This IRM is to be used in conjunction with IRM 3.30.19, Production Control and Performance Reporting, and IRM 3.30.50, Project PCA Production Control Accounting. Important explanations, information, and instructions are included in these IRMs.

Two mainframe UNISYS computers, one at Enterprise Computing Center (ECC-MCC) and the second at Enterprise Computing Center (ECC-MEM) support WP&C processing. Each mainframe is partitioned with five separate operating processes that create a total of ten sets of WP&C reports. Data sent to each of the mainframe computers is divided by an Employee Master File (EMF) Indicator or by a Service Center Code.

Reports created by the four mainframe computer projects are numbered and the first three alphabetical digits of the report indicate what project (or string) of the computer run that creates the report. For example, PCC-60-40 is the weekly Managers Report created from the weekly Project PCC run.

Mainframe output (reports) created include information listings, error registers, and reports used to monitor resource and production information. Lists of output can be found in the section of this IRM for each Project.

The PCC daily reports have control records that tell mainframe programming what organization and program codes to print on the report. PCC weekly reports have control records that tell mainframe how to compile or roll-up the data.

PCA and PCC reports have date records that are maintained by Information Technology. These records or “date cards” as they are referred to, tell the mainframe what date to put on the report and how to compile the cumulative data.

This IRM cannot address every possibility that may arise while adjusting, verifying and maintaining WP&C reports. It may be necessary to refer the issue to the Reports Team leads and/or managers to determine the proper corrective action.

Management within each campus environment must communicate security standards contained in IRM 1.4.6, Managers Security Handbook, to employees and establish methods to enforce them. Employees must take required precautions to provide security for the documents, information, and property they handle while performing official duties.

It is the responsibility of the user of information from this system to protect Personally Identifiable Information (PII) from unauthorized use, access, disclosure or sharing IRM 10.5.1, Privacy Information Protection and Data Security Policy and Guidance.

IRM deviations must be submitted in writing following instructions from IRM 1.11.2.2.3 Internal Management Documents System-Internal Revenue Manual (IRM) Process, IRM Standards, and elevated through appropriate channels for executive approval.

Submission Processing, Program Management Process Assurance Branch, Monitoring Section is responsible for the information in the IRM. The Monitoring Section makes changes as needed.

Reports Team Responsibilities include, but are not limited to the following:

Program Reports: The program reports provided in the IRM are for identification and balancing purposes for the Submission Processing Reports Teams management assistants.

Program Effectiveness: The program effectiveness is determined by Submission Processing Reports Teams management assistants being able to successfully identify, resolve and/or elevate issues that pertain to WP&C Report accuracy.

WP&C reports used by the Reports Team for balancing are on the Control-D/Web Access server, which has a login program control.

The Batch/Block Tracking System application, used by the Reports Team for production and performance adjustments, has a login program control.

It is the responsibility of the user of information from this system to protect Personally Identifiable Information (PII) from unauthorized use, access, disclosure or sharing IRM 10.5.1, Privacy Information Protection and Data Security Policy and Guidance.

The following IRMs contain specific requirements and instructions for each of the IMPIS component systems mentioned previously and for the Reports Team that processes correction data and maintains the system:

Where procedures reference a day or days, those days are always to be considered workdays unless otherwise specified as calendar days. Workdays or business days are defined as non-holiday Monday through Friday days, unless otherwise specified.

Typically Monday is the first workday of the week and Tuesday is the second workday of the week. When Monday falls on a holiday, WP&C weekly processing is moved one day from Monday and Tuesday to Tuesday and Wednesday.

The following Forms are referenced throughout this IRM.

The following date cards and control records are referenced throughout this IRM.

The following EMF Indicators are used in TAPS/SETR to separate records for each WP&C.

Following are the Service Center Codes used in ISRP transcription to separate the work for each WP&C.

Related Weekly PCA information listings, error registers and reports.

On the first workday of the new week, access the Reports Unit EMF module in SETR and generate, review and input EMF updates.

