This IRM contains the following procedures:

Practices that are personnel-oriented are mentioned in this section only to explain the rationale and possible use of the information listings.

Cumulative data is retained in three time frames:

At the start of each new quarter,

This system generates information reports. The reports are produced on a weekly schedule as soon as possible after completion of the reporting period.

Reports and listings should be reviewed by the appropriate personnel (e.g., Managers, Operations reports function, WP&C Reports Team, etc.).

Each of the Directors (Submission Processing, Accounts Management, Compliance Services, etc.) for each campus WP&C appoints a system coordinator to deal with any Project PCA systemic or procedural problems that arise.

Procedural problems for Project PCA which require Headquarters assistance should be sent to SE:W:CAS:SP:PM:Q at the address below.

Abbreviations used throughout this IRM are listed below:

Measured Employees Performance System (MEPS) provides information for the evaluation of GS-08 and below employees on a measured performance plan under Numerical Performance Standards concept as mandated by the National Agreement. In addition MEPS provides Release Recall Listings for all areas of the service where employees are subject to periodic release and recall.

The performance standards concept requires employees be told how well they must perform to achieve rating levels 1 through 5 before work is performed.

The processing of performance data and the setting of fixed standards by management has been included in MEPS (see IRM 3.43.405).

Performance data will be input weekly through TAPS or ISRP. After the completion of the weekly Project PCA runs, performance data which includes Form 3081, Employee Time Report; OFP Consistency File and the Employee Master File will be downloaded to MEPS.

In Project PCA, Production and Control Accounting, the following files are input:

Form 3081 Time Records are input via the Single Entry Time Reporting System (SETR). Refer to IRM 3.30.50.4.4, for the SETR System.

The following files will be input via a terminal utilizing a user friendly front-end-processor:

The performance and evaluation reports in the system require data that is unique to each employee. An Employee Master File and Employee Salary File are maintained and updated when appropriate. The Employee Master File is used to validate an employee's Social Security Number as it appears in the input data.

The EMF (PCA-01-21) is a file maintained by WP&C Reports Teams that provides Project PCA with important information regarding each employee of Organizations that report to WP&C.

Twenty data elements are maintained including Work Status, Social Security Number, Name, Grade and Step, Organization Code, Activity Code, Annual and Hourly Cost Salary data, and other codes needed to generate hours and cost data to PCA and PCC reports.

When there is a change to an employee’s data element and a personnel information has been updated in SETR, the EMF will be updated by Employee Master Adjustment Records (PCA-01-32) that are downloaded from SETR. These elements are updated from SF-52 Personnel Actions processed in HR Connect and maintained in SETR history.

When an across-the-board Pay Increase becomes effective the Headquarters WP&C Coordinator will work with the HR Connect staff, SETR staff and WP&C Reports Team to coordinate a complete overlay of the EMF after all pay actions have been sent to SETR.

An Employee Master File Adjustment Record must be entered to:

There are four reports generated that display data pertaining to the Project PCA Master File:

Each week all Operations will provide the servicing WP&C Reports Team with lists of employees that have been Returned to Duty or placed in Non-Work Status if the PAR action has not had the opportunity to be processed in HR Connect. Reports Teams will add the necessary “Change” Work Status records not listed in the SETR EMF update so weekly WP&C information post appropriately.

The PCA Employee Salary File (PCA-01-22) is maintained but has not been updated since Locality Pay was adopted. Salary data in the Employee Master File used to be maintained by accessing the Salary File and populating the cost categories based upon the Grade and Step recorded in the EMF. PCA-01-31 Salary Update Records were transcribed by ISRP to update the Employee Salary File. When the Employee Salary File was updated the employee salary cost data was updated in the EMF.

Each Employee Master Adjustment Record must have the following data:

In addition to the above, adding new records will require the following data:

If a change C is indicated, then the following four required fields must be entered:

Whenever a matching record is found on SSN with a transaction code of C, the following will occur:

It may be necessary to change the Work Status Code for an employee who has been released or terminated. To change the code, a new Employee Master Adjustment Record with the correct Work Status Code should be prepared and input during the cycle after the last Form 3081 was posted.

If a delete D is entered, then the only elements required are:

A record will delete when a matching SSN is found. When no matching record is found, an unpostable message will appear on the Employee Master Adjustment and Analysis Report (PCA 0142).

