- 13.4.2.1 Introduction to Administration and Security
- 13.4.2.2 TAS Staff Responsibilities
- 13.4.2.3 TAMIS Developers/Database Administrator Responsibilities
- 13.4.2.4 Maintaining the Integrity of TAMIS
- 13.4.2.5 TAMIS Access
- 13.4.2.6 Employee Screen
- 13.4.2.7 Permission Levels
- 13.4.2.8 Deleting Cases
- Exhibit 13.4.2-1 Position Titles - Codes
- Exhibit 13.4.2-2 TAS Office Symbols
- Exhibit 13.4.2-3 Permissions and TAS Confidentiality
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This section provides an overview of the administration and security requirements of TAMIS. The section addresses responsibilities of both the Taxpayer Advocate Service (TAS) employees and the Information System Administration responsibilities.
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This section includes TAMIS access procedures such as obtaining a TAMIS password, access restrictions, basic security rules, and reporting TAMIS problems.
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The local Taxpayer Advocate (LTA) is responsible for ensuring that all TAS cases are established on the TAMIS database and updated (i.e., closed, transferred etc.) accurately.
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The LTA must ensure all personnel designated to access the TAMIS database are properly trained in order to use TAMIS effectively. Refer to IRM 13.4.3, TAMIS Training, for additional information regarding the training program.
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Suggestions for enhancements or modifications to TAMIS can be submitted via E-mail or the TAS web site. Via E-mail, submit to the TAS/NTEU TAMIS Advisory Board, using the E-mail address & TAMIS Advisory Board . Via TAS web site, click on the TAMIS link, then the " If I could change TAMIS I would" link. To follow-up on suggestions, select the link "Prior Change Proposals."
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Your TAMIS suggestion should address the nature of the problem, your change proposal and identify the benefits or justification for the change. The TAMIS Advisory Board reviews, analyzes and assesses all enhancements to TAMIS' functions and capabilities.
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The National TAMIS Program Manager has responsibility for database development and implementation. With the concurrence and collaboration of the TAS/NTEU TAMIS Advisory Board, the Program Manager approves and prioritizes TAMIS application change requests.
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The National TAMIS Program Manager serves as the primary liaison between the TAS employees, the host site at the Detroit Computing Center (DCC), and the TAMIS developers.
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The TAMIS developers, located at the Las Vegas Southwest Development Center, are responsible for developing the TAMIS application and other application related activities, such as implementing approved program changes, defining the application's workload volume, coordinating the testing, and repairing application problems.
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The Database Administrator (DBA) located at the Detroit Computing Center (DCC), researches and resolves Oracle and TAMIS database problems. The DBA maintains, monitors and backs up necessary database files and tablespaces as necessary. If required, the DBA forwards application based problems and information to the TAMIS developers for resolution.
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Problems submitted to the Centralized Help Desk at 866-743-5748 will be forwarded to the DBA at the DCC.
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TAMIS service hours (TAS real-time) are Monday through Friday, 6:00 a.m. to 12:30 a.m. (EST), and Saturday-Sunday from 9:00 a.m. to 6:00 p.m. The DBA also notifies TAS of any scheduled or unscheduled downtime.
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For additional information regarding the duties surrounding TAMIS administration, refer to the TAMIS Project and Detroit Computing Center Service Level Agreement and the Computer Operator Handbook/System Administrator Guide.
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The System Administrator (SA) and DBA are the TAMIS security administrators and are responsible for processing all Forms 5081, AIS User Registration/Change Request, assigning initial passwords, and maintaining all necessary audit logs.
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The SA and DBA ensure that only authorized personnel are allowed access to the TAMIS database for query, update and report generation. Field personnel may not alter either the nationally developed programs or the database.
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The SA or the DBA will remove a user's access to Oracle on the TAMIS system when warranted. For example, employees who no longer require access to TAMIS due to reassignment, separation from the IRS or TAS, or more than 90 days of inactivity.
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The National, Area and Local Taxpayer Advocates, or their designees, are responsible for the integrity of the TAMIS database. TAMIS should be monitored to ensure the following:
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All cases, including those from the Senate Finance Committee (SFC) and Government Liaison (GL), are established accurately and timely on the TAMIS database and are properly coded.