The actions provided by SETR are received from daily transmissions of employee Personnel Actions (PAR) information from HRConnect.

Review and research update actions in the SETR EMF Reports Unit module for inconsistencies in the information provided. HRConnect is a world-class human resource system owned by the Department of Treasury.

When determining the correct employee information to post to the PCA-01 EMF, HRConnect is the system of record. If the information in the SETR EMF and/or SETR history does not agree with the information in HRConnect, post the data from HRConnect to the PCA-01 EMF.

EMF updates must be done by 5PM EST and only on Workday 1 or Workday 2.

See Exhibit 3.30.18-2, EMF Type Change Selection, for a current listing of EMF Type Changes.

See Exhibit 3.30.18-3 , EMF Update Fields, for a description of fields involved in EMF Updates.

Additional information regarding the Employee Master File may be found in IRM 3.30.50.2.2, Employee Master File.

See IRM 3.30.50.2.4, Master Adjustment Record, for more information.

All employees for Organizations that report to WP&C are required to input 3081 hours and volume information into SETR by close of business on Friday. Managers are required to validate this information in SETR by close of business on Friday and make corrections no later than 10 a.m. LCT the first workday of the week and re-validate. When the 3081 data is for Week 2 of the Pay Period, Managers are required to validate and sign. WP&C processes data for Week 1 and Week 2 of the Pay Period separately. Payroll processes the data for both Week 1 and Week 2 of a Pay Period at the end of Week 2.

The Non-Validated Org Code List is generated from the SETR Reports Unit module. The report provides a list of Organizations that have not validated in Week 1 of the Pay Period and have not validated and/or signed their 3081 data in Week 2 of the Pay Period.

Reports Teams monitor the Non-Validated Org Code List and contact Managers of Non-Validated and Unsigned Organizations that report to WP&C. The SETR Representatives monitor and contact Managers of Non-validated Non-WP&C Organizations.

At the beginning of the shift on the morning of the first workday of the week, Reports Teams will run a Non-Validated List to get a baseline list of Organizations not validated.

Starting at 8:00 a.m. LCT, another report should be run, and emails should be sent to Managers of Organizations that have not validated.

At 9:45 a.m. LCT, another report should be run, and Managers should be contacted via TEAMS or telephone.

At 10 a.m. LCT, a final report should be run. Send the Reports Team Managers a list with the Level 2 Level 3 Organization Code and the name of the Managers by email.

At 2 p.m. EST, when all Organization Codes have validated, notify the Reports Teams Manager that all Organization Codes are validated. The Reports Team Manager will lock SETR by EMF Indicator.

All EMF Indicators must be locked no later than 3 p.m. EST on the first workday of the Pay Period. This is the time that SETR begins to transmit payroll data to the National Finance Center.

Updates to the PCA-02 OFP Consistency File are processed in the evening of the first workday and second workday of the work week. Updates are provided on Form 5948, OFP Consistency File Input update.

All Form 5948 requests are submitted to the HQ OFP Coordinator(s) from the site OFP Coordinators.

On the morning of the second workday and/or the morning of the third workday after an OFP update has occurred, the PCA-02-41 can be used to verify the records successfully updated. See IRM 3.30.50.3, OFP Consistency File and Reports, for more information.

When a manager makes a correction to an employee’s Time and Attendance information after the hours and volume have been output to WP&C a Form 6489, IPR Adjustments, is required to adjust the employee’s time that posted to WP&C.

Form 6489 are received through each Reports Team email inbox. The lines from each Form 6489 received should be combined prior to submission to ISRP for transcription.

Verify the following information is present on Form 6489:

If there is missing data that is not resolved by research, gather all information needed and contact the originator of the IPR.

Hours posted to furlough OFP 990-59815 are not submitted to ISRP for transcription.

