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Part 25. Special Topics

Chapter 14. Integrated Management Planning and Information System (IMPIS)

Section 1. Production Control and Performance Reporting (Cont. 1)

25.14.1  Production Control and Performance Reporting (Cont. 1)

25.14.1.5 
Service Center Production Control

25.14.1.5.8  (04-01-2007)
System Output

  1. Production Reports

    PCC 01–40 Q Service Center Master POF List
    PCC 1081 (RJ) V POF Control
    PCC 22–40 D Daily Production Report POF Sequence
    PCC 24–40 D Daily Production Report OFP Sequence
    PCC 24–80 V OFP control
    PCC 32–40 D Batch Profile Report
    PCC 40 W/Q Sort Performance

  2. Performance Reports

    PCC 42–40 W/Q Employee Detail Summary Report
    PCC 46–40 W/Q Abstract Report
    PCC 60–40 W/Q Managers Report
    PCC 62–40 W/Q Program Analysis Report

  3. Fast Print Reports

    PCC 26–40 V Master File Select List
    PCC 28–40 V Abstract

  4. Adjustment Reports

    PCC 10–40 D Error Register
    PCC 10–41 D Production Performance Adjustment List
    PCC 15–02 D Valid Transactions and Rollbacks
    PCC 15-40 D Error Listing
    PCC 20–40 D Daily Adjustment Error List
    PCC 44–40 W/Q Abstract Error List

  5. Note "D" = Daily, " Q" = Quarterly, "W" = Weekly and " V" = Variable (must be requested).

25.14.1.5.9  (04-01-2007)
Daily Production Report

  1. The Daily Production Report (DPR) provides daily scheduled and actual production, and cumulative data from January 1 through December 31. Inventory (returns in-house but not yet processed) and receipts data is also furnished.

  2. This report is used to monitor each day ’s production as it flows through the various functions and processes. It relates actual to scheduled production on which staffing requirements were developed. It identifies abnormal inventories and production bottlenecks. Thus, it makes available to managers the necessary production information to permit prompt decisions regarding the use of overtime, adding or decreasing staff needs, etc., as necessary to achieve production goals.

  3. The DPR is generated in two formats. The difference in two formats is the arrangement of the data. One is produced in OFP sequence (PCC 2440) and the other in POF (PCC 2240) sequence.

  4. The DPR must be monitored daily to assure that the data input is correct.

  5. This data becomes part of the history base used to prepare the Work Plan and the Work Schedules for the next fiscal year.

  6. Volumes in Functions 910–970 are taken from Project PCD (565). See IRM 3.30.126, Control Data Analysis.

25.14.1.5.9.1  (04-01-2007)
Daily Production Report Control Records

  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 1081) which controls the printing of the data in POF or workflow sequence, and RP Records, PCC 2480, 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:

    Record Position Description
    1–5 Input the program code to be printed. The records for summary programs must be input with an "X" in place of the zeros. For example, program code 37000 would be input as 37XXX. Control records must be in ascending program code sequence.
    6 Input the type of output desired;"D" for Detail and "S" for Summary.
    7–74 The print sequence of organizations and functions for a program. The first OF is input in positions 7–10, the next in positions 11–14, etc. (The first 2 positions of the Organization followed by the first 2 positions of the Function, e.g. OF 31000 – 110 = 3111). This printing may be either in workflow or ascending numerical sequence. A maximum of 17 OF combinations will fit on a record.
    75–78 Blank
    79 If more than seventeen OF sequences are needed, input a "B" in position 79 to indicate that additional OF sequences are following on a second record. Input positions 1-6 of the second record the same as the first record and then input the next OF combination in positions 7–10. Only the first record will have a "B" in position 79. Only two records are allowed (34 OF combinations) for a single program.
    80 Input "J" .
    Positions remaining after the last organization and function code combinations are left blank in record positions 7–74.
    Any organization and function code combination not listed will not be printed on the Daily Production Report.
    Any Batch and Production Control Records that are not matched on the OFP Consistency File will be printed on an error listing.

  3. When establishing and maintaining Daily Production Report Control Records via PCC 1081 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 Codes should have a Summary Record.

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

  4. When updating Daily Production Report Control Records via PCC 1081 use the following guidance:

    • Via E-mail open an ITAMS to request a current copyof PCC 1081.

    • After receiving PCC 1081, update as follows: (1) to add highlight updates in blue (2) to delete highlight updates in red (3) to change highlight updates in green

    • Mail the updated PCC 1081 providing the implementation date (MMDDYYYY), to the same contact that E-mail you the file.

  5. Use the RP Record (PCC 2480) 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 report. The organization codes must be in ascending sequence with blanks between the organization codes. Input a "P" in position 80.

25.14.1.5.9.2  (04-01-2007)
Balancing the DPR

  1. Each morning the Daily Production Report should be balanced to assure that each posting was properly made. The following procedures can be used, but are not necessarily the only way to balance the DPR. Each campus may have its own method for balancing the DPR:

    1. The cumulative Actual Production for Function 610 equals the sum of: Closing Inventories for Functions 910, 920, 930 and 940; PLUS or MINUS the closing inventory for Function 170; PLUS the actual receipts for Function 150; PLUS Cumulative Actual Receipts for Functions 950, 960 and 970.

