126-4, Program Number Update Record (Form 8000).

The Program Number Update Record cannot be used for generating subprograms on the Control Data Analysis Reports. PROJECT PCD (565) DOES NOT RECOGNIZE FIFTH DIGIT PROGRAM NUMBERS OTHER THAN A ZERO.

Form 8000, Program Number Update Record, is utilized by Headquarters to update the GMF Program Number File, and by campus analysts to use subprograms on the error, reject and BOB registers and Error Resolution System (ERS) reports. See Exhibit 3.30.126-4, Program Number Update Record (Form 8000).

When an update to the GMF-81-41 Program Number File is needed, campus personnel are to coordinate the request through their specific campus’ GMF-81-41 Point of Contact (POC). The campus GMF-81-41 POC must also coordinate with Submission Processing (SP) Headquarters program owners in addition to appropriate SP Headquarters IRM handbook analysts. The campus GMF-81-41 POC is to coordinate the requested change through the appropriate Headquarter handbook analysts for IRM 3.8.44, Campus Deposit Activity, or IRM 3.10.73, Batching and Numbering. The appropriate Headquarters handbook analyst will contact the Headquarters GMF 81-41 analyst who will work the requested change through the IT GMF-81-41 programmer.

In order to complete this form, knowledge of the following IRMs is necessary:

GENERALLY, THE FIRST FOUR DIGITS OF A PROGRAM CODE ARE SPECIFIED IN IRM 3.30.20 AND CANNOT BE CHANGED. However, it is possible to use subprograms (fifth digit program codes) on the error, reject, and BOB registers and the ERS reports, by using the Program Number Bypass Key to bypass the HQ program number. Any key on the Form 8000 can be used to specify a fifth digit as long as the parameters for the campus subprogram entry specifies a set of documents identified by the parameters in the related HQ program number table entry. The following rules must be followed when subprograms are used.

The Balance Forward File is maintained and updated daily through a recirculating process. This file is updated as follows:

IMF, BMF, EPMF, IRP and NMF

During the final cycles each year, campuses should make every effort to:

Information on this printout represents a summary by master file and program code of:

Some of these computations are based on the Cumulative (Cum) Conversion Volume, which does not print on the analysis, but is present on the Balance Forward File and can be reviewed on the Balance Forward Listings (PCD-01-40 or PCD-03-44).

This listing provides a summary by master file and program code of reject activities, including unpostable and raw rejects, raw reject rates, and combined inventories. (See Exhibit 3.30.126-9.)

This printout furnishes totals by program code on the status of documents deleted at the campus during the Tape Edit Processor (TEP) run, or at the Enterprise Computing Center (ECC) - Martinsburg (MTB). (See Exhibit 3.30.126-10.)

The BOB Analysis provides information as to the processing activity of documents in blocks which fail to meet GMF validity requirements. In addition, this printout provides period and cumulative counts of the number of blocks converted to good tape and the number of blocks out of balance, with a corresponding percentage factor. (See Exhibit 3.30.126-11.)

The Balance Forward Listing provides a summary by program code of current inventories for errors, rejects, BOBs, and block deletions. It also provides cumulative data for good transactions, raw errors, conversion volumes, block deletes, BOBs, unpostable rejects, and raw rejects. (See Exhibit 3.30.126-12.)

This provides a listing of records which completed mainline processing but could not be accounted for in PCD because they failed to meet a specific criteria in the GMF-81. (See Exhibit 3.30.126-13.)

At the end of the Invalid Listing, a summary is provided for all Program Codes by Master File with the Total of Invalid Documents and Documents by Activity Code (From-To codes).

This is a transmittal that lists records of prior and current years’ returns and documents by program number, block DLN and block volume. (See Exhibit 3.30.126-15.)

This listing identifies by master file and DLN those items which have been deleted from the prior day’s TEP run. (See Exhibit 3.30.126-17.)

