- 7.15.4 Tax Exempt Determination System (TEDS) Roles and Delegation
- 18.104.22.168 Overview
- 22.214.171.124 Roles
- 126.96.36.199 Permissions
- 188.8.131.52 General User Roles and Permissions
- 184.108.40.206.1 Researcher
- 220.127.116.11.2 Group Secretary/Clerk
- 18.104.22.168.3 Processing Clerk
- 22.214.171.124.4 Unpostable Clerk
- 126.96.36.199.5 User Fee Adjuster
- 188.8.131.52.6 Case Assigner
- 184.108.40.206.7 Determination Specialist
- 220.127.116.11 Group Managers
- 18.104.22.168.1 Area Manager
- 22.214.171.124.2 Executive Management
- 126.96.36.199.3 Function Security Manager (FSM)
- 188.8.131.52.4 National Unassigned (NUI) Manager
- 184.108.40.206.5 System Support
- 220.127.116.11.6 Records Manager
- 18.104.22.168 Role Delegation
- 22.214.171.124.1 Managerial Role Delegation
- 126.96.36.199.2 Delegate Notification
- 188.8.131.52.3 Revoking a Role Delegation
- Exhibit 7.15.4-1 Advanced Search - TEDS User
- Exhibit 7.15.4-2 Role Delegation
- Exhibit 7.15.4-3 Selecting a Role
- Exhibit 7.15.4-4 Selecting Calendar Date Range
- Exhibit 7.15.4-5 Role Delegation Confirmation Screen
- Exhibit 7.15.4-6 Select the Delegate
Part 7. Rulings and Agreements
Chapter 15. Employee Plans TEDS User Manual
Section 4. Tax Exempt Determination System (TEDS) Roles and Delegation
September 15, 2015
(1) This transmits revised IRM 7.15.4, Employee Plans TEDS User Manual, Tax Exempt Determination System (TEDS) Roles and Delegation.
(1) This IRM is updated to meet the requirements of P.L. 111-274 (H.R. 946), the Plain Writing Act of 2010. The Act provides that writing must be clear, concise, well-organized and follow other best practices appropriate to the subject or field and intended audience.
(2) Substantive changes to this IRM are listed in the table below:
|IRM 184.108.40.206, Roles||Removed the role titled "correspondence assigner"|
|IRM 220.127.116.11.2, Group Secretary/Clerk||Clarified|
|IRM 18.104.22.168.7, Determination Specialist||Clarified|
|IRM 22.214.171.124, Group Managers||Renamed this subsection — the prior name was "Managerial Roles and Permissions" .|
|IRM 126.96.36.199.1, Group Managers||Deleted this subsection — subsequent subsections renumbered|
|188.8.131.52||Corrected the subsection title|
Robert S. Choi
Director, Employee Plans
Tax Exempt and Government Entities
TEDS roles and permissions are system security features. They describe the:
Actions a user can perform.
Information a user can access, view and change.
TEDS roles are categorized by grouping together related tasks or responsibilities.
TEDS is used primary by the following two business units:
Tax Exempt and Government Entities (TE/GE)
Wage and Investments (W&I)
TEDS contains a role delegation feature that allows a group manager (or higher) to delegate one or more of her/his user roles to group members or other managers.
The information in the following sections provides guidance on how to:
Identify TEDS user roles and permissions.
Delegate and revoke user roles.
TEDS roles are grouped into three major categories based on related tasks and responsibilities.
Role categories are:
General roles – users who perform work-related tasks
Managerial roles – users who manage the work or manage the system
Add-on roles – user's special roles and permissions
The General user roles are used primarily by employees who process the determination work.
Researcher I, II, III
User Fee Adjuster
Managerial user roles manage the determination process and the TEDS system.
National Unassigned Inventory (NUI) Manager
Functional Security Manager (FSM)
Add-on user roles are special roles and permissions given to a user in addition to her/his normal role.
Re-open Case Administrator
Permissions allow a user to perform the necessary tasks for her/his role. Permissions vary based on the user’s role and the specific repository item or action (e.g., access to non-disclosable information or case assignment ability).
Types of Permissions Key Definition Explanation R Read User can view data in the system, but can't make any changes to it A Add/Create User can Add/Create new date in the system U Update User can change existing data in the system P Purge User can move Items that are proposed for deletion into "Purge" folder D Delete User can remove data from system M Mark User can mark as printed (Group Print Queue)
TEDS users who process various stages of the determination work have access privileges corresponding to the type of work they perform.
Researcher roles provide access to TEDS for information purposes only. Users with Researcher roles can read information but can't change information.
Role Permissions Researcher I Has read-only access to:
Case data on all cases
Disclosable/non-disclosable documents on closed cases,
Forms 2848, Power of Attorney and Declaration of Representative and 8821, Tax Information Authorization documents on open cases
Researcher II Has read-only access to disclosable/non-disclosible/ folders on open cases Researcher III Has read-only access to:
Repository Reports, access to some reports (doesn't have case level access to any reports other than the case chronology report (CCR))
the disclosable, non-disclosable and New Documents folders on open cases
The group secretary/clerk limited role can :
Read all documents
Access the group queue to print folder
The Processing Clerk role can :
Update incorrect document types
Establish a case
Re-establish a case
Put a case in closing sub-status of administrative re-open
Update a case
The User Fee Adjuster role has permissions to update the following information:
User fee indicators
The User Fee Adjuster role may read/add documents to the disclosable folder, add entries to the CCR, and has read access to non disclosable documents for open and closed cases.
