CAPPS Minutes - February 20

CAPPS Minutes- February 20, 2008

I. Welcome

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

Announcements:

Dawn advised of the evacuation procedures in place for attendance at the CAPPS Meeting in the Customer Support Office.

II. NFC Website Redesign Presentation

Theresa Trentacosta (PCB) provided a PowerPoint Presentation of NFC’s Website Redesign.

The PowerPoint Presentation can be viewed on the homepage at www.nfc.usda.gov.

• The new NFC Website was launched January 21, 2008. The redesign has given us the opportunity to revamp content, making our site an even more valuable resource for our customers.
• The current menus choices are categorized for better organization and use.
• If you have any questions or comments regarding information you would like to see on the NFC Website, please email nfc.webmaster@usda.gov.
• Dora Lee Rosendorf, TR, asked when are customer notifications posted?
• Dawn Hughes-Morris, NFC, responded that customer notifications should be posted to the NFC Website within one hour after the notice is sent.
• Theresa Trentacosta, NFC, advised that email notices are posted as memorandums and not as customer notifications.
• All agencies are encouraged to forward an email to customer.support@usda.gov regarding non-receipt of customer notifications.

III. Discussion with New Personnel Processing Branch Chief

• Deidre Charlot introduced herself as the new Chief of the Personnel Processing Branch (PEPB) in replacement of Louise Richard. She is looking forward to continuing to serve all NFC payroll clients. If you need to escalate an issue, please contact her at deidre.charlot@usda.gov or 504-426-1438.

IV. 2008 Pay Raise Update

• Carla Henderson, NFC, reported The 2008 Pay Raise completed successfully for all agencies. We have documented lessons learned and suggestions, and have placed them in a tickler file for 2009. All agency issues were addressed and documented through the Pay Raise mailbox. The Pay Raise Mailbox was shutdown on Wednesday, January 30, 2008. If you have any questions or concerns, please contact customer.support@usda.gov.

V. EPIC Update

• The EPIC 1920 / 2020 date issue reported in the Customer Notification dated February 6, 2008, has been resolved. The date issue occurred due to the migration of an incorrect version of EPIC.
• The EPIC Grade Field issue reported in the Customer Notification dated February 13, 2008, has been resolved. Previously, users were able to enter 1 or 2 positions for a Grade field in EPIC. In an attempt to resolve ongoing issues, EPIC has been programmed to require the entry of two positions for this field.
• Dawn Hughes-Morris, NFC, requested agencies to forward “Date Field” processing errors to customer.support@usda.gov and CMB will provide these examples to Randy Speed, NFC.

VI. Updates/Action Items

• Log in Changes for Employee Personal Page (EPP): A Customer Notification was sent out to the community on February 20, 2008 regarding changes to the EPP log in. Currently, the log in requires the use of an employee’s social security number; this is being replaced with a unique User ID.
• NFC has a meeting scheduled for February 20, 2008 to discuss the notification of a Monday, February 25, 2008 implementation date.
• Bulletin, 08-4, Log In Changes to the Employee Personal Page (EPP), is in the final stages and will be issued shortly.

Action Item- responsible organization: PCB/Theresa Trentacoste/completed 2/20/08.

• SF-50 Remarks – (font and field size):Justice has requested additional space for SF-50 remarks. NFC is unable to change the font size but is looking into increasing the number of remarks currently allowed on the form.

Action Item- responsible organization: WAB/Randy Gonzales/pending.

• FEHB Code Flipping/Deductions: No problems were reported by the agencies. Dawn Hughes-Morris, NFC asked Winston Farmer, DOJ to provide SSN’s to customer.support@usda.gov for review. Winston will provide as soon as possible.
• Job Aid/Bulletin for SF-50 Remarks: PCB is currently working on the Job Aid/Bulletin.

Action Item- responsible organization: PCB/Theresa Trentacoste/pending.

• TSP-SCD: The TSP-SCD date is reverting to another date. Treasury reported problems with TSP-SCD. Agencies experiencing problems are encouraged to provide examples to customer.support@usda.gov
• 1351 A, B, and C Reports on Reporting Center:The 1351 A and B Reports are scheduled for release to the Reporting Center in PP05 of 2008. The 1351 C Report is under development. A customer notification will be sent to notify customers of the release dates.

Action Item- responsible organization: CMB/Dawn Hughes-Morris/completed 2/20/08.

VII. Notifications With Pending Responses

• TRAI Survey: A Customer Notification was sent February 4, 2008 regarding further use of NFC's Training Information (TRAI) System. A response was requested by Friday, February 15, 2008. If your agency will be using or would like to use the TRAI System for EHRI purposes, please send your agency point of contact information to the NFC's Client Management Branch at Customer.Support@usda.gov

• Quality Assurance Test for Personal Benefits Statements: A Customer Notification was sent on Wednesday, January 16, 2008. Agencies are requested to see Dawn Hughes-Morris, NFC after the CAPPS Meeting to review the NFC Agency Participation Report.

