3.30.19. Production Control and Performance Reporting

(1) Four weekly WP&C Reports are produced by the system. Two of these, the Managers Report and the Program Analysis Report, use weekly schedule data from the workload scheduling system, performance data from the Project PCA, and production data from the Daymast File as inputs. Since the Daymast is updated daily and these reports are often not produced until the next week, users should be careful to use the proper Daymast file for these reports. The other two reports, the Abstract Report and the Employee Detail Summary, provide fiscal information on employees by organization. Data for these reports comes from Project PCA.

(1) The Managers Report (PCC-60-40) is a weekly report designed to provide site managers with an evaluative tool to manage their operations. The report compares scheduled or projected data with actual production. The report is also used in the work planning/scheduling process. See Exhibit 3.30.19-5 for a sample and description of the Managers Report.

(2) This report is also used by BOD managers and analysts to monitor various operations and/or programs within their purview.

(3) This report consists of two major sections, Performance and Evaluation. The Performance part of the report is generated from the approved Work Schedule, various volume reports (including Unit Production Records), and actual staff hours taken from the Employee Time Report, Form 3081. The Evaluation part of the report provides analysis of the performance data in the first part of the report. It pinpoints and analyzes the differences and gives an indication of what the results will be if current conditions prevail.

(4) The report is printed in OFP sequence. It shows the first two positions of the five digit Organization code (XX000), the first two positions of the three digit Function Code (NN0), and the five digit Program Code (NNNNN) — the first four positions are specified in Document 5995A via link located on the OFP Code Web Site at http://etd.ds.irsnet.gov/etd/ofp and the fifth digit is designated by local management.

(5) Each OFP combination that has hours scheduled and/or reported during the covered period is shown on the report. Cumulative data covers the six month period January-June, and the three month report periods July-September and October-December.

(6) This report generally covers a one week period, running from Sunday through Saturday. When the periods ending June 30, September 30 and December 31 fall on any day other than Friday, Saturday or Sunday two reports will be produced for that week — one from Sunday through the quarter ending date, the second from the next day through Saturday.

(7) The Enterprise Computing Center will ensure that the report is electronically available by Wednesday of the week following the close of the reporting period. In addition, Enterprise Computing Centers will transmit a copy of each campus’ report to the Control-D Web server and Business Objects. If for any reason reports are not transmitted by the designated date, the appropriate Enterprise Computing Center (ECC-MTB/ECC-MEM) should contact the WP&C Coordinator, Quality Section in Submission Processing (SE:W:CAS:SP:PM:Q) immediately and give a status of the problem.

(8) Control D and Business Objects provides to the Business Operating Divisions access to WP&C/Managers, Program Analysis, Abstract, Employee Detail, and OFP Analysis Reports via personal computers. Electronic transmission of these reports have eliminated the administrative burden of printing and mailing paper copies.

(9) Six reports are transmitted weekly including the Managers Report (PCC-60-40) the Program Analysis Report (PCC-62-40) the Abstract Report (PCC-46-40), and campus extracts (PCC 46), (PCA 07), and (PCC 60W/Q).

(10) The performance section is generated from the approved work schedule, various volume reports, and the actual staff hours taken from Form 3081, Employee Time Report.

(11) The evaluation section provides analysis of the performance data in the first part of the report. This section pinpoints and analyzes the differences between the scheduled rate and hours, and the actual rate and hours. It also gives an indication of what the results will be if current conditions continue. The analysis of this information may be used to determine whether to alter existing conditions in order to change future results.

(12) An asterisk (*) printed next to a cumulative figure indicates that the figure has been adjusted for the week.

(13) The report is printed in OFP sequence. Reporting begins with the first two positions of Organization Code (e.g., 34000), the first two positions of Function Code and all five positions of Program Code. Summaries of overhead programs, Operation and Department totals are provided in a special section at the end of the report.

(14) An OFP must have actual hours or scheduled hours reported before it will print on the Managers Report. Production volumes reported in the WP&C system without actual or scheduled hours are excluded in the Managers Report. See Exhibit 3.30.19-5.

(15) Program number 00000 can be used as a Function Summary for all volumes reported to OFPs in the function which do not have hours reported (i.e., 31000–110–00000 or 31000–180–00000). IRM 3.30.19.2.6.7.2(1) - (5) for more information on creating summary records using Performance and Cost Control Record (PCC-60-81).