The Case Assigner role is considered an add on role.
Is specifically requested.
May assign cases.
Has read access to case inventory.
Must be added to assign cases to specialists not in your group.
The Determination Specialist role has these permissions:
Type of Case Permissions Closed case(s) (Status 21) in the Archived Read only - (user may read but not make changes) both disclosable and non-disclosable folders Open case(s) not assigned to the specialist
Read only for documents in the disclosable folder
Not able to read documents in the non-disclosable folder
Open case(s) assigned to the specialist Read and update for all documents in both the disclosable and non-disclosable folders
Users are able to annotate on documents using Microsoft product functionality and use the Routing Slip Functionality. See IRM 7.15.8, Employee Plans TEDS User Manual, Tax Exempt Determination System (TEDS) Routing Slip Features.
The Determination Specialist role permissions for the CCR are read, add/create and update.
The Group Manager role can perform these actions on cases assigned to her/his group:
Assign or unassign cases
Propose to purge documents
The Area Manager role permits a user to oversee the determination process for cases assigned within the area. The Area Manager may read, add, update and propose to purge documents for cases assigned to her/his area. An Area Manager can delegate permissions to their members and to the other Area Manager.
An Area Manager can't delegate to members of another Area.
The Executive Management role permits a user to read documents and add comments to a CCR.
The FSM role is assigned to TE/GE Business Customer Support (also known as TE/GE Operational Program Support (TOPS)).The role can:
Add user accounts to TEDS
Run security reports and audit trails
Invalidate user accounts
The NUI Manager role can read, add, update, and propose to purge documents and information in the NUI. The NUI Manager can delegate to a user in the same Business Segment.
The System Support role assigned to TOPS has read−only access. A user with this role can’t
Access open or closed case containers
View payment information
The Records Manager role can:
Read, add, delete and purge applications and folders created by the system (e.g., disclosable/non-disclosable and purge folders).
Read all user and group profiles.
Update a CCR entry, override all delegations and make new delegation of roles across all levels.
Delegate any role except the FSM and Records Manager roles.
Role Delegation allows managers to delegate one or more of her/his user roles to members of her/his group members or to another manager.
Role Delegation characteristics include:
Delegating a role to multiple users.
Delegating roles with differing date ranges.
Limiting the role delegation to no more than a 30-day period.
Revoking or cancelling a delegation.
Not allowing the delegate to re-delegate a role to another user.
These users have the ability to delegate her/his role:
If ... Then ... Group Manager Can delegate Group Manager & Group Secretary/Clerk roles. These roles can only be delegated to: Area Manager Can delegate Area Manager, Group Manager & Group Secretary/Clerk roles. These roles can only be delegated to: Executive Manager Can delegate Group Manager, Executive Management and Area Manager roles. The Executive Manager can delegate to any user under her/him. NUI Manager Can delegate the NUI Manager role to a user in the same Business Segment. Records Manager Can delegate any role (including NUI Manager, Executive Manager, Area Manager, Group Manager & Group Secretary/Clerk roles). Can not delegate the Functional Security Manager and Records Manager roles. A Records Manager can override all delegations and can delegate roles across all levels.
To delegate a managerial role, the TEDS user must first identify her/his target user using TEDS user search.
Use these steps to search for the target:
Step Action 1. Click Advanced Search.l 2. Select Object Type: TEDS User (teds_user). 3. From the Properties drop down menu, select:
Employee Group Number
Standard Employee Identifier or other know criteria
4. Enter group number, Standard Employee Identifier (SEID), or known criteria of target user. 5. Click Search.
See Exhibit 7.15.4-1, Advanced Search - TEDS User
To initiate the role delegation:
Step Action 1. Highlight the line of the target user. 2. Click menu selection Role Delegation. 3. Click Delegate Role(s) on the drop down menu.
See Exhibit 7.15.4-2, Role Delegation
To select role:
Step Action 1. Click drop down box. 2. Select the desired role.
See Exhibit 7.15.4-3, Selecting a Role
To select delegation date range:
Step Action 1. Enter a Start Date and End Date using the calendar option accessed by clicking the calendar. 2. Click Add to complete selection of the role. 3. Click OK. 4. Repeat steps to add additional roles.
See Exhibit 7.15.4-4, Selecting Calendar Date Range
To confirm role delegation:
Step Action 1. Verify role selections and start and end dates. 2. Click Remove to remove an individual role prior to completing the delegation process. 3. Click OK to complete delegation or Cancel to abort.
See Exhibit 7.15.4-5, Role Delegation Confirmation Screen
Notifications are sent to the delegate’s Inbox to alert her/him of:
Delegated roles (sent to the delegator’s Inbox)
Expiring delegated roles (sent 24 hours prior to expiration)
Revocation of delegated roles
Active and pending delegated roles are listed at the bottom of the delegate’s user profile.
A role delegation may only be revoked or cancelled by the delegator, a Records Manager or a FSM.
To revoke a delegation:
Step Action 1. Click Advanced Search. 2. Select Object Type: TEDS User (teds_user). 3. From the Properties drop down menu, select Employee Group Number, Standard Employee Identifier, or other known criteria. 4. Enter group number, Standard Employee Identifier (SEID), or known criteria of target delegate. 5. Click Search. 6. Click on the SEID of the target delegate. 7. Click Remove in the acting and pending delegations section of the delegate’s user profile.
See Exhibit 7.15.4-6, Select the Delegate