• Treasury Financial Manual (TFM) Bulletin: An email notice was sent to the agency’s Chief Financial Officer (CFO) on February 1, 2008 in regards to the Department of Agriculture (USDA), the National Finance Center’s compliance with the TFM Bulletin No. 2007-07 Suspense “F” Account Discontinuance and Waiver Policy scheduled for July 31, 2008 .
• Please coordinate this effort within your agency. If your agency plans to request a waiver to continue to use the F3875 suspense account, a response from the agency’s CFO is requested by February 21, 2008. Please send your response to Customer.Support@usda.gov.

VIII.Table Management Update

• NFC is developing a format for authorized user’s to submit Table Management (TMGT) updates.
• A bulletin will be forthcoming with procedures to automate and to ensure the changes are recorded accurately. The bulletin should be completed and available within the next few months.

IX.Retirement System Modernization (RSM)

• NFC had a teleconference with OPM regarding RSM on Friday, February 15, 2008. OPM plans to have every agency on the new RSM system by November 2008.
• NFC has an RSM Meeting scheduled for April 23, 2008 at 9:00 a.m. EST. We’re requesting 2 representatives from each agency to attend the meeting.
• The current schedule is listed below:
• 1 st OPM data cleansing cycle - May 16 th through June 27, 2008.
• 1 st Testing is scheduled - June 6, 2008. More information will be provided at the April 23 rd meeting.
• 2 nd Data cleansing cycle - August 22, 2008 through October 22, 2008.
• Biweekly feeds to OPM - starting September 22, 2008.
• OPM is scheduled to go live November 6, 2008.

X. Recent Pay and Leave Legislative Changes

• The National Defense Authorization Act (PL 110-118) implemented some changes in the pay and leave areas that will impact our customers, including EmpowHR and other FESI users. One of those items is the expansion of the regulations on Compensatory Time for Travel to include coverage for Federal Wage Schedule (FWS) employees (Section 1110 & 1111 of PL 110-118). OPM is expected to publish a notice in the Federal Register advising of the change. By law this will become effective on or before April 27, 2008, depending on when the Federal Register notice is published.
• A response must be submitted to Jo Bonner, NFC’s PPSPS staff, via e-mail to Jo.Bonner@usda.gov by close of business on March 7, 2008. This notification must include the specific FWS equivalent pay plans that the agency wants to have excluded/included. If you do NOT respond via e-mail by close of business March 7, 2008 and have FWS equivalents, you will be considered to have accepted the Title 5 programming for Compensatory Time for Travel applicable to FWS and equivalents. If you have any questions about this notice or the proposed changes, please contact Ms. Bonner on 202-720-8721 or via e-mail at Jo.Bonner@usda.go. A customer notification is forthecoming.
  
  Action Item- responsible organization: CMB/Dawn Hughes-Morris/completed 2/22/08.
  
• OPM provided guidance regarding a 90-day Annual Leave category. If you’re agency is not covered please let us know.
• There is an annual limit for war zone civilian employees. Agencies should be sure to read the guidelines from OPM.
• Agencies need to ensure that their employees’ are aware of the voluntary leave share program. If you have any questions, see OPM for issues about CPDF and Public Law.

XI. OPM Update 47

• 2 Customer Notifications dated Feb 12 th:
  • TMGT Changes to Authority Codes
  • Remarks that were effective for PP3, 2008.
• Customer Notification dated Feb 15 th:
  • Requirements for the 3 new Auth Codes VPA, VPB and VPC for Retention Incentives NOAC 827
• Need Responses back from each agency that have Non Title 5 employees on whether or not you want to be included for the programming of the 3 new Auth Codes. Responses due to Wendy Moore by Feb 29 th.
• Once we have a programming timeline and implementation date, NFC will notify agencies to allow preparation for updating their front-end systems and informing their serviced Personnel Payroll community.
• These changes will affect EmpowHR but not EPIC.
• OPM Changes to Details:
  • On Jan. 31, 2008, OPM sent out changes to the Nature of Action Codes for Details.
  • OPM Changes: NOACs for details and effective TBD will be implemented to standardize Government wide requirements for use of a specific 900 series NOAC when an agency documents a detail, extension of detail, or termination of detail.
  • Guidance is not applicable to details under IPA, Chapter 14, Table 14-A.
  • New NOACs for Details
    1. NOAC 930/Detail NTE (Date)
    2. NOAC 931/Ext of Detail NTE (Date)
    3. NOAC 932/Term of Detail NTE (Date)
  • Currently NFC client agencies use the following NOACs for Details:
    1. NOAC 922 /Detail NTE (Date)
       NOAC 922/ZVC and Auth: 600-608
    2. NOAC 923/Ext of Detail NTE (Date)
       NOAC 922/ZVC and Auth: 600-608
    3. NOAC 924/Term of Detail NTE (Date)
       NOAC 922/ZVC and Auth: 600-608
    4. NOAC 978/Mass Change Detail NTE (Date) --- NOA 978 will no longer be used as a valid NOAC for Details per OPM email dated 2-14-08.
    5. NOA 930 is currently used for Quarters Deductions and will need to be moved to a new 9xx NOAC (TBD).
  • These changes will affect FESI, EmpowHR, and EPIC systems. NFC is currently researching the impact of these changes and will inform the NFC clients of a projected implementation dat

• Q. Mike Mire, TR, inquired if these changes will be done on a staggered implementation or all at once.
• A. Wendy Moore, NFC, responded stating that the NOAC 930 will first need to be moved to a new 9xx NOAC before programming can be moved for Details. NFC will put together a timeline for implementation.

