Frequently Asked Questions

Following are answers to frequently asked questions from HR specialists about EHRI eOPF.

• Can I search for content as I do now and easily retrieve the record I need?
• Can I add a document to an employee eOPF?
• Can I make a file available to the employee?
• Is my sensitive personnel information secure?
• Is there a lot of extra work for me to move from paper to electronic?
• How much training is involved?
• How much support is provided?
• How do I find current Help Desk information?
• Is there a Help feature in eOPF?
• When is the eOPF updated?
• How is the employee notified when a document is added to an eOPF?

 

Usability

• Can I search for content as I do now and easily retrieve the record I need?
  • Yes – EHRI eOPF is designed to give you flexibility in searching for personnel documents. HR users search and retrieve documents for an individual employee by entering the SSN, employee ID or the employee's name. An HR Specialist may search within an employee eOPF or across multiple eOPF's. The HR Specialist may also search for specific forms and use the paper clip tool to group similar documents together or create notes related to a document in the form of annotations. There are a number of tools available that allow the same functionality available in the paper world.

• Can I add a document to an employee eOPF?
  • Yes – The eOPF solution provides HR Specialists with several options for adding documents to an eOPF. You may upload a document saved on your computer or you may scan a document directly into an eOPF. Forms that come from a Data Provider (i.e. SF-50's) are automatically added to an employee's eOPF.

• Can I make the file easily available to the employee?
  • Yes – In addition to access for HR specialists and executives, each employee is given Web-based access to his/her individual records, easing the review process, especially for employees at remote sites.

Security

• Is my sensitive personnel information secure?
  • Absolutely – eOPF includes security measures to ensure the integrity of the system. For example, employees are able to view their own eOPF documents, but they cannot modify the documents. Additionally, the eOPF provides an audit trail or mandatory log that documents when and why an authorized user has reviewed an eOPF. This activity is reviewed through the use of reports.

Resources

• Is there a lot of extra work for me to move from paper to electronic?
  • Preparation for eOPF conversion varies by agency, depending upon the accuracy of the paper folder contents, number of records involved, and other factors. The EHRI PMO provides each agency with clear guidelines to prepare and complete the conversion process with minimal disruptions.

Support and Training

• How much training is involved?
  • Each agency is offered training to prepare HR staff to use the system and support employee users.

• How much support is provided?
  • The EHRI PMO assigns a project lead to guide each agency through the electronic conversion process. Upon completion of the conversion process, each agency is transitioned to the Production Support Group, which provides continued support to agencies after eOPF deployment. And, our customer support team is always readily available to answer your questions.

• How do I find current Help Desk information?
  • The EHRI OPM supports the eOPF Help Desk that provides administrative and technical support for the business intelligence tools and the eOPF. Inquiries to the eOPF Help Desk are documented using an automated case tracking tool that provides routine reporting and metrics analysis.

• Is there a Help feature in eOPF?
  • eOPF has online help that is viewed by clicking the word "Help" at the top of most pages within the eOPF website. The instructions in Help are printable.

• When is the eOPF updated?
  • The timing of a new document in the eOPF depends on how the agency updates eOPF. Typically, HR personnel scan new documents into eOPF; however, some forms-like the SF 50, Notification of Personnel Action-are transmitted electronically into eOPF from the agency's data provider.

• How is the employee notified when a document is added to an eOPF?
  • eOPF includes an option to send an email to an employee when a document is added to the folder. The agency must opt to use this service and the employee must have a valid email address documented in eOPF.

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