- 13.4.7.1 Introduction to Administrative Reports
- 13.4.7.2 Case Activity Report
- 13.4.7.3 Case Listing Report
- 13.4.7.4 Complexity Code Report
- 13.4.7.5 Closed Case Results Report
- 13.4.7.6 Issue Code Report
- 13.4.7.7 Key Operational Measures Report
- 13.4.7.8 OAR Activity Report
- 13.4.7.9 OAR Case Listing
- 13.4.7.10 OAR Issue Code Report
- 13.4.7.11 Open Case Cycle Time Report
- 13.4.7.12 Outreach Report
- 13.4.7.13 Quality Sampling Report
- 13.4.7.14 Referral Activity Report
- 13.4.7.15 Reopened Cases Report
- 13.4.7.16 Downloading and Printing Reports
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This section describes the various administrative reports and expected release dates.
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To generate a report, access the TAMIS main menu and select the Reports button.
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The following reports will be available through TAMIS. However, some will not be available until Phase II or III of the TAMIS release.
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Case Activity -- Phase IIl
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Case Listing -- Phase lll
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Complexity Code -- Phase lIl
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Closed Case Results -- Phase III
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Form 911H -- Phase I
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Issue Code -- Phase IIl
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Key Operational Measures -- Phase III
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OAR Reports -- Phase I
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Open Case Cycle Time -- Phase ll
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Outreach -- Phase lIl
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Quality Sampling -- Phase I
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Referral Activity -- Phase ll
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Reopened Cases -- Phase llI
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To create a report, select the report using the radio button on the Taxpayer Advocate Management Information System Reports screen.
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Once you have identified a report, select the Generate Report button.
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You must have permission level 3 or higher to generate reports.
Exception:
Employees with any permission level can generate their own Open Case Listing report and a Form 911Hreport for cases assigned to their employee number.
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Once a report is generated, you can either view the report on-line using the scroll bar, download the report and save to your workstation, or print the report. Refer to IRM 13.4.7.13, Downloading and Printing Reports, for instructions regarding downloading and printing reports.
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For information regarding the Form 911H report, refer to IRM 13.4.5.7, Form 911H, Taxpayer Advocate Service Case Information - Form 911 History.
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The Case Activity report will be released in phase III of the TAMIS rollout.
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The Case Activity report provides inventory statistical data; i.e., beginning inventory, receipts, adjustments, closed cases and ending inventory.
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The Case Listing report will provide a report of all the cases open at the office, group or employee level.
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The report will be released in phase III of the TAMIS rollout.
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Until the report is available, case listings can be displayed on the Employee Inventory screen.
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The Complexity Code report will be released in phase III of the TAMIS rollout.
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The Closed Case Results report will be released in phase III of the TAMIS rollout.
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The Closed Case Results report provides the count and percentage of cases closed sorted by the TAO/Relief and Assistance codes. Excludes reopens.
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The Issue Code report will be released in phase III of the TAMIS rollout.
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The Key Operational Measures report will be released in phase III of the TAMIS rollout.
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The Key Operational Measures report provides balanced measure statistical data; i.e., Outreach effectiveness, count of closed cases and closed case cycle time.
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The OAR Activity Report provides OAR inventory statistical data; i.e. beginning inventory, sent to operations, removed, closed, and ending inventory.
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To access this report, select OAR Reports form the Report Menu. Select OAR Activity Reports.
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You can generate a report for either TAS or the Operating Division/Function. To do this, you will need to make a selection on the report parameter screen.
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Determine the TAS report level. The TAS report level determines the lowest level of data to be exhibited on the report. For example, if you want a report for the local LTA office, you would select the Org radio button and then enter the org code for the office.
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There are two types of reports, Executive Summaryand Diagnostic Report.
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Executive Summary- Provides a brief one-page report showing the overall results.
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Diagnostic Report - Provides more specific detailed information to be used for diagnosis and analysis.