All delete actions to the Employee Master Adjustment Record should be made before processing the input from Form 3081.

The following items are also maintained on the Employee Master File for identification or control purposes:

The following fields in the Employee Master Adjustment Record are validity checked:

Make no adjustment to the EMF when a record has invalid fields.

The following salary categories will also be posted to the EMF via Employee Master Adjustment Records:

When an employee is terminated, data collected for that employee is not used for Individual Performance reporting purposes but may be used to gather historical information. A terminated employee's record remains on the files for nine months. After this period, it is identified on the Employee Master Adjustments and Analysis Report as a record removed from the file.

WP&C Reports Teams will review the data supplied for the Employee Master File Adjustment Records for completeness and make corrections to the EMF updates as necessary.

All Employee Master Adjustment Records are printed on the Employee Master Adjustments and Analysis Report, PCA–01–42 (see Exhibit 3.30.50-2).

This report displays a complete list of all Employee Master Adjustment Records. The report is divided into five sections:

Each of these subsections displays all records associated with the specific type of action in SSN sequence.

The Employee Master Adjustments & Salary Updates Control Listing, PCA–01–43 (see Exhibit 3.30.50-3) is a statistical compilation of update actions to the Employee Master File.

The Employee Master List Report, PCA–01–44 (see Exhibit 3.30.50-4) is an edited report which displays all elements of Employee Master File Records. Each record is displayed on a separate line and listed in ascending SSN sequence.

The Employee Status List Report, PCA–01–45 (see Exhibit 3.30.50-5) displays all elements of Employee Master File Records. The report is divided into three sections:

Each group's records are displayed in employee name sequence.

Project PCA includes the function of updating and maintaining the OFP Consistency File. This is the OFP Consistency File that the campuses use for work plan related projects.

The performance reports in this system require data which depends upon the correctness of the OFP codes input to the system. The OFP Consistency File must be correct, complete, and up-to-date at all times. It is used to validity check, match against input, and plays an important role in the monitoring of campus budget, work schedule, and work plan information.

This file can be updated via adds, deletes, or changes. Campuses do not have the capability to add, change or delete parent codes. All parent OFP code adds, deletes or changes must be done viahttp://etd.ds.irsnet.gov/etd/ofp/index.asp. These changes will be approved by the OFP Coordinator in the Submission Processing Resource Section. The OFP Coordinator for each Campus Directorship will notify the servicing WP&C Reports Team of all updates for parent OFP combinations requested from the Headquarters OFP Coordinator.

Campuses can update the third digit of the function code and/or the fifth digit of the program codes locally through ISRP. The OFP Coordinator for each Campus Directorship will provide to the servicing WP&C Reports Team a copy of the F. 5498 to update child level OFP combinations.

The OFPs input to this file should be those that are valid and reportable within campus operations as prescribed in IRM 3.30.20, OFP Codes Overview, and in the Document 5995a database.

The OFPs must include:

Records on the OFP Consistency File, which identify a sub-function (e.g., 271), must have a parent function (e.g., 270) posted.

All changes, additions, and deletions to parent codes for this file are made by the impacted campus viahttp://etd.ds.irsnet.gov/etd/ofp/index.asp. The request will be reviewed/approved by the OFP Coordinator in Submission Processing Resource Section.

All changes, additions, and deletions to children function and program codes can be done at campus level. All OFP changes, additions, and deletions for this file should be coordinated with other work plan projects within the campus. There are four possible updates which can be input to the file:

Each time this file is updated, the OFP Consistency File Listing is generated reflecting all data for Organization, Function, and Program numerics and titles plus the associated Functional Area.

Form 5948, http://publish.no.irs.gov/FORMS/INTERNAL/PDF/27840G88.PDF, OFP Consistency File Input is transcribed to update this file.

To delete a record or records, enter a D on Form 5948. Each of the following actions can be accomplished via a delete code:

Prior to deleting/moving a program, check the WP&C Managers Report (PCC-60-40) or Program Analysis Report (PCC–62-40) to see if the program has scheduling (hours, or volume). If scheduling exists, you must first move the scheduling before deleting the program. Do not delete a record with scheduling. If a record has no scheduling, ensure that all sub-programs are deleted along with the primary OFP combinations.

