13.4.2 Administration and Security

Manual Transmittal

July 28, 2020

Purpose

(1) This transmits revised IRM 13.4.2, Administration and Security.

Material Changes

(1) IRM 13.4.2.1 updated section to incorporate internal controls per IRM 1.11.2.2.5, Internal Management Document System. Content from the former IRM 13.4.2.1, Introduction to Administration and Security, incorporated into the Program Scope and Objectives section.

(2) IRM 13.4.2.1.1 added new section to incorporate internal controls per IRM 1.11.2.2.5.

(3) IRM 13.4.2.1.2 added new section to incorporate internal controls per IRM 1.11.2.2.5.

(4) IRM 13.4.2.1.3 added new section to incorporate internal controls per IRM 1.11.2.2.5.

(5) IRM 13.4.2.2 replaced Local Taxpayer Advocates (LTAs) will TAS managers and added reference to IRM 1.4.13.4.9.1, Taxpayer Advocate Management Information System (TAMIS).

(6) IRM 13.4.2.3 updated to acronym.

(7) IRM 13.4.2.3.1 removed reference to IRS employees as they do not have access to TAMIS.

(8) IRM 13.4.2.4 clarified that all TAS managers are responsible for the integrity of TAMIS. Removed reference to Governmental Liaison and Senate Finance Committee, and replaced Business Objects (BOBJ) with Business Objects Enterprise (BOE).

(9) IRM 13.4.2.5.1 removed reference to NTA Toll-free assistors. They are no longer granted access to TAMIS.

(10) IRM 13.4.2.6 updated to remove reference to NTA Toll-free assistors who are no longer granted access to TAMIS.

(11) IRM 13.4.2.6.1 updated various broken hyperlinks.

(12) IRM 13.4.2.6.1.1 updated cross-references.

(13) IRM 13.4.2.6.1.1.2 updated to remove references that this will be available at some point in the future. The Document Attachment feature is available and replaces the need for the Attachment Directory.

(14) IRM 13.4.2.6.2 updated cross-reference.

(15) IRM 13.4.2.7 incorporated IGM TAS-13-0819-005, TAMIS Permission Levels and Process to Make a Deviation, and referred to IRM 1.4.13.9.1 and IRM 1.4.13.9.1.1 where the TAMIS Permission Level information has been moved to. Updated hyperlinks.

(16) IRM 13.4.2.8 clarified for the Centralized Case Intake (CCI) function not previously in existence and with QRIS 10868. QRIS 10868 will be obsolete upon published of the updated IRM 13.4.2.

(17) IRM 13.4.2.8.1 reorganized.

(18) IRM 13.4.2.8.2 clarified for the Centralized Case Intake (CCI) function not previously in existence.

(19) IRM 13.4.2.8.3 updated hyperlink and replaced TAS Director with DEDCA and Director to account for organizational changes to titles.

(20) Editorial, formatting, and grammar were made throughout this document.

Effect on Other Documents

This supersedes IRM 13.4.2, Administration and Security, dated January 26, 2016. The IRM Procedural Update (IPU) 20U0512, issued April 17, 2020, has been incorporated into this IRM.

Audience

Taxpayer Advocate Service employees.

Effective Date

(07-28-2020)

Signed by John Lyons
Executive Director Business Modernization

Program Scope and Objectives

  1. Purpose: This section is an overview of the administration and security requirements of the Taxpayer Advocate Management Information System (TAMIS). The section addresses responsibilities of both the Taxpayer Advocate Service (TAS) employees and the Information Technology (IT) employees. This section includes procedures for accessing TAMIS, such as obtaining a TAMIS password, access restrictions, basic security rules, and reporting TAMIS problems.

  2. Audience: These procedures apply to all TAMIS Users, administrators, and developers.

  3. Policy Owner: The Executive Director Case Advocacy, Intake and Technical Support (EDCA-ITS), who is under the Deputy National Taxpayer Advocate (DNTA).

  4. Program Owner: The Executive Director of Business Modernization (EDBM), who is under the DNTA.

Responsibilities

  1. The EDBM is responsible for the administration and security requirements of TAMIS. See IRM 13.4.2.3, TAMIS Developers/Database Administrator Responsibilities.

  2. The EDCA-ITS is responsible for establishing policy concerning the use of TAMIS.

  3. TAS managers are responsible for following the internal control procedures outlined in IRM 13.4.2.2, TAS Staff Responsibilities, IRM 13.4.2.4, Maintaining the Integrity of TAMIS, and IRM 1.4.13.4.9.1, Taxpayer Advocate Management Information System (TAMIS).

