irs state retrieval subsystem changes for py2006

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IRSIRSElectronic Management SystemElectronic Management System

(EMS)(EMS)&&

State Retrieval SubsystemState Retrieval Subsystem (SRS) (SRS)

Changes for PY2006Changes for PY2006

Darryl GilesDarryl Giles

Internal Revenue ServiceInternal Revenue Service

May 17, 2005May 17, 2005

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EMS EMS –– SRS Changes For PY2006 SRS Changes For PY2006

OVERVIEWOVERVIEW

I.I. Logging into EMS - SRSLogging into EMS - SRSII.II. Trading Partner Interface (TPI) Main MenuTrading Partner Interface (TPI) Main MenuIII.III. State Acknowledgment UpdatesState Acknowledgment UpdatesIV.IV. State Retrieval Subsystem ChangesState Retrieval Subsystem ChangesV.V. System Unavailable and Busy MessagesSystem Unavailable and Busy MessagesVI.VI. State Retrieval Subsystem StatisticsState Retrieval Subsystem StatisticsVII.VII. Top Five Top Five ““StatesStates”” Return Volumes Return Volumes

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006

LOGGINGLOGGING INTO INTO

EMS - SRS EMS - SRS

•• For PY2006 there will be For PY2006 there will be ““oneone”” login for login forboth EMS and SRS.both EMS and SRS.

•• States will log into a common system usingStates will log into a common system usingtheir EMS login ID (ETIN) & password.their EMS login ID (ETIN) & password.

•• SRS login ID & password no longer valid.SRS login ID & password no longer valid.

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LOGGINGLOGGING INTO INTO EMS EMS

All State Trading Partners will beAll State Trading Partners will berequired to change their password (pw)required to change their password (pw)upon login if any of the following eventsupon login if any of the following eventshave occurred:have occurred:

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006LOGGING INTO EMSLOGGING INTO EMS

•• First Login after November 1, 2005 (use currentFirst Login after November 1, 2005 (use currentpassword to login)password to login)

•• After System Administrator (SA) reset forAfter System Administrator (SA) reset forcompromised or forgotten passwordscompromised or forgotten passwords

•• After 90 days have elapsed after last passwordAfter 90 days have elapsed after last passwordchange (will change (will notnot be locked out if greater than 90 be locked out if greater than 90days)days)

NOTE: Access to main menu will not be permitted until required passwordNOTE: Access to main menu will not be permitted until required password is changed is changed

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006LOGGING INTO EMSLOGGING INTO EMS

First Login (eff. 11/1/05)First Login (eff. 11/1/05)

1. Warning Banner displayed1. Warning Banner displayed2. Login:2. Login:3. Password:3. Password:4. Enter new password:4. Enter new password:5. Re-enter new password:5. Re-enter new password:6. Message: Password Changed6. Message: Password Changed7. Message: Last Login7. Message: Last Login8. Official Use Banner displayed8. Official Use Banner displayed9. EMS Main Menu displayed9. EMS Main Menu displayed

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006 MAIN MENU

1)Logoff

2)Receive/Send File(s)

3)Change File Transfer Protocol [ZMODEM]

4)Change Compression Method [NONE]

5)Request Transmission Status Report

6)Change Password *

7)Show State Return Menu *

Enter your choice:Enter your choice:

* new options* new options

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NEWNEW

TRADING PARTNER INTERFACETRADING PARTNER INTERFACE

MENU OPTIONSMENU OPTIONS

•• # 6 # 6 ““Change PasswordChange Password””

•• # 7 # 7 ““Show State Return MenuShow State Return Menu””

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006Option 6Option 6

Changing Password RulesChanging Password Rules

•• System prevents changes within 7 days of lastSystem prevents changes within 7 days of lastchange unless SA had changed itchange unless SA had changed it

•• System reminds 7 days prior to requiredSystem reminds 7 days prior to requiredpassword changepassword change

•• Permits login if 90 days have elapsedPermits login if 90 days have elapsed

•• Prevents reuse of the current and the 5 mostPrevents reuse of the current and the 5 mostrecently used passwordsrecently used passwords

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Composition of PasswordComposition of Password

•• Passwords Passwords mustmust contain 8 characters contain 8 characters– 1 uppercase alphabetic character– 1 lowercase alphabetic character– 1 numeric OR special character– 5 Alpha or numeric or special characters– Must differ by at least 3 characters from the current

password.

