Incumbent Redesign - Incumbent Data Element Dictionary

BUD

- Bargaining Unit Designator Code

E/D

- Entitlement/Deduction Code

FAA

- Financial Administration Act

INC

- Incumbent

MER

- Pay Master Employee Record File

PAC

- Personnel Applications Centre (PWGSC)

PCIS

- Position and Classification Information System

PDED

- Personnel Data Element Dictionary

PPIM

- Personnel Pay Input Manual

PSEA

- Public Service Employment Act

PSSRA

- Public Service Staff Relations Act

PWGSC

- The Department of Public Works and Government Services

RETOS

- Re-taken on strength

SOS

- Struck off strength

TBS

- Treasury Board Secretariat

TOS

- Taken on strength

TSOS

- Temporarily struck off strength

INC.PROD.MAST

New Incumbent Master File April 1996

INC.PROD.MOBILITY

New Incumbent Mobility File April 1996

INC.PROD.AAMS

New Incumbent Acting Assignment Master File April 1999

INC.PROD.GEOLOC

New Incumbent Geographic Master File

CONT.PROD.SG2401

Contributor System Extract

INC.PROD.GKMST

Previous Incumbent Master File

INC.PROD.GKPRF

Previous Population Reporting File

INC.PROD.GKMOB

Previous Incumbent Mobility File

INC.PROD.GK34101

Previous reformatted Pay Transaction File

Element Name

Acting Pay Code

Alias

Pay Rate Type Indicator (MST/PRF)

PDED No.

N/A

Definition

A code which identifies whether an employee is being paid acting pay or basic pay.

Data Source
(MER field)

Derived from the Entitlement/Deduction Pay Codes on Pay Input Form.
(M108, right most character)

Values

1=Basic Pay 2=Acting Pay/Acting Appointment

Remarks

If M108 =002 set Acting Pay Code to 2 else set to 1.

Structure

X

1996 File Name & Starting Position

INC.PROD.MAST (302) INC.PROD.MOBILITY (184) and (285)
INC.PROD.AAMS (Acting Segment) (136) & (250) & (364)

Old File Name & Starting Position

INC.PROD.GKMST (81) INC.PROD.GKPRF (264)

Element Name

Acting Start Date

Alias

PDED No.

N/A

Definition

The date an acting segment starts on the Acting Assignment Management System (AAMS).

Data Source
(MER field)

Effective From Date of an start acting 18C002 on the Suspense file.

Values

Remarks

Structure

YYYYMMDD

1996 File Name & Starting Position

INC.PROD.AAMS (Acting Segment) (1)

Element Name

Acting Close Date

Alias

PDED No.

N/A

Definition

The date an acting segment ends on the Acting Assignment Management System (AAMS).

Data Source

Effective From Date of any of a number of transactions on the Suspense file that could stop an acting. Revert to basic pay (18C001). A new start acting (18C002). A Struck Off Strength (02). A Transfer Out (03). A Promotion (06). Or by a Miscellaneous Staffing Action (05).

(MER field)

Values

Remarks

Structure

YYYYMMDD

1996 File Name &Starting Position

INC.PROD.AAMS (Acting Segment) (25)

Element Name

Age Years

Alias

Years of Age (MOB/PRF)

PDED No.

18-0

Definition

The number of full years elapsed since the year a person was born.

Data Source

Derived from the Birth Date and Processing Date

Values

YY

Remarks

Subtract Birth Date (year) from Processing Date (year) giving Age years. If Birth Date (month) is greater then Processing Date (month) subtract one from Age years. If the calculation results in a negative or Birth Date is zeros, set Age Years to zero.

Structure

9(2)

1996 File Name &

INC.PROD.MAST (252) INC.PROD.MOBILITY (59)

Starting Position

Old File Name &

INC.PROD.GKPRF (243) INC.PROD.GKMOB (53)

Starting Position

Element Name

Appointment Effective Date

PDED No.

2-32

Alias

Position Appointed Effective Date (MST)
Effective Date Position Change (PRF)
Date Appointed to Position (MOB)

Definition

The date on which a particular appointment of an employee is effective.

