Part 2. Information Technology

Chapter 13. Enterprise Networks

Section 2. Telecommunications Asset Tool, Waste, Fraud, and Abuse

2.13.2  Telecommunications Asset Tool, Waste, Fraud, and Abuse

2.13.2.1  (03-01-2006)
Purpose

  1. This IRM describes the Telecommunications Asset Tool (TAT) Waste, Fraud, and Abuse (WFA) provided by the Enterprise Networks Directorate. It provides guidance and the processes used by the IRS employees for using TAT WFA.

  2. If there are any questions or if additional guidance is needed with this IRM, contact Enterprise Networks at 202-283-7820.

2.13.2.2  (03-01-2006)
Telecommunications Asset Tool

  1. TAT is the tool used at the IRS for managing telecommunications expenditures, processing local telephone bills, and for identifying waste, fraud, and abuse of Federal Technology Service (FTS) services.

2.13.2.2.1  (03-01-2006)
Reviews/Audits of Inventory, Usage, and Financial Analysis

  1. The implementation of TAT at the IRS includes financial review items and report capabilities to identify unusual telecommunication call detail patterns which generate excessive charges or excessive usage of long distance services. TAT was also established to standardize reporting formats that can be used at the IRS to facilitate corrective actions, follow-up on analysis, track implementation of best practices, and educate users.

  2. Managers and employees can refer to the TAT web site for additional guidelines and information at http://tat.web.irs.gov/WFAinfo.asp .

  3. The following review criteria shall be used at the IRS to analyze telephone call detail of long distance telecommunications services:

    • Calling card calls for 60 minutes or more to non-government locations.

    • Government telephone calls for 60 minutes or more to non-government locations.

    • Same non-government number called 15 times or greater in one month for an aggregate of 200 minutes or more.

    • Non-government locations called after hours (8:00 PM - 4:00 AM).

    • Non-government locations calls to questionable destinations, such as Area code 809 (Caribbean) or 702 (Nevada). Additional destinations may be added based on review.

    • Cancellation fines for conference calls not timely cancelled.

    • Calls over 1,440 minutes (1 day).

  4. TAT will allow the authorized Information Technology Systems (ITS) personnel to input specific report criteria (data filtering elements) to limit report information.

  5. TAT will have the capability to save query results in MS Excel (.xls) and database (.dbf) formats.

  6. TAT will allow authorized IRS users, which includes IRS personnel, contractors, and government auditors to preview reports.

  7. TAT will provide the capability to send an e-mail to the IRS cardholder’s managers with a list of long distance calls charged to an employee's government issued telephone and/or calling card calls made that meet the criteria established in paragraph 3 of this section.

  8. TAT will allow for the manager to certify long distance telephone calls and/or calling card calls billed by FTS vendors.

2.13.2.2.2  (03-01-2006)
Preliminary Reports

  1. TAT will generate the following reports:

    • Call Detail Report (CDR) - Lists all data fields of respective call(s) for long distance telephone and calling card calls.

    • Exception Reports - Lists the Results of Review Criteria items as outlined in item 2.13.2.2.1 (3) above.

    • Financial Summary Reports - A summary roll up of specific originating and terminating number, terminating city, billing hierarchy code, and calling card that contains total costs by service.

    • Trend/Historical Report - Trends (calling pattern) and call history of specific Call Activity For (CAFno) telephone number(s), calling card(s), Service Delivery Point (SDP), and Agency.

2.13.2.2.2.1  (03-01-2006)
Official IRS Standard for Use of Government Telephones and Calling Cards

  1. Interim guidelines, based on General Services Administration (GSA) regulations, are as follows:

    1. IRS employees are authorized to make reasonable, but limited, use of government telephone systems for necessary personal calls that do not adversely affect the performance of office duties of the employee or employee's organization.

    2. IRS employees are authorized to make reasonable, but limited, use of government telephone systems for necessary personal calls that are of reasonable duration and frequency (5 - 10 minutes).

    3. IRS employees are authorized to make reasonable, but limited, use of government telephone systems for necessary personal calls that could not reasonably have been made during non-work hours.

  2. The following list includes examples of circumstances for making personal telephone calls on government telephone systems and may be authorized use during regular business hours:

    1. Telephone calls to home or doctor if an employee is injured or becomes sick at work.

    2. Calls to notify an employee's family or other appropriate parties to inform them of a schedule change caused by official business or transportation schedule changes or delays.

    3. An employee traveling on Government business within the United States may make an average of one brief call home each travel day.

    4. An employee required to work overtime without advance notice may call within the local commuting area (the area from which the employee regularly commutes). The call may be to advise their family, or other appropriate parties, of the schedule change and/or to make alternative transportation arrangements, child care/dependant parent care, or pet care arrangements.

    5. An employee may make a brief call (5 to 10 minutes) daily within the local commuting area to speak to a spouse, significant other, children, dependant parents, or those responsible for their care.

    6. An employee may make a brief call (5 to 10 minutes) within the local commuting area to places that can only be reached during working hours, i.e., a local government agency, a physician's or attorney's office, or a garage for automobile repairs.

  3. While in travel status, IRS employees are authorized to make reasonable, but limited use of government telephone systems or government calling cards for necessary personal phone calls. The IRS Travel Handbook, located on the Chief Financial Officer Web Site at http://cfo.fin.irs.gov/IntFinMgmt/PolicyProcedures/Docs/IRMs/Travel_Handbook.doc sets the following criteria:

    1. An average of one brief telephone call per day to employee's residence or another location.

    2. If to another location, the call must be within the commuting area of the employee's official post of duty.

    3. The call must be to an immediate family member, which includes an employee's spouse, children, stepchildren, grandchildren, other children (legal minor wards), dependent parents, and dependent brothers and sisters.

    4. A brief call is also allowed to locations that can only be reached during working hours, such as, a local government agency, a physician or attorney's office, or a garage for automobile repairs.

    Note:

    All IRS employees must use their calling card when placing calls while in travel status, except if calls are made from a government site or there is access to government telephone system. The calling card call is less expensive to charge calls to than charging a call to a hotel room.

  4. Cancel Conference Calls that are scheduled and not used:

    1. If an IRS employee schedules a conference call that is not needed and does NOT cancel the conference call more than 2 hours prior to the scheduled start time of the conference call, the IRS will be charged an expensive cancellation fee. Depending upon the number of projected participants, the cancellation fee can run $200 to $300 per conference call when it is not properly canceled.

    2. If a conference call is not needed, all IRS employees must cancel the conference call more than 2 hours prior to the scheduled start time.


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