•• Must notMust not contain Login ID or any reverse shift contain Login ID or any reverse shiftor circular shift or different upper/lower caseor circular shift or different upper/lower caseversion of IDversion of ID

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STATESTATE

ACKNOWLEDGMENT ACKNOWLEDGMENT

UPDATES UPDATES

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1)Logoff

2)Receive/Send File(s)3)Change File Transfer Protocol [ZMODEM]



6)Change Password *


Enter your choice:Enter your choice: * new options* new options

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006(State Acknowledgement Update)(State Acknowledgement Update)

•• Adds a State Abbreviation Code to theAdds a State Abbreviation Code to theAcknowledgment Reference File Name extension.Acknowledgment Reference File Name extension.

•• States must put their 2 byte State Code in FieldStates must put their 2 byte State Code in Field0130 of the 0130 of the ““ACK KEYACK KEY”” record. record.

•• If the 2 byte State Code If the 2 byte State Code does not matchdoes not match the thestandard postal abbreviation as listed in IRS Pubstandard postal abbreviation as listed in IRS Pub1346, the letters 1346, the letters ““XXXX”” will be used in place of the will be used in place of theState Abbreviation Code in the file extension.State Abbreviation Code in the file extension.

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(State Acknowledgment Update)(State Acknowledgment Update)

•• Format example: MMDDnnnn.SSS Format example: MMDDnnnn.SSS (04150123.SSC)(04150123.SSC)•• MM = monthMM = month•• DD = dayDD = day•• nnnn = 4-digit sequence number generated by EMSnnnn = 4-digit sequence number generated by EMS•• SS = State Code (If = XX, then incorrect State Code)SS = State Code (If = XX, then incorrect State Code)

NOTE: The letter NOTE: The letter ““SS”” as the first character in the file name as the first character in the file nameextension will immediately identify the file as a extension will immediately identify the file as a ““StateStateAcknowledgmentAcknowledgment””..

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STATESTATE

RETRIEVAL RETRIEVAL

SUBSYSTEM SUBSYSTEM

(SRS)(SRS)

CHANGESCHANGES

FOR PY2006 FOR PY2006

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1)Logoff2)Receive/Send File(s)3)Change File Transfer Protocol [ZMODEM]4)Change Compression Method [NONE]5)Request Transmission Status Report6)Change Password *


Enter your choice:Enter your choice: * new options* new options

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SYSTEMSYSTEM

UNAVAILABLEUNAVAILABLE

AND AND

BUSY BUSY

MESSAGES MESSAGES

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““System Unavailable and Busy MessagesSystem Unavailable and Busy Messages””

If State TP selects option # 7 from MAIN MENUIf State TP selects option # 7 from MAIN MENU

and the SRS and the SRS is currently unavailableis currently unavailable due to a due to a

scheduled maintenance period, the followingscheduled maintenance period, the following

message is displayed:message is displayed:

““State Return Menu is currently unavailable.State Return Menu is currently unavailable.

Additional information may be available on IRSAdditional information may be available on IRS

Quick Alerts.Quick Alerts.””

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““System Unavailable and Busy MessagesSystem Unavailable and Busy Messages””

If State TP selects option # 7 from MAIN MENUIf State TP selects option # 7 from MAIN MENU

and the SRS system and the SRS system is busyis busy, the following, the following

message is displayed:message is displayed:

““State Return Menu is busy. Wait at least 10State Return Menu is busy. Wait at least 10

minutes, then retry.minutes, then retry.””

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TPI MAIN MENUTPI MAIN MENU

OPTION OPTION ““77””

““Show State Return MenuShow State Return Menu””

Will Display the Following Sub-Menu:Will Display the Following Sub-Menu:

NOTE: Menu option NOTE: Menu option ““77”” will display will display onlyonly when the Trading when the TradingPartner (TP) that is logged in is a State TP.Partner (TP) that is logged in is a State TP.

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STATE RETURN MENUSTATE RETURN MENU

1)1) Return to MAIN MENUReturn to MAIN MENU

2)2) Reset State FileReset State File

3)3) Request Request ““State Files to DownloadState Files to Download”” Report Report

4)4) Receive State Return File(s)Receive State Return File(s)

Enter your choice:Enter your choice:

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CaveatCaveat - If the State TP enters a character - If the State TP enters a characterother than 1 other than 1 –– 4, an invalid menu selection 4, an invalid menu selectionmessage along with the message along with the State Return MenuState Return Menuis displayed.is displayed.

