New Procedures for Maintaining

1
New Procedures for Maintaining Reviewing
Employee Performance Files (EPF)

• November 19, 2009
• Presented by Dyron Gunter
• Performance and Work-Life Dynamics Office
• [phone]

2
Changes to EPF Review Maintenance
Procedures

• OHCM conducted the EPF Audit in 2007-2008
• EPF Audit results were positive
• We expect the continued maintenance of EPFs
• Directorates identify one employee to be
  responsible for maintenance purging of EPFs.
  (EPF POC)
• Must be a confidential employee
• i.e. AO, supervisor, directorate, division or
  branch secretary
• At least one EPF POC for each directorate
• Can identify an alternate
• Alternate must be a confidential employee
• Larger Directorates (i.e. 200, 500, 600)
• EPF POC can delegate responsibilities
• Directorate, division, or branch confidential
  employee

3
EPF Monthly Maintenance

• EPF Monthly Maintenance
• No change to monthly procedures
• Continue to forward EPFs on deceased, retiring,
  separating, or transferring employees
• Shari Mitchem, x6-8757, Bldg 1, Rm 164
• Instructions for monthly procedures are provided
  in the EPF Procedural Guide, accessible at
  http//ohcm.gsfc.nasa.gov/performance/EPFMaintenan
  ce.htm

4
Annual EPF Audit

• Annual EPF Reviews (EPF Audit)
• EPF Access, Security, Storage
• Who maintains EPFs?
• Where are EPFs located?
• How are EPFs stored?
• Who has access to EPFs?
• Review Purge identified EPFs for compliance
• Make sure all required documents are included
• i.e. current Position Description (PD)
• i.e. current Appraisal corresponding
  Performance Plan
• Make sure all inappropriate documents are purged
• i.e. Insurance documentation (Life, Health, or
  Medical)
• i.e. Personnel actions (SF 50 or 52)
• All documents older than four years are purged

5
Annual EPF Audit Continued

• Annual EPF Audit Continued
• Before forwarding checklists to OHCM
• Make sure each checklist includes a current PD
  current Appraisal with corresponding Performance
  Plan
• Correct any EPF issues that do not require
  assistance from OHCM
• i.e. Unsecure EPF storage, EPF missing current PD
• Please contact OHCM prior to EPF Audit completion
  for EPF issues that require assistance
• i.e. EPFs accessible to unconfidential employees,
  New employees EPF missing current appraisal from
  past supervisor
• Forward completed checklists to OHCM by C.O.B.
  Friday February 26, 2010

6
OHCM EPF POC

• General
• Serve as focal POC for center EPF Audit,
  maintenance, review procedures
• Coordinate facilitate EPF annual reviews
  monthly maintenance with directorates
• Provide assistance, guidance, and answer
  questions on EPF maintenance
• Monthly EPF Duties
• OHCM will continue to collect EPFs of deceased,
  retiring, separating, or transferring employees
• Shari Mitchem, x6-8757, Bldg 1, Rm 164
• Instructions for monthly procedures are provided
  in the EPF Procedural Guide, accessible at
  http//ohcm.gsfc.nasa.gov/performance/EPFMaintenan
  ce.htm

7
OHCM EPF POC Responsibilities Continued

• Annual EPF Audit Duties
• Coordinate facilitate EPF Audit with
  directorate EPF POCs
• OHCM will forward to directorate EPF POCs
  (January)
• List of random identified EPFs for audit
• EPF Audit checklist to conduct audit
• OHCM will collect completed directorate EPF Audit
  checklists (February)
• Review evaluate each checklist
• Determine whether directorate has achieved EPF
  Audit compliance
• OHCM will e-mail EPF Audit results (March)
• Based on findings, e-mail EPF Conclusions
  Recommendations to directorate EPF POCs
• Assist directorates that need to address EPF
  Audit compliance issues

8
EPF AUDIT SCHEDULE
9
New Procedures for Maintaining Reviewing
Employee Performance Files (EPF)

• Questions?

10
EPF References

• OHCM EPF P.O.C.
• Dyron Gunter Human Capital Specialist
• Employee Performance Files (301)
  286-8052
• Dyron.J.Gunter_at_nasa.gov
• EPF Reference Materials
• EPF Guidance is accessible on OHCM Webpage at,
  http//ohcm.gsfc.nasa.gov/performance/EPFMaintenan
  ce.htm