1. Welcome Cheryl Ruf (NFC) Guidelines for Building Evacuation and Shelter-In-Place Conditions
   
   Cheryl Ruf (NFC) announced to the CAPPS attendees the procedures for an evacuation in the event of an emergency and/or a “Shelter-In-Place” crisis situation.
   
2. Update on NFC Action Items Status (Johanna Heller)
   
   Bulletin on Vision and Dental Insurance was published on November 14th.
   
   STAR 5.0 will be implemented in pay period 2 of 2007 due to the request of the CAPPS Community.
   • Please contact your Customer Support Representative if you would like to participate in the pilot program.
   • The current users in the pilot program have been very successful.
3. Benefits Update (Jody Nyers)
   
   1. TSP percentages and other deductions. This serves as a reminder that employee’s are RESPONSIBLE for ensuring that if they elect a high percentage amount for TSP regular contributions that they calculate what the percentage amount will be (from their gross wages) and what it may do to their other deductions; they need to elect a percentage amount that will allow all other deductions to occur as well. For example, an employee recently changed their TSP regular contributions to 90% of their gross wages. They were quite upset when most of their other deductions were not taken. The TSP Board removed the limitations on percentage and/or dollar amount, however, employees need to do some basic mathematical calculations to determine what a large percentage or dollar amount will do to their net pay. NFC is not required to notify HR offices when an employee’s deductions are not met other than if that is their health insurance in which we set up a bill in ABCO and notify the employee. Other deductions include FEGLI, HITS, Bonds, Charitable Contributions and the like may also be affected. Please alert your employees on this issue.
      
   2. TSP elected deferral limit reached, affect on Catch-up contributions. Current limit is $15,000.00; next year’s limit is $15,500.00. We recently had an issue where an employee went into EPP/ESS and stopped their regular TSP contributions because they were going to reach the Elected Deferral Limit (of $15,000). When they did this, the system automatically changes the TSP Status Code to “T” (to stop their deductions) and IF the employee also participates in TSP Catch-up contributions, that too is directly affected and a code “T” is placed on that deduction and, therefore, it too stops. It’s important for employees to know that if they simply allow the system to automatically stop the regular deduction (which it will do once the EDL is reached), then the Catch up contributions will continue. The employee does NOT need to stop their deductions to ensure they don’t exceed the EDL, the system won’t allow it to exceed the EDL. Please alert your employees on this issue.
      
   3. TSP Elimination of Open Seasons. When the TSP Board eliminated the open season waiting periods, and in order for us to allow employees to start/change/stop their TSP elections, we had to open EPP/ESS to accept these changes at any time. With this said, and with the processing cycle in PAYE, employees may make a change and the action will become effective the same pay period that they entered the action and not necessarily the next pay period. We added the feature of selecting (choosing) a specific pay period, up to six pay periods in the future, by the employee. Please alert your employees on how the system works and the importance of them selecting the pay period they'd like the action to be effective.
      
      Q. CBO - I have an employee whom maxed out regular contributions but not the catch-up contributions. If the employee is in LWOP, how will this affect him maxing out his catch-up contributions?
      R. Jody – If he returns to paid leave before the end of the year, he can increase his contribution and try to make that amount up. Also, you can submit an AD-343 to have additional funds deducted.
      
   4. FEHB/FEDVIP/FSA Open Seasons begin today. As we all know, open season started this past Monday, Nov 13th and runs thru Dec 11th. NFC issued the FEDVIP bulletin, Title I, Number 06-23, yesterday (11/14/2006).
      
   5. FEHB Coverage Code Expansion, Project 50269. I mentioned this last month and just wanted to say that OPM issued a Benefits Administration Letter, which is BAL 06-206, “Cancellation of Expanded FEHB Enrollment Code Project.” The BAL was dated 11/2/06.
      
   6. FEHB Changes from BAL 06-405. There have been a few changes to certain FEHB plans and I forwarded the OPM email to you all today - just be aware of some changes that have occurred since OPM issued the original bulletin.
      
   7. EPP/ESS Redesign- NFC is working to convert EPP/ESS to dot.net technology, this will allow us to eliminate the SSN and allow the user to choose a User-ID as well as strengthening the password (for security reasons). We will also be building history into EPP/ESS (I know many of our ex-Employee Express users have asked for history for some time). We are just getting started, have just held our first brain-storming meeting, this will be in conjunction with the DB Change in 2007 as we need several elements added via the DB Chg in order to accommodate what we want to do in EPP/ESS. This is a project that will be working diligently on in 2007.
      
