ARCHIVED CD 2002-013
Information identified as archived is provided for reference, research or recordkeeping purposes. It is not subject to the Government of Canada Web Standards and has not been altered or updated since it was archived. Please contact us to request a format other than those available.
April 2, 2002
SUBJECT: Enhancements of Free Form Text
1.1 The purpose of this directive is to provide you with information regarding the enhancements made to the Text Menu screen. The more precise Free Form Text (FFT) application in the Regional Pay System (RPS) has been enhanced for all RPS clients. In addition, clients who have user class (INQ) access to the RPS will now be provided with full functionality for FFT and Bring Forward Text (BFT).
1.2 This directive must be read in conjunction with the Compensation Directive 1996-046 dated October 25, 1996, entitled "Elimination of Manual Record -- Regional Pay Free Form Text, Bring Forwards and Access to Transaction Database".
1.3 In this text, use of the masculine is generic and applies to both men and women.
2.1 As a result of the 1999 National Client Consultations process, a recommendation for modernization of the FFT was approved. The modernization of the FFT will consist of increasing the number of lines for FFT messages and developing a new method to access FFT messages for the clients. The current functionality of the FFT process will remain the same. Clients with user class "INQ" will also be provided with the new method of access for FFT messages. The current BFT function will also be made available to these clients.
These changes became effective on February 26, 2002.
2.2 The number of lines of FFT messages has been increased from 30 lines to 50 lines.
2.3 The new method of accessing the FFT functions consists of a "flag" that identifies the existence of FFT for accounts once access to a paylist is obtained. The user will be able to access a list of accounts for which new FFT messages have been created as of the implementation date of this initiative. If more than one FFT message exists for a particular account, these would be displayed using the current date order. The account will remain on the "flagged" listing until it has been viewed. The new listing will only be available for clients whose user identification is pay and benefits (PAB) or inquiry (INQ) access.
3.1 In order to allow more lines of text for FFT messages, the current maximum of 30 lines is to be increased to 50 lines.
3.2. Clients Using the On-line Module of RPS
When new FFT messages have been created for any accounts on a particular paylist, the following message will be displayed at the bottom of the USER MENU screen: "UNREAD FREE FORM TEXT EXIST FOR THIS PAYLIST". When this message is displayed, users will be able to press the function key F6 to access the TEXT MENU selection screen. A new selection criterion will be displayed as "FFT ACCT SELECT LIST" (LST) . If this option is selected, an alphabetical list of all accounts, for which there are new FFTs, will be displayed. The list will display the Personal Record Identifier number (PRI), the last name and the initials. If the list has to be displayed on more than one page, users may navigate from one page to another utilizing the existing function keys F7 to move forward to the next page and F8 to move back to the previous page.
3.3. Clients with User Class "INQ" Access of RPS
Clients with user class "INQ" excess to the RPS will have to enter a paylist number in the appropriate field on the "PAY SIGNON" screen to be able to access the TEXT MENU screen and select the listing of "flagged" accounts with FFT messages. Once a paylist has been selected, the INQUIRY MENU screen will be displayed. When new FFT messages have been created for any accounts on a particular paylist, the following message will be displayed at the bottom of the INQUIRY MENU screen: " UNREAD FREE FORM TEXT EXIST FOR THIS PAYLIST". When this message is displayed, users will be able to press the function key F6 to access the TEXT MENU selection screen. A new selection criterion will be displayed as "FFT ACCT SELECT LIST" (LST). If this option is selected, an alphabetical list of all accounts, for which there are new FFTs, will be displayed. The list will display the PRI, last name and initials. If the list has to be displayed on more than one page, users may navigate from one page to another utilizing the existing function keys F7 to move forward to the next page and F8 to move back to the previous page. In order to select other paylists, users will be able to return to the "PAY SIGNON" screen by using the function key F9.
In addition, the INQ access users will now have the capability to create and delete FFT and BFT messages. If no paylist is entered on the "PAY SIGNON" screen, the access and functionality for the FFT and BFT messages will not be available. Procedures pertaining to FFT and BFT functionality are listed in section 20 of the Personnel Pay Input Manual (PPIM).
3.4 Users may select one or more accounts from the list. Selection of one or more accounts can be done by placing an "S" before the desired account. To activate the selections, users must enter an "X" in the "TO ACTIVATE ENTER X" field that will be placed at the end of the list.
To select all of the accounts that are displayed on the list, an "X" must be placed at the beginning of the list in the "TO SELECT ALL ACCOUNTS ENTER X" field and at the end of the list in the "TO ACTIVATE ENTER X" field.
Users may navigate forward to the next account that was selected by typing "NEXT" in the command field. In order to return to the list, users must utilize the existing function key F11. Once the user has exited the current FFT session by pressing the F6 function key, the flag will be removed from the accounts that were selected. Those that have not been selected will remain on the list so that they may be viewed at a later time.
If an account contains more than one FFT, the most recent text entered by either the pay office (PO) or the compensation advisors will be displayed first.
The user will have access to the FFT for "Transfer Out" (TOU) accounts and struck off strength (SOS) accounts if FFT exists for those accounts. Using the FFT screen, type "DISP" in the commnand field, complete the following information of the TOU or SOS account: PO, Department (DEPT), Pay list (PL), PRI, and then press enter.
The compensation advisors are reminded that it is their responsibility to delete FFTs and BFTs that are no longer required. They are also reminded that the FFT function is not to be used as an e-mail service between the pay office and the client department.
3.5 Please be advised that the PPIM will be updated April 19, 2002, to incorporate the relative information contained in this Compensation Directive.
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
Government Operational Service
Reference: CJA 9020-41-8
- Date modified: