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Part 13. Taxpayer Advocate Service

Chapter 4. TAS TAMIS Guide

Section 6. Management Inventory Screens

13.4.6  Management Inventory Screens

13.4.6.1  (01-15-2005)
Introduction to Management Inventory Screens

  1. There are four separate screens that have been designed to assist the LTA, Group Managers, and staff with management of TAS cases. These screens are used for assignment of unassigned TAS inventory, as well as identifying cases requiring actions at the group and employee level. The management inventory screens are:

    • Group Inventory

    • Employee Inventory

    • Personal Inventory

    • Next Actions Report

  2. As a manager or acting manager, the Inventoryradio button should be selected in the start-up screen option for your user preference. This will open the Manager Inventory screen immediately after you log on to TAMIS.

  3. This section will also discuss how employees who have been given case assignment authorization will complete case assignment. (For questions regarding case assignment permission, refer to IRM 13.4.2.6.1, Completion of Employee Screen).

  4. Once the Manager Inventory screen is opened, you can choose the desired screen view by selecting one of the four radio buttons displayed at the top of the screen.

13.4.6.2  (01-15-2005)
Group Inventory (Manager Inventory Screen)

  1. The Group Inventory screen allows you to view the case count of un-worked inventory at the group or employee level. This screen also allows you to view unassigned inventory at the office or group level.

  2. Unassigned cases can be assigned to employees from this screen.

13.4.6.2.1  (01-15-2005)
Un-worked cases in progress

  1. The left side of the Group Inventory screen is a summary of un-worked cases (i.e., the initial contact has not been documented on the Initial Actions screen). The cases are separated into three criteria code groups (1 - 4, 5 - 7, and non-criteria). Selecting the applicable radio button allows you to view a summary at the group or employee level.

  2. To view a summary of un-worked cases by group, select the Group# radio button, then enter the group number or select from the list of values. A count of un-worked cases for the group is displayed.

  3. To view a summary of un-worked cases for a specific employee, select the Emp IDradio button. This will generate an input field where you can enter the employee's ID number (badge number) or select from a list of values. A count of un-worked cases for that employee is displayed.

13.4.6.2.2  (01-15-2005)
Unassigned Group Inventory

  1. When a case is added, externally transferred-in, or referred-in, it is automatically assigned to Employee ID "0" . Any employee who is identified as a manager, or is authorized to assign work, will have the ability to view and assign cases.

  2. The top portion of the screen lists all unassigned open cases. Referred-in cases (in "R" status) needing assignment are located at the bottom of the screen.

  3. The fields within the Unassigned Inventory section are as follows:

    1. Case No - TAMIS case file number

    2. Case No Button -selecting this button will open that case for review

    3. New Case - This field is a future enhancement to TAMIS:

    4. TIN -primary TIN

    5. Criteria -criteria code

    6. TAS Rcv Date -date TAS received the case

    7. Status -identifies the current status of the case. The values are:

    8. Taxpayer Issue Code -code representing the taxpayer's perception of the problem

    9. Assigned to Emp ID -enter the Emp ID of the employee to whom you wish to assign the case, or select the Emp ID using the list of values.

    10. Assigned to Emp ID List of Values -a list of all TAMIS users within the org code. The list will contain, Emp ID, Group #, Last Name, First Name, M.I., and total count of cases (including referred-in cases). The listing will be in alphabetical order by the employee's last name.

    • O -Open

    • M -Monitor (cases in open status updated to monitor)

    • R -Referral

    • S -Suspend (suspension of a referred case)

  4. Use the scroll bar on the right side of the screen to view additional cases.

13.4.6.2.3  (01-15-2005)
Assigning Cases

  1. In a single-group office, the LTA, Manager, or designee will assign cases directly to employees from the Manager Inventory screen. Enter the employee ID (badge number) in the Assigned to Emp ID field, or select the employee from the list of values.

  2. In larger TAS offices with multiple groups, the LTA's or case assignment designee will assign cases to each group manager by entering the manager's employee ID in the Assigned to Emp ID field. The Manager will then assign inventory within their group.

  3. Save the action by selecting Save from the icon bar, or Action and Save from the menu bar.

    Note:

    If new cases are sorted and assigned to the group managers, managers can review their incoming cases by selecting the Employee Inventory radio button on the Manager Inventory screen and inserting their own employee number in the Emp ID field. The group manager (or designee) can reassign cases to their employees by entering the employee ID in the Assigned to Emp ID field, or selecting the employee from the list of values. For more information, refer to 13.4.6.3, Employee Inventory (Manager Inventory Screen).

13.4.6.3  (01-15-2005)
Employee Inventory (Manager Inventory Screen)

  1. This screen is designed to assist with monitoring inventory. You can ensure action is being taken on cases, and can quickly access them by selecting the Case No.button to the right of the case number.

  2. To view an employee's inventory, select the Employee Inventoryradio button at the top of the Manager Inventory screen. Enter the employee number in the Emp IDfield or select "?" to view a list of values.

  3. The top portion of the screen lists all open cases, including those in monitor status. Referrals are located at the bottom of the screen.