  4. TAS employees are responsible for following IRM 13.4.2.2.

Acronyms

  1. The following table contains a list of acronyms used throughout this IRM.

    Acronym Definition
    ALTA Acting Local Taxpayer Advocate
    BOE Business Objects Enterprise
    CCI Centralized Case Intake
    CF Case File
    DBA Database Administrator
    DEDCA Deputy Executive Director Case Advocacy
    DNTA Deputy National Taxpayer Advocate
    ECC-DET Enterprise Computing Center - Detroit (ECC-DET)
    EDBM Executive Director of Business Modernization
    EDCA-ITS Executive Director Case Advocacy, Intake and Technical Support
    ID Identification Number
    IDRS Integrated Data Retrieval System
    IGM Interim Guidance Memorandum
    Ind indicator
    IRM Internal Revenue Manual
    IT Information Technology
    LOV list of values
    LTA Local Taxpayer Advocate
    M.I. Middle Initial
    NBU non-bargaining unit
    NTA National Taxpayer Advocate
    OAR Operations Assistance Request
    OL 5081 Online 5081
    Org Organization
    OS Operations Support
    PID Personal Identification Number
    SA System Administrator
    SEID Standard Employee Identification Number
    SFC Senate Finance Committee
    SLA Service Level Agreement
    TAMIS Taxpayer Advocate Management Information System
    TAS Taxpayer Advocate Service
    UNAX unauthorized access
    User Pref User Preferences

Related Resources

  1. TAS employees will use the following resources in conjunction with this IRM:

    • IRM 1.4.13, TAS Guide for Managers;

    • IRM 13.1, Taxpayer Advocate Case Procedures; and

    • IRM 13.4, TAS TAMIS Guide.

TAS Staff Responsibilities

  1. TAS managers are responsible for ensuring that all TAS cases are established on the TAMIS database and updated (i.e., closed, transferred etc.) accurately. See IRM 1.4.13.4.9.1 , Taxpayer Advocate Management Information System (TAMIS) for more information.

  2. TAS managers must ensure all personnel designated to access the TAMIS database are properly trained in order to use TAMIS effectively. Refer to IRM 13.4.3 , TAMIS Training, for additional information regarding the training program.

  3. The National TAMIS Program Manager serves as the primary liaison between the TAS employees, the host site at the Enterprise Computing Center - Detroit (ECC-DET), and the TAMIS developers.

TAMIS Developers/Database Administrator Responsibilities

  1. The TAMIS developers, part of Application Development Internal Management, are responsible for developing the TAMIS application and other application related activities, such as implementing approved program changes, defining the application's workload volume, coordinating the testing, and repairing application problems.

  2. The Database Administrator (DBA) located at the ECC-DET, researches and resolves Oracle and TAMIS database problems. The DBA maintains, monitors and backs up necessary database files and table space as necessary. If required, the DBA forwards application-based problems and information to the TAMIS developers for resolution.

  3. Problems submitted to the Operation Support Customer Assistance Line at 866-743-5748 or OS GetServices at https://selfservice.web.irs.gov/webtier-9.52/ess.do are forwarded to the DBA at the ECC-DET.

  4. TAMIS service hours (TAMIS real-time) are 24 hours per day, seven days a week. The DBA notifies TAS of any scheduled or unscheduled downtime.

  5. For additional information regarding the duties surrounding TAMIS administration, refer to the Service Level Agreement Between Taxpayer Advocate Service (TAS) and Enterprise Operations, Information Technology.

Restricting Access to the TAMIS Database

  1. The System Administrator (SA) and DBA are the TAMIS security administrators and are responsible for processing all Online 5081 (OL5081) requests for access to the TAMIS Redesign (DCC Production Platform). They assign initial passwords, and maintain all necessary audit logs.

  2. The SA and DBA ensure that only authorized personnel are allowed access to the TAMIS database for query, update, and report generation. Field personnel may not alter either the nationally developed programs or the database.

  3. The SA or the DBA removes a user's access to TAMIS when warranted. For example, employees who no longer require access to TAMIS due to reassignment, separating from TAS, or more than 90 days of inactivity.

Maintaining the Integrity of TAMIS

  1. TAS managers are responsible for the integrity of the TAMIS database. TAMIS should be monitored to ensure the following:

    1. All cases are established accurately and timely on the TAMIS database and are properly coded.

    2. Accurate and timely case coding, including date fields.

    3. There is no unauthorized removal of cases. If cases are removed, refer to IRM 13.4.2.8, Deleting Cases, for restrictions concerning removal of a case from TAMIS.

    4. Monitor access to the system. When an employee no longer has a bona fide business need to access TAMIS, submit an OL5081 selecting the option Delete Access to an Application. See IRM 13.4.2.6.3.4, Permanent Inactive Status.

