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Incumbent Data Element Dictionary


 
Element Public Service Staff Relations Act Code
Alias N/A
PDED No. 80-0
Definition A code which identifies the status of department or agency under the Public Service Staff Relations Act (PSSRA).
Data Source TBS Population Affiliation System.
Values
  • 1= Under PSSRA Schedule I, Part I
  • 2= Under PSSRA Schedule I, Part II
  • 3= Not under PSSRA
Remarks The Incumbent department/Agency table, associates the Department/Agency Code with the PSSRA code. TB represents the Employer for departments under PSSRA I-I. Organizations listed in PSSRA I-II are called "separate employers" and bargain for themselves.
Structure X
1996 File Name & Starting Position INC.PROD.MAST (295) INC.PROD.MOBILITY (90) & (191)
INC.PROD.AAMS (Acting Segment) (37) & (151) & (265)
Old File Name & Starting Position INC.PROD.GKMST (18) INC.PROD.GKPRF (176)
INC.PROD.GKMOB (80) & (176)
 
Element Name Reduced Salary Amount
Alias N/A
PDED No. New
Definition This element is used to calculate the salary to be paid an employee who is on Leave With Income Averaging (LIA) (i.e. when Block Leave Indicator is 1 or 2), on Pre-retirement Transition Leave (PRL) (i.e. when Block Leave Indicator is 3) or on Educational Leave with Allowance.
Data Source
(MER field)		 2517T, field 69
(M114)
Values N/A 
Remarks The Reduced Salary Amount has the same Pay Rate Base associated with it as the employee's basic pay rate. Data Element added April 1996.

If Basic Pay Entitlement (M108) = 077 (Educational Allowance)
  • Set Reduced Salary Amount = Pay Rate Amount (M101)
Else
  • Set Reduced Salary Amount = M114
Structure 9(6)v999(v = implied decimal)
1996 File Name & Starting Position INC.PROD.MAST (419)
 
Element Name Reduction in Hours Worked (PRL)
Alias PRL Hours
PDED No. New
Definition This element will contain the number of fewer hours worked per week. (i.e. if the employee normally works 37.5/week and now works 22.5/week this element contains 15).
Data Source
(MER field)		 2517T, field 68
(M115)
Values N/A 
Remarks Data Element added April 1996
Structure 99v99(v = implied decimal)
1996 File Name & Starting Position INC.PROD.MAST (428)
 
Element Name Residence Province / Region Code
Alias Province of Residence (MST/PRF)
PDED No. 230-1
Definition A code which identifies the province or region where a person's residence is located.
Data Source
(MER field)		 2517T, field 46
(M046)
Values See Pay Input Manual (PPIM), Section 3-5-3 for a list of code values in Pay. 10=NFLD 11=PEI 12=NS 13=NB 24=QUE 35=ONT 46=MAN 47=SASK 48=ALTA 59=BC 60=YT 61=NWT 62=Nunavut 91=Europe 93=Africa 95=Asia 96=Oceania & Antarctica 97=South America 98=North America (Central America & Antilles) 99= North America (Northern Sub-Groups incl. USA)
Remarks N/A 
Structure X(2)
1996 File Name & Starting Position INC.PROD.MAST (78)
Old File Name & Starting Position INC.PROD.GKMST (74) INC.PROD.GK34101
INC.PROD.GKPRF (62)
 
Element Name Second Language Evaluation Results ENGLISH (PCIS)
Alias N/A
PDED No. N/A
Definition The results of SLE ENGLISH tests
Data Source
(PCIS field)		 PCIS Master
(Col. 572)
Values N/A 
Remarks The field consists of 3 one character designations of the employee's latest (1st occurrence) English second language test results (Level achieved) in Reading, Writing and Oral Interaction respectively

The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
  • If NOC Code Indicator (NOCID) = '1' or '2' or '3' and
    • SLEENG (PCIS) not = blank
  • Capture Second Language Evaluation Results ENGLISH (SLEENG) from the table

Note: The creation of NOCID must be done first
Structure X(3)
1996 File Name & Starting Position INC.PROD.MAST (483)
Old File Name & Starting Position N/A
 
