7.21.9  Exempt Organizations Management Information System

7.21.9.1  (01-01-2003)
Overview

  1. This section provides instructions for Managers and employees responsible for generating reports on the Management Information System (MIS).

  2. MIS is a subsystem of EDS that generates inventory and employee roster reports. The same reports EACS generated in the service center can be generated and printed in MIS as often as needed. EACS no longer supplies these reports.

  3. The reports are selected and printed from the MIS Main Menu. See the EDS User Manual for instructions for using the system.

7.21.9.2  (01-01-2003)
Specific Instructions

  1. The inventory reports are generated from the MIS Main Menu.

7.21.9.2.1  (01-01-2003)
Case Inventory Listings

  1. Five different inventory listings can be selected. All reports list the cases in control date and alpha order. See Exhibits 9–1 for the format of these reports.

    1. The division report lists ALL cases in the division and is further divided by group and unassigned cases. Review cases are listed in each group.

    2. The group report lists cases in the group from the group number entered with status 32, 33, 38, 52, 53 and 55. This report is further divided by specialist. Any unassigned inventory held at the group level will be listed under a "dummy" specialist number (a number that is not assigned to any individual) which is assigned to each group.

    3. The review report lists cases in review with status 31, 34, 37, 54 and 56.

    4. The specialist report lists overage cases in the specialist’s inventory with status 32, 33, 52 and 53. The specialist number is entered to generate the report.

    5. The unassigned report lists only those cases that are in status 50,51, and 60 and the cases that have been assigned to a "dummy specialist" . The report is separated by technical screening unassigned inventory and by group with the "dummy specialist" number.

7.21.9.2.2  (01-01-2003)
Overage Case

  1. An overage Indicator is entered to select only those cases older than the overage indicator. The overage indicator represents a number of days (i.e 145 days). Because the Overage Indicator is not preset in the program the Area Office has the flexibility of entering any number of days.

  2. Five different overage listings can be selected. All reports list the cases in control date and alpha order. See Exhibits 9–2 for the format of these reports.

    1. The division report lists ALL overage cases in the division and are separated by group and unassigned cases. Review cases are listed under the group inventory.

    2. The group report lists cases in the group with status 32, 33, 38, 52, 53 or 55. The group number is entered to generate the report. The overage listing is further divided by specialist. Any unassigned inventory will be listed under the "dummy" specialist number (see section 9.2.1.(1)b.

    3. The review report lists overage cases in review with status 31, 34, 35, 37, 54 or 56.

    4. The specialist report lists overage cases in the specialist’s inventory with status 32, 33, 52 or 53. The specialist number is entered to generate a report for the specialist.

    5. The unassigned report lists only those cases that are in status 50 and 51 and the cases that have been assigned to a "dummy specialist" . The report is separated by technical screening unassigned inventory and by group with the "dummy specialist" number.

7.21.9.2.3  (01-01-2003)
Overage Percentage Report

  1. The overage percentage report lists:

    1. Total number of cases in unassigned inventory,

    2. Total number of cases in groups and review,

    3. Number of overage cases, and

    4. Number of cases that will be overage in two weeks (14 days).

  2. The reports calculates the overage percentage. The reports also lists the total number of cases in Appeals, Technical Advice and Area Council status and the overage percentage for those cases. See Exhibit 9–3 for the format of this report.

7.21.9.2.4  (01-01-2003)
Inventory Counts Report

  1. Inventory Counts report lists total of cases processed by receipts, closing, etc.

    1. A beginning and ending date is entered to generate a report for a specific period of time.

    2. A report can be generated for a day, a week, a month or for an entire year. See Exhibits 9–4, 9–5, and 9–6 for the format of this report.

7.21.9.2.5  (01-01-2003)
Cycle Time

  1. There are eight different cycle time reports available. These reports must be generated at least once a month and by the fifth workday after the end of the reporting cycle (4/4/5 cycles). Headquarters will download each report from the Area Office on the sixth workday after the end of the reporting cycle. See Exhibit 9–7 for the format of these reports.