  2. The rules and regulations governing unauthorized access (UNAX) apply to all taxpayer systems of records including TAMIS. Individuals may only access TAMIS or individual cases for a bona fide business purpose. Report generation or specialized report writing Business Objects Enterprise (BOE) should also be conducted on a "need to know" basis.

  3. Use and sharing of statistics gathered from TAMIS is addressed in IRM 13.5.1, TAS Balanced Measures System.

TAMIS Access

  1. This section addresses gaining access to the database and security responsibilities; for example, protecting your password and changing your password, if compromised.

Obtaining a Login and Password for TAMIS

  1. You must complete an OL5081 to obtain access to the TAMIS system.

  2. Within the OL5081 system, there are three choices. Select the appropriate access:

    • TAS Personnel (TAMIS Redesign (DCC Production Platform))

    • Other Personnel (TAMIS Redesign (DCC Production Platform))

  3. Management should review the OL5081 to ensure it is properly completed. In the Userid field, enter the employee's TAMIS Login Name.

  4. Once the OL5081 is processed, you are provided with a temporary password to access TAMIS. You will be prompted to change the temporary password the first time you log in.

  5. You are responsible for maintaining the security of your TAMIS password.

Security Rules

  1. Protect your TAMIS password and do not reveal it to anyone.

  2. Never use another person's password.

  3. Never leave your password in your desk or around your work area.

  4. Lock the workstation screen, or sign off the system if you leave your workstation for any length of time. Report any suspected compromise or abuse of the system to your local office security representative or management.

  5. You should always change your password whenever you feel it has been compromised.

  6. If you have not logged into TAMIS for more than 45 days, you will be "locked out." You must contact the Operation Support Customer Assistance Line at 866-743-5748, or complete the OL5081 selecting "Reset Application Password" . When contacting the help desk or completing the OL5081, you must provide your TAMIS login.

  7. If you have not logged into TAMIS within 90 days, your login will be removed from the system; and a new OL5081 must be completed to reinstate your access to TAMIS. See IRM 13.4.2.5.1 , Obtaining a Login and Password for TAMIS, for these procedures.

  8. Your login and password systemically lock after three consecutive unsuccessful attempts at logging in using an incorrect password. You must call the Operation Support Customer Assistance Line, at 866-743-5748, or OS GetServices at https://selfservice.web.irs.gov/webtier-9.52/ess.do for assistance.

  9. Multiple login processes (i.e., a user being signed on more than once using the same login and password and attempting to conduct two or more TAMIS sessions simultaneously) are not permitted.

  10. The general prohibition against dual or multiple log in accounts applies to TAMIS.

Idling on TAMIS
  1. "Idling" occurs when a user does not execute a keystroke or when the screen display does not change.

  2. TAMIS users should sign off TAMIS if there is no need to take any TAMIS actions and/or if there is no need to have continual/uninterrupted access to the database.

  3. If you are idle for more than 120 minutes (2 hours), connectivity terminates. Any unsaved data will be lost.

Changing an Existing Password

  1. You may change your password by selecting the Administration button from the TAMIS Main Menu, then the Password button on the Administration Menu.

  2. Passwords are not case sensitive and must be at least 8 characters in length but less than 16. The password must not be the same as the user name and must start with an alpha character. The password must contain at least one alpha character, one numeric character and one special character. Valid special characters are as follows:

    Special Characters Available for Use in Passwords

    Symbol Symbol Description
    ! Exclamation point
    - Hyphen
    = Equal sign
    . Period
    ~ Tilde
    _ Underscore
    { } Left and right braces
    [ ] Left and right brackets
    : Colon

     

  3. If your password has been compromised, change your password immediately.

Employee Screen

  1. The Employee screen is used to record each employee who is authorized to use TAMIS, or has cases assigned on the system. Included are all TAS employees who have access rights. In addition, limited access is provided to TIGTA employees.

  2. Selecting the Employee button in the Application Navigation area displays the Employee screen.

  3. You can identify who is assigned a specific case via the Employee screen.

Completion of Employee Screen

  1. You must have permission level 3 or higher to add employees or update data on the Employee screen. See IRM 13.4.2.7, Permission Levels, to review permissions within TAMIS.

  2. You can only add or update the employees in your own organization code.

  3. You should use proper capitalization when completing the fields, (e.g. employee name). The case advocate's name and mailing address populates Form 12412, Operations Assistance Request (OAR).

  4. See the figure below for a graphic display of the Employee Screen.

    Figure 13.4.2-1

    This is an Image: 35620001.gif
     

    Please click here for the text description of the image.