Element Name Second Language Evaluation Results FRENCH (PCIS)
Alias N/A
PDED No. N/A
Definition The results of SLE FRENCH tests
Data Source
(PCIS field)		 PCIS Master
(Col. 575)
Values N/A 
Remarks The field consists of 3 one character designations of the employee's latest (1st occurrence) French second language test results (Level achieved) in Reading, Writing and Oral Interaction respectively

The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
  • If NOC Code Indicator (NOCID) = '1' or '2' or '3' and SLEFR (PCIS) not = blank
    Capture Second Language Evaluation Results FRENCH (SLEFR) from the table
Note: The creation of NOCID must be done first
Structure X(3)
1996 File Name & Starting Position INC.PROD.MAST (486)
Old File Name & Starting Position N/A
 
Element Name Sex Code
Alias Sex (MOB)
PDED No. 3-0
Definition A code which identifies the sex of a person.
Data Source
(MER field)		 2517T, field 24 or the Contributor System Extract if data is missing in Pay or different than Pay.
(M024)
Values 1=Male 2=Female
Remarks If M024 not = space and not = zero
  • Set Sex Code = M024
Else
  • Set Sex Code = Sex Code on old Incumbent Master
Change Contributor Sex Code 'M' to '1' and 'F' to '2'

If Contributor Sex Code = '1' or '2' and not = Sex Code (as set above)
  • Set Sex Code = Contributor Sex Code
Else
  • Leave Sex Code as set by M024 or old Incumbent Master
Structure X
1996 File Name & Starting Position INC.PROD.MAST (242) INC.PROD.MOBILTIY (41)
CONT.PROD.SG2401 (28) INC.PROD.AAMS (41)
Old File Name & Starting Position INC.PROD.GKMST (72) INC.PROD.GKMOB (39)
INC.PROD.GK34101 (89) INC.PROD.GKPRF (59)
 
Element Name Ships Crews Pay Zone Code
Alias N/A
PDED No. 9-11 (New)
Definition A code which identifies the geographic pay zones for the Ships Crew (SC) occupational group.
Data Source Derived from the Pay Zone Code for BUD's 612 and 662.
Values Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.
Remarks N/A 
Structure X(2)
1996 File Name & Starting Position INC.PROD.GEOLOC(117)
 
Element Name Statistics Canada Reporting Indicator
Alias Stat Can Population Flag (PRF)
PDED No. N/A
Definition A code which identifies whether an employee is to be reported in the Federal Government Employment Statistics published by Statistics Canada.
Data Source Generated
Values 1 = YES 3 = NO
Remarks If Pay Activity Status Code (ACTVSTAT) is 2
  • Statistics Canada Reporting Indicator (STC-IND) = 3
else (i.e. ACTVSTAT = 1 or 3)
  • If (BUD is 997 and PSSRA = 1)
  • or (BUD is 99806 and DEPT = IDA)
     
  • STC-IND = 3
else
  • STC-IND = 1
Structure X
1996 File Name & Starting Position INC.PROD.MAST (301)
Old File Name & Starting Position INC.PROD.GKPRF (355)
 
Element Name Statistics Canada Geographic Code
Alias N/A
PDED No. N/A
Definition A code which identifies geographic locations assigned by Statistics Canada.
Data Source StatCan Standard Geographic Manual
Values N/A 
Remarks N/A 
Structure X(7)
1996 File Name & Starting Position INC.PROD.GEOLOC (54)
 
Element Name Substantive Appointment Effective Date
Alias Substantive Appointment Effective Date to Position (MST)
Sub. App. Eff. Date to Pos (PRF)
PDED No. 2-112 (New)
Definition The effective date an employee is appointed to his/her substantive position.
Data Source Copied from Appointment Effective Date on INC Master.
Values YYYYMMDD
Remarks If Acting Pay Code = 2
  • Substantive Appointment Effective Date = the old Substantive Appointment Effective Date.