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The last prompt is for the entry of the beginning and ending dates of the report period for which you are requesting data.
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The body of the report will sort the data by criteria code groups; 1-4, 5-7, and 9.
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The Executive Summary presents the data by beginning OAR inventory, OARs sent to the OD/Function, OARs removed, OARs closed, ending OAR inventory, in addition to two notes. The following table provides an additional explanation of each section of the report.
Beginning Inventory Count of OARs that was open on the beginning date selected. OARs Sent to OD/Func All OARs sent to the OD/Function during the range of dates selected. This includes OARs that have been removed, completed. or rejected. OARs Removed All OARs that were removed during the date range selected. This data is collected from the Audit Log. OARs Closed- Assistance Actions Compltd OARs where the Date Completed OAR Received falls in the date range selected, and there is a date in the Date Assistance Actions Completed. OARs Closed-Rejected/ Returned OARs where the Date Completed OAR Received falls in the date range selected, and there is a date in the Date OAR Rejected/Returned to TAS. Ending Inventory OARs that were open on the ending date selected. Note: #OARs Created but Not Sent Count of OARs that have been created but no date exists in the Date OAR Sent to OD/Func field. #No Date in Completed OAR Recd Count of OARs where there is a date in either the Date Assistance Actions Completed or the Date OAR Rejected/Returned to TAS field and no date is in the Date Completed OAR Received field. -
Each major section of information has three subheadings; volume, percent of total and average age. A further description follows:
Volume Based on the category, this is the count of OARs. % of Total A calculation of the total number of OARs for a specific column divided by the total volume (line) of the type of data. Average Age Beginning Inventory - is calculated using the sum of the ages of the OARs in Beginning Inventory divided by the number OARs. The individual ages are calculated from the Date OAR Sent to OD/Functo the beginning date selected. OARs Closed-Assistance Actions Completed - is calculated using the sum of the ages of the OARs in OARs Closed-Assistance Actions Completeddivided by the number of OARs. The individual ages are calculated from the Date OAR Sent to OD/Functo the Date Completed OAR Received. OARs Closed - Rejected/Returned- is calculated using the sum of the ages of the OARs in OARs Closed- OAR Rejected/Returned divided by the number of OARs. The individual ages are calculated from the Date OAR Sent to OD/Func to the Date Completed OAR Received. Ending Inventory- is calculated using the sum of the ages of the OARs in Ending Inventorydivided by the number of OARs. The individual ages are calculated from the Date OAR Sent to OD/Func to the ending date selected.
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The Executive Summary is a condensed report at the level requested; i.e. Area or Local level. The Diagnostic Report has all the basic information identified in the Executive Summary, with additional details for each section.
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The Diagnostic Report columns represent the area, offices or group sorts, depending on the report level selected.
Example:
If the report level requested were the Office, the report would be sorted with a column of data for each group.
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The Diagnostic Report devotes a page to each category of information; i.e. Beginning Inventory, OARs Sent to OD/Func, etc.
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Determine the Operating Divisions/Function Report Level. The Operating Divisions/Function Report Level determines the lowest level of data to be exhibited on the report. For example, if you want a report for the Appeals at the Area level, you would select the Appeals radio button and then enter or select the Org Unit and the Area.
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There are two types of reports, Executive Summary and Diagnostic Report.
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Executive Summary - Provides a brief one-page report showing the overall results.
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Diagnostic Report - Provides more specific detailed information to be used for diagnosis and analysis.
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The last prompt is for the entry of the beginning and ending dates of the report period for which that you are requesting data.
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The body of the report will sort the data by criteria code groups; 1-4, 5-7, and 9.
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The Executive Summary presents the data by beginning OAR inventory, OARs sent to the OD/Function. OARs removed, OARs closed, ending OAR inventory, in addition to one note. The following table provides an additional explanation of each section of the report.
