13.4.7  Administrative Reports

13.4.7.1  (04-15-2011)
Introduction to Administrative Reports

  1. This section describes the various administrative reports available in the Taxpayer Advocate Management Information System (TAMIS).

  2. To generate a report, access the TAMIS main menu and select the Reports button.

  3. The following reports are available through TAMIS:

    • Case Removals

    • Closed Case Results

    • 911H

    • Key Operational Measures

    • OAR Reports

    • Outreach

    • Quality Sampling

  4. You must have permission level 3 or higher to generate reports.

  5. Select the report using the radio button on the TAMIS Reports screen, then select Generate Report. See IRM 13.4.2.7, Permission Levels.

  6. Several reports provide an option to select either an Executive Summary or Diagnostic Report.

    1. Executive Summary – provides a brief report showing overall results.

    2. Diagnostic Report – provides detailed information for further analysis.

    3. Detail Report – provides additional detailed information beyond the Diagnostic Report.

  7. Reports can be generated for different office levels.

    1. National - reflects each Area’s information plus the District of Columbia (DC), NTA Toll-free (NTA), Field Systemic Advocacy (FSA), Internal Technical Advisor Program (ITAP) and National Office (NO).

    2. Area - reflects each Local Office’s information plus the Area’s total.

    3. Org - reflects each group’s information within the Org code plus the Org code’s total.

    4. Group - reflects the group’s information.

  8. For information regarding the Form 911H report, refer to IRM 13.4.7.1.8, Form 911H, Taxpayer Advocate Service Case Information – Form 911 History.

    Note:

    Employees with permission level 1 or higher can generate Form 911H.

  9. Store reports that contain Personally Identifiable Information (PII) in a secure location. Encrypt any reports that contain PII when sending via the internet. See IRM 1.4.18.11.4, PII (Personally Identifiable Information).

13.4.7.2  (04-15-2011)
Closed Case Results Report

  1. The Closed Case Results report contains the counts and percentages of closed cases sorted by TAO/Relief and Assistance codes for the report period. The report includes regular cases, excluding reopen cases.

  2. Select the Type of Report, Executive Summary or Diagnostic Report.

  3. Select the office level for the report, National, Area, Org or Group.

  4. Enter the report beginning and ending date in "mm/dd/yyyy" format.

  5. Select OK to generate the report or Cancel to exit the Report Parameter screen.

13.4.7.2.1  (04-15-2011)
Closed Case Results Report - Executive Summary

  1. The Executive Summary provides an overall count and percentage of closed cases with TAO/Relief codes.

  2. The report provides a total count and percentage of closed cases coded as No Relief, Full Relief or Partial Relief.

  3. The report provides a count and percentage of the assistance provided on cases with a 7811 determination of "No" .

13.4.7.2.2  (04-15-2011)
Closed Case Results Report - Diagnostic Report

  1. The Diagnostic report provides additional details regarding the specific count and percentage for closed cases under each Relief code and Assistance code.

13.4.7.3  (04-15-2011)
Key Operational Measures Report

  1. The Key Operational Measures report option displays two reports: Executive Summary and Diagnostic.

  2. The Executive Summary report is available at the National, Area, Local or Group level.

  3. The Diagnostic report is available at the National, Area, Local and Group levels.

13.4.7.3.1  (04-15-2011)
Key Operational Measures Reports - Executive Summary

  1. The following are the Key Operational Measures:

    • Efficiency Measure - % of Systemic Burden to Total

    • Closed Cases

    • Closed Case Cycle Time

    • Closure to Net Receipts

13.4.7.3.2  (04-15-2011)
Key Operational Measures Reports - Diagnostic

  1. The Diagnostic report displays the following data for the selected Area, Org or Group:

    • Efficiency Measure

    • Number of Closed Cases

    • Closed Case Cycle Time

    • Number of Direct Receipts

    • Number of Indirect Receipts

    • Closures to Net Receipts

    • Ending inventory

13.4.7.4  (04-15-2011)
OAR Reports

  1. The OAR Reports option displays the following reports:

    • OAR Activity Report

    • OAR Case Listing

    • OAR Issue Code Report

  2. Select the appropriate report by selecting the radio button for the report.

13.4.7.4.1  (04-15-2011)
OAR Activity Report

  1. The OAR Activity Report provides the following OAR inventory statistical data:

    • Beginning OAR Inventory

    • Number of OARs sent to Operations

    • Number of OARs removed

    • Number of OARs closed:
      OAR closed assistance/actions completed
      OAR rejected/returned

    • Ending OAR Inventory

  2. To access the report, select OAR Reports from the TAMIS Reports Menu; then select the OAR Activity Report.

  3. You can generate a report for either TAS or the Operating Divisions/Functions by selecting the appropriate radio button located on the Report Parameter screen.