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Dates and important information are not changed erroneously.
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Closing data, such as the case TAO/Relief Code and the Closing Date, is entered accurately and timely.
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There is no unauthorized removal of cases. If cases are removed, refer to IRM 13.4.2.8, Deleting Cases, for restrictions concerning removal of a case from TAMIS.
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The rules and regulations governing UNAX apply to all taxpayer systems of records including TAMIS. Individuals may only access TAMIS or individual cases for a bona fide business purpose. Report generation or specialized report writing (Eureka) should also be conducted on a "need to know " basis.
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Use and sharing of statistics gathered from TAMIS is addressed in IRM 13.5.1, TAS Balanced Measures System.
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This section will address gaining access to the database and security responsibilities; i.e., protecting your password and changing your password, if compromised.
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You must complete Form 5081, AIS User Registration/Change Request, to obtain access to the TAMIS system. Forward the completed form to your manager. On-line 5081 is preferred.
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Management should review the form to ensure it is properly completed. In addition, identify in Special Instructions field, Block 23, Special Instructions, the employee's TAMIS permission level.
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Once signed, send the hardcopy or electronic Form 5081 to the SA at DCC. Electronic preparation of Form 5081 is preferred.
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Once the Form 5081 is processed, you will be provided a login and password to access TAMIS.
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You are responsible for maintaining the security of your TAMIS password.
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Protect your TAMIS password and do not reveal it to anyone.
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Never use another person's password.
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Never leave your password in your desk or around your work area.
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Sign off the system if you leave your area for any length of time and report any suspected compromise or abuse of the system to your local unit security representative or management.
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You should always change your password whenever you feel it has been compromised.
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If you have not logged into TAMIS for more than 45 days, you will be "locked out." You must contact the Centralized Help Desk at 866-743-5748, to have you password reset. When contacting the help desk, you must:
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Indicate you are requesting a TAMIS password.
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Provide the help desk assistor with your TAMIS login, as it appears on your TAMIS Employee screen.
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Request that your help desk ticket be routed to the Detroit Computing Center (DCC) help desk.
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If you have not logged into TAMIS within 90 days, your login will be removed from the system; and a new Form 5081 must be completed to reinstate your access to TAMIS. Refer to IRM 13.4.2.5.1, Obtaining a Login and Password for TAMIS, for these procedures.
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Your login and password will be systemically locked after three consecutive unsuccessful attempts at logging in using an incorrect password. You must call the Centralized Help Desk for assistance. Follow the help desk procedures identified in (6) above.
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Multiple login processes (i.e., a user being signed on more than once using the same login and password and attempting to conduct two or more TAMIS sessions simultaneously) are not permitted.
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The general prohibition against dual or multiple logins will apply to accessing TAMIS. Under rare circumstances, an employee may have a bona fide business purpose for having two different TAMIS logins. Since the TAMIS login contains the user's organization code, working two different organization codes' inventory would be rare. If a dual login is requested, the Office of Security Evaluation and Oversight (SEO) and the National TAMIS Program Manager must approve the request. You must complete a Form 13125, Information Technology Deviation Request.
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"Idling" occurs when a user does not execute a keystroke or when the screen display does not change.
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TAMIS users should sign off TAMIS if there is no need to take any TAMIS actions and/or if there is no need to have continual/uninterrupted access to the database.
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If you are idle for more than 120 minutes 2 hours, you will be "pushed back" to the TAMIS Main menu; and unsaved data will be lost.
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You may change your password by selecting the Password button from the TAMIS Main Menu.
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Passwords are not case sensitive and must be at least 8 characters in length but less that 16. The password must contain at least 2 alpha characters and 1 numeric; special characters are not allowed.
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The Employee screen is used to develop a profile record of each employee who is authorized to use TAMIS, or has cases assigned on the system. Included are all TAS employees who have access rights, and Operation employees in Legislative Affairs or Government Liaison, who have cases assigned. Access rights are also given to employees assigned to the NTA toll-free site.
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Selecting the Employee button in the Application Navigation area will bring up the Employee screen.
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Researching the Employee screen allows you to identify employees who are working a specific case.
