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On-line Pro forma - Phase 2

When selecting the On-line Pro forma to process a Taken on Strength ( TOS ) for new employees and a Transfer In ( TIN ), the system will automatically display the most common input transactions for the TOS and TIN.

The following transactions have been looped from one transaction to another for the input of the TOS and TIN.

TOS and TIN
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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 two 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 Regional 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.

To process TOS for new accounts and TIN

What's New : Input Process & Take Note Of
On the ACC screen Step 1.

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

Step 2

IF MULTIPLE ACTIONS enter "P" for PRI or "N" for NAME : Must enter "P" for PRI.

Step 3

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

 No changes from current function keys.
The selection is to be done only by PRI for TOS of new accounts and TIN.
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Pro Forma Selection Screen for TOS

What's New : Input Process & Take Note Of
The looping of the TOS transactions can be handled two ways:
  1. by retrieving the SOS account on the Data Base Master DBM (introduced in phase 1);
  2. by entering the PRI for each new employee on the Employee Selection List (ESL) screen.

a) Input requirements to process TOS for accounts inSOS status

Step 1. Type "TOS" in the command field.

Step 2. Input the appropriate data in the selection criteria fields.

Status Code : must enter the value "S" in the field, for the system to retrieve the SOS account

Employee Type Code: e.g. A-B-C-D etc.

Bud Code: e.g. students 99804

Step 3.Press the "ENTER" key to access the Employee Selection List (ESL) screen.

  
the selection fields mentioned are the fields to be completed to select SOS accounts.

b) Input requirements to process TOS for new employees

Step 1. Type "TOS" in the command field.

Step 2. For TOS / TIN Enter Number of Accounts: must enter the number of TOS transactions for new employees to be processed.

Step 3 Press the "ENTER" key to access the Employee Selection List (ESL) screen.

  
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Employee Selection List Screen

What's New : Input Process & Take Note Of
The employee selection list screen (ESL) will be displayed as per the user's request on the Pro forma (PRF) screen:
  1. for existing accounts on the DBM, the ESL screen will display all of the SOS accounts based on the selection criteria;
  2. for new employees the ESL screen will be blank, (same functionality as the TIN in phase 1).
 a) Input requirements to process TOS for accounts in SOS status.

Step 1. No input required in the command field.

Step 2.To select all accounts enter "X":enter "X" to select all of the accounts displayed on the screen.Or Enter an "S" in the "SEL" field to select individual accounts .

Step 3. To activate enter "X" : You must enter an "X" to activate the selection process, whether it is all accounts or individual accounts.Step 4Press the "ENTER" key, to access the TOS transaction to be processed.

 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.

The system will display automatically the TOS transaction sequence numbers on the ESL screen, once all the transactions have been created.
b) Input requirements to process TOS for new employees

Step 1. No input required in the command field.

Step 2. To select all accounts enter "X":The "X " will be pre-filled.

Step 3. PRI : Enter the PRI of the new employees to be Taken on Strength.

Step 4. To activate enter "X" : You must enter an "X" to activate the selection process. Step 5Press the "ENTER" key, to access the TOS transaction to be processed.

  
Enter 10 PRIs per page.

Number of pages are generated based on the number of TOS records entered on the previous PRF screen.

If more than 10 PRIs are to be input, use the page forward key "F7" for the next blank page. The "F8" key can be used to return to the previous page.

The PRIs will be validated against the Central Index ( same functionality as the TIN in phase 1).

For invalid PRIs the system will generate an error message.
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Input of the TOS-EAJ- ENC -DEC- DFT -MAC Screens

What's New : Input Process & Take Note Of
The TOS screen for the first account:
  1. for existing SOS accounts on the DBM, the TOS screen will be displayed with all of the information that was retrievable from the DBM, including the date of birth;
  2. for new employees the TOS will be displayed with only the tombstone data ( PO , Dept., P/L, PRI, Name and Initials).
Step 1
Type "CREA" in the command field and complete or change, if necessary, the input fields, as per current process.

Step 2
Press the "ENTER" key, to create the transaction, once the transaction is created.

