CAPPS Minutes- April 16, 2008

I. Welcome

Dawn Hughes-Morris, (NFC, GESD/CMB)

Announcements:

***Dawn advised of the conference call being recorded***

She also mentioned the evacuation procedures in place for attendance at the CAPPS Meeting in the Client Services Office (CSO).

II. Service Level Agreements (SLA)

• Debbie Byrne (NFC) stated that she is aware of NFC having major issues with upper management. The issues will be discussed in the upcoming CHCO meeting. All communication will go through Dawn’s office. The team will take corrective action for non-performance measures. SLA modification request needs communication in place. Contact Marty or Debbie. Debbie.byrne@usda.gov or Marty.curole@usda.gov As of now, input was received from Kathy Orpin, TR only.

III. z/OS Upgrades

• Joe Weaver (NFC), programmer for the NFC Mainframe. Our current operating system is called z/OS 1.7. The new version of z/0S is 1.9 and will be available for testing June 7, 2008. NFC will take down the system at 8:00 AM CDT and at Noon all NFC Customer can began testing until 6:00 PM CDT. Testing will include agencies normal work in the production environment. Testing will be continued on June 21, 2008 with all NFC Customers. NFC will take down the system at 8:00 AM CDT and at Noon all NFC Customers can began testing until 6:00 PM CDT. Once testing has completed and feedback is submitted to the OSC (phone or email), NFC will decide to GO or NO GO. A customer notification will be sent out through Dawn’s office. Questions can be directed to joe.weaver@usda.gov. In year 2010, NFC will conduct another upgrade to the operating systems.

  Q: Will testing be just like the PCF? Will it include Time Keeping?
  A: Yes, NFC encourages you to test everything.

IV. FERCCA

• Helen Young (NFC) mentioned that she identified issues where FERCCA cases were received by NFC, but not entered into SPPS. This issue has been rectified. PPB is working with the Benefits, TSP, and Retirement area. Remark entries are entered from each area. Patrick Foret’s area provides their entries to Helen’s area because they don’t have access to SPPS. This is a high priority issue that needed a statement of work produced to hire 11 contractors for May 28th. Internal efforts are in place to move quickly through cases. As of now, we have 550 cases in house. Helen encouraged agencies to submit communication to Helen.young@usda.gov for employees approaching retirement, retired, or who require special processing.
• Candace Letorte (NFC) mentioned that she recognized that NFC has FERCCA issues and that’s why NFC entered into a contract. FERCCA cases are worked in the evenings. Many cases go back 20 years. Our employees have to keep up with their regular work so overtime is the only option. I have requested Helen to designate maintenance Saturdays as FERCCA Saturdays. PPB will monitor the number of contractors and will request more if needed. Much appreciation.

  Q: Will contract support change the cost of the cases?
  A: As of now no, will check into it.

V. Mainframe Password modifications

Randy Speed (NFC) mentioned that on April 26, 2008 we’re going to implement some changes to the Top Secret password parameters. TopSecret is the applications package that we use to secure mainframe resources for users who access our mainframe. Changes are mandated by OMB and in conjunction with the CIO. NFC is conducting internal work and information will be provided via a Customer Notification. On April 28, you will not have to change your password, but when your 90-day password expires, you will have to conform to the new password enforcement. Passwords must contain at least one number, one letter either upper or lower case and at least one special character. NFC will tell you in the memo what special characters are accepted. You will not be able to reuse passwords previously used within 24-changes. The password requirements will remain at eight positions, will expire every 60 days and will allow up to five fail attempts. The Operations and Security Center (OSC) will be available to address issues that you might have. The Customer Notification is in its final stages.

VI. Help Desk Support for Employee Personal Page (EPP)

• Sharon Cannon (NFC) supervisor over the Operations and Security Center (OSC). OSC is the point of contact for technical help with security, equipment and telecommunications problems. OSC is a 24-hour a day, 7 day a week operation. Request can be submitted in one of four ways: linking to the NFC Home Page, email, fax, or by phone. See attachment 1 for an Overview of the OSC.

  Q: How are you handling employees that transfer from other federal agencies that were serviced by NFC to another agency serviced by NFC?
  A: The employee retains access to EPP. The employee can use the old password that they were using at the previous agency but the will need to change their email address located on the preference page of EPP.

VII. Updates/Action Items

• FEHB Code Flipping/Deductions – NFC received social security numbers from Smithsonian. Treasury reported a few and we will follow up on those issues.
• TSP SCD – Jeanne (SI) reported that the date is changing again. Kathy (TR) will follow up with Jeanne and NFC will work with Donna’s group to see what is happening.
• Job Aid/Bulletin for SF-50 Remarks – Dawn mentioned that this item is an ongoing project and will remain on the agenda until this document is updated.
• Undeliverable Mail - Dawn mentioned that the Client Management Branch (CMB) is working with Debbie’s organization on all returned pay period 5 Statements of Earnings and Leave (SEL). CMB prepared a report for representatives of Treasury, DHS and DOJ. Because CMB is organized by teams, other agencies reports are grouped by teams. CMB representatives will get in touch with agencies that are identified on this report. The number reflects all of the rejects. Agencies should work with their CMB rep on problem SEL’s. Randy S. (NFC) is working with the vendor on software improvements. Randy is looking to establish Geographical Location Codes (GLC) tables to try and address the situation. Since agencies continue to have rejects even after changes are made to addresses we will do this again in pay period 13. Next CAPPS meeting we will have an updated report to share with our customers.