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You must have permission level 3 or higher to add employees or update data on the Employee screen. To review permission levels, refer to IRM 13.4.2.7, Permission Levels.
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You can only add or update the employees in your own organization code.
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You should use proper capitalization when completing the fields, (e.g. employee name, address, etc.). Data from the Employee screen will be pulled for insertion into your forms and letters once TAMIS enhancements have been implemented. Integrated Case Processing (ICP) utilizes this data when generating the TAS letters.
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Descriptions of the fields follow.
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Employee ID # - Enter the TAS employee's badge number; this is a required field. The field has a maximum of eight characters and should match the badge number exactly. This field cannot be updated once the data has been saved.
Example:
If the badge number is 75-00408, input the badge number, including dashes.
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TAS Org Code - The organizational code is a required field and will automatically populate based on the organization code of the TAS employee entering the data. For a complete list of organization codes, refer to Exhibit 13.4.5-2, Organization Codes.
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TAS Group- The group number is a numeric one-digit field representing the TAS group. The LTA and immediate staff are assigned to group 0, and each case advocate group follows (1-9). This field is required.
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Permission Level- The Permission Level is a numeric one-digit field representing the employee's rights or permissions while accessing TAMIS. Permission levels range from 0 to 5 depending on the employee's position. For more information regarding permission levels, refer to IRM 13.4.2.7, Permission Levels. The list of values can be viewed by selecting (?). This field is required.
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Inactive Ind - The Inactive Ind field is used when an employee's TAMIS access is restricted temporarily or permanently. Check the box to identify an inactive employee. If employees have cases assigned on TAMIS, they must be shown as an active employee. You must have permission level 3, or higher, to input the inactive indicator.
Example:
If an employee will be out of the office for an extended period of time, the employee is considered to be in a temporary inactive status. Update the Employee screen by checking the Inactive Ind field. Remember, to reassign any open cases prior to checking the inactive indicator field.
Example:
If an employee is no longer assigned to TAS, but has closed cases on the database, the employee must not be removed from the Employee screen; check the Inactive Indicator field, Refer to IRM 13.4.2.6.3.4, Permanent Inactive Status, for additional guidance.
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Employee IDRS # - Enter the employee's 10 digit IDRS number (i.e., 63XXXXXXXX). If the TAMIS user does not have an IDRS number, leave the field blank.
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Login Name- The unique TAMIS login is eight characters comprised of the user's first initial, middle initial, first four letters of the last name, followed by the user's organization code (e.g., rlvang29). If two or more employees working in the same organization code have the exact initials or last name, the Systems Administrator will assign a unique employee login. This is a required field.
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Case Assignment- Activating this option allows a TAS employee to assign cases to other employees. To assign cases, you must be a manager or have been officially delegated the authority to assign cases. Check the Case Assignmentfield to activate the authority to assign cases. The employees who are authorized to assign cases will be able to view the management inventory screens. For additional information regarding assigning cases from the management inventory screens, refer to IRM 13.4.6.2.3, Assigning Cases. For users who are not managers, or do not have delegated authority to assign cases, leave the field blank. You must have permission level 3 or higher to activate or deactivate the option. However, to be given case assignment rights, you must have at least permission level 1.
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TAS SLA Liaison - Check the box to identity the TAS employee who has the Service Level Agreement (SLA) OAR coordinator responsibility. Only one employee in each Org Code can be designated on TAMIS as the TAS SLA Liaison. In order for a case advocate to generate an OAR on TAMIS, a TAS SLA Liaison must be identified on the Employee screen.
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M. I.- Enter the employee's middle initial, upper case, if applicable.
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Last- Enter the employee's last name (maximum 25 characters). Approved pseudonyms are acceptable. This is a required field. Use appropriate capitalization.
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Language- This is an optional field to identify employees who are fluent in languages other than English. Employees, other than employees on the bi-lingual position description, must approve the language identification. This field has a list of values identifying the fifteen most common languages as shown in the table below. If the list does not contain the employee's second language, the appropriate language can be input.
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Operation Division: Function Code -The employee's function must be identified. This is a 2-character field identifying the symbol of the Operating Division which the employee works. For a complete list of entries refer to Exhibit 13.4.5-3, Operating Division/Functional Unit Symbols and Location Codes,or select from the list of values.
