![](media/image1.wmf)

**Version 1.0**

**IPAC Agency**

**Administrator**

**Enrollment**

**User Manual**

![](media/image2.png){width="2.495138888888889in"
height="0.8347222222222223in"}

![](media/image3.png){width="6.0in" height="0.8611111111111112in"}

For more information contact:

> GOALS Customer Support Staff
>
> \(202\) 874-8270

For additional copies of this manual, see:

> http://www.fms.treas.gov/goals/GOALS_IPAC.html

Copyright © 2001 by Financial Management Service, U.S. Department of the
Treasury

**Table of Contents**

Introduction [I.1](#section)

What is IPAC Enrollment? [I.1](#what-is-ipac-enrollment)

IPAC System Requirements [I.1](#ipac-system-requirements)

About this Manual [I.2](#about-this-manual)

This Guide's Audience [I.2](#this-guides-audience)

Assumptions [I.2](#assumptions)

Administrators [I.2](#administrators)

IPAC Agency Administrator (IAA) [I.3](#ipac-agency-administrator-iaa)

Authorities and Responsibilities of the IPAC Agency Administrator role:
[I.3](#authorities-and-responsibilities-of-the-ipac-agency-administrator-role)

Master Administrator [I.4](#master-administrator)

Authorities and Responsibilities of the Master Administrator role:
[I.4](#authorities-and-responsibilities-of-the-master-administrator-role)

Organization of this Manual [I.4](#organization-of-this-manual)

Conventions Used in this Manual [I.5](#conventions-used-in-this-manual)

Conventions Used in the Enrollment Application
[I.5](#conventions-used-in-the-enrollment-application)

Title Bars [I.5](#title-bars)

Browser Buttons [I.5](#browser-buttons)

Cursor Movement [I.6](#cursor-movement)

Standard Buttons [I.6](#standard-buttons)

Explanation of Standard Buttons [I.6](#explanation-of-standard-buttons)

"Clear" [I.6](#clear)

"Help" [I.6](#help)

"OK" [I.6](#ok)

"Return to Enrollment Main Menu" [I.7](#return-to-enrollment-main-menu)

Formats [I.7](#formats)

Button Formats [I.7](#button-formats)

Date Formats [I.7](#date-formats)

Telephone Number Formats [I.7](#telephone-number-formats)

Asterisks for Required Fields [I.7](#asterisks-for-required-fields)

Error Messages [I.8](#error-messages)

Retrieving User Records [I.8](#retrieving-user-records)

Find User Screen [I.9](#find-user-screen)

Find User Data Entry fields: [I.9](#find-user-data-entry-fields)

Login ID: [I.9](#login-id)

Last name: [I.9](#last-name)

Find User Function Buttons [I.10](#find-user-function-buttons)

"Find by LoginID" [I.10](#find-by-loginid)

"Find by Name" [I.10](#find-by-name)

"Return To Enrollment Main Menu"
[I.10](#return-to-enrollment-main-menu-1)

"Clear" [I.10](#clear-1)

"Help" [I.10](#help-1)

Select User Screen [I.11](#select-user-screen)

Select User Data Fields [I.11](#select-user-data-fields)

Selection Option Button [I.11](#selection-option-button)

Users name [I.11](#users-name)

Login Ids [I.11](#login-ids)

Security Level [I.11](#security-level)

Select User Function Buttons [I.11](#select-user-function-buttons)

"Select" [I.11](#select)

"Cancel" [I.11](#cancel)

"Return To Enrollment Main Menu"
[I.11](#return-to-enrollment-main-menu-2)

"Clear" [I.11](#clear-2)

"Help" [I.11](#help-2)

Viewing and Printing Documents [I.12](#viewing-and-printing-documents)

Report File Description / Footer Comments (Report Request) Screen
[I.12](#report-file-description-footer-comments-report-request-screen)

Data Entry Fields Common to All Report Request Screens
[I.13](#data-entry-fields-common-to-all-report-request-screens)

Report File Description [I.13](#report-file-description)

Footer Comments [I.13](#footer-comments)

Function Buttons [I.15](#function-buttons)

"Select Specific User" [I.15](#select-specific-user)

"Clear" [I.15](#clear-3)

"Return to Enrollment Main Menu"
[I.15](#return-to-enrollment-main-menu-3)

"Help" [I.15](#help-3)

Report Statistics [I.15](#report-statistics)

Report Output Menu Options [I.16](#report-output-menu-options)

HTML (HyperText Markup Language) [I.16](#html-hypertext-markup-language)

PDF (Portable Document Format) [I.16](#pdf-portable-document-format)

Function Buttons [I.16](#function-buttons-1)

"OK" [I.16](#ok-1)

"Return to Enrollment Main Menu"
[I.16](#return-to-enrollment-main-menu-4)

"Help" [I.16](#help-4)

Viewing HTML Format Documents and Reports
[I.16](#viewing-html-format-documents-and-reports)

Report Viewer Function Buttons [I.17](#report-viewer-function-buttons)

"First" [I.17](#first)

"Last" [I.17](#last)

"Next" [I.17](#next)

"Prior" [I.17](#prior)

"Page Number" [I.18](#page-number)

"Back to Statistics Screen" [I.18](#back-to-statistics-screen)

"Return to Enrollment Main Menu"
[I.18](#return-to-enrollment-main-menu-5)

Viewing, Saving and Printing PDF Format Documents and Reports
[I.18](#viewing-saving-and-printing-pdf-format-documents-and-reports)

Viewing and Printing a Report with Adobe Acrobat Reader
[I.19](#viewing-and-printing-a-report-with-adobe-acrobat-reader)

Saving a Report with Acrobat [I.22](#saving-a-report-with-acrobat)

Accessing the System [I.22](#accessing-the-system)

Security Login [I.23](#security-login)

Passwords [I.23](#passwords)

"Must See" System Messages [I.24](#must-see-system-messages)

IPAC System Main Menu [I.25](#ipac-system-main-menu)

IPAC Agency Administrator [1](#ipac-agency-administrator)

IPAC Agency Administrator Main Menu
[1](#ipac-agency-administrator-main-menu)

Option 1 Create User [3](#option-1-create-user)

Create/Edit User [4](#createedit-user)

Name: [4](#name)

First Name [4](#first-name)

Initial [4](#initial)

Last Name [4](#last-name-1)

Employer: [4](#employer)

Master ALC [5](#master-alc)

Login ID [5](#login-id-1)

Contact Info: [5](#contact-info)

Email Address [5](#email-address)

Complete Work Phone [5](#complete-work-phone)

Mailing Address: [5](#mailing-address)

Agency Name [5](#agency-name)

Street [5](#street)

Mail Stop [5](#mail-stop)

City [5](#city)

State [5](#state)

ZipCode [5](#zipcode)

Country [5](#country)

Function Buttons [5](#function-buttons-2)

"OK" [5](#ok-2)

"Return To Enrollment Main Menu" [5](#return-to-enrollment-main-menu-6)

"Clear" [6](#clear-4)

"Help" [6](#help-5)

Select Application [6](#select-application)

"OK" [7](#ok-3)

"Return To Enrollment Main Menu" [7](#return-to-enrollment-main-menu-7)

"Clear" [7](#clear-5)

"Help" [7](#help-6)

Select Organization [7](#select-organization)

"OK" [7](#ok-4)

"Select Another Application" [7](#select-another-application)

"Return To Enrollment Main Menu" [8](#return-to-enrollment-main-menu-8)

"Clear" [8](#clear-6)

"Help" [8](#help-7)

Change User Roles [8](#change-user-roles)

"Submit" [8](#submit)

"Add Role" [8](#add-role)

"Select Another Organization" [8](#select-another-organization)

"Return To Enrollment Main Menu" [8](#return-to-enrollment-main-menu-9)

"Help" [8](#help-8)

Add Role [9](#add-role-1)

"OK" [9](#ok-5)

"Cancel" [9](#cancel-1)

"Return To Enrollment Main Menu" [9](#return-to-enrollment-main-menu-10)

"Clear" [9](#clear-7)

"Help" [9](#help-9)

Change User Roles [10](#change-user-roles-1)

User Roles Confirmation [10](#user-roles-confirmation)

Option 2 Maintain User Roles [13](#option-2-maintain-user-roles)

Retrieve the User's Record [13](#retrieve-the-users-record)

Existing User Roles [14](#existing-user-roles)

Delete [14](#delete)

Application [14](#application)

Org Type [14](#org-type)

Organization [14](#organization)

User Role [14](#user-role)

"Delete" [15](#delete-1)

"Add" [15](#add)

"Return To Enrollment Main Menu"
[15](#return-to-enrollment-main-menu-11)

"Clear" [15](#clear-8)

"Help" [15](#help-10)

Deleting User Roles [15](#deleting-user-roles)

Role Deletion Confirmation [15](#role-deletion-confirmation)

Adding User Roles [16](#adding-user-roles)

Option 3 Record Audit Date [17](#option-3-record-audit-date)

Enter Audit Information [18](#enter-audit-information)

Organization [18](#organization-1)

Date of Audit [18](#date-of-audit)

"OK" [18](#ok-6)

"Return To Enrollment Main Menu"
[18](#return-to-enrollment-main-menu-12)

"Help" [19](#help-11)

Record Audit Date Confirmation [19](#record-audit-date-confirmation)

Option 4 Password Reset [21](#option-4-password-reset)

Retrieve the User's Record [22](#retrieve-the-users-record-1)

Reset Password [22](#reset-password)

Password Guidelines [23](#password-guidelines)

Password Reset Confirmation [24](#password-reset-confirmation)

Option 5 Retrieve Report/Data Files
[25](#option-5-retrieve-reportdata-files)

Option 6 Edit User [27](#option-6-edit-user)

Retrieve the User's Record [27](#retrieve-the-users-record-2)

Edit User Information [28](#edit-user-information)

User Information Confirmation [29](#user-information-confirmation)

Option 7 View Audit Info [31](#option-7-view-audit-info)

Option 8 Edit User Status [33](#option-8-edit-user-status)

Retrieve the User's Record [33](#retrieve-the-users-record-3)

Edit User Status [34](#edit-user-status)

Active [34](#active)

Suspended [34](#suspended)

Revoked [35](#revoked)

User Status Confirmation [35](#user-status-confirmation)

Option 9 Update Security Question & Answer
[37](#option-9-update-security-question-answer)

Enter/Update Security Question and Answer
[37](#enterupdate-security-question-and-answer)

Security Question/Answer Changed Confirmation
[38](#security-questionanswer-changed-confirmation)

Option 10 Reports [39](#option-10-reports)

Viewing and Printing Reports [39](#viewing-and-printing-reports)

Report Request Which Produces No Data
[39](#report-request-which-produces-no-data)

Accessing the Reports Function [40](#accessing-the-reports-function)

IPAC Access Report [41](#ipac-access-report)

IPAC Access Report Request Screen
[42](#ipac-access-report-request-screen)

IPAC Access Report Request data entry fields:
[42](#ipac-access-report-request-data-entry-fields)

Report File Description [42](#report-file-description-1)

Organizations [42](#organizations)

User Status [42](#user-status)

Footer Comments [43](#footer-comments-1)

IPAC Access Report Request function buttons:
[43](#ipac-access-report-request-function-buttons)

"OK" [43](#ok-7)

"Select Specific User" [43](#select-specific-user-1)

"Clear" [43](#clear-9)

"Return to Enrollment Main Menu"
[43](#return-to-enrollment-main-menu-13)

"Help" [43](#help-12)

IPAC Letter Report [45](#ipac-letter-report)

IPAC Letter Report Request data entry fields:
[46](#ipac-letter-report-request-data-entry-fields)

Report File Description [46](#report-file-description-2)

Start Date [46](#start-date)

End Date [46](#end-date)

Print All Letters [46](#print-all-letters)

IPAC Letter Report Request function buttons:
[46](#ipac-letter-report-request-function-buttons)

"OK" [46](#ok-8)

"Select Specific User" [47](#select-specific-user-2)

"Clear" [47](#clear-10)

"Return to Enrollment Main Menu"
[47](#return-to-enrollment-main-menu-14)

"Help" [47](#help-13)

Modification to User Access Report
[50](#modification-to-user-access-report)

Modification to User Access Report Request data entry fields:
[51](#modification-to-user-access-report-request-data-entry-fields)

Report File Description [51](#report-file-description-3)

Organization [51](#organization-2)

Start Date [51](#start-date-1)

End Date [51](#end-date-1)

Footer Comments [51](#footer-comments-2)

Modifications to User Access Report Request function buttons:
[51](#modifications-to-user-access-report-request-function-buttons)

"OK" [51](#ok-9)

"Select Specific User" [51](#select-specific-user-3)

"Clear" [51](#clear-11)

"Return to Enrollment Main Menu"
[51](#return-to-enrollment-main-menu-15)

"Help" [51](#help-14)

User Activity Report [53](#user-activity-report)

User Activity Report Request Screen
[53](#user-activity-report-request-screen)

User Activity Report Request data entry fields:
[54](#user-activity-report-request-data-entry-fields)

Report File Description [54](#report-file-description-4)

Start Date [54](#start-date-2)

End Date [54](#end-date-2)

Footer Comments [54](#footer-comments-3)

IPAC Access Report Request function buttons:
[54](#ipac-access-report-request-function-buttons-1)

"Select Specific User" [54](#select-specific-user-4)

"Clear" [54](#clear-12)

"Return to Enrollment Main Menu"
[54](#return-to-enrollment-main-menu-16)

"Help" [54](#help-15)

Appendix A Roles and Functions [A.1](#roles-and-functions)

IPAC Roles and Functions [A.1](#ipac-roles-and-functions)

TRACS Roles and Functions [A.3](#tracs-roles-and-functions)

RITS Roles and Functions [A.4](#rits-roles-and-functions)

Appendix B Table of Figures [B.1](#table-of-figures)

Appendix C Configuring Netscape Navigator® to save PDF files
[C.1](#configuring-netscape-navigator-to-save-pdf-files)

Appendix D Configuring Browsers to Accept Cookies
[D.1](#configuring-browsers-to-accept-cookies)

What are Cookies? [D.1](#what-are-cookies)

What are the IPAC System Cookie Requirements?
[D.1](#what-are-the-ipac-system-cookie-requirements)

Controlling Cookies in Microsoft® Internet Explorer 5
[D.2](#controlling-cookies-in-microsoft-internet-explorer-5)

Controlling Cookies in Netscape® Communicator 4.75
[D.6](#controlling-cookies-in-netscape-communicator-4.75)

Appendix E Glossary of Terms and Acronyms
[E.1](#glossary-of-terms-and-acronyms)

Index Index.[1](#index)

######### 

## What is IPAC Enrollment?

**GOALS II** (**G**overnment **O**n-Line **A**ccounting **L**ink
**S**ystem **II**) is the telecommunications network that provides
automated financial reporting directly to the Department of the
Treasury, Financial Management Service (FMS).