Beginning Inventory Count of OARs that were open (Date OAR sent to OD/Function is filled in) on the beginning date selected. OARs Sent to OD/Func All OARs sent to the OD/Function during the range of dates selected. This includes OARs that have been removed, completed, or rejected. OARs Removed All OARs that were removed during the date range selected. This data is collected from the Audit Log. OARs Closed- Assistance Actions Compltd OARs where the Date Completed OAR Received falls in the date range selected, and there is a date in the Date Assistance Actions Completed. OARs Closed-Rejected/Returned OARs where the Date Completed OAR Received falls in the date range selected, and there is a date in the Date OAR Rejected/Returned to TAS Ending Inventory OARs that were open on the ending date selected. This means that the Date Assistance Actions Completed or Date OAR Rejected/Returned to TASis blank or the date is after the ending date entered by the requestor. Note: OARs Sent But Not Acknowledged Count of OARs where there is a date in the Date OAR Sent to OD/Func field but not date in the Liaison Acknwldgd Datefield. -
Each major section of information has three subheading; volume, percent of total and average age. A further description follows:
Volume Based on the category, this is the count of OARs % of Total A calculation of the total number of OARs for a specific column divided by the total volume (line) of the type of data. Average Age Beginning Inventory - is calculated using the sum of the ages of the OARs in Beginning Inventory where there is a date in the Liaison Received Date field divided by the number of OARs where there is a date in theLiaison Received Date field. The individual ages are calculated from the Liaison Received Date to the beginning date selected. This means that if an OAR was sent to the OD/Function, but a date is not in the Liaison Received Date field, the OAR will be counted in the volume field, but it will not be used to calculate the age. OARs Closed - Assistance Actions Completed -is calculated using the sum of the ages of the OARs where there is a date in the OARs Closed - Assistance Actions Completedfield and the Date Completed OAR Receivedfield. This sum of ages is divided by the total count of OARs that meet the same criteria. The age is calculated by subtracting the date in the Date OAR sent to OD/Func from the date found in the Date Completed OAR Received field. OARs Closed - Rejected/Returned- is calculated using the sum of the ages divided by the count of OARs that have a date in OARs Closed - Assistance Actions Completed field. This sum of ages is divided by the total count of OARs that meet the same criteria. The age is calculated by subtracting the date in the Date OAR sent to OD/Func from the date found in the Date Completed OAR Received field. Ending Inventory- is calculated using the sum of the ages of the OARs in Ending Inventory where there is a date in the Liaison Received Date field divided by the number of OARs where there is a date in the Liaison Received Date field. The individual ages are calculated from the Liaison Received Date to the beginning date selected. This means that if an OAR was sent to the OD/Function, but a date is not in the Liaison Received Date field, the OAR will be counted in the volume field, but it will not be used to calculate the age.
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The Executive Summary is condensed report at the level requested; i.e., OAR BODor Org Unit level. The Diagnostic Report has all the basic information identified in the Executive Summary, with additional details for each section.
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The Diagnostic Report columns represent the OAR BOD, Org Unit, Area, Location, or Unit, depending on the report level selected.
Example:
If the report level requested were for the OAR BOD, WI the report would be sorted with a column of data for each Org Unit.
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The Diagnostic Report devotes a page to each category of information; i.e. Beginning Inventory, OARs Sent to OD/Func, etc.
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The OAR Case Listing provides a listing of OARs either open or closed based on the selection made in the report parameter screen.
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To access this report, select OAR Reports from the Report Menu. Select OAR Case Listing.
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You can generate a report for either TAS or the Operating Division/Function. To do this, you will need to make a selection on the report parameter screen.
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The OAR Case Listing for TAS will provide all OARs that have been created and are on TAMIS.
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Determine the TAS report level. The TAS report level determines the lowest level of data to be exhibited on the report. For example, if you want a report for the local LTA office, you would select the Org radio button and then enter the org code for the office.
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There are two basic types of reports, Open OARs and Closed OARs.