Data Source

2517T, field 63

Values

YYYYMMDD

Remarks

If M052 = Position Number

• Set Appointment Effective Date (DTAPPEFF) = old DTAPPEFF

Else

• If Acting Pay Code = 1 and old Acting Pay Code = 2 and
  M052 = Substantive Position Number
  Set DTAPPEFF= old Substantive DTAPPEFF

Else

• Use the Effective From Date on the Suspense Record (Pay Transaction) with the earliest Effective From Date that contains the new Position Number and if the Reason For Change (found only on a Position Number change - 12AF52) is not "R" (reorganization) or "G"(generated by another system).

If no Suspense Record found

• If Acting Pay Code =1 and old Acting Pay Code =2
  Set DTAPPEFF = old Substantive DTAPPEFF

Else

• Set DTAPPEFF = old DTAPPEFF

In cases of acting assignment, INC stores the acting appointment effective date in the Appointment Effective Date field, and the substantive appointment effective date, in the Substantive Appointment Effective Date field.

Structure

X(8)

1996 File Name & Starting Position

INC.PROD.MAST (90) INC.PROD.MOBILITY ( 138) & (239)
INC.PROD.AAMS (Acting Segment) (85) & (199) & (313)

Old File Name & Starting Position

INC.PROD.GKMST (208) INC.PROD.GKMOB (125) & (221)
INC.PROD.GKPRF (121)

Element Name

Appointment Effective Date (PCIS)

PDED No.

N/A

Alias

Definition

The date on which a particular appointment of an employee is effective.

Data Source

PCIS Master
(Col. 504)

Values

YYYYMMDD

Remarks

The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) andDepartment (DEPT)

• If NOC Code Indicator (NOCID) = '3' and DTAPP (PCIS) not = blank
  Capture Appointment Effective Date (DTAPP) from table

Note: The creation of NOCID must be done first

Structure

X(8)

1996 File Name & Starting Position

INC.PROD.MAST (458)

Old File Name & Starting Position

N/A

Element Name

Appointment Language Status Code

Alias

Appointment Status (MST/PRF)

PDED No.

200-0

Definition

A code which identifies the language status of an employee's appointment under the Public Service Official Languages Appointment Regulations.

Data Source (MER field)

2517-T, field 55
(M055)

Values

Refer to the Personnel Pay Input Manual (PPIM), Section 3-5-3 for a list of code values.

Remarks

If M055 not = to blank and not = zero

• set Appointment Language Status = M055

else

• set Appointment Language Status = Appointment Language Status on old master

Structure

X(2)

1996 File Name & Starting Position

INC.PROD.MAST (255)

Old File Name & Starting Position

INC.PROD.GKMST (330)
INC.PROD.GK34101 (44)
INC.PROD.GKPRF (359)

Element Name

Assigned Work Week Hours

Alias

Assigned Work Week (MST/PRF)

PDED No.

8-2

Definition

The hours per week an employee is assigned to work if less than a normal work week.

Data Source
(MER field)

2517T, field 33
(M033)

Values

Remarks

Structure

99v99 (v = implied decimal)

1996 File Name & Starting Position

INC.PROD.MAST (234)

Old File Name & Starting Position

INC.PROD.GKMST (106) INC.PROD.GK34101 (114)
INC.PROD.GKPRF (64)

Element Name

Association/Union Code

Alias

Association Code (MST/PRF/MOB)

PDED No.

54-0

Definition

A code which identifies the union or association to which an employee pays membership dues.

Data Source

The Association Code is derived from the BUD Code.

Values

Remarks

Incumbent BUD/Association Table associates the Bargaining Unit Code with Association/Union Codes. It is present for all PSSRA 1-1 employees. In most cases, the Association Code is the last 2 characters of the regular Deduction Code for union deductions.

Structure

X(2)

1996 File Name & Starting Position

INC.PROD.MAST (297) INC.PROD.MOBILITY (182) & (283)
INC.PROD.AAMS (Acting Segment) (129) & (243) & (357)

Old File Name & Starting Position

INC.PROD.GKMST (155) INC.PROD.GKPRF (178)
INC.PROD.GKMOB (167) & (263)

Element Name

Bargaining Unit Designator Code

Alias

Bargaining Unit Designator (PRF/MOB)

PDED No.

