1. eOPF Employee Introduction Prepared by the NOAA Workforce Management Office (WFMO) IT Systems Office 2006

2. 2 Learning Objectives Module 1: About your Official Personnel Folder (OPF) –What is your OPF –Conversion to an electronic OPF (eOPF) Module 2: How to Use eOPF –Log in –Retrieve a document –Clip files –Administration –Help Module 3: eOPF Help

3. 3 Module 1: About your Official Personnel Folder (OPF) The Official Personnel Folder (OPF): Manila folder with records –covering an employee’s entire Federal Government career –Including personnel, payroll and benefits actions Property of –the Office of Personnel Management (OPM) –Part of the Government-wide system of records under Title 5, United States Code. Confidential –Securely filed in WFMO –May be viewed by the employee or the employee’s supervisor

4. 4 Documents filed in your OPF include: Résumé or application for Federal Employment Personnel Action Forms (SF-50) Military Service Certification (DD-214) Health Benefits Form (SF-2809) Retirement Beneficiary Form (SF-3102) Life insurance forms Thrift Savings Plan (TSP) Forms and others Module 1: About your Official Personnel Folder (OPF)

5. 5 To review your OPF, in the past: submit a request to your HR Specialist wait for the folder to be retrieved from storage schedule a meeting to review the folder in the presence of an HR specialist Module 1: About your Official Personnel Folder (OPF)

6. 6 What is the eOPF? electronic Official Personnel Folder is: A web-based system It provides online access to OPF data With secure access by HR, the employee, and the supervisor Module 1: About your Official Personnel Folder (OPF)

7. 7 Why eOPF? Part of President’s e-Government Initiatives Fast, easy access to your eOPF, 24/7 Improved service at reduced cost View and print documents from your eOPF Automatic email notification when documents are added to your folder Multi-layered security protects eOPF Defined access roles prevent unauthorized access Module 1: About your Official Personnel Folder (OPF)

8. 8 Additional eOPF benefits: No request needed, no meeting needed Greater accuracy and integrity of personnel files More secure than stored paper files Reduced costs for storage and maintenance Module 1: About your Official Personnel Folder (OPF)

9. 9 eOPF system security Similar to that of: NFC Employee Personal Page (EPP) Thrift Savings Plan (TSP) sites other systems that retain personal information Provides protection for sensitive data per: Privacy Act of 1974 OMB, NIST, FIPS, and FISMA IT security guidance Module 1: About your Official Personnel Folder (OPF)

10. 10 Who has an eOPF? All DoC Federal civilian employees But not: –Contractors –Special/Student Volunteers Who Can View My eOPF? those who currently have access to view your paper OPF: –HR staff who service your organization –HR eOPF System Administrators for troubleshooting the system –You and your supervisor Module 1: About your Official Personnel Folder (OPF)

11. 11 When will eOPF be available? Starting in Fiscal Year 2007 NOAA employees will receive eOPFs on a phased-in approach by organization Implemented by the Workforce Management Office (WFMO) Module 1: About your Official Personnel Folder (OPF)

12. 12 Module 2: How to Use eOPF Navigating the web-based eOPF Overview of eOPF actions: –Logging in as a new user –Viewing your eOPF –Retrieving and Clipping documents –Managing your profile –Where to get help

13. 13 Use a Microsoft Internet Explorer web browser go to https://eopf.nbc.gov/dochttps://eopf.nbc.gov/doc Click on the ACCEPT button and log into eOPF with your assigned user name and password Module 2: How to Use eOPF

14. 14 As a new user, provide: 1)Your eOPF ID, 2)Your NOAA Email Address, 3)Your Home Zip Code When complete, click “SUBMIT.” Module 2: How to Use eOPF

15. 15 A.Upon requesting your new user password, you will see a confirmation notice B.Remain logged into this screen and wait for your new password C.Shortly, you will receive an email with your temporary password D.Return to the screen in “A” above, click on the link entitled “Click here to return to login page” E.At the login screen, use your original eOPF User ID and the password you just received, to login to the site F.You will be prompted to change your temporary password to one you will create and remember From: eOPF.Helpdesk Your new password is as follows: TmpPwd07# Please login and change to one you will remember Module 2: How to Use eOPF

16. 16 To be compliant with DoC security standards, your new eOPF password must be replaced every 90 days, and have: 8 or more characters one or more UPPER CASE characters one or more LOWER CASE characters one or more NUMBERs one or more SPECIAL CHARACTERs (But: do NOT START with a SPECIAL CHARACTER) Another example of a compliant password: 1 6 A p r 0 7 # Create an easy-to-remember password: Choose a date that’s meaningful to you, such as March 28, 2007 (but not your birthdate) Use dd-mon-yr, one cap, no vowels: 28 Mrc 07 End with any special character: (@ # $ % & * +) Finalize as: 2 8 M r c 0 7 # Module 2: How to Use eOPF