The **IPAC** (**I**ntergovernmental **P**ayment and **C**ollection)
System, a component of GOALS II, is a group of applications designed to
facilitate the intra-governmental transfer of Federal Government funds.
There are several components to the IPAC suite of applications:

-   **IPAC**, managed by FMS (**F**inancial **M**anagement **S**ervice,
    Department of the Treasury), handles payments between agencies.

-   **IPAC Administration** handles administration and security for the
    IPAC Base module.

-   **RITS** (**R**etirement and **I**nsurance **T**ransfer **S**ystem)
    handles agency retirement and insurance payments to **OPM**
    (**O**ffice of **P**ersonnel **M**anagement).

-   **RITS Administration** handles administration and security for the
    RITS base module.

-   **TRACS** (**T**reasury **R**eceivables **A**ccounting
    **C**ollection **S**ystem) is the FMS check claims application.

-   **TRACS Administration** handles administration and security for the
    TRACS base module.

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-   **Enrollment** handles the administration and security for the
    entire IPAC system.

The **Enrollment** application is the User Administration function for
the IPAC application suite and has been implemented as a separate and
distinct component of the IPAC System. The Enrollment facility is
designed to be flexible to meet a wide range of organizational needs. It
will be managed by FMS with operational backup from **FRB** (**F**ederal
**R**eserve **B**ank) **CBAF** (**C**entral **B**ank **A**dministration
**F**unction).

## IPAC System Requirements

To use the IPAC System, the computer must have:

-   Access to the Internet

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-   A browser with 128-bit encryption - Microsoft Internet Explorer 4.0
    or higher or Netscape 4.0 or higher

-   The browser must have cookies enabled

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```
-   Software to view Portable Document Format (PDF) files (such as Adobe
    Acrobat™)

## 

## About this Manual

### This Guide's Audience

This Manual is intended for users of the IPAC system Enrollment
application. The intention of this manual is to describe the Enrollment
element of IPAC system in its entirety, though individual users will
only have access to the screens and functions that are authorized by the
role associated with their Login ID.

### Assumptions

It is assumed that the users for whom this manual was written are
familiar with the following:

-   The use of a personal computer in a Windows environment.

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-   The basics of the Internet and the Internet browser they will be
    using.

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```
-   The user roles within their organization.

## Administrators

Users designated as a **Master Administrator** or an **IPAC** **Agency
Administrator (IAA)** are the only ones authorized to use the Enrollment
application. The organizational assignment of these roles is as follows:

-   **IPAC Agency Administrator** Agency level authorization.

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-   **Master Administrator** FMS/FRB (CBAF) level authorization.

As Master Administrators, FMS (with FRB CBAF backup) will establish and
maintain Agency Administrator accounts and set certain parameters within
IPAC.

As IPAC Agency Administrators, agency personnel will establish and
maintain agency User accounts and request certain settings from FMS for
their agency.

A definition of each of these Administrative roles follows.

### IPAC Agency Administrator (IAA)

The IAA's are responsible for the creation and management of user
accounts for their agencies. They will define users of the system for
each IPAC organizational entity (ALC or Payroll Office) within the IPAC
system.

Users designated as an Administrator at the Agency level should only be
authorized to access this Enrollment application, and not the other IPAC
applications, to ensure the separation of responsibility required in
enterprise applications. In practice, there is nothing to keep an IPAC
Agency Administrator from setting up another User ID for himself as an
Application User. Dual access is an Agency internal control issue based
on security policy. This administrative authority is delegated by FMS to
the Agency organization owning or managing the IPAC entities.

Design assumptions for the Enrollment application were that most
agencies have networks or applications that require User Access controls
and a business organization to establish and manage that access. In
these organizations, the IPAC Agency Administrator function would easily
fit into the existing User Administration organization. In organizations
that do not have this organizational structure, this role could be
assigned to any appropriate individual or group within the organization,
again with the view that a separation of responsibility should be
considered. Individuals acting as Administrators should be designated in
writing by an appropriate level of management to assure FMS that proper
review and consideration is given to this assignment.

The Enrollment application is designed to allow the definition of one or
more IPAC Agency Administrators. The scope of authority for each
administrator can be limited by:

-   organizational entity (ALC or Payroll Office)

-   application

This will provide the Agency or FMS maximum flexibility in structuring
the authority of each administrator. Once the Administrator's scope of
authority is defined, he may only create and administer user accounts
within that scope.

The IPAC Agency Administrator's primary system responsibilities are the
creation of user accounts and enforcement of the system security policy.
This includes the assignment and periodic review of user access to
ensure that all granted authority is warranted and proper.

#### Authorities and Responsibilities of the IPAC Agency Administrator role:

-   Establishment, maintenance and management of Application User
    accounts that are within the defined scope of authority.

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-   Adding and deleting users, and updating user profiles on an as
    needed basis after system implementation.

-   Administering the password process for agency users.

-   Conducting quarterly access audits for your organizations.

-   Ensuring that IPAC users follow system procedures.

### Master Administrator

The Master Administrator role is intended for use by FMS personnel
responsible for IPAC system administration. As an operational backup,
individuals in the FRB CBAF should also have authority to act as Master
Administrators.

This role is a "super" IPAC Agency Administrator. Master Administrators
can execute all IPAC Agency Administrator functions for any
organizational entity.

#### Authorities and Responsibilities of the Master Administrator role:

-   Establishment, maintenance and management of IPAC Agency
    Administrator and Application User accounts.

-   Establishment, maintenance and management of Master Administrator
    accounts (peer relationships).

-   Password management, including initial password creation and
    password resets.

-   Review and enforcement of agency level quarterly access audits.

-   Provision of administration across all organizational entities,
    applications, and role boundaries.

## Organization of this Manual

The description of the IPAC Agency Administrator role will be subdivided
into sections that describe the processes available under each menu
choice for the menu shown to an IPAC Agency Administrator. The manual
will include screen views to insure that the correct paths are being
followed.

The manual also contains this Introduction, which discusses the purpose
of the manual, it's intended audience and some of the functions common
to the Enrollment application, a table of contents, a glossary, several
other appendices and an index.

## Conventions Used in this Manual

The following conventions are used throughout the manual:

-   References to **screen names** will appear in bold print (i.e.
    **Enrollment Main Menu**).

-   Names of **screen buttons** will be in "quotes".

-   References to **field names** on a screen will be
    [underlined.]{.underline}

-   References to **other sections** of this manual will be in
    *italics.*

## Conventions Used in the Enrollment Application

### 

### Title Bars

9.  

10. As you use the Enrollment application, the title bars on your screen
    will help you keep track of your location within the application.
    Once you leave the **Enrollment Main Menu**, the title bar of each
    screen contains the name of the function under that application in
    which you are working, as shown in Figure I.1.

11. 

12. 

13. ![](media/image4.jpeg){width="5.9944444444444445in"
    height="2.6638888888888888in"}

14. []{#__RefHeading___Toc526238320 .anchor}Figure I.1 Title Bar

### 

### Browser Buttons 

You must **not** use the "Back" and "Forward" buttons of your
***browser*** to navigate through the Enrollment screens. The programs
expect data to be submitted in specific sequence and using the browser
navigation buttons can result in activation of intruder detection
software. If you accidentally hit the back button of the browser, you
will be returned to the **IPAC System Main Menu** with none of the data
entered on your most recent screen being saved to the database.

### Cursor Movement 

15. When a screen first appears, you must click to position the cursor
    in the first data entry field or menu selection. You may continue to
    position the cursor with the mouse, or you may use the "Tab" key to
    move forward between fields, "Shift"-"Tab" to move backward. You
    **must** use a button to submit data to the IPAC database.

### Standard Buttons

Standard buttons have been established for use throughout the Enrollment
application. Their availability may vary as needed by the function being
performed, but when they appear they will always behave in a consistent
fashion. They typically include "**Clear**", "**Help**", "**OK**", and
"**Return to Enrollment Main Menu**". Additional buttons will be
included as needed by specific areas of the program.

### 

#### Explanation of Standard Buttons

16. 

###### "Clear" 

17. All of the data entry fields which you have modified since the last
    time the screen was displayed are returned to their former values.
    No data is submitted to the database.

18. 

######  "Help"

19. A new browser window is opened and page level, context sensitive
    help for the current screen is displayed. After reading and/or
    printing the help screen, you should close the help window by using
    its \"**Return**\" button to go back to the previous screen. (The
    \"Back\" button on your browser will not be functional on the help
    screen since this is a new window with no history.)

20. 

###### "OK" 

21. This acknowledges that you have read any message on the current
    screen and are prepared to submit any data just entered. The data is
    submitted, the message screen disappears and you are returned to the
    previous screen or to a previous menu.

###### 

###### "Return to Enrollment Main Menu"

22. No data entered on the current screen will be saved. You will be
    returned to the **Enrollment Main Menu**.

## Formats

### Button Formats

23. 

24. Because screen presentation is influenced solely by the browser
    configuration, all **function buttons** **will display at both the
    top and the bottom of all IPAC screens**. Either set may be used
    depending on your location and preference as shown in Figure I.2.

![](media/image5.png){width="5.995833333333334in" height="1.775in"}

25. []{#__RefHeading___Toc526238321 .anchor}Figure I.2 Function Button
    Locations

### Date Formats

26. 

27. When entering dates in IPAC, the format is **YYYY-MM-DD**
    (2001-06-22 for June 22, 2001). The IPAC system will not recognize a
    date entered in another format as valid.

### Telephone Number Formats

28. 

29. Since the IPAC application is distributed world wide, there is no
    "mask" to automatically format telephone numbers in Enrollment. They
    will be displayed exactly as you enter them. Since all telephone
    numbers entered should include your area code (and country code for
    foreign exchanges), it is recommended that you use some formatting
    characters to make the telephone numbers easier to read, as in (804)
    555-1212 or 804-555-1212.

## Asterisks for Required Fields

30. 

31. Most data entry screens contain required fields. These fields
    **MUST** be completed before the data on the current screen will be
    accepted and recorded in the database. In IPAC Enrollment, these
    fields will be indicated with an asterisk on the screen after the
    field label.

32. 

## Error Messages

An error message is generated to tell you that the action you have taken
is improper, or the data you have entered is incorrect. Typically, the
Enrollment Error Messages will tell you the nature of the error that you
have made. Error messages appear in a separate browser window. **Error
Message** windows are typically small, and the same **Error Message**
window is reused without being cleared until you specifically close that
window. This means that error messages will continue to accumulate as
the window is called for additional message display. Since this can be
confusing, it is advisable for you to close the Error Message window
when you have read and understood the information provided. A sample
**Error Message** is shown in Figure I.3.

![](media/image6.jpeg){width="5.995833333333334in"
height="2.6444444444444444in"}

[]{#__RefHeading___Toc526238322 .anchor}Figure I.3 Error Message

Whenever you receive an error message, the submission causing the error
is returned to you unprocessed. In the example shown in Figure I.3, the
request to create a user profile is NOT submitted. To resubmit:

-   Close the error box.

-   Correct the error.

-   Select the "OK" button again.

## Retrieving User Records

One of the major responsibilities of an Administrator in the Enrollment
application is the maintenance of user accounts within the IPAC System.
To make changes to the status of an existing User, you must first locate
that User's record within the IPAC database and retrieve the record for
editing. The screens used for locating and retrieving user records are
consistent within the Enrollment application.

When you choose a function from the **Enrollment Main Menu** which
allows you to make changes to a current User's account (such as "Edit
User" or "Maintain User Roles"), the next screen displayed will be the
Find User screen shown in Figure I.4.

### Find User Screen

![](media/image7.jpeg){width="5.991666666666666in"
height="1.7958333333333334in"}

[]{#__RefHeading___Toc526238323 .anchor}Figure I.4 Find User

##### Find User Data Entry fields:

The **Find User** screen has two data entry boxes:

####### Login ID:

> The Login ID of the user whose record you want to retrieve

####### Last name:

> The last name, or first few letters of the last name, of the user
> whose record you want to locate.

You will only use one of these data entry boxes at a time. This screen
allows you to directly retrieve a user's record through his **[Login
ID]{.underline}** or look for the user's record using all or part of the
user's **[Last name]{.underline}**.

If you know the user's Login ID, then it will be faster to retrieve the
user's record directly. Simply enter the user's Login ID in the data
entry box labeled **[Login ID]{.underline}** and select the "**Find by
LoginId**" function button.

If you do not know the user's Login ID, you can look for the user's
record using the user's last name. Enter the user's last name, or the
first few letters of the last name in the data entry box labeled **[Last
Name]{.underline}** and select the "**Find by Name**" function button.
This will allow you to display a list of users, the beginning of whose
last names match the pattern of letters you entered.

##### Find User Function Buttons

The **Find User** screen has the following function buttons:

###### "Find by LoginID"

> When you know the user's Login ID you can retrieve his record directly
> by entering the user's Login ID in the **[LoginID]{.underline}** data
> entry box and selecting this function button to retrieve the user's
> record.

###### "Find by Name"

> Enter the last name, or the beginning of the last name, of the user
> whose record you want to locate and select this function button. The
> **Select User** screen, shown in Figure I.5 will display with a list
> of users whose name begins with the letters you entered in the **[Last
> Name:]{.underline}** data entry box.

###### "Return To Enrollment Main Menu" 

> Returns you to the **Enrollment Main Menu** screen without saving any
> information you have entered on this screen.

###### "Clear" 

> Restores the data entry fields to their values the last time the
> screen was displayed.

###### "Help" 

> Displays the system help for this screen.

If you select the **"Find by Name"** button, the **Select User** screen
(see Figure I.5) will display with a list of registered users whose last
name begins with the letters you entered in the data entry box labeled
**"Last name:"**. Selecting "Find by Name" without entering any letters
into the [Last Name:]{.underline} data entry box will display a list of
all registered users of the IPAC system. This may take a considerable
time. The more letters you enter in this data entry box, the more you
restrict your search and the more manageable your selection list will
be.

![](media/image8.jpeg){width="5.997222222222222in"
height="1.7506944444444446in"}

[]{#__RefHeading___Toc526238324 .anchor}Figure I.5 Select User

### Select User Screen

The **Select User** screen, shown in Figure I.5, allows you to select
the user record that you want to edit from a list of records that match
the criteria you entered in the [LoginID]{.underline} box on the **Find
User** screen.

##### Select User Data Fields

This list has columns with the following data fields:

####### Selection Option Button

> An option button which may be marked to indicate your selection of the
> record in that row as the one you wish to retrieve. These buttons are
> mutually exclusive and only one button may be selected at a time.
> Selection of another button will unmark your previous selection.

####### Users name

> The name under which the user was registered with the IPAC System.

####### Login Ids

> Any Login IDs assigned to the user.

####### Security Level

> The Security Level (user or administrator) that has been granted to
> the user.