29-0

Definition

Identifies collective bargaining units by category, group and sub-group and supervisors of the same group that have formed a separate bargaining unit. Also used to identify occupations not subject to collective bargaining.

Data Source (MER field)

2517T, field 25
(M025)

Values

Refer to the Pay Input Manual (PPIM), Section 9-3 for the list of codes.

Remarks

The known acronym is BUD. For PSSRA 1-1 BUD's, the first character identifies occupational category, the second two, the group and the last two, the sub-group.

Structure

X(5)

1996 File Name & Starting Position

INC.PROD.MAST (183) INC.PROD.MOBILITY (99) & (200)
INC.PROD.AAMS (Acting Segment) (51 & 160 & (274)

Old File Name & Starting Position

INC.PROD.GKMST (126) INC.PROD.GK34101 (90)
INC.PROD.GKPRF (52) INC.PROD.GKMOB (88) & (184)

Element Name

Bilingualism Bonus Code

Alias

Bilingual Bonus (MST)
Bilingual Allowance Code (PRF)

PDED No.

202-0

Definition

A code which identifies the bilingualism bonus an employee is being paid.

Data Source
(MER field)

Generated from field 62 on 2517T. (Based on entitlement portion of MER file.

Values

1= Bilingual Bonus (7%) 2= Bilingual Bonus ($800.00 per yr) Blank = No Bilingual Bonus

Remarks

If the employee has a pay action 18C/A007

• Set Bilingualism Bonus = 1

Else

• If the employee has a pay action 18C/A141
  Set Bilingualism Bonus = 2

Else

• Set Bilingualism Bonus = blank

Structure

X

1996 File Name & Starting Position

INC.PROD.MAST (257)

Old File Name & Starting Position

INC.PROD.GKMST (161) INC.PROD.GKPRF (192)

Element Name

Bindery Pay Zone Code

Alias

N/A

PDED No.

9-9 (New)

Definition

A code which identifies the geographic pay zones for the Bindery (PRBIN) occupational group and sub-group.

Data Source

Derived from the Pay Zone Code for BUD's 60901 and 65901

Values

Refer to the Pay Input Manual (PPIM), Section 9.4 for the list of codes.

Remarks

Structure

X(2)

1996 File Name & Starting Position

INC.PROD.GEOLOC (107)

Element Name

Birth Date

Alias

Date of Birth (MST/PRF/MOB)

PDED No.

2-1

Definition

The date a person was born.

Data Source

2517T, field 16 or from Contributor System Extract

(MER field)

(M016)

Values

YYYYMMDD

Remarks

Set from M016 and reset from Contributor System

Structure

9(8)

1996 File Name & Starting Position

INC.PROD.MAST (244) INC.PROD.MOBILITY (33)
CONT.PROD.SG2401 (29)

Old File Name & Starting Position

INC.PROD.GKMST (68) INC.PROD.GKPRF (186)
INC.PROD.GK34101 (73) INC.PROD.GKMOB (33)

Element Name

Block Leave Indicator

Alias

N/A

PDED No.

N/A

Definition

Indicates whether the employee is or was on Leave With Income Averaging (LIA) or Pre-retirement Transition Leave (PRL).

Data Source (MER field)

2517T, field 70
(M113)

Values

1 - currently on LIA and contributes to Superannuation (Sup) and Death Benefit (DB) based on full salary rate.

2 - currently on LIA and contributes to Sup and DB based on reduced salary.

3 - currently on PRL and contributes to Sup and DB based on full salary rate.

4 - previously on LIA contributed to Sup and DB based on full salary rate.

5 - previously on LIA contributed to Sup and DB based on reduced salary.

6 - previously on PRL contributed to Sup and DB based on full salary rate.

Remarks

Values 1-3 are input by departments; 4-6 are generated by the Regional Pay System when LIA/PRL entitlements are stopped. Data Element added April 1996.

Structure

X

1996 File Name & Starting Position

INC.PROD.MAST (418)

Element Name

Census Agglomeration Code

Alias

Current Census Agglom. & Prim CA (PRF)

PDED No.

