Click here to skip navigation
An official website of the United States Government.
Skip Navigation

In This Section

Data, Analysis & Documentation Enterprise Human Resources Integration

 

Overview

Enterprise Human Resources Integration (EHRI) is one of five Office of Personnel Management (OPM) led e-Government initiatives designed to leverage the benefits of information technology. EHRI is responsible for maintaining the integrity of the electronic Official Personnel Folder (eOPF), which protects information rights, benefits, and entitlements of federal employees.

Our mission is to provide official governmentwide human resources data and enable technology to support the federal employee lifecycle through informed human capital decision making.

The (eOPF) Program became a key EHRI effort when the Office of Management and Budget (OMB) mandated all Executive Branch agencies eliminate paper Official Personnel Folders (OPF) by December 2013.

Through on-demand Web-based access to personnel folders, EHRI eOPF enables 24/7 concurrent access to personnel information by Human Resources (HR) staff, and employees. It also allows the electronic transfer of the eOPF from one agency to another when the employee moves from one organization to another. The suite of EHRI analytical tools and a comprehensive Data Warehouse provides on demand, custom reports to plan and forecast the personnel needs of the Federal Government.

One-stop Solutions for Agencies

With numerous eOPF implementations underway or completed, EHRI offers a standardized approach for HR record conversion, storage, access, sharing, and archiving. Solutions are customized to meet the needs of agencies of all sizes. EHRI also provides management oversight for paper OPF conversion and eOPF hosting as well as comprehensive support to guide agencies throughout the OPF conversion process.

Key governmentwide Benefits

  • Eliminates the need for more than 2.0 million paper employee records, saving almost $800 million over the next 10 years
  • Streamlines HR processes
  • Allows data analysis for policy formulation and impact studies
  • Enables access to pay and benefits data from Agency payroll providers
  • Provides economies of scale for the entire government
...The improved security enabled by eOPF fulfills an important role in Continuity of Operations (COOP) in case of disaster. Special Investigators have also benefited from electronic folders, cutting the time it takes to review a folder almost in half, thereby better supporting national security interests.

Retirement Reporting

GuideDescription
Retirement Data Reporting, Version 5.1
(March 2014)
The data standard Federal agencies should rely on to prepare retirement-related data files for submission to OPM.
Retirement Data Validations, Version 2.0
(February 2012)
The data validations that are applied to retirement data submissions based on the GRDR standard.
Technical Compliance for Retirement Data, Version 2.0 (February 2012) The processess for for sending electronic retirement data to OPM.

The Office of Personnel Management (OPM) is responsible for the administration of the Federal Retirement Program - covering more than 2.9 million active employees and 2.4 million annuitants who are eligible for retirement benefits under the Civil Service Retirement System (CSRS) or Federal Employee Retirement System (FERS). OPM initiated the Retirement Data (RD) initiative to migrate from a paper-based environment to an electronic system of retirement data management and improve retirement processing and post-retirement processing efficiency.

OPM has collaborated with internal Subject Matter Experts (SMEs), external Shared Service Centers (SSCs), and Agency representatives to develop the content for the Retirement Data guides.

Guide to Retirement Data Reporting

The Guide to Retirement Data Reporting (GRDR) addresses a key component of the EHRI Retirement Data effort to provide an electronic exchange of standardized retirement data needed to process retirements for Federal employees in a timely and accurate manner. OPM has worked with internal Subject Matter Experts (SMEs), external Shared Service Centers (SSCs), and Agency representatives to identify the most appropriate data to support the GRDR standard.

Version 5.1 dated March 2014

Archived

Version 4.0 dated June, 30th, 2010

Electronic Official Personnel Folder

The Official Personnel Folder (OPF) is a file containing records that cover a civilian federal employee's employment history. The Office of Personnel Management (OPM) and the agency human resources (HR) offices use these documents to make decisions about employees' rights, benefits and entitlements throughout their careers.

The eOPF is an electronic version of the paper OPF, providing Web-enabled access for federal employees and HR staff to view eOPF documents. Agencies also may provide eOPF access to special investigators, helping to speed the investigation process and save agency resources.