Prepare all forms collected for the week and send them to ISRP for transcription per the instructions in IRM 3.30.18.5.6, Preparation for ISRP Processing, and save the file into the Reports Team Shared Drive in the correct folder (day/site). The naming format is IPR xxSC AAA MMDDYYYY total XX where:
xxSC - 3 or 4-digit Campus EMF Indicator
AAA - Assigned 3-digit alpha identifier
MMDDYYYY - Workday 1 or Workday 2 date the PCA register was generated
total XX - Number of correction lines in the file

Prior Quarter IPRs can be submitted during April – June period, if the IPRs are submitted with weekending dates in January – March.

See IRM 3.30.50.5.2, Create Cum File Adjustment Records, for more information.

Form 6489, IPR Adjustments is the main document for adjusting the PCC-60-40, Managers Report and the PCC-46-40, Abstract Report.

Manager Performance Adjustments correct the PCC-60-40, and if a PAC is input, it will also correct the basic hours on the PCC-46-40. Daily Performance Adjustments correct only the PCC-46-40.

Use the PCA-01-44 when researching salary information that will be used to compute the cost information for Managers Performance and Abstract adjustments. Since this file is updated weekly, be sure to use the salary information, from the Correction Pass for the week ending being adjusted.

To prepare Form 8069, Managers Performance Adjustment:

The information gathered for Form 8069 will be used to prepare Form 4464, Daily Performance Adjustment Log, and the adjustments will be entered into the Daily Performance Adjustment Log screen in BBTS.

See Exhibit 3.30.18-4 , Managers Performance and Abstract Adjustments, for more information

Data records presented to ISRP for transcription are output on the first and second workday of each week.

Present the records to ISRP according to the agreed Control Procedures for each Campus ISRP Operation.

Compile the data records by type into batches. Each line should be numbered consecutively starting with 00 and proceeding through the agreed total count for each different Control Document. Each Control Document or numbered batch should have a 3-digit alpha identifier.

All documents presented for ISRP transcription must be clearly marked with the Format Code for the data record(s) to be transcribed and contain a Service Center Code (see IRM 3.30.18.2.5). The format codes are:

PCA programming is set up to collect the records contained in the ISR-01-22 file only on the days indicated by the frequency listed above. If Format Code 058 records are transcribed and output by ISRP on any day other that the 2nd workday of the week the records will not be collected and will be lost.

Only transcribed records that are both Original Entry (OE) and Key Verified (KV) by ISRP will be output on the daily ISR-01-22 file.

The records for each Campus are separated for PCA processing by the Service Center Code. If an emergency occurs and a Campus ISRP Operation transcribes work for a Reports Team other than the regularly scheduled process, the HQ WP&C Analyst(s) must be notified as early as possible to coordinate the PCA runs for that workday with Enterprise Computing Center (ECC) Scheduling. The regularly scheduled PCA process to collect for each campuses output follows.

See ISRP IRM 3.24.50, ISRP Campus Performance Evaluation Reporting System, for more information.

Compare the Adjustment Records Input count on the PCA-01-43 to the prior day’s total count of EMF Update Records.

The total count of EMF Update Records can be found in the SETR Reports Unit EMF module.
Select the EMF Reports Menu, Reports, EMF Change Notice and from the drop-down window, note the count of the records by the EMF Indicator and work date.

Compare the counts of the Form 6489 sent to ISRP (submitted by the site and/or PCA-05-46 corrections).

Reports Teams managers review the GMF and the PCA-03-41, Period Data and Cum File Adjustments Controls Listing, for the work transcribed in Kansas City or Ogden to ensure the total amount of lines transcribed match the Reports Team ISRP Counts spreadsheet. If the total amount of lines matches the PCA-03-41, each Reports Team manager will send an email with the verification to the HQ WP&C Analysts. If the total amount of lines does not match, the manager should begin investigating the cause of the discrepancy.

The HQ WP&C Analyst(s) will convert the WP&C SETR Exclusion Report from SETR Reports Team Miscellaneous Reports Menu to Excel. The converted Excel report will be emailed to the servicing Reports Team inbox, and both files will be stored on the Reports Team Shared Drive.

Compare the employee records on the SETR WP&C Exclusion Report to the PCA-03-45 Register.