(16) Hours from programs in 598XX series are excluded from operation and campus totals.

(1) The Program Analysis Report (PCC-62-40) is a weekly report which provides managers with an evaluative tool to manage their operations. It contains basically the same data elements as the Managers Report but differs in that it is printed in POF sequence. See Exhibit 3.30.19-5 for a sample of the Program Analysis Report.

(2) The report reflects all volume and staff-hour data that is reported in IMPIS. Volumes that are reported for production control purposes but suppressed in other Performance and Cost Reports will be reflected in the Program Analysis Report. For certain Program Codes a volume count may be shown without the corresponding staff-hours. In these cases the staff-hours and volume counts were reported at a higher summary level.

(3) Quarterly and semi-annual reports will include data through the last day of the quarter or semi-annual period. These quarter or semi-annual reports will end on September 30, December 31, and June 30. When these dates fall on any day other than Friday, Saturday or Sunday, two reports will be produced for that quarter — one running from Sunday through the last day of the planning period and one running from the next day through the last day of the next planning period.

(4) Distribution of the Program Analysis Report is identical to that for the Managers Report. (See IRM 3.30.19.2.6.2.(8) and IRM 3.30.19.2.6.2.(9))

(5) Columns and calculations for the Program Analysis Report are the same as for the Managers Report. An asterisk (*) printed next to a cumulative figure indicates that the figure has been adjusted for the week.

(6) Summaries are provided by the four high order digits of program code. Program summaries of scheduled and actual production, standards and rates include the numbers taken from the function designated as the point of count. The summaries for all other columns include all the details for the program. If no function has been designated as the point of count, the volume field will be left blank. A one line Service Center Total appears at the end of the report.

(7) OFPs with volume reported but no actual or scheduled hours are included in the Program Analysis report.

(8) At the end of each program is a campus summary (20000/3Z000, A0000/FZ000) as well as the total campus’ program summary (10000–FZ000). All summaries are by program code.

(1) The Abstract Report (PCC-46-40) is a weekly report used to track hours and costs by fiscal activity and employment category. It is also used in preparing the Reconciliation of Payroll and Performance Cost Report, Form 5462. See Exhibit 3.30.19-5. for a sample and description of the Abstract Report.

(2) A separate page is printed for each employment category, within each operation with summary pages by funding code and a total organization summary. Period and cumulative information is provided by operation for each week of the quarter.

(3) Four reports are printed for each operation:

• Permanent Employment Category — Hours and cost for all permanent employees within a program activity.

• OTF/T {C/C} Employment Category — Hours and cost of all seasonal employees within a program activity.

• Program Activity Summary — Total of the Permanent and OTF/T {C/C} Employment Category hours within a program activity. For example, in Exhibit 3.30.19-5 for the week ending 04-04, the permanent hours of 849 added to the OTF/T {C/C} hours of 6,282 equals the total hours of 7,131 for Program Activity 2B.

• Branch Summary — Total hours in the operation/department. This includes all program activities within an operation/department.

• Other pages may be included at the campus' option by using the Temporary Category Code. This code can be used to obtain a more detailed breakdown of the above categories. For example, the Temporary Career/Career-Conditional Category could be separated by new and returning WAE/Seasonal employees.

(4) Each Employment Category is printed on a separate page with summary pages by Funding Code and a Total Organization Summary.

(5) Each page includes from 1 to 14 weeks data (week by week). Cumulative data is kept for the quarter, except for April–June when cumulative figures also include the January–March figures.

(6) The total line for period data equals the total of all period lines. This may be different from the cumulative total because adjustments will only correct cumulative data. The period total line for April to June includes the January–March data. This line does not print if only one week’s data is present.

(7) Memorandum items (Compensatory Leave, Night Differential, Sunday Premium, and SC Details In) are not added in the totals.

(8) Distribution of the Abstract Report is identical to that for the Managers and Program Analysis Reports. (See IRM 3.30.19.2.6.2.(8) and IRM 3.30.19.2.6.2.(9)).

(1) Performance adjustments can be annotated on Form 4464, Daily Performance Adjustments Log or Form 8069, SCRS Managers Performance Adjustments Log, and then sent to the servicing WP&C Reports Team for processing.

(2) Performance Adjustment Records are used to adjust hour and cost data on the Abstract and Managers Reports. A managers performance adjustment with a program activity code will adjust the total basic hours and/or basic cost fields on the Abstract Report. If the program activity code is not present, the Abstract Report will not be adjusted.