    Note:

    EO cases that are closed "Failed to Establish" (Closing Code 11) are included in the Other closing Report. When the organization’s file is reopened (Type Request S) the days to process from the first case are added to the reestablished application. When closing the reestablished application the cycle days are reported in the appropriate report based on the new closing code. The reports available are the following:

    1. Initial/Amendment/Termination Closings 01, 02, 08 and 12.

    2. Technical Screened Closing 06

    3. EO Foundation Follow-up Closings

    4. Appeals/Suspense/Technical Advice

    5. Other Closings 03, 04, 09, 10, 11 and 30

    6. Initial/Amendment Closings 01,02, 08, and 12 from status 52 to Closing.

7.21.9.2.6  (01-01-2003)
Waiting Closing Approval Report

  1. This report lists cases by group that are in 55 status or cases waiting 30 days in Technical Screening. The group number is entered to generate the group report. See Exhibit 9–8 for the format of this report.

  2. This report identifies:

    1. cases waiting for approval and are not in the manager’s possession,

    2. cases the manager has missed approving or those where the 60 days has expired.

7.21.9.2.7  (01-01-2003)
Age of Inventory

  1. This report lists the total number of open cases by case grade and percentage. (See Exhibit 9–9 for the format of this report.

    1. The percentage is generated for cases under 100 days, between 100 to 144, and 145 days and over.

7.21.9.2.8  (01-01-2003)
Age of Disposals

  1. This report lists the total number of closed cases between a beginning and ending period (which must be entered) by case grade. See Exhibit 9–10 for the format of this report.

    1. The percentage is generated for cases under 100 days, between 100 to 144, and 145 days and over.

  2. Headquarters will download this report for each Area Office on the fifth workday after the end of the MIR cycle.

7.21.9.2.9  (01-01-2003)
Age of Disposals By Form

  1. This report lists the total number of closed cases between a beginning and ending period (which must be entered) by form number and age. See Exhibit 9–11 for the formats of these reports.

7.21.9.2.10  (01-01-2003)
Disposal to Receipt Ratio

  1. This report lists the total number of closings and receipts by case grade between a beginning and ending period (which must be entered), and lists a ratio or percentage of closings to receipts.

7.21.9.2.11  (01-01-2003)
Unpostable Listing

  1. This report lists cases that are on the system in an unpostable status from the EDS batch run. See Exhibit 9–11 for the format of this report.

7.21.9.2.12  (01-01-2003)
Employee Roster

  1. This report lists each employee in a division report or group report. The division report is further divided by groups. See Exhibit 9–12 for the format of this report.

7.21.9.3  (01-01-2003)
Information Queries

  1. The data stored as part of EDS in a relational database (Informix). A relational database allows queries to be performed on any item in the database provided an employee has been trained to do so. The queries are done with Structured Query Language (SQL). See your EDS Functional Coordinator to obtain permission to use ISQL which is a part of Informix.

  2. A query screen has been programmed to perform queries for total cases closed by Group, Closing Code, Case Grade, Specialist Grade, Type Request and Form Number. The query reports the total—

    • cases,

    • hours,

    • specialist hours,

    • total reviewer hours,

    • average hours for the query data entered

  3. Access this query screen by selecting Option 20 on the MIS Main Menu.

7.21.9.4  (01-01-2003)
Area Office Reports

  1. The Area Offices may program ACE (Informix) or "C" reports and run them against the EDS database. This MIS Main Menu provides an option to display a "Area Office Report Menu" . The Area Office Report Menu must be developed by the Area Office and have options available to select any of the reports programmed.

