ARCHIVED CD 2001-016

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July 23, 2001

SUBJECT: On-line Pro Forma - Phase 1


1.1 The purpose of this directive is to introduce a new data entry option in the on-line Regional Pay System (RPS). This option is a Pro Forma that will permit the creation of multiple transactions in the RPS.

1.2 In this text, use of the masculine is generic and applies to both men and women.


2.1 As a result of the client consultation process, an on-line Pro Forma method of input was created to improve service. This method will generate multiple transactions in a reduced time frame with the use of a few repetitive keystrokes.

2.2 The method of entry is the only change to current business. The system will continue to provide the same service to its current clients.

2.3 The on-line Pro Forma is being developed in three phases. Phase 1 will permit the creation and retrieval of a list of employees based on selection criteria. This list would then be used to create a pay action for each account on the list, based on similar requirements. Phase 2 will permit the creation of a series of transactions that are required to process the taken on strength (TOS) of new employees that are not currently in the system. Phase 3 will retrieve transactions from the Transaction Data Base (TDB) for re-creation.

| 2.4 A job aid for Compensation Advisors for Phase 1 is linked to this directive. Job aids for Phases 2 and 3 will be included with the subsequent directives.


3.1. Phase 1 - Retrieval of a List of Employees

3.1.1 The Account Maintenance (ACC) screen will have a new option called the Pro Forma (PRF) Selection screen.

The PRF is used to identify selected accounts as well as the transaction types to be created. The PRF will provide the following list of options:

  • Status code
  • Employee type code
  • Bargaining unit designation (BUD) code
  • Class level
  • Pay rate code
  • Exclusion code
  • Deduction/entitlement (DEDENT) code
  • Statutory increment date

Accounts on a particular paylist that meet the selected criteria will be identified, retrieved and displayed. One or more selections will create a list based on the identified accounts. The Compensation Advisor will then select the account which requires action from the list displayed.

Example: The selection of Status Code X (active), BUD Code 50300, Class Level 03 and Pay Rate Code 8 will generate a list of all the active, salary-protected employees on that paylist that are Clerical and Regulatory (CR) 03s.

Please note that the class level can only be used in conjunction with a BUD code. If a BUD code is not identified then all employees in Class Level 03 will be selected, e.g., Computer Systems Administration (CS), AS, CR and Defence Scientists (DS).

If no selection criteria has been identified then all of the accounts on the paylist will be selected.

All transaction types that currently exist in the system may be selected, with the exeption of the time summary (TIM) transaction. The on-line Pro Forma will not enhance the current process.

3.1.2 If the PRF is to be used with the transfer-in (TIN) transaction type then the number of accounts, (between 1 and 999) is to be completed at the bottom of the screen. This will produce a selection screen where the personal record identifier (PRI) is to be entered. If more than ten TIN accounts is listed on the PRF screen then subsequent pages will be generated to accommodate the number of accounts.

Once all of the transactions have been created for all of the accounts on the list, the employee selection list will be re-displayed with the transaction sequence numbers identified beside each account.

3.2. Creation of a Transaction Using the List of Employees

3.2.1 Once a list is created based on select criteria, Compensation Advisors have the option of further selecting those accounts that require the creation of a transaction.

3.2.2 The information that was on the previous transaction will be re-displayed in all circumstances except in specific instances. When the rate base of 0 is used during the creation of a transaction, the amount will not be carried forward to the next account. The information on direct deposit payments (DFT) and mailing address cheques (MAC) will not be displayed on subsequent accounts.


In order to pay all of the "At Risk" pay for the Executives on a particular paylist (after the list has been created using BUD Code 10200 and Status Code X [active]), all of the accounts are displayed and the entitlement commence (ENC) action is selected. The accounts that require a transaction are selected. An ENC 179 will be created for the first account, i.e., in the amount of $5,000. When the second account is displayed, all of the information is brought forward from the previous account, including the $5,000. If the second transaction is to be created with all of the same information except that the entitlement is for an amount of $10,000, then the amount displayed is to be changed and the transaction can be created. When the next account is displayed, it will bring forward all of the information from the previous account, including the $10,000. That account can then be modified, if necessary, prior to the creation of the transaction.

3.2.3 If TOS transactions are being created for employees with previous public service then the information from the Master Employee Record (MER), if still in the RPS, will be displayed.


In order to re-hire students that were employed on the same paylist in the previous year (once the list has been created using BUD Code 99821 and Status Code S [inactive]), all of the accounts are displayed. Once the accounts that require a transaction are selected, a TOS transaction is requested and the information from the previous year's TOS is displayed. Modifications can then be done e.g., date and salary, and the transaction is created. When the second account is displayed, all of the information from that account's previous year's TOS is displayed. That account can be modified, if necessary, prior to the creation of the transaction.

Please note that this will only be possible when the account has not been removed from the paylist (approximately 2 years after being struck off strength [SOS]).

Information regarding Phases 2 and 3 will be provided in subsequent directives.


4.1 Any request for information regarding the foregoing should be addressed to your Public Works and Government Services Canada (PWGSC) Compensation Services Office.

Original Signed by
Glenda Blacker for

R. Jolicoeur
Director General
Compensation Sector
Government Operational Service