Automating Tape/Cartridge Jobs = Cost and Time Savings

By Colby J. Libby

Maine Revenue Services (MRS) frequently receives several files from vendors and from other State of Maine departments for processing in its Maine Automated Taxation System (MATS) batch processes. These files range from Labor Rate Information data to offset account data. Historically, the files have come stored on tapes and cartridges. The MRS Systems group converts existing jobs that use tapes or cartridges into jobs that use files residing on disk space. The elimination of manual processes and time delays inherent with the usage of tape and cartridges result in incremental cost savings and more real-time updates of the MATS databases.

As more vendors and departments utilize network servers, the use of FTP (File Transfer Protocol) becomes an alternative method used to transmit files between departments. Many State departments and vendors that do not utilize an IBM MVS mainframe platform are now able to send files to MRS instead of tapes or cartridges, regardless of the difference in operating systems between MRS and the agency sending the file.

The MRS batch processes typically receive files sent via either FTP or other IBM mainframe jobs into a GDG (Generation Data Group) base that is used as a concatenated input dataset in order to process multiple files in a single batch run. The agency or vendor that sends the file is not required to inform MRS of the files that are sent in order for the batch job to be run: the job is scheduled by the Cybermation ESP (Execution Scheduling Processor) product used by MRS to schedule its nightly batch system on an IBM MVS mainframe. An ESP routine checks for the existence of the required file; if found, the job that uses it as input is scheduled. In situations where the files are large enough that a cartridge is actually necessary, an ESP routine would be used to move the file sent via FTP into a scratch cartridge by using the "dataset trigger" feature of ESP.

The MRS Systems group uses the above process to fully automate jobs that rely on input from different departments and/or outside vendors. This process has allowed MRS to eliminate many traditional manual and time-consuming processes that relied on tapes and cartridges with an automated process requiring no intervention or manual processes. This is only one instance where newer technology and methods are combined to create a replacement process that results in significant cost and timesavings.

Colby Libby works for the Maine Revenue Service, and may be reached via e-mail at colby.j.libby@state.me.us.