  5. Descriptions of the fields follow:

    1. Employee ID # - Enter the employee's identification number. The field allows for a maximum of 8 characters, and is a required field. If the employee has received a Smart Card, enter a control number merging the Org code, with a dash after it, and the last five digits of the Smart Card Personal Identification Number (PID). This field cannot be updated or duplicated on another Employee screen, once the data has been saved.

      Example:

      If the employee is assigned to Org code 75, and the last five characters of the PID is 00408, the Employee ID # field entry is 75-00408.

    2. TAS Org Code - The organizational (Org) code is a required field and automatically populates based on the Org code of the TAS employee entering the data. The field cannot be updated. Refer to the TAS Org Codes list.

    3. TAS Group- The group number is a numeric one-digit field representing the TAS group assignment of the employee. The LTA and immediate staff are assigned to group 0, and each case advocate group follows (1-9). This field is required.

    4. Permission Level -The Permission Level is a numeric one-digit field representing the employee's rights or permissions while accessing TAMIS. Permission levels range from 0 to 5 depending on the employee's position and business needs. See IRM 13.4.2.7, Permission Levels. for more information regarding permission levels. View the list of values (LOV) by selecting the LOV (?) button. This field is required.

    5. Inactive Ind - The Inactive Ind field (unlabeled field located to the right of the permission level field) is used to identify whether a specific Employee screen is active, inactive, or in deferral status. You must have permission level 3, or higher, to update or edit this field. Initially, all users are placed in Active status. The Deferral status is primarily used to identify Case Advocates who meet the conditions to be deferred from receiving new inventory. See IRM 13.1.22.4, Deferral Rules. The Inactive status identifies TAMIS users who will be out of the office for more than 45 days, or have left the TAS office. If an employee is no longer assigned to TAS, the related Employee screen cannot be removed from TAMIS, so the Inactive Ind field must be updated to display the Inactive status. Employees cannot log into TAMIS if the Employee screen is in Inactive status.

      Note:

      Open cases must be reassigned prior to placing the Employee screen in Inactive status.

      Note:

      See IRM 13.4.2.6.3.4 Permanent Inactive Status, for additional guidance regarding placing a TAMIS user in Inactive status.

    6. Employee IDRS # - Enter the employee's 10-digit IDRS number (for example: 63XXXXXXXX). If the TAMIS user does not have an IDRS number, leave the field blank.

    7. Login Name- The unique TAMIS login is eight characters comprised of the user's first initial, middle initial, first four letters of the last name, followed by the user's organization code (for example: RLVANG29). If two or more employees working in the same organization code have the exact initials and last name, the Systems Administrator assigns a unique employee login. This is a required field.

    8. SEID – Enter the employee’s five character Standard Employee Identification Number (SEID).

    9. PID – Enter the employee’s 10 digit Smart Card Personal Identification Number (PID). This field can be edited.

    10. First Name – Enter the employee’s first name (maximum 15 characters). Approved pseudonyms are acceptable. This is a required field. Use appropriate capitalization.

    11. M.I. – Enter the employee’s middle initial; upper case.

    12. Last – Enter the employee’s last name (maximum 25 characters). Approved pseudonyms are acceptable. This is a required field. Use appropriate capitalization.

    13. Case Assignment- Activating this option allows a TAS employee, permission level 1 or higher, to assign cases to other employees in the Org code. To assign cases, you must be a manager or have been officially delegated the authority to assign cases. Check the Case Assignment field to activate the authority to assign cases. The employees who are authorized to assign cases are able to view the management inventory screens. For additional information regarding assigning cases from the management inventory screens, refer to IRM 13.4.6.2.3 , Assigning Cases. See also, IRM 1.4.13.6.1, TAS Case Assignment. For users who are not managers, or do not have delegated authority to assign cases, leave the field blank. You must have permission level 3 or higher to activate or deactivate the option.

    14. TAS SLA Liaison - Check the box to identity the TAS employee who has the Service Level Agreement (SLA) OAR coordinator responsibility. Only one employee in each Org Code can be designated on TAMIS as the TAS SLA Liaison. In order for a Case Advocate to generate an OAR on TAMIS, a TAS SLA Liaison in their Org Code, must be identified on the Employee screen.

    15. Operation Division: Function Code -The employee's function must be identified. This is a 2-character field, with a list of values (LOV), identifying the symbol of the Operating Division/Functional Unit Symbols and Location Codes list.

      Example:

      TAS employee's Function Code is TA.

    16. Function Location Code- The employee's location code must be identified. The field is a maximum of 4 characters. To identify the appropriate function location code, first determine the appropriate Function Code. Refer to the Operating Division/Functional Unit Symbols and Location Codes, or select from LOV.

