# Presentation: 656717

## eOPF Employee Introduction 

- Prepared by the
**NOAA **
**Workforce Management Office (WFMO)**
**IT Systems Office**
**2006**

**Notes:**
Welcome to eOPF employee introduction,
 prepared by the 
NOAA Workforce Management 
Information Technology Systems Office

This audio portion is required for Section 508 compliance.
You may turn it off if you desire, and proceed at your own rate.

## 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

**Notes:**
Learning objectives for this program include:

Module 1:  About your Official Personnel Folder  or (OPF)
What is your OPF
Conversion to an electronic OPF, or (eOPF)
Module 2:  How to Use eOPF, including how to:
Log in;
Retrieve a document;
Clip files;
eOPF Administration; and
Help.

## 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

**Notes:**
The Official Personnel Folder (OPF):  
Is a Manila folder with paper records 
covering an employee’s entire Federal Government career
Including personnel, payroll and benefits actions
It is the Property of 
the Office of Personnel Management (OPM)
Part of the Government-wide system of records under Title 5, United States Code. 
It is considered Confidential 
And Maintained Securely in WFMO
The OPF May be viewed by the employee or the employee’s supervisor

## 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

- 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

**Module 1:  About your Official Personnel Folder (OPF)**

**Notes:**
Documents filed in your OPF include:
Your Résumé or application for Federal Employment 
All Official Personnel Action Forms (SF-50)
Any Military Service Certifications (DD-214)
Current Health Benefits Form (SF-2809)
Retirement Beneficiary Form (SF-3102)
Life insurance forms
Thrift Savings Plan (TSP) Forms
and other official documents.

## 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

- 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

**Module 1:  About your Official Personnel Folder (OPF)**

**Notes:**
To review your OPF, in the past:
You had to submit a request to your HR Specialist 
wait for the folder to be retrieved from storage
schedule a meeting to review the folder
And only in the presence of an HR specialist

## 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

_***e***_*lectronic *_***O***_*fficial *_***P***_*ersonnel *_***F***_*older* is:
- A web-based system
- It provides online access to OPF data
- With secure access by HR, the employee, and the supervisor

**Module 1:  About your Official Personnel Folder (OPF)**

**Notes:**
What is the eOPF?

The 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

## 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

- 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

**Module 1:  About your Official Personnel Folder (OPF)**

**Notes:**
Why eOPF?

EOPF is Part of the President’s e-Government Initiatives 
It’s Easier and faster access to your official personnel documents -- any time, any place
It provides Improved service at reduced cost
You may view or print documents from your eOPF, including the entire folder
eOPF sends you an email whenever documents are added to your folder, 
Multi-layered security protects the eOPF system from intrusions
And defined access roles prevent unauthorized access to your folder. 

## 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

- 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

**Module 1:  About your Official Personnel Folder (OPF)**

**Notes:**
Additional eOPF benefits include:
Access to your eOPF 24/7
No request needed ,no waiting, and no meeting needed
There’s Greater accuracy and integrity of personnel files
It’s More secure than stored paper files
And there’s much Reduced costs for storage and maintenance

## 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

- 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

**Module 1:  About your Official Personnel Folder (OPF)**

**Notes:**
eOPF system security

Is Similar to that of:
The NFC Employee Personal Page (EPP)
The Thrift Savings Plan (TSP) sites
other systems that retain personal information 

The system Provides protection for sensitive data per:
Privacy Act of 1974 
OMB, NIST, FIPS, and FISMA IT security guidance

## 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

- 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

**Module 1:  About your Official Personnel Folder (OPF)**

**Notes:**
Who has an eOPF?
All DoC Federal civilian employees 
But not:
Contractors
And Special or Student Volunteers 

Those Who Can View your eOPF include:
those who currently have access to view your paper OPF:
HR staff who who service your organization 
HR eOPF System Administrators for troubleshooting purposes
And you and your supervisor

## 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)

- Starting in Fiscal Year 2007
- NOAA employees will receive ***eOPFs ***on a phased-in approach by organization
- Implemented by the Workforce Management Office (WFMO)

**Module 1:  About your Official Personnel Folder (OPF)**

**Notes:**
When will eOPF be available?

Starting in Fiscal Year 2007 
NOAA employees will receive eOPFs on a phased-in approach, by organization,
by the Workforce Management Office (WFMO)