(3) Two records are used to adjust data on the Abstract Report. These records are independent, the presence of one does not require the presence of the other.

(4) Fields on the first Abstract Performance Adjustment Record used to adjust Night Differential Hours/Costs, Sunday Premium Hours/Costs and Basic Hours/Costs (Control Code = 1) include:

(5) Fields on the second Abstract Performance Adjustment Record used to adjust Compensatory Leave Hours/Costs, Paid Overtime Hours/Costs and Unpaid Overtime Hours/Costs (Control code = 2) include:

(6) Fields on the Managers Performance Adjustment record used to adjust Total Hours and Total Costs (Control Code = 0) include:

(7) Either the Total Hours or Total Cost field must be present; except for a delete.

(8) A Managers Performance Adjustment with a Program Activity Code and Funding Code will adjust Total basic hours and basic costs on the Abstract Report. These are basic hours. If these codes are not included, the Managers Report will be adjusted but the Abstract Report will remain unchanged.

(9) Required fields for deleting data from the Abstract Report are the Record Code, Adjustment Code (9), Control Code, Employment Category, Organization Worked, Program Activity Worked, and Week Ended. The Week Ended should be the last week on the file. The delete action will change the last week’s cumulative data to zero. This record will remain on the file for two weeks. If no further adjustments are made, the whole record will be deleted from the file. This two week delay allows the correction of an erroneous delete action before the record is purged from the file.

(10) Required fields for deleting data from the Managers Report include the Record Code, Adjustment Code (4 or 9), Control Code, Organization, Function, and Program. A delete adjustment to the Managers Report will not affect Abstract Report data.

(11) Performance adjustments adjust cumulative data only. Period data will not be changed.

(12) The Overhead Indicator on abstract adjustments is used to put the hours adjusted in the Overhead column for use in calculating the Overhead to Direct and Overhead to Total Percentages. A "9" indicates an adjustment to Overhead Hours; a "blank" adjusts Direct Hours.

(1) The Employee Detail Summary Report (PCC-42-40) is a weekly report which provides managers with data for tracking detailed employees between operations/departments and fiscal activities. See Exhibit 3.30.19-10 for a sample of the Employee Detail Summary Report.

(2) The report is printed in organization sequence. A page is generated for period and cumulative data, as well as pages for campus summaries. Each page lists the hours and costs (regular and overtime) for employees (permanent and temporary) detailed "To" and "From" an organization by operation/department and Program Activity Code. This report is used to track hours and costs when employees charge hours (detail their time) either to a different operation/department or to OFPs with a different Program Activity Code than their home organization and home PAC. There is a period data page and a cumulative data page. The Employee Detail Summary reflects the number of hours used and the cost of permanent, temporary, and overtime hours. It also identifies the program activity to which the hours are charged.

(3) The left side of the report (Detail To) describes details from the organization listed in the heading to the organizations and fiscal activities listed on the side of the report. The right side of the report (Detail From) describes details from the organizations and fiscal activities listed on the side of the report to the organization listed in the heading.

(4) The total hours detailed out "To" equal the permanent regular and overtime hours plus the temporary regular and overtime hours.

(5) The total hours detailed in "From" equal the permanent regular and overtime hours plus the temporary regular and overtime hours.

(6) When an employee is on detail to another area, the hours are not charged to the Assigned Organization, but the salary (cost) is still paid by the Assigned Organization. Only when the employee is on a temporary promotion, are the hours and costs charged to the Receiving Organization.

(7) All zero organizations or management activities will not print on the report.

(8) Information included in the Employee Detail Summary may be balanced to the "Inter-Activity Service Center Details-In and/or SC Det In" column on the Abstract Report.

(1) Employee Detail Adjustments are prepared whenever erroneous data (e.g., erroneous organizations or Form 3081, Employee Time Report prepared incorrectly) posts to an Employee Detail Job Record.

(2) Employee Detail Adjustments can be annotated on Form 8209, Employee Detail Adjustments Log, and then sent to the servicing WP&C Reports Team for processing.

(3) Fields on the Employee Detail Adjustment Log include:

(4) At least one of the data fields, Regular Hours or Costs, Overtime Hours or Costs must contain data; except for a delete.