17. 17 Welcome to the eOPF System The buttons on the left, provide full functionality of the eOPF system. Click on the “My eOPF” button to proceed If you need Help or FAQs, the links are at the top right corner of the screen. Module 2: How to Use eOPF

18. 18 My eOPF lists documents available for viewing To select a document for viewing, click on the orange circle with the “A” in front of it Module 2: How to Use eOPF

19. 19 You will see a drop- down menu of choices to: View Add to Clip Instruction Page Click on “View” to see the document you’ve selected. Module 2: How to Use eOPF

20. 20 To view the file: 1.Select “Open” when prompted 2.The image of the document you have selected will appear Module 2: How to Use eOPF

21. 21 Sample document in eOPF Documents are in PDF format and can be saved and printed Module 2: How to Use eOPF

22. 22 Clip Folders : To Sort & hold documents For example, you can keep all your beneficiary forms together for ease of review. Click on the yellow file under the heading marked “Action.” From the drop down menu which appears, select “Clip Folder.” Module 2: How to Use eOPF

23. 23 Clip Folder Setup 1.Decide the subject of your folder, e.g. promotions, LWOP, etc 2.In the “Description” field, name your Clip Folder. 3.Designate your Clip Folder as “Private” (only you can see its contents) or Public (authorized viewers can see its contents). 4.When finished, click the “Insert” button Module 2: How to Use eOPF

24. 24 Your Clip Folder has been created. eOPF allows you to create additional Clip Folders or you can rename your Clip Folder. Once you have completed your Clip Folder creation activities, click on the “Back” button to return to the “My eOPF” page. Module 2: How to Use eOPF My Promotions

25. 25 Now you can add documents to your Clip Folder Activate the drop- down menu by clicking “A” next to the document you select A drop-down menu will appear Select “Add to Clip” Module 2: How to Use eOPF

26. 26 This screen allows you to add documents to a particular Clip Folder. This is especially useful when you have multiple folders. Click “Select” on the appropriate folder on this screen. Module 2: How to Use eOPF

27. 27 To add the selected document to the clip folder: Click “Submit” and the document will join the document(s) you have in the clip folder. You will then receive a notice that the process was successful. Click “Back” and the system will return you to the previous page. Click “Back” once more to return to the My eOPF screen. Module 2: How to Use eOPF

28. 28 “Search eOPF” helps you find documents Search by form type permanent or temporary, and effective date. Click “Submit” to carry out your search. Module 2: How to Use eOPF

29. 29 Change Email You may change your email address for all notices from the eOPF system NOTE: Use a secure email which will protect your privacy. Free accounts may close without notice if not used frequently enough. Module 2: How to Use eOPF

30. 30 Emergency Data Use this feature to set information on who to contact in case of emergency. Note: NOAA has a Homeland Security web site for COOP (continuing operations) situations. Homeland Security Please refer to NOAA’s COOP guidance at: Module 2: How to Use eOPF http://www.homelandsecurity.noaa.gov

31. 31 Change Pwd Use this screen to change your password Follow the convention for creating a password that’s secure and easy- to-remember Protect your UserID and password Module 2: How to Use eOPF

32. 32 Employees will receive eOPF guidance through: Log-in instructions sent to employees The online Help and FAQ links found in the top right corner when logged into eOPF FAQs on the DOC website http://ohrm.os.doc.gov/HR_Applications/PROD01_001262 http://ohrm.os.doc.gov/HR_Applications/PROD01_001262 Quick Reference Guides on the NOAA eOPF website http://www.wfm.noaa.gov/eopfhome.html http://www.wfm.noaa.gov/eopfhome.html Module 3: eOPF Help

33. 33 For support or problems, contact (in order): 1.Online Help – Click the Help link in the upper right hand corner of eOPF 2.eOPF_helpdesk@usda.gov – This e-mail account should be used for technical questionseOPF_helpdesk@usda.gov 3.HR Specialist – Should be contacted for content issues, the contact list is located at: http://www.wfm.noaa.gov/eopf_contacts.html http://www.wfm.noaa.gov/eopf_contacts.html Module 3: eOPF Help

34. 34 Conclusion Thank you for viewing the eOPF Introduction Presented by the NOAA Workforce Management Office WFM IT Systems Office 1305 East West Highway Silver Spring, MD 20910