1.18.2  Forecasting Requirements

1.18.2.1  (02-24-2009)
Introduction

  1. Forecasting requirements involve determining quantity requirements and methods of distribution for all public and internal use of the Internal Revenue Service (IRS) published products. The overall policy, design and management of the IRS forecasting requirements programs and systems resides with the Director, Distribution (D)/ Distribution Requirements (DR)/ and Forecasting Requirements (FR) Section. The primary forecasting systems are:

    • Tax Products and Specialty Program Distributions

    • Annual Order (AO) Distribution

    • Campus Annual Order (CAO) Distribution

    • Monitor Reorder Point (MRP) Distribution

    • Internal Management Documents Distribution System (IMDDS)

    • Training Publications Distribution System (TPDS)

1.18.2.2  (02-24-2009)
Tax Products Distribution

  1. The Tax Products Distribution Program provides the IRS with the means to closely plan, coordinate, control, and execute the distribution steps required to meet the critical deadline with high quality products. Tax forms and instructions are the primary method of communication with the public. The products are used for return submissions and for making payments and with-holdings. Each tax product is created as a result of new or revised legislation, regulations or rulings, court decisions, and suggestions from IRS employees or taxpayers.

  2. The Tax Products Program determines distribution requirements for most tax products that originate in the Tax Forms and Publications (TF&P) Division. This program does not include tax products that are developed for direct mail outs. FR Analysts gather and monitor tax products requirements from several sources including the Campuses, the Correspondence Production Sites (CPS), the National Distribution Center (NDC), and programs that are maintained in the Tax Forms Distribution Program Section (TFDPS).

1.18.2.3  (02-24-2009)
Specialty Requirements Programs

  1. There are some seasonal distribution programs that coincides with the Tax Products peak season distribution. The programs include but are not limited to:

    • Volunteer Income Tax Assistance (VITA) Distribution, and

    • Marketing-Promotional Products Distribution.

  2. These products may be directly shipped from a print contractor or shipped to the NDC for redistribution. Requirements must be established during the planning phase in coordination with Media & Publications (M&P) Publishing Division and originators.

1.18.2.4  (02-24-2009)
Annual Order (AO), and Campus Annual Order (CAO) Programs.

  1. AO and CAO Programs distribute printed products with consistent usage to the Campuses, CPS and the NDC. The products on AO and CAO programs support pipeline and correspondence processing operations.

    • The CAO products are stocked at the Campus and CPS warehouses only.

    • AO products are stocked at the Campus, the CPS and the NDC warehouses. Campus customers order stock from their local warehouse for AO and CAO products, field offices order from the NDC.

1.18.2.5  (02-24-2009)
Monitor Re-Order Point (MRP) Program.

  1. The MRP program distributes products with low or inconsistent usage to the NDC. Customers including the Campuses place orders for MRP products with the NDC to request stock on an as needed basis.

1.18.2.5.1  (02-24-2009)
Stock Resupply Process

  1. Stock resupply involves several phases. Products are surveyed, transferred and/or printed, based on formalized production schedules or when a product's balance on hand is below the re-order point.

1.18.2.5.1.1  (02-24-2009)
The Survey Process.

  1. The FR Analysts generally survey products on AO, CAO, and Tax Products programs once a year. The Campuses and the CPS Site warehouse Forms Coordinators complete the survey by:

    • Contacting each using area to determine program changes that may impact usage.

    • Determining the accuracy of their balance on hand information (warehouse or in work area).

    • Returning the survey by due-in-date.

    The FR Analyst determines the NDC usage. The Analyst reviews the survey data to determine if a stock transfer or reprint is needed.

1.18.2.5.1.2  (02-24-2009)
Stock Transfers

  1. If shortages of stock occur between survey periods, Campuses, CPS and the NDC can request a transfer by placing a Tax Forms Order (TFORDER). The FR Analyst will resolve transfer requests within 48 hours. When a transfer cannot be completed, a reprint request is made. Reprint requests are covered in section 1.18.2.5.1.3 below.

    Note:

    Campuses, CPS, and the NDC will complete transfers within 48 hours of receiving the request. The FR Analyst closes out the TFORDERs within 48 hours after the transfer request is completed.

1.18.2.5.1.3  (02-24-2009)
Reprint Requests.

  1. Reprints are requested on as needed basis to provide stock to the Campuses, the CPS, the NDC and the Computing Centers, etc.

  2. The originating office is responsible for completing a Form 1767, Publishing Services Requisition, forwarding the request for signature and budget approval, then submitting the completed request to Publishing Services. Or they can submit a request online via the Publishing Services Requisition (PSR) system, at http://caps_as.enterprise.irs.gov/psr/app . The originator duties include monitoring their print requisition status and ensuring the technical content has not changed.