  4. Operating Divisions/Functions option provides data for OARs sent to Appeals (AP), Criminal Investigation (CI), Large Business & International (LB & I), Small Business/Self Employed (SBSE), Tax Exempt & Government Entities (TEGE), Wage & Investment (W & I) or all.

  5. Select the Type of Report, Executive Summary or Diagnostic Report.

  6. Select the TAS or Operating Divisions office level for the report. The Operating Divisions/Functions level drills down to the Org Unit, Area, Location and Unit.

  7. Enter the report beginning and ending date in "mm/dd/yyyy" format.

  8. Select OK to generate the report or Cancel to exit the Report Parameter screen.

13.4.7.4.1.1  (04-15-2011)
OAR Activity Report - Executive Summary

  1. The report provides the following OAR data for the report period sorted by criteria code:

    1. Beginning Inventory – Count of OARs that were open on the report begin date.

    2. OARs Sent to OD/Func – Count of OARs sent to the OD/Function during the report period.

    3. OARs Removed – Count of OARs removed or deleted during the report period.

    4. OARs ClosedAssistance Actions Completed – Count of closed OARs identified with entries in both the Date Completed OAR Received and Date Assistance Actions Completed fields.

    5. OARs Closed – Rejected/Returned – Count of closed OARs identified with entries in both the Date Completed OAR Received and Date OAR Rejected/Returned to TAS fields.

    6. Ending Inventory – Count of OARs that were open on the report end date.

  2. The TAS report provides details regarding:

    1. Number OARs Created but Not Sent – Count of OARs created but the Date OAR Sent to OD/Func field is blank.

    2. Number OARs with no Date in Completed OAR Recd – Count of OARs with entries in the Date Assistance Actions Completed or the Date OAR Rejected/Returned to TAS fields, but the Date Completed OAR Received field is blank.

  3. The Operating Divisions/Functions report provides details regarding:

    1. OARs Sent but Not Acknowledged – Count of OARs sent to the Operating Divisions/Functions in which the Liaison Acknowledged Date is blank.

  4. Each major section of information has three subheadings, volume, percent of total, and average age. A further description follows:

    1. Volume - Count of OARs.

    2. Percent of Total - Percentage calculated by dividing the total number of OARs for the column divided by the total volume of the data type.

    3. Average Age - Average number of days for the open or closed OARs. Beginning and ending inventory age is calculated by summing the report date minus the Date OAR sent to OD/Func divided by the count of OARs. Closed OAR age is calculated by summing the Date Completed OAR Received minus the Date OAR sent to OD/Func divided by the count of OARs.

13.4.7.4.1.2  (04-15-2011)
OAR Activity Report - Diagnostic Report

  1. The Diagnostic Report columns contain data for the Areas, local offices or group sorts, depending on the selected report level.

  2. The Diagnostic Report provides a separate report page for each category; i.e., Beginning Inventory, OARs Sent to OD/Func, etc.

  3. Select the TAS or Operating Divisions/Functions type of report.

  4. For the Operating Divisions/Functions’ Diagnostic report, you must select at least the Org Unit level for the report.

13.4.7.4.2  (04-15-2011)
OAR Case Listing

  1. The OAR Case Listing provides a list of either open or closed OARs. Maximum listing per page is ten OARs.

  2. To access the report, select OAR Reports from the Report Menu, then select OAR Case Listing.

  3. You can generate a report for either TAS or the Operating Divisions/Functions by selecting the appropriate radio button on the Report Parameter screen. The Operating Divisions/Functions level drills down to the Org Unit, Area, Location and Unit.

