Welcome to electronic Official Personnel Folder (eOPF) for Employees “A NEW way of doing business”

WHY eOPF? OMB Circular Mandates ALL Executive Branch Agencies hard copy official personnel folders (OPFs) be converted to electronic official personnel folders (eOPFs) by end of 2012. Paper records are subject to damage or destruction by fire or water. The eOPF database performs a regular back up in addition to providing disaster recovery in any type of continuation of operation situation. CPACs will provide notice to management, employees, and union on when the actual date of deployment is once they have it from CHRA.

WHAT IS eOPF? The eOPF is the digitized recreation of your hard copy OPF which is currently the official record of your federal work career. eOPF allows each employee to have an electronic access to their own personnel folder. Some unique system features include: Provides secure access to employment documents/official forms and information to a geographically dispersed workforce Supports a multi-level secure environment Eliminates loss of an employee’s official personnel folder during filing and/or routing Reduces costs associated with storage, maintenance, and retrieval of records In compliance with Office of Personnel Management (OPM) and federally mandated HR employee record management regulations Delivers system generated email notification to employee Last bullet: The notification will not tell the employee exactly what document has been added to their eOPF, just that one has been added. IT will also not notify an employee if one has been removed, since we do not currently notify an employee when we remove any documents form their OPF. Remember to follow local Collective Bargaining Agreement on the disposition of the removed document. If it goes back to the employee, it will need to be printed and sent to the employee.

WHAT IS eOPF? CONT. The eOPF becomes the official record and the paper record (OPF) is retired to the National Personnel Records Center (NPRC) for storage of one year. The paper record is destroyed after the one year period. Once scanned in, the paper folder is no longer the official folder and is kept for one year for Quality Control (QC) purposes i.e. if a document is missing in eOPF and is in the OPF, then the document can be retrieved and scanned into eOPF. Delivers an email notification to the employee when a new document has been added to their electronic record. The email notification is merely a notification that a new document has been added to the employee’s record; it does not provide additional clarification as to what transpired. Even though the .mil is the email of choice for DA, other organizations that use other accounts like .edu or .org that are under DA will be used as well. The main point is that the DA email address the employee has is the one that will be used and no personal email account address will be used. Employees will not have the option to go in and change their email addresses either.

WHAT IS IN MY eOPF? The documents that were in your hard copy OPF. Human Resources documents Some examples are as follows: SF 50s, DA 3434’s, Position Description(s), resume(s), University/College transcripts, and any other supporting documentation for hiring action Benefits Forms Performance Ratings Military Forms

eOPF CONVERSION PROCESS Manifest (boxing & shipping of OPFs) Document Preparation Document Capture/Scanning Document Indexing (uploading documents into eOPF) Quality Control (Validation &Verification (V&V)) Quality Review (OPM/Northup Grumman (NG))

WHAT CAN YOU DO in eOPF? Access eOPF from any Government Computer with internet access View, Search and Print Documents Update My Profile Who Am I? General preferences Change password Change security questions View Help & Frequently asked questions Reset your Password and User ID Request additional assistance

HOW TO VIEW & PRINT You can view and/or print all documents from your eOPF. To view and/or print one document select the A (orange highlighted button) and select view Select “Show All Docs” Search results

HOW TO VIEW & PRINT CONT. Select the documents you want to see: Select “Print One Sided” Your print request will be forwarded to the print queue. It could take up to ten (10) minutes to execute the print job. The print function is set up on a 10 minute interval cycle.

HOW TO VIEW & PRINT CONT. View print status here

PRINT STATUS FEATURE Printing has been modified for ‘Print Folder’, ‘Show All Docs in My eOPF’, ‘Show All Docs in Search eOPF’ and ‘Clip Folders’. Users now submit a print request which is handled by a dedicated print service. Once a print job is completed a bulk PDF file is created The images (bulk PDF) are retained for an agency determined period of time (default of 7 days) before being purged. A new ‘Print Status’ button appears in the main button menu. Users will be provided a list of their own requests. Clip folders are folders that employees can create to group documents they want into the clip (like a paper clip over several documents) for example they can set up a clip to hold all of their benefit forms such as designation of beneficiaries and elections.

MY PROFILE Select My Profile

MY PROFILE CONT. A read-only view of a users own eOPF account If there are any mistakes on your profile contact the help desk Information will help troubleshoot issues regarding privileges and access to folders The only button available is OK which will return user to eOPF welcome page The information for the employees profile is pulled from the information that is already in DCPDS

Frequently Asked Questions HELP and FAQ’s Online Help available Frequently Asked Questions

ACCESS TO eOPF Accessibility for employees is the ability to view and print documents from an eOPF. Access will be granted to the Civilian Human Resources Agency (CHRA) community first. Employees will gain access once CHRA has completed their quality control review. Only employees and HR Staff will have access to eOPFs. If an employee does not have computer access, they will need to call their local CPAC and make an appointment to view their eOPF. These processes are no different than what they do now for OPFs. Only the Processing Centers and Mail/File rooms will be able to upload documents into eOPF. CPACs will only scan them in.

TRANSFERS Outside of DA Within DA Will depend on if the gaining Agency is on eOPF or not If not, then a hard copy OPF will be created from the eOPF Hard copy OPFs received from other Agencies will be scanned in and converted into eOPF at each CHRA Region If on eOPF, then the gaining Agency will be given access to view the eOPF Within DA The gaining CPAC will be given access to the eOPF

eOPF SUMMARY You can use any government computer with internet access. Using IP Allow List that restricts access to that IP address You can print documents when ever you need them. You will need Internet Explorer and Adobe Acrobat Reader versions 6 or later. Deployment is by Civilian Human Resources Agency (CHRA) Regions. CPACs will provide notification of actual deployment date for that Region. Deployment is not done by installation. There will be additional web based training available on CHRA website at www.chra.army.mil Additional FAQ’s are on the CHRA website Only DA email addresses will be used for eOPF. Again no personal email addresses will be used for eOPF. All computers will have the appropriate Explorer and Adpbe Reader on their government computer for use of eOPF. For those employees that do not have a computer based on the work that they do, will still be able to make an appointment at their local CPAC/NAF HRO to review their eOPF. Each Region will take approximately 2 months to convert. It is not possible to tell an employee how long it will take to do them individually.