Invalid fields and Unpostable records in the EMF reflected on the PCA-01 reports can negatively impact the PCA-03 error register reports generated as part of the Initial and Correction process. They represent missing data from the Employee Master File.

The EMF PCA-01-42 contains four sections. Three represent the three Transaction Codes that are types of record updates. The fourth represents the records that Project PCA automatically removes from the Master File when a 9-month retention period is met. These are the four sections.

Review each update record for invalid fields and unpostable errors. The Disposition column reflects the status of the update for each record. Successful deleted records display “Record Deleted," successful added records display “Record Added,” successful changed records display “Record Changed” and successful removed records display “Record Removed." The error messages and disposition follow.

The HQ WP&C Analyst(s) will convert the PCA-03-43 from text to Excel. The converted Excel report will be emailed to the servicing Reports Team inbox, and both files will be stored on the Reports Team Shared Drive.

Analyze the error, determine the resolution and note the change needed to make the record correct.

When research of time records reflects that the employee has charged time on two different WP&C’s the Reports Team that identifies the incident should contact the other Reports Team(s) to verify that the resolution does not result in duplicate posting of time.

If asterisks are displayed on a line, the hours posted to the WP&C being worked. If asterisks are not displayed on a line, the hours did not post and will have to be sent to ISRP for transcription if appropriate.

Error Code and Actions

After completing the research and annotation of the PCA-03-43:

See IRM 3.30.50.5.1, Final Error Register Report(s) (PCA-03-43, PCA-03-44, PCA-03-45), for more information.

The HQ WP&C Analyst(s) will convert the PCA-03-44 from text to Excel. The converted Excel report will be emailed to the servicing Reports Team inbox, and both files will be stored on the Reports Team Shared Drive.

Analyze the error, determine the resolution and record the change needed to make the record correct.

If there are no IPR Adjustment errors in the Initial Pass run, a PCA-03-44 will not be generated.

Error Code and Actions

After completing the research and annotation of the PCA-03-44:

See IRM 3.30.50.5.1, Final Error Register Report(s) (PCA-03-43, PCA-03-44, PCA-03-45), for more information.

The HQ WP&C Analyst(s) will convert the PCA-03-45 from text to Excel. The converted Excel report will be emailed to the servicing Reports Team inbox, and both files will be stored on the Reports Team Shared Drive.

Analyze the error, determine the resolution and if the employee’s time should post to the WP&C being worked, their time will need to typed up and submitted to ISRP for transcription. Ensure that employees listed on the SETR WP&C Exclusion List that are not on the PCA-03-45 are included in the corrections sent to ISRP for transcription.

This report lists employees in SETR who had no time entered for the week and who are in work status on the PCA-01-44 or have time posting to another WP&C.

Research SETR Prior Week 3081 to determine if any time was input and the 3081 Assigned Org Code that the hours were reported to. Research in HRConnect to verify the employee’s Org Code.

After completing the research and annotation of the PCA-03-45:

See IRM 3.30.50.5.1, Final Error Register Report(s) (PCA-03-43, PCA-03-44, PCA-03-45), for more information.

When an EMF update record is needed to correct an employee’s Work Status on the PCA-01 EMF to ensure time will post to the WP&C accurately, review the SETR EMF records generated on the first workday. If a record is present, update the Work Status and change the EMF Date on the record from the first workday date to the second workday date . If a record is not present for that employee, add a “Change” Transaction Record with the second workday date for the EMF Date.

On the second workday of the week only SETR EMF update records with an EMF Date of the second workday will output on the SETR PCA-01-32 file.

Changes to grade and step elements of the PCA-01 EMF record can only be made on the first workday of the new week. If an employee’s grade and step need to be changed on day two of the work week, record a note so that the change can be made the first workday of the following week. Changes made to grade and step on the second workday will appear on the PCA-01-44 and PCA-01-45 prints, but the data will not actually be changed in the PCA-01 master record.

