eopf Release E Administrator Training Manual

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The United States Office Of Personnel Management eOPF^® Administrator Training Manual for eOPF v5

eOPF Version 4.1, July 2007, March 2008, March 2009; eOPF Release E, October 2011; eOPF Release E.1, April 2012; eOPF Release E.1.3, January 2013; eOPF v5, April 2014.

Trademark Notices: Microsoft Windows, Spicer, and other brand and product names are trademarks of their respective holders.

Printed in the United States of America.

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eOPF Administrator Training Manual Table of Contents

CHAPTER 1. INTRODUCTION TO OPM EOPF ... 1

CHAPTER 2. EOPF BROWSER AND VIEWER REQUIREMENTS ... 3

2.1BROWSERS ... 3

2.2T^{HE E}OPFV^IEWER ... 3

CHAPTER 3. GETTING STARTED WITH EOPF... 5

3.1LOGGING INTO EOPF... 6

3.2WHO AM I? ... 10

3.3CHANGING YOUR PREFERENCES ... 11

3.4YOUR EMAIL ADDRESS ... 13

3.5VIEWING AND UPDATING EMERGENCY DATA ... 14

3.6MANAGING YOUR EOPFPASSWORD ... 15

3.7CHANGE SECURITY QUESTIONS ... 17

3.8ACCESSING ONLINE HELP ... 18

3.9ACCESSING FREQUENTLY ASKED QUESTIONS (FAQ) ... 19

3.10USING THE HOME LINK ... 20

CHAPTER 4. VIEWING EOPF DOCUMENTS ... 21

4.1VIEWING YOUR EOPFDOCUMENTS ... 22

4.2SEARCHING FOR EOPFDOCUMENTS ... 24

CHAPTER 5. WORKING WITH EOPF FORMS ... 27

5.1ADDING AN EOPFFORM ... 28

5.2EDITING AN EOPFFORM ... 29

5.3DELETING AN EOPFFORM ... 30

CHAPTER 6. WORKING WITH FORM TYPES ... 31

6.1ADDING ANEW FORM TYPE ... 32

6.2DELETING AFORM TYPE ... 34

6.3ASSOCIATING AFORM TYPE WITH ANOAC ... 36

6.4ASSIGNING AND EDITING A FORM TYPE TO A FORM ... 38

6.5ASSIGNING AND E^{DITING A}FÔLDERS^{IDE TO A}FÔRMT^YPECÔMBINATION ... 40

CHAPTER 7. CONFIGURABLE SETTINGS ... 43

7.1WORKING WITH FOLDER SIDES ... 43

7.2WORKING WITH DISCLOSURE REASONS ... 47

7.3WORKING WITH EXCEPTION REASONS ... 49

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CHAPTER 9. EOPF PASSWORD ADMINISTRATION ... 81

9.1UNLOCKING AUSER ACCOUNT ... 82

9.2TO GENERATE NEW PASSWORDS ... 84

CHAPTER 10. WORKING WITH EOPF REPORTS ... 87

10.1MANAGING REPORT ACCESS ... 88

10.2RUNNING,VIEWING AND PRINTING REPORTS AND LOGS ... 90

GLOSSARY OF TERMS ... 93

ACRONYMS ... 95

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Chapter 1. Introduction to OPM eOPF

The Office of Personnel Management (OPM) is changing the way federal government agencies maintain and access official personnel folders (OPF).

Personnel offices across the nation are changing from a paper-based personnel records system to an electronic official personnel folder (eOPF) management solution.

What does eOPF mean to you? The eOPF solution is designed to electronically store, manage, and distribute OPF documents. All current paper OPF

documents are uploaded into the web-enabled eOPF solution. eOPF stores all OPF documents as Portable Document Format (PDF) files, complete with data describing the folder and its contents. In other words, eOPF changes how HR Specialists access the OPFs of those employees they support. In addition, with OPF records being electronic files instead of paper, employee eOPFs can be viewed 24 hours a day, 7 days a week.

Employees are able to view their own OPFs through this eOPF solution. eOPF has multiple levels of access security are designed to ensure that employees are unable to change an eOPF at any time, in any manner. All access for regular users is on a ‘View Only’ basis. eOPF security features also ensure the integrity of the eOPF solution. In addition, eOPF security logs and tracks every action performed within eOPF. That includes sending a notification to the employee every time a new document is added to their eOPF.

eOPF training is designed to introduce you to the eOPF solution, and to

familiarize you with what you may or may not do within eOPF based upon your security access level. In this course we are only concerned with accessing eOPF, as well as administering your agency eOPF instance.

This Administrator Training Manual assumes that you have a working knowledge of Microsoft Windows and the Internet.

IMPORTANT!

This Administrator Training Manual includes screens from the eOPF solution

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Chapter 2. eOPF Browser and Viewer Requirements

To access and use the eOPF solution, there are two basic “off-the-shelf” software requirements for the user’s personal computer:

• A web browser application

• Adobe Acrobat Reader

2.1 Browsers

Commercially available web browsers can be used to access the eOPF solution.

For best results, OPM recommends using the latest version of Microsoft Internet Explorer.

2.2 The eOPF Viewer

The eOPF solution stores documents as PDF files, which are viewed and printed using Adobe Acrobat Reader. If you do not have Adobe Acrobat Reader

installed on your computer, you may download the free viewer from the Internet.

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Chapter 3. Getting Started With eOPF

Before using the OPM eOPF solution, you must login. Logging in requires a valid eOPF ID and password. Your eOPF account may be set up when your agency initially deploys eOPF, or when you first become an employee. If you do not have an eOPF ID and password, please contact your eOPF administrator to obtain one.

