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IRS Audits

Chapter 7. Examination Returns Control System (ERCS)

Section 10. ERCS Functional Coordinator

4.7.10  ERCS Functional Coordinator

4.7.10.1  (10-01-2003)
Overview

  1. This section contains information and procedures for the ERCS Functional Coordinator.

  2. The ERCS Functional Coordinator is an integral part of the optimal utilization of ERCS.

  3. The ERCS Functional Coordinator is the liaison between users and the MITS staff. The ERCS Functional Coordinator should be familiar with AIMS and should have knowledge of controlling returns in field and tax compliance office groups, PSP, Case Processing, and Technical Services. The ERCS Functional Coordinator works closely with the AIMS coordinator.

  4. The ERCS Functional Coordinator refers to the ERCS Technical Reference Guide to assist in understanding and running the programs. The ERCS Functional Coordinator should be familiar with all ERCS User Handbooks; IRM 4.4, AIMS/Processing Handbook; IRM 4.9, Examination Technical Time Reporting Handbook; and this chapter of the IRM.

4.7.10.1.1  (10-01-2003)
ERCS Functional Coordinator Capabilities

  1. The ERCS Functional Coordinator is responsible for maintaining the accuracy of all local files. Local files allow the programs versatility in responding to individual needs of the area. All area/industry-dependent information; i.e., valid local project codes, local suspense types, etc., is maintained in local files.

  2. The ERCS Functional Coordinator has access to audit trail information and has the ability to research the audit trail, if required.

4.7.10.2  (10-01-2003)
Security

  1. The ERCS Functional Coordinator ensures local permissions are accurate and up-to-date.

  2. OL5081 (in rare instances - paper form 5081) must be approved by the appropriate manager requesting user additions, name changes, or deletions. If a paper form 5081 is submitted, ensure all required signatures have been obtained prior to forwarding the form 5081 to the system administrator and maintain a copy of the paper form 5081.

  3. The ERCS Functional Coordinator coordinates with the requester, when necessary to assure proper permissions are made available.

  4. The OL5081 for new users should indicate the types of permissions the employee should be granted; i.e., AAC(s) to be accessed, permission (read, write, and/or approval), temporary vs. permanent access, etc. Subsequent changes affecting the user's account, with the exception of a name change or deletion, may be accomplished via e-mail, memorandum, or OL5081, etc. (documentation to be determined locally).

  5. The MITS system administrator must add a new user to the system before the ERCS Functional Coordinator can grant the necessary permissions. The ERCS Functional Coordinator and system administrator must coordinate when the new user's account is established.

4.7.10.3  (10-01-2003)
Approval Authority

  1. The respective manager has the ability to grant approval authority. In the event this is not practical, the ERCS Functional Coordinator may grant temporary approval authority. The request should be made by the territory manager via e-mail, memorandum, or paper form 5081, etc. (documentation to be determined locally).

4.7.10.4  (10-01-2003)
Role and Responsibilities of the ERCS Functional Coordinator

  1. Responsibilities of the ERCS Functional Coordinator include, but are not limited to:

    1. Being an analyst, evaluator, and advisor,

    2. Assuring compliance,

    3. Conducting reviews and making group visitations,

    4. Conducting management studies and providing feedback to management,

    5. Offering suggestions and solutions in operational and procedural areas,

    6. Establishing guidelines for users,

    7. Ensuring the AIMS upload is completed on a daily basis and successfully uploaded,

    8. Attending staff meetings to discuss appropriate access and functionality of ERCS,

    9. Providing training to users concerning ERCS and use of reports,

    10. Weekly reading the Hotline Summary and sharing changes/information with users as needed,

    11. Monthly generating and transmitting the Summary Examination Time Transmittal System (SETTS) by deadlines established by Headquarters,

    12. Monthly generating EITC/ERIS reports and providing them to the appropriate management officials,

    13. Periodically updating local files, ad hoc reports, and/or permissions,

    14. Training new users and training users on changes to the program,

    15. Working closely with MITS and/or the system administrator during installation and implementation of software or updates,

    16. Archiving - an archiving schedule can be accessed via the web at: http://orion.grb.ser.irs.gov/PROJECTS/EXAM/DOCS/ERCS_docs/archiving-schedule.doc,

    17. Unlocking managerial approval records,

    18. If required, generating the SSIVL,

    19. Selectively reviewing the audit trail, and

    20. Serving as a resource person for the users experiencing questions, problems, suggestions, etc.

    21. Ensuring the upload from ERCS to AIMS is performed at least daily,

    22. Periodically