EHRI Goals and Objectives

1
EHRI Goals and Objectives

• Eliminate the need for a paper Official Personnel
  Folder (OPF).
• Streamline and improve Government-wide workforce
  reporting and data analysis.
• Provide the capability for comprehensive
  knowledge management and workforce analysis,
  forecasting, and reporting (to further strategic
  management of human capital) across the Executive
  Branch.
• Enable expanded electronic exchange of
  standardized HR data within and across agencies.

2
EHRI Government-wide Benefits

• Eliminate the need for paper records
• Enable electronic transfer of HR data among
  Federal agencies
• Timely access to HR data on active and separated
  Federal employees
• Currency and availability of Federal HR data
• Projected 72 million annual savings
  Government-wide by eliminating the paper folder
  alone.

3
Agency Benefits

• Allows for consolidation of disperse paper OPFs
  from field offices into a single electronic
  system.
• Frees HR resources from pulling OPFs to focus on
  more strategic value added services.
• Virtually eliminates costs of filing, copying,
  faxing, and mailing personnel file documents.
• Provides a safeguard against fire and other
  damage to paper folders (COOP)
• Estimated savings of over 42 per employee
  folder.
• Access to workforce analysis and forecasting
  tools.

4
Agency eOPF Status
Pre Assessment
HUD
5
Change Management

• Why Change Management
• Responsible Parties
• Change Management for eOPF
• Goals, Objectives and Measures of Success
• eOPF Change Management Toolkit

6
Change Management for eOPF

• A plan for implementing the human side of change
• Development of vision for the agency HR future
• A schedule of messages occurring in sequence
• A schedule of events with identified milestones
  that correspond with key technology process
  changes
• Campaign starts
• HR Specialist meetings
• Town Hall meetings
• Access to How do I do this? and What does this
  mean to me?

7
Goals, Objectives and Measures of Success

• Goals and Objectives
• Provide information and training to agency
  leadership, eOPF sponsors and HR personnel
• Use resources most effectively to reach the
  broadest audience in the most effective manner
• Obtain buy-in
• Clarify misconceptions
• Identify and remove user roadblocks
• Direct to additional resources to toolkit
• Measures of Success
• Vocal/visible buy in from labor unions
• Agency acceptance (use) of toolkit
• of website hits?
• Progressive lessening of help desk calls
  regarding process

8
eOPF Support Materials Development Plan

Draft and Edit
Produce
Deploy
Plan

• Define Goals and Objectives
• Define measures of success
• Collect and organize existing eOPF materials /
  assets
• Define and categorize target audience(s)
• Define the actions desired from each target
• Develop messages for each target
• Define materials for training, education and
  outreach
• Define communications vehicles schedule
• Written Communication Plan with detailed roll-out
• ___k

• Develop standardized material templates and
  design elements
• Develop outlines for materials
• Assign key elements to team members for
  development
• Write and edit drafts
• Toolkit
• Outlines, drafts and edited versions of materials
  for approval
• ____k

• Produce Implementation Support Materials
• Produce eOPF PM Workshop Materials
• Produce eOPF Guides and Tutorials
• Produce Conference Support Materials
• Produce media support collateral
• All materials identified in the Plan Phase
• ____k

• Support conferences
• Conduct tutorials
• Obtain Feedback and measure effectiveness
• Adjust materials and delivery if needed
• All materials and deliverables cited in the Plan
• ______k

• Presentation to key sponsors for sign-off
• Approval to Produce

Date

• Standardized practices, presentations, and
  approaches for repeatable and predictable
  training, education and outreach
• Improve messaging and field execution
• Captured in a Web based toolset accessible by our
  team and target audiences

9
eOPF Change Management Toolkit

10
eOPF Implementation Process
Activities Deliverables
Assess Business Drivers Presentations / Demos Services Selection Memo of Understanding Interagency Agreement Statement of Work
Schedule Complete Schedule Complete
Pre-Assessment
Activities Deliverables
Readiness Assessment Perform eOPF Requirements Gathering Evaluate Data Capture Approach Evaluate Email Interface Evaluate Back-file Load Process Evaluate Agency Unique Requirements Obtain Organizational Information Kick-Off Meeting 11/07/2006 eOPF Assessment Project Plan Briefing on eOPF Deployment Strategy eOPF Requirements Analysis eOPF Implementation Plan
Schedule In Process Schedule In Process
Assessment
Application Deployment
Activities Deliverables
Employee Data Initial Load Load Existing Electronic 50 Data Establish Secure FTP Connection Training Sample Employee Notification Letters Data and Application Hosting Weekly Program Status Meetings Functional Agency eOPF System Based on Requirements
Schedule TBD Schedule TBD
11
eOPF Implementation Process
Conversion
Activities Deliverables
Box Ship Log Track Prep Folder Scan Folder Index QA Return Ship Electronic Documents Converted Based on Requirements Agency Dashboard Conversion Metric Reports Weekly Status
Schedule TBD Schedule TBD
Activities Deliverables
Help Desk Users Group Membership Technology Refresh Configuration Management Security Maintenance Application Monitoring Incident Reporting User Group Meeting Minutes Regular Status SLA Reporting
Schedule TBD Schedule TBD
Support
12
High Level Business Process
Inputs
HR Data Conversion to Forms
NBC Servers
HR Forms
Scanned Forms
Legacy HR Systems
Imported Forms

