7.22.7  Management Information System

7.22.7.1  (01-01-2003)
Overview

  1. Management information reports are generated from the Management Information System (MIS) of EDS.

  2. The reports are accessed through the MIS Main Menu. See Exhibit 7.22.7–2.

  3. A menu option is available in the MIS Main Menu to display an area developed report menu (if one is programmed). The area is encouraged to program any reports needed and/or perform ad hoc queries on the EDS database. See your Functional Coordinator to secure access to Informix SQL.

7.22.7.2  (01-01-2003)
Case Inventory Reports

  1. Case Inventory Listings may be generated by Division, Group, Specialist or Review. These reports are in control date and alphabetical order.

    1. The Division report is divided by unassigned inventory and group. Review cases are listed in each group. Status 39, 50, 51, 58 and 55 (where the proposed closing is 06) are included in the unassigned inventory.

    2. The Group report is divided by specialist. Status 32, 33, 37, 40, 41, 52, 53 and 55 (where the proposed closing is not 06) are included in the group reports.

    3. The Specialist report includes status 32, 33, 37, 52, 53 and 62.

    4. The Review report includes status 31, 34, 35, 38, 54 and 56.

    5. The Unassigned report includes status 50 and 51 in one section and status 52 with the specialist number that has been assigned as a "dummy specialist" in another section. The report is divided by groups.

  2. The Case Overage Listing generates the same case listings as in (1), above except an Overage Indicator may be entered to list only those cases older than the Overage Indicator. The Overage Indicator is the number of days when a case is considered old. This number may be any number to allow "what if" reports to be generated.

  3. The Inventory Counts Report lists the total receipts, closings, etc. for a reporting period entered. A beginning and ending date must be entered to list the counts for the reporting period.

  4. The Cases Awaiting Approval Report lists cases in status 55. Two reports may be generated.

    1. One report prompts for a group number and lists cases in status 55 in the group entered.

    2. The other report lists cases waiting manager approval in technical screening.

    Note:

    EO cases will be listed on this report for a longer period of time because the control date may not be 30 days old. If the 30 day period has expired the cases will be flagged as READY on the report.

7.22.7.3  (01-01-2003)
Determination Cycle Time Reports

  1. The Determination Cycle Time Report lists the number of closings and the average cycle time (from control date to closing date) to close the cases. The number of closings is listed between 0 to 100 days, 101 to 180 days and 181 and greater days.

  2. This report prints 6 different reports:

    1. Initial/Amendments 00.

    2. Technically Screened Closing 06

    3. Terminations (EO)

    4. Appeals, Suspense and Technical Advice

    5. Other Closings 03, 04, 05, 07, 08, 09 and 30

7.22.7.3.1  (01-01-2003)
Queries Performed on Closed Cases

  1. A screen has been developed to query the database on the number of cases closed based on the data entered in the screen. See Exhibit 7.22.7–1 for instructions for the use of this screen.

  2. The screen reports back the total cases, total hours and average hours with the cases the query found.

7.22.7.3.2  (01-01-2003)
Overage Percentage of Inventory

  1. This report lists the total cases, the total cases overage and the total cases that will be overage in 14 days by division, group, review and unassigned inventory. The report also lists totals for the cases outside EO such as, Appeals and Technical Advice. The overage percentage is calculated for both the cases in inventory and those outside EO.

7.22.7.3.3  (01-01-2003)
Age of Disposals

  1. There are two types of Age of Disposal reports available. The Age of Disposals and Age of Disposals by Form. The Age of Disposals lists total number of closed cases for a reporting period, by entering a beginning and ending date, by case grade and reports the percentage of cases under 180 days and 180 days and over. The Age of Disposals by Form lists total closings by form number and the age of the closing.

7.22.7.3.4  (01-01-2003)
Age of Inventory

  1. This report lists total number of open cases by case grade and reports the percentage of cases under 180 days and 180 days and over.