  Q: When an employee changes their address through the EPP, they can’t put in the last four digits for their zip code. That is one of the problems found. Has anybody else reported that one?
  A: We will have to refer this to the Web Applications Branch.

Dawn (NFC) mentioned that Randy Gonzales stated the post office reinforced their validation rule to make it as clear as possible. In the past, we did street names. The mail that doesn’t go out will be placed to the side and will be mailed first class. The system was designed to validate cities, states, and zip codes. We must have 500 employees to assign a code. We are looking into validating street addresses without using OPM codes.

Ginny Towe (TR) indicated that her agency teleworks and the fact that OPM issued guidance that says if you never go into the office, your home address is your duty station.

Q: Are we having any similar problems on the duty station side with getting OPM not to issue duty station codes because there are less than 500 people who live in that city or work in that city?
A. Randy S. (NFC) indicated that he hasn’t seen a lot of issues coming to us. George Morris (NFC-North) stated he hasn’t seen a lot either.

• Randy S. (NFC) also mentioned that there are people in duty stations without duty station codes. George indicated that we are looking at modernizing the process. Right now we only validate cities, states, and zip codes. We will start validating street addresses.
• Candace (NFC) stated that for some time we have been wanting to put remedy in the call center as a tracking tool for internal purposes as well as to provide the agencies capability to track issue by ticket number (e.g., SPR, Software Program Request). We are working on identifying some of the high level requirements and are working with our Information and Technology Systems Division (ITSD). We do not have a timeframe, but we are diligently working on this project and hope to provide additional information as soon as possible.
• Dawn (NFC) mentioned that TSA approached her about problems with the organization having with the process of bankruptcies and garnishments. Jo (NFC) was asked to bring information to our attention. For Title 5 agencies, the Code of Federal Regulations (CFR) has public edits that identify agencies that are designated to accept legal processes. In this situation a bankruptcy was sent to the wrong party. Agencies should send a notice to OPM to have the CFR updated. It will have to be published in the Federal Register before it gets updated in the CFR. The CFR does say that if there is no notation you send it to the head of the agency. See Appendix A, 580.

VIII. Processing Military Service Deposits

Wendy Moore (NFC-North) advised that a bulletin went out, 08-5, for processing Military Service Deposits. This bulletin is also posted on the NFC Website. One important note is that the last paragraph on page 6 states that if a Military Service Deposit package is incomplete the check or payroll deduction request cannot be processed. The check along with the attached documentation will be returned to the agency with a cover letter asking for additional information.

IX. User Group Chairperson Corner

• Dawn (NFC) announced that the EmpowHR User Group Meeting is scheduled for today, April 16, 2008 at 1:30 pm (ET) – 3:00 pm (ET). We have not heard from the chairs for this group, but we are working on a bulletin to provide our EmpowHR customers some helpful hints or tips for processing. Deidre Charlot (NFC) mentioned that a bulletin is forthcoming.
  EPIC/FESI User Group -Kathy (TR) reported that they completed prioritizing the systemic issues list for the EPIC UG. Kathy provided the list to CMB and will coordinate within NFC with the various functional areas. Agencies will be contacted for participation to work on the specific areas that have been identified. The FESI meeting is scheduled for tomorrow and we are still looking for the layout. Dawn (NFC) stated that she has a draft layout but expects the customer notification to go out today.

Reports User Group – Kelynn Lewis (DHS) reported no updates at this time but would like to encourage agencies to participate.

T&A User Group – Shavon Butler (PSA) advised of several proposals to be voted on, the proposals will be submitted to the file web users for a vote, the majority will determine if the proposals will be submitted. NFC understands that Dora Lee may be retiring soon and we are looking for a co-chair. We are working on a customer notification.

X. Lagniappe

Dawn (NFC) stated that a notification was sent out on April 14, establishing new User Group email accounts. On April 11, a notification was sent out stating that the 1351 A&B reports we not available on the reporting center. This is still an issue and a follow up notification will be sent out. On April 15, a notification was sent out in reference to Maryland State Tax. Jo was asked to address questions you might have.

Jo Bonner explained how the Maryland State Tax would affect employees who work in DC but live in Maryland. They must make an exemption. If they don’t make an election, we will make if for them. This will be single and zero. This could have an adverse impact on people. This affects everybody who is having Maryland state taxes withheld.

• Helen (NFC) mentioned one of the issues they experience this time of year were dealing with W-2’s, such as transferring taxes back and forth. As you become aware of this type of information it should be sent to NFC as soon as possible because of the potential impact of increasing numbers of manual payments.