  4. For the TAS report select the National, Area, Org or Group level.

  5. Operating Divisions/Functions option provides data for OARs sent to Appeals (AP), Criminal Investigation (CI), Large Business & International (LB & I), Small Business/Self Employed (SBSE), Tax Exempt & Government Entities (TEGE), Wage & Investment (W & I) or all.

    1. Open OARs – Provides a listing of all open OARs. These OARs have no date or entry in the Date Completed OAR Received field.

    2. Closed OARs – Provides a listing of all closed OARs. These OARs have an entry in the Date Completed OAR Received field.

  6. For a closed OAR report, you must enter a date range in "mm/dd/yyyy" format. In addition, select a field on which to base the date range.

    • Date OAR sent to OD/Func

    • Date Actions Completed

    • Date OAR Rejected to TAS

    • Date Completed OAR Received

  7. For open and closed OARs, select the specific OAR issue code and/or criteria code. If no selection is made, the report defaults to all OAR issue codes and criteria codes.

  8. Select OK to generate the report or Cancel to exit the Report Parameter screen.

13.4.7.4.2.1  (04-15-2011)
OAR Case Listing - Open

  1. Some of the key fields displayed are the case file number, OAR serial number, core issue code, criteria code, and date sent. In addition, the following information will display:

    1. Age - Calculated by subtracting the Date OAR Sent to OD/Func from the report generation date.

    2. Employee ID – The ID # of the TAS employee assigned the case when the Form 12412 was generated.

    3. Assigned Emp - The last name of the OD/Function employee assigned to process the OAR as entered on OAR screen 2.

  2. For the Operating Divisions/Functions selection, the three unique fields are as follows:

    1. Age – Calculated by subtracting the Liaison Received Date from the report generation date.

    2. TAS Liaison – The last name of the TAS liaison when the Form 12412 was generated.

    3. Emp Assgn – The last name of the TAS employee assigned the case.

  3. Some fields will have asterisks after the date depending on the following:

    1. An asterisk after the Actual Acknowledgement Date indicates the date was after the Expected Acknowledgement Date.

    2. An asterisk after the Actual Relief Determination Date indicates the date was after the Expected Relief Determination Date.

  4. The TAS report has two sections:

    1. 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/Func field. The Age field will display question marks since the age of the case cannot be determined until the Date OAR Sent to OD/Func is input.

    2. OARs Sent to OD/Func – This section includes all OARs that have an entry in the Date OAR Sent to OD/Func field.

  5. The Operating Divisions/Functions report has two sections:

    1. 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 an entry in the Liaison Received Date. The Age field will display question marks since the age of the case cannot be determined until the Liaison Received Date is input.

    2. OARs Sent and Received – This section includes all OARs that have a date in the Liaison Received Date field.

13.4.7.4.2.2  (04-15-2011)
OAR Case Listing - Closed

  1. The report provides a listing of all closed OARs based on parameters selected. In addition to the general report parameters, you must select one of the following options for the closed cases:

    • Date OAR Sent to OD/Func (default)

    • Date Actions Completed

    • Date OAR Rejected to TAS

    • Date Completed OAR Received

  2. The date range for the report cannot exceed one year.

  3. Some of the key fields displayed are the case file number, OAR serial number, core issue code, criteria code, and date sent. In addition, the following information will display:

    1. Age - Calculated by subtracting the Date OAR Sent to OD/Func from the Date Completed OAR Received.

    2. Employee ID – The identification number of the TAS employee assigned the case when the Form 12412 was generated.

    3. BOD Info – Identifies the function within the BOD that worked the OAR.

  4. For the Operating Divisions/Functions some of unique fields displayed are as follows:

    1. Age - Calculated by subtracting the Liaison Received Date from either the Date Assistance Actions Completed or Date OAR Rejected/Returned to TAS.

    2. BOD Liaison - The first ten characters of the BOD liaison's last name.

    3. TAS Liaison - The first ten characters of the TAS liaison's last name.

  5. Some fields will have asterisks after the date depending on the following:

    1. An asterisk after the Actual Acknowledgement Date indicates the date was after the Expected Acknowledgement Date.

    2. An asterisk after the Actual Relief Determination Date indicates the date was after the Expected Relief Determination Date.

    3. An asterisk after the Date Actions Completed field indicates the date in the Date Assistance Actions Completed field is after the date in the Requested Completion Date or the Negotiated Completed Date field.

