CD 2011-015

Subject: Changes to the Central Index System

July 4, 2011

1. Purpose

1.1. This directive is to provide all Central Index System (CIS) users with information about changes to the "ADD" screen, which is used to create and assign a Personal Record Identifier (PRI).

1.2. This directive should be read along with Compensation Directive 2011-005 entitled, "Modification to the Central Index System Inquiry Screen", dated April 26, 2011.

2. Background

2.1. In the past, users created a PRI using only the Social Insurance Number (SIN), the family name and initials of the individual.

While the CIS accepted special characters such as French accents or apostrophes, the Regional Pay System (RPS) did not, which created discrepancies between both systems.

3. Policy

3.1. To strengthen the identification of an employee and to match the RPS requirements, improvements have been made to the "ADD" screen in CIS.

3.2. Effective June 27, 2011, special characters are no longer accepted in CIS, and the month and date of birth (DOB) are now required to create a PRI. Another DOB field was created to validate the date that was entered in the first DOB field.

4. Procedures and Instructions

4.1. In the "ADD" screen, the SIN, family name, initials, and month and day of birth must be completed for a PRI to be generated.

4.2. SIN: Enter the nine digit number.

Family name: Enter the family name of the employee; omit any French accents, dashes or apostrophes that can be replaced with a space.

Initials: Enter the given name initials.

DOB: Enter the month and day of birth.

4.3. For verification purposes, a second field was created for the DOB. The month and day of birth must be re-entered for CIS to compare against the information entered in the first field.

If the DOB information does not match, the user will be prompted to re-enter the DOB in both fields.

If the DOB information matches, CIS will generate a PRI.

4.4. The Personnel-Pay Input Manual (PPIM) will be updated to include this information.

5. Inquiries

5.1. Any inquiries on the information in this document should be addressed to your Public Works and Government Services Canada (PWGSC) Compensation Services Office.

Reference(s): CJA 9020-39-1