      Q. When will the history be available in ESS?
      R. Jody/Randy S. - EPP/ESS is converting to dot.net technology and will be able to eventually build history among other features, such as replacing SSN’s with user ID’s and expand the password process. The change will coordinate with the data base change in ’07
      
      Q. Homeland Security - With the redesign of EPP and the building of history, will the agencies be able to comment?
      R. Randy S. - Yes. However, there are certain things we have to do in order to be in compliance with OPM regulations.
      
   8. RFQS Notification Letters for TSP (regular and catch-up) – Project
      60359. The notification letter in RFQS for TSP does not specify
      regular vs. catch up contributions. CAPPS’ reps requested a change be made earlier this year (i.e. March 2006) to distinguish the two
      contributions. This project has been put on hold until further notice.
4. STAR Web 5.0 Update (Randy Speed)
   
   In pay period 21, we added some computer power to STAR 4.25 that should have eliminated the lag time. We did not add it for this pay period. There have been no reported problems with 4.25.
   
   NFC is piloting STAR 5.0 along with some other agencies. There have been no reported problems. Implementation is scheduled for pay period 2 of next year.
   
   The timekeeper should see no difference unless the agency elects to use Employee Entry.
   
5. Mainframe Operating System Upgrade (Joe Weaver)
   
   In April of 2007, the current operating system’s vendor will be offline. This means we will have a non-supportive operating system that is against OPM compliance. To rectify this, NFC will be switching to the latest technology- ZOS 1.7. We are currently testing this new system, making progress, and currently have not encountered any problems.
   
   Internal testing will begin February 3rd of 2007. On February 17th, testing will include all agencies. We will switch over (2/17/06) and agencies will be testing in production. Those changes will still be effective once we switch back to the current operating system. If no problems occur, we will test in production on March 3rd and implement the new system that same day.
   • Johanna advised that both test dates are on a Saturday, corresponding with a regular maintenance weekend. Please coordinate with Customer Support to participate in testing.
     Q. Treasury- There will be no configuration type changes?
     R. Joe- No. If you see any changes, please notify us immediately.
     Q. GPO- Will this affect FESI or EmpowHR users?
     R. Johanna- NO. There should be no changes.
     Q. Treasury- Will our permanent test environment be upgraded as well?
     R. Joe- Yes.
6. NFC Report- Health Benefits (Tom Neumeister from Smithsonian)
   
   The problem we are having is tracking “when” the electronic tape reaches the FEHB Carrier. The Carrier states they do not have the information and NFC states the information has been sent to the carrier. We recently discovered that NFC has a report that includes the dates of enrollment, and asked that NFC make the report available to all agencies at a cost. The official response Tom received was “This report is in control D and for NFC personnel only. The agency should have the original documents that have the same information as what is in the control D report. Other agencies have requested a copy of this report and were denied.”
   
   Johanna - That report is not broken out by agency and POI but is broken out by carrier. The date in the system should be the same date it was processed and sent to the carrier.
   
   Carey (NFC) - We do not have a report but a file that contains the SF-2809 information sent to the carrier. The effective date in control D is the same date that is in the system. IRIS shows the effective date of the 2809. The effective date is sent to the carrier.
   
   Tom - Why does the carrier have no record of receiving the information?
   Carey – Sometimes the file rejects do to an error so it comes back to us and we must resend it.
   
   Tom – we want to know the date the carrier receives it.
   
   Grindl (DOC) – When we check to see if the carrier received the employee’s information, they ask for the “Report Number”.
   
   Gail (NFC)- The 2809's and 2810's that are processed in the system by the Agencies are sent to NFC's Control D system after pay updates every two weeks. There is a "Report Number" that is derived from the information on the 2809's and 2810's entered into the system, such as; SF2811 Report Number: 06022A. This means that the 2809 or 2810 was sent to Macon, GA in pp20, 2006. It left NFC on the Sunday after pay ran and the carriers can retrieve the tape on Monday or anytime after; however, some carriers may not pick it up until Wednesday. OPM states the carriers have to send out the enrollees' cards 15 days after they retrieve the tape from Macon, GA. The "Report Number" is not on the electronic tape that is sent to the carriers. The NFC form is transferred to the HIPPA form in Macon, GA and the" Report Number" is not on that electronic form. The only time a carrier would see that" Report Number" is when we mail out hard copies from NFC with that "Report Number" on them.
   
   CBO – Are documents transmitted at the end of open season or are they transmitted as they are received?
   
   Gail (NFC) – They are processed in the pay period they are received. If sent to the carrier in pay period 20, then effective pay period 22.
   
   Jody – Access is granted to NFC only for security reasons. The data cannot be accessed by agency or POI but because it lists all by carrier only.
   
   Johanna – Tom, you will be the point of contact on this and develop a report that includes the information agencies are looking for and submit it to NFC GESDREQUEST.
   