## 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

**Notes:**
Welcome to Module 2, How to use eOPF.  
This Module focuses on navigating the web-based eOPF.  

We will provide a quick Overview of eOPF actions, including:
Logging in as a new user
Viewing your eOPF
Retrieving and Clipping documents
Managing your profile
Where to get help

## 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 

- go to _[https://](https://eopf.nbc.gov/doc)__[eopf.nbc.gov](https://eopf.nbc.gov/doc)__[/doc](https://eopf.nbc.gov/doc)__ _
- Click on the _ACCEPT_ button and
- log into ***eOPF*** with your assigned user name and password

**Module 2:  How to Use *****eOPF***

## Module 2:  How to Use eOPF

- As a new user, provide:
- Your ***eOPF*** ID,
- Your NOAA Email Address,
- Your Home Zip Code
- When complete, click “SUBMIT.”

**Module 2:  How to Use *****eOPF***

**Notes:**
As a new user, you will be prompted to provide:
Your eOPF ID, 
Your NOAA Email Address, 
Your Home Zip Code of record
complete this section and click “SUBMIT.” 

## Module 2:  How to Use eOPF

- Upon requesting your new user password, you will see a **confirmation notice**
- Remain logged into this screen and wait for your new password
- Shortly, you will receive an **email** with your temporary password
- Return to the screen in “A” above, click on the link entitled **“Click here** to return to login page”

- At the login screen, use your original eOPF User ID and the password you just received, to login to the site
- 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

**Module 2:  How to Use *****eOPF***

**Notes:**
Upon requesting your new user password, you will see a confirmation notice 
Remain logged into this screen and wait for your new password
Shortly, you will receive an email with your temporary password
Return to the screen in “A” above, click on the link entitled “Click here to return to login page”
At the login screen, use your original eOPF User ID and the password you just received, to login to the site
You will be prompted to change your temporary password to one you will create and remember

## Module 2:  How to Use eOPF

- 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 #**_

**Module 2:  How to Use *****eOPF***

**Notes:**
Here’s a simple way to Create an easy-to-remember password:
Choose a date that’s meaningful to you, such as March 28, 2007 (but not your birthdate)
Use day-month-year format with one capital and no vowels. 
(This makes the word not likely to be found in a dictionary, either forward or reverse.)
So your selected date is formated as 28 Mrc 07
Now just end with a special character such as, the at sign, the pound sign, the dollar sign, percent, etc.
Your final easy-to remember, DoC compliant password appears as   2 8 M r c 0 7 #

## Module 2:  How to Use eOPF

- 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.

**Module 2:  How to Use *****eOPF***

**Notes:**
Congratulations, you have logged in successfully

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.

## Module 2:  How to Use eOPF

- To select a document for viewing, click on the orange circle with the “A” in front of it

**Module 2:  How to Use *****eOPF***

**Notes:**
In your eOPF 
You will see a list of documents available for viewing  

To select a one to view, click on the orange circle with the “A,” in front of your selection

## Module 2:  How to Use eOPF

- 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.

**Module 2:  How to Use *****eOPF***

**Notes:**
You will see a drop-down menu of choices to:
View
Add to Clip
And Instruction Page 

Click on “View” to see the document you’ve selected, in full detail.

## Module 2:  How to Use eOPF

**To view the file:**
- Select “**Open**” when prompted
- The image of the document you have selected will appear

**Module 2:  How to Use *****eOPF***

**Notes:**
To view the file:
Select “Open” when prompted
The document you have selected will appear
(This one has identifiers blocked out to protect privacy)

## Module 2:  How to Use eOPF

**Sample**  **document **in ***eOPF***
- Documents  are in PDF format and can be saved and printed

**Module 2:  How to Use *****eOPF***

**Notes:**
This is how a Sample document appears in eOPF

Documents are presented in PDF format so you can save and print them.

## Module 2:  How to Use eOPF

**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.”

**Module 2:  How to Use *****eOPF***

**Notes:**
Clip Folders is a feature of eOPF:
You can use it to Sort & hold documents you select
For example, you can keep all your beneficiary forms together for ease of review.  

To use clip folders,
Click on the yellow file under the heading marked “Action.”  
Then, From the drop down menu which appears, select “Clip Folder.”

