The ENTITY case management system (ENTITY) is a current database of Field Collection (FC), Field Offer in Compromise (OIC), and Advisory inventories. ENTITY case management system is an Collection inventory management tool. The information in ENTITY comes from daily recordation of employees' Integrated Collection System (ICS) time and activities, and from weekly Integrated Data Retrieval System (IDRS) account information channeled through ICS. It also contains the most current lien information from the Automated Lien System (ALS). This information creates a unique database, which combines employees’ case activity, employees’ time, and taxpayer account information.

ENTITY is a current database tool that is authorized and used per direction of Collection management.

"Responsibilities"

The Director, Headquarters Collection Inventory Delivery & Selection Inventory Delivery & Selection is responsible for the ENTITY case management system.

The program manager, Collection Inventory Delivery & Selection, Collection Case Delivery is responsible for day-to-day ENTITY operations.

Federal Information Security Management Act (FISMA) controls, National Institute of Standards and Technology (NIST) regulations and guidance.

List of defined terms and list of significant acronyms follows:

Related resources include:

ENTITY receives information from other programs.

User guides, job aids, FAQs, calendars, and contacts are found on the ENTITY website:http://mysbse.web.irs.gov/Collection/collsystems/entity/default.aspx Information and guidance about accessing, navigating, using, and researching in ENTITY is outlined for users of all levels. Please go to the website to determine if ENTITY meets your business needs. The user guides clearly outline what is displayed in different views and reports and queries; the end of month (EOM) process is explained; and guides are available for administrative professions, Field Collection managers and Information Technology.

ENTITY can only be accessed when the user is connected to the local area network (LAN) via an IRS office connection or enterprise remote access project (ERAP).

ENTITY may be used to analyze Field Collection inventory and activity using a range of criteria. Data is available for case inventory, module inventory, time, activity, and employee parameters.

The queue inventory consists of all cases in status 24 (TSIGN 7000). Queue research capabilities are available to users at group level and above. Open inventory consists of cases assigned in ICS.

ENTITY is a current data base that includes data that is sensitive and non-sensitive. Non-sensitive data can be viewed, printed and e-mailed. Sensitive data can only be viewed and printed.

The manager can assign cases that do not appear in the group manager's queue such as notice status and related/cross-referenced cases in the following manner.

The case code is a three-digit code used to categorize inventory. The case code identifies the type of taxpayer. The subcode identifies the kind of case. Review and update codes weekly and as needed to ensure accurate end of month reports. For example, check the codes when the case is assigned; when time is charged to the case; and monthly before the end of month Friday.

Case codes are set and defined by Collection headquarters. A list of case codes is below:

Subcodes (Field Collection) are set and defined by Collection headquarters or the area office (with headquarters consent). Instruction on selection and use of subodes and time reporting is in IRM 5.2.1.9, ICS and ENTITY Sub Codes (Field Collection Areas only). Time tracking for non-IDRS cases and some specific programs are controlled by subcodes. Also the subcode will match the time code on the Form 4872 Collection Activity (Non-ACS Report). Time charged to a case with a time-tracking subcode is added to the appropriate time code.

Review and update case codes and subcodes weekly and as needed to ensure accurate end of month reports. For example, check the codes when a case is assigned; when time is charged to the case; and monthly before the end of month Friday.

Most subcodes 500 and below are national subcodes.

The first 20 digits of subcode series over 500 are reserved for use by headquarters, e.g., subcodes 500 - 519 ,600 - 619, etc., are reserved. Most subcodes over 500 are local subcodes. These subcodes may be used by areas to track cases of local interest.

Time is reported by Field Collection in ICS. The ICS user guidehttp://mysbse.web.irs.gov/collection/collsystems/ics/default.aspx provides instruction on how to report time in ICS (Chapter 26, TIN Based Time Reporting). The data entered in ICS is extracted to ENTITY. ENTITY receives daily, weekly, and monthly extracts from ICS. Those extracts, when compiled, produce end of month data files of Field Collection time, inventory, and activity information. CTRS extracts the files from ENTITY during end of month processing to produce Collection time and inventory reports.

TIN-based time means time is charged directly to an assigned taxpayer case when applicable.

Time code (direct, non-direct, informational, overhead, etc.) definitions and usage guidelines are in IRM 5.2.1, Collection Time Reporting.

Time needs to be correctly input and finalized in ICS. Employees and managers need to accomplish this using the ICS End of Day (EOD) function. Employee and manager absences need to be planned or addressed promptly (if unplanned) so time reporting is not delayed or negatively impacted. Some time such as leave, training time, and detail out time can be input prior to the employee absence per IRM 5.2.1.8.1, Collection Time Reporting, Field Collection Procedures.

ROs and other Field Collection ICS users will finalize their time on ICS using the EOD function at the close of business each day, but no later than the next business day, except at the end of the monthly time reporting period.

On the last Friday of the monthly time reporting period, ROs must connect to the local area network (LAN) via ERAP or at an IRS office to upload their time by close of business.

If an employee is unexpectedly absent when the month end time report is due or is having difficulty connecting to the LAN, the employee will make every effort to report time via telephone or fax no later than the last Friday of the monthly time reporting period. The group manager or group secretary can input, correct, and EOD time for the employee. Only the group manager, acting group manager or the group secretary can edit time that has been EOD'd.