    17. Language- This field identifies an employee fluent in a language other than English. Employees not on a bi-lingual position description, must approve the language identification. This field has a list of values identifying the fifteen most common languages as shown in the table below. English is the default language and is displayed first, followed by Spanish, then the remaining languages in alpha order. Selection of "OTHER" allows the user to input a language not in the list. All entries are stored in upper case.

      Language List of Values
      ENGLISH KOREAN
      SPANISH POLISH
      ARABIC PORTUGUESE
      CHINESE RUSSIAN
      FRENCH TAGALOG
      GERMAN THAI -(LAOTIAN)
      GREEK VIETNAMESE
      ITALIAN OTHER
      JAPANESE  

      Example:

      If an employee is on a TAS bi-lingual position description, enter Spanish in the language field.

      Note:

      This field can be queried to locate an employee in any office proficient in a specific language, to obtain assistance in communicating with a taxpayer.

    18. Position - Enter the employee's position. The field allows a maximum of 4 characters, which can be selected from the LOV. This is a required field. Refer to the Position Titles list.

      Note:

      When an LTA has designated an acting LTA, the acting LTA must have their position title updated to show ALTA in order to complete the LTA Action fields on Taxpayer Screen 3 of 5. In addition, their permission must be updated to level 4 to document the LTA Action fields on Taxpayer Screen 3 of 5.

    19. Office Symbols- Enter the TAS office symbols. Refer to the TAS Office Symbols list o. The list identifies the symbol at the office level. To further identify the group level, add a colon and G# (# identifies the group number assignment). For non-TAS employees, use their office symbol.

      Example:

      If you work for group 2 of the Georgia TA office, your symbol would be TA:ATL:G2.

    20. Mailing Address- Enter the address line, which is generally the address given to the taxpayer to mail in requested information. Enter a maximum of 35 characters for the street line and 33 characters for the city entry. This is a required field. Select the state from the list of values.

    21. Street Address - Enter the physical location of the TAS office. Enter a maximum of 35 characters for the street line and 33 characters for the city entry. Select the state from the list of values. This is a required field.

    22. Phone numbers -The employee's phone numbers are required fields. The fields allow for free form entry, up to 25 characters; for example: (312) 222-5555 ext. 2578. Enter the employee's local, toll-free and fax numbers and toll-free fax number if applicable.

    23. Days Available- This is a required field identifying the days the employee is available (Tour of Duty). Use the list of values to select the beginning and ending days of the week.

    24. Hours Available- Enter the employee's current hours of availability (maximum 13 characters). This is a required field.

      Example:

      - 7:00 a - 3:00 p

    25. Time Zone- This is a required field to identify an employee's time zone. Select the time zone from the list of values.

    26. E-mail- This is the employee's IRS E-mail address and is a required field. If the employee has an approved pseudonym, enter "IRS - approved pseudonym."

  6. After completing all the fields, save your data by using Save from the icon bar or Action, followed by Save from the menu bar.

User Preferences
  1. Employees must set up preferences for the start-up screen and location for attachments (future enhancement).

  2. To enter the User Preferences screen, select the User Pref button on the Employee screen.

  3. There are two areas to the User Preference screen. Preferences are set for the Start-up screen (refer to IRM 13.4.2.6.1.1.1), and the Attachment Directory (refer to IRM 13.4.2.6.1.1.2).

  4. You can set up your own user preferences.

  5. Update the two fields, Start Screen and Attachment Directory (refer to IRM 13.4.2.6.1.1.1 and IRM 13.4.2.6.1.1.2, respectively.), then save your preferences by selecting Save from the icon bar or Action, followed by Save on the menu bar. If you close the window by selecting the "X" button without saving your choices, you are prompted to save your changes.

Start-up Screen
  1. The Start-Up screen section is used to determine which screen initially appears when you log into TAMIS.

  2. You use the radio button to either choose to view the Employee Inventory screen or the Taxpayer Screen 1 of 5.

    • Inventory - If you select this radio button, the first screen you see when you logon is your Inventory screen.

    • Taxpayer- If you select this radio button, the first screen you see when you logon is a blank Taxpayer Screen 1 of 5.

Attachment Directory
  1. The Attachment Directory is not operational.

  2. This is a required field; enter D: or I: as a placeholder.

Updating an Employee Screen

  1. Only employees with permission level 3 or higher may edit or update an Employee screen for users in the same Org code.

  2. Employees can only edit Employee screens of users of equal or lower permission level.

    Example:

    A level 3 permission user can add or edit Employee screens for users with level 3 or lower permissions (in the same Org code). A level 3 permission user could not edit or add a user with level 4 permission.