N/A

Definition

A code used in the latest StatCan Census to identify an urban area with a population of between 10,000 and 100,000, together with adjacent urban and rural areas which are highly integrated economically and socially with that urban area.

Data Source

Stat Can GeoRef 1996 Census through the PWGSC Geographic Master File.

Values

See StatCan Publication "Census Metropolitan Areas and Census Agglomerations"

Remarks

The Incumbent table, Geographic Master File associates the Geographic Location Code with the Census Agglomeration Code. That data in this field may be inaccurate.

Structure

X(3)

1996 File Name & Starting Position

INC.PROD.MAST (373) INC.PROD.GEOLOC (64)

Old File Name & Starting Position

INC.PROD.GKPRF (251)

Element Name

Census Agglomeration/Census Metropolitan Area (CA/CMA)

Alias

PDED No.

N/A

Definition

Census metropolitan areas (CMAs) and census agglomerations (CAs) are assigned three-digit codes that uniquely identify each metropolitan area in Canada. The first digit is the same as the second digit of the province code in which the CMA or CA is located. If a CMA or CA spans a provincial boundary, then the province code assigned represents the province with the greater proportion of urban core population. Codes for CMAs or CAs in the Yukon Territory and the Northwest Territories begin with the "9", the same digit as those located in British Columbia.

A census agglomeration (CA) is a large urban area (known as the urban core) together with adjacent urban and rural areas (known as urban and rural fringes) that have a high degree of social and economic integration with the urban core. A CA has an urban core population of at least 10,000, based on the previous census. However, if the population of the urban core of a CA declines below 10,000, the CA is retired. Once a CA attains an urban core population of at least 100,000, based on the previous census, it is eligible to become a CMA. CAs that have urban cores of at least 50,000, based on the previous census, are subdivided into census tracts. Census tracts are maintained for CAs even if the population of the urban cores subsequently fall below 50,000. A CA may be consolidated with adjacent CAs if they are socially and economically integrated. This new grouping is called a consolidated CA and the component CAs are called primary census agglomerations (PCAs).

The CMAtype field identifies whether the CA is consolidated or regular.

A census metropolitan area (CMA) is a very large urban area (known as the urban core) together with adjacent urban and rural areas (known as urban and rural fringes) that have a high degree of social and economic integration with the urban core. A CMA has an urban core population of at least 100,000, based on the previous census. Once an area becomes a CMA, it is retained as a CMA even if the population of its urban core declines below 100,000. All CMAs are subdivided into census tracts. A CMA may be consolidated with adjacent census agglomerations (CAs) if they are socially and economically integrated. This new grouping is known as a consolidated CMA and the component CMA and CA(s) are known as the primary census metropolitan area (PCMA) and primary census agglomeration(s) [PCA(s)]. A CMA may not be consolidated with another CMA.

The CMAtype field identifies whether the CMA is consolidated or regular.

Data Source

Stat Can GeoRef 1996 Census CD through the PWGSC Geographic Master File.

Values

See StatCan Publication "Census Metropolitan Areas and Census Agglomerations"

Remarks

The Incumbent table, Geographic Master File associates the Geographic Location Code with the CA/CMA Code.

Structure

X(3)

1996 File Name & Starting Position

INC.PROD.MAST (373) INC.PROD.GEOLOC (64)

Old File Name & Starting Position

INC.PROD.GKPRF (251)

Element Name

Census Area Code

Alias

Census Agglomeration Code (PRF)

PDED No.

126-0

Definition

A code which identifies the previous census agglomeration area as defined by Statistics Canada, Census Division.

Data Source

StatCan GeoRef 1996 Census CD through the PWGSC Geographic Master File.

Values

This is the previous version of the StatCan Census Agglomeration Code. Values between 001-030 denote Metropolitan areas; values greater than 030, other than urban areas. Metropolitan Area is the last two characters of Census Area Code.

Remarks

The Incumbent table, Geographic Master File, associates the Geographic Location Code with the Census Area Code. This data field is inaccurate, hence was removed in February, 2005.