Verification of Good Transaction Items – Each day, upon receipt of the Block Proof Summary Reports, a designated employee in the Balancing function should do the following:

Balancing of Error Analyses – The column totals to be verified are as follows:

Balancing of Reject Analyses:

Resolving discrepancies – When discrepancies in balancing these reports occur, perform the following steps to locate the cause:

Today’s New Block Deletions – Campus Deletes. The total for this column should equal the Total TEP deletes from the previous day. This total is equal to the Block Document Count of Transaction (Trans) Deletion Control Records with From Code 5 (good) and To Code 0 (raw).

Today’s New Block Deletions – MCC Deletes. The count of MCC Deletes should equal the adjustments input to the SCCF with Control Records Source Code "D."

Today’s Block Deletion Releases should equal the number of items entered on the Block Delete Processed List (PCD-03-48) through ISRP the preceding day.

The Current Block Deletion Inventory equals:

The Block Deletes Processed List will generate whenever there is activity in Today’s New Block Deletions. This list will be used as the source document to input Block Delete Processed Records. A Block Delete Processed Record is completed as follows:

This data will be input through ISRP and used as input to subsequent running of PCD03.

Today's New BOBs should equal the Total Computer Count on the BOB ID List (GMF-09-45). See Exhibit 3.30.126-26, BOB ID List (GMF-09-45).

BOBs Cleared Today equals:

The Current BOBs Inventory equals:

Cumulative BOBs equals:

Blocks Converted Cum equals:

BOB Blocks Period should equal Total Today's New BOBs on the BOB ID List (GMF-09-45).

BOB Blocks Cum equals:

BOBs Volume Percent equals:

The Invalid Listing is generated whenever a record fails to meet specific criteria. When a DLN appears on this report, it does not mean that the returns or documents that carry the DLN did not process. Rather, it indicates that there is a consistency problem with report inventories or with determining the Program Number associated with the DLN.

A record will appear on the Invalid Listing whenever the amount to be subtracted is more than the amount present in the PCD03 inventories. A record will also appear on the Invalid Listing when the mainframe cannot decode a DLN into a specific Program Number. The entire record will be considered as being invalid in PCD and no counts will be updated in PCD.

The error records appear on the Invalid Listing as an image of an input tape record from the SCCF posting tape. The error codes will be printed on the right side of the Invalid Listing. See Exhibit 3.30.126-14 for detailed error code instructions.

All error conditions indicated by the Invalid Listing, must be resolved by analysis. Review the GMF-81 and compare the DLN components. If you are not sure of the resolution, identify the physical location of the document and review the document type to determine the necessary action.

Some "Error Code" conditions need not be corrected (e.g., Integrated Data Retrieval System (IDRS) transactions). Other document counts from the Invalid List need to be added or subtracted from the appropriate columns, when balancing the Block Proof Summary and Error Analysis and Reject Analysis Reports and a correction must then be input into the next PCD-01 run.

PCD-03 program will accommodate only the current and five prior year dates. All invalid tape records printed on the Invalid Listing should be analyzed daily to determine the corrected printout totals. Ensure all necessary adjustments are promptly made to the Balance Forward File.

The From Code identifies the function which determines the current status of a block of documents (or portion thereof). The To Code identifies how a block of documents (or portion thereof) is to be processed next.

The Record Type ID Code indicates the type of control record either posted to SCCF or attempting to post to SCCF. This ID Code is used with the From and To Codes.

Valid From and To Code combinations and Record Type ID Codes for Control Data Analysis reports are as follows:

This section provides necessary information for the Block Out of Balance function in maintaining a computer generated analysis, by specific program code, of BOB blocks. The information to determine the item count and DLN of new blocks going to BOB status will be found on the SCCF Posting Tape. Information contained on the SCCF consists of an image of the BOB record. During the normal computer run, PCD-03 will analyze the SCCF for certain records to produce the Block Proof Summary and Error Analysis, Reject Analysis, and Block Deletion Analysis reports. The computer will also analyze the BOB record image, to produce the BOB Analysis Report.

The BOB Analysis Report provides campus management with accurate information relative to the number and types of documents with out-of-balance conditions. In addition, the report provides a period and cumulative count of blocks converted to tape and the period and the cumulative counts of the number of BOB blocks to total blocks converted.