##### Select User Function Buttons

###### "Select"

> Selects the user record indicated by the marked option button. One row
> must be marked by a selected option button or selecting this function
> will generate an error message.

###### "Cancel"

> Discards any selections you have made on this screen and displays the
> **Find User** screen.

###### "Return To Enrollment Main Menu" 

> Returns to the **Enrollment Main Menu** screen without saving any
> information entered.

###### "Clear" 

> Restores the data entry fields to their values the last time the
> screen was displayed.

###### "Help" 

> Displays the system help for this screen.

Selecting the "Select" button on the **Select User** screen or the
**Find by Name** button on the **Find User** screen will retrieve the
user record for use with the function in which you are working.

## Viewing and Printing Documents 

Common conventions are used throughout the Enrollment application for
printing documents and reports. When you select a report to be
generated, you will be forwarded to a report printing screen where the
data just entered will appear as a document and may be printed. First,
you will see a [Report File Description]{.underline} and [Footer
Comments]{.underline} entry screen referred to in this manual as the
**Report Request** screen. Then the **Report Statistics** screen
displays, which has several output options as discussed below.

### Report File Description / Footer Comments (Report Request) Screen

When you select a report to be generated, the next screen to display is
the **Report Request** screen. The entry of a Report File Description
and Footer Comments for the report is available, as shown in Figure I.6.
This screen may also allow you to enter restrictive criteria to limit
the data retrieved by the report. The title of this screen will vary
depending on the location in the Enrollment application, but the
appearance and functionality of the screen will be consistent.

![](media/image9.jpeg){width="5.9944444444444445in"
height="3.463888888888889in"}

[]{#__RefHeading___Toc526238325 .anchor}Figure I.6 Report File
Description/Footer Comments

#### 

#### 

#### Data Entry Fields Common to All Report Request Screens

There are two data entry fields on this screen which are common to all
report request screens in the Enrollment application. You are not
required to complete either field, but it is highly recommended that the
[Report File Description]{.underline} field be completed.

####### Report File Description 

> This field is used to name and/or describe the report. It will be this
> name or description that displays in the system when a report is later
> retrieved for viewing, printing or deleting. The description that is
> assigned to the report should be as meaningful as possible to help
> with later report identification. This description does not print on
> the report itself.

####### Footer Comments 

> This field is printed on the bottom of each page of the document or
> report. Figure I.7 shows a sample report with the location of the
> Footer Comments marked.

![](media/image10.jpeg){width="5.9944444444444445in"
height="8.077083333333333in"}

[]{#__RefHeading___Toc526238326 .anchor}Figure I.7 Report Footer
Comments

In addition to these two data entry fields, a Report Request screen may
also contain additional fields that allow you to enter restrictive
criteria for report data retrieval. Since these fields will vary by
report, they will be discussed under Menu Option 10 with each individual
report.

#### 

#### 

#### Function Buttons

There are 4 standard function buttons on Enrollment application **Report
Request** screens:

###### "Select Specific User" 

> Accepts the information entered on the **Report Request** screen as
> the report description and report footer and displays the **Find
> User** screen shown in Figure I.4 and discussed above.

###### "Clear" 

> Restores the data entry field to its value the last time the screen
> was displayed.

###### "Return to Enrollment Main Menu" 

> Returns to the **Enrollment Main Menu** screen without saving any
> information entered.

###### "Help" 

> Displays system help information for this screen.

### Report Statistics

Selecting "Find by Login ID" from the **Find User** screen or "Select"
from the **Select User** screen will display the **Report Statistics**
screen shown in Figure I.7. This screen displays the number of pages the
report or document will have and provides you with a drop-down menu
option of output formats.

![](media/image11.png){width="6.002777777777778in" height="1.625in"}

[]{#__RefHeading___Toc526238327 .anchor}Figure I.8 Report Statistics

#### Report Output Menu Options

###### HTML (HyperText Markup Language) 

> The document format used on the World Wide Web. Choose this option to
> view the report immediately. This is the default choice. The report is
> generated in HTML format and displays in the IPAC Report Viewer.

###### PDF (Portable Document Format) 

> A file format, read with Adobe Acrobat™ Reader, for saving the report
> to be viewed or printed on-line. The Acrobat reader must be available
> to view or print the report.

#### 

#### Function Buttons

###### "OK" 

> Displays the report in the specified format.

###### "Return to Enrollment Main Menu" 

> Returns to the **Enrollment Main Menu** screen without generating,
> saving or printing the report or document.

###### "Help" 

> Displays system help information for this screen.

### Viewing HTML Format Documents and Reports

When a report is generated in HTML format for viewing on-line, the IPAC
System Report Viewer is automatically called to display the report as
shown in Figure I.9.

![](media/image12.jpeg){width="5.9944444444444445in"
height="3.4569444444444444in"}

[]{#__RefHeading___Toc526238328 .anchor}Figure I.9 Report Viewer

The Report Viewer will display the document or report one page at a time
with as much of the page visible as your browser will allow. To see the
rest of the page use the scroll bars. If you attempt to print this
report through your browser, only the page currently being viewed will
be printed.

#### Report Viewer Function Buttons

The Report Viewer also has standard function buttons, shown in Figure
I.8, which appear at both the top and the bottom of the screen.

###### "First" 

> Moves you to the top of the first page (page 1) of the document.

###### "Last" 

> Moves you to the end of the last page of the document.

###### "Next" 

> Moves you to the next page in the document unless you are already on
> the last page.

###### "Prior" 

> Moves you back one page in the document unless you are already on the
> first page.

###### "Page Number" 

> Moves you to the page number entered in the [Page Number]{.underline}
> field. If the field is left blank, clicking "Page Number" will move to
> the first page of the report. If the field is set to a page number
> greater than the number of pages in the report, clicking "Page Number"
> will move to the last page of the report. The presence of a page
> number in the field does not affect the operation of the "First",
> "Last", "Next" or "Prior" buttons.

###### "Back to Statistics Screen" 

> Returns you to the **Report Statistics** screen, discussed earlier in
> this section, where you can choose to display or print the report in
> another format.

###### "Return to Enrollment Main Menu" 

> Returns you to the **Enrollment Main Menu**. In a future release of
> IPAC, the report will be saved for later viewing through the Retrieve
> Report Function.

## Viewing, Saving and Printing PDF Format Documents and Reports

If your system is equipped with Adobe Acrobat®, then a better choice for
viewing or printing the report may be the PDF (**P**ortable **D**ocument
**F**ormat) format. PDF, read with an Acrobat reader, allows documents
to be displayed and printed in different operating systems while
retaining its formatting properties and appearance. There are Acrobat
readers available for DOS, Windows, UNIX and Mac platforms.

If you choose PDF as your file output format and see an error message
similar to the one in Figure I.10, then either Acrobat is not installed
on your system, or your browser is not configured to use it.

![](media/image13.jpeg){width="5.991666666666666in"
height="2.3847222222222224in"}

[]{#__RefHeading___Toc526238329 .anchor}Figure I.10 Acrobat Error
Message

If your browser is configured to use Acrobat, the next screen you see
should be similar to Figure I.11. This is a warning that some files
downloaded from the Internet can be dangerous. It also asks if you would
like to open the file or save it to disk.

![](media/image14.jpeg){width="3.5833333333333335in"
height="3.7395833333333335in"}

[]{#__RefHeading___Toc526238330 .anchor}Figure I.11 File Download
Warning

Since this report is coming from IPAC, a secure system, you can trust
the source of the report. On this screen you must also decide if you
want to open the report for viewing and printing, or if you want to save
it to disk. Do NOT remove the check mark from the "[A]{.underline}lways
ask before opening this type of file" box or you will not be able to
save (or, conversely, view) files in PDF format.

If the check mark in the \"Always ask...\" box has been removed, this
screen does not display and the report will be saved immediately (\"Save
As ...\" dialog box will display), or displayed immediately in Acrobat.
To correct this situation, see *Appendix D*.

### Viewing and Printing a Report with Adobe Acrobat Reader

To **Open** the PDF file, Acrobat will automatically be opened to
display it. Figure I.12 illustrates Acrobat's view of an IPAC Enrollment
report.

![](media/image15.jpeg){width="5.997916666666667in"
height="4.098611111111111in"}

[]{#__RefHeading___Toc526238331 .anchor}Figure I.12 Acrobat View of a
Report

Acrobat is an easy program to use, and the buttons on its toolbar
function as expected. For further assistance in the use of Acrobat,
click **[H]{.underline}elp** while in the program, then
**[R]{.underline}eader Online Guide**, then **Viewing PDF Documents**
for further information.

The report can also be printed from within the Acrobat Reader. Click the
**[F]{.underline}ile** option of the Acrobat menu bar to get the menu
shown in Figure I.13.

![](media/image16.jpeg){width="5.989583333333333in"
height="4.283333333333333in"}

[]{#__RefHeading___Toc526238332 .anchor}Figure I.13 Acrobat File Menu

Choosing the **Print** option from this menu will display the menu shown
in Figure I.14

![](media/image17.jpeg){width="3.942361111111111in"
height="3.4902777777777776in"}

[]{#__RefHeading___Toc526238333 .anchor}Figure I.14 Acrobat Print Menu

From here you can print the entire report, the current page of the
report or a range of pages to your default printer. If you put a check
in the "Print to File" box on this menu screen, the report will be saved
to a file that can be interpreted by your printer, but will not be
readily viewable by you. To save the file to a disk, choose the "Save it
to disk" option on the previous menu. (See Figure I.11 in the
*Introduction* and read below.)

### Saving a Report with Acrobat

If you choose **Save it to disk** from the earlier menu shown in Figure
I.11, you will see a standard Windows "Save As..." Dialogue Box (see
Figure I.15). This allows you to name the output file, choose the
location for the file and specify the type of file to save. The location
and name you choose for the file will depend on your computer's
configuration and your agency's procedures. Do NOT remove the check mark
from the "[A]{.underline}lways ask before opening this type of file" box
or you will not be able to save files through the Acrobat Reader. Once
the file is saved, you will be returned to the **Report Statistics**
screen where you can display the report in another format or return to
the **Enrollment Main Menu**.

![](media/image18.jpeg){width="5.989583333333333in"
height="2.8180555555555555in"}

[]{#__RefHeading___Toc526238334 .anchor}Figure I.15 Window "Save As..."
Dialog box

## Accessing the System

### 

IPAC Enrollment is an Internet application that can be accessed using a
secured web site address. The on-line version of the manual does not
list the secured web site address. For more information contact the
GOALS Customer Support Staff on (202) 874-8270.

### Security Login

When you first enter the IPAC web address in your browser, you will be
presented with a Login Screen similar to the one in Figure I.16. The
actual appearance of this window may vary with the browser you are using
to access the IPAC System, but the data entry boxes will remain the
same. You must enter your [User Name]{.underline} (Login ID) and
[Password]{.underline} to be allowed through the security layer and into
the IPAC website.

![](media/image19.jpeg){width="2.9895833333333335in"
height="1.8645833333333333in"}

[]{#__RefHeading___Toc526238335 .anchor}Figure I.16 Security Login
Screen

When you are authorized as an administrator, you will be assigned a
Login ID and a one-time-use password. Your Login ID will tell IPAC about
your authorization to access various functions within the program. It
will also tell IPAC the ALCs and/or Payroll Offices for whom you are
authorized to do business. The first time you log onto the IPAC system
you will be required to change your password. IPAC is a secure system
and has specific requirements for passwords.

### Passwords

Passwords must contain:

-   A minimum of 8 characters

-   At least 2 alphabetic characters

-   At least 3 non‑alphabetic (numeric and special) characters

-   At least 5 unique (different) characters

-   A maximum of 2 sequentially repeating characters

Passwords are case sensitive.

Passwords are aged and expire automatically every 30 days.

The user will receive warnings that the password is about to expire for
the last 5 days of the password life.

Passwords will be disabled after 3 unsuccessful attempts.

Accounts must remain disabled for 30 minutes after being disabled for
unsuccessful Login attempts.

The system will not let a user reuse any of the last 5 passwords.

The same password cannot be reused within 120 days.

### "Must See" System Messages

### 

Enrollment and its companion programs contain a facility for presenting
messages to the entire system or to specified ALCs. The "Must See"
messages are transmitted system wide to all users of the IPAC system,
and may contain general instructions, training announcements, new
reporting requirements or other administrative information. When you
first go to the IPAC web site, if there is a current "Must See" message,
you will be presented with a message screen similar to the one in Figure
I.17 though the actual appearance of the message window will depend on
the browser you are using. Once you have read and noted the message, you
may close that window.

![](media/image20.png){width="6.0in" height="4.5in"}

[]{#__RefHeading___Toc526238336 .anchor}Figure I.17 System Messages

### IPAC System Main Menu

Once you have completed the Login Screen and closed any system messages
that appear, you will see the **IPAC System Main Menu** screen as shown
in Figure I.18.

![](media/image21.png){width="5.995833333333334in"
height="3.036111111111111in"}

[]{#__RefHeading___Toc526238337 .anchor}Figure I.18 IPAC System Main
Menu

To enter the Enrollment module of the IPAC system, select the
"Enrollment" button in the bottom left area of the screen. This will
display a screen that is custom designed for the administrative role
assigned to your Login ID.

This page intentionally left blank.

# IPAC Agency Administrator {#ipac-agency-administrator .unnumbered}

IPAC Agency Administrators are responsible for the creation and
management of user accounts. They define users of the system for each
IPAC Organizational Entity (ALC or Payroll Office) within the IPAC suite
of applications. FMS grants Administration rights to the organization
owning or managing the IPAC Organizational Entities.

To access the Enrollment application, log on to the IPAC system and
choose the "ENROLLMENT" option from the **IPAC System Main Menu** as
explained in the *Introduction* to this manual. The Main Menu for the
Enrollment application will vary with the authority associated with your
Login ID.

### IPAC Agency Administrator Main Menu

The **Enrollment Main Menu** for the IPAC Agency Administrator is shown
in Figure 1.1.

![](media/image22.jpeg){width="5.991666666666666in" height="2.25625in"}

[]{#__RefHeading___Toc526238338 .anchor}Figure 1.1 Enrollment Main Menu

Each function of this menu will be discussed separately in the following
order:

1.  **Create User**

2.  **Maintain User Roles**

3.  **Record Audit Date**

```{=html}
<!-- -->
```
4.  **Password Reset**

5.  **Retrieve Report/Data Files**

6.  **Edit User**

7.  **View Audit Info**

8.  **Edit User Status**

9.  **Update Security Question & Answer**

10. **Reports**

This page intentionally left blank.