Structure

X(3)

1996 File Name & Starting Position

INC.PROD.MAST (358)   INC.PROD.GEOLOC  (76)

Old File Name & Starting Position

INC.PROD.GKPRF (222)

Element Name

Alias

PDED No.

N/A

Definition

Data Source

Values

CMA Location

Type          Type

A          Consolidated CMA
B          CMA
C          Consolidated CA
D          CA

Remarks

Structure

1996 File Name & Starting Position

Old File Name &Starting Position

Element Name

Communication Requirements Code of the Position (PCIS)

Alias

N/A

PDED No.

N/A

Definition

A code which identifies certain functions of the position and the official language or languages required to carry out these functions.

Data Source (PCIS field)

PCIS Master
(Col. 450)

Values

0 = Not required

1 = Both English and French

2 = English only

3 = French only

4 = Either French or English

Remarks

The 1st character refers to service to the public

The 2nd character refers to the provision of personal services to federal employees

The 3rd character refers to the provision of central services to federal employees

The 4th character refers to supervisory functions

The 5th character refers to a formal level in the grievance process

The 6th character refers to other functions

The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)

• If NOC Code Indicator (NOCID) = '3' and COMREQ (PCIS) not = blank
  Capture Communication Requirements Code of the Position (COMREQ) from
  the table

Note: The creation of NOCID must be done first

Structure

X(6)

1996 File Name & Starting Position

INC.PROD.MAST (474)

Old File Name &Starting Position

N/A

Element Name

Cold Type Composition Pay Zone Code

Alias

N/A

PDED No.

9-6 (New)

Definition

A code which identifies the geographic pay zones for the Cold Type Composition (PRCTC) occupational group and sub-group.

Data Source

Derived from the Pay Zone Codes for BUD's 60902 and 65902

Values

Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.

Remarks

Structure

X(2)

1996 File Name & Starting Position

INC.PROD.GEOLOC (99)

Element Name

Composition Pay Zone Code

Alias

N/A

PDED No.

9-5 (New)

Definition

A code which identifies the geographic pay zones for the Composition (PRCOM) occupational group and sub-group.

Data Source

Derived from the Pay Zone Codes for BUD's 60903 and 65903

Values

Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.

Remarks

Structure

X(2)

1996 File Name & Starting Position

INC.PROD.GEOLOC (101)

Element Name

Continuous Employment Start Date

Alias

Continuous Service Start Date (MST)

Date Start Continuous Service (PRF)

Date Started Continuous Service (MOB)

PDED No.

2-53

Definition

The start date of an employee's continuous employment in the Public Service as defined in the Public Service Terms and Conditions of Employment Regulations.

Data Source
(MER field)

2517T, field 45
(M045)

Values

YYYYMMDD

Remarks

If M045 not = blank and not = zero.

• Set Continuous Employment Start Date = M045

Else

• Set Continuous Employment Start Date = Continuous Employment Start Date on old master

Structure

9(8)

1996 File Name & Starting Position

INC.PROD.MAST (165) INC.PROD.MOBILITY (43)
INC.PROD.AAMS (43)

Old File Name & Starting Position

INC.PROD.GKMST (266) INC.PROD.GK34101 (128)
INC.PROD.GKPRF (145) INC.PROD.GKMOB (41)

Element Name

Continuous Employment Years

Alias

Years of Continuous Service (PRF/MOB)

PDED No.

24-0

Definition

The number of years of continuous employment in the Public Service as defined in the Public Service Terms and Conditions of Employment Regulations.

Data Source

Calculated from the Continuous Employment Start Date and Processing Date

Values

YY

Remarks

Subtract Continuous Employment Start Date (years) from the Processing Date (years) giving Continuous Employment Years. If Continuous Employment Start Date (months) is greater than Processing Date (months) subtract one from Continuous Employment Years. If the calculation results in a negative or Continuous Employment Start Date is zero, set Continuous Employment Years to zero.

Structure

9(2)

1996 File Name & Starting Position

INC.PROD.MAST (173) INC.PROD.MOBILITY (61)

Old File Name & Starting Position

INC.PROD.GKPRF (198) INC.PROD.GKMOB (55)

Element Name

Death Benefit Eligibility Indicator

Alias

Death Benefit Eligibility (MST/PRF)

PDED No.

