This
section
contains
information
and
procedures
for
territory
managers,
DFO,
area/industry
users,
and
related
staff.
The
actual
instructions
for
Chief
users
can
be
found
in
the
ERCS
Territory
Handbook.
The
purpose
of
this
section
is
to
provide
policy
and
procedure
for
the
use
of
ERCS
by
Chief
users.
The
terms
"
Chief"
and
"Territory
Manager"
are
used
interchangeably
and
are
the
management
officials
and
staff
described
in
(1)
above.
In
an
effort
to
simplify
matters,
the
use
of
the
word
"area"
in
this
section
can
be
assumed
to
also
mean
"industry"
.
4.7.9.1.1
(10-01-2003)
Chief
User
Capabilities
Chief
users
can:
Generate
reports
for
the
entire
area,
Research/display
records,
Update
employee
information
for
employees
in
their
authorized
AAC(s),
and
Input
SETTS
time
for
their
users.
Chief
users
cannot:
Request
tax
returns
on
ERCS,
Update
tax
returns
or
return
information
on
ERCS,
nor
Close
tax
returns
on
ERCS.
A
user
with
Chief
permissions
may
look
at
information
in
any
AAC
in
the
area,
but
does
not
have
permission
to
change
tax
return
status
or
information.
Chief
permissions
should
be
limited
to
the
territory
manager,
or
individuals
in
an
acting
capacity
in
those
positions.
A
Chief
user
may
review
information
and
create
reports
for
any
specified
AAC
in
the
area.
The
user
may
also
create
areawide
reports
of
statistical
data
for
projects,
expiring
statutes,
and
other
priorities
that
may
need
to
be
addressed.
4.7.9.1.2
(10-01-2003)
Chief
User
Position
Codes
Chief
users
generally
utilize
position
codes
101,
130,
131,
201,
202,
and
400.
4.7.9.2
(07-31-2000)
Security
Chief
users
must
be
aware
of
the
potential
for
UNAX
violations
from
the
user
of
ERCS.
As
with
IDRS
and
AIMS,
data
from
ERCS
should
be
accessed
only
for
IRS
business
purposes.
No
attempt
should
be
made
to
access
the
users
own
SSN
or
that
of
a
spouse.
If
the
user's
personal
SSN
or
that
of
a
spouse
is
entered,
the
security
officer
is
notified
of
a
possible
breach
of
security.
The
security
officer
is
also
notified
if
a
user
attempts
to
update
an
employee
audit
return
that
the
user
does
not
have
permission
to
update.
4.7.9.3
(07-31-2000)
Approval
Authority
The
purpose
for
requiring
approval
authority
is
an
internal
control
to
prevent
examiners
and
group
managers
from
ordering
tax
returns
or
updating
inventory
outside
their
authority.
Updates
that
require
approval
by
the
next
higher
level
of
authority
include:
Updating
of
the
statute
of
limitations
Closing
cases
Requisitioning
of
returns
Approval
of
any
of
the
above
actions
by
Chief
user
should
be
rare.
Normally,
all
input
and
updates
are
accomplished
at
the
group
level
and
are
approved
by
front-line
group
managers.
Should
there
be
any
items
awaiting
approval
at
the
Chief
level,
ERCS
will
prompt
the
user
during
the
logon
process
that
there
are
updates
awaiting
approval.
4.7.9.4
(10-01-2003)
Role
and
Responsibilities
of
Chief
Users
Responsibilities
of
Chief
users
include,
but
are
not
limited
to:
Monitoring
the
status
and
statutes
of
all
cases
in
the
territory
through
the
use
of
monitoring
reports,
Researching
and
displaying
individual
case
information
on
an
as-needed
basis,
Ensuring
appropriate
permissions,
use,
and
access
to
ERCS
for
those
Examination
employees
requiring
access,
Monitoring
statute
dates
of
all
cases
in
their
territory
displaying
individual
cases
on
an
as-needed,
Researching
and
displaying
individual
cases
on
an
as-needed
basis,
Monitoring
the
group
status
of
any
statute
updates
and
forms
895,
and
Promptly
approving
all
necessary
system
updates
input
by
front-line
group
managers.
4.7.9.4.1
(10-01-2003)
Role
and
Responsibilities
of
Secretary
and
Clerical
Staff
The
secretary/clerk
should
read,
understand,
and
follow
the
OL5081
security
rules
(https://ol5081.enterprise.irs.gov:8443/pls/ol5081/ol5081_rules).
Specific
security
concerns
should
be
directed
to
the
manager
of
the
area
ERCS
Functional
Coordinator.
A
secretary/clerk,
who
is
a
new
user,
should
receive
training
on