If the Acting Pay Code = 2 and the old Acting Pay Code = 1

  • Substantive Appointment Effective Date = the old Appointment Effective Date.
Structure 9(8)
1996 File Name & Starting Position INC.PROD.MAST (313)
Old File Name & Starting Position INC.PROD.GKMST (342) INC.PROD.GKPRF (371)
 
Element Name Substantive Employee Classification Code
Alias Substantive Employee Classification (MST/PRF)
PDED No. 94-8 (New)
Definition A code which identifies the employee classification in the substantive appointment.
Data Source Copied from Employee Classification Code on INC Master.
Values Refer to the Pay Input Manual (PPIM), Section 9-3 for the list of codes.
Remarks The first two characters identify the occupational group; the next three, the sub-group; and the last two, the level.

If the Acting Pay Code =2
  • Substantive Employee Classification Code = the old Substantive Employee Classification Code.

If the Acting Pay Code = 2 and the old Acting Pay Code = 1

  • Substantive Employee Classification Code = the old Employee Classification Code.
Structure X(7)
1996 File Name & Starting Position INC.PROD.MAST (321)
Old File Name & Starting Position INC.PROD.GKMST (346) INC.PROD.GKPRF (377)
 
Element Name Substantive Employee Classification Code Effective Date
Alias Substantive Employee Classification Effective Date (MST)
Sub. Emp. Class Eff Date (PRF)
PDED No. 2-113 (New)
Definition The date an employee's Classification Code in the substantive position is effective.
Data Source Copied from Employee Classification Code Effective Date on INC Master.
Values YYYYMMDD
Remarks If Acting Pay Code = 2
  • Substantive Employee Classification Code Effective Date = the old Substantive Employee Classification Code Effective Date.
If the Acting Pay Code = 2 and the old Acting Pay Code = 1
  • Substantive Employee Classification Code Effective Date = the old Employee Classification Code Effective Date
Structure 9(8)
1996 File Name & Starting Position INC.PROD.MAST (328)
Old File Name & Starting Position INC.PROD.GKMST (353) INC.PROD.GKPRF (384)
 
Element Name Substantive National Occupation Classification Code
Alias N/A
PDED No. N/A
Definition A code created by the department to identify the occupation assigned to the substantive position to which an employee is appointed.
Data Source
(PCIS field)		 PCIS Master
(Col. 536)
Values N/A
Remarks The Incumbent table, National Occupation Classification (NOC) Code Table (which also additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Substantive Employee Class(SEMPCLS) and Department (DEPT)
  • If Substantive NOC Code Indicator (SNOCID) = '2' or '3' and Substantive NOC Code (SNOC) not = blank
  • Capture SNOC code from table
Note: The creation of SNOCID must be done first
Structure X(4)
1996 File Name & Starting Position INC.PROD.MAST (216)
Old File Name & Starting Position N/A
 
Element Name Substantive National Occupation Classification Code Indicator
Alias N/A
PDED No. N/A
Definition Acode indicating how the Substantive National Occupation Code (SNOC) has been assigned
Data Source Generated as per remarks
Values 0,1,2,3,4
Remarks If the Substantive NOC Code (SNOC) is not blank and the Substantive Employee Classification (SEMPCLS) = old SEMPCLS
  • set SNOC Code Indicator (SNOCID) = 4
The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, SEMPCLS and Department (DEPT).

The following codes are generated (and subsequently moved into SNOCID) :

0 = no match
1 = match on PRI only
2 = match on PRI and SEMPCLS
3 = match on PRI, SEMPCLS and DEPT
Structure X
1996 File Name & Starting Position INC.PROD.MAST (220)
Old File Name & Starting Position N/A
 
Element Name Substantive Position Number
Alias N/A
PDED No. 12-5 (New)
Definition The position number of the substantive position to which an employee is appointed.
Data Source Copied from Position Number on INC Master.
Values Refer to Position Number for description of structure.
Remarks If the Acting Pay Code = 2
  • Substantive Position Number = the old Substantive Position Number.
If the Acting Pay Code = 2 and the old Acting Pay Code = 1
  • Substantive Position Number = the old Position Number.
Structure X(10)
1996 File Name & Starting Position INC.PROD.MAST (303)
Old File Name & Starting Position INC.PROD.GKMST (332) INC.PROD.GKPRF (361)
 