The content of all eOPFs are organized and stored in accordance with the Guide to Personnel Recordkeeping (GPR) and other pertinent legal and/or regulatory guidance. These various references are documented in the Office of Personnel Management Master Forms List.  The eOPF provides a standard electronic solution to replace the paper storage of the OPF.

The eOPF is stored electronically in a secure central repository, with role-based security for access to the records. The eOPF incorporates an audit trail for all user activity. Agency HR and payroll systems provide an automated interface with eOPF, and agencies use the automated business processes to support HR review and approval efforts without paper. The eOPF includes the ability for simultaneous viewing of documents from different locations allowing an employee and HR specialist to access the records at the same time. The eOPF allows HR resources to focus on strategic value added services rather than the daily filing activities required for paper documents.

Paper records are subject to damage or destruction by fire or water. The eOPF electronic records are regularly backed up, and the eOPF provides disaster recovery to assure continuity of operations in any situation.

Government requirements for data security are incorporated globally to address such issues as data access controls/permissions, PKI encryption of Web-enabled interfaces, and data delivery over the web.

eOPF Implementation Process is divided into five phases: Pre-Assessment, Assessment, Application Deployment, Conversion, and Production Support. At any given time, there are multiple agencies performing tasks within each phase of eOPF thus providing agencies with the opportunity to collaborate with, and learn from similar experiences of their agency peers. Innovative technology solutions, leadership and the development of best practices have guided the eOPF program.

In addition to providing centralized system hosting and operational best practices for EHRI eOPF, EHRI also offers customer support and implementation resources to guide agencies during conversion and beyond.


Advantages for HR Specialists

Human Resources (HR) specialists strive for efficiency, flexibility, and security in managing HR records. EHRI's eOPF solution increases productivity and efficiency, and frees HR staff to work directly with the federal employee to resolve issues and answer questions. Specifically, eOPF and analysis & reporting help agencies:

  • Reduce re-work caused by inaccurate or missing personnel data/folders
  • Enable efficient, accurate workforce planning and human capital management
  • Eliminate oversight of employee review of personnel folders
  • Automate employee notifications
  • Enhance accuracy, portability and security of personnel records
  • Provide immediate access to employee data for a geographically dispersed workforce

The security functionality allows an agency to grant individual eOPF access to each employee. This provides the employee the ability to review personal eOPF data, which increases employee awareness and accountability. Additionally, eOPF facilitates the electronic filing of SF-50 data and automates employee notification of actions through email alerts. Several agencies have leveraged the eOPF underlying technology to automate approval processes and document removal, further improving HR Specialists' ability to perform job functions quickly and effectively.

While these benefits are compelling read the answers to frequently asked questions to learn more about eOPF.

Back to top

Customer Support

The EHRI Project Management Office (PMO) is experienced not only in eOPF operations and execution, but also with cross-over requirements and integration with other eGov initiatives such as ePayroll and Retirement System Modernization.

EHRI assigns a project lead to guide each agency through the eOPF conversion process. All aspects of the conversion are jointly managed through the EHRI PMO and the agency. Comprehensive customer support includes:

  • National Business Center hosting
  • Help Desk service
  • Training for HR specialists and eOPF administrators
  • HR and employee user guidance and processes

In addition, the EHRI governance structure ensures its goals and objectives are accomplished with participation from key stakeholders through:

  • eOPF Users Group that provides feedback, allows agencies to share experiences and advice, and enables the EHRI PMO to gather and catalog lessons learned
  • eOPF Workflow Workgroup that strives to automate HR procedures to improve productivity and eliminate errors
  • eOPF Requirements Workgroup that identifies and prioritizes changes to the eOPF solution
  • Workforce Analysis Users Group that provides feedback, allows agencies to share experiences, lessons learned, and provides advice to develop new and improved analytic techniques to utilize in the human capital planning process

Back to top

Integrating into Your IT Environment

EHRI acknowledges the technological concerns about topics such as security, resource impact, and capacity consideration. The EHRI PMO is available to work with agency IT teams to ensure successful implementations.

Check out the answers to the frequently asked questions from the IT community.

