Public Works and Government Services Canada
Symbol of the Government of Canada
Skip to content | Skip to institutional links

Common menu bar links

Home > Payments and Pensions > Compensation Sector > Tools > On-line proforma > Generic Pro Forma Job Aid

Institutional links

Generic Pro Forma Job Aid

Phase 1

Generic Pro Forma (PRF) was developed to allow input of multiple transactions in the Regional Pay System (RPS), thereby decreasing both the number of keystrokes and repetitive transactions. This new processing method will improve the system response time.

The system will carry forward onto the second transaction all the information input on the initial one, the information modified on the second transaction will be carried forward onto the third transaction. This process will be repeated until all the transactions for the selected accounts have been created.

The following documentation identifies various exceptions to this process.

How to use the job aid?

  • Print the job aid.
  • Open the On-line Regional Pay System (RPS).
  • View the screens following the instructions of the job aid.

OR

  • Open and minimize both applications, the job aid (netscape/explorer) and the On-line Regional Pay System, to the point that both windows can be seen on the screen.
  • View the screens following the instructions of the job aid.

OR

  • For those who have 2 computer screens, open the job aid (netscape/explorer) on one computer and the On-line Regional Pay System on the other computer.
  • View the screens following the instructions of the job aid.

Input Procedures for the Current and New Screens

Access the On-line Pay System until you reach the Account Maintenance Menu screen (ACC).

Bold characters indicated in the Input Process column, in the RPS represent the fields appearing on the input screen.

Top of Page

Account Maintenance Menu Screen

What's New Input Process Input Process Take Note Of Take Note Of
The selection menu on the ACC screen had to be manipulated into two columns to add the PRF selection. The PRF selection will permit you to create multiple transactions for several accounts. Step 1

Type "PRF" in the command field, to select Pro Forma.

 No changes from current function keys.
Step 2

IF MULTIPLE ACTIONS enter "P" for Personal Record Identifier (PRI) or "N" for NAME : Must enter "P" or "N" to activate the Pro Forma option.

 Individual Personnel Record Indentifier (PRI) or name cannot be selected for the PRF option.
Step 3

Press the "ENTER" key to access the pro Forma selection screen.

  

Top of Page

Pro Forma Selection Screen

What's New Input Process Take Note Of
The new selection screen PRF will allow you to retrieve from the Data Base Master (DBM), all the accounts under the same paylist that meet the input criteria. Step 1

Type, in the command field, the acronym of the transaction to be processed, such as Entitlement - Commence "ENC", Deduction - Commence "DEC", Contribution "STA" etc.

 All transaction acronyms can be input, except for Time Summary (TIM) . Taken on Strength (TOS) screen can only be used to rehire employees who left within the last 2 yrs because the account must be present on the Data Base Master in order for the system to retrieve the information .
Step 2

Input the appropriate data in the selection fields in order to retrieve the required accounts. Can input data in one or more fields. For Transfer-in (TIN) all fields must be blank.

 If data is not input in any of the selection fields, the entire paylist will be displayed, except for Transfer-in.
Status Code:

X = Active, S = Struck off Strength (SOS)(Terminate or retire), T = Temporarily Struck off Strength (T-SOS). Must enter code "S" for a "TOS" (hired).

 Account must be in Struck off Strength(SOS)(Terminate or retire) status for a TOS.
Employee Type Code: See Personnel Pay-Input Manual (PPIM) 3-5-3 field 31.  
Bargaining Unit Designator (BUD) Code: See PPIM 9-3. Will provide the list of all the classification levels under the input BUD Code. To display a specific classification level complete the Class Level field.
Class Level: (example: 02 ) if this field is completed you must also complete the BUD Code field. Will provide a list of the class level associated with the BUD Code. Example: For the selection of a Status Code "X", BUD Code 30100, and class level 02, the system will generate a list of all the active employees on that paylist that are AS02.
Pay Rate Code: See PPIM 3-5-3 field 21. Exclusion Code: See PPIM 9-2.  
Deduction/entitlement (DEDENT) Code: See PPIM 9-5-2 and 9-5-4. DEDENT Code must be ongoing for the account in order to be retrieved. Example: If there is an increase in parking fees, to amend the deduction enter in the Status Code field " X" (active) and code 541 (parking) in the DEDENT field. The system will generate a list of employees on that paylist that have an ongoing parking deduction.
Stat. Incr. Date: (Day/Month/Year) enter current or a future date. The statutory increase date must be present on the employee's Master Employee Record (MER) in order for the system to retrieve the date requested. Example: For an input date of 30/07/01 in this field, the system will generate a list of employees to be paid a statutory increase effective on 30/07/01.
For TIN Enter Number of Accounts: Enter the number of Transfer-in to be processed. To be completed for Transfer-in only. See the section below to process a Transfer-in.
Step 3

Press the "ENTER" key to access the Employee Selection List (ESL)screen..

  

Top of Page

Employee Selection List Screen

What's New Input Process Take Note Of
The employee selection list screen (ESL) will display all of the accounts based on the selection criteria chosen on the PRF screen. The ESL screen will also display the transaction type requested to be processed ex: DEC to commence a deduction. Step 1

No input required in the command field.