  3. You cannot upgrade your own permission level (for example, update your permission from 2 to 3).

  4. To update an existing Employee screen, first query for the requested employee on the Employee screen. Once the screen displays, correct the fields as needed. You cannot update the Employee ID # field. See IRM 13.4.2.6.3, Special Situations Requiring Corrections to the TAMIS Employee Screen, for additional information.

  5. You must save your changes by selecting Save from the icon bar or Action, followed by Save from the menu bar.

Special Situations Requiring Corrections to the TAMIS Employee Screen

  1. Situations occur which require unique modifications to the Employee screen. For example, a TAS employee detailed to another TAS office outside their organization code needing a temporary login and Employee ID #.

  2. Employee screens cannot be deleted or removed. The Employee ID # field cannot be updated. Due to these security restrictions, additional steps must be followed; which are addressed in the next sections.

  3. Situations not addressed should be elevated to the Local TAMIS Coordinator, who elevates the issue to the National TAMIS Program Manager.

TAS Employees Detailed to Another TAS Office
  1. If you are detailed to another TAS office, you will need access to TAS cases managed by the detailed-to Org code. You must complete an OL5081, to gain access to the detailed-to Org.

    Example:

    An employee in Org code 28 accepts a detail assignment as an acting group manager in Org code 25. To access the detailed-to office's inventory and assign cases, the acting manager needs login rights to Org code 25.

  2. Login names and Employee ID # cannot be duplicated on another TAMIS Employee screen.

  3. Complete an OL5081 selecting "Modify Application Profile" Request a new TAMIS login and password for the temporary site. On the OL5081, Special Instructions field, provide the new TAMIS Login Name and advise that the existing TAMIS Login Name should be disabled (provide the existing Login Name).

  4. Once assigned to the new office, employees will not be able to actively work cases assigned to the losing office Org code. The losing office must reassign all open inventory.

  5. Update the Employee screen as follows:

    1. The Employee screen at the losing office Org code must be modified. The level 3 or 4 permission user at the losing Org Code must update the Employee screen, setting the Inactive Ind to Inactive.

    2. A new Employee screen for the detailed-to Org code must be established. The level 3 or 4 permission user at the detailed-to Org code must add a new Employee screen using the new temporary employee login with a new Employee ID #. The new ID number follows the ID number format DTLxx.

      Example:

      Employee ##-DTLxx is comprised of ## for the Detailed to Org code, DTL to represent the fact the employee is on detail, and xx would be the numbers 00, 01, 02, etc., following a sequence for new detail in employees.

      Example:

      Employee DRHADD28 is on detail to Org Code 29. The employee’s Login Name on the detailed-to Org Code Employee screen is DRHADD29, and, if the user is the first detail-in employee, their Employee ID # is 29-DTL00.

  6. The detailed in employee would be given the appropriate permissions; for example, case assignment privileges and the appropriate permission level.

  7. Once the detail assignment is complete, and the employee returns to their home Org code, their access rights must be reestablished at their home Org code and the temporary detailed-to office must modify the Employee screen as follows:

    1. The temporary detailed-to Org code must reassign all open inventory.

    2. The detailed-to Org code must set the Inactive Ind to Inactive.

    3. The home Org code must update the Inactive Ind to Active on the original Employee screen.

  8. Upon completion of the temporary assignment, the employee must complete an OL5081 selecting the option “Modify Application Profile.” On the OL5081, Special Instructions field, advise to enable the original TAMIS Login Name (and include the login), requesting a new password, and advise that the temporary TAMIS Login Name should be disabled (and include that login). A new temporary password will be provided for the original TAMIS Login Name.

New Badge Number or Name Change
  1. If you have been assigned a new badge number (Employee ID #), due to a name change, etc., a new Employee screen must be created.

    Note:

    The only exception to the requirement to create a new Employee screen when a new badge is issued, is for the initial release of the Smart Card badge. When the Smart Card is issued, enter the Personal Identification Number (PID) in the Employee screen PID field.

  2. You cannot modify the Employee ID # field. A new Employee screen must be created, and security modifications input on the old screen. You do not have to complete a new OL5081, to gain access, unless your name has changed as well, which requires access under a new Login Name.

  3. If a new badge was issued and there is a new name:

    1. On the OL5081, Special Instructions field, provide the new TAMIS Login Name and advise that the existing TAMIS Login Name should be disabled (provide the existing Login Name).

    2. The level 3 or 4 permission user in the Org code must update the Employee screen of the old/original Employee ID # or badge number to permission level 0.

    3. Do not edit the Login Name on the old/original Employee screen.

    4. The Inactive Ind must be updated to Inactive.

    5. Add a new Employee screen with the new Employee ID # and Login Name, including assigning the appropriate permission level.

