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 TAS inventory, as well as identifying cases requiring actions at the group and employee level. The management inventory screens are:

    • Group Inventory

    • Next Actions Report

    • Employee Inventory

    • Personal Inventory

  2. As a manager, acting manager, or case assignment designee, you should select the Inventory radio button as your User Pref on the Start Up screen (accessed from the Employee screen). This will open the Manager Inventory screen immediately after you log into to TAMIS.

  3. This section will also discuss how employees who have been given case assignment authorization will assign cases in TAMIS. For questions regarding how to indicate or identify 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 various screen views by selecting one of the four radio buttons displayed at the top of the screen. See Figure 13.4.6-1.

    Figure 13.4.6-1

    This image is too large to be displayed in the current screen. Please click the link to view the image.

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 Work in Progress (i.e., cases already assigned and being worked) at the group or employee level. This screen also allows you to view Unassigned Inventory.

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

13.4.6.2.1  (05-08-2009)
Work in Progress

  1. This section is displayed on the left side of the Group Inventory screen.

  2. To view the group summary:

    1. Select the Group # radio button;

    2. Enter the group number; and

    3. Click on the Execute Query icon or select Execute from the Query menu.

  3. To view an employee’s summary:

    1. Select the Emp ID radio button;

    2. Enter the Employee ID number or select the number from the list of values (LOV) located to the right of the Employee ID field; and

    3. Click on the Execute Query icon or select Execute from the Query menu.

  4. A summary will display of the number of cases with a saved Initial Actions screen (under the Yes or No column), sorted by the criteria codes.

13.4.6.2.2  (05-08-2009)
Unassigned Inventory

  1. A case assigned to the Org code’s inventory, but not assigned to a specific employee, is by default assigned to Employee ID "0" . When a case is externally transferred-in, or referred-in, it defaults to Employee ID "0" .

  2. The new cases will display in the Unassigned Inventory section and can be assigned directly to employees from this screen.

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

  4. The fields within the Unassigned Inventory section are:

    1. Case No – TAMIS casefile number. Selecting the go-to button to the right of this field will display the case for review.

    2. TINTaxpayer Identification Number (TIN) for the primary taxpayer listed in TAMIS.

    3. Criteria – criteria code

    4. TAS Rcv Date – date TAS received the case

    5. Status – identifies the current status of the case. The values are:

      • O - Open

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

      • R - Referral

      • S - Suspend (suspension of a referred case; i.e., the "referred to" office is waiting for an action before returning case to the originator).

    6. PCIC - the Primary Core Issue Code

    7. Assigned to Emp Id –displays the current assignment. Unassigned inventory will display Emp ID"0" . To view a list of Employee ID numbers within the Org code, click the LOV button to the right. The window displays a list by the employee’s Emp ID, Group #, Last Name, First Name Initial, and the number of cases assigned to the employee.

  5. See IRM 13.4.6.2.3., Assigning Cases, for additional instructions regarding assigning cases from the Unassigned Inventory.

  6. Use the scroll bar on the right side of the screen to view additional cases that are not visible on the screen.

  7. The list of cases is sorted by criteria code.

13.4.6.2.3  (05-08-2009)
Assigning Cases

  1. Use the Manager Inventory screen to assign a case currently in Employee ID"0" , or to reassign a case.

  2. To assign the case, enter the employee’s ID number in the Assigned to Emp ID, or select the employee's ID number from the Employee ID LOV.

  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 managers (or designee) can reassign cases to his or her employees by entering the Employee ID in the Assigned to Emp ID field, or selecting the Employee ID from the LOV. See IRM 13.4.6.4., Employee Inventory (Manager Inventory Screen) for more information.

  4. When cases are assigned from the Inventory screen, a message indicating the assignment will write to the History screen.

13.4.6.3  (01-15-2005)
Next Actions Report (Manager Inventory Screen)

  1. The Next Actions Report displays a list of cases sorted or grouped by estimated completion, next contact, or follow-up date.

  2. To access the report select the Next Actions Report radio button at the top of the Manager Inventory screen.

  3. Select either the Group # or Emp ID radio buttons to view a report.

    1. If Group # is selected, enter the group number.

    2. If Emp ID is selected, enter the Employee ID number or choose from the LOV.

  4. Select the time frame radio button (Daily, Weekly, or Total) which will display a count of cases requiring action during the time segment. The Total counts all cases requiring action.

    Note:

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

  5. Select the Execute icon or choose Execute from the Query menu to view the employee’s cases.

  6. You can set your own preferred view or sort. Using the drop down list, sort the cases as follows in ascending or descending order.

    1. Case number

    2. Employee number

    3. ECD – estimated completion date

    4. NCD – next contact date

    5. FUD – follow-up date

  7. The counter on the left side of the screen provides the number of cases displayed with an ECD, NCD, or FUD. The total is for all action dates and is not intended to match the number of total cases in inventory for the group or individual.

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

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

  2. To view an employee’s inventory, select the Employee Inventory radio button at the top of the Manager Inventory screen. Enter the employee number in the Emp ID field or select from the LOV.

  3. Select the time frame radio button (Daily, Weekly or Total) which will display the cases requiring action during the time segment. The Total displays all cases requiring action.

  4. Select the Execute icon or choose Execute from the Query menu to view the employee’s cases.

  5. The top portion of the screen lists all open cases. Referred-in cases are located at the bottom of the screen.

  6. The fields displayed are as follows:

    1. Case No – TAMIS casefile number.

    2. TINTaxpayer Identification Number (TIN) for the primary taxpayer listed in TAMIS.

    3. Criteria – criteria code

    4. TAS Rcv Date – date TAS received the case

    5. Status – identifies the current status of the case. The values are:

      • O - Open

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

      • R - Referral

      • S - Suspend (suspension of a referred case; i.e., the "referred to" office is waiting for an action before returning case to the originator).

    6. Action Date – displays an open action date from the Case Actions screen. The date is displayed based on the following rules:

      • If there are open contact dates (NCD), follow-up dates (FUD), or an estimated completion date (ECD) with dates equal to or earlier than today’s system date, then the earliest ECD will display, followed by the open NCD. A FUD will only display if the NCD and ECD action items are closed.

      • If the action item dates are all greater than today’s system date, then the earliest action item will display. If there are multiple action items on the same date they will display in order by NCD, ECD and then FUD.

    7. Action Type – type of action due. The values are:

      • C - Next Contact Date

      • E - Estimated Completion Date

      • F - Follow-up Date

    8. Assigned to Emp ID –displays the current assignment. To reassign, select the LOV button to the right. The window displays a list by the employee’s Emp ID, Group #, Last Name, First Name Initial, and the number of cases assigned to the employee. Click the Save icon or Action and Save to execute the reassignment.

      Note:

      NTA toll-free employees can see the Inventory screen for cases assigned to their Org code.

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

13.4.6.5  (05-08-2009)
Personal Inventory (Manager Inventory Screen)

  1. The Personal Inventory screen is used to monitor cases assigned to the user’s (i.e., group manager’s) Employee ID number. This screen operates the same as a non-manager’s (Case Advocate’s) Employee Inventory screen. See IRM 13.4.5.3.1, Employee Inventory Screen, for an explanation of the fields on this screen.

  2. If a case in your personal inventory needs to be reassigned to another employee, select the Employee Inventory radio button. Enter your own Employee ID in the Emp ID field, and execute the query. To select a particular case, place your cursor in the Assigned to Emp ID field for that case and replace the current employee ID number with the employee ID number of the person to whom you want to assign the case. Complete the reassignment by selecting the Save icon or Action and Save from the menu bar.


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