7.22.7.3.5  (01-01-2003)
Disposal to Receipt Ratio

  1. This report lists the total number of closings and receipts in a reporting period, by entering a beginning and ending date, by case grade and reports the ratio or percentage of closings to receipts.

7.22.7.3.6  (01-01-2003)
Unpostable Listings

  1. This report lists any cases in EDS that are in an unpostable status. These unpostables come from the nightly batch run. It DOES NOT include any unpostables from the Cincinnati Submission Processing Center run report (including OLE errors).

7.22.7.4  (01-01-2003)
Employee Rosters

  1. This report lists the employee number (specialist number), employee name, phone number and other items that are in the Employee Master file.

  2. The report may be generated for a group or for the division. The division report is divided by group.

7.22.7.5  (01-01-2003)
Printing the Reports

  1. After each report is generated the Print Format/Selection screen will display to select a printer. The printer must be capable of using two different sizes of paper to print each type of report or be able to print 16 CPI (characters per inch).

  2. The following reports should be printed on 14 1/2 X 11 paper or printed on 8 1/2 X 11 paper in 16 CPI.

    1. Case Inventory Listings

    2. Case Overage Listings

    3. Inventory Counts

    4. Awaiting Closing Approval

  3. The other reports should be printed on 8 1/2 X 11 paper.

Exhibit 7.22.7-1  (01-01-2003)
Management Information System (MIS) Main Menu

Enter the selection for the EDS MIS Main Menu (Option 4). The following screen is displayed.

EDS-MIS-686 EO DETERMINATION SYSTEM (EDS)
MANAGEMENT INFORMATION SYSTEM (MIS)
Inventory Clerical Screening
(01) Case Listings (30) Incomplete Application
(02) Overage Listings (Rejects)
(03) Overage Percentage (31) Unpostable Listing
(04) Inventory Counts  
(05) Cycle Time Employee Roster
(06) 4461 Listing (EO Only) (80) Division
(07) Waiting Closing Approval (81) Group
(08) Age of Inventory  
  Miscellaneous
Closed Cases (99) Area Office Report Menu
(20) Query on Closed Cases (00) EXIT
(21) Age of Disposals  
(22) Disposals by Form  
(23) Closing to Receipt Ratio  
   
***SELECT ONE OF THE ABOVE:_
Hit F1:Execute F10:Exit  

Enter the desired report option number. Leading zeros in option numbers may be omitted.

Depress the F1 key.

Each menu option listed below will display another screen. See the Exhibit Number listed.

  1. Case Listings (Menu Option 01) — Exhibit 7.22.7–2

  2. Overage Listings (Menu Option 02) — Exhibit 7.22.7–3

  3. Disposals by Form (Age of Disposals) (Menu Option 22) — Exhibit 7.22.7–4

  4. Cycle Time (Menu Option 05) — Exhibits 7.22.7–5

Validity Checks
ITEM PROMPT DESCRIPTION
1 SELECT ONE OF THE ABOVE Must be one of the valid option numbers (00 through 11, 99 and 00).

Exhibit 7.22.7-2  (01-01-2003)
Case Inventory Listing Submenu

When entering option 1 from the MIS menu the following menu is displayed.

EDS-MIS-686a  MANAGEMENT INFORMATION SYSTEM (MIS)
  Case Inventory Listings
  Select Type of Report: _
  (1) Division
  (2) Group
  (3) Specialist
  (4) Review
  (5) Unassigned
   
Hit F1:Execute  F5:Return Main Menu  F10:Exit

Select a menu option according to the validity checks below.

Depress the F1 key.

If there were no input errors and the report has been generated, the Format Print/Selection screen (Exhibit 7.22.7–7) is displayed.

When there is an input error, the error message will be displayed and the cursor positioned on the field in error.

  1. Correct the input error.

  2. Continue at (3), above.

After the report prints the Case Inventory Listing Submenu is displayed. Enter another menu item to generate a different report or depress one of the following keys.