Element Name Superannuation Number
Alias N/A
PDED No. 144-0
Definition A number which uniquely identifies an employee's Superannuation account.
Data Source Contributor System
Values N/A 
Remarks N/A 
Structure X(9)
1996 File Name & INC.PROD.MAST (378) CONT.PROD.SG2401 (63)
Old File Name & Starting Position INC.PROD.GKMST (168) INC.PROD.GKPRF (289)
 
Element Name Supervisory Factor Coordinates Code
Alias Supervisory Grid (MST/PRF)
PDED No. 140-0
Definition A code which identifies the evaluation coordinates in a point rating plan for the supervisory classification factors in either a collective agreement or classification rating document.
Data Source
(MER field)		 2517T, field 28
(M028)
Values Refer to the Pay Input Manual (PPIM), Section 3-5-3 for the inter-element relationship with the BUD Group.
Remarks The first character represents the degree of supervisory responsibility; the second, a coded representation of the number of employees supervised.
Structure X(2)
1996 File Name & Starting Position INC.PROD.MAST (261)
Old File Name & Starting Position INC.PROD.GKMST (135) INC.PROD.GK34101 (104)
INC.PROD.GKPRF (193)
 
Element Name Supervisory Level Code
Alias Supervisory Level (MST/PRF/MOB)
PDED No. 82-0
Definition A code which identifies the classification level of supervisory duties being performed by an employee.
Data Source Derived from Supervisory Factor Coordinates Code.
Values
  • 01= Grid coordinate A1 for General Labour & Trades, General Services, Hospital Services, Operations (supervisory) and Royal Canadian Mint; grid coordinate S1 for printing

  • 02= Grid coordinate B2 for General Labour & Trades, General Services, Hospital Services, Operations (supervisory) and Royal Canadian Mint; Grid coordinate S2 for printing

  • 03= Grid coordinates B3, C2 for General Labour & Trades, General Services, Hospital Services, Operations (supervisory) and Royal Canadian Mint

  • 04= Grid coordinates B4, C3, D2 for General Labour & Trades, General Services and Hospital Services; grid coordinates B4, C3 for Operations (supervisory) and Royal Canadian Mint

  • 05= Grid coordinates B5, C4, D3, E2 for General Labour & Trades; grid coordinates B5, C4, D3 for General Services, Hospital Services and Operations (supervisory); grid coordinate C4 for Royal Canadian Mint

  • 06= Grid coordinate B6, C5, D4, E3 for General Labour & Trades; grid coordinates B6, C5, D4 for General Services, Hospital Services and Operations (supervisory)

  • 07= Grid coordinates B7, C6, D5, E4 for General Labour & Trades; grid coordinates C6, D5 for General Services and Operations (supervisory); grid coordinates B7, C6, D5 for Hospital Services

  • 08= Grid coordinates C7, D6, E5 for General Labour & Trades; grid coordinate D6 for General Labour & Trades; grid coordinate D6 for General Services and Operations (supervisory); grid coordinates C7, D6 for Hospital Services

  • 09= Grid coordinates D7, E6 for General Labour & Trades; grid coordinate C7 for Hospital Services

  • 10= Grid coordinate E7 for General Labour & Trades

  • BLANK= Not applicable
Remarks The Incumbent Supervisory Grid Table associates the BUD and Supervisory Factor Coordinates Code with the Supervisory Level Code.
Structure X(2)
1996 File Name & Starting Position INC.PROD.MAST (259) INC.PROD.MOBILITY (155) & (256)
INC.PROD.AAMS (Acting Segment) (102) & (216) & (330)
Old File Name & Starting Position INC.PROD.GKMST (137) INC.PROD.GKPRF 140)
INC.GKMOB (140) & (236)
 
Element Name Taken on Strength Date
Alias N/A
PDED No. 2-40
Definition The date an employee is rendered active on the Pay System.
Data Source
(MER field)		 2517T, field 63
(M106)
Values YYYYMMDD
Remarks N/A 
Structure 9(8)
1996 File Name & Starting Position INC.PROD.MAST (149)
Old File Name & Starting Position INC.PROD.GKMST (270) INC.PROD.GKPRF (324)
 
