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U.S. Office of Personnel Management - Ensuring the Federal Government has an effective civilian workforce

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Retirement Systems Modernization

Retirement Data Effort

The Data Effort - an Overview

The data drives the new solution. Federal retirements are processed based on individual information and involve many components including, but not limited to, pay history, service history, retirement program information, type of service, time served, and age at retirement. Currently, OPM receives paper files that contain information needed to process a retirement application when the employee retires. In the future, the data will come to OPM electronically throughout an employee's career and will be loaded into the system to allow current active employees to model retirement benefits and increase ease of processing at retirement.

Clean, complete data is necessary to effectively implement the new technology to its full potential. OPM is working with Agencies and Shared Service Centers to first obtain all historical data, establish recurring data feeds and to cleanse the data in the system to insure accuracy.

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Data Cleansing Effort for Agencies

The Benefits Officers Training and Development Group (BOTDG) will establish a users group for the benefits officers in each wave. BOTDG will work with the members of the users group and Shared Service Centers to proved training and guidance on the data cleansing process.

Shared Service Center Bulletins

The Shared Service Center Bulletins are documents created by OPM and distributed monthly to all Shared Service Centers with the latest information on the massive data effort that is underway. Information contained in these documents includes:

  • Data cleansing lessons learned
  • Up-to-date data cleansing action items
  • Important data discussion items
  • Data status updates
  • Action items to prepare the bi-weekly data feeds that will be used to keep an employee's record "retirement ready"

These bulletins are a great resource for anyone involved in the data cleansing process and can be accessed by clicking on any of the links below:

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Historical Data

Service and fiscal data from an active employee's federal service at his/her current and previous employing agencies, which will be used as the base for the employee's retirement record. Historical data is compiled from electronic systems at the current employing agency and the shared service center/ePayroll provider; paper data (IRRs, post-56 military deposits), and OPM legacy systems.

Clean and complete data is crucial for a smooth transition to the DBTS. OPM, Federal agencies and Shared Service Centers are working together to insure each employee has a complete and accurate profile including:

  1. Complete service history
  2. Retirement, health benefits, and life insurance coverage data
  3. Military service history
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Recurring Data

The recurring data builds off of the base of the historical data and keeps the employee's service and fiscal history up-to-date and "retirement ready." Recurring data will come from bi-weekly HR and payroll data feeds provided by Shared Service Centers and employing agencies.

These recurring feeds will allow for edits and retroactive adjustments/corrections to the data to keep an employee's record "retirement ready:"

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Data Preparation Schedule

OPM will work with each Shared Service Center (SSC) and independent agency to coordinate data quality efforts to ensure successful "Go-Live" with each wave.

The strategy for preparing data is expected to take approximately 15 months to complete in preparation for Wave Go-Live.  15 months prior to the scheduled Go-Live, RSM will begin the wave planning and Coordination activities with the Shared Service Center and scheduled independent agencies.  Wave Planning and Coordination will take approximatley 9 months to complete.  Data Quality and Testing will take place between 12 and 6 months prior to Go-Live.  In the final 6 months before Go-Live, RSM will support Shared Service Centers and independent agencies in wave data activities.

Data Preparation Phase


Wave Planning and Coordination

  1. Hold Kickoff with Shared Service Center or Agency
  2. Initiate recurring -coordination meetings
  3. Form Agency HR User Groups
  4. Initiate recurring - HR coordination meetings
  5. Identify agency benefit officer issues
  6. Send paper documents at SSC to ROC for processing
  7. Review historical and recurring data elements
  8. Establish Memorandums of Understanding
  9. Identify special populations and/or unique data needs of SSC population


Data Quality and Testing

  1. Transmit historical data test file
  2. Transmit first 2 full file sets of historical data to DBTS for conversion (includes converted paper data)
  3. Make system preparations for recurring data feeds
  4. Support pre-conversion cleansing and data profiling


Wave Data Activities

  1. Transit remaining 3 files sets of historical data to DBTS for conversion
  2. Participate in two data cleansing cycles
  3. Participate in Interface testing
  4. Train HR Users on data cleansing
  5. Obtain list of retirement eligibles for coordination of data cleansing

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