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PPIM 19-7

This document has been modified. The changes are identified by a vertical line "|".

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Section: CENTRAL INDEX SYSTEM

Subsection: ON-LINE PROCESSING - INQUIRY

OVERVIEW

| The inquiry screens are intended to be used to determine an individual's Personal Record Identifier (PRI) when the user of the system knows other information about the individual (e.g. Social Insurance Number (SIN), Pension Number or Individual Agency Number (IAN). Depending on the information provided to begin the search one or more individuals may be identified.

There are two screens which support the inquiry process. The first screen (TCINQ00D) is used to specify the parameters of the search, and if only one individual is found which matches the search criteria, then the information about the individual is presented on the same screen. If more than one individual is found which matches the search criteria, then a second screen (TCPGE00D) is presented to the user containing basic information about the selected individuals (a maximum of 200 records will be displayed). The user can now select one of these entries, and the first screen (TCINQ00D) reappears with the details about the selected entry. If more than 200 records are available, the user will have to specify additional parameters in the search criteria (e.g. initials, birth month/day, etc.) in order to reduce the number of potential records to less than 200.

WHO WILL USE THIS SCREEN

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

  • Departmental Compensation Specialist;
  • Departmental Staffing Officer;
  • Regional Pay Office Representative;
  • Public Service Pension Centre (PSPC).

WHEN WILL THE SCREEN BE USED

This screen will be used when:

  1. an individual is requesting information which requires the respondent to know the individual's PRI, however the individual does not remember their PRI;
  2. a remittance agency has a question about the deduction they received for an individual; they provide the individual's SIN/Individual Agency Number (IAN). The inquiry screen can be used to determine the associated PRI;
  3. when submitting a Disability/Long Term Disability Insurance claim form. The inquiry screen can be used to determine the associated IAN.

NOTE: IAN will be the search criteria for converted Agencies.

HOW WILL THE INFORMATION ON THE SCREEN BE USED

No data is stored in the system when this display screen is used. This results in the identification of the individual's PRI. The PRI will then be used to initiate an inquiry in another system (e.g. Regional Pay Sytem).

FIRST SCREEN

| The first inquiry screen. At least one of the primary fields (i.e. SIN, PRI, Pension Number or IAN) must be completed on this screen to begin the search.

SCREEN FIELDS AND ASSOCIATED VALIDATION RULES

PRI

  • a unique eight digit random number assigned to eligible individuals.
  • input optional.

SIN

  • a nine digit number assigned by Department of Employment and Immigration used to uniquely identify individuals.
  • input optional.

REMITTANCE AGENCY IDENTIFIER (RAI)

  • A unique two character random alpha code assigned to a Remittance Agency. FIND the Remittance Agency Identifier (alpha code) by referring to PPIM 9-5-7

INDIVIDUAL AGENCY NUMBER (IAN)

  • A unique nine digit alphanumeric reference number assigned to an individual.

FAMILY NAME

  • the Family Name of the individual (e.g. Smith).
  • display only.

INITIALS

  • the given name initials of the individual (e.g. John Henry Smith - initials are JH).
  • display only.

BIRTH MONTH

  • A 2 digit number representing the month the individual was born. Valid values are numbers between 01 and 12.
  • display only.

BIRTH DAY

  • a 2 digit number representing the day of the month the individual was born. Valid values vary according to the number of days in the month.
  • display only.

PENSION NUMBER

  • a unique number assigned by the PSPC to plan members subject to the Public Service Superannuation Act.
  • input optional.

EMPLOYER TYPE

  • a one character field which indicates who the employer is (T - Treasury Board or C -Crown Corporation/Separate Employer).
  • display only.

DEPARTMENT CODE

  • a three digit alphabetic code used to uniquely identify organizations (i.e. Departments and Crown Corporations/Separate Employer). The list of valid organizations is maintained by the Compensation Directorate.
  • display only.

LAST UPDATED DATE

  • the date that the record was last changed.
  • display only.

