7.14.1  Introduction

Manual Transmittal

July 31, 2012

Purpose

(1) This transmits revised text for IRM 7.14.1, Employee Plans EDS User Manual, Introduction.

Material Changes

(1) Minor editorial changes have been made throughout the text to improve grammar and clarity.

(2) Renamed chapter title of IRM 7.14 series from EP/EO Determination System (EDS) Employee Plans User Manual to Employee Plans EDS User Manual to create consistency with Exempt Organizations (EO) sister series; IRM 7.22, Exempt Organizations EDS User Manual.

(3) IRM 7.14.1.1, Overview was updated to show that Tax Exempt Determination System (TEDS) has replaced EDS as the primary system for processing determination letter (DL) applications.

(4) IRM 7.14.1.1, Overview was updated to remove Time Reporting System (TRS) from the list of subsystems available on EDS.

(5) IRM 7.14.1.1.1, Description of Application was renamed Initial Processing Procedures and updated to provide that DL applications are scanned into TEDS and the information is updated to EDS.

Effect on Other Documents

IRM 7.14.1 dated January 31, 2006 is superseded.

Audience

Tax Exempt and Government Entities (TE/GE) Employee Plans Personnel

Effective Date

(07-31-2012)

Robert Choi
Director, Employee Plans
Tax Exempt and Government Entities

7.14.1.1  (07-31-2012)
Overview

  1. TEDS is now the primary system for processing DL applications. While most DL application processing is in TEDS, closure and DL generation continues to take place in EDS. See IRM 7.15.1, Employee Plans TEDS User Manual, Introduction.

  2. The 7.14 IRM series provides guidance to Employee Plans (EP) users of EDS. The EP function uses the system for processing DL applications from establishment to closing. IRM 7.14.1 provides an introduction to the 7.14 series and to general EDS functions.

  3. EDS is divided into six subsystems:

    1. Data Transcription System (DTS) - EP Applications and Transmittal sheets may be generated from this subsystem. (See IRM 7.14.2, Data Entry.)

    2. Letter Generation System (LGS) - Additional information letters and final determination letters may be generated through the LGS. All letters created on EDS can be reprinted. (See IRM 7.14.4, Letter Generation).

    3. Inventory Control System (ICS) - Case assignment, status update, closing data, re-sending EDS and MPS unpostable information, and research capabilities are available from this option on EDS. (See IRM 7.14.5, Inventory Control System).

    4. Management Information System (MIS) - Inventory and employee reports are available. (See IRM 7.14.6, Management Information System (MIS)).

    5. File Maintenance System (FMS) - Control files are updated for operating EDS. These control files, for example, are the Employee Plans Master File and System Parameter files for DTS and LGS. Instructions for the use of these files are found in the File Maintenance Manual. This manual has been distributed to select individuals who administer EDS. See your EDS Functional Coordinator or System Administrator.

    6. Master File Pipeline System (MPS) - Receives and validates the EDS data in the service center before it transfers the data to the Employee Plans Master File (EPMF) and Detroit Computing Center. (See IRM 7.13.6, Inventory Control Subsystem, for a complete description of MPS and correcting unpostables.)

  4. EDS is a menu-driven system. Functions can be chosen from a list of available options. The selection of a valid option will result in the display of an input screen or another submenu. At the completion of an option, the higher level menu is displayed so another option may be selected or you may exit EDS.

7.14.1.1.1  (07-31-2012)
Initial Processing Procedures

  1. When establishing cases on the primary system of TEDS, the IRS utilizes the following process:

    1. All EP application Forms 5300, 5307, 5309, 5310, 5310-A and 5316 are received by the Receipt and Control Branch, Extraction Unit at the Cincinnati Submissions Processing Center (CSPC).

    2. The TE/GE Deposit Unit processes the user fee on the Letter and Information Network User-fee System (LINUS) using the procedures outlined in IRM 3.45.1.10.6.2, LINUS Data Elements for EP Applications if processed through TEDS. However, if the Voluntary Compliance Program (VCP) establishes the case, the TE/GE Rulings and Agreements Control (TRAC) is used instead of LINUS.

    3. The application is then established on TEDS using the procedures outlined in IRM 3.45.1.11, Tax Exempt Determination System (TEDS) Front-End Process. The user fee information is then uploaded from LINUS to TEDS.