For the above delete actions to take place, specific input fields on Form 5948 must be transcribed.

Some OFPs, that were not used in the OFP Consistency File, are used in the Performance and Cost System. For example, Project PCA reporting for a program could include 3 digit sub-function code (e.g., 231 and 232), but not include parent function code (230) as reported on the Daymast.

To Add an OFP enter an A on Form 5948. The following actions must be accomplished to add to the file:

Use an alpha O Code to make an Organization Level Change on Form 5948. To make this change, enter the 2 character Operations code, as well as any combination of the following:

Use an F code to update the file for a Function level change. The OFP Update Record must have the 3 digit Function code and Function title. This action will change the Function title on all records with this Function code.

Use a P Code to update the file for a Program level change. The record must have the 5 digit Program code and Program title. This action will change the Program title for all records with that Program code.

To change a specific record, use an S Code. Enter the 2 character Operations code, 3 digit Function code, 5 digit Program code and at least one of the following:

The program posts this data to an existing record for any non-blank fields in the above categories.

The OFP Consistency File Update Report, PCA–02–41, is a two part summary report.

Two OFP Consistency Lists (see Exhibit 3.30.50-8) display the contents of all records on the updated OFP Consistency File. The lists are:

Data on Form 3081 feeds both Time and Attendance (T&A) with payroll information and WP&C Systems with basic information concerning an employee's time and production.

Each employee must complete Form 3081 in accordance with the instructions. The following instructions also must be followed.

Some examples of other than 40 regular hours are as follows:

The following table lists the Time Codes used on the Form 3081.

Report time for a legal holiday as shown below:

Each employee must:

Each manager must:

Instructions in this section are for emergency purposes only in the event that Single Entry Time Reporting System becomes unavailable.

The WP&C Coordinator will:

The numbering function can use the following procedures.

Data Conversion Operations must use the following instructions.

WP&C Reports Teams will make corrections as normal from the Final Error Register Report(s).

Post entries daily.

Identify and record all time expended for each day of the calendar week (Sunday through Saturday).

If the item is not applicable leave blank.

Use a separate line whenever a function or program changes within the week. However, the same line may be continued across if the function and/or program remains unchanged.

Below is a description of the items on Form 3081A.

SETR 3081 is an on-line system that validates Employee Time Report information. The system has many built-in validity checks to reduce the amount of managerial review time. It performs the following:

Single Entry Time Reporting (SETR) is the result of a reengineering initiative which merged the campus' WP&C (Form 3081) time tracking system with the time and attendance system. SETR operates much like the Auto 3081 program, but there are many enhancements. Refer to the SETR Student Guide and Manager Guide for additional information.

All employees must be in the Employee Database before their Form 3081 data is input. The SETR 3081 system is updated from HR-Connect:

All paperwork for any personnel action (e.g., Return to Duty, Non-Work Status, Reassignments, etc.) must be submitted timely. Timely submission will help to ensure Employee Master File (EMF) updates and minimize error rates on Form 3081s.

The WP&C Reports Teams have the overall responsibility of ensuring the entire campus' Form 3081 data has been input and validated for Week 1 processing and input, validated and signed for Week 2 prior to the scheduled mainframe runs.

Numerous phone calls will be required by SETR Representatives or WP&C Reports Team members to units and/or Operations when Form 3081s are not validated timely. Untimely validation causes:

To ensure that all units within an operations area are validated by the local Monday cut off time:

Each employee must complete Form 3081 in accordance with the instructions. The following instructions also apply.

Action required by designated employee:

Action required by operations coordinator(s):

There is a Operations Time and Attendance Report available for management to review.

Action required by Reports Teams:

The SETR Reports Unit menu contains options to monitor the processing of Form 3081s for all functions. Refer to the Report's Unit Form 3081 User's Guide for input instructions.

The Quality Assurance Review Record Form 3926 is obsolete beginning October 1, 2013.

Quality Assurance documents reviewed and documents in error information is input into the MEPS system through Embedded Quality Submission Processing (EQSP).