If you forget your password, a Request a New Password link is available on the eOPF Logon page. When selected, you are prompted to answer security

questions. If you answer correctly, you are allowed to reset your password. If you answer incorrectly, your information is forwarded to the helpdesk.

Note:

Both Single Sign On and eAuthenticate initiatives are being implemented in some agencies for eOPF. If activated for your agency, you no longer log directly into the eOPF solution. You connect to eOPF using an eAuthenticate type portal instead. When Single Sign On is used, the eOPF ID and password functionality are disabled.

Note:

Agency eOPF administrators can set the number of logon failures that personnel are allowed before the user account is disabled. Typically, after three (3) consecutive failed attempts to log on to eOPF, the user account is “locked out” as a security precaution.

eOPF administrators must reset the user account after the user exceeds the maximum number of failed logon attempts.

To ensure data integrity and security of the OPM eOPF solution, you must

remember to safeguard your eOPF ID and password. Some basic guidelines for maintaining your password security are as follows:

• Do not give your password to anyone.

• Do not write your password down.

• Do not let anyone log on with your eOPF ID or password, because eOPF logs and tracks all actions performed during your eOPF session to your

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3.1 Logging Into eOPF

To log into eOPF:

1. Launch the eOPF application by double-clicking the OPM eOPF shortcut on your desktop.

The OPM Government Usage Agreement page appears with warnings and conditions for using the OPM eOPF site.

Note:

Be sure when logging in to consider the server you are on as indicated in the lower left corner of the previous image as “eOPF Helpdesk – 006”. If a problem during your session in eOPF that would require you to contact the help desk, this will assist them in working towards a resolution.

Note:

The eOPF URL format is:

https://eopf.nbc.gov/<your agency name>/ or https://eopf1.nbc.gov/<your agency name>/

Your URL is provided by your eOPF point of contact.

2. Read the User Agreement, and click the Accept button.

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The eOPF Logon page appears.

3. In the eOPF ID field, enter your eOPF ID.

4. In the Password field, enter your password.

NOTE:

If you are a new user, click the Request a New Password and/or Request Your eOPF ID links.

The Request a New Password or the Request Your eOPF ID page appears allowing you to request your new password. Enter the requested information and click the Submit button.

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If this is your first time logging into eOPF, the Change Your Password page displays.

Note:

When the Change Your Password page appears displaying a message that your password has expired, enter a new password in accordance with the password security requirements.

6. Enter your temporary password, then your desired password and click the Reset Password button.

The Security Profile page displays.

On the Security Profile page, you are required to answer security questions that are used to verify your identity when utilizing the Self Service feature of eOPF as well as by the helpdesk.

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7. Select six (6) unique questions and enter the corresponding answers, then click the Submit button to continue.

The Rules of Behavior page displays.

8. Review the Rules of Behavior and click the Accept button to continue.

The eOPF Welcome page displays.

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3.2 Who Am I?

The OPM eOPF solution allows an eOPF user to get a quick and consolidated view of information about his or her user account profile.

To view WhoAmI?:

1. From the eOPF Main Menu, click the My Profile button.

The WhoAmI? tab on the My Profile page displays by default.

2. Click the OK button to return to the eOPF Welcome page.

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3.3 Changing Your Preferences

The OPM eOPF solution allows you to set preferences within the application. There are two types of preferences: General Preferences and Workflow Preferences. Workflow is only accessible if you have a workflow enabled account.

From the General Preferences tab, you can set your default forms list on the Search Folders page and which columns to display in the result set.

To change your general preferences:

The WhoAmI? tab of the My Profile page displays by default.

2. Click the General Preferences tab at the top of the page.

The General Preferences page displays.

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5. Select Default Search Option (Forms) to determine the forms that display in your search results.

6. Select Results Display (Document) fields to determine the columns that display in your search results

7. Select ‘Yes’ in the ‘Are you using assistive technology?’ field only if you are using software to assist with communicating screen text. (Ex: a screen magnifier, or a screen reader).

8. Click the Apply button.

The General Preferences page reappears displaying the message: “User Preferences settings updated.”

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3.4 Your Email Address

The OPM eOPF solution notifies you by email every time a new document is added to your eOPF. Your agency provides guidance as to whether or not you can change your email address.

To change your email address:

The WhoAmI? tab of the My Profile page displays by default.

2. Click the Change Email tab at the top of the page.

The Change Email page appears.

3. Type your email address into the field provided.

4. Click the Update button.

The Change Email page reappears displaying the following message:

“Email Address updated successfully.”

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3.5 Viewing and Updating Emergency Data

The OPM eOPF solution allows you to enter Emergency Contact Information. Your agency provides guidance as to whether or not you can enter your Emergency Contact Information. If enabled, this information is available to your supervisor and/or HR personnel for emergency use only.

To view and update emergency data:

2. Click the Emergency Data tab at the top of the page.

The Emergency Data page appears.

3. Edit the desired fields, then click the Apply button.

The Emergency Data page reappears displaying the message “Emergency data updated successfully.”

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3.6 Managing Your eOPF Password

The OPM eOPF solution allows you to change your password at any time.

Note:

The following topic is only relevant if you are using the traditional eOPF Logon page requiring an eOPF ID and password. As agencies implement Single Sign On and eAuthenticate, the need to maintain a specific eOPF ID and password will cease to exist.

When you change your password, you must ensure that your new password adheres to the password requirements for eOPF administrator has defined. You may be required to use a combination of the following:

• Minimum number of 12 characters

• At least one uppercase letter

• At least one lowercase letter

• At least one number

• At least one special character such as !, @, #, $, %,^, &,( ), +, { }, [ ], ;, >, etc.