(5) Adjustment Code 2 must be used if adding hours to a record that did not previously exist, for example; if a Detail "From" Organization 31000 to 34000 (same program activity code) was incorrectly entered as a Detail "To" Organization 43000 and no other hours had been reported from Organization 31000 to 34000, then:

1. Add the hours and costs to Organization 31000 to 34000 using Adjustment Code 2.

2. Subtract the hours and costs from Organization 31000 to 43000 using Adjustment Code 3.

(1) If the quarter ends on other than a Friday, Saturday, or Sunday, it is necessary to produce a quarterly Performance and Cost Report as of the end of the quarter. It is not necessary to produce a quarterly P&C Report on March 31. Use the following procedures to produce the quarterly report:

1. Process Forms 3081 and production records for the short week. Produce Project PCA run PCA–03 for the quarter using a "Q" in the Project PCA Date Record.

2. Complete Daily Processing for the last day of the quarter.

3. Run the Quarterly Schedule Update Run (Run PCC–01Q). This run will:

Copy the Daymast, Abstract and Employee Detail Files. One set of files can be used for end of quarter processing while the other set of files will be used for daily updates for the next quarter. Zero out quarterly elements on the files. Certain fields such as receipts and production for the DPR, will only be zeroed on Dec. 31. Replace the schedule data on the Daymast. Produce the SC Master Data File POF List. Note: Records with all zeros in the data fields (Scheduled Volume and Hours, Actual Volume and Hours, and Inventory) will be deleted only if the Adjustment Code is "9".

4. Run the End of Quarter Processing (Run PCC 40Q) using the copied files.

5. Run PCC 01W — this must still be the first run of the next daily processing run.

(1) The closing inventories for each POF on the Master File as of the last day of the processing period will automatically be rolled over as the opening inventory for the first day of the new processing period. The other fields will be zeroed out automatically.

(2) In order to balance the DPR, adjustments must be made to include the inventories in each function as receipts. In the pipeline area, these inventories must show as processed work in each prior function.

(3) Special BBTS programming, the BBTS Beginning of Year file, provides new receipts and production figures for each OFP based on the batches of work remaining in the pipeline. This file creates all Production Adjustment Records needed to populate the Daily Production Report (DPR) as 3,2 Production Adjustment Records.

• Receipts in Functions 910 through 950 will be the same as opening inventories in Functions 910–950.

• Receipts in Function 610 will be the total of Function 610 production plus Function 610 inventory.

• Production in Function 230 will be the same as receipts in Function 610.

• Receipts in Function 230 will be the total of Function 230 production plus Function 230 inventory.

• Receipts and production for Functions prior to 230 are computed by BBTS’s "Beginning of Year" run according to the workflow established for each program. The receipts in each function must agree with the production from preceding functions.

• Cum Receipts and Production in Function 110 will equal the cum Receipts in Function 180 plus Function 170 minus the cum Receipts in Function 970 (Re-inputs), plus the inventory in all functions prior to Function 180.

(4) The BBTS Beginning of Year file will also create 3,2 Production Adjustment Records needed to set the inventory for Organization 43000 Functions 910 through 970 to zero for each program number (and sub-program number) that appears on the DLN Reference File for a campus that has a valid OFP for that campus.

(5) After the cumulative data is determined, WP&C Reports Teams will prepare Form 4465, Daily Production Adjustments Log for input of the production adjustments where needed. IRM 3.30.19.5.9.3. for more information on Form 4465.

1. Once the inventory calculations have been completed, WP&C Reports Teams will total all inventories for Functions 910 to 940 and add them to cumulative receipts and production beginning with Function 610. Include the calculated inventories in all previous functions in the routing pattern for the specific Program Code continuing through Function 110. PCC-22-40 Daily Production Report (DPR) totals will differ from Pipeline Inventory Monitoring System (PIMS) totals by these calculations. Production Monitors should be notified of the adjustment amounts for monitoring purposes. Exhibit 3.30.19-8. for a sample of the PCC-22-40.

2. For each OFP, post the cumulative receipts volume to "Cumulative Receipts Since January 1," positions 34–41 and the cumulative production volume to "Cumulative Production to End of Year," positions 57–64.

3. Do not enter production in any other production or receipts field on the Form 4465, Daily Production Adjustments Log. To do so will cause it to appear on the Performance and Cost Report for the new year.