Back to Top

Entrance on Duty

Entrance on Duty (EOD) refers to the automated utilization and distribution of information required as part of the new employee hiring process. An EOD system automates the initial employment information and is a component of the greater employee hiring process. The hiring process also includes new employee socialization, orientation, and training. A comprehensive EOD solution leverages system interoperability and workflow to include all of the necessary steps between applicant selection and reporting for duty. Applicants may complete their pre-employment and orientation paperwork by entering information through the EOD system. An EOD solution increases the efficiency with which new employees are hired by automating the provisioning process and alerting individuals as tasks are completed.

A number of agencies and Personnel/Payroll Shared Service Centers are developing EOD systems to streamline the employee hiring process. Many of the forms necessary, as part of the hiring process are forms required for long-term retention in the eOPF. The EHRI PMO is responsible for maintaining the integrity of the eOPF, which protects information rights, benefits, and entitlements of the employee. As such, EHRI has defined the requirements for eOPF data utilization and sharing.

The EOD CONOPS report is the basis for the EHRI EOD Requirements Specifications dated Feburary 4, 2014. This document defines the requirements for the utilization and sharing of new hire data necessary to assure development of EOD systems that meet the legal and policy standards to produce electronic documents suitable for transmission to eOPF for long term storage.

Self-Certification

An EOD Self-Certification must be completed and approved before a data feed is sent to eOPF. This is necessary to:

  • Protect the rights, benefits and entitlement of the Federal employee
  • Assure compliance with Federal laws and policies
  • Implement the appropriate electronic signature solution in accordance with Government Paperwork Elimination Act (GPEA) and related guidance

Data Warehouse

The Office of Personnel Management (OPM) Enterprise Human Resources Integration (EHRI) Program's Data Warehouse is the Government's premier source for integrated Federal workforce information. The system currently collects, integrates, and publishes data for 2.0 million Executive Branch employees on a bi-weekly basis, supporting agency and governmentwide analytics. In addition, the system provides Federal workforce data to other Government systems and processes dependent upon the integrated data. The OPM Data Warehouse architecture provides a flexible, scalable, and secure environment for current and future Government requirements, and expansion is planned through the addition of new federal employee populations, new data elements, improved data integration and data quality processes, and by enabling new system interfaces that utilize industry best-practice architectures.

Benefits of the OPM Data Warehouse include:

  • Standardized collection of federal employee data, reducing the number of data calls made to agencies and providers for common employee data
  • Centralized focus on data quality and integration to one system, reducing costs for replicating this work in multiple sources
  • Consistent, timely, and secure source for other programs requiring integrated federal employee data, such as the Retirement Systems Modernization program.
  • Integrated reporting across the Federal workforce in addition to capabilities for advanced analysis by agencies and operating units

Components of the OPM Data Warehouse include:

  • Standard data interfaces for the collection of human resources (HR), payroll, and training data
  • Processes to integrate data from the various sources to provide a comprehensive view of a federal employee's career
  • Framework for reporting data quality including reports available to agencies and providers to identify data errors and inconsistencies with Federal regulations
  • Flexible and extensible architecture to allow the addition of data elements and interfaces to support new business processes
  • Core set of standard reports with custom report development capability provided through an industry best-practices reporting and analysis tool
  • Workforce planning, analysis and forecasting tools to meet the Federal workforce planning requirements
  • Individual employee lookup tool to view history across the employee's Federal career
  • Secure systems environment that meets Federal data standards and certification requirements

Future capabilities to leverage the investment in the OPM Data Warehouse include:

  • Expansion of data collection to the agencies in the Judicial and Legislative Branches to provide a Federal-wide view of employees
  • Development of interfaces to other federal employee-related data sources such as entrance-on-duty, retirement processing, benefits systems, training, certification, and so forth
  • Enhancements to data quality and integration tools to support a complete and accurate view of records across an employee's Federal career
  • Deployment of a Service-Oriented Architecture (SOA) to provide access by external systems to OPM Data Warehouse data and processes via common services and interfaces

Build reports that provide day-to-day analysis, regarding:

  • Mission-critical occupational areas
  • Accession planning
  • Retirement bubbles
  • Long-term impacts of current policies
  • Alternative incentives for early and voluntary retirements
  • Separations
  • Seasonal, demographic and geographical trends
  • Significant indicators of turnover
  • Retention across recruiting classes
  • Employee satisfaction
  • And much more!

