7.15.2  Accessing Tax Exempt Determination System (TEDS)

Manual Transmittal

April 01, 2014

Purpose

(1) This transmits revised IRM 7.15.2, Employee Plans TEDS User Manual, Accessing Tax Exempt Determination System (TEDS).

Background

Tax Exempt Determination System (TEDS) is a Web-based information system that provides an electronic case and inventory management system used across Tax Exempt and Government Entities (TE/GE) Determinations business units.

Material Changes

(1) This IRM is updated to reflect the chapter title name change.

(2) IRM 7.15.2.2 is updated to remove the reference to letter templates.

(3) IRM 7.15.2.7.1.1 is updated to correct the actions required to access the Documentum folder.

(4) IRM 7.15.2.7.2 is updated to remove the note pertaining to an automatic default to reset back to 10 items per viewed screen.

(5) IRM 7.15.2.7.3, is deleted as only the Records Manager reviews the Business Rules.

(6) IRM 7.15.2.7.4, Displaying Business Rules in a New Window is deleted as only the Records Manager reviews the Business Rules.

(7) IRM 7.15.2.8, Setting Viewing Values is deleted as it is no longer available in TEDS.

(8) The remaining subsections move up one number due to subsection deletion.

(9) IRM 7.15.2.10 is moved up one number and renamed TEDS Alerts and all references to bulletins are deleted as bulletins are no longer issued.

(10) Exhibit 7.15.2-7, Exhibit 7.15.2-8, Exhibit 7.15.2-9 and Exhibit 7.15.2-10 are deleted as they are no longer applicable to this IRM.

Effect on Other Documents

IRM 7.15.2, dated June 10, 2011 is superseded.

Audience

TEGE (Employee Plans)

Effective Date

(04-01-2014)

Robert Choi
Director, Employee Plans
Tax Exempt and Government Entities

7.15.2.1  (06-10-2011)
Overview

  1. TEDS is a web-based application that can be accessed from the IRS Intranet Home Page. This feature allows anytime, anywhere viewing of case file images and data.

  2. The user gains access to TEDS through the OL5081 process.

  3. Once the user is approved, he/she will receive an e-mail from the OL5081 system. The e-mail will contain a link for the TEDS home page and instructions to set up a shortcut on the desktop.

  4. The instructions are also outlined in IRM 7.15.2.4, Creating TEDS Desktop Shortcut.

7.15.2.2  (04-01-2014)
Logon

  1. To logon to TEDS the user must enter their Login name (SEID in upper case) and password. Exhibit 7.15.2-1.

  2. Each TEDS user is assigned only one user login.

  3. As with other IRS systems, TEDS limits the number of login attempts to three (3) before disabling the user’s password.

  4. TEDS identifies and authenticates all users accessing any of TEDS application components.

7.15.2.3  (04-01-2014)
Password

  1. The TEDS password is aligned with the users Windows (LAN account password).

  2. When a user changes his/her Windows password, the TEDS password will automatically be updated.

  3. If a user locks his/her TEDS account they also lock their Windows account. It is recommended that users setup the Password Management (PWM) tool on their workstation. Instructions for the setup and use of the utility are provided on the Information Technology (IT) website: http://eues.web.irs.gov/ESD/PWM.aspx

7.15.2.4  (06-10-2011)
Creating TEDS Desktop Shortcut

  1. An easy way to access TEDS is to create a shortcut on the desktop.

  2. To create a TEDS shortcut:

    • Place the cursor on an empty space on the desktop and right click with the mouse.

    • Highlight New.

    • Highlight and click Shortcut. Clicking on Shortcut causes Create Shortcut wizard to appear on the screen.

    • On the shortcut wizard, enter the TEDS address (URL); click Next.

    • Create and enter a shortcut name.

    • Click Finish. The shortcut should now appear on the desktop.

    See Exhibit 7.15.2-2.

7.15.2.5  (06-10-2011)
Opening More than One Internet Shortcut

  1. When the user opens a desktop shortcut for TEDS (or any other internet shortcut) and wants to open a second internet shortcut, the second shortcut will open in the same window, replacing the first site.

  2. One method to eliminate an internet shortcut from overwriting a window in use is to change the settings.

  3. To change the user’s viewing option:

    • Open the web browser using a saved shortcut or link.

    • Click Tools then Internet Options.

    • Click Advanced tab.

    • Scroll down the list to Reuse windows for launching shortcuts and remove the checkmark.

    • Click Apply then OK.

    See Exhibit 7.15.2-3.

7.15.2.6  (06-10-2011)
Improving System Performance

  1. Pages viewed online are stored in a special folder for quick viewing at a later time. Deleting internet files that have been stored on the computer may improve system response time. The user should do this periodically.

  2. To delete internet files:

    • Open Internet Explorer from the desktop.

    • On the top gray toolbar, click Tools.

    • From the Tools drop down menu, click Internet Options (clicking Internet Options causes an options box to appear).

    • On the General tab, there is a section called Temporary Internet Files with three buttons: Delete Cookies, Delete Files, and Settings.

    • Click Delete Files.

    • Click OK to confirm action.

    • When finished, click OK at the bottom of the Internet Options box.

    See Exhibit 7.15.2-4.