The Form 3081 data file (PCA-03-11) from SETR is input into the mainframe system. These records are validity checked, and invalid records are printed on the Final Error Register Report(s), Final Time Error Register Report (PCA–03–43), IPR Adjustment Register (PCA–03–44), and Final No Time Error Register Report (PCA–03–45). The Period Data and Cum File Adjustments Control Listing (PCA-03-41) provides the input counts processed. Since SETR programming validates SSN’s and OFP’s, inconsistent data, for example, mismatch against the Employee Master File on SSN or mismatch against the OFP Consistency File on OFP, no longer appear on Error Registers.

The Final Error Register Report(s) (see Exhibit 3.30.50-10) identifies all erroneous conditions detected. The Process Control File will be accessed to determine the time period covered which is associated with the Form 3081 data.

Input records (Employee Time Report—Form 3081 and the Cum File Adjustment Record) appear on the Final Error Register Report(s) in OFP sequence within SSN.

Each record image on the Final Error Register Report(s) has an error code(s) identifying the erroneous condition(s).

An additional error condition will be displayed on the Final Error Register Report (PCA-03-45). The error, Employee Master without Time Input (i.e., working employee without time) displays as a literal line entry when such a condition exists.

Each report shows an Error Analysis Recap totalling each input in error. It also shows totals of the types of error codes detected as well as a summary of Employee Master without Time Input errors.

The period data is applied and the Cum File Adjustment Record appears on the report (Error Code "H" ) if there was an attempt to delete an entire Cum Job Record and post period data to it in the same cycle.

Error codes shown on the report identify the conditions which caused the report entry to be printed. All fields in the invalid record should be checked against the source documents.

A or B error code conditions cause a dummy record to appear on the report.

Correction records must be prepared to correct incorrect Hours or Volume on the Final Error Register Report(s).

Correction records are matched against the OFP Consistency File. Records found to contain validity errors or to mismatch on OFP are flagged with unique error codes.

Cum File Adjustment Records correct cumulative data only. When these adjustment records are used, prepare the records in accordance with instructions found in IRM 3.30.50.5.2 and coordinate, when necessary, with Project 563 (PCC).

Adjustment records are matched against the OFP Consistency File. Any records containing validity errors or to mismatch on OFP are flagged with unique error codes.

To correct a line item on the Final Error Register Report(s), locate the source input document (Employee Time Record) and line entries on the document which correspond to the invalid record.

Cum File Adjustment Records are used to adjust or substitute values for Hours or Volume on the Current Grade Cum File or the Prior Grade Cum File. Cum File Adjustment Records may be entered in the initial or correction passes, or both in any given cycle.

Determine what items in the Current Grade Cum File or Prior Grade Cum File require adjusting. If Hours or Volume are adjusted, a corresponding adjustment may have to be made to the Performance and Cost Reports as outlined in IRM 3.30.19, Production Control and Performance Reporting.

Enter data required for the Cum File Adjustment Record on Form 6489, IPR Adjustments (http://publish.no.irs.gov/getpdf.cgi?catnum=28101).

The Reports Team, or designated area responsible for input, returns to managers any Form 6489 that contains records that could not be processed as submitted. Managers are responsible for:

Each Cum File Adjustment Record must have an Organization Code, Function Code, Program Code, SSN, Adjustment Code, Measured Code, Grade Code and Record Code. In addition to these required codes, only those fields being adjusted need to be included.

Cum File Adjustment Records are used to adjust specific data criteria on performance file records. They may also be used to add or delete entire records.

Use the following Adjustment Codes to adjust a record:

If more than one adjustment record is input with the same OFP combination, SSN, Measured Code, Grade Code and Record Code only the following Adjustment Code combinations are valid:

When adjusting programs where volume was reported, place a 1 in the PERS Measured Code field. When adjusting programs where no volume was reported, place a 2 in the PERS Measured Code field.

Adjustments to Current Grade records should have a Record Code of 1. Adjustments to Prior Grade records should have a Record Code of 2. If a Prior Grade record is being adjusted, the Grade should contain the individual's appropriate prior grade. A Record code that is not 1 or 2 will be assumed to be a 1.

When entering amounts which will reduce cumulative fields, place a minus sign above the units position of the amounts.

Sample Adjustments—Volume has been placed on the wrong line of the Form 3081.

This results in program 38300 being measured instead of the correct program 37700.

Adjustment Records may be processed immediately and included with records for the current period or held and processed at a later time. However, the Adjustment Records must be processed within the time frame in which the cumulative data is maintained.