• NFC
• HR Connect
• eZHR
• Others

Business Rules for HR Processes
Outputs
Personnel Folder Access
eOPF for HR Staff
Personnel Folder Maintenance
Electronic Information
eOPF for Employees (at work or home)
13
Sampling Definitions

• The following definitions apply in the Assessment
  process
• Document The record of an event or action that
  has occurred for an employee. A document can be
  either paper-based or electronic. A document can
  be single or multi-paged.
• Page A piece of paper that is either all or
  part of a paper-based document. A page can
  produce one or two electronic images.
• Image The resulting electronic equivalent of
  one side of a page. The number of images will
  always be higher than the number of pages.
  However, due to the removal of blank back-sides
  and / or instruction pages, the average ratio of
  images to pages will be less than two to one.

14
eOPF Installation and Initialization

• Installation
• Environment Setup at NBC
• Configure Servers and SAN
• Build Oracle Schemas
• Load e.POWER software suite
• Load eOPF software
• Accreditation
• Initialization
• User Account Setup
• Folder Creation Process
• Notify Employees via Letters vs. Email (if email
  addresses provided for Folder Creation Process)
• Pre-load Employee Data
• Pre-load Email Addresses via Agency Data Feed
• Verify HR Connect interface for employee data and
  SF 50 data
• Go Live Strategy
• Pilot (Limited Rollout)
• Selected HR Personnel
• Administrators
• Full Deployment

Dependent on agency requirements
15
eOPF Customization

• Customization
• Online Messages to Employees
• EHRI OPF Logon Page
• OPF Agency Welcome Page
• Welcome Letter
• Mailed with initial instructions
• Password Letters
• New employees
• Reset requests
• Frequently Asked Questions (FAQs)
• Baseline file provided
• Modifiable for agency specifics
• User Groups and Roles

16
Sample Splash Screen
17
eOPF Initialization Customization Options

• Access Controls
• Organization Structure
• POID
• Org Code
• Activity Code
• Supervisor Flag
• User Roles
• Types
• User (Review their OPF)
• Supervisor (Review Subordinates OPFs)
• HR Specialist (Create, Review and Modify OPFs)
• Investigator (Review specific OPFs for limited
  time frame)
• Administrator (Perform system admin functions,
  reset passwords)
• Update Options
• Changes By HR Specialists - Manual (Assumes
  Privileges)
• Changes Via Employee Data Feed - Automated

Dependent on agency requirements
18
Sample Agency Structure
19
eOPF External Interfaces
Employee Data

• Forms
• SF 50
• SF 52
• Other

eOPF
Import Scan
Backfile Conversion

• SF-50 Feeds
• HR Connect Interface
• Pushed to NBC via ConnectDirect
• ICD XML format

Are additional interfaces required?
20
eOPF External Interfaces (Cont)

• Employee Data File
• Access to electronic employee data thru HR
  Connect
• Table Views or Interface Files
• Data files are in ICD defined XML format
• How will it be delivered?
• What is the Update Cycle? (e.g. Daily, Bi-weekly)
• Agency Rules for Updating eOPF (Special
  Processing Rules)
• Create eOPF and accounts for new employees?
• Notify employees via email?
• Automatically change eOPF user roles and access
  privileges
• Agency SSN List
• Used to validate SSNs by the conversion vendor
  as part of inventory process

21
eOPF Backfile Conversion Review

• Common Issues
• Agency Packing and Shipping Process
• Conversion Contractor Process
• Issue Folders
• Folder Access During Conversion
• Load Process

22
Common Issues

• Purpose
• Capture, digitize and index hardcopy OPFs
• Common Conversion Issues
• Document Quality
• Bleed-Through
• Corners of Pages Torn or Missing
• Odd Sizes brochures, pin-feeds, scraps of
  paper, etc.
• Forms
• Unknown Form Types
• Invalid Form Numbers
• Forms Found on Wrong Folder Side
• Data
• Key Values Missing
• Incorrect SSN on Form
• NOA Missing, Out of Range, or gt 2 Shown of Form
• Many Others

23
Backfile Conversion Physical Process

• Agency Packing and Shipping Process
• Folder Purge
• Folder Preparation
• Agency reviews content and improves condition of
  OPFs
• Send SSN List to conversion vendor
• Conversion contractor provides boxes, box labels,
  bags and ties
• Tape is not provided to seal the boxes
• Packing and Inventory
• Agency packs boxes
• Agency records SSNs in Web Inventory Tool
• Agency prints 2 copies of manifest for each box
  one goes in box, one is retained by agency
• Agency prints box label
• Agency closes / secures box
• Shipping
• Agency ships boxes to conversion vendor