(6) Unit Production Adjustments — Receipts for Unit Production reporting will be the same as the opening inventory on the Organization Sequence DPR (PCC-24-40) for the first day of the new processing year. WP&C Reports Teams will enter the information in "Cum Receipts Since January 1", positions 34 – 41 for each OFP as applicable.

(1) The Service Center Master File POF List (PCC-01-40) is produced as an aid for WP&C Reports Teams in their year end processing and for Master File clean-up. This listing contains every POF combination that is on the Master File at the completion of processing and its closing inventory.

(2) The Last Action Date shows the year and Julian Date of the last posting to the POF. This tells whether all the transactions have posted or not.

(3) Schedule on File, Old and New. An "X" in one of these columns indicates that there was or is schedule information on the Master File.

(4) Hours or Cost. An "X" indicates that there are hours posted on the old Master File.

(5) Closing Inventory Forward. The closing inventory as of the last day of the year.

(1) Daily Production Report Control Records control the printing of the detail records and summary totals on the Daily Production Report. There are two kinds of DPR Control records; "RJ" Records (PCC-10-81) which controls the printing of the data in POF or workflow sequence, and "RP" Records (PCC-24-80) which controls the printing of the report in OFP sequence.

(2) An "RJ" control record is required for each detail and summary program to be printed in workflow sequence. These records are input as follows:

(3) When establishing and maintaining Daily Production Report Control Records via PCC-10-81 consider the following:

• The first five digits (program code) of every record, must be listed in ascending order. Begin with the lowest number and graduate to the highest number. If the Program codes are not listed in ascending order, the PCC 22 run will stop at the first Program code that is numerically out of order.

• When establishing the alpha fifth digit "X" DPR Control Records for the Summary program, follow the highest fifth digit program number.

• Functions 910, 920, 930, 940, 950, 960, and 970 should be established for all Parent Program Codes (Program numbers that end in zero) that flow through normal GMF processing.

• Functions, 910, 920, 930, 940, 950, 960, and 970 should be established for all Summary Records that are created for Parent Program Codes.

• Function 950 (only) should be established for Child Program Codes (Program numbers that end in numbers 1 - 9). 910-940 and 960-970 should not be established for Child Program Codes.

• All Parent Program Codes that have one or more Child Program Code should have a Summary Record.

• When there is one or more Child Program Code, the Parent Program Code should be established.

(4) When an update is required for Daily Production Report Control Records via PCC-10-81 use the following guidance:

• Contact the Headquarters WP&C Coordinator to request a current copy of PCC-10-81.

• After receiving PCC-10-81, update as follows: (1) to add highlight updates in blue (2) to delete highlight updates in red (3) to change highlight updates in green .

• E-mail the updated PCC-10-81 providing the implementation date (MMDDYYYY), to the Headquarters WP&C Coordinator for processing.

(5) Use the "RP" Record (PCC-24-80) to print the DPR in OFP sequence. Starting in positions 1 through 38 input the two high order digits of each organization to appear on the PCC-24-40 DPR report. The organization codes must be in ascending sequence with blanks between the organization codes. Input a "P" in position 80.

(1) Each work day review the PCC-10-40, PCC-15-40 and PCC-20-40 Daily Error Registers for production records from the prior day that did not post. If the reason the record appears is due to an action taken by the Production Monitor (Received Date Change, Cycle Change, or Volume Change), no action is needed. If the reason the record appears is not known, the Production Monitor should contact their servicing Reports Team or the Headquarters WP&C Coordinator for assistance in resolving the issue.

(2) Closing inventories on the PCC-32-40 Batch Profile Report should match the closing inventories on the PCC-22-40 Daily Production Report.

(3) The inventories and receipts for Function 910 through Function 970 on the PCC-22-40 DPR should match the inventories and receipts on the PCD-03 Block Proof Summary Report. Manual changes made to the Block Proof Summary via a Form 8350 processed by the Campus Data Control function must be adjusted into the PCC-22-40 DPR each day. See Exhibit 3.30.19-9 for do’s and don’ts of Function 9XX adjustments.

(4) Using the Summary X level program code on the PCC-22-40 DPR 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 Function 970, Function 960 and Function 950 plus the Closing Inventories for Function 940, Function 930, Function 920 and Function 910.

(5) Using the Summary X level program code verify that the DPR Function 110 through 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 Function 610, Function 230, Function 190, Function 210, Function 180 and Function 170 minus Function 970 Cum Receipts. If the site uses BBTS routes that include Function 300, Function 340, or Function 880, the inventories from those functions should also be included in the calculation.