XII. User Group Chairperson Corner

• Dawn Hughes-Morris, NFC, announced that the EmpowHR User Group Meeting is scheduled for today, February 20, 2008 at 1:30 PM EST.
• EPIC User Group Chairperson – Kathy Orpin, TR, reported that in PP04, NFC would be completing the Elimination of Grayed Out Fields project. Systemic issues will be prioritized at the EPIC User Group Meeting. NFC will verify if the issues are truly systemic.
• A Tiger Team has been established to handle systemic issues.
• FESI User Group Chairperson – Kathy Orpin, TR, reported there would be a database change forthcoming. We need agency participation. CMB and Kathy are working to establish a list of all agency front-end systems. A courtesy invitation will be sent via email to all agencies at a later date.
• Reports User Group (RUG) Chairperson – Kelynn Lewis, DHS, reported that the group is working to increase agency participation. Our mission is to support the User Groups. The group is planning to submit a request for all hard copy reports to be moved to the Reporting Center.There are 3 to 4 volunteers from RUG looking at Dispatch Reports and reviewing the number of those reports that are mailed to agencies. NFC is looking into the feasibility of mailing reports verses moving them to the Reporting Center. More information will be provided by the end of March 2008.
• There are reports containing PII information such as SSN’s that can now be downloaded from the Reporting Center. Mike Zeringue, the NFC Agency Security Officer (ASO) has been asked to coordinate this effort with the RUG group.
• T&A User Group (TUAG) Chairperson - Dora Lee Rosendorf, TR, reported that Web T&A is forthcoming to NFC. Agencies are requesting more information regarding Web T&A.

XIII . Lagniappe

• New Business: CW Huff, NFC, reported that NFC’s current policy does not support Windows VISTA Checkpoint Client. We will be testing in the near future. NFC will inform the agencies of the results.

Action Item- responsible organization: CMB/Dawn Hughes-Morris. A Customer Notification in process/pending.

• NFC Orientation : NFC Orientation will be held March 25-27 of 2008. This information will be posted to the NFC Website.
• Basic FOCUS is scheduled for March 11 th, 12 th, and 13 th of 2008.

• Comments from the CAPPS Community :

• Dawn Hughes-Morris, NFC, reported an assessment will be conducted and an update will be provided on Undeliverable Mail. Agencies are requested to review the Customer Notification for more information. The item will be kept on the CAPPS agenda.

Action Item - responsible organization: CMB/Dawn Hughes-Morris/pending.

• One customer asked if NFC plans to provide a list of W2s in suspense?
• Candace Letort, NFC, responded all W2s in suspense have been corrected and issued. Your agency HR office can access W2s and provide reprints via the Reporting Center.
• Kelynn Lewis, DHS, reported issues with EPP. She would like a validation process in place that requires the employee to re-enter their bank account information to verify the input of correct information.

Action Item- responsible organization: CMB/Dawn Hughes-Morris to follow up with the appropriate NFC/GESD development branch/pending.

CAPPS Attendees:

Patty Moore (AG)

Carol Phillips (AG)

Winston Farmer (DOJ)

Karen Smith (DOJ)

Amy Martz (FP)

James Hoebel (DOC)

LaShonda Terell (DOL)

Doug Alexander (DOL)

Rosa Dortch (HUD)

Maria Wennersten (AOC)

Grindl A. LeGrand-Brewer (GAO)

Eugenie Thomas (GAO)

Kyle Adams (GAO)

Shelia Thompson (LOC)

Robin Patterson (LOC)

Jennifer Joyner (CFTC)

Gwendolyn Holmes (PSA)

David Kaplan (FMC)

Sue McMenamin (FMCS)

Phyllis Blackstone-Littles (NEA)

L’Tanya Sesker (NEH)

William Turner (SBA)

Barbara English (USAID)

Rauland Sharp (USAID)

Dora Lee Rosendorf (TR)

Kathy Orpin (TR)

Kelynn Lewis (DHS)

D’Juan Brady (DHS)

NFC North:

George Morris

Jody Nyers

Wendy Moore

Cheryl Ruf

NFC:

Penny Forbes

Bob Varnau

Candace Letort

Dawn Hughes-Morris

Deidre Charlot

Donna Speed

Randy Speed

Sharon Giovengo

Helen Young

Theresa Trentacosta

Joann Frazier

Carla Henderson

Client Management Branch Customer Service Representatives