Do not make changes to a SETR EMF record that has the EMF Indicator of a campus different than the PCA-01 EMF being worked. The SETR EMF record belongs to the PCA-01 EMF reflected by the EMF Indicator. Changes to a record that do not have the EMF Indicator that is currently being worked must be coordinated with the Reports Team responsible for the EMF Indicator. Contact via phone or email must be made to arrive at an agreement. If the SETR EMF record present is not needed for a correction for the PCA-01 EMF that owns the record, the Reports Team will agree to let the other Reports Team change the record including the EMF Indicator.

See to the instructions in IRM 3.30.18.5.3, OFP Updates. These instructions are the same to process OFP change requests whether completed on the first or the second workday of the week. OFP change requests are only processed on the first and second workdays.

Review Form 6489 that were received after the forms sent to ISRP for transcription on the first workday of the week. See IRM 3.30.18.5.4, Review and Processing Form 6489 IPR Adjustments, for additional information.

Send new forms to ISRP for transcription before the second workday of the week cut-off.

Follow ISRP preparation procedures as shown in IRM 3.30.18.5.6, Preparation for ISRP Processing.

See IRM 3.30.18.7.1, Verify Input Counts from Workday 2 Processing, for the list of reports from the Correction Pass and the counts to verify.

To confirm that the correct input files were included in the PCC Weekly runs that generate the WP&C weekly reports, the PCC-60-40 must be balanced.

Verify Production Data

If there is an out of balance condition that cannot be identified, report the condition to the Reports Lead and Manager who will verify the out of balance condition and report the issue to the HQ WP&C Analyst(s) as early as possible for resolution.

Once all sites have balanced, the Reports Team managers will email the confirmation for MCC or TCC to the HQ WP&C Analyst(s).

If errors from Workday 2 were not resolved correctly they will error out a second time and PCA-03-43 and PCA-03-44 registers will generate during Workday 2 PCA processing.

The HQ WP&C Analyst(s) will convert the PCA-03-43 and PCA-03-44 registers from text to Excel. The reports will be emailed to the servicing Reports Team inbox, and both files will be stored on the Reports Team Shared Drive.

Corrections for errors on the PCA-03-43 must be made by processing a Form 6489 . See IRM 3.30.18.6.4, Review and Code PCA-03-43 Final Time Error Register Report, for more instructions

Corrections for errors on the PCA-03-44 must also be made by processing a Form 6489. See IRM 3.30.18.6.5, Review and Code PCA-03-44 Final Adjustment Register Report for more instruction.

The PCA-05-45 Period Data Posting Error Register displays records which did not post to the Current Grade Cum File.

The HQ WP&C Analyst(s) will convert the PCA-05-45 from text to Excel. The converted Excel report will be emailed to the servicing Reports Team inbox, and both files will be stored on the Reports Team Shared Drive.

Analyze the error, determine the resolution, record the corrections needed on the PCA-05-45 Excel file, and send to ISRP for transcription in the next week’s processing cycle.

The PCA-05-45 register is worked using the same resolution steps as when working the PCA-03-43. See IRM 3.30.18.7.3, Review and Code PCA-03-43 Final Time Error Register Report, for more instructions.

After completing the research and annotation of the PCA-05-45:

See IRM 3.30.50.6.3, Period Data Posting Error Register (PCA-05-45), for more information.

The HQ WP&C Analyst(s) will convert the PCA-05-46 from text to Excel. The converted Excel report will be emailed to the servicing Reports Team inbox, and both files will be stored on the Reports Team Shared Drive.

Analyze the error, determine the resolution, record the corrections needed on the PCA-05-46 Excel file, and send to ISRP for transcription in the next week’s processing cycle.

After completing the research and annotation of the PCA-05-46:

See IRM 3.30.50.6.4, Individual Performance History Adjustment Report (PCA-05-46), for more information.

After the Workday 1 and Workday 2 correction passes have been completed, the Weekly Manager’s Report verified and adjustments that have been received are ready for processing or in anticipation of receipt of a large amount of PAR actions, Reports Teams can perform early review of EMF action updates.