To change your password:

2. Click the Change Password tab at the top of the page.

The Change Password page appears.

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4. In the New Password field, enter your new password.

5. In the Verify Password field, enter your new password again.

6. Click the Update button to update your eOPF password.

The Change Password page reappears displaying the message “Password updated successfully.”

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3.7 Change Security Questions

The OPM eOPF solution allows you to manually change your security questions at any time.

To change your security questions:

2. Click the Change Security Questions tab at

the top of the page.

The Change Security Questions page appears.

3. Select the security question(s) you would like to change by clicking the appropriate drop-down list. Once you select your new security question(s),

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3.8 Accessing Online Help

The OPM eOPF solution allows you to access on-line help for just in time tutorial or refresher training.

To access online help:

1. Click the Help link in the upper right corner of an eOPF page.

2. Search to locate information about eOPF functionality and procedures.

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3.9 Accessing Frequently Asked Questions (FAQ)

The OPM eOPF solution provides answers to frequently asked questions on its FAQ page.

To access the FAQ page:

1. Click on the FAQ link in the upper right corner of an eOPF page.

2. Browse the FAQ page to learn answers to the questions most people are asking.

You could get answers to questions similar to the following:

• What is the OPM eOPF solution?

• What eOPF questions do people ask most often?

• What is new in eOPF?

• What kinds of technical issues may I encounter?

• Who do I call when I need help with eOPF?

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3.10 Using the Home Link

The OPM eOPF solution allows you to return to the eOPF Welcome page by clicking the Home link in the upper right corner of any eOPF page.

To return to the eOPF Welcome page:

1. Click on the Home link in the upper right corner of an eOPF page.

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Chapter 4. Viewing eOPF Documents

eOPF organizes and manages personnel documents within an electronic folder. All Federal government employees have an eOPF with all of their personnel documents organized in the same manner as the traditional OPF.

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4.1 Viewing Your eOPF Documents

To view eOPF documents:

1. Log on to the OPM eOPF solution.

2. Click the My eOPF button to access your eOPF.

The My eOPF page displays.

My eOPF lists your documents starting with the most recent effective date.

My eOPF Search allows you to narrow your search results by identifying specific documents or folder sides in your own eOPF.

Note:

If the eOPF user is a contractor, the contractor does not have access to the My eOPF button.

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3. Click the Form Number link or the View icon in the row of the document that you want to view.

A download box prompts you to open or save the document.

4. Click the Open button when the download is complete.

Adobe Acrobat Reader is opened and the selected document is displayed.

5. Click the Close button when finished viewing the document and return to eOPF.

Note:

Every time an eOPF document is viewed, that action is logged electronically.

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4.2 Searching For eOPF Documents

Additional permissions provide the added capability to search for documents in the eOPF of employees you support. eOPF search capabilities allow you to search and filter the search results according to your particular document requirements. You should try searching using different search criteria to learn how to locate desired documents in the manner that is most efficient for you.

To search for eOPF documents:

1. Click the Search eOPF button.

The Search Folders page opens.

Note:

eOPF has “wildcard” characters to filter searches. The ‘%’ sign represents multiple characters; the ‘_’ represents a single character. For example:

• A% returns anything that starts with the letter A (e.g. AA, AAA, ABA, ABC, etc.).

• 1% returns 11, 123, 1234, 12345, etc.

• A_ returns anything that starts with the letter A, plus one additional character (e.g.

AA, AB, etc.).

• 1_ returns 11, 12, 13, 14, 15, etc.

2. Enter search criteria for particular eOPF document(s) and click the Search button.

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The Search Results page appears.

3. Select a reason for viewing a document from the Reason drop-down list.

4. Click the Open icon or the SSN link in the row of the folder that you want to view to display the documents in the chosen folder.

5. Click the Form Number link or the View icon in the row of the document that you want to view.

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Chapter 5. Working With eOPF Forms

As eOPF administrators, you are responsible for creating and maintaining personnel forms for HR Specialists throughout your personnel service center and/or region. You add all personnel forms that have been approved for addition to your agency eOPF. As such, you need to know how to add, edit and if necessary, delete form information used during both searches and indexing. The OPM eOPF solution uses indexing information to identify eOPF forms and documents. When identifying new forms, it is essential that you identify these forms in terms that HR staff are familiar with, and are expecting to see when they search for forms. Your agency rules and regulations provide initial guidance on eOPF forms maintenance.

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5.1 Adding An eOPF Form

Many forms have already been identified for your OPM eOPF solution. However, HR Specialists may request that a new form be added. As an eOPF administrator, you are able to add new forms approved for addition to the eOPF database.

To add an eOPF form:

1. From the eOPF Main Menu, click the App Admin button.

The Forms tab of the App Admin page displays by default.

2. Click the Insert button to add a new form.

A window displays to define the new form.

3. Complete each field to define the new form. Add the Form Description, Title, and any additional appropriate information.

Click the Save button.

A message displays stating “Form XXXX is added successfully.”

Note:

Forms you wish to add to your eOPF instance should first be sent to and reviewed by the EHRI PMO.

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5.2 Editing An eOPF Form

The OPM eOPF solution enables eOPF administrators to edit and update form

descriptions as required. Updated descriptions are available to users within seconds.

Note:

Any item labeled ‘eOPF STD’ in an Added By column cannot be changed. These items are maintained by OPM as standard form types for all eOPF agencies.

To edit a form:

1. From the eOPF Main Menu, click the App Admin button.

2. Locate the form and click the Edit link.

Note:

eOPF has “wildcard” characters to filter searches. The ‘%’ sign represents multiple characters; the ‘_’ represents a single character. For example:

• A% returns anything that starts with the letter A (e.g. AA, AAA, ABA, ABC, etc.).