If the State TP fails to make a validIf the State TP fails to make a validselection from the State Return Menu inselection from the State Return Menu inthree (3) attempts, the State TP three (3) attempts, the State TP will bewill bedisconnecteddisconnected..

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STATE RETURN MENU STATE RETURN MENU

(Option 1)(Option 1)

1)1) Return to MAIN MENUReturn to MAIN MENU2)2) Reset State FileReset State File

3)3) Request Request ““State Files to DownloadState Files to Download”” Report Report


Enter your choice: Enter your choice: 11

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006The TPI MAIN MENU is Redisplayed.The TPI MAIN MENU is Redisplayed.

MAIN MENU

1)Logoff

2)Receive/Send File(s)

3)Change File Transfer Protocol [ZMODEM]



6)Change Password

7)Show State Return Menu

Enter your choice: Enter your choice:

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STATE RETURN MENUSTATE RETURN MENU(Option 2)(Option 2)

1)1) Return to MAIN MENUReturn to MAIN MENU

2)2) Reset State FileReset State File3)3) Request Request ““State Files to DownloadState Files to Download”” Report Report4)4) Receive State Return File(s)Receive State Return File(s)


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•• After choosing option # 2 After choosing option # 2 –– ““Reset State FileReset State File””from the State Return Menu, the State TP will befrom the State Return Menu, the State TP will beprompted with: prompted with: ““Enter State File sequenceEnter State File sequencenumber or press Enter to return to menu:number or press Enter to return to menu:””

•• If a valid state sequence number is entered, theIf a valid state sequence number is entered, thefollowing message will display followed by thefollowing message will display followed by theState Return Menu: State Return Menu: ““Flag reset to allowFlag reset to allowdownloading of requested State File <filename>.downloading of requested State File <filename>.””

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006If an If an errorerror is detected trying to reset the state file, one of the is detected trying to reset the state file, one of thefollowing messages will display followed by the Statefollowing messages will display followed by the StateReturn Menu:Return Menu:

(1) Unable to locate requested State File <file>. (1) Unable to locate requested State File <file>.

(2) System indicates requested State File <file> has notbeen sent.

(3) System indicates requested State File <file> is in use.

(4) Unable to locate information for requested State File<file>.

State File <file> not reset.Please contact the IRS e-Help Desk for assistance.

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STATE RETURN MENU STATE RETURN MENU(Option 3)(Option 3)

1)1) Return to MAIN MENUReturn to MAIN MENU2)2) Reset State FileReset State File3)3) Request State Files to Download ReportRequest State Files to Download Report4)4) Receive State Return File(s)Receive State Return File(s)


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After choosing option # 3 After choosing option # 3 –– ““Request State FilesRequest State Filesto Download Reportto Download Report”” –– and no state files are and no state files areavailable to send to the State TP, the followingavailable to send to the State TP, the followingmessage will display:message will display:

““No State Files to download. No Report is available.No State Files to download. No Report is available.””

If this happens three times in a row, the State TPIf this happens three times in a row, the State TPis disconnected:is disconnected:

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The State TP is limited to one report request perThe State TP is limited to one report request persession. If the State TP tries to request a reportsession. If the State TP tries to request a reportagain, the following message is displayed:again, the following message is displayed:

““Only One Report Request AllowedOnly One Report Request Allowed””

If this happens three times in a session, the State TPIf this happens three times in a session, the State TPis disconnected.is disconnected.

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006(Option 3)(Option 3)

Example of the State Files to Download Report:Example of the State Files to Download Report:

IRS State Retrieval SubsystemIRS State Retrieval SubsystemState Files to Download ReportState Files to Download Report

Run Date: 2005-02-01 12:23:50Run Date: 2005-02-01 12:23:50Location Location : : Enterprise Computing Center at MemphisEnterprise Computing Center at Memphis

FILE NUMBER COMPRESSEDFILE NUMBER COMPRESSEDNAME DATE/TIME LOADED TEST RETURNS FILE SIZENAME DATE/TIME LOADED TEST RETURNS FILE SIZEga123.gz 2005-02-01 13:35:50 N 3000 1971147ga123.gz 2005-02-01 13:35:50 N 3000 1971147ga124.gz 2005-02-01 13:35:50 N 2035 1092873ga124.gz 2005-02-01 13:35:50 N 2035 1092873ga125.gz 2005-02-01 13:46:09 N 726 228829ga125.gz 2005-02-01 13:46:09 N 726 228829