Follow the general instructions for generating EMF actions excluding the instructions to delete the “cron” job from Saturday. See IRM 3.30.18.5.1.1, Steps to Generate the EMF Update Record, Steps 4 and 5. Follow IRM 3.30.18.5.1.2 to review and research the EMF Records. DO NOT input new records or make changes to the records. Make notations on the lists printed and make corrections on the first workday of the next week from the lists.

Related PCC information listings, error registers and reports.

PCC daily registers contain listings of the different types of performance and production records utilized by Project PCC. The information in the records requires a key to read the record and must be deciphered to determine what data and counts were processed. See IRM 3.30.19, Production Control and Reporting, Exhibit-12 through Exhibit-15 Adjustment and Control Record Layouts.

When following the directions below, to send the error register to the appropriate recipient, the Reports Team should either copy and paste the error register into an email or attach the error register to an e-mail. The subject line should reflect the site (ex. AUSC) and the report name, ex. AUSC PCC-15-40. Multiple error registers can be included on a singular email. Emails should include a copy to their Reports Team lead and manager. Emails regarding SP sites, organizations and/or programs should also include a copy to the HQ WP&C Analyst(s).

If an adjustment was input by a Reports Team employee that causes an error to be displayed on the error registers below, the employee should research and correct the incorrect adjustment. The Reports Team employee should send the error register and corrective actions taken to their lead and manager, copying the WP&C HQ Analysts. If covering a site, follow the procedures and copy that site in the email.

The PCC-10-40 reflects adjustments input as UPC drops or BBTS auto adjustments that did not post. When an adjustment record appears on the PCC-10-40:

The PCC-15-40 lists Mis-Matched Batch Profile Records. The Error Message with be “Unmatched Adjustment.” These adjustment records are usually changes made to Received Date, Cycle Number and/or the Volume by the Campus Production Monitor. No action is required to correct these records. The error register should be sent out as directed below for informational purposes. See IRM 3.30.19.4.1, Error Registers and Codes/Preliminary and Correction Error Registers, for Special Batch Control Record and Batch Profile Adjustment (Record Code 7, Adjustment Code 2, Type Code 3) error codes and their descriptions.

The PCC-20-41 lists “Mis-Matched Adjustments” that are not posted. See IRM 3.30.19.4.1, Error Registers and Codes/Preliminary and Correction Error Registers, for WP&C and Daily Production Adjustment (Record Code 3) error codes and their descriptions.

When adjustment records for an operation other than Submission Processing are listed on the daily PCC-10-40 or the PCC-20-41 research to identify the contact that input/provided the adjustment and contact them to determine the appropriate steps for correction. Send the error register to the contact that input/provided the adjustment and their direct manager.

When Performance Adjustment records have been input into BBTS verify the next morning that they were output from the BBTS system to PCC daily processing.

Verify the record count from the prior day print of the Daily Performance Adjustment Log Report against the record count on the PCC-10-41.

If records are missing, check the PCC-10-40 or PCC-20-41 for unposted Performance Adjustment Records. If the records are not present on those registers, check the PCC-10-89 for the same day to see if the transaction record is present. If the transaction record is not present, check the time of the input on the record and the time that the PCC-10-90 BBTS file was output for that day.

If research is unable to identify the presence of the Performance Adjustment Record report the incident to the Reports Team Lead and Manager who will report the incident to the HQ WP&C Analyst(s).

Adjustments to production data should be submitted on Form 4465.

When a Production Adjustment is received:

To input and verify the input of the adjustment into BBTS, see Exhibit 3.30.18-4, BBTS Production Adjustment Input.

The production adjustment will reflect on the below reports:

Each morning the Daily Production Report (DPR) will be balanced to verify that each posting was processed. Review the three daily production error correction registers, PCC-10-40, PCC-15-40, and PCC-20-41 for records that have not posted. Research for the reason the production record did not post and correct the issue(s).