(6) At least once per week the DPR child level sub-program codes should be verified. These programs will have routes (function codes) through each pipeline function but will only have PCD-03 Function 950.

1. The Function 950 Cumulative Actual Receipts equals the Function 610 Cumulative Actual Production.

2. The Cumulative Actual Production for Function 610 plus the Closing Inventory for Function 610, Function 230. Function 190, Function 210, Function 180 and Function 170 plus any additional functions that were in the route (Function 300, Function 340, or Function 880) equal Function 110 Cumulative Actual Receipts and Cumulative Actual Production.

(7) When steps 1 through 5 above have been completed and the reasons for the differences are identified, contact the servicing Reports Team to discuss the discrepancies and request adjustments.

(8) Campus Production Monitors should be contacted prior to any adjustments for Function 110, Function 170, or Function 180 when programs are monitored by the Pipeline Inventory Monitoring System (PIMS).

(9) Function 110 should never have an inventory. If the report reflects an inventory in Function 110 steps should be take immediately to identify the cause and correct the record.

(1) Adjustments to cumulative data are accomplished by use of performance and production adjustment records. These records adjust cumulative data only — period data will not be affected. The exception to this is "Production This Week" on Form 4465, Daily Production Adjustments Log, which is a period adjustment.

(2) Production adjustments to the Daily Master File are made by using Production Adjustment Records to add, subtract, or replace fields on the master data file. Production Adjustment Records are designed to permit manual entries to be input from entries made on Form 4465, Daily Production Adjustments Log.

(3) Elements on the Daily Production Adjustment Record include:

(4) Performance and production adjustment codes include:

(5) General rules for production adjustments:

1. Never adjust the inventory for Functions 110, 610, 960 or 970 unless you are correcting an erroneous adjustment that has posted to this field. Function 110, 960, and 970 inventories should always be zero; Function 610 closing inventory should always be the same as the Function 230 production on the same day.

2. Any adjustment to production for Function 230 must also be made to Function 610 receipts and production and Function 950 receipts and inventory.

3. When you add to receipts only, you must add to closing inventory by the same amount.

4. When you subtract from receipts only, you must subtract from closing inventory the same amount.

5. When adding to production only, subtract the same amount from closing inventory.

6. When subtracting from production only, add the same amount to closing inventory.

7. When adding the same amount to receipts and production, make no adjustment to closing inventory.

8. When making adjustments, the inventory adjustment must equal the receipts adjustment minus the production adjustment.

9. When both receipts and production are positive, the inventory adjustment must be positive if receipts is greater than production and negative if production is greater.

10. When both receipts and production are negative, the inventory adjustment must be negative if the receipts adjustment is a larger number and positive if the production adjustment is a larger number.

11. When the receipts adjustment is positive and the production adjustment is negative, the inventory adjustment must be positive and equal to the sum of the two without the signs.

12. When the receipts adjustment is negative and the production adjustment is positive, the inventory adjustment must be minus the sum of the two without the signs.

13. Exhibit 3.30.19-9. as a guide for making DPR adjustments. These adjustments are made from reports specified in IRM 3.30.126, Control Data Analysis.

(1) A batch has been established on the file with a "From" Function other than 180 (Error Code A on BPR). For example, if the sequence was input as 210–190–230 instead of 180–210–190–230. See Exhibit 3.30.19-14 and Exhibit 3.30.19-15 for the BPR Adjustment record layouts.

1. The following adjustments must be made on the Form 4465, Daily Production Adjustments Log. (The receipts and inventory should have been input to Function 180 from the Type 1 record). Function 180 PLUS Production, MINUS Inventory; Function 210 PLUS Receipts, PLUS Inventory.

2. The Daily Production Report and the Batch Profile Report inventories will be off by the volume on the Function 180 record.

3. On those batches that have been numbered before Batching (With Remit documents), care must be taken to ensure that the actual and estimated volumes are the same. If they are not, adjustments are required to correct the difference between the estimated and actual volumes on the Function 210 record.

(2) The Cum Volume Cleared ISRP is greater than the batch volume (Error Code B). If the batch volume in ISRP (Actual Volume) is 2000 and the Cum Volume Cleared ISRP is 3000. (Sequence 110–180–210–190–230).