# Option 1 Create User {#option-1-create-user .unnumbered}

One of the main functions of the IPAC Agency Administrator is the
creation of users for the IPAC system and the assignment and maintenance
of the users' authorizations. There are a number of steps to establish a
new user. You must enter the individual's name, employing agency and
contact information to establish the user in the database. Then, to
grant the user the authority to act within the IPAC System, you must
assign roles to that user's account. Each role is a set of
authorizations to act within a specific application (IPAC, RITS or TRACS
or Admin applications) on behalf of a specific organizational entity
(ALC or Payroll Office). A detailed list of user roles and functions may
be found in *Appendix A*.

The information needed to create a new user is obtained directly from
the completed IPAC User Request Form. IPAC User Request Forms can be
obtained at FMS' IPAC Web Page at
<http://www.fms.treas.gov/goals/GOALS_IPAC.html> or by calling the GOALS
Customer Support Staff on (202) 874-8270.

To create a new user in the IPAC system, select the "Create User" button
on the **Enrollment Main Menu** as shown in Figure 1.2.

![](media/image22.jpeg){width="5.991666666666666in" height="2.25625in"}

[]{#__RefHeading___Toc526238339 .anchor}Figure 1.2 Enrollment Main Menu

The screen shown in Figure 1.3, **Create/Edit User** will display with
blank data entry fields for the entry of the new user's information and
mailing address.

### Create/Edit User

![](media/image23.jpeg){width="5.9944444444444445in"
height="4.195138888888889in"}

[]{#__RefHeading___Toc526238340 .anchor}Figure 1.3 Create/Edit User

Position the cursor in the first data entry field to begin the data
entry process. Use the "Tab" key to move forward between fields,
"Shift-Tab" to move backward. An asterisk by the field label indicates
that the field is required for the record to be entered into the IPAC
database. All fields on this form, with the exception of "Mail Stop",
are required.

#### Name:

###### 

####### First Name

####### Initial

####### Last Name

#### Employer: 

####### 

####### 

####### Master ALC

> This is the ALC of the user's employer. If the user has responsibility
> for more than one ALC, the master ALC is the user's primary ALC.

####### Login ID

> There is no data box for this field when this screen is used for new
> user entry. A User Login ID will be generated by the IPAC system and
> will be assigned after you have completed the new user entry.

#### Contact Info:

####### Email Address

> The user's email address for contact concerning IPAC system questions.

####### Complete Work Phone

33. The user's telephone number including area code (and country code if
    outside the USA). It is recommended that you use some formatting
    characters to make the telephone numbers easier to read, as in (202)
    874-0000 or 202-874-0000.

#### Mailing Address:

####### Agency Name

> The name of the user's employing agency.

####### Street

> The first line of the mailing address.

####### Mail Stop 

> An optional address field which is used to enter an optional street
> address (different from the postal mailing address) or a second line,
> before the city and state, of the [Street]{.underline} address.

####### 

####### City

####### State

####### ZipCode

####### Country

#### Function Buttons

The following function buttons are available on the **Create/Edit User**
screen:

###### "OK" 

> Accepts and saves the entries you have made. Displays the **Select
> Application** screen.

###### "Return To Enrollment Main Menu" 

> Returns you to the **Enrollment Main Menu** screen without saving any
> information you have entered on this screen.

###### "Clear" 

> Restores the data entry fields to their values the last time the
> screen was displayed.

###### "Help" 

> Displays the system help for this screen.

Press "OK" to accept the entries you have made. This will display the
screen shown in Figure 1.4, **Select Application**.

### Select Application

![](media/image24.png){width="5.9944444444444445in"
height="2.9368055555555554in"}

[]{#__RefHeading___Toc526238341 .anchor}Figure 1.4 Select Application

The [Available Applications]{.underline} data entry box contains a drop
down menu of the available applications for which you can assign roles
for the user.

> [IPAC]{.underline} (**I**ntra-governmental **P**ayment and
> **C**ollection) An Internet based GOALS II application for interagency
> payment and collections transactions.
>
> [RITS]{.underline} (**R**etirement and **I**nsurance **T**ransfer
> **S**ystem) A GOALS II application used to automate the transfers of
> Federal employees' health benefit, retirement and life insurance
> program information and payments.
>
> [TRACS]{.underline} (**T**reasury **R**eceivable **A**ccounting and
> **C**ollection **S**ystem) The Financial Management Service's (FMS)
> check claims application, developed to expedite the transfer of funds
> and associated financial information between FMS and Federal Program
> Agencies (FPAs).

This screen has the following function buttons:

###### "OK" 

> Accepts and saves the application choice you have made. Displays the
> **Select Organization** screen.

###### "Return To Enrollment Main Menu" 

> Returns you to the **Enrollment Main Menu** screen without saving the
> application information you have entered on this screen.

###### "Clear" 

> Restores the data entry field to its value the last time the screen
> was displayed.

###### "Help" 

> Displays the system help for this screen.

Select the application for which the user should receive authority, then
select the "OK" button to display the **Select Organization** screen as
shown in Figure 1.5.

### Select Organization

![](media/image25.png){width="5.997222222222222in"
height="2.013888888888889in"}

[]{#__RefHeading___Toc526238342 .anchor}Figure 1.5 Select Organization

This screen has a data entry box for "ALC" if the application is IPAC or
TRACS, or a data entry box for "Payroll Office" if the selected
application is RITS. Enter the ALC or Payroll Office for the user's
authorization. This screen has the following function buttons:

###### "OK" 

> Accepts and saves the entry you have made. Displays the **Change User
> Roles** screen.

###### "Select Another Application" 

> Returns you to the **Select Application** screen without saving the
> information you have entered.

###### 

###### "Return To Enrollment Main Menu" 

> Returns you to the **Enrollment Main Menu** screen without saving the
> organization information you have entered on this screen.

###### "Clear" 

> Restores the data entry field to its value the last time the screen
> was displayed.

###### "Help" 

> Displays the system help for this screen.

Select the "OK" button to save the organization information and display
the screen in Figure 1.6, **Change User Roles**.

### Change User Roles

![](media/image26.jpeg){width="5.9944444444444445in"
height="1.9430555555555555in"}

[]{#__RefHeading___Toc526238343 .anchor}Figure 1.6 Change User Roles

This screen lists any roles currently assigned to the user (initially
none). Current roles will be listed in a table described in this manual
in Option 2 Maintain User Roles. The **Change User Roles** screen offers
the following function buttons:

###### "Submit" 

> Accepts any new entries and submits the user roles displayed on this
> screen to the IPAC database. If these roles are accepted the screen in
> Figure 1.9, **Enrollment -- User Roles Confirmation**, will display.

###### "Add Role" 

> Displays the **Enrollment -- Add Role** screen shown in Figure 1.7.

###### "Select Another Organization"

> Returns you to the **Select Organization** screen shown in Figure 1.5
> to allow you to enter another ALC or Payroll Office for this
> application.

###### "Return To Enrollment Main Menu" 

> Returns you to the **Enrollment Main Menu** screen without saving any
> new roles you may have entered on this screen.

###### "Help" 

> Displays the system help for this screen.

Select the "Add Role" button to add a new role for this user. The **Add
Role** screen in shown in Figure 1.7, will display.

### Add Role

![](media/image27.png){width="5.9944444444444445in"
height="2.9368055555555554in"}

[]{#__RefHeading___Toc526238344 .anchor}Figure 1.7 Add Role

The data entry field on this screen, [Available Roles:]{.underline},
contains a drop down menu with a list of the roles which you may assign
to this user for this application. Click the arrow to the right of the
field to expose the menu. Highlight the appropriate role to select it
into the data entry box. A complete list of user roles and
responsibilities for the various IPAC applications is included in
*Appendix A*. The **Add Role** screen has the following function
buttons:

###### "OK" 

> Accepts the role you have selected. Displays the **Change User Roles**
> screen shown in Figure 1.6.

###### "Cancel" 

> Returns you to the **Change User Roles** screen without saving the
> role you selected.

###### "Return To Enrollment Main Menu" 

> Returns you to the **Enrollment Main Menu** screen without saving the
> role you have selected.

###### "Clear" 

> Restores the data entry field to its value the last time the screen
> was displayed.

###### "Help" 

> Displays the system help for this screen.

Select one of the available roles from the drop down menu, then select
"OK" to accept the user role displayed in the [Available
Roles:]{.underline} data entry box. This will display the screen shown
in Figure 1.8, **Change User Roles,** with the role you have just
selected added to the screen.

### Change User Roles

![](media/image28.jpeg){width="5.997222222222222in" height="2.4125in"}

[]{#__RefHeading___Toc526238345 .anchor}Figure 1.8 Change User Roles

At this point, the user role on which you have been working has been
defined but not confirmed. Additional roles can be added for this user
by selecting the "Add Role" button and following the procedures listed
earlier. Existing roles can also be deleted using this screen as
explained in this manual in Option 2 *Maintain User Roles*.

#### User Roles Confirmation

To save the role(s) just entered to the user's account, select "Submit".
If this role(s) is accepted, the screen in Figure 1.9, **User Roles
Confirmation**, will display.

![](media/image29.jpeg){width="5.999305555555556in" height="1.89375in"}

[]{#__RefHeading___Toc526238346 .anchor}Figure 1.9 User Roles
Confirmation

This screen confirms that the data has been added to the database and
the user's account has been updated. Click "Return to Enrollment Main
Menu" for more menu options.

After the User Roles Confirmation screen has been received, the user has
been registered to use the IPAC system and their system generated Login
ID has been created. Then the user's initial password must be
established using *Option 4 Password Reset* from the **Enrollment Main
Menu**.

This page intentionally left blank.

# Option 2 Maintain User Roles {#option-2-maintain-user-roles .unnumbered}

![](media/image22.jpeg){width="5.991666666666666in" height="2.25625in"}

[]{#__RefHeading___Toc526238347 .anchor}Figure 1.10 Enrollment Main Menu

The "Maintain User Roles" function provides the capability to manage
user accounts by adding additional application roles to a user's account
or by deleting existing roles. Select "Maintain User Roles" as shown in
Figure 1.10.

### Retrieve the User's Record

When you select "Maintain User Roles", the **Find User** screen, shown
in Figure 1.11, will display. This screen is used to retrieve the record
of a user who is currently in the IPAC database. The process for
retrieving a user's record is explained in detail in the *Introduction*
to this manual.

![](media/image7.jpeg){width="5.991666666666666in"
height="1.7958333333333334in"}

[]{#__RefHeading___Toc526238348 .anchor}Figure 1.11 Find User

When you have retrieved the user's record, the screen shown in Figure
1.12, **User Role Maintenance** will display.

### Existing User Roles

![](media/image30.png){width="5.999305555555556in"
height="2.0145833333333334in"}

[]{#__RefHeading___Toc526238349 .anchor}Figure 1.12 User Role
Maintenance

User authorizations are defined by a combination of the application, the
Organizational Entity (ALC or Payroll Office), and the role. This screen
lists the current authorizations available to the specified user in a
table with the following columns:

####### Delete 

> Contains a drop down menu with choices of "Yes" to indicate requested
> deletion of the role or the default "No" to indicate that the role
> should not be deleted. This is the only data field on this screen that
> you can change.

####### Application

> Indicates the application (IPAC, TRACS or RITS) to which the
> authorization applies.

####### Org Type

> The type of organization to which the authorization applies. This
> field will contain "A" for ALC if the application is IPAC or TRACS. It
> will contain "P" for Payroll Office if the application is RITS.

####### Organization

> Indicates the IPAC Organizational Entity (ALC or Payroll Office) to
> which the authorization applies.

####### User Role

> Indicates the User Role to which the authorization applies. A complete
> list of the User Roles available for each application and the
> functions each role authorizes is available in *Appendix A*.

The **User Role Maintenance** screen has the following function buttons:

######  "Delete" 

> Use to delete an existing user role from the database as explained
> below. Displays the **Delete Confirmation** screen shown in Figure
> 1.13 asking you to confirm the deletion of any user roles marked with
> a "Yes" in the [Delete]{.underline} column.

###### "Add" 

> Displays the **Add Role** screen shown in Figure 1.7 and discussed
> earlier to allow you to add additional authorization roles for this
> user.

###### "Return To Enrollment Main Menu" 

> Returns you to the **Enrollment Main Menu** screen without saving any
> new roles or deletions you may have entered on this screen.

###### "Clear" 

> Returns the entries in the [Delete]{.underline} column to their values
> the last time the screen was displayed.

###### "Help" 

> Displays the system help for this screen.

### Deleting User Roles

The **User Role Maintenance** screen allows you to add or delete roles
for the specified user. To delete a listed role, find the row which
contains the role you want to delete and select "Yes" from the drop down
menu box in the [Delete]{.underline} column of that row. You may mark
none, one, or all of the listed roles for deletion. With the appropriate
[Delete]{.underline} field(s) marked "Yes", select the "Delete" function
button. The screen in Figure 1.13, **Delete Confirmation** will display.

#### Role Deletion Confirmation

![](media/image31.jpeg){width="5.988194444444445in"
height="1.9756944444444444in"}

[]{#__RefHeading___Toc526238350 .anchor}Figure 1.13 Delete confirmation

Select "Yes" to delete the marked role(s) or "No" to return to the
previous screen without deleting the role. After either choice, the
**Enrollment -- User Role Maintenance** screen will display with the
roles which are currently available to the user listed.

### Adding User Roles

To add a new role for an existing user, select the "Add" button on the
**User Role Maintenance** screen (Figure 1.12 and follow the
instructions listed earlier in the *Create User* option to add
additional application, organization, and role combinations for this
user.

Click the "Return to Enrollment Main Menu" button for more menu options.

# Option 3 Record Audit Date {#option-3-record-audit-date .unnumbered}

The IPAC Agency Administrator's primary system responsibilities are the
creation of user accounts and enforcement of the system security policy.
The security policy enforcement includes the assignment and periodic
(quarterly) review of user access to ensure that all granted authority
is warranted and proper. The quarterly review should ensure all Login
IDs have the proper user status and roles assigned to them. Please refer
to *Option 8 Edit User Status* and *Appendix A* of this manual for
further detail.

Use the "Record Audit Date" function to record the date you performed
such an audit / review for an IPAC organizational entity (ALC or Payroll
Office). Your audits will be reviewed by a Master Administrator with
responsibility for IPAC System security.

![](media/image22.jpeg){width="5.991666666666666in" height="2.25625in"}

[]{#__RefHeading___Toc526238351 .anchor}Figure 1.14 Enrollment Main Menu

Select the "Record Audit Date" button (as shown in Figure 1.14) to
display the **Enter Audit Information** screen shown in Figure 1.15.

### Enter Audit Information

![](media/image32.jpeg){width="5.9944444444444445in" height="1.39375in"}

[]{#__RefHeading___Toc526238352 .anchor}Figure 1.15 Enter Audit
Information

This screen allows you to record the date on which you most recently
performed a security audit for a specific IPAC Organizational Entity. It
has two data entry fields.