    4. An Acknowledgement Notice 3335C is created and sent to the taxpayer. A copy is saved in TEDS.

    5. All of the information from TEDS is then uploaded to EDS.

  2. In certain circumstances, DL applications will not be established in TEDS but will be established in EDS (paper cases). TEDS cases may also be converted to paper cases. See IRM 7.14.2.4, Establishing an Application on EDS for instructions on establishing applications only on EDS.

7.14.1.1.2  (04-15-2003)
Definitions

  1. The following definitions are needed for proper understanding of the screen functions in EDS.

    1. Cursor - A special symbol (usually a square block or blinking underline) displayed on the screen to indicate where the next character will appear when entering data.

    2. Field/Item - A group of continuous characters on the screen.

    3. Input Field - A field in which data can be entered. Sometimes called an UNPROTECTED field.

    4. Display Field - A field in which data cannot be entered, but is displayed for information. Also called a PROTECTED field.

    5. Menu - A screen from which several options can be selected.

    6. Transaction - In DTS, the related data entered for one application form.

7.14.1.2  (04-15-2003)
Screen Fields

  1. EDS screen contains four types of input fields:

    1. Alphanumeric - Allows entry of all characters on the keyboard. Lowercase characters (a-z) when entered on a screen, are added to the database in uppercase except where noted.

    2. Numeric - Allows entry of only digits 0 through 9. Omit, except where noted, leading zeros.

    3. Alphabetic - Allows entry of only letters A-Z and blank spaces.

    4. Decimal - Allows entry of only digits 0 through 9. Omit leading zeros and zeros trailing a decimal point.

7.14.1.3  (01-31-2006)
Keyboard Functions

  1. The following describes the effect of pressing various keys in EDS.

    1. Left Arrow - Moves the cursor to the beginning of the current field. If the cursor is already at the beginning, the cursor is moved to the beginning of the preceding field.

    2. Right Arrow - Moves the cursor one position to the right. If the cursor is already at the last position of the current field, the cursor is moved to the beginning of the next field.

    3. Up Arrow - Moves the cursor to the first input field of the line immediately above.

    4. Down Arrow - Positions the cursor at the first input field following the current line.

    5. Backspace - Moves the cursor one position to the left.

    6. Home - Positions the cursor at the first input field on the screen.

    7. Tab - Moves the cursor to the next field.

    8. Return/Enter - Same as Tab, above.

    9. Del/Delete - Erases all characters on the current field from the cursor to the end of the field and replaces them with underlines.

    10. Esc/Escape - Turns off the insert mode of the F9 key. See F9, below.

    11. F1 - Execute key. Indicates completion of input for the current screen.

    12. F2 through F6 - Function varies depending on the EDS option in use. Use will be indicated by the system itself. Most common uses are:

      F2 Next Page
      F3 Previous Page
      F6 Help

    13. F7 - Redraw key. Redraws the current screen on the terminal to clear system messages, mail messages, or transmission problems displayed in the middle of a screen.

    14. F8 - Delete key. Deletes a character at the current cursor position.

    15. F9 - Insert key. This key may only be used on alpha or alphanumeric fields. Subsequent characters entered will be inserted before the cursor. To turn off the insert mode, press the Esc key. The insert mode is automatically turned off at the end of a field.

    16. F10 - Cancel/Exit key. In DTS the F10 key will cause all data entered for the current transaction to be deleted. All other times the F10 key exits a screen and returns to the previous menu.

    17. F11 - Print key. Prints the information displayed on the screen. The system will prompt for the printer number/method (1-9, s, t or n) to print the screen image.

7.14.1.4  (04-15-2003)
Screen Operation

  1. In a typical session, the following steps occur:

    1. The system displays a screen.

    2. The user enters the responses to the screen prompts in the input fields.

    3. The arrow and other keys can be used to skip over fields.

    4. The same keys should be used when an input field is not completely filled, so that the cursor is positioned in the next input field.

    5. The F1 key (or other key if so indicated) is pressed when all required data fields have been entered.

    6. The system will display "WAIT" at the bottom right corner of the screen to indicate that it is processing the data entered and that no key should be hit until the "WAIT" sign is turned off.

    7. The system performs edit and consistency checks to ensure that the data entered is correct.

    8. If an error is detected, the terminal will beep, an error message is displayed (some messages may be in reverse video) on the last line of the screen, and the cursor is positioned at the field in error. Enter the correct data and press the F1 key.

    9. Repeat the above error correction procedure until all errors have been corrected. The next screen, if any, will then be displayed.


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