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1
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PURPOSE
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1.1
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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).
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1.2
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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".
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1.3
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In this text, use of the masculine is generic and applies
to both men and women.
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2
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BACKGROUND
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2.1
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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.
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These changes became effective on February 26, 2002.
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2.2
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The number of lines of FFT messages has been increased from
30 lines to 50 lines.
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2.3
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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.
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3
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PROCEDURES/INSTRUCTIONS
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3.1
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In order to allow more lines of text for FFT messages, the
current maximum of 30 lines is to be increased to 50 lines.
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3.2
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Clients Using the On-line Module of RPS
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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.
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3.3
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Clients with User Class "INQ" Access of RPS
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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.
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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).
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3.4
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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.
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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.
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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.
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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.
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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.
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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.
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3.5
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Please be advised that the PPIM will be updated April 19,
2002, to incorporate the relative information contained in
this Compensation Directive.
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4
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INQUIRIES
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4.1
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Any request for information regarding the foregoing should
be addressed to your Public Works and Government Services
Canada (PWGSC) Compensation Services Office.
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