11-0

Definition

Identifies whether an employee is eligible to contribute to the Supplementary Death Benefit (SDB) Plan.

Data Source
(MER field)

2517T, field 37
(M037)

Values

1 = Eligible to contribute to SDB, 2 = Not eligible to contribute to SDB

Remarks

Structure

X

1996 File Name & Starting Position

INC.PROD.MAST (266

Old File Name & Starting Position

INC.PROD.GKMST (158) INC.PROD.GK34101 (123)
INC.PROD.GKPRF (284)

Element Name

Department/Agency Code

Alias

Department /Agency (MST), Department or Agency Code (PRF)
Department/Agency Code (MOB) & Department (MOB)

PDED No.

1-0

Definition

A system processing code which identifies a federal organization structured to carry out programs or activities specified by Parliament.

Data Source
(MER field)

2517T, field 10
(M010)

Values

The list of valid Department Codes is maintained on Incumbent Department/Agency Table. TBS supplies new Department Codes via the Population Affiliation System.

Remarks

Ignore MER records with Dept Code = CAE, CCA, CPC, DNT, DPW, DSS, EIC,
If Dept. Code = AGR & Paylist = 0319 set Dept. Code = CDC
If Dept. Code = AGR & Paylist = 0325 set Dept. Code = FPN
If Dept. Code = PCO & Paylist = 0005 set Dept. Code = OPM
If Dept. Code = DOE & Paylist = 0001 set Dept. Code = EAA
If Dept. Code = IAN & Paylist = 0402 or 0403 or 0116, or 0104, set Dept. Code = IRA
If Dept. Code = EXT &
First 5 char. Of Position Number = 'PASS ' set Dept. Code = PPT
If Dept. Code = SOL &
First 5 char. Of Position Number = 'SGERC' set Dept. Code = REC
If Dept. Code = SOL &
First 5 char. Of Position Number = 'SGPCC' set Dept. Code = RPP
If Dept. Code = SOL &
First 5 char. Of Position Number = 'SGOCI' set Dept. Code = OCI

Structure

X(3)

1996 File Name & Starting Position

INC.PROD.MAST (36) INC.PROD.MOBILITY (86) & (187)
INC.PROD.AAMS (Acting Segment) (33) & (147) & (261)

Old File Name & Starting Position

INC.PROD.GKMST (14) INC.PROD.GK34101 (23)
INC.PROD.GKPRF (68) INC.PROD.GKMOB (76) & (172

Element Name

Department/Agency Employment Start Date

Alias

Date Incumbent Started at Ministry (MST)
Date Started in Department (PRF)

PDED No.

2-34

Definition

The date employee starts employment with a department or agency, or the effective date

of a movement to a new department or agency due to a restructure

Data Source

2517T, field 63, or Bulk Change Table

Values

YYYYMMDD

Remarks

If bulk change to department code

• Set Dep't /Agency Employment Start Date (DTDEPT) = Effective Date of Department Bulk Change

If M010 = Dep't

• Set DTDEPT = old DTDEPT

Else

• Use the Effective From Date on the Suspense Record (Pay Transaction) with a Pay Action Code '01' or '04 and with the earliest Effective From Date that contains the new Department/Agency code.

Structure

9(8)

1996 File Name & Starting Position

INC.PROD.MAST (39)

Old File Name & Starting Position

INC.PROD.GKMST (10) INC.PROD.GKPRF (258)

Element Name

Department Start Date Prior to Restructure

Alias

PDED No.

N/A (field created in may 2004)

Definition

The date employee starts employment with a department or agency prior to being moved to a new department as part of government restructure.

Data Source

Previous Incumbent Master

Values

YYYYMMDD

Remarks

If bulk change to department code and the Bulk Change argument Effective Date >
Dep't/Agency Employment Start Date (DTDEPT)

• Set Department Start Date Prior to Restructure (DTPRDEPT) = DTDEPT

If M010 = Dep't

• Set DTPRDEPT = old DTPRDEPT

Else

• Set to blank

Structure

9(8)

1996 File Name & Starting Position

INC.PROD.MAST (50)

Old File Name & Starting Position