eOPF Employee Introduction

Prepared by the

NOAA Workforce Management Office (WFMO)

IT Systems Office2006

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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)

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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

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Use a Microsoft Internet Explorer web browser

• go to https://eopf.nbc.gov/doc

• Click on the ACCEPT button and

• log into eOPF with your assigned user name and password

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As a new user, provide:

1) Your eOPF ID,

2) Your NOAA Email Address,

3) Your Home Zip Code

When complete, click “SUBMIT.”

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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

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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 #

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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.

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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

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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.

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To view the file:

1. Select “Open” when prompted

2. The image of the document you have selected will appear

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Sample document in eOPF

Documents are in PDF format and can be saved and printed

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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.”

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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

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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

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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”

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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.

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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.

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“Search eOPF” helps you find documents

Search by• form type• permanent or

temporary, and• effective date.

Click “Submit” to carry out your search.

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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.

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Emergency Data

Use this feature to set information on who to contact in case of emergency.

Note: NOAA has a Homeland Security website for COOP (continuing operations) situations.

Please refer to NOAA’s COOP guidance at:

Module 2: How to Use eOPF

http://www.homelandsecurity.noaa.gov

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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

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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

• Quick Reference Guides on the NOAA eOPF website http://www.wfm.noaa.gov/eopfhome.html

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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 questions

3. HR Specialist – Should be contacted for content issues, the contact list is located at: http://www.wfm.noaa.gov/eopf_contacts.html

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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