Adjustments input on the first week of a new quarter are processed after the cum data has been transferred. Care should be taken to ensure that the proper quarter is adjusted. For example: If it is necessary to adjust the previous week's period data on the first week of a new quarter, the adjustment should be applied to the first prior quarter data fields on the cum job record.

Period Data and Cum File Adjustments Controls Listing, (PCA–03–41) (see Exhibit 3.30.50-11) is an edited report which displays statistics pertaining to processing actions, input of Employee Time Records, Cum File Adjustment Records, output of Detail Job Records, and Individual Performance Records.

The Quality Assurance Error Register Report (see Exhibit 3.30.50-12) is obsolete. It did reflect those items which did not post to the Current Grade Cum Job Record because of erroneous Quality Assurance elements or other circumstances. The following messages are displayed to explain error item(s) and the reason for the error:

The last two error messages referenced in IRM 3.30.50.6.1(1) above occur only with input of the Employee Time Record and Quality Assurance Record.

The Current Grade to Prior Grade Transfer History Listing, (PCA-05-43), (see Exhibit 3.30.50-13) reflects those records which have been transferred from the Current Grade Cum File to the Prior Grade Cum File when an employee's grade is changed on the Employee Master File. This report reflects data from Current, 1st Prior, and 2nd Prior quarters amassed on file for selected Cum Job Records which are being transferred.

The Period Data Posting Error Register, (PCA–05–45), (see Exhibit 3.30.50-14) displays records which did not post to the Current Grade Cum File. Accompanying each item is a specific message explaining why the record did not post. Error conditions displayed are:

The Individual Performance History Adjustment Report, (PCA–05–46), (see Exhibit 3.30.50-15) displays an audit trail of all actions taken to modify data on the Current Grade Cum File and Prior Grade Cum File.

This report is in two sections: one for current grade adjustments and one for prior grade adjustments. This report displays message codes (MS CD) and also a message which identifies the disposition of the attempted adjustment:

The report shows each adjustment that was input into the system, and whether or not it was accepted. When an adjustment is not accepted, an error code prints to identify the invalid condition. This code will appear in the column headed ERR CD on the Individual Performance History Adjustment Report.

The Cum Files Updates Control Listing, (PCA–05–47), (see Exhibit 3.30.50-16) is a control recap summary reflecting all Adjustment Record actions attempted or taken with respect to updating the Current Grade Cum File and the Prior Grade Cum File, or both.

The SSN Selection Record, (PCA–07–32), identifies a specific SSN which is used for selecting all Cumulative Job Records (CJR's) which pertain to that specific SSN from a designated cum file (current or prior grade files). Additionally, the SSN Selection Record may be used to identify individual CJR's which may need to be adjusted. The related performance data identified by the SSN Selection Record is printed on the SSN Selection Data Listing (see IRM 3.30.50.8.3).

Coding the SSN Selection Record

The Cum File SSN Selection Error Register Report, PCA–07–41, (see Exhibit 3.30.50-18) identifies SSN Selection Records which are either invalid or which are mismatched on SSN. The following error messages are generated:

The SSN Selection Data Listing, (PCA–07–42), (see Exhibit 3.30.50-19) is an edited report which displays Cumulative Job Records designated by the SSN Selection Record. The listing is divided into Current Grade Cum File and Prior Grade Cum File Sections.

The Cum File Leveled Performance Report, (PCA–07–43), (see Exhibit 3.30.50-20) summarizes performance data for selected Branch (Operations), Departments, and/or Organizations. To select which organization levels to print, use the Branch Section Selection Record (IRM 3.30.50.8.5). An option to print or not print any of the three report levels is available by using the Process Control Record. (See IRM 3.30.50.7).

A new column has been added to the report called"Measured Code" . The report now displays the data by measured or unmeasured. The codes are "1" for Measured Data and "2" for Unmeasured Data.

The Branch (Operations) Section Selection Record, (PCA–07–33), is input manually and is used to select which Operations and/or Sections will appear on the Project PCA listings.

A maximum of 22 combinations are permitted per record, with a maximum of two records per run. Thus a total of 44 combinations may be entered at one time. Combinations must be entered in ascending sequence.

The use of the Branch (Operations) Section Selection Record is mandatory (i.e., no default exists).

Coding the Branch (Operations) Section Selection Record—The record title is BR—SEC SELECT.