Exhibit 7.21.9-1  (01-01-2003)
CASE INVENTORY TOTALS FOR EXEMPT ORGANIZATIONS
 Report Date: Tue Feb 9 2002

Days Entered: 1
Control Date: 02/08/02 and Earlier is Overage
Control Date: 02/22/02 will be Overage in 14 Days
  TOTAL   CASE GRADE
      09 11 12
Group 317000: 3   3 0 0
 Overage: 3   3 0 0
 Overage Percentage: 100.0   100.0 .0 .0
 Overage in 14 Days: 0   0 0 0
 Suspense: 0   0 0 0
 30 Day Suspense: 0   0 0 0
 Proposed Adverse: 0   0 0 0
 Waiting Manager Approval: 1   1 0 0
 Group Unassigned: 0   0 0 0
   Overage: 0   0 0 0
Group 317100: 0   0 0 0
 Overage: 0   0 0 0
 Overage Percentage: .0   .0 .0 .0
 Overage in 14 Days: 0   0 0 0
 Suspense: 0   0 0 0
 30 Day Suspense: 0   0 0 0
 Proposed Adverse: 0   0 0 0
 Waiting Manager Approval: 0   0 0 0
 Group Unassigned: 0   0 0 0
   Overage: 0   0 0 0
Unassigned: 14   2 11 1
 Overage: 14   2 11 1
 Overage Percentage: 100.0   100.0 100.0 100.0
 Overage in 14 Days: 0   0 0 0
 Suspense: 0   0 0 0
 Waiting Mgr Approval: 0   0 0 0
Review: 0   0 0 0
 Overage: 0   0 0 0
 Overage Percentage: .0   .0 .0 .0
 Overage in 14 Days: 0   0 0 0
 Suspense: 0   0 0 0
 Proposed Adverse: 0   0 0 0
 30 Day Suspense: 0   0 0 0
Total Inventory: 19   5 13 1
 Overage: 19   5 13 1
 Overage in 14 Days: 0   0 0 0
 Suspense: 0   0 0 0
 Proposed Adverse: 0   0 0 0
DIVISION OVERAGE PERCENTAGE: 100.0 %   100.00 % 100.00 % 100.00 %
INVENTORY OUTSIDE TE/GE DIVISION  
Appeals: 0  
 Overage: 0  
 Overage in 14 Days: 0  
Tech Advice: 0  
 Overage: 0  
 Overage in 14 Days: 0  
Area Council: 0  
 Overage: 0  
 Overage in 14 Days: 0  
Total Inventory: 0  
 Overage: 0  
 Overage in 14 Days: 0  
Overage Percentage: 00.0 %  

Exhibit 7.21.9-2  (01-01-2003)
TE/GE Division — Exempt Organizations
EDS Table 1A — Receipts

RUN DATE:  Tue Feb 9 2002
Period Beginning Date:  01/01/2002 Period Ending Date:  01/31/2002
Cincinnati
1023 Initial 3,214
  Re-opened FTE 135
  Amendment 29
  Termination 38
  PF Follow-up 417
  Term. of PF Status 14
  Post Review NO 0
Subtotal 3,847
1024 Initial 400
  Re-opened FTE 27
  Amendment 4
  Termination 1
  Post Review NO 0
Subtotal 432
1025 Initial 0
  Re-opened FTE 0
  Amendment 0
  Termination 0
  PF Follow-up 0
  Term. of PF Status 0
  Post Review NO 0
Subtotal 0
1026 Initial 0
  Re-opened FTE 0
  Amendment 9
  Termination 0
  Post Review NO 0
Subtotal 9
1028 Initial 2
  Re-opened FTE 0
  Amendment 0
  Termination 0
  Post Review NO 0
Subtotal 2
Total 4,290

Exhibit 7.21.9-3  (01-01-2003)
TE/GE Division — Exempt Organizations
EDS Table 2A — Receipts