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STATE RETURN MENU STATE RETURN MENU(Option 4)(Option 4)

1)1) Return to MAIN MENUReturn to MAIN MENU2)2) Reset State FileReset State File3)3) Request Request ““State Files to DownloadState Files to Download”” Report Report



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After choosing option # 4 After choosing option # 4 –– ““Receive StateReceive StateReturn File(s)Return File(s)”” and no state files are available and no state files are availableto send to the State TP, the followingto send to the State TP, the followingmessage will display:message will display:

““No State Files to DownloadNo State Files to Download””

NOTE: The state will no longer receive aNOTE: The state will no longer receive adummy file with a STCAP record containingdummy file with a STCAP record containingthe the ““NO STATE DATA AVAILABLENO STATE DATA AVAILABLE”” message. message.

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006•• After choosing option # 4 After choosing option # 4 –– ““Receive State ReturnReceive State Return

File(s)File(s)”” and state data files are present that have and state data files are present that havenot been sent to the State TP, they will benot been sent to the State TP, they will betransmitted as separate files to the State TP.transmitted as separate files to the State TP.

•• The state files will be transmitted to the State TPThe state files will be transmitted to the State TPusing one of the following State TP default Fileusing one of the following State TP default FileTransfer Protocols:Transfer Protocols:

1.1. XMODEM XMODEM –– 1k 1k2.2. YMODEMYMODEM3.3. ZMODEMZMODEM4.4. or, FTP (requires a dedicated line connection)or, FTP (requires a dedicated line connection)

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006After choosing option # 4 After choosing option # 4 –– ““Receive State Return File(s)Receive State Return File(s)””and retrieval of the state return data file(s) is successfullyand retrieval of the state return data file(s) is successfullycompleted, the following message will be displayed:completed, the following message will be displayed:

STATE DATA TRANSMISSION COMPLETESTATE DATA TRANSMISSION COMPLETEWeekday Month Day HH:MM:SS Time zone YearWeekday Month Day HH:MM:SS Time zone Year(NOTE: State is returned to State Return Menu)(NOTE: State is returned to State Return Menu)- or -- or -

If there were errors during the transmission of the last file, orIf there were errors during the transmission of the last file, orthe State TP aborted the transmission, the communicationsthe State TP aborted the transmission, the communicationsline will be automatically disconnected after the followingline will be automatically disconnected after the followingmessages are displayed:messages are displayed:

STATE DATA TRANSMISSION ERRORSSTATE DATA TRANSMISSION ERRORSWeekday Month Day HH:MM:SS Time zone YearWeekday Month Day HH:MM:SS Time zone Year

DISCONNECTING FROM EFS (Electronic Filing System)DISCONNECTING FROM EFS (Electronic Filing System)

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STATE STATISTICSSTATE STATISTICS

26%22%20%23.5%27,475,63133,931,825TOTAL

31%27%23%35%14,344,88919,325,782ECC-MTBTOTAL

21.%16%17%11%13,130,74214,606,043ECC-MEMTOTAL

PY 2002

% CHANGE

PY 2003

% CHANGE

PY 2004

% CHANGE

PY 2005

%CHANGE

PREVIOUSYEAR(PY04)

(includes StateOnly RTNS)

CURRENTYEAR(PY05)

(includes StateOnly RTNS)

STATE

RETRIEVAL

SYSTEM

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EMS EMS –– SRS Changes PY2006 SRS Changes PY2006TOP FIVE STATE RETURNTOP FIVE STATE RETURN

VOLUME STATESVOLUME STATES

(1) New York - 2,967,909 (416% increase) * (2) Michigan - 2,636,868 (8% increase) * (3) Ohio - 2,013,461 (12% increase) * (4) Georgia - 1,969,926 (9% increase) * (5) Pennsylvania - 1,750,403 (15% increase) *

NOTE: The following States retrieved more than 1 million returns: IN, MD, MO, NC,NOTE: The following States retrieved more than 1 million returns: IN, MD, MO, NC,NJ, SC, VA and WINJ, SC, VA and WI

(* Increase from previous year)(* Increase from previous year)

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THANK YOU!THANK YOU!

Darryl GilesDarryl Giles

Internal Revenue Service Internal Revenue Service

[email protected]@irs.gov

(202) 283-5193(202) 283-5193

irs state retrieval subsystem changes for py2006

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