Run PCD-03 analyzes certain BOB records on the SCCF Posting Tape to produce the specified output. The BOB Record (identified by a 2 in column 1 for all Master File ID Systems) is used to determine the number of new BOBs received for correction each day by the Block Out of Balance function. The DLN is analyzed to determine the appropriate program code. The Block Document Count is then read and recorded by program code on the BOB Analysis Report. These items are:

BOB Release Record is computer generated by GMF during a BOB Correction Run and is input into the next PCD-03 run.

The BOB Correction Control List (GMF-09-46) is computer generated by GMF and is provided on a daily basis.

This list may be used to validate data on the BOB Analysis Report.

The "Julian Date" on the BOB Correction Control List indicates the original BOB date. BOBs appearing on the list after three days should be checked to determine the reason they have not been cleared.

A copy of this report may be found in Exhibit 3.30.126-25, BOB Correction Control List (GMF-09-46).

This is a control listing provided by GMF on a daily basis (GMF-09-45).

The BOB ID List may be used to validate data on the BOB Analysis Report.

A copy of this report may be found in Exhibit 3.30.126-26, BOB ID List (GMF-09-45).

Report any out of balance condition to the appropriate computing center if it appears to be a result of programming or scheduling errors.

Verify that Production Control Records and Production Adjustments, generated daily by run PCD-03 are input to Project PCC (563) the same day.

Prepare Correction to Block Proof Summary Balance Forward Records, Form 8350, at the start of the MF processing year to include the data required for the initial Balance Forward File. The CTS routine (on demand terminals) may be used for inputting this data. However, the Demand Terminal input must be coordinated with the computing centers.

Update the Balance Forward File, as necessary, based on data provided by the Balancing and Input Correction functions.

Each record is formatted as follows:

Computations for Receipts and Production Volumes on PCD-03 generated records:

Each record is formatted as follows:

Computations for Receipts and Production for Function 950:

Computations for Receipts (Pos. 34-41) and Inventory (Pos. 65-72) for Function 930:

The first step in computing the Raw Error and Raw Reject Rates on the Block Proof Summary and Error Analysis and Reject Analysis Reports is the computation of a Period Conversion Total. The Period Conversion Total equals the sum of Good Transaction Items Period plus Raw Errors Today minus Errors Cleared Today plus Raw Rejects Today minus Rejects Cleared Today plus Today’s Reject Deletions Reinputs/Program Deletes. (BOBs are not included in the conversion total because they fall out of the system before the GMF processing for ISRP occurs.)

The Raw Error Rate – Period equals the Raw Errors Today (Receipts) divided by the Period Conversion Total.

The Raw Reject Rate – Period equals the Raw Rejects Today (Receipts) divided by the Period Conversion Total.

To calculate cumulative error and reject rates, a Cumulative Conversion Volume is accumulated. The Cumulative Conversion Volume is the Period Conversion Total plus the Cumulative Conversion volume from the previous day taken from the previous day’s Balance Forward Listing. This new Cumulative Conversion Volume is entered on the Correction To Block Proof Summary Balance Forward Records, Form 8350.

The Raw Error Rate – Cumulative equals the Raw Errors Cumulative divided by the Cumulative Conversion Volume.

The Raw Reject Rate – Cumulative equals the Raw Rejects Cumulative divided by the Cumulative Conversion Volume.

The rate computations for the total lines are the same as the computation by program code. However, for the total lines the respective fields for all programs are added together and the applicable rates are computed.

Enter a two digit serial number (00-99) to the left of every line that contains data. Each line is considered a separate document.

No more than 100 serial numbers may be placed in a block.

Place each block of listings under a Form 1332, Block and Selection Record.

For each block of forms and listings specified in IRM 3.30.126.9 and IRM 3.30.126.9.1 above, prepare a Block and Selection Record, Form 1332. Entries are required only in the areas specified herein. For an exhibit of the form, see IRM 3.10.73.12, Block Selection Control Record - Form 1332, Block Selection Record or Form 1332-SC, Block and Selection Record - Service Center Recognition/Image Processing System (SCRIPS).