Analysis and Reporting

In addition to streamlining personnel management actions through eOPF, EHRI provides workforce analytic and planning capabilities to improve human capital management across the federal employee base. These easy-to-use, strategic tools are accessed by HR Specialists, report writers and executives to determine current needs, forecast future requirements, and report on other HR-related issues. They include:

Together, these applications enable a level of strategic human capital planning that previously was difficult if not impossible to achieve. EHRI users query workforce data from a variety of perspectives to determine statistical counts, averages, correlation and so forth. Trends are determined for retirements, promotions, reassignments, and other significant personnel actions. It provides access to a civilian personnel data warehouse containing 35 years of historical federal employee data.

Business Intelligence

The Business Intelligence (BI) reporting application provides on-demand and user defined query, drill down reporting and analysis capabilities. Ad-hoc queries are executed on a number of subject areas including (but not limited to): age, agency, employee, payroll, performance appraisal, personnel action, position, and retirement. The tool enhances strategic decision-making by delivering visual graphic capability with dashboards and executive summaries.

The Civilian Forecasting System

The Civilian Forecasting System (CIVFORS) offers a life-cycle modeling and projection tool. It provides forward-looking analytical data and seven year projections based on five years of historical data. The forecasting tool includes manpower target data, projections for accession requirements and separations (by type), and optimizes to target levels. As a workforce planning tool, CIVFORS helps determine projected vacancies by occupation, grade, organizations units, or geographic location.

The Workforce Analysis Support System

The Workforce Analysis Support System (WASS) enables users to retrieve data for workforce planning and designing output reports from a civilian personnel data warehouse containing 35 years of historical federal employee data. Statistical analysis routines (SAS scripting) are used to retrieve data from the data warehouse. The tool provides access to data files for strength data, Nature of Action (NOA) files for specialized studies, and edited gains and losses files. Through the WASS, information regarding turnover, aging workforce, retirements, and many more workforce statistics are available.