 Up to 10 accounts per page. If more than one page of accounts, press the "F7" key to page forward to the next page and the "F8" key to return to the previous page. For the sequence number on this screen, the system will display the information automatically, once all transactions for the selected accounts have been created.
Step 2

To select all accounts enter "X": Enter an "X" if you want to select all of the accounts displayed on the screen. Or Enter an "S" in the "SEL" field to select individual account.
Step 3

To activate enter "X" : You must enter an "X" to activate the selection process, whether it is all accounts or individual accounts.

 For multiple pages, the input line to activate the selection will be on the last page.
Step 4

Press the "ENTER" key, to access the transaction to be processed.

  

Top of Page

Transaction Input Screen

What's New Input Process Take Note Of Take Note Of

The screen displayed will be the transaction input screen requested to be processed from the PRF screen ex: Entitlement - Commence (ENC), PRO, STA etc.

The first selected account will be displayed with the tombstone data only (Pay Office (PO), Dept., P/L, PRI, Name and Initials).

 Step 1

Type "CREA" in the command field and complete the input fields as per current process.

  
Step 2

Press the "ENTER" key, to create the transaction.

To transfer to another screen use the "F12" key + screen acronym same as current process. Once the transaction is created press the "F7" key or type "NEXT" in the command field and press the "ENTER" key to return to the next selected account from the ESL screen.
Step 3

Type "NEXT" in the command field.

A selected account can be bypassed by repeating step 3 and 4.
Step 4

Press the "ENTER" key, to access the next account selected from the ESL screen.

The input screen for the second account will be displayed with the account's tombstone data and the information input in the fields from the first account. The third account will be displayed with the account's tombstone data and with the modified information in the fields from the second account. This process will be repeated until the last selected account is displayed.

 Step 5

Type "CREA" in the command field and modify the input fields as required for the second account.

The system will always bring forward the information from the previous transaction created, except for: Direct Fund Transfer (DFT). Mailing Address Cheques (MAC). TOS the information is retrieved from the DBM and can be modified. When the next TOS is displayed the information would relate to that account. The input information on the first TOS is not brought forward to the second TOS transaction.
The Status Change (STA) information will be brought forward except for the date of birth. Transactions created for a lump sum payment, rate base 0, the amount only will not be carried over to the next screen.
Step 6

Press the "ENTER" key.
Step 7

Repeat steps 3-4-5-6 until all the transactions have been created for the selected accounts. Once completed, the Employee Selection List (ESL) screen will be displayed automatically and will provide a transaction sequence number for each account for which you have created a transaction.

If you need to process other transaction types for the same or different employees using the Pro Forma process you must return to the Account Maintenance (ACC) menu.

 Step 1

Press "F11" key to return to the Account Maintenance Menu screen (ACC) and repeat the process.

  

Step 2

Type "PRF" in the command field, to select pro forma.

  
Step 3

Complete the field IF MULTIPLE ACTIONS enter "P" for PRI or "N" for NAME.

  
Step 4

Press the "ENTER" key to access the Pro Forma Selection screen.

  

Top of Page

To Process a Transfer-in (TIN)

What's New Input Process Take Note Of Take Note Of
On the ACC screen. Step 1 Type "PRF" in the command field. The selection is to be done by PRI only for the Transfer-in.
Step 2 IF MULTIPLE ACTIONS enter "P" for PRI or "N" for NAME. Must select "P" for PRI.
Step 3 Press the "ENTER" key.
On the PRF screen. Step 1 Type "TIN" in the command field. All input selection fields (Status code, Employee Type code etc.) must be left blank for a Transfer-in.
Step 2 For TIN enter number of accounts: Enter the number of TIN transactions to be processed.  
Step 3 Press the "ENTER" key to access the ESL screen.  
For a Transfer-in the ESL screen will not display the employee's name or PRI, but only blank input lines . The number of pages will be determined as per the number of TIN accounts entered on the previous PRF screen . Step 1 To select all accounts enter "X": The "X " will be imposed by the system. Can input up to a maximum of 10 PRIs per page. If more than 10 PRIs are to be entered, press the "F7" key to page forward to the next blank page and the "F8" key to return to the previous page.
Step 2 PRI : Enter the PRI of the accounts to be transferred.
Step 3 Press the "ENTER" key if you want to see the name associated with each PRI. This step can be bypassed. The system will validate the PRI against the Central Index (CI): For valid PRI the system will display automatically on the ESL screen, the name associated with the PRI. For an invalid PRI the system will generate an error message.
Step 4 To activate enter "X" : Enter an "X".  
Step 5 Press the "ENTER" key to access the TIN screen. If you complete step 2-4-5 the validation of the PRI to the CI will be done and if there are discrepancies the ESL screen will be redisplayed with an error message . If there is no discrepancy the system will immediately display the TIN screen.
The TIN screen will be displayed with the tombstone data for the first PRI indicated on the ESL. Step 6 Follow current process, type "SEAR" in the command field. For the system to retrieve the information from the Transfer-out "TOU".
Step 7 Press the "ENTER" key.
Step 8 Type in the command field "CREA" and complete the input fields as per current process.
Step 9 Press the "ENTER" key.
Step 10 Type in the command field "NEXT" to access the next PRI (account) indicated on the ESL screen. Next TIN screen will be displayed with the tombstone data of the second PRI and the input information brought forward from the first account.
Step 11 Press the "ENTER" key.
Step 12 Repeat steps 6-7-8-9.
Once all TIN transactions have been created, the ESL screen will be displayed with transaction sequence number for each of the accounts.  
Date Modified: 2012-04-16

Top of Page
Important Notices