(3) Case 1: The Cum Volume Cleared ISRP (3000) is correct. Make the following adjustments on the Form 4465, Daily Production Adjustments Log. Make a Batch Profile Adjustment (Record Code 7, Adj Code 3, Type Code 3) with 3000 in Actual Volume (positions 69–72).

1. Add 1000 (3000–2000) to Receipts and Inventory for Function 230.

2. Add 1000 to Receipts and Production for Functions 210 and 190.

3. Add 1000 to Receipts and Production for Function 180.

4. Add 1000 to Receipts and Production for Function 110.

(4) Case 2: The Actual Volume (2000) is correct. Make the following adjustments on the Form 4465, Daily Production Adjustments Log.

1. Subtract 1000 from Production and add to Inventory for Function 230.

2. Subtract 1000 from Receipts and Production for Function 610.

3. Subtract 1000 from Receipts and Inventory for Function 950. Make a Function 230 Batch Control Record (Record Code 7, Adj code 1, Type Code 3) with 0000 in Actual Volume to drop the batch off the report.

(5) Case 3: Neither volume is correct.

1. Determine the correct volume (e.g., 2600).

2. Make corrections to prior functions (For 600 documents as in IRM 3.30.19.5.9.4).

3. Make corrections to cleared functions (For 400 documents as in IRM 3.30.19.5.9.4).

4. Make a Function 230 Batch Control Record (Record Code 7, Adj Code 1, Type Code 3) with 0000 in Actual Volume.

(1) Date Records are used to provide input dates for the system. They control processing and provide the dates that appear on the daily and weekly Production Control and Performance Reports.

(2) Specific fields on the date record include:

1. The Quarter Ending Date, Quarter Ending Julian Date and Quarter Ending Day Code are entered in positions 50–55, 56–58, and 59 respectively.

2. The campus initials are entered in positions 60–61. Valid initials are AN, AT, AU, B, C, F, KC, M, O, and P. Single initials are entered in position 61 with position 60 left blank.

3. Process indicator (Position 62) – Q = Quarterly/Yearly; W = Weekly/Daily Processing.

4. An asterisk (*) will be entered in position 80 to indicate a mid-week reschedule. Otherwise leave blank.

(3) Specific Date Checks — Daily/Weekly Processing:

1. The report date must be one day greater than the date on the Daymast File and within the same week as the Saturday Week Ending Date.

2. The report date must be within the quarter defined by the quarter ending date.

3. The Process Indicator must be equal to "W".

(4) Specific Date Checks — End of Quarter Processing:

1. The Quarter Ending Date must be a valid Quarter Ending Date (June 30, September 30, or December 31).

2. If the quarter ends on a day other than a Friday, Saturday or Sunday, the report date must equal the quarter ending date. If the quarter ends on a Friday, Saturday or Sunday, the report date is the last Friday in the quarter.

3. The report date must be one day greater than the date on the Daymast File and within the same week as the Saturday Week Ending Date.

4. The Process Indicator must be equal to "Q".

(5) Specific Date Checks — Normal Weekly Schedule Updates:

1. The Process Indicator must equal: "W" for weekly updates or "Q" for quarterly updates.

2. The report date must be greater than the report date on the Daymast.

3. The Saturday Week Ending Date must be exactly 7 days greater than the week ending date on the Daymast.

4. The Quarter Ending Date must be a valid Quarter Ending Date.

(6) Specific Date Checks — Mid-Week Reschedule:

1. The Report Date, Saturday Week Ending Date, and Quarter Ending Date must be equal to the dates on the Daymast.

2. An asterisk (*) must be in position 80.

3. The Process Indicator must be equal to "W".

(7) Specific Date Checks — Special processing for holidays:

1. If a holiday occurs on Monday, Tuesday, Wednesday, or Thursday, some special processing is required to produce the runs and remain consistent with the date checks. No special processing is required for a Friday holiday except when the New Years holiday occurs on Friday, December 31.

2. If the holiday is a Monday: Run PCC 01 and Update Daymast Schedules should be run with a Monday date. Runs PCC 10A and PCC 10, Validate Transaction Records should be run with a Monday date. After performing these runs proceed with normal Tuesday processing.

3. If the holiday is a Tuesday, Wednesday, or Thursday, (or Friday holiday occurring on December 31) perform Runs PCC 10A and PCC 10 with the holiday date and then proceed with normal processing.

(1) The Daily Date Record (PCC-10-80) is used for the Daily Master File update from Batch and Production Control Records. It controls DPR and BPR processing.