FAQs

  • You may access the portal at https://eopf.nbc.gov/opm/.  For any other questions, you should contact eOPF Help Desk directly to obtain information.  Their e-mail address is eopf_hd@telesishq.com or you can call them on (866) 275-8518.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • The eOPF is an electronic version of the paper OPF and a system for accessing the electronic folder online. The eOPF system combines document management with workflow capabilities.   The eOPF allows each employee to have an electronic personnel folder instead of a paper folder. Benefits of eOPF include: *   Immediate access to personnel forms and information for a geographically dispersed workforce. *   E-mail notification to employee when documents are added to their eOPF. *   Multi-level secure environment with security rules for sensitive information. *   No loss of official personnel documents due to filing and routing errors. *   Reduced costs associated with storage, maintenance, and retrieval of records. *   Electronic transfer of human resources (HR) data. *   Integration with agency’s human resources information systems (HRIS). *   Compliance with OPM and federally mandated HR employee record management regulations.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • If you're currently a Federal employee, contact your Human Resources Office. If you're no longer working for the Government, write to:  National Archives and Records Administration National Personnel Records Center 1411 Boulder Boulevard Valmeyer, IL 62295 FAX: 618-935-3014  For more information on contacting the National Personnel Records Center, go to http://www.archives.gov/st-louis/civilian-personnel/
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • Your Official Personnel Folder contains records the Government needs to make accurate employment decisions throughout your Federal career.These documents:
    • Show your Federal appointment was valid (Examples: the Appointment Affidavit; the Declaration for Federal Employment).
    • Verify your military service credit for leave, reduction-in-force, or retirement (Examples: the DD 214, Certificate of Release or Discharge from Active Duty; the Military Service Deposit Election).
    • Establish your employment history - your grades, occupations and pay (Example: the Standard Form 50, Notification of Personnel Action).
    • Record your choices under Federal benefits programs (Examples: the Health Benefits Registration Form; the Designation of Beneficiary under the Federal Employees' Group Life Insurance Program).
    Check Chapter 3 of The Guide to Personnel Recordkeeping  [588KB] for more detailed information on what goes into the Official Personnel Folder.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • To obtain your military records, please visit the National Archives Center website at http://www.archives.gov/st-louis/military-personnel/
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • HR Specialists have read-write access to employees’ eOPF within their service area. Employees are able to view their own eOPF documents, but cannot modify the documents.  eOPF system includes an audit trail that records when and why an individual has reviewed an eOPF.  
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • You.  Anyone you designate.  Government officials who need to see the records to do their jobs.  There are a limited number of special situations where others can see information from your personnel records.  These situations are described in routine uses under the Privacy Act System of Records Notice covering the Official Personnel Folder.For more information on the Privacy Act and the Office of Personnel Management's records systems under the Act, visit Privacy Act Information.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • No.  Your new agency should contact your current agency to let them know when you'll be moving to your new civil service job.  Once your current agency has proof you've been hired, the Human Resources Office should process a Termination Appointment In (new agency).  This way you should avoid unintentional breaks in service.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • No. There isn't any official Discontinued Service Retirement action.  These actions are processed as separations.  The circumstances of the separation are what make you eligible for Discontinued Service Retirement.  For more information on Discontinued Service Retirement, refer to Chapter 44 of the CSRS and FERS Handbook  [118KB].
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • Two reasons.
    1. To make sure important items in your employment history are documented consistently.  This ensures your rights and benefits as a Federal employee are protected over time, no matter where in Government you work.
    2. To collect information on human resources activities Governmentwide.  The Office of Personnel Management, Office of Management and Budget, Congress and others use this information to manage the Federal workforce.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • If you forget or lose your password, you can click the ‘Forgot Your Password?’ link on the eOPF login screen. If you have logged into eOPF previously and have answered security questions, you are asked to verify your identity and, once successfully verified, you will be able to create a new password. If you have never previously logged into eOPF,  contact your agency's human resource office.  
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • Contact the eOPF Help Desk use the following preferred method is email at eopf_hd@telesishq.com and alternate method is 1-866-275-8518.  You will need to provide the following: 1.  Full Name 2.  Agency/Organization 3.  Contact information (phone and email)  4.  The Agency URL impacted (the link to the website)  5.  The Web Server number (found above the login and password prompts)  6.  Complete description of the problem (include screen shots if possible)  
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • The Official Personnel Folder (Standard Form 66) is a file containing records for an individual’s federal employment career. Employees with OPFs are those in the Executive Branch service, as listed in Title V of the United States Code and some federal employees not under Title V. The long-term records in the file are included to protect the legal and financial rights of the government and the employee. The OPF is part of the government-wide system of records, OPM/GOVT-1.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • While every effort has been made to ensure that the information in your eOPF is correct, errors can occur.  Any errors or omissions regarding content should be immediately reported to your agency's human resource servicing office for proper identification and resolution.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • eOPF, like other web-based systems, is intuitive. During setup and installation selected human resource personnel attend classroom training, and end-user training is available at your agency's discretion.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • These files are generally retained in the agency that created them.  The National Archives and Records Administration publishes records schedules that describe various files and how long agencies are to keep them.  Refer to General Records Schedule 1 for information on personnel files.  To review the Schedule, go to http://www.archives.gov/records-mgmt/grs/grs01.html
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • If you disagree with the action that was taken rather than the way it was documented, then it's not a case where the records are wrong.  In these cases, you have to file a grievance or appeal within the required time limits.  If the records don't document what actually happened, then the records are wrong.  If you're still employed, you should contact your Human Resources Office.  If you're no longer employed, write to: Deputy Associate Director Office of the Chief Information Officer Office of Personnel Management 1900 E Street, NW Washington, DC 20415-6000 Include enough information to: *   Identify the record (your name and social security number, the name and date of the record). *   Explain why you think it's wrong, including any evidence supporting your position. *   Show how you would correct the record.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • As of April 2010, approximately 70 agencies are in the process of, or have completed, their eOPF implementation.  Over 1.1 million records have been converted to eOPF. Numerous agencies have made eOPF available to their employees. The list of agencies using eOPF continues to grow.  
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.
  • OPM is hosting the eOPF system for all federal government agencies. Nightly incremental backups are conducted, which include all new documents and any related information added on a given day. Full system-wide backups occur weekly. OPM performs complete off-site storage of the entire data repository monthly.
    How well did this answer your question? Submit
    Submitting rating...
    Thank you for your feedback!
    An error occurred while trying to submit your feedback.
    Please try again later.


Total Count: 19, Number of Pages: 0, Page: 1
Control Panel