  3. This process can be repeated for Delete Cookies.

    Note:

    Deleting cookies (a file placed on a visitor's hard drive that allows the web site to monitor the individual's use of the site) may affect other automatic recognition in internet programs such as GovTrip. After cleaning the Browser (deleting cookies) the computer will run better, but it may not remember many of the sites not saved to Favorites.

7.15.2.7  (04-01-2014)
Preparing the Computer

  1. When the user first receives access to TEDS he/she will need to:

    • Encrypt the TEDS Documentum folder. See IRM 7.15.2.7.1.2,Encrypting the Documentum Folder.

    • Make the Microsoft Office Document Imaging Program the default program to view the documents in TEDS. See IRM 7.15.2.7.2 ,Microsoft Office Document Imaging.

  2. If the user's computer is being replaced or reimaged he/she will also need to follow these steps.

7.15.2.7.1  (06-10-2011)
Documentum

  1. Documentum is the software used by TEDS for the document repository. When a user opens a document, Documentum creates a folder on the user’s computer. This folder is used by the system as a temporary storage area for documents that the user has viewed on TEDS.

  2. IRS security policies require that sensitive information be protected at all times. Sensitive information that is processed, stored, or transmitted by computer equipment (such as laptops and memory storage devices), outside of IRS facilities, shall specifically be encrypted. Because this folder is located on the user’s C drive, it must be encrypted for security purposes.

7.15.2.7.1.1  (04-01-2014)
Accessing the Documentum Folder

  1. To access the Documentum folder on the user’s computer:

    1. From the “Desktop,” double left click on the system icon to access the “C” drive.

    2. Click on the C Drive :OS (C:).

    3. Click on Documents and Settings.

    4. Click on the user's SEID.

    5. Right click on the Documents folder.

    See Exhibit 7.15.2-5.

7.15.2.7.1.2  (04-01-2014)
Encrypting the Documentum Folder

  1. To encrypt the Documentum folder the user will:

    • Right click the Documentum folder.

    • Select Encrypt from the menu - a box will appear.

    • Select Apply changes to this folder, subfolders, and files.

    • Select OK.

    See Exhibit 7.15.2-6.

  2. The folder and its contents will be displayed in green, indicating the contents are encrypted. Generally, it is only necessary to encrypt the file once unless a new computer or hard drive is issued to the user.

7.15.2.7.2  (04-01-2014)
Microsoft Office Document Imaging

  1. To make Microsoft Office Document Imaging program the default program to view images:

    1. Click on the Start button.

    2. Go to Programs.

    3. Go to Microsoft Office.

    4. Go to Microsoft Office Tools.

    5. Click Microsoft Office Document Imaging.

    6. The Microsoft Office Document Imaging program will open; inside this program click Tools.

    7. Click Options.

    8. Inside the Options box, click the Other tab.

    9. Under Default program click Reset.

    10. You will receive a message "TIFF (Tagged Image File Format) files will be opened in Microsoft Office Document Imaging by default." Click OK to close this box.

    11. Click OK in the Options box to close it.

    12. Close Microsoft Office Document Imaging Program.

7.15.2.8  (04-01-2014)
Requesting/Accessing Help with TEDS

  1. The TE/GE Operational Program Support (TOPS) team in Business Systems Planning provides functional support and informational bulletins to TEDS users. TOPS analysts monitor, review, analyze and work KISAM tickets submitted by TEDS users and issue information bulletins as needed.

  2. If the user needs assistance, they can submit Help Tickets by:

    • Calling the Enterprise Service Desk at 1-866-7HELP4U

    • Visiting the OS GetServices website at http://getservices.web.irs.gov/webtier/ess.do

  3. To expedite routing the ticket to the appropriate personnel for resolution, be sure to let the contact know that you are working with TEDS, a TE/GE application.

7.15.2.9  (04-01-2014)
TEDS Alerts

  1. Notification of updated program version releases, changes in TEDS process or procedures, and other information impacting TEDS users are communicated to TE/GE employees and managers via TEDS communications from the TE/GE TOPS mailbox.

7.15.2.10  (04-01-2014)
Obtaining a Print Screen

  1. At some time the user may need to print the screen. How a print screen is obtained will depend on the type of computer the user is working on. There are various methods as listed below. This is a trial and error process.

  2. Use one of the Print Screen methods below to obtain the screen shot:

    • Click on the Prt Sc button on your keyboard.

    • Click and hold the Function key with the Print Screen key.

    • Click and hold the Control key with the Print Screen key.

    • Click and hold the ALT key with the Print Screen key.

    • Click and hold Control/Function/Prt Sc.

    • Click and hold ALT/Function/Prt Sc.

      Note:

      If none the above steps work, the user may need to initiate the program by going to the Start button, click Programs then click PrintKey2000.

  3. Open a blank Word document.

  4. Right click in the Word document.

  5. Click Paste.

  6. Save the Word document to the SBU data folder.

Exhibit 7.15.2-1 
TEDS Initial Logon Screen

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Exhibit 7.15.2-2 
Creating a TEDS Shortcut on User's Desktop

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Exhibit 7.15.2-3 
Changing Viewing Settings

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Exhibit 7.15.2-4 
Deleting Cookies and Temporary Files

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Exhibit 7.15.2-5 
Accessing the Documentum Folder

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Exhibit 7.15.2-6 
Encrypting the Documentum Folder

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