RUN DATE: Tue Feb 9 2002
Cincinnati
Closures
Period Beginning Date: 01/01/2002 Period Ending Date: 01/31/2002
Form Type Request Total Closings Avg. Hrs. Total Closings
1023 Initial 1,655 2.1
  Re-opened FTE 116 2.7
  Amendment 22 2.3
  Termination 32 1.8
  PF Follow-up 720 1.4
  Term. of PF Status 7 4.3
  Post Review NO 0 .0
Subtotal 2,552 2.0
1024 Initial 223 2.0
  Re-opened FTE 14 3.0
  Amendment 4 2.9
  Termination 2 1.3
  Post Review NO 0 .0
Subtotal 243 2.1
1025 Initial 0 .0
  Re-opened FTE 0 .0
  Amendment 0 .0
  Termination 0 .0
  PF Follow-up 0 .0
  Term. of PF Status 0 .0
  Post Review NO 0 .0
Subtotal 0 .0
1026 Initial 0 .0
  Re-opened FTE 0 .0
  Amendment 1 11.0
  Termination 0 .0
  Post Review NO 0 .0
Subtotal 1 11.0
1028 Initial 0 .0
  Re-opened FTE 0 .0
  Amendment 0 .0
  Termination 0 .0
  Post Review NO 0 .0
Subtotal 0 .0
Total 2,796 2.0

Exhibit 7.21.9-4  (01-01-2003)
TE/GE Division — Exempt Organizations
EDS Table 2B — RUN DATE: Tue Feb 18 2002

Cincinnati District
Closures
Period Beginning Date: 01/01/2002 Period Ending Date: 01/31/2002
Form Type Request Merit Closings Avg. Hrs. Merit Closings
1023 Initial 774 .3
  Re-opened FTE 29 .3
  Amendment 5 .6
  Termination 7 .5
  PF Follow-up 356 .3
  Term. of PF Status 0 .0
  Post Review NO 0 .0
Subtotal 1,171 .3
1024 Initial 101 .3
  Re-opened FTE 3 .3
  Amendment 2 .4
  Termination 1 .5
  Post Review NO 0 .0
Subtotal 107 .3
1025 Initial 0 .0
  Re-opened FTE 0 .0
  Amendment 0 .0
  Termination 0 .0
  PF Follow-up 0 .0
  Term. of PF Status 0 .0
  Post Review NO 0 .0
Subtotal 0 .0
1026 Initial 0 .0
  Re-opened FTE 0 .0
  Amendment 0 .0
  Termination 0 .0
  Post Review NO 0 .0
Subtotal 0 .0
1028 Initial 0 .0
  Re-opened FTE 0 .0
  Amendment 0 .0
  Termination 0 .0
  Post Review NO 0 .0
Subtotal 0 .0
Total 1,278 .3

Exhibit 7.21.9-5  (01-01-2003)
TE/GE Division — Exempt Organizations
EDS Table 2C — RUN DATE: Tue Feb 18 2002

Cincinnati
Closures
Period Beginning Date: 01/01/2002 Period Ending Date: 01/31/2002
Form Type Request Non Merit Closings Avg. Hrs. Non Merit Closings
1023 Initial 881 3.8
  Re-opened FTE 87 3.5
  Amendment 17 2.8
  Termination 25 2.1
  PF Follow-up 364 2.5
  Term. of PF Status 7 4.3
  Post Review NO 0 .0
Subtotal 1,381 3.4
1024 Initial 122 3.4
  Re-opened FTE 11 3.8
  Amendment 2 5.4
  Termination 1 2.1
  Post Review NO 0 .0
Subtotal 136 3.5
1025 Initial 0 .0
  Re-opened FTE 0 .0
  Amendment 0 .0
  Termination 0 .0
  PF Follow-up 0 .0
  Term. of PF Status 0 .0
  Post Review NO 0 .0
Subtotal 0 .0
1026 Initial 0 .0
  Re-opened FTE 0 .0
  Amendment 1 11.0
  Termination 0 .0
  Post Review NO 0 .0
Subtotal 1 11.0
1028 Initial 0 .0
  Re-opened FTE 0 .0
  Amendment 0 .0
  Termination 0 .0
  Post Review NO 0 .0
Subtotal 0 .0
Total 1,518 3.4

