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PPIM 19-6

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Section: CENTRAL INDEX SYSTEM

Subsection: ON-LINE PROCESSING - CREATE A Personal Record Identifier (PRI)

OVERVIEW

The ADD screen is used to generate new Personal Record Identifiers (PRI)s for eligible individuals. An individual can have at most two PRIs. One as a Treasury Board employee (e.g. works for Public Works and Government Services Canada (PWGSC)), and a second as a Crown Corporation/Separate Employer employee (e.g. works for Canada Post). If the individual transfers to other organizations within the same employer type (e.g. PWGSC to Employment and Immigration Canada), the PRI does not change. If an individual leaves his job in the public sector and takes a job in the private sector, his PRI is not deleted. If the individual ever returns to work for the same employer type (not necessarily the same Organization), they will use the same PRI. If an individual transfers from his current employer type (e.g. Treasury Board Secretariat (TBS)) to the other employer type (Crown Corporation/Separate Employer), and this is the first time the individual is employed by a Crown Corporation/Separate Employer, then a second PRI will be assigned.

NOTE: Even though the status has changed for the Canada Revenue Agency (CRA) from department to agency, employees will continue to use the Treasury Board PRIs.

WHO WILL USE THIS SCREEN

This screen will only be used by the following authorized individuals in their organizations:

Departmental Compensation Advisor;
Departmental Staffing Officer;
Regional Pay Office representative; and
Public Service Pension Centre representative.

WHEN WILL THE SCREEN BE USED

This screen will be used when:

a new individual is hired by the organization (Taken On Strength (TOS) (hired)); and
an individual transfers from one employer type to another.

HOW WILL THE INFORMATION ON THE SCREEN BE USED

The "SIN" and "Employer Type" fields will be used to determine if the individual has previously been assigned a PRI for this "Employer Type". The balance of the data provided (i.e. "Family Name" and "Initials") is information which is used to support inquiries (e.g. if someone calls up and forgets their PRI and won't provide their Social Insurance Number (SIN), using the inquiry screen you can determine the PRI from the "Family Name", "Initials", and "Employer Type").

SCREEN FIELDS AND ASSOCIATED VALIDATION RULES

CREATION DATE

The date a PRI was created.
display only (system generated).

SOCIAL INSURANCE NUMBER

a nine digit number assigned by the Department of Employment and Immigration used to uniquely identify individuals. The ninth digit is a check digit (Modulus 10). The first digit must not be a zero.
input mandatory.

FAMILY NAME

the Family Name of the individual being taken on strength.
input mandatory.

INITIALS

the given name initials of the individual being taken on strength (e.g. John Henry Smith initials are JH).
input mandatory.

EMPLOYER TYPE (T/C)

a one character field which indicates whether the individual is being TOS (hired) by a Department (T - Treasury Board employer) or by a Crown Corporation/Separate Employer (C).
display only. The value in this field is system generated based on the value input in the Dept'code field.

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PERSONAL RECORD IDENTIFIER (PRI)

a unique eight digit random number assigned to eligible individuals. The eighth digit is a check digit (Modulus 11).
display only (system generated).

VALID COMMANDS FOR THIS SCREEN

CREA (create) instructs the system to add a new PRI entry record to the database; and
FINI instructs the system to exit the application.

EXPLANATIONS ON USE OF THE COMMAND

Exhibit 2 on the previous page provides a sample of the PRI Creation Routine screen. The fields on this screen have been filled with information necessary to create a new PRI.

CREA

Instructs the system to add the specified entry in the Central Index database. The following instructions provide a step by step example of how to use the CREA command within the PRI Creation Routine screen.
note the system-generated command CREA at the command field in the upper left corner of the screen;
key in the relevant information in each of the fields on this screen (i.e. SIN, Family Name, Initials, and Employee's Dept Code. (Employer Type will be imposed by the system based on Dept Code input);
press the enter key;
the system will either generate a PRI, and/or provide you with a message; and
now you have a choice of actions:
1. return to the main menu; or
2. clear the screen so that you can begin entering another individual.
NOTE: When action is "CREA" for PRI, the root for Individual Agency Number (IAN) is automatically assigned on the data base but not displayed.

MESSAGES APPEARING ON THIS SCREEN

CODE Message/Explanation

W001 Record Successfully Created

The new record has been added to the database.

W002 Record Successfully Modified

The database has been updated to reflect the new departmental entry.

EXT99 Data Base Error Call Help Desk

An error has occurred while the application was trying to update the data base. The database may not reflect the changes made. Please call the help desk immediately.

E001 Unknown Application Command

This command is not valid for this screen. Please rekey the command and press the enter key.

E002 Department not on database

The Department Code input does not exist on the database. Please check to ensure the Department Code is correct.

E011 LR-Error Returned From I/O Module Contact Help Desk

An error has occurred. The database may not reflect the changes made. Please call the help desk immediately, so that they can investigate the problem.

E012 Unknown I-O-LR- STTS Returned From I/O Module Contact Help Desk

An error has occurred. The database may not reflect the changes made. Please call the help desk immediately, so that they can investigate the problem.

W1080 No access to this Department

E015 DB-Error...Existing PRI Does Not Have A Matching Person Record.

An error has occurred. Please call the help desk immediately, so that they can investigate the problem.

E016 DB-Error...No SIN/PRI Combinations Found For Existing SIN Record.