   Randy G. – Control D is a tool not a system. It only contains reports, no information to extract.
   
   Tom – Whatever report is sent to OPM is the report we want. We need a cost analyses.
   
   Randy S. – That is a lot of work and we do not know if we can pull out all the information. We will have to research this.
   
   Johanna – We will take this as an ACTION ITEM for January CAPP’s meeting. We will have an answer for you by then on whether we are able or not able to extract the information. Typically we need notice for a minimum of 6 pay periods in advance for a project.
   
7. Publications of Upcoming Systems Changes (Randy Gonzales)
   
   We are sending out a list of scheduled Projects and the planned implementation date. It will begin in January but does not contain individual agency projects.
   
8. EPIC User Workgroup Update (Kathy Orpin)
   
   We finalized the change request that eliminates grayed out fields.
   
   Johanna – We will distribute this to the CAPPS Community. (ACTION ITEM)
   
   There are seventeen change requests submitted that would reduce time, reliance on programmer intervention, calls to the Call Center, and provide a better workflow. For example, sometime we are asked to update grayed out fields and because we do not have access, we must send the request to NFC.
   
   Jody – This task is completed and on hold?
   
   Kathy - Correct. No meetings until January
   
   Randy S. – There is no guarantee all fields will become accessible to update and we will provide an explanation of why field must stay grayed out.
   
   Right now we are in the process of obtaining and installing new equipment and software for the lab. EPIC is being redesigned to Dot.Net. We are upgrading three systems: EPIC, STAR, and EPP. We are currently researching to see how we can stagger the roll out. Not sure if we can do it.
   
   Prioritize List of Systems Issues. We still have a few pending actions that need more research and NFC is already working on some.
   
   Johanna - We hope to start a T&A Workgroup sometime in January.
   
   Q. Is NFC planning to run Web EPIC with EmpowHR?
   R. Yes. NFC will run both systems.
   
9. 2007 Pay Adjustment (Susan Pitre)
   
   Monday, November the 20th, we will begin mailing out the agencies packages with all needed information to participate in the 2007 Pay Adjustment. Please have those completed packages back to NFC by December 15th. You are able to submit through email, your POC and security request for access to the test environment.
   
   Q. Do we know the percentage rate?
   R. Susan – We will not know until it is signed. Possibly the week of Christmas.
   Q. CBO – Do you have a back up in case the CRA is delayed?
   R. Randy G. – No. Too much work for a “what if”.
   
10. LEO Hourly Rate (GL Pay Plan) (Randy Gonzales and Susan Pitre)
    
    Susan - We are currently in the testing process. Next week, we will open up testing to the agencies in our test environment. We will run PINE passes from November 21st through December 7th. Also, on the 7th, we will run one PAYE test. Implementation will be in pay period 25.
    
    If you participate in testing, please provide no more than 25 SSN’s. Email those to me at susan.pitre@usda.gov in a password-protected file.
    
    Jo – I will send out the schedule by Monday.
    
    Susan – Test site is IDMS61 DICT 03. Test will be in pay period 25. Try to have the SSN’s to me by Monday.
    
    Q. DOJ – How long before you send out the notes from the GLPP conference call?
    R. Jo – I am still waiting on answers but will send out the notes by Monday even if the questions are still unanswered.
    
    Susan – I will run the 1st Pass Tuesday and the 894’s generated will run Thursday.
    
    Q. Mike – Will PRDs for “J’ and “K” be included?
    R. Jo – yes.
    Q. Mike – When will we see a listing of all the employees impacted? Also, what about the employees whom met the criteria in pay period 20 (10/1/06) but have sensed moved out the field?
    R. Jo- Yes, you will receive the list but I do not have a posting date at this time.
    
    Susan – If an employee is moved out by pay period 21, treat them the same way as a separated employee.
    
    Jo – We are still having issues with agencies cleaning up PMSO but not the employee data.
    
    Training for TRAI (added agenda item) – (Randy Gonzales)
    
    We are still in discussions so this has been postponed for a few months. Only 5 agencies use TRAI and very sporadically.
    
    Q. The cutoff is December 31st. Can we ask for an extension? We also need to know: 1) With whom, at OPM, are you working with on this because the people we talked to had no idea what we were talking about. 2) We need to put in a request with OPM and need to know what are the gaps. What is and is not in TRAI.
    
    Johanna – They need an analysis between what TRAI has and what OPM requires.
    
    R. Randy G. – OPM tells us. We have all the requirements.
    Q. Who at NFC can we help me fill out the form to file for an extension?
    R. Johanna – Send your request to Eileen (Customer Rep.) for assistance.
    Randy – Only 1 month paid. It is a small record and
    incomplete.
    Q. We are a small agency. Can we talk to someone from OPM?
    R. Randy G. – We will provide you with a contact at OPM. (ACTION ITEM)
    
    IRS E-File Message (Johanna Heller)
    
    IRS has requested NFC to add a message about the new E-File ability to the bottom of the E&L Statements.
    