Example:
TAS employees' Function Code would be TA.
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Function Location Code- The employee's location code must be identified. The field is a maximum of 4 characters. To identify the appropriate function location code, first determine the appropriate Function Code. Refer to Exhibit 13.4.5-3, Operating Division/Functional Unit Symbols and Location Codes, or select from the list of values.
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Position - Enter the employee's position. The field allows for 2 - 4 characters; the list of values can be found in Exhibit 13.4.2-1, Position Titles - Codes, or by selecting the list of values. The exhibit also lists Operation's positions. This is a required field.
Note:
When an LTA has designated an acting LTA, the acting LTA must have their position title updated to show LTA in order to have the authority to sign off on the concurrence of hardship denial.
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Office Symbols- Enter the TAS office symbols. For a complete list of office symbols, refer to Exhibit 13.4.2-2, TAS Office Symbols. For non-TAS employees, use their office symbol.
Example:
If you work for group 2 of the Georgia TA office, your symbols would be TA:SE/INT:ATL:G2.
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Mailing Address- Enter the address line, which will generally be the PO Box or the address given to the taxpayer to mail in requested information. Maximum 35 characters for the street line and 33 characters for the city entry. This is a required field. Select the state from the list of values.
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Street Address - Enter the physical location of the TAS office. Maximum of 35 characters for the street line and 33 characters for the city entry. Select the state from the list of values. If walk-in service is available at the TAS site, the first two characters in the Address line should be "WI - (and the street address)." This is a required field.
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Phone numbers -The employee's phone numbers are required fields. The fields allow for free form entry, up to 25 characters; i.e., (312) 222-5555 ext. 2578. Enter the employee's local, toll-free and fax numbers as follows:
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Days Available- This is a required field identifying the days the employee is available (i.e., tour of duty). Use the list of values to select the beginning and ending days of the week.
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Hours Available- Enter the employee's current hours of availability (maximum 13 characters). This is a required field.
Example:
7:00 a.m. - 3:30 p.m.
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Time Zone- This is a required field to identify an employee's time zone. Select the time zone from the list of values.
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E-mail- This is the employee's IRS E-mail address and is a required field. If the employee has an approved pseudonym, enter "IRS - approved pseudonym."
Language List of Values Arabic Polish Chinese Portuguese French Russian German Spanish Greek Tagalog Italian Thai - Laotian Japanese Vietnamese Korean Example:
If an employee is on a TAS bi-lingual position description, enter Spanish in the language field.
Note:
This field can be queried to locate an employee, in any office, to obtain assistance in communicating with a taxpayer.
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Local - Employee's personal desk phone number.
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Toll-Free - Employee's toll-free number, if available.
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Fax - Employee's TAS Office fax number. Generally this will be the number given to the taxpayer when information is requested.
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After completing all the fields, save your data by using Savefrom the icon bar or Action, followed by Save from the menu bar.
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Employees can set up preferences regarding the start-up screen and use of the next action dates.
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To enter the User Preferences screen, select theUser Pref button on the Employee screen.
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There are three areas to the User Preference screen. Preferences are set for the Start-up screen, Next Action Date Style, and the Attachment Directory.
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You can set up your own user preferences. The default choices are the Inventory radio button and the Multiple radio button.
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Update the three different fields and then save your preferences by selecting Save from the icon bar or Action, followed by Save on the menu bar. If you close the window by selecting the "X" button without saving your choices will not be saved; and the preferences will revert to the default radio buttons.
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The Start-Up screen section is used to determine which screen will initially appear when you log into TAMIS.
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You use the radio button to either choose to view the Employee Inventory screen or the Taxpayer Screen 1 of 5.
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Inventory - If you select this radio button, the first screen you see when you logon is your Inventory screen.
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Taxpayer- If you select this radio button, the first screen you see when you logon is a blank Taxpayer Screen 1 of 5 which you can use to query.
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The Next Action Date style is used to indicate whether you want to schedule multiple next actions or a single action at a time while working in the Case Actions or History screens. Scheduled actions can be a follow-up date (FUD) or a next contact date (NCD).