STEPS TO FOLLOW TO OBTAIN AN IAN

  1. ENTER PRI/SIN of an individual
  2. ENTER the Remittance Agency Identifier (RAI)
  3. PRESS Enter - The IAN will be indicated in field for IAN
  4. TRANSFER this information to the claim form in the certificate # block

STEPS TO FOLLOW TO OBTAIN A PRI

  1. ENTER SIN of an individual
  2. PRESS Enter - The PRI will be indicated in field for PRI

VALID COMMANDS FOR THIS SCREEN

FINI

typing "FINI" at the command field takes you right out of the Central Index application; and

DISP

instructs the system to display the record(s) in the Central Index database that match the information provided on this screen.

EXPLANATION ON USE OF THE SCREEN

  • note the system-generated command DISP at the command field in the upper left corner of the screen;
  • | complete at least one of the primary fields (i.e. SIN, PRI, Pension Number or IAN);
  • press the enter key when you have finished entering the data. The system will edit the information provided and depending on if any errors were found, and how many records were identified which matched the search criteria, the user will proceed with one of the following actions:

EXPLANATION ON USE OF THE SCREEN - Error

  • error message displayed - if errors were identified (e.g. birth day or month invalid, or no record found). Correct the errors and press the enter key;
  • one record found - only one record was found which matched the search criteria. When you are finished reviewing the information on the screen, either clear the screen so you can initiate another inquiry, or return to the main menu; or
  • many records found - if more than one record was found which matched the search criteria, the second inquiry screen (Exhibit 4) containing a list of all the records found would be presented.

MESSAGES APPEARING ON THIS SCREEN

CODE Message Explanation
EXT99 Data Base Error Call Help Desk An error has occurred while the application was trying to access the data base. 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.
R1010  Birth Day Or Month Invalid An invalid value was entered in the birth day or month field. Valid values for month are 01 through 12, and valid values for day vary according to the month
R1020 No Primary Search Key Provided The primary search keys are:
  1. SIN
  2. PRI;
  3. Pension Number; and
  4. Family Name. One of these fields must be completed on this screen to begin the search.
R1030 Department Is Invalid The value provided in the department field does not match any of the codes stored in the Central Index Department Code Table.
R1070 PRI Not Numeric. The value entered in the PRI field is not numeric. Please correct the entry and press the enter key.
W1030 More than 200 records are available Although more than 200 records matched the search criteria, the system can only display a maximum of 200. Please specify additional parameters in the search criteria (screen TCINQOOD) in order to reduce the number of records displayed to less than 200.

SECOND SCREEN

The second inquiry screen.

SCREEN FIELDS AND ASSOCIATED VALIDATION RULES

SEL

  • this field is used to allow the users to select the entry for which they wish to see more details.
  • input optional. Valid entries are "S" and "X".

PRI

  • a unique eight digit random number assigned to eligible individuals.
  • display only.

FAMILY NAME

  • the Family Name of the individual (e.g. Smith).
  • display only.

INITIALS

  • the given name initials of the individual (e.g. John Henry Smith, initials are J.H.).
  • display only.

BIRTH MONTH

  • a 2 digit number representing the month the individual was born.
  • display only.

BIRTH DAY

  • a 2 digit number representing the day of the month the individual was born.
  • display only.

EMPLOYER TYPE

  • a one character field which indicates who the employer is (T - Treasury Board or C - Crown Corporation/Separate Employer).
  • display only.

PENSION NUMBER

  • A unique number assigned by the PSPC to eligible plan members.
  • display only.

COMMANDS FOR THIS SCREEN

FINI

typing "FINI" at the command field takes you right out of the Central Index application; and

DISP

system-generated command which instructs the system to display the specified Organization entry.

EXPLANATION ON USE OF THE SCREEN

  1. this screen shows all the entries in the database the user can access (the departmental security officer establishes this when they request that a user can access the Central Index System) which match the search criteria specified on the previous screen. Review the entries provided, paging through the list if necessary;
  2. now you can either return to the main menu or you may select an entry by typing "S" on the desired line, and press the enter key; and
  3. If you have selected an entry the system will return you to the First Inquiry Screen, and the PRI will be displayed at the appropriate field. Press the enter key and the information associated with the PRI will be displayed. At this point you can either clear the screen so you can initiate another inquiry, or return to the main menu.

MESSAGES APPEARING ON THIS SCREEN

CODE Message Explanation
R1000 Selection Code Must Be "S" Or "X" The value "S" or "X" must be entered under the SEL field to select an entry.

Last Update: April 2011