13.4.7.4.3  (04-15-2011)
OAR Issue Code Report

  1. The OAR Issue Code Report provides a count of either open or closed OARs sorted by the issue code.

  2. To access the report, select OAR Reports from the Report Menu, then select OAR Issue Code Report.

  3. You can generate for either TAS or the Operating Divisions/Function by selecting the appropriate radio button on the Report Parameter screen. The Operating Divisions/Functions level drills down to the Org Unit, Area, Location and Unit.

  4. The TAS report can be generated for a National, Area, Org or Group level.

  5. Operating Divisions/Functions option provides data for OARs sent to Appeals (AP), Criminal Investigation (CI), Large Business & International (LB & I) Small Business/Self Employed (SBSE), Tax Exempt & Government Entities (TEGE), Wage & Investment (W&I) or all.

  6. Select a report of open or closed OARs.

    1. Open OARs - Provides a listing of all open OARs. These OARs have no date or entry in the Date Completed OAR Received field.

    2. Closed OARs – Provides a listing of all closed OARs. These OARs have an entry in the Date Completed OAR Received field.

      Note:

      The closed OAR Issue Code Report does not include counts for rejected/returned OARs.

  7. For a closed OAR report, you must enter a date range with a maximum one-year period.

  8. Select the individual criteria code or grouping. If no selection is made, the report defaults to a composite of all criteria codes.

  9. Select OK to generate the report or Cancel to exit the Report Parameter screen.

13.4.7.4.3.1  (04-15-2011)
OAR Issue Code Report - Open

  1. The OAR Issue Code report for open OARs counts OARs that are open on the date the report is generated. The Date Completed OAR Received field is blank and there is no entry in the Date OAR Rejected/Returned field.

  2. The report provides the following details:

    1. Issue - The issue codes are listed in numerical order and grouped by the issue code categories; i.e., refunds, examination, etc. The title of the issue code is displayed to the left.

    2. Volume – Count of OARs for the specific issue code.

    3. Age – The average age of the OARs coded with the issue code and for the issue code grouping.

    4. Percent (1st column) – The first percent column displays the percentage of OARs in relation to the number of OARs within the issue code grouping.

    5. Percent (2nd column) – The second percent column displays the percentage of OARs in relation to the total number of OARs on the report.

  3. For the TAS report, the age is calculated by subtracting the Date OAR Sent to OD/Func from the report date.

  4. For the Operating Divisions/Functions, the age is calculated by subtracting the Liaison Received Date from the report date.

13.4.7.4.3.2  (04-15-2011)
OAR Issue Code Report - Closed

  1. The OAR Issue Code report for closed OARs counts OARs that are closed on the date the report is generated. The Date Completed OAR Received field is completed and there is no entry in the Date OAR Rejected/Returned field.

  2. The date range cannot exceed a one-year period.

  3. The report provides the following details:

    1. Issue – The issue codes are listed in numerical order and grouped by the issue code categories; i.e., refunds, examination, etc. The title of the issue code is displayed to the left.

    2. Volume – Count of OARs for the specific issue code.

    3. Age – The average age of the OARs coded with the issue code and for the issue code grouping.

    4. Percent (1st column) – The first percent column displays the percentage of OARs in relation to the number of OARs within the issue code grouping.

    5. Percent (2nd column) – The second percent column displays the percentage of OARs in relation to the total number of OARs on the report.

  4. For the TAS report, the age is calculated by subtracting the Date OAR Sent to OD/Func from the Date Completed OAR Received.

  5. For the Operating Divisions/Functions, the age is calculated by subtracting the Liaison Received Date from the Date Assistance Actions Completed.

13.4.7.5  (04-15-2011)
Outreach Report

  1. The Outreach report option displays the Executive Summary and Diagnostic reports for Outreach at the National, Area, Local and Group report levels.

  2. Select the office level and type of report.

  3. The Executive Summary report provides a count of cases sorted by direct versus indirect receipts as well as by criteria code.

  4. The Diagnostic report provides the same information as the Executive Summary report, but provides additional details based on the Report Level selected, as follows:

    1. National - All Area Offices

    2. Area - Local Offices within the Area selected

    3. Local - Groups within the Local Office Selected

    4. Group - Group selected

13.4.7.6  (04-15-2011)
Quality Sampling Report

  1. The Quality Sampling report's primary use is to provide a random sample of cases for the Centralized Quality Review (CQR) monthly extract.