####### Organization

> The first field on this screen is the [Organization]{.underline}. This
> is the IPAC Organizational Entity (ALC or Payroll Office) for whom you
> are performing the audit. Your Login ID will determine the
> Organization(s) for which you are authorized to perform security
> audits
>
> If you are only authorized to act on behalf of **one Organization**,
> that Organization will display in the [Organization]{.underline} data
> entry box.
>
> If you are authorized to do business for **multiple Organizations**,
> those Organizations will display in a drop-down list box for the
> [Organization]{.underline}.
>
> If you are authorized to do business for **more than 25
> Organizations**, the [Organization]{.underline} field will display as
> a blank data entry box.
>
> The [Organization]{.underline} field is required and you must accept
> the Organization shown as a default, choose an Organization from the
> drop-down menu or enter an Organization in this field.

####### Date of Audit

> The [Date of Audit]{.underline} is also a required field. Type in the
> date the audit was performed in "YYYY-MM-DD" format.

The function buttons available on this screen are:

###### 

###### "OK" 

> Records the audit information just entered in the IPAC database and
> displays the **Record Audit Date Confirmation** screen shown in Figure
> 1.16.

###### "Return To Enrollment Main Menu" 

> Returns you to the **Enrollment Main Menu** screen without saving any
> audit information you may have entered on this screen.

###### "Help" 

> Displays the system help for this screen.

#### Record Audit Date Confirmation

Entering an Organization and an audit date and selecting "OK" on the
**Enter Audit Information** screen will save the audit information to
the IPAC database and display the **Record Audit Date Confirmation**
screen shown in Figure 1.16.

![](media/image33.jpeg){width="5.988194444444445in"
height="2.404166666666667in"}

[]{#__RefHeading___Toc526238353 .anchor}Figure 1.16 Record Audit Date
Confirmation

Select "Return To Enrollment Main Menu" for more menu options.

This page intentionally left blank.

# Option 4 Password Reset {#option-4-password-reset .unnumbered}

The IPAC Agency Administrator is responsible for password maintenance on
their user's accounts. New users are enrolled into the IPAC System using
*Option 1 Create User* from the **Enrollment Main Menu**. After the User
Roles Confirmation screen has been received, the user has been
registered in the system and their system generated Login ID has been
created. Then the user's initial password must be set using this menu
option before the user can access the IPAC system. This menu option is
also used by the IPAC Agency Administrator to perform password resets.
Password resets may be needed in situations where the user has forgotten
his password or the user has been locked out of the system after three
unsuccessful attempts to enter his password.

All User Passwords stored for the IPAC system applications are first
encrypted. When a new password is entered by a user, the application
will audit the requested password to ensure that it meets security
policy format requirements. If the password is cleared by the internal
security audit, it is encrypted before it is stored to any permanent
media.

All password exchanges are one way, from the user (or administrator)
input into the IPAC system. There is no facility for the redisplay of a
password by the system. The password collection function allows the
appropriate user (or administrator) to enter a new password and then to
retype the password for verification. On entry, the password characters
are not displayed as typed. Rather, an asterisk (\*) is displayed in the
appropriate screen field for each character typed.

Since the passwords are encrypted, if a user password is forgotten, an
Administrator cannot simply view the password and remind the user of its
value. The Administrator must set the user's password to a temporary
value that the user must then change on his next login.

![](media/image22.jpeg){width="5.991666666666666in" height="2.25625in"}

[]{#__RefHeading___Toc526238354 .anchor}Figure 1.17 Enrollment Main Menu

To access the Password Reset function, select the "Password Reset"
button from the **Enrollment Main Menu** as shown in Figure 1.17. The
screen in Figure 1.18, **Find User** will display.

### Retrieve the User's Record

This screen is used to retrieve the record of a user who is currently in
the IPAC database. The process for retrieving a user's record is
explained in detail in the *Introduction* to this manual.

![](media/image7.jpeg){width="5.991666666666666in"
height="1.7958333333333334in"}

[]{#__RefHeading___Toc526238355 .anchor}Figure 1.18 Find User

When you have retrieved the user's record, the screen shown in Figure
1.19, **Reset Password**, will display.

### Reset Password

![](media/image34.jpeg){width="5.988194444444445in" height="2.975in"}

[]{#__RefHeading___Toc526238356 .anchor}Figure 1.19 Reset Password

Since most password reset requests will come to the administrator by
telephone or email, the Administrator's **Reset Password** screen
displays the [Security Question]{.underline} and [Security
Answer]{.underline} previously entered for the Login ID. These are tools
to verify the identity of the user for whom you are resetting a
password. If a Security Question and Answer have been entered, the
Administrator should ask the [Security Question]{.underline} of the user
and verify that the user's answer matches the [Security
Answer]{.underline} shown on the screen.

Once this verification has been made, the Administrator can enter a new
password for the user and tell the user what his new password is.
Administrator assigned passwords are only valid for one use. The user
will be allowed to use the password to login to the system, but he must
then immediately change his password to a new character string which
meets the system requirements for a valid password.

### Password Guidelines

The following is a list of guidelines to follow when setting up
passwords:

-   The maximum number of characters that can be repeated sequentially
    in a user password is 2. "123#depXX" could be set as a password
    because it does not exceed two "X" repeated characters. A password
    of "123#deXXX" could not be set as a password because three "X"
    characters exceed the limit of 2 repeated characters.

```{=html}
<!-- -->
```
-   The minimum number of letters of the alphabet that must be used for
    a password is 2.

```{=html}
<!-- -->
```
-   The minimum number of non-alphabetic characters (numbers, signs,
    special characters, etc.) that must be used for a password is 3.

```{=html}
<!-- -->
```
-   The minimum number of different characters that must be used for a
    password to be valid is 5. If the password specified is "0AbcbcA0",
    the password would not be valid because it only contained four
    different characters (0, A, b, c).

```{=html}
<!-- -->
```
-   The minimum length for a password is 8 characters.

```{=html}
<!-- -->
```
-   IPAC system passwords are case sensitive.

Type the new password for the user in the data entry box labeled
[Password]{.underline}. On entry, the password characters are not
displayed as typed. Rather, an asterisk (\*) is displayed in the
appropriate screen field for each character typed. Verify the password
you have just entered by typing the same password in the [Re enter
Password]{.underline} data entry box.

The two character strings that you just typed will be compared to ensure
that they are identical. If they match exactly, the password will be
audited by IPAC system to verity that it meets security format
requirements. If both of these criteria are met, the screen shown in
Figure 1.20, **Password Reset Confirmation**, will display.

### Password Reset Confirmation

![](media/image35.jpeg){width="5.997222222222222in" height="2.1in"}

[]{#__RefHeading___Toc526238357 .anchor}Figure 1.20 Password Reset
Confirmation

This screen confirms that the password has been successfully reset and
you can inform the user of his new, temporary password. Select "Return
to Enrollment Main Menu" for more menu options.

After the Password Reset Confirmation screen has been received, the
user's initial password has been established. Then the user must be
informed of his Login ID and Password so that he can access the IPAC
System. The IPAC Letter Report will generate a separate User ID and
Password letter for each user. See *Option 10 Reports* from the
**Enrollment Main Menu** for instructions on how to generate the Login
ID and Password letters for each user that you have registered.

# Option 5 Retrieve Report/Data Files {#option-5-retrieve-reportdata-files .unnumbered}

This page intentionally left blank.

# Option 6 Edit User {#option-6-edit-user .unnumbered}

One of the main functions of the IPAC Agency Administrator is the
creation of users for the IPAC system and the assignment and maintenance
of the users' authorizations. You must enter the individual's name,
employing agency and contact information to establish the user in the
database. This function is used to update that user information
initially entered through the "Create User" function (see *Option 1* of
this manual).

To edit user information in the IPAC system, select the "Edit User"
button on the **Enrollment Main Menu** as shown in Figure 1.21.

![](media/image22.jpeg){width="5.991666666666666in" height="2.25625in"}

[]{#__RefHeading___Toc526238358 .anchor}Figure 1.21 Enrollment Main Menu

### Retrieve the User's Record

When you select "Edit User", the **Find User** screen, shown in Figure
1.22, will display. This screen is used to retrieve the record of a user
who is currently in the IPAC database. The process for retrieving a
user's record is explained in detail in the *Introduction* to this
manual.

![](media/image7.jpeg){width="5.991666666666666in"
height="1.7958333333333334in"}

[]{#__RefHeading___Toc526238359 .anchor}Figure 1.22 Find User

When you have retrieved the user's record, the screen shown in Figure
1.23, **Create/Edit User**, will display with the information currently
in the system for the user loaded into the data entry fields.

### Edit User Information

![](media/image36.png){width="5.995833333333334in"
height="3.9430555555555555in"}

[]{#__RefHeading___Toc526238360 .anchor}Figure 1.23 Create/Edit User

## 

The data entry fields on this screen are explained in detail in *Option
1, Create User.* You may change any of the user's information except his
system [Login ID]{.underline} from this screen.

User authorizations are edited through the "Maintain User Roles"
function discussed in *Option 2*.

Select "Return to Enrollment Main Menu" to discard any changes you have
made on this screen, or "OK" to accept the changes and store them to the
database. The screen in Figure 1.24, **Enrollment User Information
Confirmation** will display.

### User Information Confirmation

![](media/image37.jpeg){width="5.9944444444444445in"
height="2.1972222222222224in"}

[]{#__RefHeading___Toc526238361 .anchor}Figure 1.24 User Information
Confirmation

This screen confirms that the user information has been updated. Select
"Return To Enrollment Main Menu" for more menu options.

This page intentionally left blank.

# Option 7 View Audit Info {#option-7-view-audit-info .unnumbered}

The IPAC Agency Administrator's primary system responsibilities are the
creation of user accounts and enforcement of the system security policy.
The security policy enforcement includes the assignment and periodic
(quarterly) review of user access to ensure that all granted authority
is warranted and proper.

Use the "Record Audit Date" function to record the date you performed
such an audit / review for an IPAC organizational entity (see *Option
3*). The "View Audit Info" function allows you to review the information
you entered through the "Record Audit Date" function. To access this
function, Select the "View Audit Info" function button from the
**Enrollment Main Menu** as shown in Figure 1.25

![](media/image22.jpeg){width="5.991666666666666in" height="2.25625in"}

[]{#__RefHeading___Toc526238362 .anchor}Figure 1.25 Enrollment Main Menu

This will display the **View Audit Information** screen, as shown in
Figure 1.26.

![](media/image38.jpeg){width="5.998611111111111in"
height="1.6701388888888888in"}

[]{#__RefHeading___Toc526238363 .anchor}Figure 1.26 View Audit
Information

This screen shows the organization, the organization type (ALC or
Payroll Office) and the date of the most recent audit you entered for
each IPAC Organizational Entity. Only the organizations the IPAC Agency
Administrator has authority to enter work for will be displayed.

Select "Return To Enrollment Main Menu" button for more menu options.

# Option 8 Edit User Status {#option-8-edit-user-status .unnumbered}

There are three possible statuses for a registered user in the IPAC
database: active, suspended and revoked. The normal user status is
active and this status allows the user access to the authorizations he
has been granted. When a user is first entered into the IPAC database,
his status defaults to active. For security reasons, once a user has
been entered in the IPAC database, an IPAC Agency Administrator cannot
delete that user.

If a user will not be using the IPAC applications for an extended period
of time, due to a vacation, leave of absence, temporary change in job
duties or for some other reason, the user's authorizations should be
suspended until he again needs access to the IPAC system.

If a user will no longer be granted access to the IPAC system, due to a
change in employment or job duties, the user's authorization should be
revoked. The practical effects of a suspended or revoked status are the
same. When a user's status is suspended or revoked, he cannot access the
IPAC system until his status has been changed to active by an
Administrator with the proper authorization to make that change.

To make a change to a user's status, select the "Edit User Status"
function button from the **Enrollment Main Menu** as shown in Figure
1.27.

![](media/image22.jpeg){width="5.991666666666666in" height="2.25625in"}

[]{#__RefHeading___Toc526238364 .anchor}Figure 1.27 Enrollment Main Menu

### Retrieve the User's Record

When you select "Edit User Status", the **Find User** screen, shown in
Figure 1.28, will display. This screen is used to retrieve the record of
a user who is currently in the IPAC database. The process for retrieving
a user's record is explained in detail in the *Introduction* to this
manual.

![](media/image7.jpeg){width="5.991666666666666in"
height="1.7958333333333334in"}

[]{#__RefHeading___Toc526238365 .anchor}Figure 1.28 Find User

### Edit User Status

When you have retrieved the user's record, the screen shown in Figure
1.29, **Edit User Status**, will display with the current user status in
the [Status:]{.underline} data entry field.

![](media/image39.jpeg){width="5.997222222222222in"
height="1.8597222222222223in"}

[]{#__RefHeading___Toc526238366 .anchor}Figure 1.29 Edit User Status

The [Status:]{.underline} data entry box contains a drop down menu that
you may access by clicking on the down arrow to the right of the current
status, as shown in Figure 1.30.

####### Active

> The [Active]{.underline} status should be used for all working Login
> IDs that have access to the applications.

####### Suspended

> If a user will not be using the IPAC applications for an extended
> period of time, due to a vacation, leave of absence, temporary change
> in job duties or for some other reason, the user's authorizations
> should be [Suspended]{.underline} until he again needs access to the
> IPAC system. The Login ID needs to be placed in an
> [Active]{.underline} status when the employee returns to work.
> Suspending access for a Login ID reduces the risk of unauthorized
> entry into the applications through the use of this ID.

####### Revoked

> The [Revoked]{.underline} status needs to be assigned to Login IDs
> that will not be used any more. If an employee doesn't require access
> to the IPAC applications anymore, this status should be used. The
> Login ID may be placed back in an [Active]{.underline} status if
> needed. Login IDs are not deleted from the system.

![](media/image40.jpeg){width="5.999305555555556in"
height="1.8409722222222222in"}

[]{#__RefHeading___Toc526238367 .anchor}Figure 1.30 Edit User Status
with Menu

Highlight a choice from the drop down menu to select a status. Select
the "OK" function button to save the new user's status. The screen in
Figure 1.31, **User Status Confirmation,** will display.

### User Status Confirmation

![](media/image41.jpeg){width="5.993055555555555in"
height="1.6541666666666666in"}

[]{#__RefHeading___Toc526238368 .anchor}Figure 1.31 User Status
Confirmation

This screen confirms that the user status has been updated. Select
"Return to Enrollment Main Menu" for more menu options.

This page intentionally left blank.

# Option 9 Update Security Question & Answer {#option-9-update-security-question-answer .unnumbered}

The Security Question and Answer are included in the user profile
information as an administrative aid for user identification and
authentication. If a password must be reset by an administrator
unfamiliar with the user making the reset request, the security question
and appropriate response should be employed to verify the user's
identity. Since this question and answer should involve something known
by the user that is not common knowledge, the user himself is
responsible for the initial entry and any ongoing changes to his own
Security Question and Answer. This also applies to users who are IPAC
Agency Administrators since they may need to verify their identity to a
Master Administrator.