  1. F5 — Returns to the MIS Main Menu for other reports options.

  2. F10 — Returns to the EO EDS main menu.

Validity Checks
ITEM PROMPT DESCRIPTION
1 Select Type of Report Must be one of the valid option numbers (1 – 4).

Exhibit 7.22.7-3  (01-01-2003)
Case Overage Listing Submenu

When entering option 2 from MIS Main Menu the following menu is displayed.

EDS-MIS-686b  MANAGEMENT INFORMATION SYSTEM (MIS)
  Case Overage Listing
  Select Type of Report: _
  (1) Division
  (2) Group
  (3) Specialist
  (4) Review
  (5) Unassigned
  Enter Overage Indicator: __
Hit F1:Execute  F5:Return to MIS Main Menu  F10:Exit

Enter the fields according to the validity checks below.

Depress the F1 key.

If there were no input errors and the report has been generated, the Format Print/Selection screen (Exhibit 7.22.7–7) is displayed.

When there is an input error, the error message will be displayed and the cursor positioned on the field in error.

  1. Correct the input error.

  2. Continue at (3), above.

After the report prints, the Case Overage Listing Submenu is displayed. Enter another menu item to generate a different report or depress one of the following keys.

  1. F5 — Returns to the MIS Main Menu to select other report options.

  2. F10 — Returns to the EO EDS main menu.

Validity Checks
ITEM PROMPT DESCRIPTION
1 Select Type of Report Must be one of the valid option numbers (1 – 4).
2 Enter the Overage Indicator Must be numeric.

Exhibit 7.22.7-4  (01-01-2003)
Age of Disposals by Form

When entering option 4 from the MIS Main Menu the following menu is displayed.

EDS-MIS-686c  MANAGEMENT INFORMATION SYSTEM (MIS)
     Disposals by Form
   
   Enter Beginning Date: _/_/_
      Ending Date: _/_/_
   
  NOTE: If the counts are for one day, enter the same date on each line.
   
Hit F1:Execute  F5:Return to MIS Main Menu  F10:Exit

Enter the fields according to the validity checks below.

Depress the F1 key.

If there were no input errors and the report has been generated, the Format Print/Selection screen (Exhibit 7.22.7–7) is displayed.

When there is an input error, the error message will be displayed and the cursor positioned on the field in error.

  1. Correct the input error.

  2. Continue at (3), above.

After the report prints, the Age of Disposals by Form Submenu is displayed. Enter another menu selection or depress one of the following keys.

  1. F5 — Returns to the MIS Main Menu for other reports to be selected.

  2. F10 — Returns to the EO EDS main menu.

Validity Checks
ITEM PROMPT DESCRIPTION
1 Beginning Date Must be in a valid date format (MMDDYYYY). The beginning date range for the report period.
2 Ending Date Must be in a valid date format (MMDDYYYY). The ending date range for the report period.

Exhibit 7.22.7-5  (01-01-2003)
EO Determination Cycle Time

The following menu is displayed when option 5 is selected from the MIS Main Menu on a EO login was used.

EDS-MIR-686e  EO DETERMINATION CYCLE TIME ON CLOSED CASES
  Select Type of Report: _
  (1) Initial/Amendment/Termination Closings 01, 02, 08, 12
  (2) Technically Screened Closing 06
  (3) Foundation Follow-ups
  (4) Appeals/Suspense/Technical Advice
  (5) Other Closings 03, 04, 09, 10, 11 and 30
  (6) » Reserved «
  (7) All Closings (Excluding Suspense/Appeals/Tech Advice)
  (8) All Closings (Excluding Closings 03, 09, 10, 11 and 30)
  (9) Status 52 to Closing — All Closings
 (Excluding Closings 03, 04, 05, 07, 09 & 30)
  (10) All Reports (1–5, 7, 8, & 9US)
  Select Type of Report:__
Hit F1:Execute  F5:Return to MIS Main Menu  F10:Exit

Select a menu option according to the validity checks below.

Menu option 10 will generate all the reports listed in option 1 through 5 and US Cycle Time Table 9 generated from Option 9 at one time.

Depress the F1 key.