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Multiple - When this radio button is selected, you can set multiple follow-up dates from the Case Actions or History screens.
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Single - When this radio button is selected, you can only set a single follow-up date from the Case Actions or History screens.
Note:
Due to the restrictions of the single-date user preference, the multiple-date user preference is highly recommended as the viable choice.
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The Attachment Directory is not operational at this time.
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The Attachment Directory is used to set the computer path for saving your attachments
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You need to select which drive and directory to file your attachments.
Example:
This is your directory where you store your personal letters and forms; such as D:\/user\/login\/TAMISdocuments.
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Only employees with permission level 3 or higher may update an Employee screen.
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You cannot upgrade your own permission level (i.e., update your permission level from 2 to a 3). An employee with permission level 3 or higher can update a user's permission level but cannot elevate the permission level higher than his/her own permission level.
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To update an existing Employee screen, first query for the requested employee on the Employee screen. Once the screen appears, correct the fields as needed. You cannot update the Employee ID #field; refer to IRM 13.4.2.6.3, Special Situations Requiring Corrections to the TAMIS Employee Screen,for additional information.
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You must save your changes by selecting Save from the icon bar or Action, followed by Save from the menu bar.
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Situations occur requiring unique modifications to the Employee screen. For example, a TAS employee detailed to another TAS office outside their organization code needing a temporary login and employee ID number.
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Employee screens cannot be deleted or removed. The Employee ID # field cannot be updated. Due to these security restrictions, additional steps must be followed.
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These corrections must be made by level 4 permission users.
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Situations not addressed here should be elevated to the Local TAMIS Coordinator, who will elevate the issue as appropriate.
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If you are a TAS employee and detailed to another TAS office for a period of time equal to a pay period or more, your will need access to TAS cases owned by the detailed-to Org code. You will not have to complete the On-line 5081, to gain access.
Example:
An employee in Org code 61 travels to Org code 31 as an acting LTA. The acting LTA needs access rights to Org code 31's cases, in the event the acting LTA needs to access a case to concur the denial of a hardship.
Example:
An employee in Org code 28 accepts a detail assignment as an acting group manager in Org code 25. To access the detailed-to offices's inventory and assign cases, the acting manager will need login rights to org code 25.
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You cannot have dual logins to TAMIS, nor can login names and employee ID numbers be duplicated on the TAMIS Employee screen.
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Reassign all open inventory, if there are open cases assigned to the Employee ID # at the loosing office.
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The employee screen at the losing office Org code must be modified. The level 4 permission user must modify the login by inserting two x's for the first and second initial of the login name.
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The inactive box must also be checked.
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A new Employee screen at the detailed-to Org code must be established. A level 4 permission user must add a new Employee screen using the correct/valid employee login, but with a new employee ID number. The new employee ID number will follow the ID number format ##-DTLxx.
Example:
Employee login nahapp80 must be changed to xxhapp80.
Example:
Employee ##DTLxx is comprised of ## for the Detailed to Org Code, DTL to represent the fact the employee is on detail, and xx would be the numbers 00, 01, 02 etc., following a sequence for new detail in employees.
Example:
Employee nahapp80 is on detail to Org Code 29. The employee's login on the detailed-to Org Code Employee screen will be nahapp80, and, as the first detail-in employee, their Employee ID number will be 29-DTL00.
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The detailed in employee would be given the appropriate permissions; i.e., case assignment privileges and the appropriate permission level.
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Once the detail assignment is complete, and the employee returns to their home Org code, their access rights must be reestablished at their home Org code and the temporary detailed-to office must modify the Employee screen using the following procedures.
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The temporary detailed-to Org code must set the inactive indicator.
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Reassign all open inventory, if open cases are assigned to the temporary Employee ID #.
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The home Org code will correct the modified login name on the Employee screen, changing it back to the employee's original login, and will remove the inactive indicator.
Example:
Employee nahapp80 temporarily on detail to Org code 29 and assigned Employee ID # 29-DTL00 will have their login changed to xxhapp29.
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If you have been assigned a new badge number (Employee ID #),due to a name change or for any other reason, the Employee screen must be changed.