    2. The total Program Ending Inventory equals the sum of: Cumulative Actual Receipts for Function 180 PLUS Function 170 MINUS Cumulative Actual Production for Function 970 (this should equal Cumulative Actual Receipts for Function 110), MINUS Cumulative Actual Production for functions 950 and 960, PLUS any minus Closing Inventories.

    Note:

    All minus Closing Inventories must be reconciled and adjusted except for Function 950.

  2. After balancing the DPR, compare data for Functions 910 through 940 (on the DPR) with the totals from Project PCD (565), IRM 3.30.126, Control Data Analysis.

    1. For Function 910 Errors: Receipts equals the Raw Errors Today from the Block Proof Summary and Error Analysis Report; Production equals the Errors Cleared Today from the same report.

    2. For Function 920 Rejects: Receipts equals the Raw Rejects Today from the Block Proof Summary and Rejects Analysis Report; Production equals the Raw Rejects Cleared Today from the same report.

    3. For Function 930, BOBs: Receipts is Today ’s New BOBs from the BOBs Analysis Report; Production is the BOBs Cleared Today from the same report.

    4. For Function 940, Block Deletes: Receipts is Today New Block Deletions from the Block Deletion Analysis Report; Production is Today Block Deletion Releases (Re-input plus Program Deletes from the same report).

  3. The Daily Receipts volume in Function 950 "To MCC" are the total of the production in Function 610, minus the receipts, plus the Production from Functions 910 through 940, Actual period data. The cum production volume "To MCC" is the cum Good Tape Transaction items from the Block Proof Summary and Error Analysis Report.

  4. Daily receipts and production figures for Function 960, Program Deletes, and Function 970, Re-inputs are taken from Project PCD (565). See IRM 3.30.126, Control Data Analysis.

  5. Note whether any minus daily closing inventories appear on the report. These may be due to any of the following:

    • Not closing out PIMS

    • Bad adjustments of Form 4465, Daily Production Adjustments Log

    • Differences between actual and estimated volumes

    • The Cum Volume Cleared ISRP is greater than the actual volume on the batch. This can happen on low activity programs.

  6. 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 in order to keep these reports in balance. See the Exhibit 25.14.1–13 for do ’s and don’ts of 9xx function adjustments.

  7. Balance Daily Production Report to Batch Profile Report to ensure accuracy.

    1. Use the same programs from DPR and BPR, compare Daily Production Closing Inventory totals to Batch Profile Report Inventory Function Volumes. Totals should equal. DPR Function 610 Closing Inventory should equal Batch Profile Cleared DIS-Today.

    2. All imbalance conditions must be adjusted. (See IRM 25.14.1.5.9.4 for "Sample Manual Adjustments" .)

25.14.1.5.9.3  (04-01-2007)
DPR Production Adjustments

  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 Adjustment 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. See Exhibit 25.14.1–12.

  3. Elements on the Daily Production Adjustment Record include:

    Record Position Title
    1 Record Code — Always "3"
    2 Adjustment Code
    8 – 12 Organization Code
    13 – 15 Function Code
    16 – 20 Program Code
    26 – 33 Receipts this quarter
    34 – 41 Cumulative Receipts since January 1
    42 – 48 Cumulative production this week
    49 – 56 Cumulative production to end of scheduling period
    57 – 64 Cumulative production to end of year
    65 – 72 Daily closing inventory
    73 – 80 Actual production first six or nine months
    All positions not specified are left blank. See WP&C/DPR record layout Exhibit 25.14.1–21

  4. Performance and production adjustment codes include:

    Adj. Code Action
    2 Establish or replace adjustment amounts for amounts on the master file.
    3 Add or subtract adjustment amounts to the amounts on the master file.
    4 Delete the performance (production) fields from the matching record on the master file. Not valid for Abstract Performance Adjustments (Control Code 1 or 2).
    9 Delete the entire matching record from the file. (Do NOT use unless approved by Joint Operation Center, Data Management Reports).

  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 receipt adjustment is a larger number and positive if the production adjustment is a larger number.

    11. When the receipt 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 25.14.1–13 is a guide for making DPR adjustments. These adjustments are made from reports specified in IRM 3.30.126, Control Data Analysis.

25.14.1.5.9.4  (04-01-2007)
Sample Manual Adjustment

  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 25.14.1–21 for BPR Adjustment record layout.

    1. The following adjustments must be made on the 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 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. (1) Daily Productions Adjustment Log adjustments.

      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 25.14.1.5.9.4).
      3 Make corrections to cleared functions (For 400 documents as in IRM 25.14.1.5.9.4).
      4 Make a Function 230 Batch Control Record (Record Code 7, Adj Code 1, Type Code 3) with 0000 in Actual Volume.

25.14.1.5.9.5  (04-01-2007)
Date Record

  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:

    0 Record Code (Position 1).
    31–36 Saturday week ending date — Input the calendar (month, day, year).
    37–39 Julian date.
    40–45 Report date — Current date for the BPR and DPR (Input the Monday–Friday calendar date).
    46–48 Julian date.
    49 Day code — Input the applicable code for the day corresponding to the Report Date above. The day codes are:
      0 Sunday
      1 Monday
      2 Tuesday
      3 Wednesday
      4 Thursday
      5 Friday
      6 Saturday

    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, 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 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 Runs PCC 10A and PCC 10 with the holiday date and then proceed with normal processing.

25.14.1.5.9.6  (04-01-2007)
Daily Date Record

  1. The Daily Date Record (PCC 1080) 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:

    Record Position Description
    1 Record Code 0