1.18.2.5.1.4  (02-24-2009)
The Electronic Form 2040

  1. All requirements for printed materials warehoused at the Campuses, CPS, and NDC should be input using the electronic 2040 application. The application interfaces with the Publishing Services Data System (PSDS), and the NDC Enterprise Logistics Informations Technology (ELITE) systems to help track status, and progress of shipments. In addition, other entries such as Post of Duty , Internal Management Documents Distribution System (IMDDS) and contractor planning totals should be input in the 2040 application using generic Order Point Numbers (OPNs) starting with 99999 (exception: IRM distribution should not be entered).

1.18.2.5.1.5  (02-24-2009)
Warehousing and Inventory Control

  1. Campuses, CPS and the NDC should establish receiving and inventory control methods that ensure:

    1. quality products are distributed,

    2. sufficient stock is available to meet customer needs, and that

    3. government printing costs are kept low.

  2. The Campuses, CPS Sites and NDC should establish procedures that provide accurate records for:

    • products receipts

    • quality review of products

    • stock issues

    • keeping records consistent with the Electronic Status Notice (ESN) system

    • stock disposals

    • transaction history that provides a logical audit trail

    • transfer requests

    • requirements planning

1.18.2.5.2  (02-24-2009)
Product Reference Material for Ordering.

  1. Product information can be found on the Publishing and Distribution (P&D) Division's Electronic Publishing web site 'Catalog' tab at http://publish.no.irs.gov/catlg.html . The product information provided at the site includes;

    • Catalog Number

    • Print Analyst

    • Distribution Analyst

    • Revision Information

    • Originating Office/Originator

    Product information for the NDC stocked items can be found in Document 7130, IRS Published Product Catalog at http://publish.no.irs.gov/distys/d7130/7130w.html . Offices can place orders for NDC stocked materials using the Order and Subscription Management System (OSMS) at http://caps-as1.mcc.irs.gov:8080/osms/app . The OSMS also contains an on line catalog to search for NDC stocked products.

1.18.2.5.3  (02-24-2009)
Informational Tools

  1. The Electronic 2040 application and the PSDS databases provide the latest information on shipping, delivery, and availability of printed material.

  2. Information can also be found in the P&D Division's web site 'Services' tab at http://publish.no.irs.gov/serv.html, which contains Tax Forms Program (including schedules and actual print and shipping dates), and Internal Management Documents (IMDs) and Training Publication listings.

1.18.2.6  (02-24-2009)
Internal Management Documents Distribution System (IMDDS)

  1. The IMDDS program automatically distributes IMDs servicewide to Internal Revenue Service (IRS) offices via established subscriptions. Examples of IMDDs subscription products include;

    1. Internal Revenue Manuals (IRMs)

    2. Law Enforcement Manuals (LEMs)

    3. All employee products

    4. All manager products, and

    5. Specific documents or publications distributed to identified IRS employees.

  2. Receiving IRS offices are responsible for maintaining and updating their IMDDS subscriptions via OSMS at http://caps-as1.mcc.irs.gov:8080/osms/app . Information on the IMDDS program can be found on the P&D web site at http://publish.no.irs.gov/distsys/imdds/imddsndx.html.

1.18.2.7  (02-24-2009)
Training Publication Distribution System (TPDS)

  1. The TPDS is a system designed to support the IRS training needs. TPDS consists of course materials (multiple products) and individual products. Items are printed commercially and/or Print-on-Demand. The NDC provides order entry, order fulfilment, and print-on-demand services to Learning and Education (L&E) for TPDS material.

1.18.2.7.1  (02-24-2009)
Ordering Training Material

  1. They are two types of TPDS orders:

    1. Course Orders, and

    2. Casual Orders.

    Course orders are requests for complete sets of specific course materials. A course is comprised of two categories of material:

    • Primary Materials - are training publications developed for a specific course and may consist of an instructor guide, student guide/text, and handouts.

    • Other Materials - are public and internal use forms, publications, documents, and /or IRMs used as reference materials, or in the practical application of a specific course or job related function.

  2. Document 6398-A, Training Course Catalog, is a complete listing of TPDS courses that can be ordered from the NDC. It is updated daily and is available electronically on the P&D Division's web site at http://publish.no.irs.gov/distsys/d6398a/d6398a.html. When placing a course order, refer to the document to obtain the course catalog number. Using the course catalog number will ensure that all materials associated with a particular course are sent to the requestor. Form 5542 is used to place course orders only.

    A casual order is a request for an individual training publication. Casual orders are placed using a product's catalog number instead of a course catalog number. Form 5542A is used to place orders for individual training publications only.
    To order TPDS products, the requestor must use a TPDS OPN. A listing of TPDS OPNs can be found on the P&D Division's web site at http://publish.no.irs.gov/distsys/imdds/trainopn.html.


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