## Module 2:  How to Use eOPF

**Clip Folder** **Setup**
- Decide the subject of your folder, e.g. promotions, LWOP, etc
- In the “Description” field, name your Clip Folder.
- Designate your Clip Folder as “**Private**” (only you can see its contents) or **Public** (authorized viewers can see its contents).
- When finished, click the “**Insert**” button

**Module 2:  How to Use *****eOPF***

**Notes:**
Clip Folder Setup
Decide the subject or name of your folder, e.g. My promotions, LWOP, etc
In the “Description” field, name your Clip Folder.  
Designate your Clip Folder as “Private” (only you can see its contents)
 or Public (authorized viewers can see its contents).  
When you have finished, click the “Insert” button

## Module 2:  How to Use eOPF

- 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**

**Notes:**
Your Clip Folder has now been created.  
eOPF allows you to create additional Clip Folders or you can rename your Clip Folder.  

Once you have completed your Clip Folder activities, click on the “Back” button to return to the “My eOPF” page.  

## Module 2:  How to Use eOPF

- 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**”

**Module 2:  How to Use *****eOPF***

**Notes:**
Now you can add documents to your Clip Folder.  
Activate the drop-down menu by clicking “A”  next to the document in question.  
A drop-down menu will appear.  
Select “Add to Clip.”

## Module 2:  How to Use eOPF

- 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.

**Module 2:  How to Use *****eOPF***

**Notes:**
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.

## Module 2:  How to Use eOPF

- 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.

**Module 2:  How to Use *****eOPF***

**Notes:**
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.

## Module 2:  How to Use eOPF

**“****Search *****eOPF*****”** helps you find documents
**Search by**
- form type
- permanent or temporary, and
- effective date.
- Click **“Submit**” to carry out your search.

**Module 2:  How to Use *****eOPF***

**Notes:**
The search function helps you find documents within your eOPF.  

You may search by form type, permanent or temporary documents, and effective date. 

Click “Submit” to carry out your search.

## Module 2:  How to Use eOPF

**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.

**Module 2:  How to Use *****eOPF***

**Notes:**
Change Email 
You may change your email address for notices from the eOPF system

NOTE:
Select a secure email which will protect your privacy.
Free accounts may close without notice if not used frequently enough.

## Module 2:  How to Use eOPF

**Emergency Data**
- Use this feature to set  information on who to contact in case of emergency.
**Note:**  NOAA has a _[Homeland Security ](http://www.homelandsecurity.noaa.gov/)_website for COOP (continuing operations) situations.
- Please refer to NOAA’s COOP guidance at:

**Module 2:  How to Use *****eOPF***

- _[http://](http://www.homelandsecurity.noaa.gov/)__[www.homelandsecurity.noaa.gov](http://www.homelandsecurity.noaa.gov/)_

## Module 2:  How to Use eOPF

**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

**Module 2:  How to Use *****eOPF***

**Notes:**

Use this screen to change your password 

Ensure that you follow the convention for creating a password that’s secure and easy to remember 

Be sure to Protect your UserID and password 

## 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

- 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](http://ohrm.os.doc.gov/HR_Applications/PROD01_001262)_
- Quick Reference Guides on the NOAA ***eOPF*** website _[http://](http://www.wfm.noaa.gov/eopfhome.html)__[www.wfm.noaa.gov/eopfhome.html](http://www.wfm.noaa.gov/eopfhome.html)_

**Module 3:  *****eOPF***** ****Help**

## For support or problems, contact (in order):

Online Help – Click the Help link in the upper right hand corner of eOPF
eOPF_helpdesk@usda.gov – This e-mail account should be used for technical questions
HR Specialist – Should be contacted for content issues, the contact list is located at:   http://www.wfm.noaa.gov/eopf_contacts.html

- _Online Help_ – Click the Help link in the upper right hand corner of ***eOPF***
- _[eOPF_helpdesk@usda.gov](mailto:eOPF_helpdesk@usda.gov)_ – This e-mail account should be used for technical questions
- _HR Specialist_ – Should be contacted for content issues, the contact list is located at:   _[http://](http://www.wfm.noaa.gov/eopf_contacts.html)__[www.wfm.noaa.gov/eopf_contacts.html](http://www.wfm.noaa.gov/eopf_contacts.html)_

**Module 3:  *****eOPF***** Help**

## 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

**Notes:**
Thank you for viewing this eOPF Introduction

Presented by the
NOAA Workforce Management Office
WFM IT Systems Office
1305 East West Highway
Silver Spring
MD 20910