![](media/image22.jpeg){width="5.991666666666666in" height="2.25625in"}

[]{#__RefHeading___Toc526238369 .anchor}Figure 1.32 Enrollment Main Menu

### Enter/Update Security Question and Answer

To initially enter, or to make a change to, your Security Question and
Answer, select the "Update Security Question and Answer" function button
from the **Enrollment Main Menu** as shown in Figure 1.32.

![](media/image42.jpeg){width="5.991666666666666in"
height="2.558333333333333in"}

[]{#__RefHeading___Toc526238370 .anchor}Figure 1.33 Change Security
Question

If a question and answer are already in your personal profile, they will
appear on this screen. You may enter a new question on this screen or
revise the current question and answer. The question you enter should be
about something that is not common knowledge and could not easily be
inferred. (i.e. Who was my first grade teacher?) Tab to the "Answer"
field and type in the answer. Select "OK" to accept. The screen in
Figure 1.34, **Security Question/Answer Changed Confirmation** will
display.

### Security Question/Answer Changed Confirmation

![](media/image43.jpeg){width="5.997222222222222in"
height="1.9291666666666667in"}

[]{#__RefHeading___Toc526238371 .anchor}Figure 1.34 Security
Question/Answer Changed Confirmation

This screen confirms that the security question and answer have been
changed. Select "Return To Enrollment Main Menu" for more menu options.

# Option 10 Reports {#option-10-reports .unnumbered}

Report generation and printing for the Enrollment application is
centralized in this function.

## 

### Viewing and Printing Reports

The viewing and printing of documents from Enrollment is standardized
and is discussed in the *Introduction*. In many instances, reports have
parameters that allow you to place constraints on the data retrieved
into the report. The parameters, or report criteria, limit the
boundaries of the data that will be contained in the report. For
instance, you may be asked for a Start and End Date for the report and
only data within this range will be retrieved. These and other
parameters are entered through a **Report Request** screen after the
report is selected from the menu and before generation of the report is
requested and discussed with the individual reports to which they apply.

### Report Request Which Produces No Data

When a report request does not produce any data, no report is generated
and the **Report Statistics** screen will show the report having 0
pages. Figure 1.35 is an example of this situation.

![](media/image44.png){width="5.999305555555556in"
height="1.4972222222222222in"}

[]{#__RefHeading___Toc526238372 .anchor}Figure 1.35 Report Request Which
Produced No Data

When this happens, there is no "OK" button to request display of the
report. Your only options are to return to the **Enrollment Main Menu**
or to view the system help screen.

## Accessing the Reports Function

To access the Reports function, log on to the IPAC System and choose the
Enrollment option from the **IPAC System Main Menu** as explained in the
*Introduction*. The **Enrollment Main Menu** is shown in Figure 1.36.

![](media/image45.jpeg){width="5.997222222222222in"
height="2.442361111111111in"}

[]{#__RefHeading___Toc526238373 .anchor}Figure 1.36 Enrollment Main Menu

The Reports function has a drop-down menu that allows you to select a
report before entering the function. You can display this menu by
clicking on the down arrow to the right of the default report name.

All of the Enrollment reports will be discussed in this section, but the
reports that appear on your menu will vary according to the
authorization associated with your Login ID. Figure 1.37 shows the
**Enrollment Main Menu** with the report menu displayed.

![](media/image46.jpeg){width="5.9944444444444445in"
height="2.432638888888889in"}

[]{#__RefHeading___Toc526238374 .anchor}Figure 1.37 Enrollment Main Menu
with Reports Menu

## IPAC Access Report

This report reflects the access that has been made to the IPAC system by
an IPAC organization (ALC or Payroll Office) or by a specific user.

![](media/image46.jpeg){width="5.9944444444444445in"
height="2.432638888888889in"}

[]{#__RefHeading___Toc526238375 .anchor}Figure 1.38 IPAC Access Report
Menu Selection

To run this report, select and highlight "IPAC Access Report" from the
drop down menu by the "Reports" function button, then select the
"Reports" button. The **IPAC Access Report Request** screen, shown in
Figure 1.39, will display.

### IPAC Access Report Request Screen

![](media/image47.jpeg){width="5.9944444444444445in"
height="4.340972222222222in"}

[]{#__RefHeading___Toc526238376 .anchor}Figure 1.39 IPAC Access Report
Request

#### IPAC Access Report Request data entry fields:

####### Report File Description

> This field is discussed in the *Introduction* under *Viewing and
> Printing Reports*. This field is not required, but its use is strongly
> recommended.

####### Organizations

> You **must** mark one of the option buttons under this category. To
> obtain a report on IPAC access for all IPAC Organizations, select the
> [ALL]{.underline} option button. For a report on access for a single
> IPAC Organization, select the [ALC]{.underline} option button and
> enter an ALC in the data entry box next to that button **or** select
> the [Payroll Office]{.underline} option button and enter a Payroll
> Office Number in the data entry box next to that button. These option
> buttons are mutually exclusive, and selecting one of these buttons
> will deselect any previously selected button in this category.

####### User Status

> You do **NOT** need to select an option button from this category. To
> show IPAC access from one of these user status categories, select the
> option button labeled [Active Users]{.underline}, [Suspended
> Users]{.underline} or [Revoked Users]{.underline}. To show IPAC access
> from all user status categories, do not select any of the option
> buttons.

####### Footer Comments

> This field is discussed in the *Introduction* under *Viewing and
> Printing Reports*. The field is not required.

#### 

#### IPAC Access Report Request function buttons:

###### "OK"

> This button accepts the [Report File Description]{.underline} and
> [Footer Comments]{.underline} and any restrictive criteria you have
> entered on the **Report Request Screen** and generates the report data
> for all users (as restricted by the [User Status]{.underline} options
> and your Login ID authority), then displays the **Report Statistics
> Screen**.

###### 

###### "Select Specific User" 

> Accepts the information entered on the **Report Request** screen as
> the report description and report footer and displays the **Find
> User** screen shown in Figure I.4 in the *Introduction* under *Viewing
> and Printing Reports*.

###### "Clear" 

> Restores the data entry field to its value the last time the screen
> was displayed.

###### "Return to Enrollment Main Menu" 

> Returns to the **Enrollment Main Menu** screen without saving any
> information entered and without generating the report.

###### "Help" 

> Displays system help information for this screen.

A sample of the IPAC Access Report is shown in Figure 1.40.

![](media/image48.jpeg){width="5.9944444444444445in"
height="8.077083333333333in"}

[]{#__RefHeading___Toc526238377 .anchor}Figure 1.40 Sample IPAC Access
Report

## IPAC Letter Report

When an IPAC Agency Administrator creates a new user (see *Option 1*)
and sets the initial password (see *Option 4*), this option is accessed
to print two form letters. One tells a newly registered user that he has
been granted IPAC authority and informs him of his Login ID. The second
letter (to be provided to the user under separate cover) tells the new
user the initial password that he has been assigned.

The second letter is a form letter that contains a blank line for the
password. Once the user's initial password has been set (see *Option
4*), and this letter is generated, the IPAC Agency Administrator must
[clearly]{.underline} document the initial password on the blank line
provided in the letter. [Note:]{.underline} Passwords are case
sensitive, so be careful to write the password exactly as it was entered
into the system.

Then the IPAC Agency Administrator must distribute both of these letters
to the user. If the letters cannot be personally delivered by the IPAC
Agency Administrator, then the letters should be mailed
[separately]{.underline} to the user. For security reasons, the Login ID
and Password letters should not be mailed in the same envelope.

![](media/image49.jpeg){width="5.991666666666666in"
height="2.377083333333333in"}

[]{#__RefHeading___Toc526238378 .anchor}Figure 1.41 IPAC Letter Report
Menu Selection

To run this report, select and highlight "IPAC Letter Report" from the
drop down menu by the "Reports" function button, then select the
"Reports" button. The **IPAC Letter Report Request** screen, shown in
Figure 1.42, will display.

![](media/image50.jpeg){width="5.9944444444444445in"
height="2.763888888888889in"}

[]{#__RefHeading___Toc526238379 .anchor}Figure 1.42 IPAC Letter Report
Request screen

#### IPAC Letter Report Request data entry fields:

####### Report File Description

> This field is discussed in the *Introduction* under *Viewing and
> Printing Reports*. This field is not required, but its use is strongly
> recommended.

####### Start Date

####### End Date

#### 

####### Print All Letters

> This option button should must be chosen if the [Start
> Date]{.underline} and [End Dates]{.underline} are not be specified. If
> neither the start and end dates nor this option are specified, the
> report will not contain any data.

#### IPAC Letter Report Request function buttons:

###### "OK"

> This button accepts the [Report File Description]{.underline} and
> Start and End dates (if those are specified) and generates the data
> for the IPAC Letter report (as restricted by the date options and your
> Login ID authority), then displays the **Report Statistics Screen**
> discussed in the *Introduction*.

###### 

###### 

###### 

###### "Select Specific User" 

> Accepts the information entered on the **Report Request** screen as
> the report description and report footer and displays the **Find
> User** screen shown in Figure I.4 in the *Introduction* under *Viewing
> and Printing Reports*.

###### "Clear" 

> Restores the data entry field to its value the last time the screen
> was displayed.

###### "Return to Enrollment Main Menu" 

> Returns to the **Enrollment Main Menu** screen without saving any
> information entered and without generating the report.

###### "Help" 

> Displays system help information for this screen.

A sample of the IPAC Letter Report for a specific user is shown in
Figures 1.43 and 1.44.

![](media/image51.jpeg){width="5.9944444444444445in"
height="8.077083333333333in"}

[]{#__RefHeading___Toc526238380 .anchor}Figure 1.43 IPAC Letter Report
(page 1) -- Login ID Letter

![](media/image52.jpeg){width="5.493055555555555in"
height="7.790972222222222in"}

[]{#__RefHeading___Toc526238381 .anchor}Figure 1.44 IPAC Letter Report
(page 2) -- Password Letter

## Modification to User Access Report

This report reflects all administrative actions performed against a
user's Login ID.

![](media/image53.jpeg){width="5.9944444444444445in"
height="2.454861111111111in"}

[]{#__RefHeading___Toc526238382 .anchor}Figure 1.45 Modification to User
Access Report Menu Selection

To run this report, select and highlight "Modification to User Access
Report" from the drop down menu by the "Reports" function button, then
select the "Reports" button. The **Modification to User Access Report
Request** screen, shown in Figure 1.46, will display.

![](media/image54.jpeg){width="5.991666666666666in"
height="3.2069444444444444in"}

[]{#__RefHeading___Toc526238383 .anchor}Figure 1.46 Modification to User
Access Report Request screen

####  

#### Modification to User Access Report Request data entry fields:

####### Report File Description

> This field is discussed in the *Introduction* under *Viewing and
> Printing Reports*. This field is not required, but its use is strongly
> recommended.

####### Organization

> To view the modifications to user access for a single IPAC
> Organization (ALC or Payroll Office), enter the ALC or Payroll Office
> Number in this data entry box. If no organization is entered in this
> box, the report will contain all modifications stored in the IPAC
> database (restricted by start and end dates if specified) which your
> Login ID authorizes you to view.

####### Start Date

####### End Date

#### 

####### Footer Comments

> This field is discussed in the *Introduction* under *Viewing and
> Printing Reports*. The field is not required.

#### Modifications to User Access Report Request function buttons:

###### "OK"

> This button accepts the [Report File Description]{.underline},
> [Organization]{.underline} and Start and End dates (if those are
> specified) and generates the data for Modification to User Access
> report (as restricted by the date options and your Login ID
> authority), then displays the **Report Statistics Screen** discussed
> in the *Introduction*.

###### "Select Specific User" 

> Accepts the information entered on the **Report Request** screen as
> the report description and report footer and displays the **Find
> User** screen shown in Figure I.4 in the *Introduction* under *Viewing
> and Printing Reports*.

###### "Clear" 

> Restores the data entry field to its value the last time the screen
> was displayed.

###### "Return to Enrollment Main Menu" 

> Returns to the **Enrollment Main Menu** screen without saving any
> information entered and without generating the report.

###### "Help" 

> Displays system help information for this screen.

A sample of the Modification to User Access Report for a specific IPAC
Organization is shown in Figure 1.47.

![](media/image55.jpeg){width="5.9944444444444445in"
height="6.239583333333333in"}

[]{#__RefHeading___Toc526238384 .anchor}Figure 1.47 Modification to User
Access Report

## User Activity Report

This report reflects the access that has been made to the IPAC system by
a specific user.

![](media/image56.jpeg){width="5.9944444444444445in"
height="2.484722222222222in"}

[]{#__RefHeading___Toc526238385 .anchor}Figure 1.48 IPAC Access Report
Menu Selection

To run this report, select and highlight "User Activity Report" from the
drop down menu by the "Reports" function button, then select the
"Reports" button. The **User Activity Report Request** screen, shown in
Figure 1.49, will display

### User Activity Report Request Screen

![](media/image57.jpeg){width="5.988194444444445in" height="2.86875in"}

[]{#__RefHeading___Toc526238386 .anchor}Figure 1.49 User Activity Report
Request

#### User Activity Report Request data entry fields:

####### Report File Description

> This field is discussed in the *Introduction* under *Viewing and
> Printing Reports*. This field is not required, but its use is strongly
> recommended.

####### Start Date

####### End Date

####### Footer Comments

> This field is discussed in the *Introduction* under *Viewing and
> Printing Reports*. The field is not required.

#### 

#### IPAC Access Report Request function buttons:

###### "Select Specific User" 

> Accepts the information entered on the **Report Request** screen as
> the report description, report footer and date range and displays the
> **Find User** screen shown in Figure I.4 in the *Introduction* under
> *Viewing and Printing Reports*.

###### "Clear" 

> Restores the data entry field to its value the last time the screen
> was displayed.

###### "Return to Enrollment Main Menu" 

> Returns to the **Enrollment Main Menu** screen without saving any
> information entered and without generating the report.

###### "Help" 

> Displays system help information for this screen.

A sample of the User Activity Report is shown in Figure 1.50.

![](media/image58.png){width="5.992361111111111in"
height="7.669444444444444in"}

[]{#__RefHeading___Toc526238387 .anchor}Figure 1.50 Sample User Activity
Report

This page intentionally left blank.