Exhibit 7.21.9-6  (01-01-2003)
TE/GE Division — Exempt Organizations
EDS Table 1C

RUN DATE: Tue Feb 9 2002
Ohio District
Age of Inventory
Form Type Request Inventory Age Below 100 Days Age 100 to 180 Age 180 or More
1023 Initial 4,162 3,880 243 39
  Re-opened FTE 251 196 32 23
  Amendment 56 23 25 8
  Termination 48 35 9 4
  PF Follow-up 1,000 826 155 19
  Term. of PF 0 12 3 2
  Post Review 0 0 0 0
Subtotal 5,534 4,972 467 92
1024 Initial 547 513 23 11
  Re-opened FTE 28 25 3 0
  Amendment 4 1 2 1
  Termination 3 3 0 0
  Post Review 1 0 1 0
Subtotal 583 542 29 11
1025 Initial 0 0 0 0
  Re-opened FTE 1 0 1 0
  Amendment 0 0 0 0
  Termination 0 0 0 0
  PF Follow-up 0 0 0 0
  Term. of PF 0 0 0 0
  Post Review 0 0 0 0
Subtotal 1 0 1 0
1026 Initial 0 0 0 0
  Re-opened FTE 4 3 0 1
  Amendment 14 10 3 1
  Termination 0 0 0 0
  Post Review 0 0 0 0
Subtotal 18 13 3 2
1028 Initial 1 1 0 0
  Re-opened FTE 0 0 0 0
  Amendment 0 0 0 0
  Termination 0 0 0 0
  Post Review NO 0 0 0 0
Subtotal 1 1 0 0
Total 6,137 5,528 500 109

Exhibit 7.21.9-7  (01-01-2003)
EO Table 6a *      Run Date: 12/30/2001

EDS CYCLE TIME CLOSURES REPORT (US)
Periods Covered (200010 – 200112)
Initial/Amendment/Termination 01, 02, 08, 12
Month Number of Cases Average Cycle days Case Cycle 0 – 100 Days Case Cycle 101 – 180 Days Case Cycle 181+ Days
199710 2320 101 1281 889 150
199711 2582 100 1434 1007 141
199712 2637 103 1388 1084 165
199801 2150 111 958 987 205
199802 2303 111 1072 1005 226
199803 3070 107 1418 1410 242
199804 2256 103 1112 1016 128
199805 2244 105 1079 1035 130
199806 2371 104 1095 1151 125
199807 2069 104 950 1012 107
199808 1713 105 850 775 88
199809 2282 105 1172 948 162
Totals: 27997 105 13809 12319 1869
Month Number of Cases Average Cycle days Case Cycle 0 – 100 Days Case Cycle 101 – 180 Days Case Cycle 181+ Days
199810 1856 103 902 854 100
199811 2223 104 1105 971 147
199812 2693 105 1275 1262 156
Totals: 6772 104 3282 3087 403
Status Codes Excluded: 37, 38, 39, 54, 56
*This report is 1 of 7 reports that provide U.S. Cycle time data from the EDS database from establishment to closing.