If there were no input errors and the report has been generated, the Format Print/Selection screen (Exhibit 7.22.7–7) is displayed.

When there is an input error, the error message will be displayed and the cursor positioned on the field in error.

  1. Correct the input error.

  2. Continue at (4), above.

After the report prints, the EO Determination Cycle Time Report Submenu is displayed. Enter another menu item to generate a different report or depress one of the following keys.

  1. F5 — Returns to the MIS Main Menu for other reports to be selected.

  2. F10 — Returns to the EO EDS main menu.

Validity Checks
ITEM PROMPT DESCRIPTION
1 Select Type of Report Must one of the valid menu options numbers (1 – 10).

Exhibit 7.22.7-6  (01-01-2003)
Cycle Time — Table 9 Submenu

When entering option 9 from the EP/EO Determination Cycle Time Submenu the following submenu is displayed.

EDS-MIS-686g  EP/EO DETERMINATION CYCLE TIME — TABLE 9
   
  (1) Northeast Region
  (2) Southeast Region
  (3) Mid-States Region
  (4) Western Region
  (5) Ohio District
  (6) National Summary
  (7) All of the Above
   
    Select Type of Report:__
Hit F1:Execute  F5:Return to Cycle Time Menu  F10:Exit

Select a menu option based on the Cycle Time Report you wish to generate.

Depress the F1 key to generate the report.

After the report finishes printing the Cycle Time — Table 9 submenu is displayed. Enter another menu item to generate a different report or depress one of the following keys.

  1. F5 — Returns to the Cycle Time Main Menu to select other reports options.

  2. F10 — Returns to the EO EDS main menu.

Validity Checks
ITEM PROMPT DESCRIPTION
1 Select Type of Report Must one of the valid menu options numbers (1 – 7).

Exhibit 7.22.7-7  (01-01-2003)
Waiting Closing Approval

When entering option 7 from the MIS Main Menu the following menu is displayed.

EDS-MIS-686f  MANAGEMENT INFORMATION SYSTEM (MIS)
  Waiting Closing Approval


Select Type of Report: _
  (1) Group
  (2) Tech Screening
   
Hit F1:Execute  F5:Return to MIS Main Menu  F10:Exit

Enter the fields according to the validity checks below.

Depress the F1 key.

If there were no input errors and the report has been generated, the Format Print/Selection screen (Exhibit 7.22.7–7) is displayed.

When there is an input error, the error message will be displayed and the cursor positioned on the field in error.

  1. Correct the input error.

  2. Continue at (3), above.

After the report prints the Waiting Closing Approval Submenu is displayed. Enter another menu item to generate a different report or depress one of the following keys.

  1. F5 — Returns to the MIS Main Menu for other reports to be selected.

  2. F10 — Returns to the EO EDS main menu.

Validity Checks
ITEM PROMPT DESCRIPTION
1 Select Type of Report Must be one of the valid option numbers (1 or 2).

Exhibit 7.22.7-8  (01-01-2003)
Print Format/Selection Screen

The following screen is automatically displayed after selecting a report on the MIS Main Menu or submenus for the case listings.

EDS-FMS-20   Print Format/Selection
   
  * Print Mode   _
  * Device Number  _
  * Number of Copies _
   

Enter the fields according to the validity checks below.

Depress the F1 key.

When there are no input errors, the MIS Main Menu (Exhibit 7.22.7–1) is displayed.

When there is an input error, the error message will be displayed and the cursor positioned on the field in error.

  1. Correct the input error.

  2. Continue at (3), above.

Once in this screen, F10 may not be used.

Validity Checks
ITEM PROMPT DESCRIPTION
1 Print Mode Must be entered. Valid entries are T, S, and 1–9.
    T — Text printer
S — Slave printer
1–9 — Local print routines
(Area will provide instructions
for the use of options 1–9)
2 Device Number Must be entered if Print Mode is T. Must be numeric.
3 Number of Copies No entry required. If blank, one copy will be printed. Must be numeric.

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