Step 3
Type "NEXT" in the command field and press the "ENTER" key, to access the next transaction in the looping process, the entitlement adjustment (EAJ) screen.
To access the next transactions within the same account you must type the command "NEXT" and press the "ENTER" key.
Do not use the F7 key as it will bring you to the next selected account and not the next transaction.

Looping order for TOS transactions:
  • TOS
  • EAJ
  • ENC
  • DEC
  • DFT
  • MAC
The EAJ screen will be displayed with only the tombstone data. Step 4
Type "CREA" in the command field and complete the fields as required for the payment.

Step 5
Press the "ENTER" key, to create the transaction, once the transaction is created.

Step 6
Type "NEXT" in the command field and press the "ENTER" key, to access the next transaction in the looping process, the ENC screen.

For additional EAJ transactions, type " EAJ " in the command field and press the "F12" key, same as current process. The information from the previous EAJ will be carried over.

Once the transaction is created, type in the command field "NEXT" and press the "ENTER" key to return to the looping process, which will bring up the ENC screen.

The ENC, DEC, DFT and MAC screens will be displayed with the tombstone data. Step 7
Complete the other required transactions by following Steps 4 to 6 .

To bypass an unnecessary screen within the looping process you must use the command "Next" , not the F7 key . The command NEXT may be pre-filled or may have to be typed in the command field, depending on the last action taken.

Once all transactions for the first account have been completed you can use the command "Next" or the "F7 key" to access the TOS screen for the second account.		 You can transfer at anytime to another transaction by using the "F12" key + the transaction acronym .
The TOS for the second account :
  1. for existing SOS accounts on the DBM, the TOS screen will be displayed with the information that was retrievable from the SOS residing on the DBM,
  2. for new employees the TOS will be displayed with
    the account's tombstone data and the information input in the updated fields from the first account.
 Step 8
Type "CREA" in the command field and modify the input fields as required for the second account and press the "ENTER" key.
TOS for new employees and TIN transactions - the date of birth will not be carried over to the next account.
Step 9
Type "NEXT" in the command field and press the "ENTER" key, to access the next transaction in the looping process, the EAJ screen.

Create all other required transactions ENC/DEC etc. for the second account..

Repeat steps 1 to 6 until all the transactions have been created for the accounts.		 The EAJ will be displayed with the account's tombstone data and with the information carried over from the last EAJ created.

Example: If three EAJ transactions were created for the first account, the EAJ for the second account will be displayed with the information of the third EAJ that was created.

The system will not bring forward the information to the next transaction for :
Direct Fund Transfer (DFT).
Mailing Address Cheques (MAC).
The ESL screen will be displayed automatically, once all transactions have been created. The sequence numbers for the TOS transactions only will appear beside the individual account.

Step 1
Complete "To View All Accounts Enter V": enter a "V" to view for all accounts the sequence numbers associated with the transactions created in the looping process.
Or
Enter a "V" in the "SEL" field beside the individual account to view the sequence numbers and transactions created for that account.

Step 2
To activate enter "X" : You must enter an "X" to activate the selection process and press the "ENTER" key, to access the Sequence Number List (SNL) screen.
 
The SNL screen is a new screen. It will display the transaction sequence numbers generated for each transaction created, for a specific account. Step 3
The sequence numbers for all transactions created for the first account will be displayed. To see the sequence numbers for the next account, press the "ENTER" key only, "NEXT" is pre-filled in the command field or use the page forward key "F7" .

Step 4
Once all requested accounts have been seen, press the "ENTER" key on the last SNL screen or use the page forward key "F7" to return to the ESL screen.
OR
Press the "F11" key to return to the Account Maintenance Menu (ACC) screen .		 If necessary, print a copy of the Sequence Number List (SNL) screen for your records.
You cannot page backward (use the F8 key) on the SNL screen .
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Input of the TIN-DEC-ENC-DFT-PRO-MSA Screens

What's New : Input Process & Take Note Of
The Input process of the Transfer-In (TIN) is the same as Phase 1. However, Phase 2 will provide a looping process for the TIN transactions, using the relevant screens. For the input process and the system functionality relating to the TIN looping process, follow the above procedures written for the TOS of new employees. Looping order for TIN transactions:
  • TIN
  • DEC
  • ENC
  • DFT
  • PRO
  • MSA
Date Modified: 2012-04-16

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Important Notices