• 1% returns 11, 123, 1234, 12345, etc.

• A_ returns anything that starts with the letter A, plus one additional character (e.g.

AA, AB, etc.)

• 1_ returns 11, 12, 13, 14, 15, etc.

The Edit Form window displays.

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5.3 Deleting An eOPF Form

If you need to delete a form that is no longer required or used, you may delete the form as easily as it was created. Always verify whether the entire form or particular pages need to be deleted. Keep in mind, that any form that has a document in eOPF that is indexed to that form cannot be deleted. This ensures that any form currently in use in eOPF is not removed. eOPF displays an error message directing that the document be re-indexed before deleting the specified form. Deleting the form does not delete any eOPF documents.

Note:

To delete a form:

2. Locate the form and click the Delete link.

The confirmation pop-up box appears.

3. Click the OK button.

The Forms page reappears displaying the message “Form ID #XXXX is deleted successfully.”

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Chapter 6. Working With Form Types

Another responsibility you have as an eOPF administrator is to define different form types. A form has one or more form types assigned to it. Each form type identifies the particular document’s role or how it is used. In most cases, only one form type is associated with a particular form. For example, a TSP 1 Form has only one form type, Benefits. On the other hand, the SF 50 has many form types. Different form types are associated with the various actions or Nature of Action Codes (NOAC). As with the Form Description, the type description can be used as a filter to search for documents within an eOPF.

For example, an SF 50 is a specific form. Some of the form types associated with an SF 50 are Promotion, Within-Grade Increase, Career Appointment, Change of Status, etc. Each of these types of usage is associated with a specific NOAC.

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6.1 Adding A New Form Type

eOPF is deployed with a catalog of form types that have been defined by OPM. A form type is either a specific Nature of Action (NOA), or it is one of nine (9) common

categories. These categories are: Employee, Performance, Benefits,

Investigations/Security Clearance, Payroll, Personnel Action/Support Doc, Position, Training or Exception. The Exception form type is used to identify documents that for some reason cannot be assigned a proper form type. An example is an SF 50 with a NOA Code that is not valid. The form is known, but the form type is not. In this

instance, a document would be indexed with an Exception form type. On occasion an eOPF administrator may have to add new eOPF form types.

To add a new form type:

2. Click the Form Type tab.

The Form Types page appears.

3. Click the Insert button.

The Insert Form Type window displays.

4. Enter a Form Type Description.

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5. Enter a NOA Code if applicable. If a NOAC is used, enter the Effective From Date.

6. Enter the Effective To Date if you know the length of time the NOAC is valid.

Leave Effective To Date blank if the NOAC does not have an effective end date.

7. Click the Save button.

The Form Types page reappears.

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6.2 Deleting A Form Type

An occasion may arise where the eOPF administrator may need to delete a form type.

Note:

To delete a form type:

2. Click Form Type tab.

3. Locate the form by entering a Description and/or NOA code, then click the Apply button.

A list of Form Types meeting the selected criteria displays.

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4. Click the Delete link next to the Form Type you wish to delete.

The OPM eOPF solution verifies that the selected form type is not assigned to a document. If it is assigned to an eOPF document, an error message is displayed in red at the top of the Form Types page stating “Selected Form Type can't be removed from eOPF because it is linked to a Form. Please remove this link before attempting to remove it from eOPF.” If the form type is not currently in use, a delete confirmation pop-up box appears.

The Form Types page refreshes and the Form Type that was deleted no longer displays.

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6.3 Associating A Form Type With A NOAC

Every SF 50 form type is associated with a NOAC. The OPM Guide for Processing Personnel Actions (GPPA) associates a numeric code with each NOA. The NOAC helps eOPF interpret the data from the eOPF SF 50 data feeds to facilitate additional NOAC indexing to further filter eOPF searching. eOPF uses OPM’s form type

descriptions. A NOAC can only be associated with one particular form type at any given time.

To associate a form type with a NOAC:

2. Click the Form Type tab.

3. Locate the form by entering a Description and/or NOA code, then click the Apply button.

A list of Form Types meeting the selected criteria displays.

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4. Click the Edit link associated with the form type.

The Edit Form Types window appears.

5. Enter the desired NOAC in the NOA Code field.

6. Enter the Effective From Date and Effective To Date, if known.

7. Click the Update button.

The Form Types page reappears displaying the message “Form Type ID

#XXXX is updated successfully.”

Note:

The Form Type ID is assigned by eOPF.

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6.4 Assigning and Editing a Form Type to a Form

This is the process of linking a form and form type together. This is done so that during searches and indexing the user is provided only valid combinations of forms and types.

To assign a form type to a form:

2. Click the Assign Type/Sides to Form tab.

The Assign Type/Sides page appears.

3. Locate the form by entering a Description and/or Title, then click the Apply button.

A list of forms meeting the selected criteria displays.

4. Click the Form Types link associated with the form.

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The Assign Form Type > View/Edit Avail Form Types for Form… page appears.

5. Select the appropriate checkboxes and click the Save button located at the bottom of the list.

The Assign Form Type > View/Edit Avail Form Types for Form… page reappears displaying the message “Form Type(s) assigned to Form :::

XXXX successfully.”

6. To exit the Assign Form Type > View/Edit Avail Form Types for Form…

page without saving your changes, click the Cancel button located at the bottom of the list.