Element Name Teachers Aide Pay Zone Code
Alias N/A
PDED No. 9-12 (New)
Definition A code which identifies the geographic pay zones for the Teachers' Aide (EUTEA) occupational group and sub-group. Derived from the Pay Zone Code for BUD's 41401 and 41421.
Data Source Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.
Values N/A 
Remarks N/A 
Structure X(2)
1996 File Name & Starting Position INC.PROD.GEOLOC (119)
 
Element Name Teaching Pay Zone Code
Alias N/A
PDED No. 9-4 (New)
Definition A code which identifies the geographic pay zones for the Elementary and Secondary Teaching (EDEST) occupational group and sub-group.
Data Source Derived from the Pay Zone Code for BUD's 20902 and 20922.
Values Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.
Remarks N/A 
Structure X(2)
1996 File Name & Starting Position INC.PROD.GEOLOC (97)
 
Element Name Therapy Pay Zone Code
Alias N/A
PDED No. 9-13 (New)
Definition A code which identifies the geographic pay zone for the Occupational and Physical Therapy (OP) occupational group.
Data Source Derived from the Pay Zone Code for BUD 220.
Values Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.
Remarks N/A 
Structure X(2)
1996 File Name & Starting Position INC.PROD.GEOLOC (115)
 
Element Name Treasury Board Population Indicator
Alias TBS Population Flag (PRF)
Population Identifier (MOB)
PDED No. N/A
Definition Indicates whether Treasury Board represents the Employer for an employee on PWGSC Pay System.
Data Source Generated from Activity Status Code (active), BUD (in range 101-699), and PSSRA Code (PSSRA 1-1).
Values
  • 1=TB is Employer
  • 3= TB is not Employer
Remarks

If Activity Status Code(ACTVSTAT) = 2 or 3
Treasury Board Population Indicator(TBS-IND) = 3

else (ie. ACTVSTAT = 1)

  • if BUD > 10099 and < 70000
    • And PSSRA = 1
  • TBS-IND = 1
else
TBS-IND = 3
Structure X
1996 File Name & Starting Position INC.PROD.MAST (300)
Old File Name & Starting Position INC.PROD.GKPRF (354) INC.GKMOB22 (169)&(265)
 
Element Name Urban Employment Code
Alias N/A
PDED No. 124-0
Definition A code that identifies urban work areas selected for employment studies by Statistics Canada.
Data Source Direct from StatCan through the PWGSC Geographic Master File.
Values N/A 
Remarks The Incumbent table, Geographic Master File, associates the Geographic Location Code with the Urban Employment Code.
Structure X(3)
1996 File Name & Starting Position INC.PROD.MAST (367) INC.PROD.GEOLOC (79)
Old File Name & Starting Position INC.PROD.GKPRF (240)
 
Element Name Withered Date
Alias N/A
PDED No. N/A
Definition The processing year and month when a record (PRI, Dept. Pay Office) appears on the previous months Incumbent Master but is not on the current months MER file.
Data Source Generated from the processing date
Values YYYYMM
Remarks This date indicates that there is a discrepancy with the MER and if there is more than a 100 in the month the Incumbent Application Manager is notified. The records are checked for a pattern that would indicate a bulk change being processed by Pay and not by Incumbent or vice versa. If a record that was withered last month does not appear in the current month MER it is dropped from the Incumbent.
Structure 9(8)
1996 File Name & Starting Position INC.PROD.MAST (489)
Element Name
Bargaining Unit Designator Code Effective Date
REMOVED AS PER THE DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF NOVEMBER 9, 1995
Element Name
Employee Type Code Effective Date
REMOVED AS PER THE DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF NOVEMBER 27, 1995
Element Name
Occupational Category Code
REMOVED AS PER THE DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF NOVEMBER 9, 1995
Element Name
Pay Change Reason Code
REMOVED AS PER DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF OCTOBER 19, 1995
Element Name
Previous Department / Agency Start Date
REMOVED AS PER THE DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP AS OF FEBRUARY 13, 1996
Element Name
Select Area Code
REMOVE AS PER DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF OCTOBER 19, 1995
Element Name
Work Province / Region Code
REMOVED AS PER THE DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF NOVEMBER 9, 1995


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