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Open OARs - Provides a listing of all open OARs. These are OARs where this is no date in the Date Completed OAR Received field.
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Closed OARs- Provides a listing of all closed OARs. These are OARs where there is a date in the Date Completed OAR Received field.
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There are two additional selections that may be made for either open or closed OARs. You may select a specific OAR issue, and/or you may select criteria code.
Note:
All is the default if no section is made.
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If the selection was for Closed OARs, you may also select the field on which the date range is based. You may select from:
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Date OAR sent to OD/Func
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Date Actions Completed
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Date OAR Rejected to TAS
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Date Completed OAR Received
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The last prompt will request the actual dates, beginning and ending, for the report period.
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Provides a listing of all open OARs using the criteria selected. The report can be generated at a National, Area, Organization, Group, or Employee level.
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You may also generate a report for a specific OAR Issue Code or Criteria Code. To generate a specialized report for a specific OAR Issue Code and/or a specific Criteria Code, enter the requested data into the report parameter fields.
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The report will list ten OARs per page, however it does not provide a total count of OARs. Other information specific to some of the fields that display include:
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Age- Calculated from the Date OAR Sent to OD/Func to the date the report is generated.
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Employee ID- Displays the ID # of the TAS employee assigned the case when the Form 12412 was generated the first time. This field will not display until the Form 12412 is generated.
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Assgnd Emp - Displays the last name of the OD/Function employee assigned the OAR as entered on screen two of the OAR screen.
Note:
An asterisk after the Actual Acknowledgement date indicates the actual acknowledgement date was after the expected acknowledgement date.
Note:
An asterisk after the Actual Relief Determination date indicates the actual relief determination date was after the expected relief determination date.
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The report is broken into the following two sections:
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OARs Created Not Sent to OD/Func- This section includes all OARs that have been created and do not have a date in the Date OAR Sent to OD/Funcfield. The age field will display " ???" since the age of the case cannot be determined until a Date OAR Sent to OD/Func is entered.
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OARs Sent to OD/Func- This section includes all OARs that have a date in the Date OAR Sent to OD/Func and do not have a date in the Date Completed OAR Received.
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Provides a listing of all closed OARs using the criteria selected. In addition to the criteria that can be selected for the TAS Open OAR Case Listing, you must select one of the Date Selection Types shown below:
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Date OAR Sent to OD/Func
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Date Actions Completed
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Date OAR Rejected to TAS
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Date Completed OAR Received
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Then you must select a range of dates that cannot exceed one year.
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The report can also be generated for a specific OAR Issue Code or Criteria Code. To generate a specialized report for a specific OAR Issue Code and/or a specific Criteria Code, enter the requested data into the report parameter fields.
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The report will list ten OARs per page, however it does not provide a total count of cases. Other information specific to some of the fields that display include:
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Age- Calculated from the Date OAR Sent to OD/Functo the date the Date Completed OAR Received.
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Employee ID- Displays the ID number of the employee currently assigned the case.
Note:
An asterisk after the Actual Acknowledgement date indicates the Actual Acknowledgement date was after the Expected Acknowledgement date.
Note:
An Asterisk after the Actual Relief Determination date indicates the Actual Relief Determination date was after the Expected Relief Determination date.
Note:
An asterisk after the Date Actions Completed field indicated the date in theDate Assistance Actions Completedfield is after the date in the Requested Completion Date or the Negotiated Completed Date field if present.
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The OAR Case Listing for Operating Division/Functions will provide a list of all OARs that have been sent to the Operating Divisions/Functions.
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Determine the Report Level for the Operating Division/Function being selected. The Report Level determines the lowest level of data to be exhibited on the report. For example, if you want a report for the OAR BOD Appeals, the ORG Unitof General Appeals, you would select the Operating Divisions/Function BOD radio button for Appeals. Select the Org Unitfor General Appeals. The data for General Appeals will appear.
