Frequently Asked Questions

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

• Can I still 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 the file easily available to the employee?
• Will sensitive personnel information be secure?
• Will there be a lot of extra work on my plate to move from paper to electronic?
• How much training will this take?
• How much support is provided?
• How do I find current Help Desk information?

 

Usability

• Can I search for content in the same way I do now and get my hands on the record I need? 
  • Yes – EHRI eOPF was designed to give you maximum flexibility in searching for personnel documents. HR users can 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 for specific forms based on various criteria. Additionally, eOPF provides you with many of the same tools you may have used to manage paper OPFs. For example, you may group similar documents together using a paper clip tool, or create notes related to a document in the form of annotations.

• 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 that is saved on your computer into an eOPF 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 those employees at remote sites.

Security

• Will sensitive personnel information be secure?
  • Absolutely – eOPF includes security measures to ensure the integrity of the system. For example, users are able to view their own eOPF documents, but not modify the documents. Additionally, all activity performed in the eOPF solution is logged and can be accessed through various reports. The eOPF provides an audit trail capability, including a mandatory log that documents when and why an authorized user has reviewed an eOPF.

Resources

• Will there be a lot of extra work on my plate to move from paper to electronic?
  • The process to prepare for eOPF conversion varies by Agency, depending on the condition of paper folders, number of records involved, and other factors. The EHRI PMO will provide your Agency with clear guidelines to prepare and complete the conversion process with minimal disruptions.

Support and Training

• How much training will this take?
  • Each Agency is offered “live” training to prepare HR staff to use the system and support employee users, and Web-based training also will soon be available to provide additional training for new HR staff and other 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 available to answer your questions.

• How do I find current Help Desk information?
  • The EHRI PMO provides administrative and technical support for the business intelligence tools and the eOPF with a Help Desk. The eOPF Help Desk services include the use of automated case tracking, phone call tracking and management, routine reporting and metrics, and meetings with new eOPF clients. EHRI Contacts provides the email contact points.

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