Exhibit 7.21.9-8  (01-01-2003)
EO Table 9a *

EDS CYCLE TIME CLOSURES REPORT
STATUS 52 TO CLOSING
RUN DATE: Wed Dec 30 2000
National Totals
All Closings Except 03, 04, 05, 06, 07, 09 and 30
Month Number of Cases Average Cycle days Case Cycle 0 – 100 Days Case Cycle 101 – 180 Days Case Cycle 181+ Days
199710 2,190(111) 72 1,669 454 67
199711 2,422(159) 67 1,998 365 59
199712 2,429(200) 69 1,963 385 81
199801 2,012(130) 76 1,525 393 94
199802 2,151(139) 71 1,715 321 115
199803 2,854(177) 64 2,415 330 109
199804 2,118( 99) 58 1,888 191 39
199805 2,065(135) 62 1,820 202 43
199806 2,219(114) 60 1,936 255 28
199807 1,928(103) 59 1,700 205 23
199808 1,609( 80) 60 1,438 143 28
199809 2,079(140) 61 1,814 228 37
Totals: 26,076( 1587) 65 21,881 3,472 723
Month Number of Cases Average Cycle days Case Cycle 0 – 100 Days Case Cycle 101 – 180 Days Case Cycle 181+ Days
199810 1,708( 75) 58 1,498 196 14
199811 2,050(107) 57 1,846 170 34
199812 2,532( 95) 59 2,263 239 30
199901 ( )        
199902 ( )        
199903 ( )        
199904 ( )        
199905 ( )        
199906 ( )        
199907 ( )        
199908 ( )        
199909 ( )        
Totals: 6,290( 277) 58 5,607 605 78
Status Codes Excluded: 37, 38, 39, 54, 56
Numbers in parentheses are additional cases precludes accurate calculation of cycle time.
*This report provides cycle time data from status 52 to closing by Area Offices and National Totals.

Exhibit 7.21.9-9  (01-01-2003)
TE/GE Division
EDS Table 3
RUN DATE: Tue Feb 9 2002
United States
EO — Age of Inventory

GRADE < 100 100–180 > 180 % < 100 % 100–180 % > 180 TOTAL
00 10 4 0 71.43 28.57 .00 14
09 4,393 1,684 330 68.57 26.28 5.15 6,407
11 4,368 1,844 486 65.21 27.53 7.26 6,698
12 991 465 235 58.60 27.50 13.90 1,691
SUMMARY OF OPEN CASES
  TOTAL CASES % OF ALL CASES
< 100 DAYS 9,762 65.91%
100–180 DAYS 3,997 26.99%
> 180 DAYS 1,051 7.10%
Total Cases 14,810  

Exhibit 7.21.9-10  (01-01-2003)
TE/GE Division
EDS Table 5
Cincinnati
Period Beginning Date: 01/01/2002  Period Ending Date: 01/31/2002
RUN DATE: Tue Feb 9 2002
Exempt Organizations — Age of Disposals

GRADE < 100 100–180 > 180 % < 100 % 100–180 % > 180 TOTAL
09 1,278 269 25 81.30 17.11 1.59 1,572
11 874 182 11 81.91 17.06 1.03 1,067
12 95 57 5 60.51 36.31 3.18 157
SUMMARY OF CLOSED CASES
  TOTAL CASES % OF ALL CASES
< 100 DAYS 2,247 80.36%
100–180 DAYS 508 18.17%
> 180 DAYS 41 1.47%
Total Cases 14,810  

Exhibit 7.21.9-11  (01-01-2003)
Employee Listing

Employee Listing For    Mon Oct 19 2002
EMP/SPECIALIST NO NAME GRADE POSITION SCD DATE TOUR OF DUTY PHONE
Group 317101:
31XXX XXXX XXXXXX 13 161 MM/DD/YYYY 1 xxx–xxx–xxxx
31XXX XXXX XXXXX 09 116 MM/DD/YYYY F xxx–xxx–xxxx
31XXX XXXX XXXXXXXX 13 500 MM/DD/YYYY F xxx–xxx–xxxx
31XXX XXXX XXXXXXX 12 116 MM/DD/YYYY F xxx–xxx–xxxx
4 Employees in Group 317101
Group 317111
31XXX XXXX XXXXXX 12 116 MM/DD/YYYY S xxx–xxx–xxxx
31XXX XXXX XXXXX 13 116 MM/DD/YYYY A xxx–xxx–xxxx
31XXX XXXX XXXXXXXX 12 116 MM/DD/YYYY A xxx–xxx–xxxx
3 Employees in Group 317111
7 Employees in the Division

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