1
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PURPOSE
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1.1
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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.
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2
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BACKGROUND
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2.1
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The two new applications and TDB enhancements are part of a larger undertaking
known as the Compensation Productivity Initiative (CPI).
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2.2
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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.
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3
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POLICY
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3.1
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Effective November 18, 1996, system changes will be implemented to reflect the
following processes and procedures.
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4
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PROCEDURES/INSTRUCTIONS
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4.1
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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 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.
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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.
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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.
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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.
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4.2
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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.
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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.
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Pay office users will be allowed to display, create,
replace and delete BFs for another user within the same pay
office.
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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.
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Pay office users will be allowed to move BFs to any other departmental user as
long as the move is between valid user IDs.
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4.3
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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.
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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.
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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.
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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.
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4.4
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All input instructions for these new processes are included in the
Personnel-Pay Input Manual changes: PPIM Amendment No. 40 (Volumes IV and V)
dated October 1996.
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5
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INQUIRIES
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5.1
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Any request for information regarding the foregoing should be addressed to your
Public Works and Government Services Canada Client Service
Centre.
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