(2) Specific fields on the date record include:

(3) Report Dates:

1. When the Quarter Ending Date (i.e., June 30, September 30, or December 31) falls on a Monday through Friday, the Saturday Week Ending Date will be later than the Quarter Ending Date.

2. The Report Date is normally a Monday through Friday. However, a "Supplemental" run can be performed (usually using a Saturday date) to capture Unit Production Record Data.

3. The Quarter Ending Date must be June 30, September 30, or December 31.

4. Valid campus initials are AN, AT, AU, B, C, F, KC, M, O, and P. Single initials are entered in position 67, with position 66 left blank.

5. An asterisk (*) will be entered in position 80 to indicate a mid-week reschedule. Otherwise position 80 is left blank.

(4) Specific Date Checks — Daily Processing:

1. The report date must be one day greater than the date on the Daymast File and within the same week as the Saturday Week Ending Date. (Weekdays cannot be skipped).

2. The report date must be within the Quarter defined by the Quarter Ending Date.

(5) Specific Date Checks — Special processing for holidays:

1. If a holiday occurs on Monday, Tuesday, Wednesday, or Thursday, special processing is required to produce the runs and remain consistent with the date checks. No special processing is required for a Friday holiday except when the New Years Holiday occurs on Friday, December 31 (because it is a Quarter Ending Date).

2. If the holiday is a Monday: Run PCC 01, Update Daymast Schedules, (should be run with a Monday date), run PCC 10A and PCC 10 Validate Transaction Records with a Monday date. After running these runs, proceed with normal Tuesday processing.

3. If the holiday is a Tuesday, Wednesday, or Thursday (or Friday holiday occurring on December 31): Run PCC 10A and PCC 10 with the holiday date and then proceed with normal processing.

(1) The Weekly Date Record (PCC-01-80) is used to initialize a new processing week or initialize a new quarter. It controls the WP&C report processing.

(2) Specific fields on the date record include:

(3) Date Checks — Beginning and Ending:

1. When the Quarter Ending Date (i.e., June 30, September 30, or December 31) falls on a Monday through Friday, the Saturday week ending date will be later than the Quarter Ending Date.

2. The Week Beginning Date is normally a Sunday. However, when a Quarter Ending Date is a Sunday, Monday, Tuesday, Wednesday, or Thursday, the Week Beginning Date will not be Sunday. The Week Beginning Date cannot be a Saturday.

3. The Quarter Ending Date must be June 30, September 30, or December 31.

4. Valid Campus Initials are AN, AT, AU, B, C, F, KC, M, O, and P. Single initials are entered in position 67, with position 66 left blank.

5. An asterisk (*) will be entered in position 80 to indicate a mid-week reschedule. Otherwise position 80 is left blank.

(4) Specific Date Checks — Normal Weekly Processing:

1. The Week Beginning Date must be greater than the date on the Daymast File and within the same week as the Saturday Week Ending Date.

2. The Week Beginning Date must be within the quarter defined by the Quarter Ending Date.

3. The Process Indicator must be "W". The Weekly Date Record for the period that contains the Quarter Ending Date must contain Process Indicator "W". (The next Weekly Date Record — for the first period in the new quarter — will require the Process Indicator "Q".

(5) Special Date Checks — Normal Weekly Schedule Updates:

1. The Process Indicator must equal: "W" for weekly updates or "Q" for quarterly updates.

2. The Week Beginning Date must be greater than the report date on the Daymast File.

3. The Saturday Week Ending Date must be exactly 7 days greater than the Week Ending Date on the Daymast File.

4. The Quarter Ending Date must be a valid Quarter Ending Date.

(6) Specific Date Checks — Mid-Week Reschedule:

1. The Week Beginning Date, Saturday Week Ending Date, and Quarter Ending Date must be equal to the dates on the Daymast.

2. An asterisk (*) must be in position 80.

3. The Process Indicator must be "W".

(7) End of Quarter Processing:

1. The Quarter Ending Date must be a valid Quarter Ending Date (June 30, September 30, or December 31).

2. The Week Beginning Date must be one day greater than the date on the Daymast File and within the same week as the Saturday Week Ending Date.

3. The Week Beginning Date must be within the quarter defined by the Quarter Ending Date.

4. The Process Indicator must be "Q" for the first period after the period that contained the Quarter Ending Date.