Verify the Inventory volume for each function on the PCC-32-40 against the Closing Inventory on the PCC-22-40. See IRM 3.30.19-8, Batch Profile Report (PCC-32-40) and IRM 3.30.19-10, Daily Production Report — Program Sequence (PCC-22-40), for examples of these reports.

Balance the Block Proof Summary PCD-03 outputs and the Daily Production Report. Since data for Functions 910 through 970 is generated from Project PCD (565), it is important to reflect any manual changes made to the Block Proof Summary as manual adjustments to the DPR to keep these reports in balance. See IRM 3.30.19-9 for dos and don’ts of Function 9XX adjustments.

Using the Summary X level program code, verify that the DPR Function 910 through Function 970 are in balance with Function 610. The cumulative Actual Production for Function 610 equals the sum of: Cumulative Actual Receipts for Functions 970, 960 and 950 plus the Closing Inventories for Functions 940, 930, 920 and 910.

Using the Summary X level program code, verify that the DPR Functions 110 – Function 610 are in balance with Function 110 Receipts. The cumulative Actual Receipts for Function 110 equal the sum of: Cumulative Actual Production for Function 610 plus the Closing Inventories for Functions 610, 230, 190, 210, 180 and 170 minus Function 970 Cum Receipts. If the site uses BBTS routes that include Function 300, 340, or 880, the inventories from those functions should also be included in the calculation.

At least once per week verify that the DPR child level sub-program codes are in balance. These programs will have routes (function codes) through each pipeline function but will have PCD-03 Function 950.

Daily once steps 1 through 5 have been completed and the reasons for the differences are identified, notate the volumes and input the adjustments.

Do not automatically input adjustments for Functions 110, 170, or 180 for programs that are monitored via the Pipeline Inventory Monitoring System (PIMS). Function 110 should never have an inventory. WP&C Reports Teams will contact the Production Monitor when adjustments to those functions are needed.

Programs that are not batch controlled receive the volume counts for receipts and production from UPC records that are input into BBTS by the Campus Users. PCC daily programming calculates inventory from the counts provided on the daily UPC records. When Users make changes to UPC records on a day other than the day the original record was input, the correct inventory change may not be reflected.

At least once per week review the PCC-24-40 to identify OFP combinations with negative inventories. The only Org that should have negative inventory is Accounts Management.

Research the UPC Listing in BBTS for the OFP combination in question to identify any obvious inconsistencies or finger errors made during input by the User.

Contact the Operation area responsible for inputting the UPC record and assist the Operation with the proper procedure for providing the correction.

The Master POF Listing contains every POF combination on the Master File at the completion of End of Quarter processing and its closing inventory.

3,9 Adjustments are processed to remove inactive POF combinations from the database.

The HQ WP&C Analyst(s) will review a complete listing for each campus of the PCC-01-40 and will initiate maintenance clean-ups at least twice per year, once during the January – June period and once during July – December period.

The HQ WP&C Analyst(s) will provide the Reports Team Lead and Manager a listing of POF combinations that meet the requirements for 3,9 Adjustments. The Reports Team lead will distribute the adjustments to their team after PCA Error Corrections are complete.

The Reports Team Lead is responsible for reviewing each 3,9 adjustment the same day it is entered prior to the Local Campus BBTS cutoff time. Any 3,9 adjustment for a POF not on the list should be deleted from BBTS.

Completed Service Center Master POF Cleanup Listings should be returned to the HQ WP&C Analyst(s).

See IRM 3.30.19.3.7.3, Service Center Master File POF List, for more information regarding this process.

Control Records are utilized to define what records are output to reports and the format of the data.

To meet the IRM 3.30.19.2.7, Quarter, Annual, and Basic Cut Over Procedures requirement for a verification of the inventory for programs that report receipts and production via Unit Production Records (UPC’s), Reports Teams Managers are responsible for the coordination of a physical inventory a minimum of three times a year. Once per reporting period (January to June, July to September, and October to December) Reports Teams will ask each Operation to provide the results of a physical inventory and the adjustments if needed for receipts, production and/or inventory for programs that report receipts and production counts via input of Unit Production Cards (UPCs).

