1.18.2  Forecasting Requirements

Manual Transmittal

July 16, 2014

Purpose

(1) This transmits revised text of the IRM 1.18.2, Distribution, Forecasting Requirements.

Material Changes

(1) IRM 1.18.2.4(1), Revised to show that Annual Order (AO) and Campus Annual Order (CAO) Programs determine print requirements; that AO and CAO products support program workloads for Submission Processing, Accounts Management, Compliance, and Correspondence processing operations.

(2) IRM 1.18.2.5.1.1(1), Added the annual survey is pre-populated with information.

(3) IRM 1.18.2.5.1.3(1), Realigned available options for submitting requests for reprints.

(4) IRM 1.18.2.5.1.4(2), Added to highlight that departmental random copies known as blue labels must be input on electronic Form 2040 application for printed products shipping to Campus warehouses or to the National Distribution Center (NDC); Added reference to Publishing Procedure 181 or Distribution Procedure 126 is required for number of samples to order.

(5) IRM 1.18.2.5.1.5(2), Added matching local OPNs with IMDDS records to list of records that campuses, CPS, and the NDC should maintain.

(6) IRM 1.18.2.5.2(1), Changed Print Analyst to Publishing Analyst.

(7) IRM 1.18.2.6(1), Removed Law Enforcement Manuals (LEMs) from the list of products available through IMDDS. All LEMs have been deemed obsolete.

(8) IRM 1.18.2.7.1(1), Revised to show the types of Training Publication Distribution System (TPDS) orders have changed; primary materials and other materials are discontinued. Form 5542, TPDS Course Order Form, was deemed obsolete on July 18, 2013, and Form 5542-A, TPDS Casual Order Form, was deemed obsolete on February 10, 2011. TPDS orders are now placed using OSMS.

(9) IRM 1.18.2.5.3(1), Reprints request on as needed basis to provide stock to the computing centers is discontinued.

(10) Editorial changes are made throughout the IRM.

Effect on Other Documents

The IRM 1.18.2 dated February 24, 2009 is superseded.

Audience

All IRS Employees

Effective Date

(07-16-2014)


Patricia Evans
Acting Director, Distribution
Wage and Investment

1.18.2.1  (07-16-2014)
Introduction

  1. Forecasting involves determining quantity requirements and methods of distribution for all public and internal 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 Branch (DRB)/ and Forecasting Requirements (FR) Section. The primary forecasting programs 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  (07-16-2014)
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 critical deadlines 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 withholdings. 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). 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 Services (CPS) sites, the National Distribution Center (NDC), and programs that are maintained in the Tax Forms Distribution Program Section (TFDPS).

1.18.2.3  (07-16-2014)
Specialty Requirements Programs

  1. There are some seasonal distribution programs that coincide with the tax products peak season distribution. The programs include but are not limited to:

    • Volunteer Income Tax Assistance (VITA) Distribution

    • 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 and Publications (M&P) Publishing Services and originators.

1.18.2.4  (07-16-2014)
Annual Order (AO) and Campus Annual Order (CAO) Programs

  1. The AO and CAO program analysts determine print requirements and distribute large volume of printed products with consistent usage to the Campuses, CPS and NDC warehouses. The AO and CAO products support program workloads for Submission Processing, Accounts Management, Compliance and Correspondence processing operations.

  2. The CAO products are for internal use and are stocked at the campuses and CPS warehouses only.

  3. The AO products are for internal and public use. These products are stocked at the campuses, CPS and NDC warehouses.

  4. Campus customers order stock from their local warehouse for AO and CAO products.

  5. Field offices and the public order from the NDC.

1.18.2.5  (07-16-2014)
Monitor Re-Order Point (MRP) Program

  1. The MRP Program consists of products with low or inconsistent usage. 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  (07-16-2014)
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  (07-16-2014)
The Survey Process

  1. The FR analysts generally survey products on AO, CAO, and Tax Products and Speciality programs once a year. The annual survey is pre-populated with their twelve month usage, current balance on hand and the FR analysts' projected print forecast. The campuses and the CPS Warehouse Forms Coordinators confirm the projected print forecast after they complete the following:

    • Contact each using area (e.g., Compliance, Submission Processing, etc.) to determine program changes that may impact usage