  2. You can also generate a random sample of specific types of cases, which can be used for diagnostic purposes. Use the Sample Type drop down list to access the additional sample types:

    • Regular and/or Reopened cases

    • Senate Finance Committee (SFC) cases

    • All Congressional cases

    • Problem Solving Day (PSD) cases

    • Specific How Received Code(s)

    • Specific Issue Code(s)

    • Specific Operating Division

    • Specific Unit/Group Number

    • Employee Assignment Number

  3. Select the Office level of the report unless generating the CQR or Employee Assignment Number report. Reports can be generated at the National, Area or Local office level. Users can only generate the CQR report at the Local office level, and the Employee Assignment Number report for a specified Employee ID.

  4. Enter the beginning and ending dates for the report period. The date range cannot exceed one year. The CQR report period is limited to a monthly report.

  5. Enter the additional prompts for all extracts except the CQR report and the Employee Assignment Number sample:

    • Case Status- Select closed, open with referrals-out, or open excluding referrals-out.

    • Case Type- Select regular, all reopened, specific type of reopen case, or both regular and reopen cases.

    • Criteria Code(s) - Select all, a composite of 1 - 4, a composite of 5 - 9, or individual codes.

  6. Enter the specific prompts for the following sample types:

    1. Specific How Received code(s) – Select up to five individual codes or a composite selection of direct or indirect How Received codes.

    2. Specific Issue code(s) - Select either the Taxpayer, Primary or Secondary Issue code, then select up to five individual issue codes, or a consecutive range of issue codes.

    3. Specific Operating Division – Select the BOD code; i.e., LB&I, SBSE, TEGE or W&I.

    4. Specific Unit/Group Number – Select the Org code and Group number.

  7. For all extracts other than the CQR sample, select the error rate, and the absolute precision level (5 percent or 9 percent).

  8. Select OK to generate the report or Cancel to exit the Report Parameter screen.

13.4.7.7  (04-15-2011)
Case Removals Report

  1. The Case Removals report provides a listing of cases removed from TAMIS for a specific period.

  2. Select the Type of Report, Executive Summary, Diagnostic or Detail.

  3. Select the office level for the report, National, Area, Local or Group.

  4. Enter the report beginning and ending date in "mm/dd/yyyy" format.

  5. Select OK to generate the report or Cancel to exit the Report Parameter screen.

13.4.7.7.1  (04-15-2011)
Case Removals Report – Executive Summary

  1. The Executive Summary report contains the total count and percentage of cases removed during the selected period.

  2. The Report contains the Net Case Receipts This Period, Regular Cases Removed This Period, Reopen Cases Removed This Period, and the percentage of Cases Removed to Net Receipts This Period.

13.4.7.7.1.1  (04-15-2011)
Case Removals Report – Diagnostic

  1. The Diagnostic Report contains a count of case removals sorted by regular and reopen cases for the period selected.

  2. The National Office Diagnostic report displays a count of case removals for each Area office, the District of Columbia (DC), the NTA Toll-free, Field Systemic Advocacy (FSA), Internal Technical Advisor Program (ITAP), and National Office (NO).

  3. The Area Diagnostic report displays a count of case removals for each local office within the Area.

  4. The Local Diagnostic report displays a count of case removals for each group within the local office.

  5. The Group Diagnostic report displays a count of case removal by group number within the local office.

13.4.7.7.1.2  (04-15-2011)
Case Removals Report –Detail

  1. The Case Removals Detail report provides specific information on case removals for the period selected.

  2. The report provides the following details:

    1. CS File Number

    2. Action Date

    3. TAMIS Rcv Date

    4. User ID

    5. User Login

    6. User Name

    7. Stat CD

    8. Crit CD

    9. How Rec

    10. ReOP Seq

    11. Taxpayer Name

    12. TIN

  3. National Office Detail report displays case removals nationwide.

  4. Area Detail report displays case removals for offices located in the Area selected.

  5. Local Detail report displays case removals for the local office selected.

  6. Group Detail report displays case removals for the group number selected.


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