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6.5 Assigning and Editing a Folder Side to a Form Type Combination

The OPM eOPF solution allows eOPF administrators to set a folder side on which a particular form and form type combination belongs. For example, an SF 50 with a form type of Pay Adjustment goes to the Permanent folder side. This is done so that during indexing, the user is provided a default folder side for the form type. The document may be filed in a folder side other than the default, as long as the form type is not an eOPF standard.

To assign a folder side to a form type:

2. Click the Assign Types/Sides to Form tab.

The Assign Types/Sides page appears.

3. Locate the form by entering a Description and/or Title, then click the Apply button.

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A list of forms meeting the selected criteria displays.

4. Click the Folder Sides link associated with the desired form.

The Assign Default Folder Side & Side-By-Side ID for Form/Type combination page appears. Each form is listed along with a type

description, default folder side, and side-by-side form ID. Forms may not have a side-by-side form ID.

5. Click the Insert button.

The Assign Default Folder Side & Side-by-Side for Form/Type

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6. From the drop down menus, choose the Type Description and Folder Side, and click the Save button.

The Assign Default Folder Side & Side-By-Side ID for Form/Type

combination page reappears displaying the message “Folder Side & Side- By-Side selection are added to form successfully.”

7. Click the Edit link if updating a form/type combination to change the Folder Side.

8. To exit the Assign Default Folder Side & Side-By-Side ID for Form/Type combination page, click the Cancel button located at the bottom of the list or click on one of the eOPF Main Menu buttons.

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Chapter 7. Configurable Settings

The configurable settings tabs allow the eOPF administrator to create folder sides, disclosure reasons, exception reasons, web banner text, welcome page text and form packages.

7.1 Working With Folder Sides

Virtual folder sides can be defined by the agency to help organize and/or group documents within eOPF. Each document in eOPF must be filed on a specific folder side. Many of the forms have default folder sides already defined within the OPM eOPF solution. OPM defined folder sides cannot be changed. However, eOPF administrators can add additional folder sides for filing agency specific forms. Once a folder side has an assigned document, that folder side cannot be edited or deleted.

To add, modify or delete folder sides:

2. Click the Folder Sides tab at the top of the page.

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The Folder Sides page appears.

3. To add a folder side, click the Insert button.

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The Insert Folder Side window displays.

4. Enter text in the field and click the Save button.

The Folder Sides page reappears displaying the message “Folder side is Successfully added.”

Important Note:

Once a folder side is created, it must be assigned to a group to become visible to users.

Click the User Admin button, then the Security Access

tab. Select a group, and check the new folder side to make it available to the selected group.

5. To modify a folder side, click the Edit link next to the folder side.

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The Edit Folder Side window displays.

6. Modify the text and click the Update button.

The Folder Sides page reappears displaying the message “Folder side is Successfully updated.”

7. To delete a folder side, click the Delete link associated with the folder side.

The Folder Sides page reappears displaying the message “Successfully DELETED Folder side.”

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7.2 Working With Disclosure Reasons

Users granted access to view other employees’ folders must enter a reason they are viewing the folder. These disclosure reasons are logged each time you view someone else’s eOPF. eOPF administrators have the capability to add, modify, or delete the disclosure reason provided in a drop-down list for the eOPF user.

To add, modify, or delete a disclosure reason:

2. Click the Disclosure Reasons tab at the top of the page.

The Disclosure Reasons page appears.

3. To add a disclosure reason, click the Insert button.

The Insert Disclosure Reason window displays

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The Disclosure Reasons page reappears displaying the message

“Disclosure Reason is added successfully.”

5. To modify a disclosure reason, click the Edit link next to the disclosure reason.

The Edit Disclosure Reason window displays.

6. Modify the text and click the Update button.

“Disclosure Reason is updated successfully.”

7. To delete a disclosure reason, click the Delete link associated with the disclosure reason.

“Disclosure Reason is DELETED successfully.”

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7.3 Working With Exception Reasons

When adding a document to an eOPF, users may need to index the document with a form type of Exception. The Exception form type is used when the information on a document is inaccurate or unavailable. When using the Exception form type, users can select a predefined exception reason, or add free text to explain the document problem.

eOPF administrators have the capability to add, modify or delete the exception reason provided in a drop-down list for the eOPF user.

To add, modify, or delete an exception reason:

2. Click the Exception Reasons tab at the top of the page.

The Exception Reasons page appears.

3. To add an exception reason, click the Insert button.

The Insert Exception Reason window displays.

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4. Enter the text in the textbox and click the Save button.

The Exception Reasons page reappears displaying the message

“Exception Reason is added successfully.”

5. To modify an exception reason, click the Edit link next to the exception reason.

The Edit Exception Reason window displays.

6. Modify the text and click the Update button.

“Exception Reason is updated successfully.”

7. To delete an exception reason, click the Delete link associated with the exception reason.

“Exception Reason is DELETED successfully.”

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7.4 Changing The Web Banner

The web banner is a message that appears on the eOPF Logon page. The eOPF administrator can create or modify this message at any time, and the new message appears from that point forward for all users logging into the OPM eOPF solution.

To change the web banner:

2. Click the Additional Config tab at the top of the page.

The Additional Configuration page appears.

3. Enter the message that you wish to appear on the eOPF Logon page.

The Additional Configuration page reappears displaying the message “Web Banner and Supervisor Access Settings Updated Successfully.”

Note:

The web banner on the eOPF Logon page is configurable by eOPF instance, so employees only see the banner for their particular eOPF instance.

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7.5 Changing The eOPF Welcome Page

The eOPF Welcome page allows the eOPF administrator to enter or modify some of the content seen by users once they log into the OPM eOPF solution.

To change the eOPF Welcome page:

2. Click the eOPF Welcome Page tab at the top of the page.

The eOPF Welcome Page appears.

