ARCHIVED CD 1996-046

This Web page has been archived on the Web.

October 25, 1996

Ottawa, Canada
K1A 0S5

SUBJECT: Elimination of Manual Record - Regional Pay Free Form Text, Bring Forwards and Access to Transaction Database

1. PURPOSE

1.1 The purpose of this directive is to introduce two new Regional Pay System (RPS) applications, as well as to provide information regarding enhancements to the Transaction Database (TDB). The RPS has been modified to include a Free Form Text and a Bring Forward feature. A Job Aid is attached to provide you with appropriate input examples.

2. BACKGROUND

2.1 The two new applications and TDB enhancements are part of a larger undertaking known as the Compensation Productivity Initiative (CPI).

2.2 These system enhancements were initially developed to reduce pay office reliance on manual records (ledger cards) by: providing an electronic facility to help users organize their work and to attach specific information to an account. This initiative can be adopted by Pay and Benefits which will allow them to reduce their reliance on manual records. That is to say that client departments are also authorized to use these new working tools. Furthermore, the TDB inquiry system will be enhanced to allow users to have more options when accessing transactions, thus making the inquiry process more efficient and effective.

3. POLICY

3.1 Effective November 18, 1996, system changes will be implemented to reflect the following processes and procedures.

4. PROCEDURES/INSTRUCTIONS

4.1. Free Form Text (FFT)

A new Free Form Text (FFT) process and on-line screen has been added to the RPS to link special notes or text to pay account Identification (ID)'s (Pay Office, Department, Paylist and Personal Record Identifier (PRI)). This new application will allow Pay and Benefits and pay offices users to display, create, replace and delete lines of text attached to an account, provided the account belongs to a unit for which the user has the required security.

Text attached to an account will be shared by the pay office and department for read and update purposes. However, the pay office cannot update text created by the department and vice-versa.

Each active and temporarily struck off strength account will get its own FFT heading (Pay Office, Department, Paylist and PRI) at implementation time. Accounts transferring in or new taken on strength accounts will have a new FFT location record created.

Accounts becoming inactive after implementation (Struck off Strength/Transfer out) will retain dates on the FFT record. Refer to the attached Job Aid for instructions on how and when to access FFT.

4.2. Bring Forward Text (BFT)

A new Bring Forward (BF) process and on-line screen has been added to the RPS to help users schedule their daily tasks. This new application will allow Pay and Benefits and pay office users to display, create, replace and delete BFs attached to a specific user identification (ID). BFs can also be moved from one user to another.

All past and present BFs will be automatically displayed when the user signs on. The effective date of the BF will trigger when it is to be displayed on the user's screen. Refer to the attached Job Aid for instructions on how and when to access BFT.

Pay office users will be allowed to display, create, replace and delete BFs for another user within the same pay office.

Departmental users will be allowed to display, create, replace and delete BFs for another user as long as he/she has the required security within the unit.

Pay office users will be allowed to move BFs to any other departmental user as long as the move is between valid user IDs.

4.3. Access to Transaction Database (TDB)

A new TRANSACTION TYPE selection field has been added to the TDB screen to narrow the search for an inquiry. All of the existing selection options will remain unchanged.

More specific information on retrieved transactions will be displayed on the Transaction Database Select screen (TDS) such as: TRANSACTION TYPE, DEDUCTION/ENTITLEMENT, EFFECTIVE "FROM" DATE, EFFECTIVE "TO" DATE and RATE AMOUNT. The user will be able to select and display the complete line of information for any transaction.

The enhancement will allow Pay and Benefits users to have a "read" access to transactions of former accounts that have been transferred to their department.

TDB transactions will follow the account. That is to say that when there is a status change to PAYLIST, PAY CYCLE or PRI, transactions in "HISTORY" will be changed to reflect the new status change information.

4.4 All input instructions for these new processes are included in the Personnel-Pay Input Manual(PPIM) changes: PPIM Amendment No. 40 (Volumes IV and V) dated October 1996.

5. INQUIRIES

5.1 Any request for information regarding the foregoing should be addressed to your Public Works and Government Services Canada Client Service Centre.

Original Signed by
P. Charko

P. Charko
Director General
Compensation Sector
Government Operational Service

Reference: CJA 9020-40