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Improving CPDF's Rating of Record Data

Reviews of recent rating of record data in the Office of Personnel Management's (OPM) Central Personnel Data File (CPDF) have shown inaccuracies in agency submissions-especially since 1996 when we implemented changes to submitting rating of record data to the CPDF. Prior to that date, we only requested the summary rating level. Now we require agencies to submit three pieces of information regarding the rating of record:

• the rating of record (level),
• the rating of record (pattern), and
• the rating of record (period), i.e., the ending date of the appraisal period.

The table below shows the summary levels available for use under each summary level pattern.

As an example of inconsistencies we have seen, CPDF records show that some agencies using a pass/fail appraisal program (i.e., a program designated as pattern A) have reported assignment of Level 5 ratings (i.e., Outstanding) to some employees. This is not possible under pattern A. Because significant conclusions and decisions may be made on the basis of CPDF data, it is imperative that the data be accurate.

To improve the quality of this data, OPM is editing the CPDF database so that it will not accept rating of record (level) values that are not available under the rating of record (pattern). For submissions effective October 1, 1999, if an agency submits patterns and summary levels that do not match, the CPDF will not record them.

OPM's Office of Workforce Information (OWI) will publish these new edits shortly. You may contact OWI at 202-606-2704.

Origianlly published on August 1999.