3. Enter the message(s) that you wish to appear on the eOPF Welcome Page.

4. Enter the Welcome URL that you wish to appear on the eOPF Welcome Page.

5. Enter the URL link that you wish to appear on the eOPF Welcome Page.

Make sure the Visible checkbox is checked. Uncheck the Visible checkbox if you do not want to display a URL link.

The eOPF Welcome Page reappears displaying the message “Welcome Screen and URL settings updated successfully.”

Note:

The information on the eOPF Welcome Page is configurable by eOPF instance, so employees only see the information for their particular eOPF instance.

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7.6 Adding A Form Package

eOPF administrators may create a predefined search for specific types of forms or documents using a Form Package. HR Specialists may typically conduct pre-retirement records audits or search folders in preparation for a Reduction-in-Force (RIF). Both of these are good examples of a Form Package. HR Specialists can quickly search for documents meeting the criteria for a particular Form Package.

To add a form package:

2. Click the Form Pkgs tab.

The Form Packages page appears.

3. Click the Add New Package button.

The Add New Package window displays.

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4. Type the desired name and click the Save button.

The Form Packages page reappears displaying the message “Package name XXXX is added successfully.”

5. Add forms to the new form package by clicking the Insert button.

The Insert a Form into a Form Package window displays.

6. Select the Package Name, Form Description, and Form Occurrence from the drop-down lists and click the Save button.

The Form Packages page reappears displaying the message “Package is added successfully.”

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Chapter 8. eOPF Security Access

eOPF accounts are linked to the appropriate employee record by SSN. Employee records are created based on information that eOPF obtains from automated employee data feeds from an agency’s HR system. eOPF allows eOPF administrators to create new users and update users’ records.

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8.1 Viewing And Updating User Information

To view and update user information:

1. From the eOPF Main Menu, click the User Admin button.

The User Manager tab of the User Admin page displays by default.

2. Using the filters at the top of the page, search for a specific user or group of users, and click the Search button.

The User Manager page reappears with the desired information displayed.

3. Click the Details link.

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The User Manager page appears with the user’s information.

4. To designate a user as available, click the User is Available checkbox.

The User is Available checkbox means that the user has access to the eOPF system and can log on.

5. To designate the user as active in workflow, click the User is Active in WF checkbox.

The User is Active in WF checkbox means the user is performing workflow activities.

6. To designate folder status, select a status from the Folder Status drop-down list.

An employee folder must have one of three statuses:

• ACTIVE: The folder is actively receiving new documents.

INACTIVE: The folder is closed to new documents and waiting archival.

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7. Click the Groups button.

8. Select the desired groups listed in the Available Groups list and click the Assign button to move the selected groups to the Current Groups list.

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Important Note:

To add documents, modify documents, delete documents, or modify document index information, an HR Specialist must be a member of the eOPF_Doc_Mgmt group. To purge documents from the eOPF repository, a user must be a member of the

eOPF_PURGE group. Any user that is performing admin functions must be a member of an admin group.

9. When you finish editing the information, click the Save button. The User Manager page reappears with a message stating “User Info updated successfully.”

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8.2 Who Are You?

The WhoAreYou? feature allows an eOPF administrator to get a read-only view of information about the selected account.

To view WhoAreYou?:

1. From the eOPF Main Menu, click the User Admin button.

The User Manager page displays by default.

2. Using the filters at the top of the page, search for a specific user or group of users, and click the Search button.

The User Manager page reappears with the desired information displayed.

3. Click the WhoAreYou? link next to the user record that you would like to view.

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The WhoAreYou? window displays information for the selected user.

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8.3 Viewing/Modifying Additional Access Information

eOPF administrators can define and modify additional access to specific groups or individual eOPFs using PO IDs, organizational units, activities, and/or individual SSN of employees. Access may also be excluded. Exclusion conditions always override included access. When an employee changes positions, the access information may need to be changed.

To view additional access information:

2. Click the Additional Access tab.

The Additional Access page appears.

3. Type your search criteria, and click the Search button.

The Additional Access page reappears displaying a list of users matching the search criteria entered.

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4. Click the Show Rights link to review the rights of a user.

Additional access details for the selected user display.

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To modify additional access information:

2. Click the Additional Access tab.

The Additional Access page appears.

3. Type your search criteria, and click the Search button.

The Additional Access page reappears displaying a list of Users matching the search criteria entered.

4. Click the Show Rights link to review the rights of a user.

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Additional access details for the selected user display.

5. To assign additional rights, click the Insert button.

The Insert Additional Access Rights window displays.

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7. Optional: To assign additional rights using a template, select a template from the Access Template drop-down list and click the Apply Template

button.

The Additional Access page reappears with the updated information displayed.

8. To delete rights assigned to the user, click the Delete link on the row.

The Additional Access page reappears displaying the message “Access DELETED successfully.”

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8.4 Additional Access Templates

Additional access templates allow an eOPF administrator to create a template of access rights that can be applied to one or more users. Templates are only used to quickly populate user privileges. User privileges populated using templates are not affected if the template is changed or deleted.

To create an additional access template:

2. Click the Additional Access Templates tab.

The Additional Access Templates page appears.

3. Click the Add New button.

The Additional Access Template page reappears with a textbox for a template name to be entered.

4. Enter the template name and click the Save button.

The new template is added to the Access Template drop-down list and is ready to be populated with criteria.

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The Insert Access Rights window displays.

6. Enter a combination of the PO ID (mandatory), Org Code and/or Activity Code or a specific SSN, and if applicable an Effective From Date and Effective To Date in the designated fields, and click the Save

button.

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The Additional Access Templates page reappears displaying the message

“Access Rights Added successfully.”