  Q. What if the person claims single and zero, we are not refunding any money?
  A. That is correct.
  Q. Can we put this on the earnings statement?
  A. That is something each agency controls. If you want to put it on the E&L you may do so.
  Q. Can you pick up the marital status from the person’s federal taxes?.
  A. We are not at liberty to make that decision. We don’t want to get in the middle of
  Tax issues.
  Effective April 22, 2008, next Monday with the beginning of processing for eight, whether they use EPP, FESI, EPIC.EmpowHR, all processing tools will be operating with these married and single required on the forms.

• Comments from the CAPPS Community:
• George Morris (NFC-North) – Sharon Giovengo (NFC) asked me to remind you that a notice went that asked for you to update your POC’s , specifically regarding individual designated in your departments or agencies who are authorized to submit TMGT changes. We have numerous agencies that have not submitted their designation. If we don’t have anyone on file, your agency will be unable to submit request.
  · Q: Grindl (GAO) – Can you tell me what number that is on Table 63?
  · A: George Morris – I am unable to answer that.
  · A: Kim (NFC) contact type three
  · Q: Dora Lee (TR) - What pay period is it effective?
  · A: George (NFC-North) I know that the pay period to make changes has expired. However get it in ASAP.
  · Dawn (NFC) –We are working with Sharon (NFC) to do a follow up notification.
  · Q: Amy (FP) - I wanted to check to see if there are some tables that I have access to myself to make the changes.
  · A: Helen (NFC) - In order to know if that the individual is authorized to make request, we will need to have that information on Table 63.

Questions:

• Helen (NFC) –I was looking at the agenda for this months CAPPS meeting, I wanted to bring note to the TIP OF THE WEEK – The one that is posted is a good one. “Agencies are reminded to enter their request for manual payments/adjustments on the manage adjustment screen, and their written inquiries on the manage inquiries screen under inquiries.

Helen (NFC) – Rhea Joiner (NFC) asked me to provide a bit of information regarding tax season and issues related to FERCCA. We are beginning to see some issues where agencies are processing HCUP packages for a FERCCA cases if the adjustment is crossing years it will affect the current years W2. Please think about how the W2 will be affected if it is crossing a tax year. If you have any question as to how to handle HCUP packages please contact us.

On another note, I was asked that if you know that an employee is separating, it is very important to get an address change in for them before they separate. Once they separate the we are unable to make address changes. The correct address will ensure that mail will be received. If an employee makes an election for TSP or if the majority of their pay is going to their TSP, there are certain tax obligations that the employee is responsible for and could have a negative affect on the W2 based on credits that were given. There are many things that need to be looked at and taken into consideration when employees are taking action on their TSP account and the processing of HCUP packages.

• Q: Grindl (GAO) - Can we get a W-2 Point of Contact.
  A: Helen (NFC) -You can send it to my attention, my section will have to research it first.
• Q: Dora Lee (TR) – If your employee separates and they change their address……..
• A: The information should be sent in from the agency. We will provide the updated address information to the W-2 area.
• Q: Dora Lee – If the employee is retiring, separating, or whatever, and they make a large contribution into TSP because last year NFC issued a bulletin saying that could do that, the system does not automatically generate a bill.
• A: No, it does not, it goes by the auto precedent and can go into the auto precedent TSP. TSP is higher up the hierarchy over FICA and HIT, so were going ahead and compute the pay and put the money in TSP.

CAPPS Attendees:

Patty Moore (AG)
Rande Young (AG)
Winston Farmer (DOJ)
Douglas Alexander (DOL)
Amy Martz (FP)
Marie Waters (DOC)
Maria Wennersten (AOC)
Jingie Miller (AOC)
Grindl A. LeGrand-Brewer (GAO)
Juwan Samuel (FERC)
Robin Patterson (LOC)
Shavon Butler (PSA)
David Kaplan (FMC)
Rauland Sharp (USAID)
Paula Burton (CBO)
Dora Lee Rosendorf (TR)
Kathy Orpin (TR)
Kelynn Lewis (DHS)
Jennifer Johnson (IRS)
Jeanne Hillock (SI)
Gordie Walker (NRCS)
Barbara English (USAID)
Sheila Thompson(GPO)
Robin Patterson (LOC)
Jennifer Joyner (CFTC)
Caroline Heard(OSC)
Adrianna Benedith(SBA)
Linda Gandara (TSA)
Gwendolyn Holmes(ARC)
Daphane Leaumont((USDA)
Willie Smith(IBWC)
Bethany Wysolmerski(FC)

NFC North:

George Morris
Wendy Moore
Jo Bonner

NFC:

Dawn Hughes-Morris
Deidre Charlot
Jeanette Richardson
Joe Weaver
Carey Turner
Randy Speed
Tara Lala
Candace Letort
Helen Young
Bob Varnau

Client Management Branch Customer Service Representatives