    • Review inventory reports to determine accurate annual usage

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

    • Indicate, when necessary, the adjusted projected print forecast

    • Return 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  (07-16-2014)
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 IRM 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  (07-16-2014)
Reprint Requests

  1. Reprints are requested on as needed basis to provide stock to the campuses, the CPS and the NDC. Originating offices have two available options to request reprints:

    1. Submit request online using the http://caps-as.enterprise.irs.gov/psr/app system

    2. Submit a completed Form 1767, Publishing Services Requisition, with authorized signature and budget approval to Publishing Services

    Note:

    See http://publish.no.irs.gov/appls/pst01c2.html .

  2. The originator's duties include monitoring their print requisition status and ensuring the technical content has not changed.

1.18.2.5.1.4  (07-16-2014)
Electronic Form 2040

  1. All requirements for printed materials warehoused at the campuses, CPS, and the NDC should be input using the electronic Form 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 Taxpayer Assistance Center, Internal Management Documents Distribution System (IMDDS) and contractor planning totals should be input in the electronic Form 2040 application using generic order point numbers (OPNs) starting with 99999

    Exception:

    IRM distribution should not be entered.

  2. Departmental random copies, also known as blue labels, must be input on the electronic Form 2040 for all IRS printed products shipping to campus warehouses or the NDC. Refer to Publishing Procedure 181 or Distribution Procedure 126 for the number of samples to order; available on M&P Page 1 at http://publish.no.irs.gov/ephome.html.

1.18.2.5.1.5  (07-16-2014)
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.

    3. Government printing costs are kept low.

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

    • Product receipts

    • Quality review of products

    • Stock issues

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

    • Stock disposals

    • Transaction history that provides an audit trail

    • Transfer requests

    • Requirements planning

    • Matching local OPNs with IMDDS records

1.18.2.5.2  (07-16-2014)
Product Reference Material for Ordering

  1. Product information can be found on the Publishing and Distribution Electronic Publishing website under the http://publish.no.irs.gov/catlg.html tab. The product information provided at the site includes:

    • Catalog Number

    • Publishing Analyst

    • Distribution Analyst

    • Revision Information

    • Originating Office/Originator

  2. Product information for the NDC stocked items can be found in http://publish.no.irs.gov/distsys/d7130/7130w.html .

  3. Offices can place orders for NDC stocked materials using the http://caps-as.enterprise.irs.gov/osms/app. The OSMS also contains online catalog to search for NDC stocked products.

1.18.2.5.3  (07-16-2014)
Informational Tools

  1. The electronic Form 2040 application and the PSDS databases provide Publishing and Distribution employees with the latest information on shipping, delivery, and availability of printed material.

  2. Information can also be found on the http://publish.no.irs.gov/servc.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  (07-16-2014)
Internal Management Documents Distribution System (IMDDS)

  1. The IMDDS program automatically distributes IMDs servicewide to IRS - Doc. 12835. Examples of IMDDS subscription products include:

    1. Internal Revenue Manuals (IRMs)

    2. All employee products

    3. All manager products

    4. Specific documents or publications distributed to identified IRS employees

  2. Receiving IRS offices are responsible for maintaining and updating their IMDDS subscriptions via http://caps-as.enterprise.irs.gov/osms/app. Information on the http://publish.no.irs.gov/distsys/imdds/imddsndx.html can be found on the P&D website.

1.18.2.7  (07-16-2014)
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 fulfillment, and print-on-demand services to Learning and Education (L&E) for TPDS material.

1.18.2.7.1  (07-16-2014)
Ordering Training Material

  1. The two types of TPDS orders are course and product orders:

    • Course orders are requests for complete sets of specific course materials.

    • Product orders are requests for individual products.

  2. http://publish.no.irs.gov/distsys/d6398a/d6398a.html, is a complete listing of TPDS courses that can be ordered from the NDC. It is updated daily and is available electronically on M&P's web site. 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.

  3. To order TPDS products, the requestor must use a TPDS order point number. A listing of http://publish.no.irs.gov/distsys/imdds/trainopn.html can be found on the Publishing and Distribution website. All TPDS orders are placed using http://caps-as.enterprise.irs.gov/osms/app


More Internal Revenue Manual