S-ROC, short for Category A SB/SE - Request for Organizational Change, are organizational realignments to promote productivity, efficiency and meet overall Collection goals. IRM guidance for Category A realignments are found in IRM 1.53.1, Managing Organizational Change, Small Business and Self-Employed Division

The S-ROC program is administered by Workforce, LR & Performance Management business unit located within SBSE Human Capital (HCO). Successful realignments require planning, coordination and communication between business units. Due to the significant impact of S-ROCs and the rules and timeframes for implementation, anyone considering an S-ROC should go to the S-ROC link on the ENTITY website, ENTITY, Resource Link, S-ROC: http://mysbse.web.irs.gov/collection/collsystems/entity/resourcelinks/default.aspx or directly to the Human Capital Office (HCO) Work Source Management Resource page http://mysbse.web.irs.gov/opsupport/hc/workforceplanningrelations/laborrelations/sroc/default.aspx.

S-ROC resources at the website and Share Point include:

There are five common Category A - Collection Realignments implemented in ICS and ENTITY:

ENTITY and ICS require 45 days advance notification for ALL realignments. The 45-day clock starts AFTER the S-ROC has been approved by the Director of Field Collection and assigned an S-ROC control number.

Be aware that the movement of individual employees between groups or territories is not a Category A realignment, but that timeframes are the same and are noted in the Field Collection Realignment Actions and Timetable below *.

The following table outlines the type of realignment and associated time frames:

All approved requests for Collection realignments must be submitted to the headquarters ENTITY program analyst at least 45 days prior to the desired action date. The desired action date must fall on the first Monday of a monthly reporting period. The approved request must be submitted on an SB/SE - Collection Realignment Request form with the approved S-ROC control number (refer to Exhibit 5.3.1-1, SB/SE-Collection Realignment Request).

All area offices will provide the name and telephone number of a realignment coordinator from within the area director's staff. This person will be responsible for ensuring all necessary information (request forms, spreadsheets, list of affected personnel, etc.) is provided to the Collection Automation Coordinator (CAC). The CAC will communicate and coordinate with the area, headquarters, ENTITY and ICS analysts, and MITS staff.

The required information for all realignments will be forwarded to the CAC at least 45 days prior to implementation.

Collapse Inactive Group - a group that is collapsed cannot stay on ICS/ENTITY for future use. Each area is required to formally collapse any group that is not active in ICS using Category - A S-ROC procedures.

Moving employees from one group to another is not considered a formal realignment. However communication between business units and specific actions must be completed for successful outcomes:

The employee will be moved after the completion of end of month processing in ENTITY. For example, if the “current” reporting period is June, the employee move will be effective for the reporting month of July.

The group secretary responsibilities are:

The RO responsibilities are:

The group manager responsibilities for end of month processing are in IRM, 1.4.50.2.3, ENTITY end of month (EOM) Processing. The IRM section for workload management is IRM 1.4.50.8.2, Using ENTITY for Workload Management .

Other common uses are listed below:

The group manager is responsible and accountable for accurate and timely EOM Reports for their group. Running EOM reports or making necessary time corrections is timely if it occurs on Monday or the first business day following the last Friday of the monthly reporting period. The group manager is responsible for reviewing the reports, and ensuring the accuracy of the reports. Once the group manager verifies the accuracy of the EOM reports, the group manager will approve/finalize the group's EOM. Finalizing the EOM is accomplished by selecting Approve EOM under Month End on ENTITY. The Approve EOM action in ENTITY will constitute the group manager's electronic signature that the EOM reports are accurate and completed.

Managers should review the use of case codes periodically to:

When the group manager needs assistance regarding ENTITY, they should seek help from the following sources:

The territory manager responsibilities are:

The territory manager is responsible for notifying the area office, Field Collection HQ and the CAC prior to any requested group changes which affect ENTITY. The territory manager should allow sufficient time for the CAC to notify and coordinate any changes with headquarters, ICS, and the ENTITY support staff. The following changes require notification:

The area office responsibilities are:

The area office is responsible for notifying the CAC of any requested collection realignments that involve collapsing groups or territories, creating new groups or territories, or moving groups from one territory to a new territory. ENTITY must receive notification of any changes as soon as they are approved. Failure to timely notify ENTITY program analysts of Collection group changes may prevent or delay the implementation of the requested changes and may result in inaccurate data.

The area office will ensure all request forms for group changes (Refer to Exhibit 5.3.1-1, SB/SE-Collection Realignment Request) are received in headquarters in a timely manner. The area director or designee will be the approving authority for any changes which affect the ENTITY.

Realignments generally will take place the first week of the new quarter.

The CAC responsibilities are:

Upon receipt of an approved S-ROC and before any changes are made, the CAC is responsible for coordinating any changes to ENTITY with the ENTITY support staff, headquarters, and ICS. Failure to notify ICS and ENTITY of any changes may result in the loss of data.

The CAC coordinates with the area office, local system administrators, and IQAs to complete the realignment request forms . Completed request forms must be supplied to headquarters at least 45 days prior to the desired realignment date. (Refer to Exhibit 5.3.1-1, SB/SE-Collection Realignment Request)

The IQA role encompasses functional support of ENTITY, ICS, and CTRS.

The IQA is the resident analyst for ENTITY, ICS and CTRS. The IQA serves as the area focal point and quality assurance specialist for the resolution of software and system problems. The IQA assists with the reorganization of collection groups within the area, provides liaison and analytical services, and identifies and resolves systemic and procedural errors.

The IQA responsibilities are:

The Collection policy analyst role varies based on assignment:

Collection policy analysts may utilize ENTITY reports and queries to identify trends and evaluate workflow.