The Physical Inventory should be taken on the Friday of the first complete week of the last month of the quarter. The EOQ WPC Physical Inventory Form is due to the servicing Reports Team on the following Thursday for Non-SP Orgs and the SP Consolidated response is due the following Thursday. The below table provides dates Physical Inventory dates for 2025 and 2026.

The Operations will be sent Physical Inventory Instructions and an EOQ WPC Physical Inventory Form to use to record the physical inventory count and list the changes needed to receipts, production and/or inventory for each program. The date to perform the physical inventory and the date that the completed EOQ WPC Physical Inventory Form is due to the servicing Reports Team is provided in the instructions.

As the forms are received from the Operations, the Reports Teams will use the site Physical Inventory Tracking Sheet to record by Operation each step of the process as it is completed. Record when a response was received, whether adjustments were requested, when the adjustments were input, whether follow up was required to obtain a response from the Operation, and any other pertinent information.

When received, the completed EOQ WPC Physical Inventory Form will be reviewed and processed as a Form 4465. See IRM 3.30.18.8.5, Review and Processing Form 4465 Daily Production Adjustments Log, for more information.

The Physical Inventory Tracking Sheets and WP&C Physical Inventory Forms should be saved in the EOQ Physical Inventory folder for the quarter.

Submission Processing is directed to provide a consolidated site response for Orgs 31000-37000 through the site Production Monitor. The consolidated responses should be saved in the EOQ Physical Inventory folder on the Reports Team Shared Drive the appropriate Submission Consolidated Responses folder.

To start the WP&C accurately at the beginning of the calendar year post different combinations of receipts volume, receipts and production volume, or receipts and inventory volume to programs based on whether the program is categorized as batched controlled (on BBTS) or uncontrolled (receipts and production volume via Unit Production Records (UPC’s). Four sets of cutover adjustments, three sets for the PCC-22-40 Daily Production Report - Program Sequence and one set for the PCC-24-40 Daily Production Report - Organization Sequence.

The beginning of year WP&C process (PCC-01Q) zeros out the prior year Receipts, Production and Schedule data for all Program, Organization, Function combinations on the WP&C Master File. It also rolls the prior year closing inventory to the new year opening inventory. Special BBTS programming creates a special end of year file, titled PCC1090EOY, that provides each program and function with receipts and production counts from the batches of work remaining in the pipeline after the last daily process is run for the year. The special BBTS programming also creates production adjustment records to zero out the inventory counts for program codes with Functions 910 through 970 and the Organization Code of 43000 if the program (and child program) has a DLN Reference built in BBTS.

After the cumulative data is determined, WP&C HQ Analyst(s) will prepare Form 4465for input of the adjustments where needed.

Cutover of Batch Controlled Pipeline Programs. Post cutover adjustments to start the PCC-22-40 and bring the top and bottom portions of the report into balance for each campus that has Submission Processing Organizations on the WP&C. This includes the following Campuses: AUSC, KCSC and OSC. The Reports Teams with responsibility for the three consolidated campuses that have programs for Electronic Forms processing will also need to post cutover adjustments for those two campuses. This includes FSC, (cutover by the Kansas City Reports Team), ANSC (cutover by Kansas City Reports Team) and PSC (cutover by Ogden Reports Team).

Cutover of Non-Pipeline Programs. Post cutover adjustments for the 10 campus WP&Cs to start the PCC-24-40 and bring the Program, Organization, Function record into balance across.

For any organizations that are changing program codes, inventories (and receipts) should be moved from the old program code to the new program code(s) at this time.

Cutover adjustments should be completed as soon as the January 1 PCC 2240 Daily Production Report and PCC 2440 Daily Production Report have been verified as good. The date that the cutover should be completed will be listed on the EOY PCX Processing Calendar.

See IRM 3.30.19.3.7.2 End of Year Adjustments for more information.