7. Optional: To exclude rights, or block access to a particular eOPF, POID, Org code or Activity Code, click the Edit link.

The Edit Additional Access Rights window displays.

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8.5 Managing eOPF User Groups

Each agency may define and load security groups and routing groups into eOPF

because agencies may assign business processes differently from each other. Certain user security groups cannot be altered as they are part of a set of restricted user

security groups that eOPF must use based on standards established by OPM.

To manage eOPF user groups:

2. Click the User Group Manager tab at the top of the page.

The Security Groups table of the User Group Manager page displays by default.

From this page, you can work with either Security Groups or Routing Groups:

• Routing Groups: User groups typically used to group people and assign them to a workflow task.

• Security Groups: User groups that can be used to assign people to a workflow task; however, is typically used to assign security to users.

3. To add a user security group, click the Insert button.

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The Insert eOPF Security/Routing User Group window displays. The Security User Group is selected by default.

4. Enter the desired Group Name, and click the Save button.

The User Group Manager page displays listing the available Security Groups with a message stating “XXXX successfully added to Security Groups.”

5. Optional: To add a user to a Routing Group, click the Insert button.

6. The Insert eOPF Security/Routing User Group window displays.

7. The Security User Group is selected by default. Select Routing User

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8. To edit a user group, click the Edit link next to the user group.

The Update eOPF User Group window displays.

9. Modify the text and click the Save button.

The User Group Manager page reappears displaying the message “Group name is successfully updated.”

10. To delete a user group, click the Delete link associated with the user group.

The User Group Manager page reappears displaying the message “Group is successfully DELETED.”

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To view details of eOPF user groups:

2. Click the User Group Manager tab at the top of the page.

The Security Groups table of the User Group Manager page displays by default.

3. Click the Detail link.

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The User Group Manager Details page appears.

4. Enter the filter criteria and click the Filter button.

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The page reappears showing the Available Users and Current Users based on the criteria entered.

5. To assign or unassign users to the selected group, click on the user(s) name and click either the Assign button or the Unassign

button.

The User Group Manager Details page reappears displaying the message

“Group Info updated successfully.”

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8.6 Granting Access To Functionality

In order to grant access to functionality, you must choose a group and assign functional permissions to the group. Group access can be granted both to functions and tabs within those functions.

To grant access to functionality:

2. Click the Security Access tab at the top of the page.

The Security Access page appears.

3. Select the group from the Select Group drop-down list and click the Show

Access Details button.

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The Available Functions and Available Folder Sides page appears.

4. Under the Available Function Descriptions list, click the Edit link next to the function that you would like to view/edit.

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The Edit Function Access window appears.

5. Check the box in the Selected column to enable the main level function. To disable the function entirely, uncheck the function. Check or uncheck the box in the Selected column to enable or disable the corresponding tabs.

Note:

If a function does not contain individual tabs, the Tabs Enabled value is N/A. Functions that have tabs have a Tabs Enabled value of None, Some, or All.

The Available Functions and Available Folder Sides page reappears displaying the message “Security Access Updated Successfully.”

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8.7 Granting Access to Folder Sides

In order to grant access to a folder side, you must choose a group and assign folder side access to the group.

To grant access to folder sides:

2. Click the Security Access tab at the top of the page.

The Security Access page appears.

3. Select the group from the Select Group drop-down list, and click the Show

Access Details button.

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The Available Functions and Available Folder Sides page appears.

4. Under the Available Folder Side Descriptions list, check or uncheck the box in the Selected column next to the folder side(s) to be made available or unavailable for the selected group.

The Available Functions and Available Folder Sides page reappears displaying the message “Security Access Updated Successfully.”

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Chapter 9. eOPF Password Administration

eOPF administrators can use the Password Administration page to reset a user’s password, or manually unlock an account. eOPF administrators can view the user’s account and the security questions answered by the user. The security questions can be used to validate that the eOPF administrator is talking to the correct individual prior to making changes to the user account.

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9.1 Unlocking A User Account

To unlock a user account:

1. From the eOPF Main Menu, click the Pwd Admin button.

The Password Administration page appears.

2. Type the desired search criteria, and click the Search button. The Password Administration page reappears with results.

3. Click the Details link.

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The Password Administration page appears with user’s information.

4. Optional: Click the Groups button to verify which User Groups the user has access to, or click the Security Questions

button for additional verification that the user matches the account you are viewing. After verifying the security questions, click the

General button.

5. Check the User is Available checkbox to unlock the account.

The Password Administration page reappears displaying the message

“User Info updated successfully.”

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9.2 To Generate New Passwords

To generate new passwords:

1. From the eOPF Main Menu, click the Pwd Admin button.

The Password Administration page appears.

2. Type the desired search criteria, and click the Search button.

The Password Administration page reappears with results.

3. Select the checkbox associated with the employee(s) for whom you would like to generate a new password.

4. Click the View Passwords button above the results to generate a PDF file.

A download box prompts you to open or save the document.

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5. Click the Open button to view the new passwords for each user.

A letter is generated detailing the password for the selected user(s).

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Chapter 10. Working With eOPF Reports

The eOPF system allows HR Specialists and eOPF administrators to run, view, print, and export standardized reports. System administrators have the capability to configure which reports are available in eOPF.

Reports are real time data analysis of eOPF users, records, and system usage. The eOPF administrator creates and defines the various reports HR Specialists can run, view, print, and export if needed.

There are two groups of reports in the standard eOPF solution: Document Access and System Access. Document Access provides reports listing the types of actions taken on eOPF documents, by whom and when. System Access provides detailed

information about who accessed the eOPF system and when. Before running a report, the user must enter search criteria to limit the search results to a manageable report size. There is a 5000 row limit for report results. There is a 150 page limit for PDF output of reports (there is no page limit for CSV/Excel output).