######## Roles and Functions

### IPAC Roles and Functions

+-------------------------+--------------------------------------------+
| User Role               | Function Performed                         |
+=========================+============================================+
| IPAC Reports            | -   Access to the following reports:       |
|                         |                                            |
|                         | > Agency Special Requirements              |
|                         | >                                          |
|                         | > Batch Processing Status                  |
|                         | >                                          |
|                         | > EDI Activity Report\*                    |
|                         | >                                          |
|                         | > FMS / Agency Request Partner Profile     |
|                         | > Information\*                            |
|                         | >                                          |
|                         | > Headquarters Transaction Download        |
|                         | >                                          |
|                         | > Headquarters Transactions                |
|                         | >                                          |
|                         | > IPAC Transaction Report Download         |
|                         | >                                          |
|                         | > IPAC Transaction Report Selection        |
|                         | >                                          |
|                         | > Parent / Child Relationships             |
|                         | >                                          |
|                         | > Predecessor / Successor ALCs             |
|                         | >                                          |
|                         | > Store and Distribute Activity            |
|                         | > Information                              |
|                         | >                                          |
|                         | > Treasury Reporting Requirements          |
|                         | >                                          |
|                         | > Zero Dollar Transaction                  |
|                         |                                            |
|                         | -   Retrieve Report / Data Files\*         |
|                         |                                            |
|                         | -   Report Retention Management            |
|                         |                                            |
|                         | ```{=html}                                 |
|                         | <!-- -->                                   |
|                         | ```                                        |
|                         | -   Display Messages                       |
|                         |                                            |
|                         | \* future release                          |
+-------------------------+--------------------------------------------+
| IPAC User               | Same access rights as the IPAC Reports     |
|                         | role, plus                                 |
|                         |                                            |
|                         | -   Payment                                |
|                         |                                            |
|                         | -   Collection                             |
|                         |                                            |
|                         | -   Adjustment                             |
|                         |                                            |
|                         | -   Zero Dollar                            |
|                         |                                            |
|                         | -   Incomplete Transactions                |
|                         |                                            |
|                         | -   Agency Special Requirement Request     |
|                         |     Status                                 |
+-------------------------+--------------------------------------------+
| IPAC Supervisor         | Same access rights as the IPAC Reports     |
|                         | role, plus                                 |
|                         |                                            |
|                         | -   Agency Billable Request                |
|                         |                                            |
|                         | -   Agency Billable Status                 |
|                         |                                            |
|                         | -   Request Special Requirements           |
|                         |                                            |
|                         | -   Agency Special Requirement Request     |
|                         |     Status                                 |
|                         |                                            |
|                         | -   Request Parent / Child Relationship    |
|                         |                                            |
|                         | -   Agency Request for EDI Trading Partner |
|                         |     Profile\*                              |
|                         |                                            |
|                         | -   Update Agency Information              |
|                         |                                            |
|                         | -   Display Messages                       |
|                         |                                            |
|                         | \* future release                          |
+-------------------------+--------------------------------------------+
| Bulk File Submitter     | -   Submit Bulk IPAC Transactions          |
|                         |                                            |
|                         | -   Display Messages                       |
|                         |                                            |
|                         | -   Access to the following report:        |
|                         |                                            |
|                         | Batch Processing Status                    |
|                         |                                            |
|                         | -   Retrieve Report / Data Files\*         |
|                         |                                            |
|                         | -   Report Retention Management            |
|                         |                                            |
|                         | \* future release                          |
+-------------------------+--------------------------------------------+
| IPAC System Log         | -   Admin Processing Status                |
+-------------------------+--------------------------------------------+
| IPAC Bulk Automation    | -   Automated Submission of Bulk IPAC      |
|                         |     Transactions                           |
+-------------------------+--------------------------------------------+

###  

### TRACS Roles and Functions

+-------------------------+--------------------------------------------+
| User Role               | Function Performed                         |
+-------------------------+--------------------------------------------+
| TRACS Reports           | -   Display Messages                       |
|                         |                                            |
|                         | -   Access to the following reports:       |
|                         |                                            |
|                         | > Extract and Create TRACS Reports         |
|                         | >                                          |
|                         | > TRACS Transaction Download               |
|                         |                                            |
|                         | -   Retrieve Report / Data Files\*         |
|                         |                                            |
|                         | -   Report Retention Management            |
|                         |                                            |
|                         | \* future release                          |
+-------------------------+--------------------------------------------+
| Bulk File User          | (Available in a future release of IPAC)    |
+-------------------------+--------------------------------------------+
| TRACS System Log        | -   Admin Processing Status                |
+-------------------------+--------------------------------------------+
| TRACS Bulk Automation   | (Available in a future release of IPAC)    |
+-------------------------+--------------------------------------------+

### 

### RITS Roles and Functions

+-------------------------+--------------------------------------------+
| User Role               | Function Performed                         |
+=========================+============================================+
| RITS Accountant         | -   Display Messages                       |
|                         |                                            |
|                         | ```{=html}                                 |
|                         | <!-- -->                                   |
|                         | ```                                        |
|                         | -   Retrieve Report / Data Files\*         |
|                         |                                            |
|                         | -   Report Retention Management            |
|                         |                                            |
|                         | -   Access to the following reports:       |
|                         |                                            |
|                         | > Available 2812 and 2812A Reports         |
|                         | >                                          |
|                         | > Health Benefit Enrollment Codes          |
|                         | >                                          |
|                         | > Holiday Schedule                         |
|                         |                                            |
|                         | \* future release                          |
+-------------------------+--------------------------------------------+
| RITS Payroll Clerk      | Same access rights as the RITS Accountant, |
|                         | plus                                       |
|                         |                                            |
|                         | -   2812 (cannot create estimated or model |
|                         |     estimated -- can create an original    |
|                         |     and supplemental, can also edit an     |
|                         |     original or supplemental prior to      |
|                         |     drawdown)                              |
+-------------------------+--------------------------------------------+
| Bulk File Submitter     | -   Submit Bulk 2812s                      |
|                         |                                            |
|                         | -   Retrieve Report / Data Files\*         |
|                         |                                            |
|                         | -   Report Retention Management            |
|                         |                                            |
|                         | -   Display Messages                       |
|                         |                                            |
|                         | \* future release                          |
+-------------------------+--------------------------------------------+
| RITS Payroll Admin      | Same access rights as the RITS Accountant, |
|                         | plus                                       |
|                         |                                            |
|                         | -   2812 (cannot create estimated or model |
|                         |     estimated -- can create an original    |
|                         |     and supplemental, can also edit an     |
|                         |     original or supplemental prior to      |
|                         |     drawdown)                              |
|                         |                                            |
|                         | -   Payroll Office / Pay Cycle             |
+-------------------------+--------------------------------------------+
| RITS System Log         | -   Admin Processing Status                |
+-------------------------+--------------------------------------------+
| RITS Bulk Automation    | -   Automated Submission of Bulk 2812s     |
+-------------------------+--------------------------------------------+

########  Table of Figures

Figure I.1 Title Bar [I.5](#__RefHeading___Toc526238320)

Figure I.2 Function Button Locations [I.7](#__RefHeading___Toc526238321)

Figure I.3 Error Message [I.8](#__RefHeading___Toc526238322)

Figure I.4 Find User [I.9](#__RefHeading___Toc526238323)

Figure I.5 Select User [I.10](#__RefHeading___Toc526238324)

Figure I.6 Report File Description/Footer Comments
[I.12](#__RefHeading___Toc526238325)

Figure I.7 Report Footer Comments [I.14](#__RefHeading___Toc526238326)

Figure I.8 Report Statistics [I.15](#__RefHeading___Toc526238327)

Figure I.9 Report Viewer [I.17](#__RefHeading___Toc526238328)

Figure I.10 Acrobat Error Message [I.18](#__RefHeading___Toc526238329)

Figure I.11 File Download Warning [I.19](#__RefHeading___Toc526238330)

Figure I.12 Acrobat View of a Report
[I.20](#__RefHeading___Toc526238331)

Figure I.13 Acrobat File Menu [I.21](#__RefHeading___Toc526238332)

Figure I.14 Acrobat Print Menu [I.21](#__RefHeading___Toc526238333)

Figure I.15 Window "Save As..." Dialog box
[I.22](#__RefHeading___Toc526238334)

Figure I.16 Security Login Screen [I.23](#__RefHeading___Toc526238335)

Figure I.17 System Messages [I.24](#__RefHeading___Toc526238336)

Figure I.18 IPAC System Main Menu [I.25](#__RefHeading___Toc526238337)

Figure 1.1 Enrollment Main Menu [1](#__RefHeading___Toc526238338)

Figure 1.2 Enrollment Main Menu [3](#__RefHeading___Toc526238339)

Figure 1.3 Create/Edit User [4](#__RefHeading___Toc526238340)

Figure 1.4 Select Application [6](#__RefHeading___Toc526238341)

Figure 1.5 Select Organization [7](#__RefHeading___Toc526238342)

Figure 1.6 Change User Roles [8](#__RefHeading___Toc526238343)

Figure 1.7 Add Role [9](#__RefHeading___Toc526238344)

Figure 1.8 Change User Roles [10](#__RefHeading___Toc526238345)

Figure 1.9 User Roles Confirmation [10](#__RefHeading___Toc526238346)

Figure 1.10 Enrollment Main Menu [13](#__RefHeading___Toc526238347)

Figure 1.11 Find User [13](#__RefHeading___Toc526238348)

Figure 1.12 User Role Maintenance [14](#__RefHeading___Toc526238349)

Figure 1.13 Delete confirmation [15](#__RefHeading___Toc526238350)

Figure 1.14 Enrollment Main Menu [17](#__RefHeading___Toc526238351)

Figure 1.15 Enter Audit Information [18](#__RefHeading___Toc526238352)

Figure 1.16 Record Audit Date Confirmation
[19](#__RefHeading___Toc526238353)

Figure 1.17 Enrollment Main Menu [21](#__RefHeading___Toc526238354)

Figure 1.18 Find User [22](#__RefHeading___Toc526238355)

Figure 1.19 Reset Password [22](#__RefHeading___Toc526238356)

Figure 1.20 Password Reset Confirmation
[24](#__RefHeading___Toc526238357)

Figure 1.21 Enrollment Main Menu [27](#__RefHeading___Toc526238358)

Figure 1.22 Find User [27](#__RefHeading___Toc526238359)

Figure 1.23 Create/Edit User [28](#__RefHeading___Toc526238360)

Figure 1.24 User Information Confirmation
[29](#__RefHeading___Toc526238361)

Figure 1.25 Enrollment Main Menu [31](#__RefHeading___Toc526238362)

Figure 1.26 View Audit Information [31](#__RefHeading___Toc526238363)

Figure 1.27 Enrollment Main Menu [33](#__RefHeading___Toc526238364)

Figure 1.28 Find User [34](#__RefHeading___Toc526238365)

Figure 1.29 Edit User Status [34](#__RefHeading___Toc526238366)

Figure 1.30 Edit User Status with Menu
[35](#__RefHeading___Toc526238367)

Figure 1.31 User Status Confirmation [35](#__RefHeading___Toc526238368)

Figure 1.32 Enrollment Main Menu [37](#__RefHeading___Toc526238369)

Figure 1.33 Change Security Question [38](#__RefHeading___Toc526238370)

Figure 1.34 Security Question/Answer Changed Confirmation
[38](#__RefHeading___Toc526238371)

Figure 1.35 Report Request Which Produced No Data
[39](#__RefHeading___Toc526238372)

Figure 1.36 Enrollment Main Menu [40](#__RefHeading___Toc526238373)

Figure 1.37 Enrollment Main Menu with Reports Menu
[40](#__RefHeading___Toc526238374)

Figure 1.38 IPAC Access Report Menu Selection
[41](#__RefHeading___Toc526238375)

Figure 1.39 IPAC Access Report Request
[42](#__RefHeading___Toc526238376)

Figure 1.40 Sample IPAC Access Report [44](#__RefHeading___Toc526238377)

Figure 1.41 IPAC Letter Report Menu Selection
[45](#__RefHeading___Toc526238378)

Figure 1.42 IPAC Letter Report Request screen
[46](#__RefHeading___Toc526238379)

Figure 1.43 IPAC Letter Report (page 1) -- Login ID Letter
[48](#__RefHeading___Toc526238380)

Figure 1.44 IPAC Letter Report (page 2) -- Password Letter
[49](#__RefHeading___Toc526238381)

Figure 1.45 Modification to User Access Report Menu Selection
[50](#__RefHeading___Toc526238382)

Figure 1.46 Modification to User Access Report Request screen
[50](#__RefHeading___Toc526238383)

Figure 1.47 Modification to User Access Report
[52](#__RefHeading___Toc526238384)

Figure 1.48 IPAC Access Report Menu Selection
[53](#__RefHeading___Toc526238385)

Figure 1.49 User Activity Report Request
[53](#__RefHeading___Toc526238386)

Figure 1.50 Sample User Activity Report
[55](#__RefHeading___Toc526238387)

Figure C.1 Netscape Navigator® Menu Bar
[C.1](#__RefHeading___Toc526238388)

Figure C.2 Netscape Navigator® Edit Menu
[C.1](#__RefHeading___Toc526238389)

Figure C.3 Netscape Navigator® Preferences/Navigator Dialog Box
[C.2](#__RefHeading___Toc526238390)

Figure C.4 Netscape Navigator® Preferences/Applications Dialog Box
[C.3](#__RefHeading___Toc526238391)

Figure C.5 Netscape Navigator® Edit Type Dialog Box
[C.4](#__RefHeading___Toc526238392)

Figure C.6 Netscape Navigator® Security Warning Dialog Box
[C.5](#__RefHeading___Toc526238393)

Figure C.7 Microsoft Internet Explorer® File Download Dialog Box
[C.6](#__RefHeading___Toc526238394)

Figure D.1 IE5 Enabling Cookies\--Step One
[D.2](#__RefHeading___Toc526238395)

Figure D.2 IE5 Enabling Cookies\--Step Two
[D.3](#__RefHeading___Toc526238396)

Figure D.3 IE5 Enabling Cookies\--Step Three
[D.4](#__RefHeading___Toc526238397)

Figure D.4 IE5 Enabling Cookies\--Step Four
[D.5](#__RefHeading___Toc526238398)

Figure D.5 Netscape Enabling Cookies\--Step One
[D.6](#__RefHeading___Toc526238399)

Figure D.6 Netscape Enabling Cookies\--Step Two
[D.7](#__RefHeading___Toc526238400)

Figure D.7 Netscape Enabling Cookies\--Step Three
[D.8](#__RefHeading___Toc526238401)

######## Configuring Netscape Navigator® to save PDF files

If your Netscape Browser does not give you the option to save a .PDF
file to disk, you will need to reconfigure this file type in Navigator.
Select Edit from Netscape's Menu Bar.

![](media/image59.png){width="5.992361111111111in"
height="0.8020833333333334in"}

[]{#__RefHeading___Toc526238388 .anchor}Figure C.1 Netscape Navigator®
Menu Bar

A drop-down menu similar to that shown in Figure C.2 will display.