11. Lagniappe
    
    Q: DHS – Can we still use NFC Logon Version 1.06 or is it no longer available?
    R: Johanna – 1.06 is no longer available to be downloaded; however, if you still have that version as a shortcut on your computer, you are still able to access that version. We are not able to deactivate your hard drive. Everyone should download and use 1.07 version in order to comply with the OPM Mandate.
    
    Jo – If you do not keep up with the current versions, this can cause a problem when processing.
    
    Q: DHS – Can we address EmpowHR issues?
    R: Johanna – Not at the CAPPS Meeting but maybe we can start a User Workgroup.
    Q: DHS – Also, I have not received a copy of the database changes.
    R: Randy G. – I will send out a copy this week. (ACTION ITEM)
    Q: DHS – Is the 101 document processed in pay period 1?
    R: Jody – Yes, and it is effective December 31st.
    
    Q: DOJ – Jo, can you give us a time frame as to when you’ll have the answers for the GLPP conference call questions?
    R: Jo - I don’t know and cannot provide a time frame. However, I will send out the notes, with or without responses, on Monday.
    
    Q: We are trying not to use EPIC, are you adding override codes to EmpowHR? Can you add override codes to the layout?
    R: Susan – If it is in suspense, you must use EPIC. At this time there is no field in EmpowHR to receive the override code. NO, override codes cannot be added to a layout.
    
    Q: GPO – We use EmpowHR and we were told the NFC EmpowHR Group was going to build “warning boxes.” If you say yes, then that action will go down as an override.
    R: Susan – Why not address the edit in PINE? Send a request to have NFC look at those edits and maybe have the agency change the requirements for those fields. Override cods are causing problems. We need to look at the specific override code and the PINE edit it is addressing.
    
    Johanna – We will take this as an ACTION ITEM to check with the EmpowHR Team about the “warning boxes.”
    
    Jo – We need to go back to our workgroups. We need a FESI Workgroup and EmpowHR Workgroup to address these issues.
    
    Susan – FESI has no edit and this should be addressed by the workgroup.
    
    Q: FCC – Any suggestions on how to work the Leave Error Report?
    R: Lorraine – You must do a leave audit on everyone.
    
    Q: What happened with the locality rates on Table 16? We had problems with VIP salaries.
    R: Jo – When the LEO Table was updated, 3 other tables were also updated and we do not know why. We did not find this out until after the fact. We are very sorry.
    
    Q: CBO – We received a report showing 20 employees had incorrect ERI codes. How do we find those people?
    R: Randy G. – You can run a FOCUS Report.
    
    Q: TR – Point to point connectivity, Ivan Jackson had Karen send out a list of agencies that needed to make changes. Is there any update on this?
    R: Johanna – This will be an ACTION ITEM. We will contact him and get back to you.
    
    Jo – I am waiting on an answer about the non-COLA; do we go back 2 or 6 years.
    Grindl – Please put it back on the agenda for January.
    

Attendees:

Jeff Shen (Agriculture)
Linda Gandara (ARC)
Jennifer Joyner (CFTC)
Gwendolyn Holmes (CSOSA)
James Hoebel (DHS)
Karen Queen (DOJ)
Amy Martz (DOJ)
Jody Grant (DOL)
Lashonda Terrell (DOL)
Deborah Berry (FCC)
Sabrina Reynolds (FCC)
Cindy Westray (FHFB)
Sue McMenamin (FMCS)
Eugenie Thomas (GAO)
Regina Smith (GAO)
Rosa M. Dortch (HUD)
Caroline Heard (OSC)
Lenora Casey (Treasury)
Kathy Orpin (Treasury)
Ginny Towe (Treasury)
Jody Nyers (NFC)
Jo Bonner (NFC)
Wendy Moore (NFC)
Cheryl Ruf (NFC)
Randy Gonzales (NFC)
Randy Speed (NFC)
Cynthia Harris (NFC)
Lorraine Brown (NFC)
Theresa Trentacoste (NFC)
Susan Pitre (NFC)
Joe Weaver (NFC)
Carey Turner (NFC)
Sandie Mikell (NFC)
Client Management Branch (NFC)
Shavon L. Butler (PSA)
Tracey Martin (OFHEO)
Carol Phillips (USDA)
Cindy Borza (Census)
Mike Mire (DHS)
Stephanie Ruiz (CBO)
Paula Burton (CBO)
Kelynn Lewis (DHS)
Tom Neumeister (Smithsonian)