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You cannot modify the Employee ID #field, so, instead a new Employee screen must be created and security modifications input on the old screen. You will not have to complete the On-line 5081, to gain access, unless your login/name changed.
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Since you cannot have duel logins or dual Employee ID #'s, on TAMIS, the following procedures/steps will be used.
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The level 4 permission user must update the Employee screen of the old/original Employee ID #or badge number to permission level 0.
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Update the employee's login to read "newbadge."
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Check the inactive box.
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Add a new Employee screen with the new Employee ID # using the valid login and assigning the appropriate permission level. If the login was changed as well, due to a name change, use the new TAMIS login secured via the On-line 5081 process.
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Assign all open inventories to the new Employee ID # . All closed cases will remain on the database under the original Employee ID #.
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Once the open inventory is reassigned to the new Employee ID #, the employee must reestablish or reinput all open follow-up or contact dates on the Case Actions screen. If the open follow-up/contact dates are not reinput under the new Employee ID #,the cases will not be reflected on the employee's Inventory screen. For additional information regarding the Inventory or Case Actions screens, refer to IRM 13.4.5.3.1, Employee Inventory Screen, orIRM 13.4.5.3.5, Case Actions Screen.
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If you have moved to another TAS office permanently, you will need a new login for the new organization code. You will need to complete the On-line 5081 to be removed from the loosing office organization code and to be assigned a new login.
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You may also receive a new badge number, depending on the new location.
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Since you cannot have dual logins or dual Employee ID #'s on TAMIS, the following procedures/steps will be used by the losing office.
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The employee screen at the losing office Org code must be modified. The level 4 permission user must update the login by inserting " reassign" in the field.
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The permission level must be changed to 0.
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The inactive indicator box must be checked.
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Add "employee reassigned/left" in the mailing address line.
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Update the local telephone number to the employee's manager's or secretary's telephone number.
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Reassign all open inventory to other case advocates.
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The gaining office will add the employee using the new login issued from the completion of the On-line 5081. The employee may also have a new badge number and IDRS number, if appropriate. Refer to IRM 13.4.2.6.1, Completion of Employee Screen, for instructions.
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If a TAS employee, or a NTA Toll-free employee, has permanently left their position, and does not need TAMIS access, their Employee screen should be updated.
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The Employee screen cannot be removed; instead a level 4 permission user should follow the following procedures.
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Update the permission level to 0.
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Update the login name to "left TAS."
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Add "employee reassigned/left" in the mailing address line.
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Update the local telephone number to the employee's manager's/secretary's telephone number.
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Check the inactive box.
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All open inventories must be reassigned.
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A permission level is assigned to every employee who is listed on the Employee screen.
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Employees are assigned permission levels based on their TAS office positions. Depending on your permission level, you will be able to view data, add data, or remove data.
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There are five primary permission levels as follows:
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0 - General
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1 - Case Advocate Limited
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2 - Case Advocate Full
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3 - TAS Manager
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4 - LTA & LTA Staff
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Level 5 access has been established for four National Headquarters employees. The level 5 users can update closed cases for any organization code. The level 5 permissions are to be used solely to correct data input errors that could not be corrected by level 4 users at the affected office.
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Refer to Exhibit 13.4.2-3, Permissions and TAS Confidentiality, for a complete listing of TAMIS permissions.
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The ability to delete/remove cases is an administrative tool which should be exercised in limited situations. The most common reason a case should be removed/deleted is due to the erroneous addition of a duplicate case.
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The delete/remove option can only be used by employees with permission level 4 or higher.
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Before a case can be deleted/removed from the database, the reason for the delete must be documented on the History screen. Print the case Form 911H, Taxpayer Advocate Service Case Information Form 911 History. Maintain the control file following the record retention rules in IRM 13.7.1, Taxpayer Advocate Retention, Disposition and Security of TAS Case Files, Records and Reports.
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You delete/remove cases from the Taxpayer screen.
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To delete the case, query the case using theCase File # field.
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Select Record, followed by Remove on the menu bar or Delete Record from the icon bar.
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You will receive the following message requesting confirmation: Are you sure you want to delete this case? Select Yes or No.
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Once you delete the record, the deletion cannot be reversed.