    6. Once open inventory is reassigned to the new Employee ID#, the Inactive Ind on the original Employee screen must be set to Inactive.

  4. If there is a new name, but a new badge was not issued:

    1. On the OL5081, Special Instructions field, provide the new TAMIS Login Name and advise that the existing TAMIS Login Name should be disabled (provide the existing Login Name).

    2. The level 3 or 4 permission in the Org code user must update the Employee screen of the old/original Login Name to permission level 0.

    3. Do not edit the Login Name on the old/original Employee screen.

    4. The Inactive Ind must be updated to Inactive.

    5. Add a new Employee screen with the new Login name including assigning the appropriate permission level.

    6. Reassign all open inventories to the new Employee ID #. All closed cases will remain on the database under the original Employee ID #.

    7. Due to the requirement for a unique Employee ID #’s, the new Employee screen displays a modified Employee ID #’s. The first two digits reflect the Org code, followed by a dash, and the remaining 5 characters should be the last 5 digits of the badge number/PID, or if that Employee ID # has already been used, on an Employee screen, follow the same pattern to start the Employee ID # with the Org code number then insert add an N, for new, followed by the last 4 digits of the badge number or PID, after the Org code.

    8. Once open inventory is assigned to the new Employee ID #, the Inactive Ind on the original Employee must be set to Inactive.

      Example:

      Sue L. Maple, badge number 62-45455, of Org code 62 has a name change to Sue L. Apple. She did not receive a new badge. The new Login Name is SLAPPL62 and the modified Employee ID # is 62-N5455.

TAS Employee Permanently Reassigned to Another TAS Office
  1. If you have been permanently reassigned to another TAS office, you will need a new Login Name for the new organization code. Complete an OL5081 to gain access under the new Org code.

  2. Complete an OL5081 selecting "Modify Application Profile" . Request a new TAMIS login and password for the new site. On the OL5081, Special Instructions field, provide the new TAMIS Login Name and advise that the existing TAMIS Login Name should be disabled (provide the existing Login Name).

  3. You may also receive a new badge number, depending on the new location.

  4. Since you cannot have dual log in accounts or dual Employee ID #'s on TAMIS, the following procedures/steps are to be followed by a level 3 or 4 permission user in the losing office:

    1. The Employee screen at the losing office Org code must be modified. The level 3 or 4 permission user must update the Employee screen.

    2. Reassign open inventory.

    3. The Inactive Ind box must be updated to Inactive.

    4. The permission level must be changed to 0.

    5. Insert "employee reassigned" in the street address line.

    6. Update the local telephone number to the employee's manager's or secretary's telephone number.

    7. Do not modify the existing login field.

  5. The gaining office will create a new Employee screen using the new Login Name. Input the new badge number (Employee ID#) and IDRS number, if a new badge and IDRS number was issues. The employee may also have a new badge number (Employee ID#) and IDRS number, if appropriate.

  6. If the employee is reassigned to a new location and retains the same badge number, the format for the TAMIS Employee ID # is ##-Nxxxx: where ## equals the Org Code, N represents new, and xxxx equals the last four digits of the badge number or Smart Card PID.

Permanent Inactive Status
  1. If a user does not have a business need to access TAMIS, their Employee screen must be updated.

  2. The Employee screen cannot be removed; instead a level 3 or 4 permission user in the Org code should edit the screen as follows:

    1. Update the permission level to 0.

    2. Update the local telephone number to the employee's manager's or secretary's telephone number.

    3. Update the Inactive Ind to Inactive.

    4. Do not modify the existing Login Name field.

  3. All open inventory must be reassigned.

  4. The employee or employee’s manager must submit an OL5081 selecting Delete Access to an Application.

Permission Levels

  1. A permission level is assigned to every employee who is listed on the Employee screen. See IRM 1.4.13.4.9.1, Taxpayer Advocate Management Information System (TAMIS), for information on assigning TAMIS Permission Levels by position.

  2. Depending on your permission level, you will be able to view data, add data, or remove data. See IRM 1.4.13.4.9.1.1 , Making Deviations from a TAMIS Permission Level, for additional information.

  3. Level 5 access has been established for four National Office employees. The level 5 users can update cases and Employee screens for any organization code. Generally, the level 5 permission users only assist if the action cannot be input by level 4 users at the affected office.

  4. Refer to the TAS Permission Levels list on the TAS TAMIS/IRM web page at the following link: TAMIS Permission Levels

  5. Level 5 permission users have limited ability to change codes or the list of values within TAMIS.

Deleting Cases

  1. Only Permission Level 4 users within the same TAMIS Organization Code or a level 5 Super User can delete or remove a case from TAMIS.