  4. The fields in this screen are as follows:

    1. Employee ID -a query input field; insert employee's badge number to view employee's inventory

    2. Radio Buttons -select inventory display

    3. Case No -TAMIS case file number

    4. Case No Button -selecting this button will open that case for review

    5. Initial Contact Due -alerts you that the initial contact has not been performed on:

    6. TIN -primary TIN

    7. Criteria -criteria code

    8. TAS Rcvd Date -date TAS received the case

    9. Status -identifies the current status of the case. The values are:

    10. Follow-Up Date -due date for the scheduled action

    11. Action Type -type of action due

    12. Assigned to Emp ID -displays the employee ID for the case. You can reassign the case to another employee by placing your cursor in this field, entering the new employee ID, or choose from employees within the group by selecting the list of values.

    • Daily - displays a list of all cases requiring action that day as identified on the Case Actions screen. Cases requiring initial contact that day (or cases with overdue initial contact actions) will be displayed.

    • Weekly - Displays a list of all cases requiring action today, plus six days, as identified on the Case Actions screens. Cases requiring initial contact on the day the list is queried (or cases with overdue initial contact actions) will be displayed.

    • Total - displays a list of the total inventory, including the unworked cases

    • Criteria 1-4 cases if the system date is 3 calendar days from the TARD

    • Criteria 5-7 cases if the system date is 7 calendar days from the TARD

    • Criteria 9 cases if the system date is 7 calendar days from the TARD

      Note:

      TAMIS is using calendar days to activate the alert; however, per IRM 13.1.7.5.2.3, Initial Contact (Criteria 1-4),the number of workdays is used for considering timely case actions on criteria 1 - 4 cases.

    • O -Open

    • M -Monitor (cases in open status updated to monitor),

    • R -Referral

    • S -Suspend (suspension of a referred case),

    • C -Contact

    • F -Follow-up

  5. Cases are displayed in priority order based on the scheduled next contact or follow-up date from the Case Actions screen. Choose a view by selecting the radio buttons (daily, weekly, or total).

    1. If you select the Total radio button, all cases will be displayed in priority order as follows:

    2. If you select the Daily or Weekly radio buttons, the cases will be displayed in follow-up date priority.

    Priority Order - Primary Then sort by:
    Follow-up Date (from the Case Actions screen) Ascending order

    • Action Type Contact (C), then Follow-up (F)

    • Criteria Code Ascending order

    • Taxpayer Advocate Received Date (TARD) Descending order

    • History Alert Indicator With indicator, then Without indicator

    • Casefile Number Ascending order
    Unworked Cases (the Initial Actions screen InitialContact Due field is blank

    • Criteria Code Ascending order

    • Taxpayer Advocate Received Date (TARD) Descending order

    • History Alert Indicator With indicator, then Without indicator

    • Casefile Number Ascending order

  6. The scroll bar allows you to view additional inventory and scheduled actions not appearing on the screen.

13.4.6.4  (01-15-2005)
Personal Inventory (Manager Inventory Screen)

  1. The Personal Inventory screen is used to monitor cases assigned to and being worked by the group manager. This screen operates the same as a non-manager's (case advocate's) Employee Inventory screen.

  2. The fields for the Personal Inventory Screen are as follows:

    1. Cas No -TAMIS case file number

    2. Case No Button - selecting this button will open that case for review

    3. TIN -primary TIN for the case

    4. Taxpayer Name -primary taxpayer's name

    5. Criteria -criteria code

    6. Status - identifies the current status of the case. The values are:

    7. Alert Ind - alerts the employee that someone has added history to a case. When history has been added, a check mark will appear in this field. You can remove the check mark by selecting this field, and using the mouse or the spacebar to delete the indicator.

    8. TAS Rcvd Date - identifies the Taxpayer Advocate Service received date

    9. Follow-up - identifies the date of the scheduled action

    10. Action Type - identifies the type of action that was scheduled:

    • O - Open

    • M -Monitory (cases in open status updated to monitor),

    • R - Referral

    • S - Suspend (suspension of a referred case)

    • C -Contact with the taxpayer

    • F -Follow-up

  3. The scroll bar allows you to view additional inventory and scheduled actions.

  4. If a case in your personal inventory needs to be reassigned to another employee, select the Employee Inventory radio button, and enter your own Employee ID in the Emp IDfield. After the case is displayed, place your cursor in the Assigned to Emp ID field, and replace with the employee ID number you want to assign the case to. Reassignment is completed by selecting Save from the icon bar, or Action and Save from the menu bar.

13.4.6.5  (01-15-2005)
Next Action Report (Manager Inventory Screen)

  1. The Next Action Report gives a case count of the next actions due (contact or follow-up) for a given day, week, or total, at the group or employee level. To access this screen, select the radio button at the top of the Manager Inventory screen.

  2. Once the screen is displayed, you can chose if you want to review the report at the group or employee level by selecting the radio button at the top left corner of the screen. If you select the group option, insert the applicable group number in the adjacent field.

  3. If you want to view the report for an employee, selecting the Emp ID radio button will open an input field where you will enter the employee ID number (badge number).

  4. Selecting the timeframe radio button (Daily, Weekly, Total) will display a count of cases requiring action during the time segment. The Total option will list all cases. The cases are sorted by criteria code.

    Note:

    If you select the Weekly option, the report will not count more than one scheduled action for that week on a particular case.


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