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There are two basic types of reports, Open OARs and Closed OARs.
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Open OARs - Provides a listing of all open OARs. These are OARs where this is a date in the Date OAR sent to OD/Func field.
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Closed OARs - Provides a listing of all closed OARs. This is based on the selection made of what data field to compare to.
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There are two additional selections that may be made for either open or closed OARs. You may select a specific OAR Issue Code, and/or you may select a specific Criteria Code.
Note:
All is the default if no selection is made.
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If the selection was for Closed OARs, you may also select the field on which the date range is based. You may select from:
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Date OAR sent to OD/Func
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Date Actions Completed
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Date OAR Rejected to TAS
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Date Completed OAR Received
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The last prompt will request the actual dates, beginning and ending for the report period.
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Provides a listing of all open OARs for the OD/Function selected with a date in the Date OAR Sent to OD/Func field. If the report is generated for one specific OD/Function, the report can be limited to a specific Org Unit, Area, Location , or Unit within the operating division.
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The report can also be generated for a specific OAR Issue Code or Criteria Code. To generate a specialized report for a specific OAR Issue Code and/or a specific Criteria Code, enter the requested data into the report parameter fields.
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The report will list ten OARs per page. Other information specific to some of the fields that display include:
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Age - Calculated from the Liaison Received Date to the date the report is generated.
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TAS Liaison - Displays the last name of the TAS liaison when the Form 12412 was generated the first time. This field will not display until the Form 12412 is generated.
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Emp Assgn - Displays the last name of the TAS employee assigned the case when the Form 12412 was generated the first time. This field will not display until the Form 12412 is generated.
Note:
An Asterisk after the Actual Acknowledgement date indicates the Actual Acknowledgement date was after the Expected Acknowledgement date.
Note:
An Asterisk after the Actual Relief Determination date indicates the Actual Relief Determination date was after the Expected Relief Determination date.
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The report is broken into the following two sections:
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OARs Sent to OD/Func but not Received - This section includes all OARs that have been sent to the OD/Function and do not have a date in theLiaison Received Date. The age field will display "???" since the age of the case cannot be determined until a Liaison Received Date is entered.
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OARs Sent and Received - This section includes all OARs that have a date in the Liaison Received Date field and do not have a date in the Date Actions Completed field or a date in the Date OAR Rejected/Returned to TAS field.
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Provides a listing of all closed OARs using the criteria selected. Displays all OARs when a date is entered in the Date Assistance Actions Completed field or the Date OAR Returned/Rejected to TAS field. In addition to the criteria that can be selected for an OD/Function Open Case Listing, you must select one of the Date Selection Types shown below:
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Date OAR Sent to OD/Func
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Date Actions Completed
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Date OAR Rejected to TAS
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Date Completed OAR Received
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Then you must select a range of dates that cannot exceed one year.
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The report can also be generated for a specific OAR Issue Code or Criteria Code. To generate a specialized report for a specific OAR Issue and/or specific criteria code, enter the requested date into the report parameter fields.
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The report will list 10 OARs per page, however it does not provide a total count of cases.
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Age - Calculated from the Liaison Received Date to the date in the Date Assistance Actions Completed field or the date in the Date OAR Rejected/Returned to TAS field.
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BOD Liaison - Displays the first ten characters of the BOD liaison's last name.
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TAS Liaison - Displays the first ten characters of the TAS Liaison's last name. This field will not display until the Form 12412 is generated.
Note:
An asterisk after the Actual Acknowledgement date indicates the Actual Acknowledgement date was after the Expected Acknowledgement date.
Note:
An asterisk after the Actual Relief Determination date indicates the Actual Relief Determination date was after the Expected Relief Determination date.
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The OAR Issue Code Report provides OAR data stratified according to the OAR Issue Code selected.
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To access this report, select OAR Reports from the Report Menu. Select OAR Issue Code Report.