Dependent on agency requirements
24
Backfile Conversion Physical Process

• Shipping Process
• Shipping (when required)
• Agency releases boxes to shipping vendor
• Agency monitors shipper tracking system
• Need to factor in international shipping
  requirements if required
• Boxes and Pallets
• Approximately 15 OPFs can be held in one box
  (rough estimate)
• A single 4x4 pallet can hold 36 boxes
• Result 720 OPFs per pallet
• Pallets CANNOT be stacked
• Pallets per Truck / Trailer
• Amount of pallets / truck varies based on the
  dimensions of the truck or trailer
• Number of trucks/trailers will be impacted by the
  total amount of OPFs and your agencys shipping
  schedule

Truck OPFs Truck OPFs Truck OPFs Truck OPFs
10 2,700 17 4,410 26 8,280 48 17,280
14 3,465 24 6,300 40 TBD 53 19,080
25
Backfile Conversion Physical Process

• Conversion Contractor Process
• Shipping Receipt / Reconciliation
• Scan box labels to confirm receipt
• Match SSNs on manifests to contents of boxes
• Inventory Segment
• OPFs are opened and sides are batched
• SSN data is dual-keyed to produce segment sheets
  for OPF batches
• Folders are re-boxed
• Document Preparation and Unitization
• Paper corrections unfold corners, handle
  scraps, etc.
• Documents are de-unitized staple removal, etc.
• Separator sheets are inserted between documents

Dependent on agency requirements
26
Backfile Conversion Physical Process

• Scanning
• Pages are scanned (duplex) in their entirety at
  300 dpi
• Review of image quality, check for misfeeds, etc.
  
• Run de-speckle, de-skew processes
• Automated detection / removal of blank pages
• Folders are moved to document de-prep
• Unitization
• Automated process defines document breaks
• Coding
• Performed according to Business Rules and Master
  Forms List
• Record metadata for images SSN, Form Number,
  Form Type, NOA Code (1), NOA Code (2), Effective
  Date
• Coding QC
• Perform statistical sampling of representative
  data
• Delivery
• Images converted to documents (.PDF) and
  associated metadata is attached
• Post documents and metadata to physical transfer
  media
• Upload data to eOPF Host Server/SAN from transfer
  media
• Dependent on agency requirements

27
Backfile Conversion Physical Process

• Document De-Prep
• Standard OPM practice is to leave separator
  sheets in place and rubber band the material back
  into the folder without reattaching the material
  to the Accobinder spines
• Option follow agency rules
• Removal of batch cover pages
• Removal of separator sheets
• Placement back in Accobinders
• Validate OPFs against box manifests
• Secure boxes for return to agency / storage
  location (NARA, etc.)
• Record tracking numbers in the system
• Document Release
• Folders are returned to agency / storage location
  (NARA, etc.)
• Reporting
• Conversion metrics reports will be available
• Total number of OPFs received, scanned, and
  delivered
• Priority request and issue folder reports will
  also be provided

Dependent on agency requirements
28
Backfile Conversion Physical Process

• Issue Folders
• Mismatched SSN Documents
• Paperwork from Person X in Person Ys folder
• No independent effort is made to identify
  mismatched SSNs
• Identifier on Folder Does Not Match Top or Bottom
  Document
• The SSN identifier on the outside of the OPF does
  not match the first nor last document within the
  OPF
• Folders Within Folders
• OPFs received with other folders inside, with the
  same SSN or a different SSN
• Empty Folders
• OPFs received with nothing inside
• Agency Response to Issue Folders
• Recommend having a designated resource available
  to address issue folders as they come up
• There is work associated with Issue Folders for
  the conversion contractor. Any issue folder
  encountered during conversion will result in an
  additional charge to the agency.

29
Backfile Conversion Physical Process

• Folder Access During Conversion
• Short Term Image Access
• During conversion, OPF access may be required
• Inventory Tool Available following segment
  inventory and scanning steps.
• Request is sent for access to a specific SSN
• Limit on the number of requests which can be made
  per day (15)
• No charge to the agency if within the specified
  per day limits
• Emergency Folder Return
• Release of OPF to the agency
• Interruption in process

30
Backfile Conversion Physical Process

• Host Load Process
• Data Receipt
• Monitor data deliveries from conversion vendor
• Data Loads
• Execute eOPF load processes via eOPF Load Utility
• Monitor error logs
• Report conversion/indexing issues to OPM
• Data Availability
• Employees Have Immediate Access to Documents

Dependent on agency requirements
31
eOPF Training

• Types
• End User
• HR Specialist
• Administrator
• Train-the-Trainer
• Standard Approach
• Train-the-Trainer (TTT) for a pre-defined
  number of HR Specialists and Administrators
• Offsite at the Integic Learning Center
• Can be done at agency site if desired
• Number of attendees
• HR Specialist TTT Training is a 3 day course
• (1 Session, 12 Persons Max.)
• Alternative provides 3 one day sessions with 12
  persons attending each day for a total or 36
  trainees. No TTT activities.
• Sys. Admin TTT Training is a 1 day course
• (1 Session, 8 Persons Max.)