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10.1 Managing Report Access

To manage report access:

1. From the eOPF Main Menu, System Admin button.

The Volume Manager page displays by default.

Note:

Do NOT edit or delete ANY of the configuration settings under Volume Management.

This is to be used by the EHRI Operations team only.

2. Click the Reports Management tab.

The Reports Management page displays.

3. Click the Edit link next to the report you would like to view/edit.

The Reports Access Maintenance window appears.

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4. Check or uncheck the boxes in the Selected column to enable or disable access to the corresponding report.

The Reports Management page displays with a message “Report Access Updated Successfully.”

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10.2 Running, Viewing And Printing Reports And Logs

HR Specialists and administrators may view and print reports on demand. The procedure is the same for viewing any type of report.

To run, view and/or print an eOPF report:

1. From the eOPF Main Menu, click the Reports button.

The Document Access tab of the Reports page displays by default.

2. Select the desired report from the Reports drop-down list, and input report filters.

3. Click the Submit Request button.

A message displays “Report request (#) is submitted successfully. You may continue to submit other report requests.”

4. To view your report once it has been generated, click Report Status tab.

The Report Status page displays.

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5. To view the report, click the View PDF icon or the View Excel icon to choose your preferred method of viewing.

The report opens in the application on your workstation configured to view that type of file.

6. To print the file, use the Print option within that application.

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Glossary Of Terms

Add Clip An Add to Clip icon used to add documents to a paper clip that was previously assigned to a folder.

Administrator Users with special access to setup, modify, and delete parameters within the eOPF system.

Batch Printing The printing of multiple eOPF folders.

Clip Folder An employee folder with assigned paper clips accessible via Clip Folder icon.

Contact Information Data (accessible via Emergency Data tab within My Profile) is voluntarily supplied by employees for use by management during an emergency.

Delete Doc A Delete icon used to delete documents from a folder.

Groups A combination of functional processes for which a user is granted access.

Extract A function used to remove erroneous pages from a PDF, creating a new PDF.

Folder A system of indexing records from HR systems, such as the Defense Civilian Personnel Data System (DCPDS) and legacy databases.

Form Package A grouping of documents that HR staff members can use for a specific business process.

Form Type A functionality that associates a form classification to a particular HR action.

Groups A combination of functional processes for which a user is granted access.

Instruction Page The type of instruction that refers to a page of a document.

Modify Doc A function that allows the user to add or delete pages from a document.

Modify Doc Index A function used to alter the indexing of a document within a

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Query Package An administrative tool used to search common groups of documents.

Replace A function used to replace an existing document with a new PDF document.

Security Access A level of accessibility to documents and functions within eOPF.

Super User A user who has access to view the eOPF for employees whom he/she would not have access based on PO ID, Org Code, or Activity Code.

Supervisor A user provided with access to view and print the eOPF of employees that he/she supervises.

View Doc A View Doc icon used to view the documents within a folder.

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Acronyms

DCPDS Defense Civilian Personnel Data System EHRI Enterprise Human Resources Integration eOPF Electronic Official Personnel Folder

NOAC Nature of Action Code

OPF Official Personnel Folder

OPM Office of Personnel Management

PDF Portable Document Format

PO ID Personnel Office Identifier

SSN Social Security Number

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eopf Release E Administrator Training Manual

eOPF Administrator Training Manual Table of Contents

Chapter 1. Introduction to OPM eOPF

Chapter 2. eOPF Browser and Viewer Requirements

2.1 Browsers

2.2 The eOPF Viewer

Chapter 3. Getting Started With eOPF

3.1 Logging Into eOPF

3.2 Who Am I?

3.3 Changing Your Preferences

3.4 Your Email Address

3.5 Viewing and Updating Emergency Data

3.6 Managing Your eOPF Password

3.7 Change Security Questions

3.8 Accessing Online Help

3.9 Accessing Frequently Asked Questions (FAQ)

3.10 Using the Home Link

Chapter 4. Viewing eOPF Documents

4.1 Viewing Your eOPF Documents

4.2 Searching For eOPF Documents

Chapter 5. Working With eOPF Forms

5.1 Adding An eOPF Form

5.2 Editing An eOPF Form

5.3 Deleting An eOPF Form

Chapter 6. Working With Form Types

6.1 Adding A New Form Type

6.2 Deleting A Form Type

6.3 Associating A Form Type With A NOAC

6.4 Assigning and Editing a Form Type to a Form

6.5 Assigning and Editing a Folder Side to a Form Type Combination

Chapter 7. Configurable Settings

7.1 Working With Folder Sides

7.2 Working With Disclosure Reasons

7.3 Working With Exception Reasons

7.4 Changing The Web Banner

7.5 Changing The eOPF Welcome Page

7.6 Adding A Form Package

Chapter 8. eOPF Security Access

8.1 Viewing And Updating User Information

8.2 Who Are You?

8.3 Viewing/Modifying Additional Access Information

8.4 Additional Access Templates

8.5 Managing eOPF User Groups

8.6 Granting Access To Functionality

8.7 Granting Access to Folder Sides

Chapter 9. eOPF Password Administration

9.1 Unlocking A User Account

9.2 To Generate New Passwords

Chapter 10. Working With eOPF Reports

10.1 Managing Report Access

10.2 Running, Viewing And Printing Reports And Logs

Glossary Of Terms

Acronyms

Enterprise Human Resources Integration U.S. Office of Personnel Management

1900 E Street NW, Room 3336

Washington, DC 20415