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You can generate a report for either TAS or the Operating Divisions/Function. To do this, you will need to make a selection on the report parameter screen.
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Determine the TAS report level. The TAS report level determines what the lowest level of data will be exhibited on the report. For example, if you want a report for the local LTA office, you would select the Org radio button and then enter the org code for the office.
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There are two basic types of reports, Open OARs and Closed OARs.
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Open OARs - Provides an Issue Code listing of all open OARs. These are OARs where this is no date in the Date Completed OAR Received field.
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Closed OARs - Provides an Issue Code listing of all closed OARs. These are OARs where there is a date in the Date Completed OAR Receivedfield.
Note:
Closed OAR Issue Code Report does not include OARs were the OAR was rejected or returned to TAS.
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There is one additional selection that you may make. You may determine the Criteria Code(s) that you want your data by. You may select one of the following:
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Case Criteria 1-4
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Case Criteria 5-7
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Case Criteria 1-7
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Case Criteria 9
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All case criteria
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Provides a listing of all open OARs by OAR Issue Code using the Criteria Code selected. Open OARs have a date in the Date OAR Sent to OD/Func field and do not have a date entered in the Date Completed OAR Receivedfield or the Date Rejected/Returned to TAS field.
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The Issue Code Report provides a count of OARs that are identified as open on the date the report is run. Open means that the OAR has a date in the Date OAR sent to OD/Func field and there is not a date in the Date Completed OAR Receivedfield and there is not a date in the Date OAR Rejected/Returned to TAS.
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Listed below are descriptions of each column found on the Issue Code Report.
Issue The Issue Codes are listed in alphabetical order based on the different groups, i.e. Refunds, Payment/Credits, Entity, etc. The Issue column lists the actual Issue Code. Volume Volume of OARs for that specific OAR Issue Code that meets the selection parameter input by the user. Age Average age of the OARs listed for the specific OAR Issue Code, subtotal, or total and is calculated by dividing the sum of the ages by the total number of OARs within the group. The individual ages are calculated from the Date OAR Sent to OD/Func to the date the report is generated. This is the same age displayed on the individual OAR screens. Percent (1st Column) The first percent column is the percentage of OARs in relation to the general issue sub-group. For instance, the percent of OARs with issue code 020 to the Refund Issue sub-group. Percent (2nd Column) The second percent column is the percentage of OARs in relation to the total OARs on the report.
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Provides a listing of all closed OARs by OAR Issue Code using the Criteria Code selected.
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In addition to the criteria that can be selected for a TAS Open OAR Issue Code Report, a range of dates, that cannot exceed one year, must be entered. The report will only include OARs with a date in the Date Completed OAR Received field within the specified range of dates and a date in the Date Assistance Actions Completed field. OARs that were rejected and returned to TAS will not be included in this report.
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The Issue Code Report provides a count of OARs that are identified as open on the date the report is run. Open means that the OAR has a date in the Date OAR sent to OD/Func field and there is not a date in the Date Completed OAR Received field and there is not a date in the Date OAR Rejected/Returned to TAS.
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Listed below are descriptions of each column found on the Issue Code Report.
Issue The Issue Codes are listed in alphabetical order based on the different groups, i.e. Refunds, Payment/Credits, Entity, etc. The Issue column lists the actual Issue Code. Volume Volume of OARs for that specific OAR Issue Code that meet the selection parameter input by the user. Age Average age of the OARs listed for the specific OAR Issue Code, subtotal, or total and is calculated by dividing the sum of the ages by the total number of OARs within the group. The individual ages are calculated from the Date OAR Sent to OD/Func to the date the report is generated. This is the same age displayed on the individual OAR screens. Percent (1st column) This first percent column is the percentage of OARs in relation to the general issue sub-group. For instance the percent of OARs with issue code 020 to the Refund Issue sub-group. Percent (2nd column) The second percent column is the percentage of OARs in relation to the total OARs on the report.