![](media/image60.jpeg){width="5.995138888888889in"
height="2.5708333333333333in"}

[]{#__RefHeading___Toc526238389 .anchor}Figure C.2 Netscape Navigator®
Edit Menu

The "Preferences" command on the Edit Menu displays a Preferences dialog
box as shown in Figure C.3

![](media/image61.png){width="5.999305555555556in"
height="4.147222222222222in"}

[]{#__RefHeading___Toc526238390 .anchor}Figure C.3 Netscape Navigator®
Preferences/Navigator Dialog Box

In the Category window, choose Navigator/Applications and a Description
window will display as shown in Figure C.4

![](media/image62.jpeg){width="5.988194444444445in"
height="4.052777777777778in"}

[]{#__RefHeading___Toc526238391 .anchor}Figure C.4 Netscape Navigator®
Preferences/Applications Dialog Box

In the Description select **AcroRd32 File** (or **AcroRd16 File**) and
click Edit.

The Edit Type dialog box will display. Leave all of the options as you
find them with the exception of the "Ask me before opening downloaded
files of this type" box. Click this box to insert a check mark.

![](media/image63.jpeg){width="5.9944444444444445in"
height="4.052777777777778in"}

[]{#__RefHeading___Toc526238392 .anchor}Figure C.5 Netscape Navigator®
Edit Type Dialog Box

Click "OK" to save your change and close this dialog box, and "OK" again
to close the Navigator/Applicator dialog box. This will return you to
the main Netscape screen.

The next time you choose a PDF file as your output option from a
**Report Statistics** screen, you should see the Security Warning dialog
box referenced the in *Introduction* and shown in Figure C.6.

![](media/image64.jpeg){width="5.989583333333333in"
height="3.8958333333333335in"}

[]{#__RefHeading___Toc526238393 .anchor}Figure C.6 Netscape Navigator®
Security Warning Dialog Box

In Microsoft's Internet Explorer you cannot accidentally configure the
MIME type for PDF files only to open without the option of being saved.
The option "Always ask before opening this type of file" is dimmed and
the check mark cannot be removed from the "File Download" dialog box for
.pdf, .exe or .com files.

![](media/image65.jpeg){width="5.998611111111111in"
height="4.293055555555555in"}

[]{#__RefHeading___Toc526238394 .anchor}Figure C.7 Microsoft Internet
Explorer® File Download Dialog Box

######## Configuring Browsers to Accept Cookies

### What are Cookies?

A cookie is a file sent to a web browser by a web server. It is used to
store information about users and their preferences so the server does
not have to repeatedly request the information. When the browser
requests additional files, the cookie information is sent back to the
server.

The name "cookies" comes from \"magic cookies\" which are tokens used in
the UNIX operating system. (An alternate theory is that the name comes
from the story of Hansel and Gretel, who marked their path through the
woods by dropping crumbs along their trail.)

Session cookies reside in your computer\'s memory until you close your
browser. Long term cookies are written to your hard drive. Cookies can
store information that you enter during your browser session, but they
cannot read information stored in your computer.

Cookies are simple text files and cannot execute programs on your
computer. You can use a text editor to view cookie files. In Netscape®
Communicator 4.75, the file is called **cookies.txt** and is located in
the same folder as Netscape. Macintosh users can find it in the Netscape
folder in the System/Preferences folder. Internet Explorer creates
separate files for each cookie and stores them in folders named
**Cookies** or **Temporary Internet Files**.

### What are the IPAC System Cookie Requirements?

The IPAC System Cookie Policy, as stated on the **IPAC System Main
Menu** is:

> **Cookie Policy:** The Department of Treasury, Financial Management
> Service Application web sites require and use a cookie for maintaining
> a connection. This session cookie contains a system generated ID only,
> is stored in memory and automatically deleted when your browser is
> closed.
>
> Long-term (written to your hard-drive) cookies are also used to
> maintain optional preferences. These cookies only contain such
> preference settings; they do not contain uniquely identifying
> information and are not used for tracking purposes.

To access the IPAC applications, **cookies MUST be enabled.** The
default value for most browsers, including Microsoft® Internet Explorer
5 and Netscape® Communicator 4.75, is that cookies are enabled. If you
receive a error message regarding cookies when trying to access the IPAC
applications on the Internet, check your browser settings to be sure
that cookies are enabled.

If you or your agency are uncomfortable with having cookies enabled in
your browser, you may choose "Prompt" as your cookie setting in
Microsoft Internet Explorer 5.0 (see Figure D.4) or "Warn me before
accepting a cookie" in Netscape Communicator 4.75 (see Figure D.7). You
must still accept any cookies sent by the IPAC applications, but the
warning will remind you of your cookie setting when you are accessing
other sites through your browser. (This warning can quickly become
irritating, so use this setting only if required by policy.)

## 

### Controlling Cookies in Microsoft® Internet Explorer 5

To configure your cookie settings, open Internet Explorer and from the
menu bar, select **Tools** \> **Internet Options** as shown in Figure
D.1

![](media/image66.jpeg){width="5.998611111111111in" height="1.8in"}

[]{#__RefHeading___Toc526238395 .anchor}Figure D.1 IE5 Enabling
Cookies\--Step One

On the **Internet Options** window click the **Security** tab as shown
in Figure D.2

![](media/image67.jpeg){width="3.7527777777777778in"
height="4.197222222222222in"}

[]{#__RefHeading___Toc526238396 .anchor}Figure D.2 IE5 Enabling
Cookies\--Step Two

On the **Internet Options** **Security** window click the **Custom
Level** button. As shown in Figure D.3.

![](media/image68.jpeg){width="3.740972222222222in"
height="4.172916666666667in"}

[]{#__RefHeading___Toc526238397 .anchor}Figure D.3 IE5 Enabling
Cookies\--Step Three

In the **Settings window**:

1)  Scroll down to the **Cookies** area.

2)  In the \"Allow cookies that are stored on your computer\" section,
    choose "Enable," or "Prompt."

3)  In the \"Allow per-session cookies (not stored)\" section, choose
    "Enable," or "Prompt. "

4)  Click "OK" to close the **Security Settings** window.

![](media/image69.jpeg){width="3.7777777777777777in"
height="4.333333333333333in"}

[]{#__RefHeading___Toc526238398 .anchor}Figure D.4 IE5 Enabling
Cookies\--Step Four

Click "OK" to close the Internet Options window.

### Controlling Cookies in Netscape® Communicator 4.75

To configure your cookie settings, open Netscape Communicator and from
the menu bar, select **Edit** \> **Preferences** as shown in Figure D.5

![](media/image70.jpeg){width="5.989583333333333in"
height="3.015277777777778in"}

[]{#__RefHeading___Toc526238399 .anchor}Figure D.5 Netscape Enabling
Cookies\--Step One

In the **Preferences** window, click the Advanced category as shown in
Figure D.6.

![](media/image71.jpeg){width="5.999305555555556in"
height="4.999305555555556in"}

[]{#__RefHeading___Toc526238400 .anchor}Figure D.6 Netscape Enabling
Cookies\--Step Two

In the **Preferences, Advanced** window, under **Cookies** select
"**Accept all cookies**" or "**Accept only cookies that get sent back to
the originating server"** as shown in Figure D.7.

![](media/image72.jpeg){width="5.995138888888889in"
height="5.0993055555555555in"}

[]{#__RefHeading___Toc526238401 .anchor}Figure D.7 Netscape Enabling
Cookies\--Step Three

Click "OK" to save your new configuration and close the **Preferences**
window.

########  Glossary of Terms and Acronyms

Agency Federal Government Agency

**ALC** (**A**gency **L**ocation **C**ode) A 3(RFCs), 4(DOs) or 8 (use
RFCs for disbursement) digit identifier assigned by FMS for Treasury
reporting purposes. The first two digits on the 8-digit ALC identify the
department of agency, the third and fourth digits identify the
particular bureau within the department, and the remaining four digits
identify the particular agency account section within that bureau.

**Browser** A software package used to display documents on the
Internet. IPAC has been designed and tested with both Microsoft Internet
Explorer and Netscape Navigator version 4.0 or higher.

Enrollment A GOALS II application which handles the administration and
security for the entire IPAC program group.

**FMS** (**F**inancial **M**anagement **S**ervice) The U.S. Government's
financial manager, central disburser and collections agent as well as
its accountant and reporter of financial information, the FMS is a
bureau of the Treasury Department.

**FPA** (**F**ederal **P**rogram **A**gency) An employing agency of the
Federal Government.

**GOALS II** (**G**overnment **O**n-Line **A**ccounting **L**ink
**S**ystem **II**) The system that allows FMS to receive Agency
accounting data and forward it to various systems within FMS for final
processing and to distribute Agency accounting reports.

**HTML** (**H**yper**T**ext **M**arkup **L**anguage) The document format
used on the World Wide Web.

**IPAC** (**I**ntra-governmental **P**ayment and **C**ollection System)
An Internet based GOALS II application for interagency payment and
collections transactions.

**Login ID** The 8 alphanumeric characters assigned to the user to
uniquely identify that user.

**Mail Stop** Optional address field which is used to enter an optional
street address (different from the postal mailing address) or a second
line, before the city and state, of the first address.

**RITS** (**R**etirement and **I**nsurance **T**ransfer **S**ystem) A
GOALS II application used to automate the transfers of Federal
employees' health benefit, retirement and life insurance program
information and payments.

**TRACS** (**T**reasury **R**eceivables **A**ccounting **C**ollection
**S**ystem) The Financial Management Service's (FMS) check claims
application, developed to expedite the transfer of funds and associated
financial information between FMS and Federal Program Agencies (FPAs).

**User Status** There are three possible status levels for a User's
Status: Active, Suspended and Revoked.

> [Active]{.underline}
>
> The [Active]{.underline} status should be used for all working Login
> IDs that have access to the applications.

[Suspended]{.underline}

> If a user will not be using the IPAC applications for an extended
> period of time, due to a vacation, leave of absence, temporary change
> in job duties or for some other reason, the user's authorizations
> should be [Suspended]{.underline} until he again needs access to the
> IPAC system. The Login ID needs to be placed in an
> [Active]{.underline} status when the employee returns to work.
> Suspending access for a Login ID reduces the risk of unauthorized
> entry into the applications through the use of this ID.
>
> [Revoked]{.underline}
>
> The [Revoked]{.underline} status needs to be assigned to Login IDs
> that will not be used any more. If an employee doesn't require access
> to the IPAC applications anymore, this status should be used. The
> Login ID may be placed back in an [Active]{.underline} status if
> needed. Login IDs are not deleted from the system.

# Index {#index .unnumbered}

Accessing the System, I.25

Acronyms, E.1

Active

user status, E.2

administrative authority

delegated by FMS, I.3

Administrator

agency administrator, I.3

master administrator, I.4

types of, I.2

Adobe Acrobat Reader®

how to use, I.23

printing from, I.23

Agency Administrator

authorities, I.4

authority, I.3

definition, I.2

System responsibilities, I.4

Application User

authority to extablish, I.4

Assumptions

about the manual user, I.2

design assumptions, I.3

Asterisks for required fields, I.9

Audience

for manual, I.2

Authority

Agency Administrator, I.3

Master Administrator, I.4

Button Formats, I.8

Buttons

browser buttons, I.7

screen buttons, I.6

standard buttons, I.7

Clear button, I.7

Conventions, I.6

used in Enrollment Applications, I.6

Cookies, D.1

configuring browser, D.1

definition, D.1

enable, D.2

Internet Explorer, D.2

long term, D.1

Netscape Communicator, D.6

policy, D.1

Prompt, D.2

session, D.1

Warn, D.2

Cookies subdirectory, D.1

cookies.txt, D.1

Create user

Add role, 9

Change user roles, 8, 10

Create User, 3

Cursor Movement, I.7

Date Formats, I.8

definition

Enrollment application, I.1

RITS Administration, I.1

Definition

CBAF, I.1

FRB, I.1

GOALS II, I.1

IPAC, I.1

RITS, I.1

TRACS, I.1

Edit User, 3, 28

Edit User Status, 33

Enrollment

definition of application, I.1

Enrollment Application

conventions, I.6

Error Messages

appearance in windows, I.9

Field Names, I.6

Financial Management Service, I.1

Find User

screen, I.10

Find User screen

data entry fields, I.10

function buttons, I.12

FMS, I.1

Footer Comments, I.15, I.16, 45, 53, 56

Format

date, I.8

telephone number, I.8

Formats

button, I.8

Glossary, I.5, E.1

GOALS II

definition, I.1

main menu, I.28

Help button, I.7

HTML Format Documents

Printing - one page only, I.20

Viewing, I.19

IPAC

definition, I.1

programs in suite, I.1

IPAC Administration

definition of Application, I.1

Login Screen, I.26

Long Term Cookies, D.1

Magic Cookies, D.1

Main Menu

GOALS II, I.28

Maintain User Roles, 13

Manual

conventions, I.6

organization of, I.5

Master Administrator

authority, I.4

definition, I.2

Master Administrators

responsibilities, I.3

Messages

must see, I.27

Must See system messages, I.27

OK button, I.8

Organizational Entity, I.4

Password

reuse, I.27

Password management, I.5

Password Reset, 21

Passwords, I.26

aging, I.26

expiration, I.26

number of characters, I.26

requirements, I.26

PDF Format Document

about, I.21

help, I.23

printing, I.22

viewing, I.22

Peer Relationships

authority to establish, I.4

Periodic Review, I.4

Printing Documents, I.15

Quarterly access audits, I.5

Report File Description, I.15, I.16, 44, 45, 48, 53, 56

Summary Only, 44, 45, 48, 53, 56

Report Footer Comments

sample, I.17

Report Request form, 40

Report Request Form

data entry fields, I.16

function buttons, I.18

Report Statistics, I.18

function buttons, I.19

menu choices, I.19

Report Viewer

function buttons, I.20

Reports, 40

accessing the function, 41

date and time formats, 40

generating, 40

no data produced, 40

not produced, 40

viewing and printing, 40

Required Fields

asterisks, I.9

Retrieving

user records, I.10

Revoked

user status, E.2

RITS

definition, I.1

RITS Administration

definition, I.1

scope of authority, I.3

areas that may be limited, I.3

limited by, I.3

Screen Names, I.6

Security Login, I.26

Select User

screen, I.13

Select User screen

data fields, I.13

function buttons, I.13

Session Cookies, D.1

Standard Buttons, I.7

Clear, I.7

explanation, I.7

Help, I.7

OK, I.8

Return to Enrollment Main Menu, I.8

Suspended

user status, E.2

System access, I.25

System Messages, I.27

System Requirements, I.2

IPAC, I.2

Telephone Number Formats, I.8

Title Bars, I.6

TRACS

definition, I.1

TRACS Administration

definition of application, I.1

User

user accounts, I.3

user name, I.26

User Records

retrieving, I.10

User Role Maintenance, 14

User status

active, E.2

active-definition, E.2

revoked-definition, E.2

suspended-definition, E.2

User Status

levels, E.2

View ALC Audit Info, 31

Viewing Documents, I.15