    1. Centralized Case Intake (CCI) employees retain the Organization Code on TAMIS of the LTA office in which they are located.

    2. CCI Managers have Permission Level 4 (see IRM 13.4.2.7, TAMIS Permission Levels). Therefore, CCI managers are responsible for reviewing and approving deleted case requests submitted by Intake Advocates reporting to the CCI manager before they delete the case.

  2. The ability to delete or remove cases is an administrative tool which should be exercised in limited situations. TAMIS case removal should be kept to a minimum. In general, there are only two situations that warrant a case removal:

    • A case that was added erroneously to TAMIS.

      Example:

      The taxpayer's problem is already resolved by an Operation's actions.

    • A duplicate case has been added to TAMIS.

      Example:

      The case is identical in tax account(s), issues, and taxpayer’s entity to an existing case.

  3. TAMIS cases that have specific data imperfections or errors (e.g., incorrect dates, premature closure, erroneous reopen record, or erroneous data in a protected field) should not be removed. Each TAS office should correct these data elements. If errors cannot be corrected by the local office level 4 permission users, elevate the problem to your Area TAMIS Coordinator. If needed, the Area TAMIS Coordinator elevates the problem to the National Office TAMIS Program Managers.

Procedures for Deleting a TAMIS Case

  1. If a TAMIS case warrants removal, the following actions MUST be taken prior to removal.

    1. Create or add a History screen on the case to be removed that explains the reason for removal.

    2. If the case to be removed is a duplicate of a case already on TAMIS, both cases must be documented before the duplicate is removed. Duplicate the History screen to the original case.

      Example:

      CF# 3603304 is being removed since it is an identical erroneous duplicate of CF #3603302 currently on TAMIS. Add a history CF# 3603304, which is being removed. Create the duplicate history by selecting the Duplicate History button to copy the history to CF# 3603302. An automated history posts that says: "THIS HISTORY WAS DUPLICATED TO CASE 3603302" . The case remaining on TAMIS contains the duplicated history referencing the case number that was removed.

    3. Generate and print a hardcopy Form 911H, for the case to be removed.

    4. Provide the hardcopy Form 911H to the LTA office. In the case of CCI, the CCI manager will promptly provide the deleted case file documents to the LTA in the office in which he or she is located for records retention purposes. It is important only the LTA retain records and not the CCI managers or staff.

Remove Option
  1. Only permission level 4 users, or above can delete/remove a case.

  2. Cases are deleted/removed from the Taxpayer Screen.

  3. To delete the case, query the case in the Case File # field.

  4. Select Record followed by Remove on the menu bar or Delete Record from the icon bar.

    Note:

    Reopen cases cannot be removed after the Initial Actions and/or Closing Actions screens are saved.

  5. The following confirmation displays:

    • Are you sure you want to delete this case? Select Yes or No.

  6. Once you delete the record, the deletion cannot be reversed.

Case Removal Record Retention

  1. Each office should keep a complete hardcopy Form 911H for every case it has removed during the current and prior fiscal years.

  2. It is also advisable to retain and save an electronic copy of the Form 911H.

  3. Both the hardcopy and electronic version should be securely stored to prevent any unauthorized browsing or disclosure.

  4. Only the LTA retains the case removal records. CCI managers should not retain case removal records. See IRM 13.4.2.8.1, Procedures for Deleting a TAMIS Case.

  5. At the end of the retention period these reports should be destroyed.

Case Removal Report Generation, Review and Analysis

  1. Reports must be generated and retained to track the removal of cases from the TAMIS database.

  2. On a semi-monthly basis each office must generate and print a case removal report that lists all cases removed for that time period.

  3. One report must be run in deletion order to list cases removed from the 1st through the 15th day of the month. The other report must be run to list cases removed from the 16th to the last day of the month.

  4. The reports should be run within 10 days after the end of the semi-monthly period.

  5. The report should be associated with the hardcopy Forms 911H for the case listed on the report. These should be retained for the retention period described in IRM 13.4.2.8.2, Case Removal Record Retention.

  6. Each office must designate an NBU employee (DEDCA, Director, LTA, or designee) to review the office’s case removal report to ensure that a hardcopy Form 911H exists for every listed case removal, to determine the appropriateness of the case removal.

  7. Any knowingly inappropriate or unaccounted for case removal may constitute an unauthorized alteration of taxpayer data.

  8. Area Offices should generate and retain consolidated case removal reports for all offices within their jurisdiction. It is recommended that case removal review and analysis be part of a local office’s operational review.

  9. Headquarters generates and retains consolidated national case removal reports.